Road map for Documentation and Implementation in SAP Solution Manager

Road map for Documentation and Implementation in SAP Solution Manager Robin Schönwald, SAP Consulting September 2014 Public

Agenda Application Lifecycle Management (ALM) Why do you need this ALM Service Pain points on the following 3 flavors: Documentation, Implementation, Template Management and Re-Documentation What will be delivered during this ALM Service Brief introduction on how SAP Solution Manager can meet the challenge on each of the 3 flavors: Documentation, Implementation, Template Management and Re-Documentation Who should attend this ALM Service Project Managers and project team members Support/BAU How can you use the information you received during the ALM Service Effort of Service delivery Deliverables in any One of the flavors Documentation, Implementation, Template Management and Re-Documentation 2014 SAP SE or an SAP affiliate company. All rights reserved. 2

Application Lifecycle Management An Approach in Six Phases of ITIL Application Management Upgrade Management Comprehensive project support for release transitions Custom Code Management Lifecycle management for custom code Landscape Transformation Management of business- and IT-driven changes in SAP solution landscapes Maintenance Management Management of corrective software packages, reduction of waste in custom code Business Process Operations Help ensure business continuity Provide business KPIs Business process benchmarking Technical Operations Central monitoring and alerting infrastructure Unique end-user experience monitoring Central administration tools SOLUTION TODAY Solution Documentation Central documentation of processes, system landscape, custom code, partner applications, and more Solution Implementation Discover and realize enhanced business functionality Avoid disruption of business Template Management Standardize configuration across multiple projects Test Management Change impact analysis Complete test management Change Control Management Integrated quality management Synchronized transports of various components Controlled and documented Application Incident Management adjustment of business processes Integrated service desk incl. approval process Involvement of partners in problem resolution Root-cause analysis for complex landscapes with diverse technology stacks 2014 SAP SE or an SAP affiliate company. All rights reserved. 3

Scope of Service Documentation and Implementation within the Application Lifecycle Management (ALM) Upgrade Re-documentation RBPD/ SoDocA Implementation & Upgrade Solution Implementation Discover and realize business Functionality Project Administration Blueprint Documentation and Modeling (ARIS) Reporting and Monitoring Solution Management Handover Project à Solution Maintenance Projects Retrofit Upgrade Management Template Management Template/Rollout Projects Global / Local Processes Rollout Generation Template based Synchronization Governance Release & Version Management 2014 SAP SE or an SAP affiliate company. All rights reserved. 4

Big Picture: Service Documentation and Implementation Flavor: Documentation & Implementation and Template Management, Re-Documentation Excel Upload SAP Business Process Blueprinting ARIS IBIS/ BPR Solution Documentation Assistant Upgrade/ Long Term Project Solution Implementation Project Template Project Maintenance Project 2014 SAP SE or an SAP affiliate company. All rights reserved. 5

Agenda Why do you need this Service Pain points on the following 3 flavors: Documentation & Implementation, Template Management and Re-Documentation Configuration Re- Documentation Blueprint Testing Implementation Project Maintenance Upgrade End User Training Template Solution 2014 SAP SE or an SAP affiliate company. All rights reserved. 6

Documentation Typical Customer Use Cases My Document is: Hard to understand for non-experts Initially my business processes have been modeled very detailed. After go-live, the documentation is too complex to be reused. Outdated and not reliable Because of costs or organizational aspects my business process documentation has not been updated or verified since it s initial creation. Not related to supporting software No sufficient transparency which SAP and non-sap software supports my business processes. Not centrally accessible No centralized access to my business process and system landscape information Very costly to maintain No automated and controlled maintenance of my documentation. So I do this effort sporadically, partially or before major software updates. 2014 SAP SE or an SAP affiliate company. All rights reserved. 7

