B1AIP30 - Kickoff Meeting Template

Project Team Kickoff Meeting
[Project Name], [Customer Name]

[Project Manager Partner]
[Project Manager Customer]
This is just a template presentation. Please

make changes to content and order or
additions as required.
Partner Logo
© 2011 SAP AG. All rights reserved. Confidential 1

Agenda
1. Introduction and Project Goals

2. Project Timeline
3. Project Team Organization
4. Project Scope
5. Project Team Roles
6. Project Procedures

Agenda

2. Project Timeline
4. Project Scope

Introduction SAP Business One
SAP’s Best Selling ERP by number of Customers

32,000+ customers world wide
~300 Software Solution Partners with 500+ solutions
~820 active VAR partners worldwide
SOLUTION TODAY

Introduction - partner profile
Short partner profile
…
Add partner specific

information, including company
profile, references and
applicable expertise

Introduction - customer profile
Short customer profile
…
Ask the customer to introduce

their company and describe
their goals and expectations for
the project

Introduction – Project Goals/Key Performance Indicators (KPIs)
 Example: Implement SAP Business in order to streamline and standardize

applications and processes at [Customer Name]
Include the project goals and

KPIs as stated in the contract or
proposal

Project Methodology
 Structured phase approach (Project Preparation, Blueprint, Realization, Final

Preparation, Go-Live & Support)
 Built-in milestones
 Reduced implementation time
 Based on SAP best practices
 Tools for business process implementation, training and testing

Project Methodology Activities
Project Go-
Start Process Testing Training
kick-off Live
Analysis
Create project Schedule Initialize and configure Establish support Monitor and support
plan requirements production system per plan live environment
gathering blueprint Train end users and
Conduct kick-off Close out all open
workshops Migrate data from administrators
meeting issues
Gather detailed legacy system Execute cutover
Assess technical Implement support
business Validate and test and run pilot
infrastructure plan
requirements business processes processes
Install software Project closing
Define data Develop end user Quality check
and licenses migration Quality check
training
Quality check requirements
Plan for production
Document blueprint support and cutover
configuration
Manage change to
Identify and address company and user
scope changes roles
Quality check Quality check

Agenda

2. Project Timeline
4. Project Scope

Project Timeline
Phase Description 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1
1. Project Preparation
2. Blueprint
2.a. …
2.b. …
2.c. …
 Insert
2.d. …
Milestone dates from your
2.e. …
Project
3.
Plan
Realization
 Provide
3.a. … Project Plan to customer
3.b. …
3.c. …
3.d. …
3.e. …
3.f. …
4. Final Preparation
4.a. …
4.b. …
4.c. …
5. Go-Live
5.a. …
Agenda

2. Project Timeline
4. Project Scope

Project Organization
PM
Name Name
project
Sub-
Name Name
…
Name Name Name Name

 Insert names or roles of project
team
 Name  Name  Name  Name
…
 ...  ...  ...  ...

Project Team Kickoff Meeting - Project Roles
Project Roles
• Customer Project Manager
• Partner Project Manager
• Customer Business Process Leads
• Partner Implementation Consultant
• Customer Technical Team Member
• Customer Trainer / Organizational Change Member
• Customer Extended Team Member
• Steering Committee

Members of the Steering Committee (if applicable)
Customer Partner

 …  …
 …  …
 Define the terms “Steering

Committee” and “Project
Stakeholders”
 Note: in a small customer, the Reporting

steering committee may  Project Manager

consist of one person (the  …
company owner)

Project Team Responsibilities – At a Glance
Customer Project Manager:

 Manage customer project resources and timeline
 Monitor project progress with partner project manager
 Ensure timely procurement of hardware
Customer IT Administrator:
 Provide system and hardware environment
Customer Business Team Representatives:

 Provide business process knowledge
 Perform testing of business process
Steering Committee:
 Sponsor project
 Guarantee resource commitment for project

Agenda

2. Project Timeline
4. Project Scope

Project Scope
 To allow for timely project completion, a detailed project scope document is

imperative.
 The initial scope of the SAP Business One implementation project based on the
SAP Business One methodology includes core data and transactional functions
required for business operations.
 After initial go-live, additional features and functions may be implemented

subsequent to careful requirements and gap analysis.
 Changes to scope need to be documented using the ‘Change Request’ form.

