Writing Solid and Realistic Work Plans for an SAP BW Implementation Project Bjarne Berg MyITgroup

Transcription

1 Writing Solid and Realistic Work Plans for an SAP BW Implementation Project Bjarne Berg MyITgroup 2005 Wellesley Information Services. All rights reserved.

2 What We ll Cover Which approach to use for your project Project milestones Resources The SAP Solution Manager The SAP BI Best Practices tool The SAP Best Practices work plan Wrap-up 2

3 What We ll Cover Which approach to use for your project Project milestones Resources The SAP Solution Manager The SAP BI Best Practices tool The SAP Best Practices work plan Wrap-up 3

4 The Gray Areas of Methodologies A first step in determining how to write a work plan is to pick a methodology for your project. While ASAP is normally the default method, there are other alternatives. When to Select Different Methodologies High Time to Delivery Joint Application Design (JAD) System development Life-Cycle based methodologies (SDLC) There There are are in in fact fact several several dimensions when when multiple multiple methodologies can can be be employed, i.e., i.e., when when time time to to delivery delivery is is moderate, or or when when the the impact impact of of failure failure is is moderate Extreme Programming (EP) Rapid Application Development (RAD) Low Low Impact of Failure High 4

5 A Brief Look at ASAP ASAP for BW is based on many of the same ideas and approaches that are found in the ASAP methodology for R/3 SAP standard Single, pragmatic, and standardized methodology Evolved out of 20 years of experience Manageable scope, cost, and common expectations Common language Preconfigure documentation and tools 5

6 What is ASAP? Examples for Accelerators: Project Plan, Estimating Design Strategies, Scope Definition Documentation, Issues DB Workshop Agenda Questionnaires End- User Procedures Test Plans Technical Procedures Made Easy guidebooks (printout, data transfer, system administration ) Fill Fill in in the the Blank Blank Versus Start Start from from Scratch 6

7 What We ll Cover Which approach to use for your project Project milestones Resources The SAP Solution Manager The SAP BI Best Practices tool The SAP Best Practices work plan Wrap-up 7

8 Project Preparation Some Key Observations Project Project charter: charter: Represents Represents an an agreement agreement on, on, and and commitment commitment to, to, the the deliverables deliverables of of the the project, project, as as well well as as the the time time constraints, constraints, resources, resources, standards, standards, and and budget budget of of the the project project Project Project plan: plan: This This is is the the first first cut. cut. It It focuses focuses on on milestones milestones and and work work packages. packages. Scope: Scope: Sets Sets the the initial initial definition definition of of the the project project Project Project team team organization: organization: Sets Sets the the who who of of the the project. project. This This decides decides who who will will be be involved involved and and what what their their goal goal is. is. Standards Standards and and procedures: procedures: Sets Sets the the why why and and how how of of the the project. project. Standardizing Standardizing how how meetings meetings are are run, run, how how documents documents are are handled, handled, etc., etc., meaning meaning that that everyone everyone understands understands what what is is going going on on Source: Pauline Woods-Wilson Core Activities 1.1 Initial Project Planning 1.2 Project Procedures 1.3 Training Preparation 1.4 Project Kickoff 1.5 Technical Requirements Planning 1.6 Quality Check Project Preparation 8

9 Project Preparation The Milestone Plan Project Project plan: plan: This This is is the the first first cut. cut. It It focuses focuses on on milestones milestones and and work work packages. packages. The first work plan should only consist of core tasks, milestones, and their critical dates Resources are simply referred to by their role instead of the names of individuals. (This can be easily done afterwards when resources are assigned.) To To write write the the first first cut cut project project plan, plan, you you need need to to have have determined scope, scope, resource need/availability, and and time time 9

10 Project Preparation Milestone Dates Project Project plan: plan: This This is is the the first first cut. cut. It It focuses focuses on on milestones milestones and and work work packages. packages. The The Milestone plan plan should should be be published and and posted posted on on the the walls walls Do Do not not hide hide it it in in the the project project managers drawers drawers The Milestone Plan should consist of all major phases, start and end dates, and duration ID TASK Dur- ation Start Finish 2 Project Preparation 18 days 5/15/2005 6/2/ Blueprint Phase & Planning Phase 13 days 6/29/2005 7/12/ Project Realization 70 days 7/5/2005 9/13/ Final Preparation Phase 20 days 9/10/2005 9/30/ Go Live and Support Phase 14 days 10/1/ /15/2005 The plan should also include special project dates and events such as workshops, project reviews, approvals, etc. 10

11 What We ll Cover Which approach to use for your project Project milestones Resources The SAP Solution Manager The SAP BI Best Practices tool The SAP Best Practices work plan Wrap-up 11

12 Resources Roles BW projects consists of a team of highly-skilled individuals The quality of the people are much more important than the number a skilled developer can accomplish correctly what three novice developers will mess up in the same amount of time Think of the project team as a set of roles and not individuals. A person may fulfill more than one role during the project. Project Resources Program/Project Manager Application Consultant Application Team Member Technical Consultant Technical Team Member Technical Team Lead Help Desk Provider and Manager Business Process Team Lead Training and Documentation Lead Customer Project Sponsor You You should should staff staff your your project project based based on on the the needs, needs, NOT NOTbased on on who who is is available at at a a given given time. time. Sometimes the the right right decision decision is is to to delay delay a a project project until until the the right right people people can can participate. 12

13 Team Organization Small Project for Single Subject Area These are roles, not positions (sometimes one team member can fill more than one role) Business Team Business analyst Project Sponsor Project Manager Presentation developer Technical Team Basis and functional R/3 support BW Architect ETL developer This This is is a a good good organization for for teams teams that that use use JAD JAD or or RAD RAD as as their their development methodology The The development is is interactive, scope scope is is small, small, and and the the timeline timeline for for each each implementation is is short short Larger Larger projects projects can can create create multiple multiple project project teams teams working working on on dedicated areas. areas. However, very very tight tight coordination is is required required to to pull pull this this off off in in practice. Four to five team members and normally Three to six months duration depending on scope 13

