copyright © 2003 americas’ sap users’ group microsoft’s sap upgrade based on the quarterly...
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Copyright © 2003 Americas’ SAP Users’ Group
Microsoft’s SAP Upgrade based Microsoft’s SAP Upgrade based on the Quarterly Release Strategyon the Quarterly Release Strategy
Scott BaxterLead Program Manager, EAS
Becky MoeSenior Program Manager, CAIT
Tim GaleProduct Manager, Corporate Accounting
May 19th, 2003
Key Learning Points
Leveraging Microsoft's Quarterly Release framework to minimize impact of SAP Upgrade on organizations
Importance of strong communication and resource planning
No “One Size Fits All” approach to training and documentation
Company Profile
Employees:
US 39,640
International 14,726
Total 54,366
Vendors WW 19,757
Agency Temps WW 4,500
Total 24,257
Contingent Staff:
SAP at Microsoft
General Facts 400 company codes (180 with headcount) 15,000 active cost centers (5,500 with headcount) 140,000 active internal orders
User Numbers 2,000 named; 50,000+ total users 600+ concurrent users
Modules Implemented SD, MM, FI, CO, AM, HR, BW, APO, RE, PS
System Information 950+ GB in single, central database 6.25 GB growth per week 99.9+% availability (excluding quarterly releases)
Microsoft’s First and Best Customer
Upgrade – Objectives
“Just Another Quarterly Release”
Upgrade SAP to Enterprise by August 2003
Minimize production downtime
Keep performance similar or better
Reduce number of repairs
Identify and retire obsolete custom objects
Quarterly Release/Upgrade Resources
Continuity maintained from release to release
Quarterly release resources utilized for Upgrade
Enterprise Application Services (EAS)
SAP Program Management
SAP Product Management
Business Unit IT Partners
Quarterly Release/Upgrade Resources
Enterprise Application Services (EAS)
Perform all custom SAP programming (ABAP) and related unit testing
Support conceptual stage of design phase
Perform functional and performance testing
Maintain stable and cost-effective SAP environment
Manage production issue resolution
Review and analyze Hotpacks
Quarterly Release/Upgrade Resources
SAP Program Management Manage SAP change request process
Support envisioning process from an IT and SAP perspective
Drive design process for SAP changes
Complete SAP configuration activities
Support functional and regression testing processes
Serve in a consulting role for escalated production issues
Review and analyze Hotpacks
Quarterly Release/Upgrade Resources
SAP Product Management Manage SAP change request process
Manage CR prioritization for each Release
Liaison to Business Representatives
Assist business in development of requirements
Manage User Acceptance Testing (UAT) and Business Process Regression Testing (BPRT)
Training and rollout
Communication
Quarterly Release/Upgrade Resources
Business Unit IT Partners
Responsible for integrated tools and applications Examples:
Web Extensions
Data Warehouses
Partner with SAP teams on envisioning process from an IT perspective
Support Upstream/Downstream Testing Activities
PreliminaryPreliminary AnalysisAnalysis
Business Business AnalysisAnalysis
IT Costing &IT Costing &PrioritizatioPrioritizatio
nn
DevelopmeDevelopmentnt
TestTest
Preliminary Preliminary candidate cutoffcandidate cutoff
Code Code completecomplete
UATUATBPRTBPRT
CandidatCandidate e
cutoffcutoff
Requirements Requirements deadlinedeadline
Quarterly Release Phases/Milestones
Business Need Identified &Business CaseDevelopedStakeholder
Requirements DocumentationStakeholder Product Mgmt
IT Work Effort EstimatedProgram Mgmt
Technical Spec CompleteProgram Mgmt
User Acceptance TestingProduct MgmtStakeholder
Product Studio Item (for tracking) & Candidate List CreatedProduct Mgmt
Candidate PrioritizationAll StakeholdersProduct Mgmt
Effort Adjusted Final Candidate ListAll
Configuration & DevelopmentProgram MgmtIT Development
Business Process TestingProduct MgmtStakeholder
Preliminary Work Effort EstimatedProduct MgmtProgram Mgmt
Quarterly Business Review“Draw the Line”Executive Sponsors
IT Resources Assigned
IT Unit TestingProgram MgmtIT Development
GoGoLiveLive