Implementation Typical Customer Use Cases Who is involved in the project? (For example: Does business reengineering require that the business process experts are involved with requirements and design?) When have the deliverables to be generated? (For example: Deliverables across heterogeneous teams require templates to provide a common understanding on tasks and activities.) What has to be done by whom? (For example: Complex business teams require clear work lists and strong and transparent planning.) How to control and report the progress of each phase? 2014 SAP SE or an SAP affiliate company. All rights reserved. 8

Template Management Typical Customer Use Cases Unstandardized business processes across scattered business landscapes Different implementation approaches and strategies Missing link between business process documentation and technical realization No flexibility for business process adjustments leads to a long time to benefit No harmonized Release- and Version Management across the application landscape 2014 SAP SE or an SAP affiliate company. All rights reserved. 9

Re-Documentation Typical Customer Use Cases How Do I get full transparency about real usage of SAP Applications with the most important business processes obtain a comprehensive representation of current implemented and used processes and solutions do risk-based testing rather than testing everything ensure a quick and easy way to get business processes documented in the SAP Solution manager obtain a central entry point to manage and monitor all SAP solutions and processes enable a quick re-use of processes for planned projects (e.g. upgrade, rollouts etc.) leverage on a central basis to set up the basis further ALM processes 2014 SAP SE or an SAP affiliate company. All rights reserved. 10

Agenda What will be delivered during this Service Brief introduction on how SAP Solution Manager can meet the challenge on each of the 3 flavors: Documentation & Implementation, Template Management and Re-Documentation Configuration Re- Documentation Blueprint Testing Upgrade Implementation Project Maintanance End User Training Template Solution 2014 SAP SE or an SAP affiliate company. All rights reserved. 11

Documentation Approach Documentation means having documented the following key elements: core business processes related technical objects, such as transactions, programs, custom code, background jobs, interfaces related (non-sap) system and software components The activities required to implement the documentation standard is to validate existing documentation policies and practices and agree upon how to progress to the next step. This includes: types of documents (technical and business processes) Naming convention Templates Ownership responsibility of the document maintenance Documents of project and maintenance Document storage area (central vs. individual) 2014 SAP SE or an SAP affiliate company. All rights reserved. 12

Documentation Goal ALM Phase and Related Documentation Documentation can be continuously enriched along the application life-cycle Design: Create global business process templates and specifications, e.g. for later implementation projects Design/Build: Newly create or locally adjust business process structure during your implementation project Build/Test: Extend business process documentation during configuration, e.g. with custom code documentation, configuration information, test cases Operate: Re-document or adjust your business process documentation during operations, e.g. with system information Optimize: Verify your business process documentation before upgrades, e.g. delete obsolete information, e.g. not used custom code Solution Documentation life-cycle Upgrades à verify documentation Operations à re-document Application Management Template Management à create global documentation Implementation à create or locally adjust documentation Configuration à extend Documentation 2014 SAP SE or an SAP affiliate company. All rights reserved. 13

Documentation Types Documentation contains 2 types of documentation Technical Landscape Documentation System, server, database and software component documentation Maintenance done by: System administrators Technical SAP Solution Manager experts Business Process Documentation Documentation of Core Business Processes, related interfaces and custom code Maintenance done by: solution architects, e.g. for custom development and interface specifications; business process experts, e.g. to document (core) process flow project members, e.g. to document test cases and project specific customizing functional SAP Solution Manager experts, e.g. for simple transfer if good process documentation is available 2014 SAP SE or an SAP affiliate company. All rights reserved. 14

Documentation- Use Cases Reuse of Business Structure and Related Information in SAP Solution Manager Capabilities Blueprint Structure Tabs / Tab content Business Blueprint Configuration Testing System Monitoring Business Process Monitoring Solution Maintenance Solution Upgrade Scenarios Processes Process Steps Project Documents Transactions Configuration/ Development Test Cases E-Learning Interfaces * * Systems/ Servers Logical Component * Limited reuse of information 2014 SAP SE or an SAP affiliate company. All rights reserved. 15

