sap ariba snap playbook - mysupply
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PUBLIC
SAP Ariba SnapPlaybook
2PUBLIC© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ
Purpose
• The following document is going to help you structure and scale your
SAP Ariba Snap deployments.
Methodology
• The Snap methodology is inspired by Agile Development. The
deployment is following 6 sprints and is segmented by 5 Personas.
• Each Sprint chapter includes a Persona overview, and a suggested
workshop setup, with details on topics to be covered.
Introduction
End user
Procurement
AP/Finance
IT/Admin
Supplier
Sprint 1
Readiness
Sprint 2
Configuration
Sprint 3
Content
Sprint 4
Validation
Sprint 5
Production
Sprint 6
Adoption
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Table of Content
End user
Procurement
AP/Finance
IT/Admin
Supplier
Sprint 1
Readiness
Sprint 2
Configuration
Sprint 3
Content
Sprint 4
Validation
Sprint 5
Production
Sprint 6
Adoption
5-6 16-17 27-28 38-39 49-50 60-61
7-8 18-19 29-30 40-41 51-52 62-63
9-10 20-21 31-32 42-43 53-54 64-65
11-12 22-23 33-34 44-45 55-56 66-67
13-14 24-25 35-36 46-47 57-58 68-69 Visit the Snap
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content
Sprint 1
Sprint 1
Readiness
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End User Persona
Deliverables
• Guided Buying landing page is understood
• Landing page layout is defined and approved
• Buying channels are understood
• Sprint 1 documented
Objectives
• Review and understand the Guided Buying
landing page
• Agree on the preferred layout
• Explain the buying channels
Tools
• Live demo realm or the client’s realm (if already
available)
• PPTX on GB landing page setup
• PPTX on buying channels
Sprint 1
Readiness
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End User Workshops
Buying Channels Review (2x 2h)
• Guided Buying landing page setup (use the PPTX for mock-up)
• Buying channels explanation and discussion
• Review of setup and seek approval
Sprint 1
Readiness
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Procurement Persona
Deliverables
• Buying Channel confirmation and
mapping draft,
• User groups map (PROC side),
• Understanding of AF & Receiving
Objectives
• Moving from Buying Channel explanation to BC
mapping and confirmation• Spend Categories confirmation – mapping of buying
Channel (Forms, Policies,…)
• Who will be allowed to use the BC? Snap User
groups….
• Explain the SNAP approval flows.
• Explain Receiving concepts in SNAP. Tools
• Hands on scenarios (Demo scripts for
BC) covering PR -> AF -> GR
• PPT explaining the BC + Best Practice
use/mapping to categories
Sprint 1
Readiness
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Procurement Workshops
Procurement Flows (1 x 2h)
• What is an approval flow in
Ariba?
• What is predefined in SNAP?
• Demo the flows with different
scenarios
Buying Channel Validation (3 x 4h)
• Review of top 8 spend categories
• Leverage the AN Matching file or what the
customer provided as spend data
• Briefly show the main BC's in Ariba
(summary of the kickoff)
• Show best practice mapping
• How to capture Maverick spend?
• Discuss who can purchase/use the
channels
• Document it
Receiving Concepts (1 x 2h)
• Review of the receiving
process in Ariba
• Manual VS Auto receiving
• Desktop VS Central receiving
Sprint 1
Readiness
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AP/Finance Persona
Deliverables
Customer needs to demonstrate the
understanding the above objectives
and be ready to move into Sprint 2
Objectives
• Accounting principles in your Snap realm. How
does the Commodity mapping work? CEME file
fundamentals
• Start drafting category map (CEME)
• Understand the Invoice flow and the Invoice
Exceptions in your Snap solution.
• Understand the tax engine and the tax files.
• Capture # of invoice exceptions today (we want to
compare against post go live #)
• AN Default Transactions / Invoice / Country Rules
Tools
PT/Video explaining the accounting
principles, CEME file, Taxes
Document the invoice exceptions
setup (tolerances etc..)
Sprint 1
Readiness
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AP/Finance Workshops
AP Flows (2x 2h)
• What is an approval flow in Ariba?