14 Team Organization Mid-Sized BW Projects This This organization by by roles roles is is useful useful on on mid-sized projects projects using using system system development lifecycle lifecycle methodologies such such as as ASAP. ASAP. It It is is scalable, but but business analysts analysts must must be be given given direct direct access access to to developers to to make make this this work work in in practice. BW Architect Project Sponsor/ Steering Committee Project Manager Business Analyst(s) Extract, Transforms, and Loads Data Management (InfoCubes & ODS) Presentation Developer(s) Sr. Business analyst Sr. ETL developer Sr. BW developer Sr. Presentation developer Business analyst ETL developer BW developer Presentation developer These are roles, not positions (sometimes one team member can fill more than one role) Basis and Functional R/3 Support Eight to ten team members and normally Two to four months duration depending on scope 14

15 Team Organization Large BW Projects This This is is an an organized by by functional areas. areas. It It is is very very scalable scalable for for large large projects, but but requires requires solid solid coordination between between the the architect and and the the developers on on each each sub-team. Sometimes both both a a front-end and and a a back-end architect are are used used on on very very large large projects. Project Sponsor/ Steering Committee BW Architect Project Manager Portal developer(s) Sales Team Finance Team Material Mgmt. Team Business analyst/(sub-team lead) BW developer Presentation developer(s) ETL developer Business analyst/(sub-team lead) BW developer Presentation developer(s) ETL developer Business analyst/(sub-team lead) BW developer Presentation developer(s) ETL developer Basis and Functional R/3 Support Fifteen to twenty-five team members and normally Six to eighteen months duration depending on scope 15

16 What We ll Cover Which approach to use for your project Project milestones Resources The SAP Solution Manager The SAP BI Best Practices tool The SAP Best Practices work plan Wrap-up 16

17 SAP Solution Manager Don t Build Everything from Scratch Project Management Knowledge Transfer Knowledge Management IMPLEMENT Business Process OPTIMIZE Test Management OPERATE Solution Monitoring Service Desk Tools Content Implementation Platform Solution Monitoring Service Desk E-Learning * Upgrade * *New in 2004 Change Request Management * Implementation Content Roadmaps Services Best Practice Documents Change Management Service Delivery Gateway to SAP SAP Active Global Support Service Delivery Platform There There are are many many shared shared documents and and tools tools that that you you can can incorporate into into your your project. project. Your Your work work plan plan should should reflect reflect the the time time savings savings of of using usingthese accelerators. This This SAP SAP Solution Solution Manager is is delivered as as part part of of your your annual annual maintenance fee fee 17

18 SAP Solutions Manager What is Useful for BW? Project Preparation Business Blueprint Configuration Testing Training Define project Set up system landscape Define customer solution based on SAP processes Configure processes Synchronize customer settings Test processes Define e-learning units and create learning maps Project Administration Issue Tracking/Monitoring/Reporting Roadmaps Change Management All All items items in in the the Solution Solution Manager are are not not very very useful useful for for the the BW BWproject team. team. However, there there is is material material that that can can be be used. used. Collect Collect the the material material and and make make it it part part of of the the deliverables for for you you team. team. Write Write a a work work plan plan tasks tasks that that directly directlyreferences these these tasks. tasks. 18

19 What We ll Cover Which approach to use for your project Project milestones Resources The SAP Solution Manager The SAP BI Best Practices tool The SAP Best Practices work plan Wrap-up 19

20 BI Best Practice Gives You Many Templates and a Work Plan SAP BI Best Practices is a new tool with consolidated access to documentation, hints, white papers, recommendations, tools, and a sample work plan. It is all based on BI scenarios. SAP Best Practices is a tool intended for mid-sized enterprises that need rapid implementation or by large companies that need to create a corporate template for their subsidiaries New SAP customers can also combine this with the Baseline Package or an industry-specific version of SAP Best Practices SAP SAP Best Best Practices for for business intelligence supports predefined scenarios that that handle handle core core BI BI business requirements 20

21 BI Best Practice This tool is still being enhanced, but has several BI specific project accelerators that you will not find in the Solution Manager Most Most of of the the project project management tools tools about about staffing, staffing, planning, scoping, and and work work plans plans are are found found here here A test test drive drive is is available available on on the the Web Web site: site: Fdocs/Best%5FPractices/BW/ 21

22 An Option Work Plans Based on Deliverables The best practice documents are organized around scenarios which simplify the collection of tools Many Many of of your your team s team s deliverables can can be be downloaded here here and and you you can can incorporate them them specifically into into your your work work plans plans 22

23 Deliverables for Your Work Plan This example of the sales analysis gives an overview of what BW has to offer, how to build it, and best practices for a variety of technical designs These These are are tools tools and and accelerators that that you you can can download and and make make deliverables in in your your work work plan plan 23

24 An Option Create Your Work Plan Based on Scenarios Each scenario is described in a process overview document 24

25 Keep the Work Plan at a Manageable Level Don t load too many details into the work plan. Explain what needs to be done, not how to do it. The BI tool has installation guides to assist. Note The The installation installation guide guide has has step-by-step step-by-step scenarios scenarios based based documentation. documentation. Do Do NOT NOT replicate replicate minute minute steps steps into into the the work work plan; plan; keep keep it it at at a a high high enough enough level level where where it it is is useful, useful, but but not not a a burden burden to to maintain. maintain. 25