Quarterly Release Schedule FY2003
Milestone Q1 Q2 Q3 Q4
Preliminary Candidate CutoffPreliminary Candidate Cutoff BizCase DueBizCase Due
5/03/02Fri
8/02/02Fri
11/01/02*Fri
N/A*
Requirements DeadlineRequirements Deadline Detail requirements dueDetail requirements due
5/24/02Fri
8/30/02Fri
11/29/02Fri
N/A
Candidate cutoffCandidate cutoff Effort adjusted request listing Effort adjusted request listing
6/07/02Fri
9/06/02Fri
12/06/02Fri
N/A
Specification CutoffSpecification Cutoff Spec reviews completeSpec reviews complete
6/21/02Fri
9/20/02Fri
12/20/02Fri
N/A
Code CompleteCode Complete Development and Unit testDevelopment and Unit test
7/05/02Fri
10/04/02Fri
01/03/03Fri
N/A
UAT CompleteUAT Complete Stakeholder buyoffStakeholder buyoff
7/19/02Fri
10/18/02Fri
01/17/03Fri
N/A
BPRT CompleteBPRT Complete Business Process Test Business Process Test
8/02/02Fri
11/01/02Fri
01/31/03Fri
N/A
Release to ProductionRelease to Production Production handoff Production handoff
8/09/02Fri
11/08/02Fri
02/07/03Fri
N/A
*=Q3-Contingent on complexity of the SAP upgrade: Pre approved items only; Q4-Closed-SAP upgrade
Upgrade Timeline
Scoping & Planning
Roles & Responsibilities replicated from Quarterly Release process, simplifies process of organizing upgrade project team
Plan for 6 month black-out for change requests
Give sufficient lead time to allow critical business and IT changes to occur before the blackout
Executive sponsorship for project plan and resource requirements
SAP technical enhancements considered where processes and support can be simplified
Scoping & Planning
System Landscape designed to minimize need for dual maintenance
DEVDEVMS2MS2
PRODPRODMSSMSS4.54.5
4.74.7
ADJADJMSVMSV
TESTMSU
TESTT02
TESTMST
DEVDEVMS1MS1
TESTTESTMSTMST
PRODPRODMSSMSS
ADJADJMSYMSY
TESTTESTMSXMSX
Analysis and Design
Necessary configuration and programming changes identified
SAP RBE tool used to build inventory SAP transactions & programs being used
Inventoried items reviewed and tested by Program Management
“Broken” items categorized in Timeboxes
Obsolete programs eliminated
Significant changes between SAP releases identified and communicated
Delta documentation
Navigational instructions
Development and Test Timeboxes
Four Timeboxes to organize effort and impact Core Transactions, Repairs & User Exits
Inbound and Outbound Interfaces
Reports/Security
Contingency
Clearly Defined Deadlines Program Specifications
Configuration
Testing
Testing: UAT & BPRT
User Acceptance Testing: ALL SAP transactions, reports and programs used
All bugs should be identified and fixed prior to BPRT
Broad security access assigned to prevent impact on user acceptance testing
Security Roles tested centrally by small teams
Business Process Regression Testing: Occurs over 10 weeks beginning 5/19
Follows guidelines used for normal quarterly release process
Comprehensive End to End testing including tools and upstream/downstream systems
Broad Security Role testing
Testing: Inventories & Scripts Existing Quarterly Release test inventories leveraged for
Upgrade Project
Updated to reflect new and retired transactions Opportunity to enhance for existing transactions
Business Units own and maintain independent repositories of test cases and scenarios
Various tools used (Access DB, Excel, SharePoint)
Users are critical in defining scope and documenting test cases
Global Testing Networks developed to support ongoing regression testing
Detailed test scripts required and used in many operational groups
Other groups identify test cases only and rely on subject matter expertise for testing
Testing: International Scope Regional Product Managers/Coordinators - Critical
Manage International testing effort
Regular meetings with Corporate team
Evangelists and communication liaisons for their regions
International Finance/Procurement resource constraints required focus on “Unique” requirements Examples:
Country specific Statutory Reports
Country specific tax calculations (e.g. VAT)
Accounts Payable processing in each subsidiary
SAP allocations executed by subsidiaries
Subsidiary specific output requirements such as Dunning or Purchase orders
