sap project management track1_session2

© 2004 Wellesley Information Services. All rights reserved.

Gary ElwickDeloitte Consulting

A Technical Guide to Planning Your R/3 Upgrade Project

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What We’ll Cover …

• People! Who gets involved, when, and how do they help! What training is required and how to identify needs

• Process! Understanding the “total scope”! Understanding “technical” upgrade approach! General guiding principles for upgrade planning

• Technology! Aligning technology with the business requirements! Impact assessment, landscape inventory! Accelerators! Key upgrade considerations

• Project management! Upgrade planning and challenges

• Wrap-up

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• Wrap-up

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Skills Required

• Technical business champion! Who – CIO/CTO! Role – Ensure that project meets business and technical

requirements. Can also ensure that resources are backfilled and dedicated to the project.

• Technical project manager/team lead! Role – manage schedule and enable interactions with various teams! Build and manage the technical project plan

• Hosting partner! Role – provide contracted support

!OS administration!Database administration

! Must be involved early in planning

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Skills Required (cont.)

• Basis! Role – work with hosting partner and technical teams to build

and execute detailed cutover cookbook

• IT support! Role – work with the technical team lead to ensure that

infrastructure-related tasks are defined and completed according to the plan!Networking!Job scheduling!Technical infrastructure!Disaster recovery!ABAP programming

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Technical Team Management

• Dedicated team ! Make sure key resources are dedicated full time to the project! Ensure that they are backfilled

• Location of team! Co-locate team with functional teams at each location! Utilize existing help desk procedures to manage issues and

transports! Global implementation

!Follow-the-sun supporto Multiple Basis teams to support global

development/testing! Single country

!Ensure that Basis team is split among time zones to ensure coverage

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• Wrap-up

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What Types of Training Are Required?

The magnitude of the upgrade will greatly influence the types and amount of training required

• 3.1 to ERP:! New menus replace the standard reporting tree ! New transactions and processes ! Modified transaction codes and screens! A complete change in basic navigation

• 4.5 to Enterprise:! New transactions ! Modified transaction codes and screens ! Modified folders and menu paths

• 4.6C to Enterprise:! Minimal changes to screens and architecture

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Focus on High-Impact Areas for Training

Three key factors will help you identify the impact of a process:

• Frequency of execution! A key consideration in the timing of your training! May indicate a need for reference materials

• Complexity of the process! May drive the need for interactive or instructor-led training! Could indicate a need for repetition and follow-up to ensure the process is

fully understood

• Risk of performing the process incorrectly! Drives the importance of the training! Indicates the need to reinforce the training and possibly use multiple delivery

methods

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Curriculum – Training Development and Delivery Options

• Transaction scenarios via Web-based performance support tool

• Communication (go-live manual)

Low impact

• Quick Reference Cards• Transaction scenarios • Communication and workshops – pre-

training

Medium Impact

• Simulations• Quick Reference Cards• Transaction scenarios • Communication and expert led

Workshops – pre-training• Labs – post-go-live• Delta basic navigation

High impact

• High impact = 50% change in data entry experiences/steps or processes • Medium impact = 20% to 50% change in data entry experience/steps or process• Low impact = Under 20% change in data entry experience/steps or process

• # of users! Greater than or less

than 100?• Location of users

! Users all in one region?! Global users?

• Complexity! Is the transaction

complex or standard?• Risk

! What is the risk of incorrect execution?

Weighting Factors

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Curriculum and Content Development

• Key to developing upgrade course curriculum! Ensure high-impact transactions are identified:

!High-impact transactions are the basis for an upgrade curriculum

! Identify and document roles by work steps! Group training content into modular units! Combine modular units into courses! Determine appropriate delivery method

• Delta training course content includes ! System navigation! Changes to existing functionality! New functionality (if any)! Summary of improvements

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• Wrap-up

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SAP Component Inventory

R/3

Bolt-onsVertexFaxingEDIShop floorLIMSEAI tools

SRM

CRM

CompanyWeb site

APO

BW

SupplierPortal

• All components related to R/3 must be investigated! Release dependencies

! SAP certification

! New business functionality! Product upgrade sequencing

! Do they have to be upgraded in a specific sequence?! Can some bolt-ons/components be upgraded before the upgrade?