• What is predefined in SNAP
• Demo the flows with different
scenarios
• Document required amendments
Master Data Discussion - Accounting
Principles (1x 2h)
• Presentation on Accounting and
Organizational Data Should Cover• Key Accounting Elements and
Organizational Data (Company Codes;
Purchase Organizations; Purchasing
Groups; Purchasing Units; Cost Center;
General Ledger; WBS Elements)
• Split Accounting
• Accounting Defaulting (User Profile,
Commodity Codes, Contract)
• Demo of how accounting elements are
coded onto transactional documents
• Understand how customer accounting
works
Invoice Exceptions Session (2x 2h)
• Explain how exceptions work in Ariba
• Get a list of most frequent invoice exceptions
• Focus the configuration on those top
exceptions
• Do not get hung up on the technicalities how
exceptions work – focus on the business
impact
Taxes (2x 2h)
• Explain the Tax Engine
• Show the files used in the process
• Demo behavior of the Tax Engine and relation
to Invoice Exceptions
• Agree on next steps (tax files management,
sign off by tax department)
Sprint 1
Readiness
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IT/Admin Persona
Deliverables
• Solution Footprint ,
• Integration Tracker (Inventory of
Files),
• Knowledge Check on Connect and
Cust Influence
Objectives
• Good understanding of the available integration
methodologies as well as future state architecture
• Overview of Ariba Cloud environments (Test, Prod)
• Release Cadence
• Overview of Ariba Portals )Connect and SAP Ariba
Customer Influence)
• Overview of Integrating the ERP system with
Ariba(Master Data; Transactional Data, Integration
Methods)
• How to use the Integration Tracker ;
• User Management (Supervisor , Password
Adapter) Group Assignments
• SSO
Tools
• Presentation Explaining Integration
Basics
• Group Assignment PowerPoint;
• Integration Tracker Excel ;
• Connect One Pager/PowerPoint ;
Integration PDF
Sprint 1
Readiness
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IT/Admin Workshops
Master Data Discussion - Accounting
Principles (1x 2h)
• Accounting and Organizational Data
▪ Key Accounting Elements and
Organizational Data (Company Codes;
Purchase Organizations; Purchasing
Groups; Purchasing Units; Cost Center;
General Ledger; WBS Elements)
▪ Split Accounting
▪ Accounting Defaulting (User Profile,
Commodity Codes, Contract)
• Demo of how accounting elements are
coded onto transactional documents
• Understand how customer accounting
works
Master Data Discussion - Supplier
Overview (1x 2h)
• Source of Truth for Supplier Data ;
• Explain how data will flow from ERP to
Ariba
• How to send PO's?
• How to load catalogs against a supplier?
Master Data Discussion – Commodities/UoM
(1x 2h)
• Where are Commodity Codes used?
• User Interface- Screen Captures
• Hierarchical Structure for UNSPSC
• Commodity Code Master Data
▪ ERPCommodityCodeMap.csv
▪ ERPCommodityCodeMap.csv- Defaulting
Accounting Values
• Mapping Example
• Benefits and Importance of Commodity Code
Mapping
• Approval Rules, Taxation and Receiving by
Commodity
SSO Overview (1x 1h)
• How SSO works in Ariba
• IDP vs SP
• Key Parameters Needed
Ariba Overview (1x 2h)
• Ariba cloud
architecture
• environments
• Release cadence
Master Data Discussion - Group
Management (1x 2h)
• Initiate discussion on specific user
groups
• Demonstrate how to assign groups
using GroupdCOnsolidated.csv
• Set in motion an action plan for
assigning users to groups
Ariba Portals (1x 1h)
• Connect
• New User registration
• Designated Support
Contacts
• SR process
• Ariba Customer Influence
process
Integration Workshop (2x 2h)
▪ Part 1: Integration Points
(Master Data &
Transactional Data [P2P -
OK2PAY;P2P - PO])
▪ Part 2: Integration Channels
(File Channel; Web
Services; Direct Connect)
Integration Tracker (1x 1h)
• Discuss Integration
Tracker in Depth
• Explain how to use the
tracker through the
implementation
Sprint 1
Readiness
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Supplier Persona
Deliverables
• Customer needs to demonstrate
the understanding of the above
objectives and be ready to move
into Sprint 2
Objectives
• Understand the supplier enablement principles in
Snap!