Solution Implementation Approach Fast, Easy with Integrated Functionalities Use optimized implementation, updates tools and methods Usage of Methodology concept and accelerators speed project organization Usage of integrated test scenarios reduce test and training effort Use integrated comprehensive (project) documentation Implement a solution based on SAP best practices and according to SAP implementation methods Ensure smooth and secure go-live 2014 SAP SE or an SAP affiliate company. All rights reserved. 16

Implementation Goal Speed Implementation and Reduce Costs Provide proven and comprehensive implementation, update and upgrade support Enable global standardization Consolidate and preserve project documentation Optimize customizing and configuration Optimized and accelerated test management and execution Enable knowledge transfer from experts to end users Manage phases with Quality Gates 2014 SAP SE or an SAP affiliate company. All rights reserved. 17

Implementation Implementation Project Administration Project Administration is used to create the project and define some global settings such as: Project system landscape: all systems relevant for business processes which has to be defined, documented and implemented by this project. The systems are represented by Logical Components. Blueprint Configuration Testing Assignment of a Roadmap: SAP is providing standard SAP Methodology in form of roadmaps. Roadmaps are providing information how to run the project and which tasks have to be done in which phase Definition of project standards: definition of keywords, and document types (templates). Implementation Project Solution End User Training 2014 SAP SE or an SAP affiliate company. All rights reserved. 18

Implementation Blueprint Business Blueprint is used to define your To-be processes and the project scope: In the blueprint you can define the business scenarios which are consisting of business processes. The business process is build out of business process steps (transactional steps). Assignment of documents: you can use the predefined document templates (from Project Administration) to describe business processes and specify then technically. Assignment of transactions: transaction representing the business process step can be assigned on the appropriate tab. Assignment of structure attributes Blueprint Project Administration Configuration Solution Testing End User Training 2014 SAP SE or an SAP affiliate company. All rights reserved. 19

Implementation Configuration Configuration is used to define your customer specific developments, execute and implement the configuration as well as document the test cases and training material. Configuration The Configuration reuses the same structure to document business processes with additional assignments. Blueprint Testing Assignment of configuration objects: it is recommended to assign the configuration objects at lowest possible level (business process step). You can assign IMG objects, reports, transactions or documents describing the configuration content. Project Administration Solution End User Training Assignment of development objects: it is recommended to assign the development objects at lowest possible level (business process step). You can assign reports, function modules, classes, includes (and much more) or documents describing the development content. 2014 SAP SE or an SAP affiliate company. All rights reserved. 20

Implementation Use Cases The following processes and capabilities are integrated with Solution Implementation activities Business Process Modelling Document Management Basics Interaction Document Management Roadmap Testing Business Process Change Analyzer Service Desk Integration ChaRM Integration Solution Documentation Assistant Business Process Monitoring Compare & Adjust 2014 SAP SE or an SAP affiliate company. All rights reserved. 21

Add on: SAP Business Process Blueprinting SAP Solution Manager 7.1 as THE Single Source of Truth SAP business process expert SAP users SAP business process expert Non-SAP users 2014 SAP SE or an SAP affiliate company. All rights reserved. 22

SAP Business Process Blueprinting and SAP Solution Manager Third Party SAP ES Workplace SAP Solution Manager Document Your Business Process Requirements and Processes Adapt SAP best-practice processes to meet Your business best Facilitate discussions on process implementation and optimization Business Process Blueprinting Homegrown Enterprise Services Repository Business Process Library Solution Composer Server SAP ERP SAP NetWeaver BPM Visualize Your Scenarios and Processes for better communication and proper scoping Client: Eclipse RCP Solution will be available with SAP Solution Manager 7.1 as a pilot release 2014 SAP SE or an SAP affiliate company. All rights reserved. 23

Add-on: SAP Solution Manager and ARIS Integration SAP SOLUTION MANAGER ARIS Blueprint Structure Business Scenario Business Process 1 Business Process Step 1 Business Process Step 2 Business Process Step 3 Business Process 2 Business Process Step 1 Business Process Step 2 Business Process Step 3 Mapping Business Process Structure ARIS Script 5-level Model 3-level Model (IT View) Exchange of business process structures Transfer of transactions assigned to business process structures Representation of business process documents by links in ARIS Exchange of End-User roles information assigned to the business process structure 2014 SAP SE or an SAP affiliate company. All rights reserved. 24