CustomerPortal

SAP GUI

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System Objects Within Each Component

• Each component needs to be evaluated for business as well as system components that will change! Custom developments now replaced by core SAP functionality! Changes in business process, based on improved capabilities

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What Else Do I Need to Look Out for?

• Archiving!Poorly maintained system tables (APQD, ARFC, etc.)!Major impact on downtime processing

• Changes to architecture!Database upgrades!Hardware refresh or upgrade!Operating system upgrades/patches

• Upgrade and cutover considerations!Operating system/database changes to support 64-bit architecture!Timing of these changes is critical to success

!How much can be prestaged?!What must happen during the upgrade?

!Detailed procedures must be included in the upgrade cookbook!Ensure that these changes are accounted for in the cutover plan

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• Wrap-up

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Traditional Projects vs. SAP Upgrades

Traditional projects• Heavy analysis and design• Testing does not start until the realization phase• New user community• New user training• Estimating model is based on longer development hours

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Traditional Projects vs. SAP Upgrades (cont.)

SAP upgrade projects• Limited or no design activities• Testing starts immediately• No data conversations• Limited impact to configurations• Delta training • Limited or no new users• SAP-savvy team• Estimating model is based on fixing objects typically shorter

duration

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Evaluate Your Options and Decide on an Approach and Strategy

StartingpositionStartingStartingpositionposition

" Making the new release work

Pure technical Pure technical upgradeupgrade

" New release along with significant functionality and process improvements

Technical and Technical and functionalfunctional

" New release along with significant release functionality, process improvements, and some new modules or component additions

Technical functionalTechnical functionaland enhancementsand enhancements

OPTIONS

" Technical upgrade with the replacement of workarounds by new release functionality

Technical and basic Technical and basic functionsfunctions

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1

3

4

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Project Time/Effort Drivers

" Breadth of functionality implemented

" Number of SAP modifications

" Number of custom programs

" Number of interfaces

" Number of bolt-ons

" Geographic scope

" Number of users

" Breadth of functionality implemented

" Number of SAP modifications

" Number of custom programs

" Number of interfaces

" Number of bolt-ons

" Geographic scope

" Number of users

FACTORS

FACTORS

# Several factors have an impact on the complexity of the upgrade project and the length of time required to perform it

LEVEL OF COMPLEXITYLEVEL OF COMPLEXITY

LOW

MEDIUM

HIGH

Upgrade estimates (months)

Medium complexity (~4+ months)

Low complexity (~2.5+ months)

High complexity (~7+ months)

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What Drives Complexity and Risk for an Upgrade Project?

Factors influencing complexity and risk:

• Technical complexity (SAP and others)• SAP functionality• Resources (constraints, skill levels)• Upgrade strategy employed• Stability of current environment• Level of knowledge in user community• Business case• Project funding• Organization burn-out (too many projects, too

fast)• Organization changes/other initiatives• Level of support required for other key and

competing business events

Projectcomplexityand Risk

• Low complexity

• Medium complexity

• High complexity

Drives

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• People• Process

! Understanding the “total scope”! Understanding “technical” upgrade approach! General guiding principles for upgrade planning



• Wrap-up

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Focus in Five Areas Will Help to Ensure Success

# ASAP upgrade methodology# Tools and techniques# Upgrade training

# Leadership and project planning# Education and training# Roles and responsibilities/accountability# Expertise and skills in new release

# Sponsorship/leadership# Justification and benefits# Transition plan/

change management# Communication plan

# Client landscapes# Networks/telecom# Technical standards# Change control# Interfaces, enhancements,

and reports

Organization and staffing

Methods and toolsTechnology

infrastructure

Change imperative

$A $B $C

ProjectIntegration

Implementation process

# Deliverable specifications/templates

# Project management# Progress to plan

measurement# Quality assurance# Testing strategy

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What Key Things Must the Technical Team Understand?