• Understand the importance of the communication
strategy and start to create yours!
• How are you going to segment your suppliers? LA
vs FE? Catalogs?
• Demo the Enablement process – Enable the
crowd in the room as suppliers (we might want
proc/AP/End users in this session)
Tools
• PPT to support the enablement steps,
PPT/DOC files/templates for the
communication strategy
• Wave plan excel
• Demo script for the supplier
enablement working session
Sprint 1
Readiness
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Supplier Workshops
Enablement Principles (1x 2h)
• Explain Supplier Enablement Elements
• Best Practice Strategy
• Review the Matching results
• Start with the Flight Planning drafting
Communication Strategy (1x 1h)
• Explain why this is important
• Share best practice content templates
• Set potential dates for summits/meetings
• Agree on millstone events (wave start,…)
Enablement Demo (1x 2h)
• Show Light Account scenario
enable the highest ranking person in the room with
LA
• Enable the Audience with a full account
prepare the VUF with their emails and load to AN
let them register
review the supplier account
Buyer Account and Transaction Rules Demo (1x 1h)
• Overview of the Buyer Account tabs
• Overview of the Supplier Enablement section
• Overview of the Configuration section
Explain the concept of the transaction rules
Explain the concept of country rules
Explain the concept of Supplier Groups
Communication Strategy Build (1x 2h)
• Continue the started discussion on communication
• Review documentation templates
• Review contact information of the suppliers
• Define by when the strategy and content should be
closed
Wave Planning (2x 1h)
• Review the matching file
• Discuss any requests on the presented
wave plan
• Get information on how many suppliers
would have catalogs, how may would be
integrated?
Sprint 1
Readiness
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Sprint 2
Sprint 2
Configuration
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End User Persona – Sprint 2
Deliverables
• Guided Buying Design
Objectives
• Guided Buying Layout finalized
• Understanding of Buying Channels Validated by
Procurement
• Begin UAT preparations
Tools
• Client’s realm
Sprint 2
Configuration
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End User Workshops – Sprint 2
Working Session (2x 2h)
• Show off the Guided Buying setup in the client’s realm
• Demonstrate how to purchase via selected Buying Channels
Sprint 2
Configuration
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Procurement Persona
Deliverables
• Configuration documented, and
implemented in the system
Objectives
• Map of spend categories finalized
• Users Groups Finalized and Configured
• Preferred Suppliers identified and mapped
• Spot Buy Parameterized(who can use SB, which
categories are enabled, thresholds)
• Contract/Catalog Template
• Forms
• Unplanned Services / Ad-hoc to Service sheet
(what's the % of spend in DE)
• Review Standard Reporting
Tools
• Supporting content (PPTs, PDF,
Videos)
• SAP Connect / Ariba Knowledge
Sprint 2
Configuration
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Procurement Workshops
Spot Buy Configuration Session (1x 2h)
• Which commodities
• Limits?
• Users allowed to use spot buy
Users and Groups (2x 2h)
• Explain the Group Concept
• Detailed exercise
Catalog Format - Working With Catalogs (2x 2h)
• Explain the catalog formats
• Explain the publishing channels
• Who will manage catalogues at customer?
• Existing Catalogs and potential new ones?
Standard Reporting (1x 2h)
• Demo the reports functionality
• Show scheduling, exporting,
sending to email options
Contracts templates - Working with Contracts (2x 2h)
• Explain Contract Compliance
• How to publish contracts
• Identify contracts to be implemented in Snap?