26 BI Best Practice What Versions Does It Support? The SAP Best Practices tool is developed for BW 3.5 and was tested with: mysap Application Component Software Component Release Level Highest Support Package SAP BW SAP_BASIS SAPKB64004 SAP_ABA SAPKA64004 SAP_BW SAPKW35004 PI_BASIS 2004_1_ SAPKIPYI64 BI_CONT SAPKIBIEP2 Source: SAP - Sept Note While While the the install install recommendations are are based based on on BW BW 3.5, 3.5, most most management tools, tools, accelerators, and and the the sample sample work work plan plan are are not not version version specific specific 26

27 What We ll Cover Which approach to use for your project Project milestones Resources The SAP Solution Manager The SAP BI Best Practices tool The SAP Best Practices work plan Wrap-up 27

28 The Sample Work Plan You can download the work plan from the Project Support area: 28

29 The Work Plan Some Background The work plan on the SAP BI Best Practice CD is a Microsoft project plan file (.mpp) The work plan is only an example that you are expected to modify to fit your project s scope, resources, and timelines The example is based on a rapid development of a single subject area over a five week period. However, the tasks and their dependencies are relevant to larger projects that may require substantially more time. 29

30 The Work Plan Some Background (cont.) The resource plan assumes that 11 roles are filled on the project (two part-time). This includes two consultants and one project sponsor. The The work work plan plan is is an an example example and and should should not not be be used used as as a a cookie cookie cutter cutter for for your your work work plan. plan. Sound Sound judgments must must still still be be applied. applied. Project Resources Program/Project Manager Application Consultant Application Team Member Technical Consultant Technical Team Member Technical Team Lead Help Desk Provider and Manager Business Process Team Lead Training and Documentation Lead Customer Project Sponsor 30

31 Project Preparation Some Key Observations Project Project charter: charter: Represents Represents an an agreement agreement on, on, and and commitment commitment to, to, the the deliverables deliverables of of the the project, project, as as well well as as the the time time constraints, constraints, resources, resources, standards, standards, and and budget budget of of the the project project Project Project plan: plan: This This is is the the first first cut. cut. It It focuses focuses on on milestones milestones and and work work packages. packages. Scope: Scope: Sets Sets the the initial initial definition definition of of the the project project Project Project team team organization: organization: Sets Sets the the who who of of the the project. project. This This decides decides who who will will be be involved involved and and what what is is their their goal. goal. Standards Standards and and procedures: procedures: Sets Sets the the why why and and how how of of the the project. project. Standardizing Standardizing how how meetings meetings are are run, run, documents documents are are handled, handled, etc. etc. means means that that everyone everyone understands understands what what is is going going on. on. Source: Pauline Woods-Wilson Core Activities 1.1 Initial Project Planning 1.2 Project Procedures 1.3 Training Preparation 1.4 Project Kickoff 1.5 Technical Requirements Planning 1.6 Quality Check Project Preparation 31

32 The Project Preparation Phase ID TASK Duration Start Finish 1 SAP Best Practices BI Implementation Roadmap - read Notes 24.5d 5/28/05 8:00 AM 7/1/05 12:00 PM 2 Pre-Sales Phase / Project Preparation 4.d 5/28/05 8:00 AM 6/2/05 5:00 PM 3 Perform Customer Workshop & present Best Practices in Demo System 1.5d 5/28/05 8:00 AM 5/29/05 12:00 PM 4 Review and select scenarios that are best fit for customer requirements.5d 5/29/05 1:00 PM 5/29/05 5:00 PM 5 Carry out review of delivered business content to check for gaps.5d 5/30/05 8:00 AM 5/30/05 12:00 PM 6 Define Critical Success Factors.5d 5/30/05 1:00 PM 5/30/05 5:00 PM 7 Validate & Document Technical Requirements.5d 6/2/05 8:00 AM 6/2/05 12:00 PM 8 Define System Landscape Strategy (maybe 2 system landscape and/or SAP One.d 6/2/05 12:00 PM 6/2/05 12:00 PM 9 Perform Hardware sizing.5d 6/2/05 1:00 PM 6/2/05 5:00 PM 10 Install software 2.d 5/28/05 8:00 AM 5/29/05 5:00 PM While short in duration in this example, do not spend too much time on the project prep phase It is easy to get intimidated by the many unknowns. Rely on your consultants, but keep the momentum. Spending more more than than 15% 15% of of your your project project time time in in this this phase phase is is a a sign sign of of analysis-paralysis 32

33 ID The Project Preparation Phase Dependencies TASK 28-May 29-May 30-May 31-May 1-Jun 2-Jun 1 SAP Best Practices BI Implementation Roadmap - read Notes 2 Pre-Sales Phase / Project Preparation 3 Perform Customer Workshop & present Best Practices in Demo System 4 Review and select scenarios that are best fit for customer requirements 5 Carry out review of delivered business content to check for gaps 6 Define Critical Success Factors 7 Validate & Document Technical Requirements 8 Define System Landscape Strategy (maybe 2 system landscape and/or SAP One 9 Perform Hardware sizing A key to the project prep phase is the level setting of all parties. Dedicate a day to a workshop with stakeholders, managers, and sponsors Dedicate some time early in the workshop to demo BW and discuss capabilities of the tool set A one-day one-day workshop can can remove remove project project confusion and and delays, delays, help help in in getting getting the the right right requirements, and and avoid avoid missing missing low low hanging hanging fruit. fruit. 33

34 The Blueprinting Phase Some Key Observations Getting Getting the the right right requirements: requirements: Finding Finding out out the the detailed detailed functional functional specs specs of of what what the the users users really really need need and and not not just just what what they they want want Deciding Deciding what what will will be be developed developed in in BW BW and and what what will will be be maintained maintained as as R/3 R/3 reports reports Map Map the the functional functional requirements requirements to to the the standard standard content content and and see see what what can can be be leveraged leveraged and and what what needs needs to to be be extended extended Create Create detailed detailed technical technical specifications specifications and and designs designs of of InfoCubes, InfoCubes, MasterData, MasterData, ODSs ODSs and and high-level high-level architectural architectural designs designs Create Create user user acceptance acceptance group(s) group(s) and and have have them them review review and and give give feedback feedback on on the the system system as as it it is is developed developed Core Activities 2.1 Project Management Business Blueprint 2.2 Organizational Change Management 2.3 Project Team Training Business Blueprint 2.4 Develop System Environment 2.5 Organizational Structure Definition 2.6 Business Process Definition 2.7 Quality Check Business Blueprint 34