• Key business constraints! Drives upgrade timeline! Drives downtime window! Drives recovery approach and alternatives

• Training requirements and schedules for end users! Drives sizing for training instance! Drives refresh schedule and approach

• Approach for business ramp-down/ramp-up• Ancillary system upgrade requirements

! Drives team size! Drives cutover coordination

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What Key Things Must the Technical Team Understand? (cont.)

• Technology baseline! Drives hardware upgrade decisions! Drives software upgrade decisions! Drives lease vs. purchase decision for interim hardware

requirements

• Current system performance characteristics! Drives transaction watchlist! Drives end-user expectations

• Functionality baseline! Drives scope of the upgrade! Drives interface touch points and timing

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Impact on Industry Solutions

• Review product availability matrix for your industry! Match business requirements to product availability! May impact timing of the upgrade! May impact which new release is targeted

• Review release notes for your industry! Determine which new functionality is relevant! What core business processes have changed

• Review installation and master guides for your industry! Determine product relevance! Determine product update sequencing! Identify relevant upgrade notes

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• Wrap-up

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Match Upgrade Approach to Business Drivers

• Downtime minimized vs. resources minimized! Downtime minimized tradeoffs

!Creates shadow instance!Requires additional disk and CPU during the upgrade

o Approximately 40% additional disk for the shadow imageo Additional CPU to minimize the effect on uptime

processing!Reduced downtime for the business

! Resources minimized tradeoffs!Minimal hardware changes!Increased business downtime

• “Involve the business senior leadership in this decision”! Be upfront about the tradeoffs! Set realistic expectations

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Functional Impact Analysis

Business Business RequirementsRequirements

SDSD MMMM FIFI COCO WMWM QMQM PPPP

SDSD MMMM FIFI COCOWMWMQMQM PPPP

Process FilteringProcess Filtering

Test scripts and Test scripts and business processesbusiness processes

SAP 3.xSAP 3.x--4.64.6

SAP 4.7SAP 4.7

• Business requirements! How can I upgrade faster and be

cost effective?! How big will the upgrade be?! How many changes have we

made and to what modules?! How will the upgrade impact our

environment?! How can I reduce my risks?

• New SAP functionality! Old custom code replaced by

new SAP core functionality! SAP business process change! Change in screen flow

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Technical Object Inventory

• What needs to be considered! Objects – active and not released

!Data Dictionary objects and structures!Programming objects and structures

! Central address management! Function groups! Function modules! Message classes! Program includes! Reports! SAPscript! Structures! Transactions! Repair objects

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Landscape Inventory

• AS-IS landscape! Hardware inventory! Instance inventory

!Current maintenance/refresh strategy!Current client/transport strategy

! OS releases and patch levels! Database releases and patch levels! Basis Support Package levels! SAP kernel patch levels

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• Wrap-up

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Technical Impact Analysis

BasisBasis ModificationsModifications SecuritySecurity TrainingTraining

Technical Technical RequirementsRequirements

Security Profiles, ABAP Security Profiles, ABAP programs and training approachprograms and training approach

Technical Activity FilteringTechnical Activity Filtering

Capacity/Performance

User exit points

Different in 4.5/4.6/4.7

Where change

occurred

BasisBasis ModificationsModifications SecuritySecurity ReRe--TrainingTraining

• The challenge! Incomplete inventory of

system modifications! Dependence on tribal

knowledge

• How do I reduce the risk! Upgrade pre-assessment! Reliable and comprehensive

prediction of which objects will impact the upgrade

• Now let’s see how this works!