Template Management Approach Define scenarios and processes as templates as well as a global rollout roadmap as implementation methodology Specify to what extent rollout projects can effect changes in delivered templates that are already being implemented Assign process documentation, transactions, configuration settings and documents as well as developments such as test cases and roll-out training materials. Easy implementation of rollout projects generated by template selection. Reuse of standard processes, configuration and documentation for global Processes Optimize, compare and adjust your newly created templates with already implemented ones Roll in changest from Operation to Template Project development landscape supported by synchronized maintenance projects (Retrofit). 2014 SAP SE or an SAP affiliate company. All rights reserved. 25

Template Management Goal Template Is a container that bundles business processes which are standardized to a certain extent Links to process-specific developments, configuration, and test data Can be used for roll out to other company locations Reference System SAP Solution Manager Managed System CRM System ERP System SCM System BC Sets Transactions Test Cases 2014 SAP SE or an SAP affiliate company. All rights reserved. 26

Template Management Project Functions Global Attributes Functions for Structures Template Project Setting the Global Attribute influences the changeability in the roll-out project Roll-out Project 2014 SAP SE or an SAP affiliate company. All rights reserved. 27

Re-Documentation Approach How could I get my existing documentation into SAP Solution Manager? n Solution Re-documentation means having documented core business processes including the related: n n n Documentation, e.g. process design, specifications, configuration or business test requirements Technical objects, e.g. transactions, TBOMs, custom code, background jobs, system configuration, interfaces System and software components (SAP and non-sap) n Redocument - current documentation available n n Manually transfer business process structure and related objects in business blueprint Maintain business process structure and related objects in XLS, Lotus Notes and transfer it via XML upload (as this procedure requires expertise this is currently an consultant solution, only) n Transfer - current and compatible tool based documentation available n n Automatically transfer business process structure and related objects in business blueprint XML upload: select content, structure it, and transfer via XML (see above) 2014 SAP SE or an SAP affiliate company. All rights reserved. 28

Re-Documentation Goal Enhanced solution and process usage transparency Comprehensive representation of current implemented and used processes and solutions Ready for standardization through comparison of business processes at different locations Accelerates initial Solution Documentation, ready for reuse for future projects or templates Basis for optimized testing Implementation of central entry point to manage and monitor all solutions and processes Enables simple and fast system consolidation Facilitates business improvements Cost-efficient through automated verification of Solution Documentation 2014 SAP SE or an SAP affiliate company. All rights reserved. 29

Re-Documentation Use Cases Based on Usage Data Risk-Based Testing Strategy Upgrade Preparation / System Consolidation Standardization / Template Management Accelerated Innovation Centralized Documentation Repository 2014 SAP SE or an SAP affiliate company. All rights reserved. 30

Add On: Reverse Business Process Documentation (RBPD) Reverse Business Process Documentation (RBPD) allows the customer to easily re-document his business processes directly from his SAP systems. The redocumentation is done by analyzing the actual usage of the system and is supported by comprehensive analysis content pre-delivered from SAP. Pre-defined Content Usage analysis Solution Documentation Assistant Re-documentation SAP Solution Manager SAP system 2014 SAP SE or an SAP affiliate company. All rights reserved. 31

RBPD Detailed Data Flow Projects (all types) Solution Content Interface SAP Solution Manager SAP Solution Landscape 3 4 Solution Documentation Assistant 2 1 1 = Upload business process structure/rules 2 = add custom transactions manually 3 = Analyze managed systems 4 = Create and complete project (custom objects) 5 = Hand over to solution SAP ERP SAP CRM SAP SCM Other ERP upload BP structures Usually 3-6 months period (performance reasons) 2014 SAP SE or an SAP affiliate company. All rights reserved. 32