35 The Blueprinting Phase Planning ID TASK Dur- Start Finish 1 SAP Best Practices BI Implementation Roadmap - read Notes 24.5d 5/28/05 8:00 AM 7/1/05 12:00 PM 11 Blueprint Phase & Planning Phase 9.5d 5/29/05 5:00 PM 6/12/05 12:00 PM 12 Apply for Going Live Check.d 5/29/05 5:00 PM 5/29/05 5:00 PM 13 Finalize Project Scope [selected scenarios] 1.d 5/30/05 8:00 AM 5/30/05 5:00 PM 14 Check Content delivered by Best Practices.5d 5/30/05 8:00 AM 5/30/05 12:00 PM 15 Determine those issues affecting BW Implementation and assign risk to project.25d 5/30/05 1:00 PM 5/30/05 3:00 PM 16 Present Final Scope to Customer and Get Signoff of Scope.25d 5/30/05 3:00 PM 5/30/05 5:00 PM 17 Project Planning Phase 8.d 5/30/05 8:00 AM 6/10/05 5:00 PM 18 Set Up Development Environment.25d 5/30/05 8:00 AM 5/30/05 10:00 AM 19 Define transport Strategy.25d 5/30/05 8:00 AM 5/30/05 10:00 AM 20 Activate TMS.25d 5/30/05 8:00 AM 5/30/05 10:00 AM 21 Define Project Organization and Create Teams 3.d 6/2/05 8:00 AM 6/4/05 5:00 PM 22 Analyze Roles and Tasks by Standard Content Areas and Technical.25d 6/2/05 8:00 AM 6/2/05 10:00 AM 23 Update delivered Project Plan & finalize, including resources assignments.25d 6/2/05 10:00 AM 6/2/05 12:00 PM 24 Define customer rollout & training strategy for SAP BW 1.d 6/2/05 8:00 AM 6/2/05 5:00 PM 25 Define types of users of the BW.33d 6/2/05 8:00 AM 6/2/05 10:38 AM 26 Determine Number of users for BW.33d 6/2/05 10:38 AM 6/2/05 2:17 PM 27 Determine Data Access Requirements.34d 6/2/05 2:17 PM 6/2/05 5:00 PM Lock-down the detailed scope early and obtain formal written approval for your detailed scope statement Implement a formal change approval process Spend Spend some some time time early early on on to to plan plan user user training training and and support; support; also, also, formalize your your team team organization 35

36 The Blueprinting Phase Planning Dependencies ID TASK 28-May 29-May 30-May 31-May 1-Jun 2-Jun 1 SAP Best Practices BI Implementation Roadmap - read Notes 11 Blueprint Phase & Planning Phase 12 Apply for Going Live Check 13 Finalize Project Scope [selected scenarios] 14 Check Content delivered by Best Practices 15 Determine those issues affecting BW Implementation and assign risk to project 16 Present Final Scope to Customer and Get Signoff of Scope 17 Project Planning Phase 18 Set Up Development Environment 19 Define transport Strategy 20 Activate TMS 21 Define Project Organization and Create Teams 22 Analyze Roles and Tasks by Standard Content Areas and Technical 23 Update delivered Project Plan & finalize, including resources assignments 24 Define customer rollout & training strategy for SAP BW 25 Define types of users of the BW 26 Determine Number of users for BW 27 Determine Data Access Requirements Many tasks can take place at the same time. The trick is to make sure that all team members are active and that the workload is evenly loaded throughout the project. Spend Spend some some time time on on resource loading loading and and workload balancing. Not Not all all tasks tasks are are dependent. 36

37 The Blueprinting Phase Design, Architecture, and Training ID TASK Duration Start Finish 11 Blueprint Phase & Planning Phase 9.5d 5/29/05 5:00 PM 6/12/05 12:00 PM 17 Project Planning Phase 8.d 5/30/05 8:00 AM 6/10/05 5:00 PM 24 Define customer rollout & training strategy for SAP BW 1.d 6/2/05 8:00 AM 6/2/05 5:00 PM 25 Define types of users of the BW.33d 6/2/05 8:00 AM 6/2/05 10:38 AM 26 Determine Number of users for BW.33d 6/2/05 10:38 AM 6/2/05 2:17 PM 27 Determine Data Access Requirements.34d 6/2/05 2:17 PM 6/2/05 5:00 PM 28 Business Information Warehouse Design/Archetecture Design & 3.d 6/2/05 8:00 AM 6/4/05 5:00 PM 29 Document which parts of Best Practices and SAP Content are used 1.d 6/2/05 8:00 AM 6/2/05 5:00 PM 30 Document Data Flow Procedures 1.d 6/3/05 8:00 AM 6/3/05 5:00 PM 31 Define / Document Data Access Design.25d 6/4/05 8:00 AM 6/4/05 10:00 AM 32 Define /document Authorization Strategy Design.25d 6/4/05 10:00 AM 6/4/05 12:00 PM 33 Define Data Load Requirements.5d 6/4/05 1:00 PM 6/4/05 5:00 PM 34 Technical/Hardware Validation.5d 6/2/05 8:00 AM 6/2/05 12:00 PM 35 Confirm Hardware Readiness.5d 6/2/05 1:00 PM 6/2/05 5:00 PM 36 Define BW Performance and Load Aspects.5d 6/2/05 8:00 AM 6/2/05 12:00 PM Users should be defined in terms of power users, casual users, and executives Each user group will have different interface requirements Spend some time writing the data flow to each ODS and InfoCube Perform a quality validation on your hardware implementation (RAID, O/S, RDBMS, network, BW install, etc.) Define Define clearly clearly when when each each datastore has has to to be be loaded loaded (time) (time) and and the the frequency of of the the loads loads 37

