Scope Document

Scope Document for 50151751 custom field package for SAP Ariba solutions

CONTENTS

1. SCOPE OF SERVICES ............................................................................................................................. 2

1.1 Scope ................................................................................................................................................. 2
1.2 Scope Details ..................................................................................................................................... 2
1.3 Integration Scope ............................................................................................................................... 3
1.4 Workflows, Reports, Interfaces, Conversions, Enhancements / Extensions and Forms .................. 3
1.5 Data Migration Scope ........................................................................................................................ 3
1.6 SAP Cloud Service releases.............................................................................................................. 3
1.7 Third Party Software .......................................................................................................................... 3

2. APPROACH AND RACI ............................................................................................................................ 3

3. ESTIMATED SCHEDULE ......................................................................................................................... 4

4. ORGANIZATION ....................................................................................................................................... 5
4.1 SAP Team.......................................................................................................................................... 5
4.2 Customer Team ................................................................................................................................. 5
4.3 Governance ....................................................................................................................................... 5
4.4 Escalation and Issue Management ................................................................................................... 5

5. SAP DELIVERABLES ............................................................................................................................... 6

5.1 Acceptance Process .......................................................................................................................... 6

SAP DELIVERABLES SHALL BE DEEMED ACCEPTED WHEN THE ABOVE COMPLETION

CRITERIA HAVE BEEN MET. .......................................................................................................................... 6

6. GENERAL CUSTOMER RESPONSIBILITIES ......................................................................................... 6

7. ASSUMPTIONS ......................................................................................................................................... 6

8. EXCLUSIONS ............................................................................................................................................ 7

9. DEFINITIONS ............................................................................................................................................ 8

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1. SCOPE OF SERVICES
SAP will provide the Engineered Service custom field package for SAP Ariba solutions as defined herein to
assist Customer with the implementation of the Customer’s SAP Ariba Cloud Service.

1.1 Scope
The following items form the scope of the Services to be provided by SAP. The Scope Items must be
defined and mutually agreed to within 10 business days of the commencement of the Service:

Scope Item Description

Build up to five (5) of: A custom field is a new field that

• Custom fields or field is added to the user interface
customizations. A customization is made to an
• Review how the new existing out the box field in the
fields will integrate user interface or a prior created
within the existing Cloud custom field in the user interface
Service
• Configure the Cloud
Service
• Assist with test issue
resolution and validation
• Migrate to production
• Document how the new
custom fields or field
customizations will
integrate within the
existing Cloud Service.

1.1.1 Scope Pre-requisites

The Customer will have a valid subscription for one or more (with no limitations) of the following products /
SAP Cloud Services before the start of the Services.
• SAP Ariba Sourcing
• SAP Ariba Contracts
• SAP Ariba Strategic Sourcing
• SAP Ariba Buying
• SAP Ariba Buying and Invoicing
• SAP Ariba SIPM
• SAP Ariba SLP
• SAP Ariba Catalog
• SAP Ariba Supplier Risk
• SAP Ariba Invoice Management

1.2 Scope Details

The following applies to the functional scope.

Geographic and Organizational Scope In Scope

Languages English

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1.3 Integration Scope
No integration is in scope.

1.4 Workflows, Reports, Interfaces, Conversions, Enhancements / Extensions and Forms

No Workflows, Reports, Interfaces, Conversions, Enhancements / Extensions, or Forms will be created or
delivered within the scope of this Service. Standard SAP Ariba code will be neither modified nor extended.

1.5 Data Migration Scope

No data migration is in scope.

1.6 SAP Cloud Service releases

Customer must go live at the release version of the SAP Cloud Service generally available as of the actual
go-live of the Service.
At least one quarterly update may usually be released for general availability during the duration of the
Services. In that case a Change Request will be required to perform any additional planning and
configuration required to support the updated release.

1.7 Third Party Software

No third-party software is in scope.

