Project Management Plan

Master Document Template

PUBLIC
PROJECT MANAGEMENT PLAN

MASTER DOCUMENT TEMPLATE

Project Identification
Project Name CPI Project Number
<Project Name>
Customer Name Customer Number
<Customer Name>
SAP Project Manager Customer Project Manager
<SAP Project Manager> <Customer Project Manager>

Document Identification
Author Document Location (repository/path/name)
<Author> <Document location>
Version Status Date (YYYY-MM-DD) Document
Classification
1 Final <Date> Internal

Revision history
Date Description
Versio
n
1 February 4, 2010 Initial
2 October 13, 2015 Various updates
3 May 17, 2017 Various updates
4 November 1, 2017 Updating to the SAP 2017 template

Review and Approval

Name Date (YYYY-MM-DD)
Customer Project Manager

www.sap.com/contactsap
Name Date (YYYY-MM-DD)
SAP Project Manager
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Name Date (YYYY-MM-DD)

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Key Stakeholder
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TABLE OF CONTENTS
INTRODUCTION................................................................................................................................................... 4
Purpose of this Document.................................................................................................................................. 4
Business Situation/Project background............................................................................................................ 4
PROJECT DESCRIPTION.................................................................................................................................... 4
Project Scope....................................................................................................................................................... 4
Project Objectives................................................................................................................................................ 5
Project Milestones............................................................................................................................................... 5
Critical Success Factors..................................................................................................................................... 5
PROJECT ORGANIZATION................................................................................................................................. 6
Organization Chart............................................................................................................................................... 6
Assignments, Roles, and Responsibilities for Project <<Project>>................................................................6
Roles and Responsibilities of the Project Steering Committee (SC)..............................................................6
Roles and Responsibilities of the Project Team...............................................................................................7
IMPLEMENTATION STRATEGIES....................................................................................................................... 7
SAP Activate Implementation Methodology...................................................................................................... 7
Use of SAP Solution Manager (On-Premise Only)............................................................................................ 8
Organizational Change Management Strategy.................................................................................................. 8
Training Strategy................................................................................................................................................. 8
PROJECT MANAGEMENT PLANS...................................................................................................................... 8
Integrated Change Control Procedure............................................................................................................... 9
Issue Management Plan...................................................................................................................................... 9
Scope Management Plan..................................................................................................................................... 9
Time Management Plan....................................................................................................................................... 9
Cost Management Plan....................................................................................................................................... 9
Quality Management Plan................................................................................................................................. 10
HR Management Plan........................................................................................................................................ 10
Communication Management Plan.................................................................................................................. 10
Risk Management Plan...................................................................................................................................... 10
Procurement Management / Contract Inventory............................................................................................. 11
Authorization Concept...................................................................................................................................... 11
Project Logistics and infrastructure................................................................................................................ 11
Facilities............................................................................................................................................................. 11
Documentation repository and guidelines...................................................................................................... 11
REFERENCES.................................................................................................................................................... 12

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INTRODUCTION

Purpose of this Document

The Project Management Plan provides information on how the project will be executed, monitored and
controlled, and closed. The project management plan can be either on summary level or detailed, and can be
composed of one or more subsidiary plans and other components, each detailed to the extent required by the
project.
The project management plan provides rules and guidelines that must be observed by all participants in the
project to ensure the success of the project and should therefore be available to all project participants for
reference.
The Project Management Plan is a working document and will be maintained as necessary by the project
managers (<<Customer>> and SAP Consulting). Changes will be communicated actively to the project
participants.
In addition to the present document a Quality Management Plan formalizes the respective quality aspects for the
project. Contents for both plans should be agreed upon and coordinated between the Quality Assurance and
Project Managers of the project. Both plans need to be considered in parallel and serve as tools to ensure the
success of the project.