38 The Blueprinting Phase Planning Ideal Years Experience (minimum) Training Days (if new in the role) In-House Training Days BW Developer ETL Developer Presentation Developer Project Manager Business Analysts Issue Plan time on the work plan for early training of your staff members 38

39 The Blueprinting Phase Project Management and Test Plans ID TASK Duration Start Finish 11 Blueprint Phase & Planning Phase 9.5d 5/29/05 5:00 PM 6/12/05 12:00 PM 17 Project Planning Phase 8.d 5/30/05 8:00 AM 6/10/05 5:00 PM 37 Project Procedures 1.d 6/2/05 8:00 AM 6/2/05 5:00 PM 38 Update Project Management Standards and Operating Procedures.5d 6/2/05 8:00 AM 6/2/05 12:00 PM 39 Update Implementation Standards and Procedures to include BW specific.5d 6/2/05 1:00 PM 6/2/05 5:00 PM 40 Update SAP System Admin Procedures.5d 6/2/05 1:00 PM 6/2/05 5:00 PM 41 Test plans 4.d 6/5/05 8:00 AM 6/10/05 5:00 PM 42 Define BW Test Plans 1.d 6/5/05 8:00 AM 6/5/05 5:00 PM 43 Define Data Flow & Validation Test Plans.5d 6/6/05 8:00 AM 6/6/05 12:00 PM 44 Define Data Access Test Plans.5d 6/6/05 1:00 PM 6/6/05 5:00 PM 45 Define Authorizations Test Plan.5d 6/9/05 8:00 AM 6/9/05 12:00 PM 46 Develop System Test Plans.5d 6/9/05 1:00 PM 6/9/05 5:00 PM 47 Develop Technical Test Plans.5d 6/10/05 8:00 AM 6/10/05 12:00 PM 48 Develop Functional/Performance Test Plans.5d 6/10/05 1:00 PM 6/10/05 5:00 PM Make sure that you plan detailed procedures for transporting objects between the development, testing, and production landscape Much like an R/3 project, you should plan to test the security/roles, the load programs, update and transfer rules, as well as the data stores, aggregated delta-enabled extractors, and time dependent objects You You should should plan plan to to spend spend about about 20-40% 20-40% of of your your project project time time on on testing testing and and fixes fixes 39

40 ID The Blueprinting Phase Project Management, Test Plans, Dependencies TASK 5-Jun 6-Jun 7-Jun 8-Jun 9-Jun 10-Jun 11 Blueprint Phase & Planning Phase 17 Project Planning Phase 37 Project Procedures 38 Update Project Management Standards and Operating Procedures 39 Update Implementation Standards and Procedures to include BW specific 40 Update SAP System Admin Procedures 41 Test plans 42 Define BW Test Plans 43 Define Data Flow & Validation Test Plans 44 Define Data Access Test Plans 45 Define Authorizations Test Plan 46 Develop System Test Plans 47 Develop Technical Test Plans 48 Develop Functional/Performance Test Plans Test Strategy Test Plan Test Execution Problem Resolution R/3 R/3 and and BW BW testing testing is is not not different different from from a a methodology standpoint, but but the the execution is is 40

41 The Realization Phase Some Key Observations Core Activities Development Development Programs: Programs: Provide Provide details details of of added added programming programming structures structures End End User: User: Training Training Material, Material, Manuals, Manuals, Web Web site, site, on-line on-line help help Configuration: Configuration: Activate Activate content, content, make make extensions extensions to to BW BW standard standard content, content, execute execute test test data data and and masterdata masterdata loads, loads, validate validate data data quality, quality, build build and and modify modify transfer transfer and/or and/or update update rules rules Testing: Testing: Unit Unit testing testing by by developers, developers, acceptance acceptance testing testing by by business business analysts, analysts, system system and and integration integration testing testing by by users users 3.1 Project Management Realization 3.2 Organizational Change Management 3.3 Training Development and Approvals 3.4 Baseline Configuration (content activation) 3.5 System Management 3.6 Final Configuration (enhancements) 3.7 Prepare External Interfaces (non R/3) Data Develop Conversion Queries Programs (if any) 3.10 Develop User Interface Enhancements 3.11 Determine Additional Reporting Requirements 3.12 Create Structured Reports (i.e., third party) 3.13 Establish Authorization Concept 3.14 Establish Data Archiving plan (if applicable) 3.15 Final Integration Test 3.16 Quality Check Realization 41

