SEM Projekt - Projektname

Scoping Questionnaire SEM-BPS

General Information:
In attempting to determine the timeframe and resources required to support the implementation of SEM-BPS, an
evaluation of the requirements and the corresponding complexity of the project is normally required. Set out
below is a list of questions intended to assist in the assessment the project requirements. In addition guidelines to
assist in determination of the corresponding complexity of the project have also been provided.
Each and every project must be reviewed and evaluated based upon its own unique requirements. Accordingly, it
is not possible to provide defined rules for time determination. As a general guideline however (based on
experiences to date) the following represent a starting point for the estimation of time to implement SEM-BPS
based upon project complexity.
Low Complexity Project:
Implementation timeframe
3 4 Months.
Moderately Complex Project:
Implementation timeframe
4 8 Months.
High Complexity Project:
Implementation Timeframe 6 12 Months.
With respect to individual resources required to support implementation, please refer to the documentation on
Team Roles.
Scoping Questions
To what extent does the Company
Currently use SAP R/3 (which
modules) and which release?

Does the Company have SAP-BW

installed and if so which version? For

Response

Lower
Complexity
Currently
using R/3 in
a significant
portion of
the
organisation
, in areas,
which will
be, sources
for Master
and
Transaction
al Data (i.e.
Actuals)
subsequentl
y used in
planning.

Significant
amounts of

Moderate
Complexity
Currently
using SAP
R/3 so have
in-house SAP
knowledge.
Not however
using R/3 in
all operations
(other source
systems).
Current use of
SAP R/3 does
not
necessarily
provide for
the sourcing
of all Master
Data and
Transactional
data, which
will be
required in
planning.
The Customer
is currently

Higher
Complexity
Currently not
using R/3.
Actual and
Master Data
must all be
sourced
externally.
Little or no inhouse SAP
Knowledge

Customer is
currently not

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what purpose is the BW currently

being used? Is there existing content
within the Business Warehouse,
which would potentially be utilised in
the Planning Process (i.e. Actual
Data / Master and Meta-Data)?

What is the proposed time frame for

implementation? Are there other
projects running concurrently which
may compete for resources or upon
which BPS will be dependent?

What are the Customers

expectations/abilities to provide in
house support for implementation?
IE What resources can the Customer
commit to the project?

transactiona
l and Master
data
required for
planning
purposes
already
exist within
the SAP
Business
Warehouse
Environmen
t

Realistic in
light of
scope of
functionality
to be
implemente
d. Low
dependency
on other
projects and
resourcing
conflicts
unlikely to
arise
Customer
will provide
as much
internal
resourcing
as possible
both from
the
business
side and
technical
resourcing.
SAP
knowledge
(in particular
BW, basis
and

utilising the
SAP BW so
has in-house
BW
knowledge
and expertise.
Content
however may
not yet extend
to
Master/Meta
and
Transactional
data required
for Planning
purposes.
Time frame is
very tight,
dependencies
on other
projects do
exist, some
potential
resource
conflicts

using SAP
BW.

Customer has
limitations on
ability to
support the
project. May
need to rely
on external
consulting
resources to
support roles,
which would
otherwise be
handled in
house.
Limited inhouse SAP
knowledge.

Severe
limitations on
customers
ability to
provide
resources,
high
dependence
on external
consultants/co
ntractors. Little
or no in house
SAP expertise.

Extremely
aggressive
timeframe,
high
dependency
on successful
completion of
other projects,
significant
competition for
resources
likely to exist.

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Is the intent to develop a global

template for rollout across the
organisation?

authorisatio
ns exists in
house).
Not a global
design.

For which Business Units will

planning be implemented? If known
what is the planned rollout strategy
and which units would be included in
the initial phase of Implementation?

Limited
Business
Units in
initial phase,
common
processes,
highly
centralised

What planning products are currently

in use today?

Existing
planning
tools used
with defined
business
models.
Interfaces
from source
systems
already
exist

Are there currently any identified

risks, which could potentially impact
the ultimate success of the project?
Examples might include other
concurrent projects with higher

Stable
environment
.

Global
Design,
processes
can largely be
commonised,
low resistance
to
commonised
processes
across
business
units.

Numerous
business units
in initial phase
with varying
processes to
be supported.
Business
units are in
dispersed
locations
No formal
planning tools
in place.
Common
Spreadsheet
based
templates are
however
currently
utilised widely
across the
business.

Global design
intended to
support
multiple
alternate
processes,
high resistance
within business
units to
adopting
standard/com
mon
processes.
Highly decentralised
autonomous
business units.
Big Bang
approach with
support for
multiple
processes.
Business Units
are widely
dispersed.