2. APPROACH AND RACI

The main project activities are detailed below with the assumed lead and support responsibility indicated.
Customer acknowledges and agrees that failure on the part of Customer to meet or fulfil any of the specified
Customer responsibilities or requirements in this document might result in a delay in the project and/or a
Change Request for additional SAP Ariba resources, an increase in project fees and/or a change in the
schedule.
The project follows the applicable parts of the SAP Activate methodology which has the phases described
below. The Customer has the overall accountability for the whole project and all its elements.
1. Prepare: After Customer has become familiar with the Cloud Services, the Engineered Service is
formally initiated and, the schedule, project plans and resources are agreed. The SAP test and
production realms are requested and created.
2. Explore: Workshops are conducted to perform a Fit-to-Standard analysis so as to validate the solution
functionality included in the project scope and confirm the business requirements can be satisfied.
Identified gaps for delta scope are added to the backlog for use in the next phase, specifying and
providing any necessary change requests as applicable.
3. Realize: The Customer-specific business scenarios and process requirements are built incrementally
through a series of time-boxed configuration and test iterations, including agreed delta scope. The
quality Q-system is set up. The test approach and any knowledge transfer are executed, and the
Customer User Acceptance Testing is completed. The cutover is planned.
4. Deploy: Final checks are made before the cutover to production P-system. End users are trained, and
ongoing support is put in place by the Customer. Business operations are switched to the P-system and
the implementation Services are closed.
A subsequent run phase in which the operability of the solution can be fine-tuned and options for
improvement can be considered is not in scope of this Engineered Service.
SAP Ariba and Customer agree the following responsibility matrix of activities per phase.
• Responsible (R): Charged with performing the activities. A mutually agreed project plan may define
further details at the work unit level.
• Accountable (A): The Customer has overall accountability for its implementation and all the activities
identified below. Hence, Accountable (A) does not appear for the activities below.

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• Consulted (C): Provides input on how to perform the activity and supports the execution of the activity.
• Informed (I): Provided with information.

Activity SAP Customer

Prepare Phase
Project Initiation

Carry out preparatory steps as needed to start execution of the Service I R

Confirm governance model, escalation and issue management approach R C

Explore Phase
Scope Validation

Provide the Customer Requirements Document R C

Complete the Customer Requirements Document C R

Review how the new fields will integrate within the existing SAP Ariba Cloud Service R I

Realize Phase
Configuration and Test Solution

Configure the SAP Ariba Cloud Service to support the custom fields or customized
R I
fields as defined in the Customer Requirements Document

Develop any custom Enterprise Resource Planning (ERP) interfaces required as a

I R
result of these requirements

Test custom/customized field configuration C R

Review testing results R C

Resolve agreed incidents/defects found during testing that are related to SAP Service
R C
scope and activities performed by SAP Ariba

Resolve defects found during testing that are related to Customer responsibilities C R

Deploy Phase
Go-Live and Support

Migrate custom/customized fields to production R C

Document how the new fields integrate within the existing SAP Ariba Cloud Service R I

Acceptance of Deliverables in accordance with section 5 I R

3. ESTIMATED SCHEDULE

The Services will be performed over an estimated eight (8) week maximum term.

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4. ORGANIZATION

4.1 SAP Team

The key SAP roles are as below. SAP may elect to staff a single resource to serve multiple service roles or
multiple resources to serve a single service role at its sole discretion. For example, one resource may act as
both the Project Manager and Functional Lead:

SAP Team Level of Involvement

Project Manager Single resource. Part-time. Offsite.

Functional Lead Single resource. Part-time. Offsite.

Technical Lead Single resource. Part-time. Offsite.

4.2 Customer Team

The Customer team will include the following roles. Customer team is assumed to be available to complete
Customer activities.

Customer Team Description Level of Involvement

Product owner / Project Ultimate decision maker on scope, priorities, budget and Single resource. Full-time
sponsor changes issues. Owner of the product backlog. or most-time.

Project Manager Management of resources, resolving issues, project plan, Single resource.
project status and decision-making process through the Full-time.
steering committee.

Business Lead Owns business processes, approves the solution and is the
(Decision Maker) key liaison between the project and the business.

Business Subject Matter The subject matter expert represents the business and will Multiple resources.
Experts be involved in issue resolution and data migration. Part-time.

Nominated End Users for System end users that join the project to undertake testing
Testing and Training and training.

4.3 Governance
Customer and SAP agree that it is necessary to have a governance structure and processes in place to
support execution of the Services.
Customer and SAP will work cooperatively during the Prepare phase to establish the governance model. To
facilitate communication between SAP and Customer, an SAP and Customer virtual status meeting to clarify
open issues and questions will occur weekly.

4.4 Escalation and Issue Management

Issues management process will be documented and established as part of the overall project governance.
The purpose of this process is to address any and all issues which arise on the project. Additionally, it will
address the prioritization of these issues as well as an effective means for issue escalation and resolution.
The details of this process will be established by SAP during the Prepare phase, subject to Customer’s
approval.

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5. SAP DELIVERABLES
The following table lists the SAP Deliverables.