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What to Look for in a Pre-Assessment Tool

• It helps achieve a faster and better upgrade by:! Detecting potential failure points in custom programs

! Recommending corrective actions for the potential failure points

! Providing data regarding SAP repairs

! Providing work-in-progress data of custom programs

! Facilitating implementation of code-freeze strategy during the upgrade

! Providing data for effort estimation

! Aiding in resource planning and project scheduling, thus minimizing downtime

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SETUP INVENTORY ANALYSIS REPORTS

Custom Program Inventory to Determine Scope and Complexity

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SETUP INVENTORY ANALYSIS REPORTS

Extensive Reporting with Drill-Down Capabilities

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INVENTORY CAMS WIP CORE MOD UPGRADE VERSION

Determine Work-In-Progress for Implementing Code-Freeze Strategy

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INVENTORY CAMS WIP CORE MOD UPGRADE VERSION

SAP Modifications List

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Pre-Assessment Tool Features

• Version independence: Accelerates upgrades for any given choice of source and target versions

• Product independence: Addresses upgrades for SAP new dimension products such as APO, BW, and CRM over and above R/3

• Upgrade scope: Upgrades any product developed on SAP’s ABAP Workbench

• Deployment: Deploy with minimal resources (people, hardware, software); least invasive on the SAP system

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More Tool Features

• Easy interface: Easy-to-use user interface and online help

• Accurate estimation: Analysis data to generate effort estimates and project schedules for the upgrade

• Continuous defect tracking: Defect tracking over the life cycle of an upgrade

• Statistical analysis: Data for Pareto and cause-and-effect analysis

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Technical Impact Analysis

• Basis! Identify OS/DB upgrades required! 64-bit impact (if coming from 32-

bit)! Hardware sizing ! Perform SAP functional upgrade

check! Upgrade procedures or cookbook

!Start from initial upgrade!Should be detailed enough to

allow any Basis team member to perform any step

!Need to be integrated into the cutover plan

! Gather performance baseline from current system

BasisBasis ModsMods SecuritySecurity TrainingTraining

Technical Technical RequirementsRequirements

Security Profiles, ABAP programs Security Profiles, ABAP programs and training approachand training approach

Technical Activity FilteringTechnical Activity Filtering

Capacity/Performance

User exit

points

Different in 4.5/4.6/4.7

Where change

occurred

BasisBasis ModsMods SecuritySecurity ReRe--TrainingTraining

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Sample Project Timeline – 20 Weeks

Prep

Go-Live

Fit/gap

Unit test

IntegrationTest Cycle 1 Integration

Test Cycle 2

End-usertraining

Prodcutover

Cutover rehearsal5

wks2 wks

4 wks 3 wks

3 wksIntegration Test Cycle 3

3 wks

Week 0 Week 2 Week 7 Week11 Week 14 Week 17 Week 20 System Live

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• Wrap-up

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Solution Manager

http://service.sap.com/roadmaps

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Solution Manager – What’s Available with SAP Upgrade Roadmap

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Rapid SAP Upgrade Approach

• Upgrade project pre-planning! Address technical and environment requirements! Conduct the assessment process! Identify any high-level business process improvements! Assess short-term and long-term directions ! Environment requirements and necessary hardware and software! High-level scope and plan! Completed upgrade assessment document! Impact on people, their jobs, roles, and responsibilities

XD IndiaDeloitte Consulting

Suite ofMulti-DimensionalAnalysis &ResolutionToolset

Suite ofMulti-DimensionalAnalysis &ResolutionToolset

-Satbir Kohli

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Rapid SAP Upgrade Approach (cont.)