No planning
tools in place
beyond locally
developed
spreadsheets.
Limited / no
use of std.
Templates or
business
models

Highly
unstable
business
environment,
lack of

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priorities, acquisitions currently in

process which may result in adjusted
priorities, lack of experienced
business resources to commit to the
project etc.
What are the key business benefits
to be achieved and expectations of
the project?

Expectation
s in
alignment
with
timeline,
resourcing
and budget.
Standard
functionality
will meet
expectation
s

Some
management
of end-user
expectations
will be
required.
Limited
custom
development
may be
required to
supplement
std.
functionality

Who is the owner/initiator of the

Project

Project is
being driven
by the
ultimate
end-users.

What are the end-user training

requirements and does responsibility
for end-user training lie with the
project team.

Limited
Number of
users.
Training
primarily
handled via
hands-on
training and
knowledge
transfer.
Power
Users will
exist within
the enduser
organisation

Project is
being driven
by one group
within the
organisation
but with the
agreement/pa
rticipation of
the ultimate
end-users
Training
involves not
only hands on
training and
knowledge
transfer but
more
formalised
processes
including
significant
documentatio
n. Larger user
base for
training
potentially in

experienced
business
resources,
high turnover
etc.
All expected
benefits must
be delivered.
Significant
custom
development,
integration of
other
components
such as
portals,
complex BW
reporting etc.
required in
order to meet
expectations.
Other groups
within the
organisation
are driving
project.
Resistance to
change can be
expected from
end-users.
Detailed
formalised
training, WEB
based
sessions,
detailed
documentation
etc to be
created. Large
widely
dispersed user
base to be
trained and
supported.

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Does the Company have pre-defined

documentation standards, project
methodologies etc. which it already
employs?

Please provide an overview of the

Organisational structure of the
Company, in those areas where
planning is to be implemented.

. Training
can be
performed
centrally.
Standards,
methodologi
es etc.
already in
place.

multiple
locations.

N/A

N/A

No standards
or
methodologies
currently exist
or are in use
by the
Company.
N/A

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Details related to Specific Planning Processes:

Set out below are a listing of questions intended to assist in the definition of the requirements and corresponding
complexity of the project for the actual Planning Processes themselves.
In order to assist in evaluating the complexity of implementation, based on the defined requirements, the following
guidelines may be useful in evaluating the potential complexity:
Low Complexity Project: Conditions indicative of a Low Complexity Project.
1. The SEM-BPS project is a supplement to an existing BW implementation where significant content
may already exist (I.E. Master Data and transactional data, such as actuals, which are used in
planning.
2. The scope of implementation is fairly limited (i.e. one or two types of planning processes need to be
supported).
3. Planning functions are fairly basic in nature (standard formula calculations, currency translation,
allocation, copy etc.). Highly complex business models and/or algorithms are not utilised.
4. A primary intent of the current phase of implementation is to try and centralize an otherwise decentralised process (i.e. eliminate an environment which is highly dependent on widely dispersed
spreadsheets).
5. Planning does not entail very large data volumes (i.e. 1,000,000s of planning records).
6. Access authorisations are required but the level of complexity would be evaluated as low.
7. Limited User Base (< 100)
8. No or limited status and tracking is required.
9. Limited or no retraction of data is required.
10. Reporting is simply an extension of existing BW reporting or a limited number of basic plan/actual type
queries need to be made available to users.
11. In-house SAP skills exist, in particular in the areas of Business Warehouse, Basis and Authorisations.
Moderately Complex Project: Conditions indicative of a Moderately Complex Project.
1. An existing BW implementation exists, however content required for BPS does not currently exist
within the BW environment.
2. A significant amount of extraction and potential retraction of data to R/3 or significant external data
sourcing is going to be required
3. The scope of implementation involves multiple planning processes / applications.
4. In addition to support for basic Planning functions more complex business models will also need to be
created and supported.
5. A Global design and rollout of planning is required.
6. Planning will entail the need to process large data volumes.
7. Large User Base (100+)
8. Access authorisations are required with a significant degree of complexity (i.e. restriction by one or
more characteristics in addition to purely BW based).
9. Implementation of Status and tracking is required.
10. Significant additional reporting required to support the BPS implementation.
11. In-house SAP skills exist, in particular in the areas of Business Warehouse, Basis and Authorisations.
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Highly Complex Project: Conditions indicative of a Moderately Complex Project.

1. No existing BW environment exists. SAP BW is being implemented for the first time in order to support
the Planning Implementation.
2. A significant amount of extraction and potential retraction of data to R/3 in addition to significant
external data sourcing is going to be required
3. The scope of implementation involves numerous planning processes / applications which need to be
fully integrated.
4. Highly complex business models and complex algorithms need to be supported. Standard planning
functions may not fully support these models; therefore custom user exit functions may need to be
developed.
5. Standard delivered planning interfaces do not meet all of the Customers requirements, accordingly
further Custom development using the Application Programming Interface are going to be required.
6. Very large data volumes will need to be supported.
7. A large widely dispersed User Base will exist (i.e. 500+ Users)
8. Access authorisations are required with complex security restrictions (i.e. restriction based on multiple
characteristic combinations).
9. Multiple / alternate Status and tracking monitors are required.
10. Highly complex reporting requirements.
11. Need for a large number of Fixed Format Published Quality reports.
12. Very limited in-house SAP skills exist, in particular in the areas of Business Warehouse, Basis and
Authorisations.