Initial Project Scope
 Demo the high-level processes

that are covered in the project
scope
DEMO
SAP Business One

Agenda

2. Project Timeline
4. Project Scope

Team Responsibilities - Project Preparation

 Review project plans and activities with partner project manager
 Communicate project status to project sponsor and project team
 Manage customer project resources
 Coordinate technical environment set up
 Work with technical consultant on installation of software

 Gather information related to business processes

Team Responsibilities - Blueprint

 Manage customer project resource availability for requirements gathering workshops
 Manage issue resolution with partner project manager
 Accept and sign-off on blueprint document

 Work with partner consultants to document business processes and customization requirements
 Work with partner consultants to document data migration requirements
 Review blueprint document
IT Administrator:
 Verify feasibility of system installation
 Review blueprint document with respects to integration and interfaces
 Verify sources of legacy data

Team Responsibilities - Realization

 Identify and map users to training courses
 Work with partner project manager to develop detailed test plan, support plan and cutover plan

 Work with partner consultants to test data after import
 Test and validate business processes
 Document company specific business procedures
 Work with partner consultants to develop integration test plans
 Assist technical consultant with data migration
 Administrate system, database, network, operating systems, and authorizations
 Work with technical consultant on installation of production environment
Team Responsibilities - Final Preparation

 Work with partner project manager on cutover and support procedures
 Roll out and monitor end-user training

 Test, validate, and document integrated business processes
 Work with partner consultants on preparing and executing cutover plan
 Administrate system, database, network, operating systems, and authorizations for production
environment
 Test backup and restore procedures

Team Responsibilities - Go Live & Support

 Manage cutover procedures and sign off
 Oversee issue resolution
 Manage transition to ongoing support plan

 Support users at Go-live
 System administration tasks
 Database administration tasks
 Network administration tasks
 Operating system administration tasks
 Authorization administration tasks

Agenda

2. Project Timeline
4. Project Scope

Project Team Kickoff Meeting – Project Procedures
Project Management documents:

 Project Plan
 Project Phase Sign-off
 Replace with your own
 Meeting Agenda and Meeting Minutes
documents if necessary
 Service Level Agreement
 Software Delivery Receipt
Change Management documents:

 Change Request Form
Testing and Issue Management documents:

 Test Cases
 Work Instructions
 Issue Log
 Change Log

Project Documentation
Documentation Standards
 Storage – all project documentation should reside on a
shared network drive
 Use pre-delivered templates when available
Saving in the project documentation directory
 Project documentation not saved in the project
documentation directory is classified as non-existent.
Project members’ duty to gather information
 Project team members are obligated to provide
information when requested by the partner.
Naming conventions
 All project documentation has to follow the naming
conventions and must be saved in the specified directory
folders.
Phase Sign-off
 On agreed milestones.

Project Controlling
 The labor time of consultants is registered in an activity report which will be

delivered to the customer on a weekly basis for signing.
 Reporting and filing of timesheets will be managed by the partner and customer
project managers.

Questions?

 You can use these optional
slides during the kick-off
meeting, if necessary
Appendix
•A – Project Responsibilities
•B – Project Milestones
•C – Project Best Practices
•D - Project Scope elements
A - Responsibilities of the Steering Committee (SC)
 Responsible for project control and project coordination as well as for efficient
technical and organizational decision-making.
 Responds to project management reports on the project status.
 Required to make timely decision on any project issues.
 Assures that resources necessary for the project‘s success are available.
 Acts as the last escalation level for issues and problems (conflict management).
 Responsible for budget release and assumes highest-level costs and budget
control.
 Responsible for final inspection and approval of all project results.
 …

A - Responsibilities of the Project Manager (PM)
 Responsible for the overall execution and success of the project.

 Executes technical and operational project management.
 Responsible for the coordination of technical and operational interfaces.
 Responsible for risk management.
 Schedules, organizes, and moderates project meetings.
 Monitors and tracks overall progress and results of the project.
 Efficiently communicates and coordinates with the Steering Committee.
 …

B - Project Preparation Phase Milestones
Project Preparation Milestones
Clear understanding Kick-off meeting SAP Business One Phase sign-

about sales process software delivered off by
and client from sales and installed customer
team

B- Business Blueprint Phase Milestones
Business Blueprint Milestones
Business requirement Business Blueprint Changes to project Phase sign-

gathering workshops documented and scope and time off by
scheduled and agreed with identified customer
conducted customer
Data migration
volume and
sources identified
and agreed with
customer, if
applicable

B - Project Realization Phase Milestones
Project Realization Milestones
Production Data System System Training Project

system migration setup testing and cut- phase
installed completed validated completed over plans sign-off
and defined
customized

B - Final Preparation Phase Milestones
Final Preparation Milestones
End user and System Cut-over Phase sign-

administrator readiness for activities off by
training go-live completed customer
delivered confirmed

B - Go-Live and Support Phase Milestones
Go-Live and Support Milestones
SAP Business Final project Review and

One system completion Optimization
fully and sign-off by Conference
implemented in customer scheduled
production

C - Project Preparation Phase Best Practices
Best practices:
 Ensure that expectations can be met
 Include sales team in kick-off meeting to avoid misunderstandings
 Identify project team members and make sure all team members attend kick-off
 Confirm hardware, software and resource availability and get software delivery
receipt
 Demonstrate the business processes that are important for the customer’s
business and address any questions at the kick-off meeting
 Communicate time and resource requirements at kick-off meeting
 Document the kick-off meeting minutes and action plans
 Complete Service Level Agreement
 Get sign-off for phase completion