International Fixed Asset Depreciation
Testing: Issue Management
Effective Issue/Bug Management Tools are Essential
IT Teams Share Bug Tracking Tool (Product Studio) Enhanced visibility and reporting
Efficient status tracking
Maintain IT & Biz Contacts, Steps to Reproduce, Dev Status, Testing Status…
Relevant documents such as specifications are attached or linked
Business groups maintain independent issue tracking tools Examples:
Excel
SharePoint
Product Studio
Product Studio for Bug Tracking
Communication and Coordination Establish communication framework early Evangelize SAP Upgrade Benefits regularly Schedule project kick-off meetings
Set expectations Confirm support
Maintain Team Web Sites (SharePoint) Communication Store Project documentation Contact information Issue and Risk Management Links to other sites and information
Hold Frequent Status Meetings Team specific and cross organizational Schedule Brown Bag Sessions
Send Weekly Status Reports and Meeting Summaries
Documentation & Training Business Units determine own documentation and training
strategy Common themes across organizations
Web Based Self-Help Training & Documentation Delta documentation & training to support testing Train the trainer approach widely used Workshops Limited End User Live Training
Factors resulting in different strategies Centralized versus decentralized users Size of user groups Cross organizational considerations Extent that Web Tools are used Resources Distributed Project Management Turnover considerations Use of Vendors to initiate transactions
Documentation & Training
World Wide Operations Widely distributed user community
Domestic and International Cross Organizational
International scope requires Regional Coordinators Broad Range of Training & Documentation Products
Step by Step Procedures Quick Reference Cards Mandatory workshops with workbooks Online quizzes testing proficiency
Web Based Training and Documentation Live Training Two Weeks prior to Go-Live Train the Trainer approach
Documentation & Training
Finance Widely distributed user community
Domestic and International Cross Organizational
International Scope Requires Regional Product Managers Communication, coordination, education
High use of Web Tools minimize training requirements Reporting Posting Journal Entries Master Data Maintenance
Web Based Training and Documentation Live Workshops Formal Training Focus Several Weeks Prior to Go-Live
Documentation & Training
HR/Payroll Small, centralized user group Limited training required Preliminary delta training provided to support testing Existing Online Documentation Manual Updated
Procurement Centralized domestic Accounts Payable Limited training needed for domestic team High use of Web Tools minimize training requirements
International and Domestic Some international subsidiaries require training and
documentation Where web tools not implemented Regional Product Managers key to success
Lessons Learned “Technical” does not necessarily = “Simple” EARLY analysis of Security
Impact from new and retired transactions EARLY analysis of new, changed and retired transactions
User education and documentation requirements Impact on security profiles Old versus New decisions for similar transactions Impact on RFCs
Plan for EARLY development RFC impacts Internally released function modules Unicode enabled programs
Good documentation for custom programs is important Provide sufficient user education early to support testing Make sure ALL groups budget project support capacity
Wrap up
Project Status: All analysis, development and unit testing complete in
test environment 5/19 Business Process Regression Testing beginning 5/19 Formalized training for most groups starting in July On schedule for release to production 8/8
Summary: Upgrades are unique so start assessment early Cannot over communicate Get Executive Sponsorship from all teams participating Effective Cross Organizational Partnering is Critical Limit scope if possible Flexibility is a must!
Copyright © 2003 Americas’ SAP Users’ Group
Thank you for attending!
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Session Code: [2305]