• Project preparation! Define the upgrade scope and project plan! Establish the project organization and standards! Define new roles and responsibilities for all team members! Perform technical and security requirements planning! Analyze the present environment contents! Perform the necessary upgrade preparations! Decide on tools, templates, and documentation standards for the project

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• Business blueprint! Inventory a list of interfaces, reports, data conversions, and third-party

tools! Inventory a list of security profiles and activity groups! Revisit business processes and determine which processes are within

the scope of the project! Review new functionality and document new functionality impacts! Locate all test scripts and update as needed! Identify all new, changed, and deleted transactions as a result of new

release functionality! Finalize the upgrade project scope

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• Realization of DEV and QA! Upgrade the DEV and QA environments! Perform configuration and technical changes! Conduct functional and technical integration tests! Delta training preparation and delivery! GUI rollout/desktop deployment! Implement security strategy! Prepare production support! Create end-user documentation and training materials

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• Realization of production! Finalize documentation and training! Revise/create documentation and training materials! Perform end-user training focused on “change areas”! Conduct stress tests! Apply hot packages, OSS notes, and configuration changes! Communicate the plan to end users! Execute the production cutover plan

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• Go-live and support! Upgrade the production system! Maintain a support organization for the short and long term! Create policies and procedures for handling support calls! Manage the roles and responsibilities of your support team! Educate end users on the support process! Obtain written signoff for the productive system

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• Wrap-up

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Which Functionality Changes Are Important

• What changed from release to release! Review release notes at http://service.sap.com! Review the Enterprise functional deltas spreadsheet

!http://service.sap.com/developmentnews

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Technical Upgrade with Delivered Functional Changes


LOW (~2.5 mths)

MEDIUM (~4 months)

HIGH (~8 months)

Upgrade Estimates (Months)

• Drivers:! SAP support is expiring “soon”! Limited resources required for upgrade! Low risk of failure! Limited funding! Provide the minimum platform for future projects and functionality

• Delta functionality focus! Core business processes! Technology changes (SAPGUI, 64-bit vs. 32-bit, development changes)

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• Drivers:! Replace enhancements and work arounds with newly available

functionality! Leverage new SAP functionality to meet additional business

requirements! Gain efficiencies by consolidating the upgrade and functionality

improvements into a single project

• Delta functionality focus! Core business functionality! Changes in key business processes! Technology changes (SAPGUI, 64-bit vs. 32-bit, development changes)


LOW (~2.5 mths)

MEDIUM (~4 months)

HIGH (~8 months)


Technical and Functional

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Technical, Functional, and New Components

• Drivers:! Implement “grand vision”! Industry-driven new business requirements! Combine initiatives into a single funding request

• Delta functionality focus! Core business functionality! Updates to business blueprint! Technology changes (SAPGUI, 64-bit vs. 32-bit, development changes,

additional components, replacement, or enhancement of portals)


LOW (~3 mths)

MEDIUM (~6 months)

HIGH (~ 8 months)


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• Wrap-up

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Inputs for Improving the Planning Process

• Inventory the following! Interfaces between various system components (SAP-legacy,

Internal-external)! Enhancements ! Modifications (repairs) to standard SAP-delivered code

• Data conversion requirements (if any) as a result of upgrade• Dependencies between components, special requirements

(e.g., application of certain Support Package, Conflict Resolution Transports (CRTs) for industry solutions, etc.)

• Sequence/order of upgrading in case of multiple SAP components (e.g., does Supply Chain Management and/or Customer Relationship Management need to be upgraded at the same time or can be done with a time gap)

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Inputs for Improving the Planning Process (cont.)

• Evaluate training needed for the support team as a result of upgrade changes

• Determine if any architectural changes would be required as a result of upgrade

• Additional technology and tools that would help in reducing the system downtime ! (e.g., SAN copy and snapshot tools, capacity on lease/demand, etc.)

• Size of database and additional space requirements ! Potential increased/additional hardware capacity for maintaining

production performance

• Additional licensing requirements as a result of upgrade software or hardware capacity changes ! (e.g., adding CPUs to database system can require additional database

licenses to be procured)

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Keys to Success: Project Management

• Early executive and user sponsorship is essential• Allow turnaround time for SAP issues to be resolved• Determine early in the project the tolerance for

downtime. This will help establish targets and determine which approach is required.