42 The Realization Phase Development Core Activities ID TASK Dur- Start Finish ation 51 Project Realization 6.25d 6/5/05 8:00 AM 6/13/05 10:00 AM 52 BW Development Configuration 3.d 6/5/05 8:00 AM 6/9/05 5:00 PM 53 Implement relevant Best Practices scenarios 3.d 6/5/05 8:00 AM 6/9/05 5:00 PM 54 Configure Data Access Environment.25d 6/5/05 8:00 AM 6/5/05 10:00 AM 55 Source Data Quality Validation.75d 6/5/05 10:00 AM 6/5/05 5:00 PM 56 Collect Representitive Sample of Source Data (Transaction and Master).5d 6/6/05 8:00 AM 6/6/05 12:00 PM 57 Identify and List all issues with transaction/master data.5d 6/6/05 1:00 PM 6/6/05 5:00 PM 58 Implement Standard Authorization Concept - Development Environment 1.d 6/9/05 8:00 AM 6/9/05 5:00 PM 59 Document those issues affecting BW Implementation and assign risk to project.25d 6/9/05 8:00 AM 6/9/05 10:00 AM 60 Communicate issues to customer and agree on criteria to clean data.5d 6/9/05 10:00 AM 6/9/05 3:00 PM 61 Provide customer report on findings and agree on go forward strategy to clean.25d 6/9/05 3:00 PM 6/9/05 5:00 PM TIPS FOR MAKING THE REALIZATION PHASE SUCCESSFUL 1 Review the functional requirements and the technical design 2 Make sure you have established data stewards for the masterdata and assigned the masterdata to specific developers 3 Have your ETL developers report functionally to an individual who is responsible for creating process chains 4 Avoid nested ODS layers and keep the architecture as pristine as possible 5 Make your transformations as part of update rules into infocubes if you need to be able to reconcile to the source system. Keep the details in the ODS. 6 Do not allow exceptions to the naming conventions 7 Make sure that putting out fires do not take precedence and becomes the defaulted architecture and standard. 8 Try new ideas in a sandbox environment and do not contaminate the development environment. 9 Keep details for multi-use in the ODS and do not design the ODS based on a the needs of a single infocube. 10 Developers must perform unit test on all their work and personally sign-off on their storage object. If If BW BW is is new new in in the the organization you you should should seriously consider hiring hiring experienced BW BW developer(s) or or rely rely on on external external resources during during this this phase phase 42

43 The Realization Phase Development Core Dependencies ID TASK Duration 5-Jun 6-Jun 7-Jun 8-Jun 9-Jun 51 Project Realization 6.25d 52 BW Development Configuration 3.d 53 Implement relevant Best Practices scenarios 3.d 54 Configure Data Access Environment.25d 55 Source Data Quality Validation.75d 56 Collect Representitive Sample of Source Data (Transaction and Master).5d 57 Identify and List all issues with transaction/master data.5d 58 Implement Standard Authorization Concept - Development Environment 1.d 59 Document those issues affecting BW Implementation and assign risk to project.25d 60 Communicate issues to customer and agree on criteria to clean data.5d 61 Provide customer report on findings and agree on go forward strategy to clean.25d The majority of issues during this phase will be data extraction, loading transformation, and loading. While you cannot plan for all issues, you can set aside time to deal with them. Data Data cleansing should should occur occur in in the the source source system system (hint: (hint: Cover Cover this this in in the the scope scope statement) 43

44 The Realization Phase Testing Core Activities ID TASK Duration Start Finish 51 Project Realization 6.25d 6/5/05 8:00 AM 6/13/05 10:00 AM 62 Quality Assurance Environment 3.25d 6/10/05 8:00 AM 6/13/05 10:00 AM 63 Set Up Quality Assurance Environment.5d 6/10/05 8:00 AM 6/10/05 12:00 PM 64 Transport Requests from Dev.25d 6/10/05 1:00 PM 6/10/05 3:00 PM 65 Load data from R/3 QA Environment 1.d 6/10/05 3:00 PM 6/11/05 3:00 PM 66 Test QA Environment 2.5d 6/10/05 3:00 PM 6/13/05 10:00 AM 67 BW Quality Assurance Configuration.5d 6/10/05 3:00 PM 6/11/05 10:00 AM 68 Execute BW Test Plans in Quality Environment 2.d 6/11/05 10:00 AM 6/13/05 10:00 AM Tasks\Dates December 2003 January 2004 February Mar 8-Mar 15-Mar 22-Mar 29-Mar 5-Apr Identify People for Testing Schedule Facilities Prioritize Test Areas (Queries) Send out Meeting Notice Execute System Test Document Results Problem Resolution There's no time to stop for gas, we're already late testing is not a waste of time! Business analysts analysts are are responsible for for planning and and executing the thesystem testing testing of of queries. queries. 44

45 The Realization Phase Testing Core Dependencies ID TASK 10-Jun 11-Jun 12-Jun 13-Jun 51 Project Realization 62 Quality Assurance Environment 63 Set Up Quality Assurance Environment 64 Transport Requests from Dev 65 Load data from R/3 QA Environment 66 Test QA Environment 67 BW Quality Assurance Configuration 68 Execute BW Test Plans in Quality Environment Tasks 1 Create test script 6 Identify key contacts 2 Identify roles to be used 7 Communicate about transports 3 Documentation on using test tools 8 Arrange time for progress control 4 Procedure for documenting test results 9 Schedule facilities 5 Training sessions for using test scripts Have Have a a formal formal testing testing process process and and document the the findings. While While many many issues issues are are easy easy to to fix, fix, it it is is the the lessons lessons learned learned that that will will pay pay off off in in the the long long run. run. 45

46 The Final Preparation Phase Some Key Observations The The Cutover Cutover Plan Plan and and the the Technical Technical Operations Operations Manual Manual describe describe the the details details on on how how to to move move to to the the production production environment environment and and Go-Live Go-Live The The Stress Stress and and Volume Volume Tests Tests confirm confirm the the production production hardware s hardware s capabilities capabilities The The End-User End-User Training Training Document Document describes describes the the delivery delivery of of the the necessary necessary levels levels of of SAP SAP training training prior prior to to going going live live Source: Pauline Woods-Wilson Core Activities 4.1 Project Management Final Preparation 4.2 Training Final Preparation 4.3 Stress and Volume Testing 4.4 System Management 4.5 Detailed Cutover Planning 4.6 Cutover 4.7 Quality Check Final Preparation 46