• Demo a contract setup and show how it works in the
system
Sprint 2
Configuration
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AP/Finance Persona
Objectives
• CEME File Completed and
Loaded
• Tax Files Loaded
• Accounting Elements documented
and configured
• Invoice Workflows
• Users mapped to AP Groups
• Review Standard Reporting
Deliverables
• Configuration documented,
and implemented in the
system
Tools
• Supporting content (PPTs, PDF,
Videos)
• SAP Connect / Ariba Knowledge
Sprint 2
Configuration
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AP/Finance Workshops
Taxes follow up discussion (2x 2h)
• Taxes Files review
• Configuration
Standard Reporting (1x 2h)
• Demo the reports functionality
• Show scheduling, exporting, sending
to email
Invoice Flows Configuration (2x 2h)
• Amend standard Snap configuration
Sprint 2
Configuration
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IT/Admin Persona
Deliverables
• Snap Integrated to ERP
Objectives
• Configure the landscape • SSO Setup
• ITK setup and Overview (If Applicable)
• Configuration of CI Packages (If applicable)
• Establish Master Data Connectivity
• Establish Transactional Data Connectivity
• Ariba Admin Capabilities
Tools
• Integration Tracker Excel
• Integration PDF
• SSO Content Pager/PowerPoint
• Integration PDF
Sprint 2
Configuration
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IT/Admin Workshops
SSO Setup (1x 2h)
• Working Session to Setup SSO on
the customers SSO mechanismMaster Data Integration – Setup (1x 2h)
• Working Sessions to Establish Master
Data Connectivity
Overview / CI Overview (2x 2h)
• Presentation on ITK/CI
• Working Session to Setup ITK /CI
Users and Groups (1x 2h)
• Explain the group Concept
• Detailed exercise
Transactional Data - Setup (1x 2h)
• Working Sessions to Establish
Transactional Data Connectivity
Overview of Ariba Admin Capabilities (2x 2h)
• Working Sessions to Cover• P2P Admin
• GB Admin
• SM admin
Standard Reporting (1 x2h)
• Generate, view and modify Pre-Packaged Reports
• Create an Analytical Report
• Exporting report results from the analysis site in Excel
and/or CSV file formats
• Running Reports in the Background / Scheduling
Reports
• Reporting User Groups and Visibility
• Control
• Analysis Search Filter
• Multi-Fact Reporting
• Demo the reports functionality
• Show scheduling, exporting, sending to email options
Sprint 2
Configuration
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Supplier Persona
Deliverables
• Wave Plan and Communication
Plan Defined, Important dates set
in calendar, AN Account configured
Objectives
• Validation of existing supplier data
• Communication content/materials finalized
• Wave Plan confirmed (# waves, #FE, #LA,
#catalogs, #integrated suppliers)
• Communication Campaign waves started
• AN Account ConfiguredTools
• PPT to support the enablement steps,
PPT/DOC files/templates for the
communication strategy
• Wave plan excel
Sprint 2
Configuration
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Supplier Workshops
Communication Strategy Build (1x 2h)
• Close open points from previous week
• Confirm communication strategy
Wave Planning (1x 2h)
• Close open points from previous week
• Confirm Wave Plan
AN Account Session (1x 1h)
• Continue the discussion from past week
Start Wave 1 enablement (1x 4h)
1. Send out the PNL
2. Prepare VUF
3. Load VUF to prod
4. Start Suppliers (can be done on the next
day)
Check point (1x 2h)
• Wave 1 confirmed
• Communication materials ready
• AN Account configured
Sprint 2
Configuration
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Sprint 3
Sprint 3
Content
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End User Persona
Deliverables
• UAT Scripts
• Adoption Collateral (in process)
Objectives
• UAT Scenarios documented
• Training/Adoption Preparations
Ongoing• Capture screenshots, Build collateral
Tools
• Client’s realm
Sprint 3
Content
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End User Workshops
End User Test Cases (ongoing)
• Work with Procurement and AP to document
UAT scenarios
Sprint 3
Content
Training and Adoption Preparation (ongoing)
• Start documenting scenarios, capture
screenshots
• Build collateral, record videosVisit the Snap
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Procurement Persona
Deliverables
• Content important for Go Live
Loaded
Objectives
• Load Catalogs
• Load Contracts
• Create Forms
Tools
• Content Managing support
documentation (Toolbox)
Sprint 3
Content
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Procurement Workshops
Working Sessions (2x 2h)
• Close open points from past Personas
• Load Catalogs
• Load Contracts
• Create Forms
Sprint 3
Content
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AP/Finance PersonaSprint 3
Content
Objectives
• CEME File Completed and