Business Situation/Project background

<<Describe the business situation that led to the current “as-is” situation. Provide high-level business rationale
that justifies the initiation of the project >>

PROJECT DESCRIPTION

Project Scope
The scope of the work to be performed during the Project <<Project>> has been endorsed by <<Customer>>
management and contractually agreed with SAP Consulting.
The detail scope can be referenced in the “Statement of Work to Professional Services Agreement between SAP
…and <<Customer>>” (…/…/…).
<<Refer to Scope Document xxxxx.doc (…/…/…) and/or provide a high-level summary of the scope of the
project.>>

ID Title of Content Date

1 Statement of Work to Professional Services Agreement between XX/XX/2018
SAP Consulting and <<Customer>>
2

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Project Objectives
The objectives of the project are to manage the project and delivery the project scope on time, on budget and on
quality as these relate to fulfilling the expectations of the customer. For further definition and understanding of
the overall project objectives, please refer to the project charter and project scope documents. These documents
should define the expected overall expectations of the project.
The project objectives for <<Project>> are (see also Scope Statement).

Project Milestones
Following is an overview of the most important milestones for the project:

Milestones/Subprojects Deadline
Project Start 03/03/2018
Preparation <<Project>> 03/28/2018
Explore Phase
Realize Phase

Deploy Phase

Project End 06/30/2018

<<These milestones should be aligned with the project business case, proposal and /or Statement of Work. It is
important to quantify and qualify the content of each deliverable, ensuring acceptance on both the content and
the timing of each deliverable. It is also important to manage change on these deliverables and work with the
team as changes in the project scope and schedule occur that impact the timing of the deliverables.>>

Critical Success Factors

Multiple perspectives of success have been defined and communicated, mainly but not exclusively during project
kick-off. These are documented here to ensure their consideration during all activities and phases of the project:
 For a successful realization of the project <<Project>> at <<Customer>> a highly cooperative and goal-
oriented way of collaboration is essential. This concerns the general cooperation of <<Customer>>, its
individual departments and divisions, the <<Customer>> project team, and the integration of the external
consultants into this structure.
 State additional project guiding principles, ways of working, communication and collaboration, etc.

<<The project manager is responsible for the success of the project. To ensure this success the project
manager employs different but proven methods of management including all areas of planning and management
control. Project managers must focus on three dimensions of project success. Simply put, project success
means completing all project deliverables on time, within budget, and to a level of quality that is acceptable to
sponsors and stakeholders.>>

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PROJECT ORGANIZATION

Organization Chart
Project organization provides an overview of the defined project structure, assignment of personnel, and a high-
level definition of roles and responsibilities for all the team members within the project structure.

 insert Organizational Chart

Assignments, Roles, and Responsibilities for Project <<Project>>

It is critically important that the roles and responsibilities are well defined for the project activities. Well defined
roles and responsibilities will prove the foundation for team member’s success, as all team members will then
understand their alignment within the project organization.

Roles and Responsibilities of the Project Steering Committee (SC)

Additionally, the project steering committee, including senior members of the management organization from
both the customer and the SAP team.

Role in SC Name
SC chair <Name Surname>

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 PRD representation <Name Surname>
PRD representation <Name Surname>
OPS representation <Name Surname>
H/FIN <Name Surname>
H/COS <Name Surname>
H/PER <Name Surname>
<<Customer>> PM <Name Surname>
IT representation <Name Surname>
SAP IBU representation <Name Surname> (ad hoc to ensure quality for intl. Public Sector)
SAP Consulting <Name Surname>
SAP Consulting <Name Surname>

Roles and Responsibilities of the Project Team

Reference project organizational chart. It is important to define the project team, document the project team and
ensure that all members of the team are aware. This can be done in any format, using the project org chart
structure or any other structure that suites the project team.

Project Team Members Name

<<Customer>> internal: <Name Surname>
<Name Surname>
<Name Surname>
…
SAP Consulting <Name Surname>
<Name Surname>
<Name Surname>
…

IMPLEMENTATION STRATEGIES

SAP Activate Implementation Methodology

The SAP Activate Implementation Methodology is SAP’s proven, repeatable and successful project methodology
for implementing and upgrading SAP solutions across industries and customer environments.
The SAP Activate Implementation Methodology is a phased, deliverable-oriented methodology that streamlines
implementation projects, minimizes risk, and reduces total cost of implementation. Activate takes a disciplined
approach to project management, organizational change management, solution management, and other
disciplines applied in the implementation of SAP solutions.
The methodology supports project teams with templates, tools, questionnaires, and checklists, including
guidebooks and accelerators. Activate empowers companies to exploit the power of the accelerated features
and tools already built into SAP solutions.
Every project that employs the SAP Activate Implementation Methodology is comprised of four phases covering
the entire project life cycle from preparation through go-live:

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 Prepare: SAP and Customer execute the initial planning and preparation activities to start the project.
 Explore: The customer reviews the solution scenarios within the project scope to verify that business
requirements can be met within the boundaries of the solution and project scope. During this process,
configuration values are identified for use in the Realize phase.
 Realize: SAP and Customer configure, integrate and test the business scenarios and process requirements.
 Deploy: SAP and Customer prepare the system for go live. The Service is completed.

The SAP Activate Implementation Methodology represents a standardized work breakdown structure that
provides the foundation for defining implementation project work in a deliverable-oriented, hierarchical manner
and managing the project work to completion. During each phase, the project team produces a set of
deliverables that can serve as input to subsequent phases. The Activate methodology provides sample
deliverables containing a list of outputs and the methods used to produce the deliverable.

Use of SAP Solution Manager (On-Premise Only)

Managing the entire SA solution landscape is a very challenging task, but SAP Solution Manager eases that task
by providing the following support or functionality
 SAP Solution Manager is a platform that provides the integrated content, tools and methodologies that you
need to implement, support, operate and monitor your enterprise’s solutions.
 With SAP Solution Manager, companies can minimize risk and increase the reliability of their IT solutions
 SAP Solution Manager helps to reduce the total cost of ownership (TCO) thought out the solution life cycle
 SAP Solution Manager helps companies manage their core business process and link business processes
to the underlying IT infrastructure.
 SAP Solution Manager supports both SAP and non-Sap software and helps companies get more from their
existing IT investments.
SAP Solution Manager provides excellent support for individual project activities; use of SAP Solution Manager
is strongly recommended to support project activities. SAP Solution Manager is provided free of license costs
and contains tools, content, and procedures that can be used during the implementation and subsequently
during normal operation to continuously improve the SAP solutions.
Benefits of SAP Solution Manager:
 Central working platform for all project members
 Transparency of the implementation and operation of SAP solutions
 Integration of Knowledge Warehouse for document storage
 Business process orientation throughout the SAP software cycle and beyond
 No license cost
 Content is reusable for future projects
 Delivery of predefined content that can be updated on a regular basis

Organizational Change Management Strategy

<<Outline the chosen OCM approach for the project>>

Training Strategy
<<Outline the chosen training approach for the project>>

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PROJECT MANAGEMENT PLANS
The subsidiary management plans for each of the knowledge areas provide the foundation to support the
consistent application of project management practice
<<Refer to WBS 1.1.3 – Subsidiary Project Management Plan – Guide, for more detailed information about
these areas>>

Integrated Change Control Procedure

Integration Management is focused on aggregating all the sub functions across Scope, Time, Cost, Quality, HR,
Communications, Risk and Procurement management to ensure the holist view of the project is considered and
that all stakeholder needs are incorporated. Integrated change control management is a key process within
integration management focused at ensuring requested changes, whether approved or denied and are properly
documented, processed and controlled.
<<Outline connection to Execution, Monitoring and Control procedures (E/M/C) such as: Change Request
handling>>

Issue Management Plan

Issue Management is key to project success. Issues are the barriers in place that restrict completion of the
objectives of the project. On many project, people are reluctant to raise issues, they are concerned about how to
raise them and what the consequences are, therefore, they do not raise the issues they see. As a good project
manager, you should forester just the opposite. Issues recognized early can be managed most efficiently, issues
discovered much later in the process, become much larger and require more effort to resolve. Issues should be
managing early and often, this prevents issues from restricting the success of any project deliverables.
<<Outline connection to Execution, Monitoring and Control procedures (E/M/C) such as: Issue handling and
Issue Log update >>

Scope Management Plan

Scope Management is focused at ensuring that the project contains all the work required and only the work
required to complete the project. Therefore, Scope Management contains the processes focused at gathering
and documenting project requirements, breaking those requirements down to work activities, verification and
controlling processes to meet stakeholder expectations.
With a well-defined scope, the project has boundaries for execution and change management.
<<Outline connection to Execution, Monitoring and Control procedures (E/M/C) such as: Creation and
maintaining the WBS dictionary>>