Deliverable Deliverable Description Completion Criteria

Customer Requirements Document which summarizes the data collection Customer Requirements
Document template, customer decisions and integration if relevant. Document is provided to
the Customer

5.1 Acceptance Process

SAP Deliverables shall be deemed accepted when the above completion criteria have been met.

6. GENERAL CUSTOMER RESPONSIBILITIES

Customer has the following general responsibilities:
• Provide data in the data collection template provided by SAP.
• Understand the functionality and configuration capabilities of the SAP Ariba Cloud Service and select how
the SAP Ariba Cloud Service should be configured to best address the Customer's business
requirements.
• Provide trained technical, business process and project management resources to assist with the project.
• Minimize the change in personnel throughout the duration of the Service.
• Make available to the SAP team all appropriate documentation and necessary reports required to
complete the project.
• The Services may include the export of Customer data to be performed by the Customer. Customer must
ensure that all Customer data provided to SAP does not contain sensitive defense information the export
of which would violate the International Traffic in Arms Regulations or any other applicable export control
laws or regulations.
• Manage the Customer’s third-party service providers.
• Supply SAP with the names and contact information of key Customer and third-party resources.
• Organizational change management activities, training and knowledge transition activities which include,
but are not limited to the following: communication plan, organizational transition plan, business readiness
for go live, design and roll-out of end-user training, coordination with remote sites, and project
communication to the company.
• Any impact or communication to the Customer’s suppliers that is required as a result of a change in the
formats of the transactions between Customer and their suppliers is the responsibility of the Customer.
• If 3rd parties on Customer side are involved, Customer is responsible for the acts, omissions, and defects
of parties that Customer contracts or instructs to perform Customer’s duties (notably other third parties
not engaged by SAP as if they were Customer’s own acts, omissions, and defects. As between SAP and
Customer’s other, third-party contractors, such other contractors are therefore parties performing duties
on Customer’s behalf.
• Ensure Customer compliance with any relevant governmental and regulatory requirements.
Performance by Customer of its collaborative duties in this contract is a primary contractual duty and is a
necessary precondition for the proper performance of SAP’s duties. Customer acknowledges and agrees
that failure on the part of Customer to meet or fulfil any of the Customer responsibilities or requirements in
this Agreement might result in a delay of the provision of the service and/or in the estimated schedule. A
Change Request may be required to cover for additional SAP resources and/or an increase in fees and/or a
change in the estimated schedule.

7. ASSUMPTIONS
The following assumptions apply:
• In the event that custom fields are being purchased for SAP Ariba Buying, SAP Ariba Buying and
Invoicing, Invoice Management or SAP Ariba Catalog, this may require additional custom configurations
on the Ariba Network User Interface to be performed. As part of this service, these additional custom

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 configurations would be able to be performed on the Purchase Order Display and Invoice Input in the
Ariba Network UI and should be limited to basic customizations including field defaulting, field labels, field
length validation, field visibility, field value selection and field editability.
• Within five (5) business days after placing the order for the Custom Fields Build for SAP Ariba service, the
Customer will be contacted by SAP Ariba to schedule the start of the services and establish the estimated
start of the service.
• If the Services have not started within six (6) months of the estimated start date SAP has the right to
terminate the Services without liability.
• SAP may require up to four (4) weeks to assemble a project team. SAP reserves the right not to start the
Service until SAP has assembled a project team.
• The SAP resources in this Scope Document are budgeted to support this initiative for the time specified,
based upon 40-hour, 5-day work week from Monday to Friday, excluding SAP recognized holidays (an
SAP holiday calendar will be provided), unless otherwise specified.
• The Service will be delivered remotely.
• Part time resources over and above those identified in the Customer project team may be used to
diversify the knowledge base and reduce risk. Other business and technical experts from within Customer
may participate on an as needed basis.
• The Services will always be performed assuming only the existing capabilities of the corresponding
licensed SAP Ariba Cloud Services.
• The Services set forth herein are designed to support one single production system Go Live in one
designated data center, as mutually agreed upon by SAP and Customer, and will be performed
accordingly.
• The Service does not include SAP authoring and maintenance of Customer’s business process flows and
models, policies, and other documents that are not part of the Service.
• SAP may use certain software and tools (all referred to as Tools herein) for its work, for which the rights
are not already regulated through a Software License Agreement. All title to and rights in Tools, including
without limitation copyright and rights of authorship, remain with SAP or SAP SE. These Tools may be
copied to Customer’s system and Customer is granted non-exclusive rights to use Tools for the term of
and solely for the purposes related to the Service. No other use, including the creation of further copies or
use on another system, is permitted. Tools and all permitted copies of Tools must be deleted at the end of
the Service. If at SAP’s sole discretion Tools are left on the system for documentation purposes,
Customer is not permitted to use Tools for any other remaining purpose except documentation. Such
Tools are on an as-is basis with no warranty. SAP will not support or enhance the Tools beyond what is
provided during the term of the Service.
• All supporting documentation will be developed using personal computers/laptops using Microsoft Office
applications (Word, Excel, MS Project, Visio and PowerPoint).
• Customer will primarily be responsible for correcting non-conforming results, which are related to
Customer responsibilities, and SAP will primarily be responsible for correcting Material Defects, which are
related to the agreed SAP scope and activities performed by SAP, provided that the other party will
support when needed.