• Frequent end-user and business sponsor communications

• Manage the production cutover and the effect on the production environments (interfaces, business processes, and users)

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Keys to Success: Development

• Leverage pre-assessment tools to identify the impact of the development objects

• Manage production support changes against the upgrade project (synchronize changes)

• Experienced developers must be dedicated to the project to resolve issues! Ensure that they are backfilled by the business

• Test interfaces, Data Dictionary changes, and user exits

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Keys to Success: Testing

• Thorough testing is required at all levels (technical, training, functional, security)

• Ensure that business process scripts are updated and represent accurate testing actions

• Retest interfaces, reports, batch schedule, printers, electronic output, printing, faxing, and other interface software

• Remember, upgrade testing is no different than a normal project test cycle

• At least one rehearsal upgrade using a copy of production will be needed between integration testing and go-live

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Keys to Success: Functional Approach

• Retire SAP repairs where possible (resort back to standard SAP)

• Review SAP release notes• Clearly identify impact of new functionality (conduct fit/gap

analysis)• Prepare scenarios to regression test the upgraded version• Identify functionality workarounds early in the upgrade

process• Ensure functional team members available to unit test when

objects have been reconciled with changes

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Keys to Success: Basis

• Do not underestimate the impact of Support Packages or support stacks

• Plan the system landscape and transport path• Ensure transports are synchronized with the production

support system• Plan and communicate the new GUI rollout and desktop

deployment strategy• Leverage additional technology and tools that would help

reduce the system downtime (e.g., SAN copy and snapshot tools, capacity on lease/demand, etc.)

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Keys to Success: Security Team

• Consider new functionality (Profile Generator)• Analyze release notes for new transaction codes• Test the security and authorizations during the testing

phase of the upgrade• Leverage the security team to control Business Ramp-

Down/Ramp-Up

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Keys to Success: Training

• Revise/create documentation and training materials• Perform end-user training before the production upgrade• Develop a strategy for delta training for each degree of

change• Define a process by which business (super users,

functional teams) reviews and tests both business scripts and training materials

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Upfront Planning to Maximize Technology

• Create plan for evaluating new 64-bit technology! Memory management in the DB server

!Leverage the additional memory available with 64-bit DB!Reduce physical reads to the DB

! Memory management in the application servers!Use SAPPFPAR to take maximum advantage of available

memory (64-bit kernel)! Enhanced DB capabilities

!Dynamic SGA (Oracle)!Cost-based optimizer (Oracle)!Split – mirror backups to reduce the impact of backups

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Archiving Considerations

• Archiving data prior to the upgrade can have a major effect on both the downtime and uptime durations

• Refer to “Archive – Quick Wins for Upgrades” on http://service.sap.com/upgrades! Authors: Claudia Huber, Karl Lang, Egon Muller

• Other tables to look for:! APQD – If this table has not been maintained properly it will

have a large impact on the upgrade during the downtime phase

! Must be cleaned up before you begin the uptime phase of the upgrade

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• Wrap-up

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Resources

• SAP! http://service.sap.com/upgrade! http://service.sap.com/roadmaps! http://service.sap.com/solutionmanager! http://service.sap.com/developmentnews! SAP Master Guides

• Deloitte! http://www.deloitte.com/us

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7 Key Points to Take Home

• Get senior executive and management support• Staffing the right type, the right number, at the right time, with

right skills! Ensure that key staff members are dedicated to the

upgrade and backfilled by the business! Competing initiatives can increase the complexity of the

upgrade project and introduce resource contentions• Upgrades involve a high degree of task interdependence with

high front-end load of critical activities• You can never test too much

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7 Key Points to Take Home (cont.)

• Don’t underestimate the effort required to handle modifications, enhancements, and interfaces

• At least one rehearsal upgrade using a copy of production will be needed between integration testing and go-live

• Create a repetitive process from the start. Timing and synchronization is critical. Upgrade each environment exactly they way you would upgrade production

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Your Turn!

Questions?

How to contact me:[email protected]

sap project management track1_session2

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