Agenda Who should attend this Service Project Managers and project team members Support/BAU Configuration Re- Documentation Blueprint Testing Upgrade Implementation Project Maintenance End User Training Template Solution 2014 SAP SE or an SAP affiliate company. All rights reserved. 33

Attendees for this Service Principal Technology Consultant Project definition and administration Provide a clear project methodology to manage project efficiently on- time and within budget Maintaining Business blueprint information Define, maintain and assign the process structure and items under that Technology Consultant Maintaining Configuration objects Keep track of developments Assign test cases to ensure transparency for testing Usage analysis using Solution Documentation Assistant Business Process Modeling Template Roll-out 2014 SAP SE or an SAP affiliate company. All rights reserved. 34

Agenda How can you use the information you received during the Service Effort of Service delivery Deliverables in any One of the flavors Documentation & Implementation, Template Management and Re-Documentation Configuration Re- Documentation Blueprint Testing Upgrade Implementation Project Maintenance End User Training Template Solution 2014 SAP SE or an SAP affiliate company. All rights reserved. 35

Delivery Building Blocks Road map for documentation and implementation in SAP Solution Manager Service Flavor Service Flavor Service Flavor Add-on 1 Add-on 2 Documentation & Implementation* Template Management* Re-Documentation* SAP BB or ARIS RBPD Effort 20 PD Effort 22 PD Effort 24 PD Effort 5 PD Effort 5 PD by 2 Consultants by 2 Consultants by 2 Consultants by 2 Consultants by 2 Consultants SAP BB = SAP Business Blueprinting RBPD = Reverse Business Process Documentation * includes 4 business processes with 10 process steps each 2014 SAP SE or an SAP affiliate company. All rights reserved. 36

Delivery Additional Business Processes Services covers 4 business processes with max 10 process steps each Service Flavor Documentation & Implementation* Service Flavor Template Management* Service Flavor Re-Documentation* per additional business process with 10 steps Effort 20 PD Effort 22 PD Effort 24 PD Effort 1 PD by 2 Consultants by 2 Consultants by 2 Consultants 2014 SAP SE or an SAP affiliate company. All rights reserved. 37

Approach Customer presentation Service scope plus delivery range 20 day to 34 days???? Questionnaire Kick Off Pre selection of service flavor + add-on Presentation of service flavor specific Kick Off documents Scoping WS Definition of service flavor + add-on Service Delivery Delivery of the service and knowledge transfer 2014 SAP SE or an SAP affiliate company. All rights reserved. 38

Documentation SAP Solution Manager: Commence the prerequisites of Solution Documentation Types of documents to the loaded Present storage of documents (third party tool, etc.) Upload methodology Create a project Get the approval on 1 scenario with up to 4 business processes Create the structure Check the transaction codes Upload the appropriate documents Hand over to Support Additional Information: Provide a how to manual on what was set up in SAP Solution Manager Discuss the authorizations required for the designated roles Deliver a knowledge transfer session to the nominated client staff on how to maintain the Solution and the document flow Typical Customer pain points 2014 SAP SE or an SAP affiliate company. All rights reserved. 40

Implementation Create a pilot project Select the roadmap Enter the project team Choose the system landscape Establish the project standards (status values, keyword searches, templates) Create the business blueprint structure Use the BPR to create 1 scenario with up to 4 business processes Load documents Enter transaction codes Create service messages Create end users Create a Solution Implementation Project Additional Information: Provide a how to manual on what was set up in SAP Solution Manager Discuss the authorizations required for the designated roles Deliver a knowledge transfer session to the nominated client staff on Solution Implementation to Hand over to Support 2014 SAP SE or an SAP affiliate company. All rights reserved. 41

Template Management SAP Solution Manager Create a pilot template project Select the roadmap Activate global rollout functionality Define template scope Enter the project team Choose the system landscape Establish the project standards (status values, keyword searches, templates) Template Project Create the business blueprint structure Define global processes and requirements Use the BPR to create Use the BPR to create 1 scenario with up to 4 business processes Load documents Enter transaction codes Create service messages Create end users Additional Information Provide a how to manual on what was set up in SAP Solution Manager Discuss the authorizations required for the designated roles Deliver a knowledge transfer session to the nominated client staff on Template Management to Hand over to Support 2014 SAP SE or an SAP affiliate company. All rights reserved. 43