47 The Final Preparation Phase System Testing ID TASK Dur- Start Finish ation 69 Final Preparation Phase 10.5d 6/10/05 8:00 AM 6/24/05 12:00 PM 70 Setup Production Environment 3.d 6/13/05 10:00 AM 6/18/05 10:00 AM 71 Define Production System Design.5d 6/13/05 10:00 AM 6/13/05 3:00 PM 72 Set Up Production Environment.5d 6/13/05 3:00 PM 6/16/05 10:00 AM 73 Confirm BW Production Configuration 2.d 6/16/05 10:00 AM 6/18/05 10:00 AM 74 Execute BW Test Plans in Production Environment 2.d 6/16/05 10:00 AM 6/18/05 10:00 AM 75 Conduct System Tests 3.d 6/16/05 10:00 AM 6/19/05 10:00 AM 76 Conduct System Administration Tests.25d 6/16/05 10:00 AM 6/16/05 12:00 PM 77 Conduct Backup and Restore Procedure Test.5d 6/16/05 1:00 PM 6/16/05 5:00 PM 78 Conduct Failure Scenarios Test.5d 6/16/05 1:00 PM 6/16/05 5:00 PM 79 Conduct Disaster Recovery Test.5d 6/17/05 8:00 AM 6/17/05 12:00 PM 80 Conduct Going Live Check 1.d 6/18/05 10:00 AM 6/19/05 10:00 AM Performance test execution 1. Identify queries to be performance tuned 2. Determine cut-off load i.e., 40% of expected actual users (not named) 3. Schedule queries to run in background to simulate real user load. Execute each query while scripts are running. 4. Attempt tuning at query level and perform analysis based on benchmarks 5. If needed, build aggregates, indexes, etc. 6. Record findings in a formal tracking tool available to everyone 47

48 The Final Preparation Phase System Testing Dependencies ID TASK 10-Jun 11-Jun 12-Jun 13-Jun 14-Jun 15-Jun 16-Jun 17-Jun 18-Jun 19-Jun 69 Final Preparation Phase 70 Setup Production Environment 71 Define Production System Design 72 Set Up Production Environment 73 Confirm BW Production Configuration 74 Execute BW Test Plans in Production Environment 75 Conduct System Tests 76 Conduct System Administration Tests 77 Conduct Backup and Restore Procedure Test 78 Conduct Failure Scenarios Test 79 Conduct Disaster Recovery Test 80 Conduct Going Live Check A typical back-up strategy is to run a full system backup on the weekends and only delta backups each day before the load process starts Make sure that you can actually restore from the backups and that the system has the resources it needs (i.e., will one application server be enough?) Don t Don t underestimate the the need need for for system system testing testing for for performance and and recovery purposes 48

49 The Final Preparation Phase User Training and Support ID TASK Duration! Web-based! Vendor-based! All users! Developers! Training! Support staff! Tutorials! Instructor-led! On-site Many Many BI BI projects projects succeed succeed or or fail fail based based on on how how! Power users good good the the training training and and well well the the user user support support is is! Executives organized and and executed Start Finish 69 Final Preparation Phase 10.5d 6/10/05 8:00 AM 6/24/05 12:00 PM 81 Training Plans 3.d 6/10/05 8:00 AM 6/12/05 5:00 PM 82 Develop Final End User Training and Documentation Content 2.d 6/10/05 8:00 AM 6/11/05 5:00 PM 83 Prepare for End User Training and Documentation Delivery 1.d 6/10/05 8:00 AM 6/10/05 5:00 PM 84 Deliver End User Training 1.d 6/12/05 8:00 AM 6/12/05 5:00 PM 85 Train System Administration Staff 1.d 6/12/05 8:00 AM 6/12/05 5:00 PM 86 Define Long-Term Production Support Strategy 2.d 6/17/05 1:00 PM 6/19/05 12:00 PM 87 Refine Production Support Plan.25d 6/17/05 1:00 PM 6/17/05 3:00 PM 88 Reorganize Team for Production Support.25d 6/17/05 3:00 PM 6/17/05 5:00 PM 89 Establish Help Desk 1.d 6/18/05 8:00 AM 6/18/05 5:00 PM 90 Realization Review.5d 6/19/05 8:00 AM 6/19/05 12:00 PM Types of training: 49

50 The Final Preparation Phase Dependencies ID TASK 10-Jun 11-Jun 12-Jun 13-Jun 14-Jun 15-Jun 16-Jun 17-Jun 18-Jun 19-Jun 69 Final Preparation Phase 81 Training Plans 82 Develop End User Training and Documentation Content 83 Prepare for End User Training and Documentation Delivery 84 Deliver End User Training 85 Train System Administration Staff 86 Define Long-Term Production Support Strategy 87 Refine Production Support Plan 88 Reorganize Team for Production Support 89 Establish Help Desk 90 Realization Review This is the time to execute the production support plans and re-organize the project team into a sustainable organization, or plan the hand-off to a support organization if one exists Remember to plan for the integration of your support plans with your organization s existing support systems and help desk routing 50

51 The Final Preparation Phase The Go Decision ID TASK Dur- Start Finish ation 69 Final Preparation Phase 10.5d 6/10/05 8:00 AM 6/24/05 12:00 PM 91 Final Preparation Tasks 5.5d 6/17/05 8:00 AM 6/24/05 12:00 PM 92 Transport to Production Environment 1.d 6/17/05 8:00 AM 6/17/05 5:00 PM 93 Perform Conversions 1.d 6/17/05 8:00 AM 6/17/05 5:00 PM 94 Cutover 2.d 6/18/05 8:00 AM 6/19/05 5:00 PM 95 Perform Cutover to Production System 1.d 6/18/05 8:00 AM 6/18/05 5:00 PM 96 Confirm Production Readiness 1.d 6/19/05 8:00 AM 6/19/05 5:00 PM 97 Verify Users are Ready.25d 6/20/05 8:00 AM 6/20/05 10:00 AM 98 Final Preparation Review.5d 6/20/05 10:00 AM 6/20/05 3:00 PM 99 Conduct Quality Check 1.d 6/20/05 3:00 PM 6/23/05 3:00 PM 100 Conduct Final Preparation Review.5d 6/23/05 3:00 PM 6/24/05 10:00 AM 101 Sign off Final Preparation Phase.25d 6/24/05 10:00 AM 6/24/05 12:00 PM 102 Final Approval for Going Live.d 6/24/05 12:00 PM 6/24/05 12:00 PM A formal go, no-go decision should be made by the sponsor and stakeholders at the end of the final preparation phase Users will not remember if you bring the system online 14 days late, but they will remember if it had major issues Quality Quality is is paramount for for each each go-live go-live 51