Loaded
• Tax Files Loaded
• Accounting Elements documented
and configured
• Invoice Workflows
• Users mapped to AP Groups
• Review Standard Reporting
Deliverables
• Configuration documented,
and implemented in the
system
Tools
• Supporting content (PPTs, PDF,
Videos)
• SAP Connect / Ariba Knowledge
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content
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AP/Finance Workshops Sprint 3
Content
Taxes follow up discussion (1x 2h)
• Taxes Files review
• Configuration
Invoice Flows Configuration (1x 2h)
• Amend standard Snap configuration
Master Data Discussions (1x 2h)
• Open topics from past weeks
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IT/Admin PersonaSprint 3
Content
Objectives:
• Complete SSO Setup and Prepare to Test
• Complete Master Data Connectivity
• Complete Transactional Data Connectivity Visit the Snap
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IT/Admin Workshops Sprint 3
Content
Working Sessions:
• Setup SSO Test Session With Ariba and
Troubleshoot as necessary
• Additional working sessions as necessary
to complete Master Data Connectivity
• Additional working sessions as necessary
to complete Transactional Data
Connectivity
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Supplier Persona
Deliverables
• Wave 1 Suppliers Enabled
• First Catalogs activated in test
Objectives
• Enable Suppliers W1
• Enable Catalogs
• Follow up with supplier on open
questions/actionsTools
• Supplier Enablement Tracker
Sprint 3
Content
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Supplier Workshops
Daily tasks (ongoing)
• Respond to supplier queries
• Host Summits
• Support Catalog Enablement
• Prepare for next Wave
Sprint 3
Content
Start Wave 2 enablement (1/2 day)
1. Send out the PNL
2. Prepare VUF
3. Load VUF to prod
4. Start Suppliers (can be done on
the next day)
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Sprint 4
Sprint 4
Validation
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End User Persona
Deliverables
• Video intro for their end-users
• Planning a demo/intro workshop
• User Guide draft 1 is created
Objectives
• Continue Training and Adoption efforts
• Close UAT
Tools
• Client’s realm
Sprint 4
Validation
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End User Workshops
• Participate in UAT
Sprint 4
Validation
• Preparation of Training and Adoption materials Visit the Snap
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Procurement Persona
Deliverables
• Successful UAT
Objectives
• Close UAT
Tools
• Test Scripts
Sprint 4
Validation
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Procurement Workshops Sprint 4
Validation
UAT (2 days)
• Participate in the Procurement side of the UAT
• Follow the test script
• Document successful/unsuccessful test casesVisit the Snap
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AP/Finance Persona Sprint 4
Validation
Deliverables
• Successful UAT
Objectives
• Start of UAT
Tools
• Test Scripts
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AP/Finance Workshops Sprint 4
Validation
UAT (2 Days)
• Participate in the AP side of the UAT
• Follow the test script
• Document successful/unsuccessful test
cases
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IT/Admin Persona Sprint 4
Validation
Objectives:
• Complete SSO Test
• Complete Master Data Load for all Data points
• Test Transactional Data Connectivity with End to End transactionsVisit the Snap
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IT/Admin Workshops Sprint 4
Validation
Working Sessions:
• Test SSO with a small subset of users
• Load all Master Data relevant to the
deployment
• Execute Test Cases for all transactional
integration data points
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Supplier Persona Sprint 4
Validation
Deliverables
• Wave 2 Suppliers Enabled
• First Catalogs activated in test
Objectives
• Enable Suppliers W2
• Enable Catalogs
• Follow up with supplier on open
questions/actions
Tools
• Supplier Enablement Tracker
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Supplier Workshops Sprint 4
Validation
Daily tasks (ongoing)
• Respond to supplier queries
• Host Summits
• Support Catalog Enablement
• Prepare for next Wave
Start Wave 3 enablement (1/2 day)
1. Send out the PNL
2. Prepare VUF
3. Load VUF to prod
4. Start Suppliers (can be done on the
next day)
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Sprint 5
Sprint 5
Production
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End User Persona – Sprint 5
Deliverables
• Communication ready to be sent out
• Material for adoption are completed and ready
• Go-LIVE is imminent
• Sprint 5 documented
Objectives
• Prepare the organization and
communications
• Finalize and refine what was created in
Sprint 4
Tools