Time Management Plan

Time Management, as stated in traditional terms, was related to the application of resources to achieve a
specific goal within a given time. That has not evolved much, but today time or project schedule is managed
through many tools and techniques with specific inputs and outputs to ensure that the goals/deliverables of a
project or project phase are accomplished within the given time period.
The Project Time Management plan contains the definitions around Project Time Management.
<<Outline connection to Execution, Monitoring and Control procedures (E/M/C) such as: Creation and
maintaining of the project schedule>>

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Cost Management Plan
Specifically, Cost Management is focused at defining and understanding the cost of the project, in whole and in
part, to ensure that the project is properly funded and controlled.
The cost management plan details the process for estimating cost, rolling the WBS estimated costs up to the
project/phase budget and then controlling the project cost through the phases of the project.
<<Outline connection to Execution, Monitoring and Control procedures (E/M/C) such as: Creation and
maintaining of the project budget and business case>>

Quality Management Plan

The Quality management plan focuses on defining the objectives for quality, how they will be applied and how
they will be measured. Quality can be planned into each process and controlled along the way, or it can be
verified and validated in the end. The implementation of quality within the project will cost time and money.
Quality is the fourth component the triple constraint of Cost, Time and Scope, as any one of these change, so do
the others, all which impact quality.
Quality management and the creation of the quality management plan are a key success factor to the project.
The quality plan must be defined, well communicated, executed and controlled as the project moves through the
phases from requirements gathering to project sign-off. The quality of the deliverables must be approved to meet
the stakeholder expectations and to produce project success.
<<Outline connection to Execution, Monitoring and Control procedures (E/M/C) such as: Quality gate
procedures, project review services and other QM related services >>

HR Management Plan
Specifically, Human Resource Management is concerned with the aspect of managing resources on the project,
as they roll on and off the project. In the best-case scenario, the earlier you engage resources/team members in
the project activities, the higher the likelihood of success. The focus of the Resource Management Plan is to
develop the basis for managing the processes of this area and producing a productive, highly efficient and
effective team.
<<Outline connection to Execution, Monitoring and Control procedures (E/M/C) such as: Performance
evaluations and appraisal of project team members and partners/sub-contractors>>

Communication Management Plan

Communication Management is focused at planning for and ensuring that the information needs of the project
are planned. Communications Management includes the processes of communications planning, information
distribution, status reporting and stakeholder management. Each of these processes contains underlying
activities, inputs, outputs, tools and techniques based on the methodology and the needs of the project.
As with the other management areas, it is essential that a communications management plan is developed,
communicated and employed during project execution. It is only through the use of these communication tools
and techniques that the project stakeholders, both internal and external to the project become aware of the
project objectives, issues, milestones and deliverables.
<<Outline connection to Execution, Monitoring and Control procedures (E/M/C) such as: Performance, status
and progress reporting. Development of the communication matrix used for stakeholder management,
Escalation procedures >>

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Risk Management Plan
In its broadest definition, risk represents the danger posed by potential disruptions to SAP’s ability to achieve its
project objectives. Project success depends, in part, on having a clear understanding of the risks that we face as
an organization.
Risk Management is the process by which SAP methodically addresses these project and commercial risks.

Procurement Management/Contract Inventory

<<Please refer to SAP corporate procurement guidelines and policies>>

Authorization Concept
The access for project team to the individual systems and system transactions with the respective authorization
profiles/roles needs to be defined for relevant phase of the project.

Project Logistics and Infrastructure

Facilities

<<Specify the location(s) and project premises. Clarify the possibility of access to the premises.>>

Documentation repository and guidelines

<<Specify the repository, location, documentation guidelines, etc.>>

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REFERENCES
All sources, to which the text refers, are to be specified here, i.e. only one cross reference is inserted in the
appropriate place in the text. That means that no document name or something similar should appear in the text.
In order to keep the document visible and additionally simplify updating, the bibliography always must be at the
end.
Reference Description

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