52 The Final Preparation Phase Dependencies ID TASK 17-Jun 18-Jun 19-Jun 20-Jun 21-Jun 22-Jun 23-Jun 24-Jun 69 Final Preparation Phase 91 Final Preparation Tasks 92 Transport to Production Environment 93 Perform Conversions 94 Cutover 95 Perform Cutover to Production System 96 Confirm Production Readiness 97 Verify Users are Ready 98 Final Preparation Review 99 Conduct Quality Check 100 Conduct Final Preparation Review 101 Sign off Final Preparation Phase 102 Final Approval for Going Live You can often cut over to the production box before the go-live. If you already have BI user live in-the-box, you can mask the new functionality by not mapping the new queries to the user s role menu until you are ready If If you you are are already already live live with with other other content, content, plan plan for for a a weekend cut cut over over and and spend spend Saturday to to validate validate the the production box. box. This This gives gives you you Sunday Sunday to to fix fix any any major major issues. issues. 52

53 Go-Live Some Key Observations The The last last deliverable deliverable for for the the implementation implementation ensures ensures high high system system performance performance through through monitoring monitoring and and feedback feedback We We need need to to execute execute issue issue resolution resolution plans plans and and contingency contingency plans plans A lessons lessons learned learned session session should should be be held held at at the the end end of of the the project project to to assure assure organizational organizational awareness awareness and and education education The The support support organization organization will will take take over over the the system system after after a a pre-determined pre-determined time time period. period. Some Some team team members members may may transition transition into into their their new new roles roles as as support support staff staff This This is is a a critical critical time time when when a a SWAT SWAT team team that that quickly quickly addresses addresses user user concerns concerns can can make make all all the the difference difference in in how how the the system system is is received received among among the the users users Source: Pauline Woods-Wilson Core Activities 5.1 Production Support 5.2 Project End 5.x Lessons learned review 53

54 Go-Live Activities ID TASK Dur- Start Finish ation 103 Go Live and Support Phase 5.d 6/24/05 1:00 PM 7/1/05 12:00 PM 104 Setup Production Support 1.d 6/24/05 1:00 PM 6/25/05 12:00 PM 105 Go Live & Support Review.5d 6/25/05 1:00 PM 6/25/05 5:00 PM 106 Provide Production Support.d 6/25/05 5:00 PM 6/25/05 5:00 PM 107 Post Go Live Activities 3.5d 6/26/05 8:00 AM 7/1/05 12:00 PM 108 Review and Close Open Issues 1.d 6/26/05 8:00 AM 6/26/05 5:00 PM 109 Close Open Issues and Sign off Go-Live and 1.d 6/26/05 8:00 AM 6/26/05 5:00 PM 110 Review Business scenarios 1.d 6/27/05 8:00 AM 6/27/05 5:00 PM 111 Validate Live Business Process Results.5d 6/30/05 8:00 AM 6/30/05 12:00 PM 112 Strategic BW Planning 1.d 6/30/05 1:00 PM 7/1/05 12:00 PM 113 Develop Strategic Plan for BW.5d 6/30/05 1:00 PM 6/30/05 5:00 PM 114 Identify additional requirements concerning.5d 7/1/05 8:00 AM 7/1/05 12:00 PM Web Reporting and Bex Analyzer Reports and Layout 115 Project End.d 7/1/05 12:00 PM 7/1/05 12:00 PM Maintain Maintain an an issue issue log log from from two two weeks weeks before before go-live, go-live, until until six six weeks weeks after after the the go-live. go-live. Conduct Conduct a a formal formal post post implementation review review with with team team members to to learn learn from from the the project. project. 54

55 ID Go-Live Post Go-Live Activities TASK 24-Jun 25-Jun 26-Jun 27-Jun 28-Jun 29-Jun 30-Jun 1-Jul 103 Go Live and Support Phase 104 Setup Production Support 105 Go Live & Support Review 106 Provide Production Support 107 Post Go Live Activities 108 Review and Close Open Issues 109 Close Open Issues and Sign off Go-Live and Support Phase 110 Review Business scenarios 111 Validate Live Business Process Results 112 Strategic BW Planning 113 Develop Strategic Plan for BW 114 Identify additional requirements concerning Web Reporting and Bex Analyzer 115 Project End Alignment Are we doing the right things? Benefits Are we getting the benefits? Are we doing them the right way? Integration Are we getting them done well? Capability/Efficiency 55

56 What We ll Cover Which approach to use for your project Project milestones Resources The SAP Solution Manager The SAP BI Best Practices tool The SAP Best Practices work plan Wrap-up 56

57 Resources Start to Finish Guide to IT Project Management by Jeremy Kadlec, Digital: 109 pages. Publisher: NetImpress; ISBN: B0000W86H2 Information Technology Project Management, Second Edition by Kathy Schwalbe. 561 pages. Publisher: Course Technology; ISBN: BI Best Practices, SAP Development Network: ctices/bw 57

58 7 Key Points to Take Home Use Best Practice deliverables don t create from scratch Download a sample work plan and enhance it Organize your team early and provide training Have a formal scope statement and change process Spend no more than 20% of project time in the prep phase and plan to use about 20-40% in total test time (unit, system, integration, and performance) 58

59 7 Key Points to Take Home (cont.) Use strong dedicated BI development resources in the realization phase. Learning while being productive is almost impossible. Don t keep too much detail in the work plan. Show what should be done, not how to do it.! If your work plan exceeds line items you probably have too much detail 59

60 Your Turn! Questions? How to contact me: Dr. Bjarne Berg 60