8. EXCLUSIONS
Any items or services not defined as in scope for this Service are deemed out of scope, including, but not
limited to the following exclusions:
• Deliverables not explicitly described in this Scope Document
• Functionality not explicitly described in this Scope Document
• An analysis of as-is business processes.
• Programs or content to migrate data from legacy systems.
• Data cleansing, validation or data clean up.
• Coordination of work required from Customer’s third-party vendors.
• Formalized training on the SAP Ariba Cloud Service for project team members or training for users.
Knowledge transfer does not replace training.
• Content for end user training including train the trainer.
• The development of new functionality, custom developments, software developments, extensions or co-
innovation, not included in the Scope of Services.

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• Verification and validation testing processes that may be required by regulatory, industry or governmental
requirements.
• Developments that modify the standard SAP Ariba Cloud Service source code.
• Implementation of any solution or integration scope not explicitly mentioned in this document.
• Implementation on any additional servers not explicitly mentioned in Section 1.1 of this document
• Customer specific authorizations roles and security concepts. SAP will use the standard authorization
content provided with the SAP Ariba Cloud Service.
• Custom developments and software developments.
• Any changes required because of pre-existing Customer specific enhancements or developments.
• Any changes required because of quality or values of Customer’s master and transactional data.
• Unit testing in any other environment besides the environment where the initial configuration was
completed.
• Testing using more than one application language. Only content in English will be tested.
• Interfaces to third-party or to legacy systems not defined.
• Creation or change of print forms.
• Reports that are not in the SAP Ariba standard application or modifications to these standard reports.
• Any changes required because of industry specific functionality or requirements for country specific
localization.

9. DEFINITIONS
1. SAP Ariba Cloud Service: means any subscription based, hosted, supported and operated distinct
on-demand solution provided by SAP under an applicable Order Form.
2. SAP Best Practices: SAP’s predefined business processes, configuration content and documentation
for SAP Software. SAP Best Practices may be used as the basis for SAP implementation activities.
3. Engineered Service: a service delivered by SAP that has a predefined scope, delivery approach and
accelerators.
4. SAP Activate: a standard SAP methodology used for SAP implementation projects.
5. Workflows: a workflow is a sequence of connected steps triggered by an event to automate a process
such as a document approval.
6. Reports: technical objects designed to deliver business figures or reports with no change to application
data.
7. Interfaces: technical objects to transfer information from one system to another, usually referring to
objects that are not part of the SAP licensed Software.
8. Conversions: technical objects used to migrate data to SAP systems during the Service.
9. Enhancements: changes to SAP functionality using development objects specifically provided for
Customer changes.
10. Extensions: customer-specific additions to functional capabilities of the SAP Cloud Service. Such
extensions do not modify the Cloud Service as licensed under the applicable SAP Cloud Service
agreement.
11. Forms: printed or electronic forms containing formatted information from SAP applications.
12. Sandbox Environment: a temporary SAP system environment (sometimes called realm, platform or
tenant) used to demonstrate processes and example prototypes. Implementation work undertaken in a
Sandbox Environment is typically not moved to other environments.
13. Test system: an SAP system environment (sometimes called realm, platform or tenant) in
which initial configuration and build activities are completed. Implementation work undertaken
in a Test system would be moved to a Quality Assurance Environment and/or Production
Environment.
14. Quality Assurance Environment / Q-system: a SAP system environment (sometimes called realm,
platform or tenant) used for configuration and/or testing content from the Development Environment prior
to moving it to the Production Environment.
15. Production Environment / P-system: a SAP system environment (sometimes called realm, platform or
tenant) used to execute operational business processes.
16. User Acceptance Test: test undertaken by end users to check that the system fundamentally operates
according to the agreed scope.

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