Solution Documentation Assistant Template Management / Standardization i Create a Global Template Choose the system expected to be closest to your company standard, create a Solution Manager project and do the Solution Documentation Solution Manager Project Create an Analysis Project and run an analysis Start analysis for a second system/client and compare the usage of the processes and steps. If there are differences, evaluate if one can be chosen as standard Update the Solution Manager project structure with the new process or step and roll-out the new processes Solution Documentation Assistant PRD EMEA PRD China 2014 SAP SE or an SAP affiliate company. All rights reserved. 44

Re-Documentation SAP Solution Manager Commence the prerequisites of Solution Documentation Types of documents to be loaded Present storage of documents (third party tools, etc.) Upload methodology Create a project Get the approval on Use the BPR to create 1 scenario with up to 4 business processes Create the structure Check the transaction codes Upload the appropriate documents Hand over to Support Additional Information: Provide a how to manual on what was set up in SAP Solution Manager Discuss the authorizations required for the designated roles Deliver a knowledge transfer session to the nominated client staff on how to maintain the Solution and the document flow 2014 SAP SE or an SAP affiliate company. All rights reserved. 46

Business Blueprint Upload Interface: Process Flow Program Management Business Process Expert System Administrator Create a project Create structure Upload file Create content upload file Maintain file Upload file Edit and Finalize business blueprint New functionalities in Release 7.1 2014 SAP SE or an SAP affiliate company. All rights reserved. 47

Upload Interface for Initial Upload of Blueprint Structure and Documents Initial documentation is automatically being build up by using implementation projects in SAP Solution Manager. To speed up this process, a new upload interface has been built into the Business Blueprint. The following information can be uploaded from external sources: Business Blueprint Structure Business Blueprint Structure Attributes Project Documentation tab Transactions tab Business Functions tab Configuration tab Development tab Test Cases tab Training Material tab How to work with the upload interface: Export the structure, attributes and other tabs to template.txt files which contain content examples for your reference and can easily be edited, e.g. with Microsoft Excel. Create a Business Blueprint Structure first before you continue uploading additional content. Detailed information can be found in the SAP Solution Manager online help. 2014 SAP SE or an SAP affiliate company. All rights reserved. 48

Detailed approach for all flavors 1 business scenario with up to 4 business processes and no more than 10 process steps Up to 3 fully documented steps including customer documents Up to 8 documents types Up to 6 status schemas 2 structure attributes 2 document attributes One interface One template One reference folder (KW) One reporting variant 2014 SAP SE or an SAP affiliate company. All rights reserved. 49

Difference Between Documentation, Re-Documentation and Reverse Business Process Documentation DOCUMENTATION Position When the client has no documentation available Initial steps Ascertain the types of documents the client will use In conjunction with the client design a document strategy Create a project in SAP Solution Manager using the BPR for the blueprint structure Add On Consider Reverse Business Process documentation RE-DOCUMENTATION Position The client has documents, however these are not stored in a central repository Initial steps Create a project in SAP Solution Manager Use the XLS interface to accelerate the process of uploading documentation Workshop Simple example of IBIS content used to detect productively running business processes (by using SoDocA) Add On Reverse Business Process Documentation REVERSE BUSINESS PROCESS DOCUMENTATION Position Business processes are used in a customer s productive environment and answers the question of how business processes can be documented, reflecting real usage from day to day execution Initial steps Load the latest RBPD content into SoDocA Assign roles and authorizations Complete the technical prerequisites Run the analysis 2014 SAP SE or an SAP affiliate company. All rights reserved. 50

Thank you Contact information: Robin Schönwald Business Development Manager, SAP Consulting E robin.schoenwald@sap.com

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