C - Business Blueprint Phase Best Practices
Best Practices:
 Plan the workshops according to business area or by expertise
 Demonstrate how business requirements can be addressed
 Use client’s chart-of-accounts as this will significantly reduce data
migration effort
 Confirm data migration options with customer
 Document detailed business process and technical requirements
 Stress that even seemingly small changes to scope and/or
requirements can impact cost, resources, and timeline

C - Project Realization Phase Best Practices
Best Practices:
 Communicate that legacy data quality and integrity is the customer’s responsibility
 Conduct system validation/acceptance testing in a designated conference room
 Test team should log into the system and simulate relevant business processes from start to
finish
 Document changes required or desired after validation and testing
 Log and track all issues from system testing
 Print a copy of all output documents and financial statements for customer sign off
 Train key users before system testing starts
 Minimize changes - testing and training are significantly affected. Use change request forms to
document changes
 Schedule cut-over date with customer

C - Final Preparation Phase Best Practices
Best Practices:
 Communicate training and cut-over plan with an official
announcement
 Use the SAP training resources on the portal for training.
 Allow each user to work on the SAP Business One system
individually during training

C - Go-Live and Support Phase Best Practices
Best Practices:
 Document and resolve critical issues
 Conduct handover of administration and support responsibilities from
implementation to support organization
 Provide project documentation to support organization
 Involve the partner account manager and customer steering committee (if
applicable) in project closing
 Schedule “Review and Optimization Conference” meeting

D - Project Scope elements (in scope)
 Migration of business partner and item data from legacy system to SAP
Business One
 Migration of open balances from legacy system to SAP Business One

 Basic system initialization and company setup
 Implement chart-of-accounts, GL, AP, AR, banking
 Implement sales opportunity and sales modules
 Implement purchasing module
 Implement inventory, production, and MRP modules (For non-service
businesses)
 Deliver core business reports and print layouts

 Enable basic faxing, printing, emailing from SAP Business One

D - Project Scope elements (out of scope)
 Enhancements requiring use of SDK

 Integration of non-standard reporting tools
 Integration of e-Commerce and web-based CRM
 Implementation of other SAP and ISV add-ons, such as MS Outlook Integration

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Project Team Kickoff Meeting

[Project Name], [Customer Name]

[Project Manager Customer]

This is just a template presentation. Please

© 2011 SAP AG. All rights reserved. Confidential 1

1. Introduction and Project Goals

© 2011 SAP AG. All rights reserved. Confidential 2

1. Introduction and Project Goals

© 2011 SAP AG. All rights reserved. Confidential 3

SAP’s Best Selling ERP by number of Customers

© 2011 SAP AG. All rights reserved. Confidential 4

Short partner profile

Add partner specific

© 2011 SAP AG. All rights reserved. Confidential 5

Short customer profile

Ask the customer to introduce

© 2011 SAP AG. All rights reserved. Confidential 6

 Example: Implement SAP Business in order to streamline and standardize

Include the project goals and

© 2011 SAP AG. All rights reserved. Confidential 7

 Structured phase approach (Project Preparation, Blueprint, Realization, Final

 Reduced implementation time

 Based on SAP best practices

 Tools for business process implementation, training and testing

© 2011 SAP AG. All rights reserved. Confidential 8

© 2011 SAP AG. All rights reserved. Confidential 9

1. Introduction and Project Goals

© 2011 SAP AG. All rights reserved. Confidential 10

1. Introduction and Project Goals

© 2011 SAP AG. All rights reserved. Confidential 12

Name Name Name Name

 ...  ...  ...  ...

© 2011 SAP AG. All rights reserved. Confidential 13

© 2011 SAP AG. All rights reserved. Confidential 14

 Define the terms “Steering

steering committee may  Project Manager

© 2011 SAP AG. All rights reserved. Confidential 15

Customer Project Manager:

Customer Business Team Representatives:

© 2011 SAP AG. All rights reserved. Confidential 16

1. Introduction and Project Goals

© 2011 SAP AG. All rights reserved. Confidential 17

 To allow for timely project completion, a detailed project scope document is

 After initial go-live, additional features and functions may be implemented

 Changes to scope need to be documented using the ‘Change Request’ form.

© 2011 SAP AG. All rights reserved. Confidential 18

 Demo the high-level processes

© 2011 SAP AG. All rights reserved. Confidential 19

1. Introduction and Project Goals

© 2011 SAP AG. All rights reserved. Confidential 20

Customer Project Manager:

Customer Business Team Representatives:

© 2011 SAP AG. All rights reserved. Confidential 21

Customer Project Manager:

Customer Business Team Representatives:

© 2011 SAP AG. All rights reserved. Confidential 22

Customer Project Manager:

Customer Business Team Representatives:

Customer Project Manager:

Customer Business Team Representatives:

© 2011 SAP AG. All rights reserved. Confidential 24

Customer Project Manager:

Customer Business Team Representatives:

© 2011 SAP AG. All rights reserved. Confidential 25