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Questions related to Specific Planning Processes:

1. What specific planning processes will the Company be utilising BPS for:
Planning Type
Cost Centre Planning
Labour Cost Planning
Sales and Profitability Planning
Product Cost Planning
Capital/Investment Planning
Financial Statement Planning (B/S, I/S, Cash
Flow)

Response

2. Are all of these components within the current phase of implementation?

3. For each primary type of planning to be supported please provide a high level overview/documentation on
the current budget/planning process, highlighting any desired changes to the current process. Please
indicate which portions of the planning cycle you would be performed within SEM-BPS.

4. For each primary type of planning to be performed please complete the following.
MASTER DATA
What are the key characteristics or dimensions by
which planning will be performed?
Approximately how many characteristic values
would exist for each of these key
dimensions/characteristics (i.e. Number of
accounts, cost centres, product masters etc.)?
What is the source for Master Data and Meta-Data
(i.e. Hierarchies) for these characteristics?
What is the planning period (annual, monthly,
weekly etc.)?

RESPONSE

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How many different plan/budget versions are

created by the Company and what is the purpose of
each?

DATA SOURCES
What source data is required to support the
planning process (i.e. Actual results)?
Where would this data be sourced?
Does an existing interface currently exist to extract
this information from the source system?
Can this data be obtained via the use of SAP BW
Data Extraction from R/3?

RESPONSE

DATA INPUT
How do users currently input / process plan data?
Are input templates/models available for analysis?
How many different data input templates/models
currently exist?
What changes to the input process would you like to
see?
Is WEB enabled input of data a requirement?
Approximately how many users currently provide
input into the planning process? How many users
are expected subsequent to introduction of the new
system?
Where Excel templates/models are currently used,
would the intent be to integrate these models into
the core BPS functionality or alternately to maintain
the existing Excel spreadsheets and link to SEMBPS?
Are centralised templates to be developed or will
different users within the organisation require the
ability to create their own locally.

RESPONSE

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PLANNING FUNCTIONS
For each type of planning to be performed please
indicate which of the following need to be supported.
Top-down planning (I.E. Target Setting)
Bottom-up Planning
Decentralised Planning
Centralised Planning
Collaborative Planning
Top-down distribution
Allocation (e. g. capital, headcount)
Budgeting
Target setting
Bottom-up aggregation
Copy
Repost (Restatement/Realignment)
Delete
Revaluation
Forecast
Unit conversion
Currency conversion
Net Present Value Calculations
Internal Rate of Return Calculations
Depreciation

RESPONSE

5. Authorisation and Control

Is control over access to either plan and/or report on data required? If so by what key characteristics
should access be controlled?

Do multiple levels of access need to exist? If so please define at what levels?

6. Status and Tracking

Is there a requirement to implement Control over the planning process?
- For purposes of monitoring and communicating the current Status?
- From an Approval perspective?
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7. Outbound Interfaces
Are there other systems to which the data created in SEM-BPS needs to be passed?
What information needs to be passed to these other systems?

8. Retraction of Plan Data to SAP R/3

Is there data, which is being created in SEM-BPS, which will need to be automatically transferred back
(retracted) to the core SAP R/3 system?
Please define what data would need to be retracted.

9. Does the Company intend to utilise BPS to perform planning which will subsequently require
Consolidation as opposed to aggregation of data?
Would BPS potentially be used for the purposes of creating plan detail at an individual unit level, which
would then need to be consolidated, for comparison with actual results, on a Consolidated Basis?

10. Does the Company make use of highly complex algorithms or business models where it is felt that the
complexity of these models may potentially not be supported by standard delivered SAP functions? Is so
please describe briefly the calculations involved.

11. Reporting.
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What are the key types of reports, which need to be generated from the Planning system, and
approximately how many different reports would need to be generated?
Please provide examples where possible.

Is OLAP (multi-dimensional on-line analytical) reporting new to the Customer or do they have similar
products in-house today?

Is WEB based reporting required?

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12. Quantity related Data.

SEM-BPS

Estimated
Number

Comments

Users Planning
Users Reporting
Master Data by Key Characteristics (i.e. Acct,
C.Ctr., Customer, Product Etc.
Characteristic 1
Characteristic 2
Characteristic 3
Characteristic 4
Planning Periods
Number of Plan Versions
Number of Years for which Historical Data is
Required

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