• To be determined by the client/partner
Sprint 5
Production
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End User Workshops
Adoption Materials Review (1h)
• Final review and approval of the collateral
Sprint 5
Production
Adoption Activities (ongoing)
• Initiate Change Management Activities
• Send out communication
• Host introduction sessions
• Host training sessions
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Procurement Persona
Deliverables
• Production system set up
Objectives
• Close open points
• Move to Production
Tools
• Production Cut-Over Checklist
Sprint 5
Production
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Procurement Workshops Sprint 5
Production
Check points
• Open Topics
• Cut-Over Check ListVisit the Snap
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AP/Finance Persona Sprint 5
Production
Deliverables
• Production system set up
Objectives
• Close open points
• Move to Production
Tools
• Production Cut-Over Checklist
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AP/Finance Workshops Sprint 5
Production
Check points
• Open Topics
• Cut-Over Check ListVisit the Snap
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IT/Admin Persona Sprint 5
Production
Objectives:
• Obtain Sign Off on Test Environment
• Production CutoverVisit the Snap
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IT/Admin Workshops Sprint 5
Production
Plan:
• Complete Open Items (if any) and Sign Off on Test
• Review Cutover Checklist; Decide on Dates for each activity
• Complete Production Cutover
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Supplier Persona Sprint 5
Production
Deliverables
• Wave 3 Suppliers Enabled
• First Catalogs activated in test
• Catalogs moved to production
Objectives
• Enable Suppliers W3
• Enable Catalogs
• Follow up with supplier on open
questions/actions
• Move to ProductionTools
• Supplier Enablement Tracker
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Supplier Workshops Sprint 5
Production
Daily tasks (ongoing)
• Respond to supplier queries
• Host Summits
• Support Catalog Enablement
• Prepare for next Wave
Start Wave 4 enablement (1/2 day)
1. Send out the PNL
2. Prepare VUF
3. Load VUF to prod
4. Start Suppliers (can be done on the
next day)
Check points
• Open Topics
• Cut-Over Check List
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Sprint 6
Sprint 6
Adoption
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End User Persona Sprint 6
Adoption
Objectives:
• CEX Introduction - Partner and Customer
• Best Practice Center Introduction
• Customer Transition To Support
• Ongoing Adoption Activities
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End User Workshops Sprint 6
Adoption
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content
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Procurement PersonaSprint 6
Adoption
Objectives:
• CEX Introduction - Partner and Customer
• Best Practice Center Introduction
• Customer Transition To Support
• Ongoing Adoption Activities
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63PUBLIC© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ
Procurement Workshops Sprint 6
Adoption
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content
64PUBLIC© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ
AP/Finance PersonaSprint 6
Adoption
Objectives:
• CEX Introduction - Partner and Customer
• Best Practice Center Introduction
• Customer Transition To Support
• Ongoing Adoption Activities
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content
65PUBLIC© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ
AP/Finance Workshops Sprint 6
Adoption
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content
66PUBLIC© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ
IT/Admin PersonaSprint 6
Adoption
Objectives:
• CEX Introduction - Partner and Customer
• Best Practice Center Introduction
• Customer Transition To Support
• Ongoing Adoption Activities
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Jam for more
content
67PUBLIC© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ
IT/Admin Workshops Sprint 6
Adoption
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Jam for more
content
68PUBLIC© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ
Supplier PersonaSprint 6
Adoption
Objectives:
• CEX Introduction - Partner and Customer
• Best Practice Center Introduction
• Customer Transition To Support
• Ongoing Adoption Activities
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Jam for more
content
69PUBLIC© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ
Supplier Workshops Sprint 6
Adoption
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Jam for more
content
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out to snap.coe@sap.com
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