Systems Project Management

MBA 609

Systems Project Management

INFORMATION SYSTEMS FRAMEWORK

SYSTEM

ANALYSTS

SYSTEMBUILDERS

(components)

SYSTEMDESIGNERS

(specification)

SYSTEMUSERS

(requirements)

SYSTEMOWNERS

(scope)

SystemBuilders'views of

DATA

SystemDesigners'

views ofDATA

SystemUsers'

views ofDATA

SystemOwners'views of

DATA

DATAFOCUS

DataTechnology


PROCESSES

SystemDesigners'

views ofPROCESSES

SystemUsers'

views ofPROCESSES


PROCESSES

PROCESSFOCUS


INTERFACES

SystemDesigners'

views ofINTERFACES

SystemUsers'

views ofINTERFACES


INTERFACES

INTERFACEFOCUS


GEOGRAPHY

SystemDesigners'

views ofGEOGRAPHY

SystemUsers'view of

GEOGRAPHY


GEOGRAPHY

GEOGRAPHYFOCUS

NetworkingTechnology

InterfaceTechnology

SoftwareTechnology

Systems Development Projects

• Large applications– E.g., a sale at WalMart

• Project management• Systematic approaches• End-user involvement• Methodologies

– Documentation– Computer-Assisted Software Engineering tools

System Development Life Cycles and Methodologies

System Development Life Cycle (SDLC) A logical process Systems analysts, software engineers, programmers, and end-users

Application development life cycle Waterfall approach Five to 21 phases An example – the five-phase approach

Systems planning Systems analysis Systems design Systems implementation Systems support

System Development Life Cycles and Methodologies

Methodology Step-by-step activities for each phase Individual and group roles to be played in each activity Deliverables and quality standards for each activity Tools and techniques to be used for each activity The entire system’s development life cycle Several development tools and techniques

SDLC

• Systems planning– How does this project fit into the organization?

• Systems analysis– Who, what, where, why

• Systems design– Interfaces, files, databases, and resources

• Systems implementation– Go live!

• Systems support– Ongoing maintenance

Other Methodologies

• Joint Application Development (JAD)– Business Solutions Centers (e.g., E&Y)

• Rapid Application Development (RAD)

• Corporate or in-house methodologies– EDS– State Farm Insurance

• Several methodologies used

SAP’s Implementation Methodology

• Systems projects using ERP software– SAP R/2 and SAP R/3– Large projects– Typically multinational companies– Difficult to manage

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2

Simulation Validation

4

FinalPreparation

6YouAreHere

53

AcceleratedSAP Roadmap...

AcceleratedSAP ImplementationAcceleratedSAP Implementation

When to Use AcceleratedSAP Roadmap

• Implementation based on R/3’s best business practices

• No major reengineering

• No major organizational change

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Focus on the Process

• Questionnaires

• Business process models

• Training

• End user documentation

• Testing by scenario

Elimination of non-value added tasks

Communication with User Community

Incorporates Feedback To/From the User Community at Every Step

• User involvement

• User support

• Builds comfort levelUser Community

Who Can Use ASAPGlobal Company• by plant• by division

Small Company• Turnkey• Big Bang

INTERSOLV

Middle-Sized Company• Knowledge Transfer• Big Bang or Phased

Cultor Food Science Inc.

• Commitment from management

• Empowered team

• Adaptable organization

• Defined business direction

• Ability to make decisions

Critical Success Factors

Phase 1: Project PreparationPhase 1: Project Preparation

• Project organization and standards• Measurement of business benefits• High level project plan• Introduction to R/3 through Level 1 training• Technical requirements planning• Executive kickoff

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Define Project Team

ProjectMgmt

Client

Consultant

Technical/Systems Admin

ExecutiveKick-off

Steering Comm Meeting

Train Team - Level 1

Technical Training

Project Planning

Pre-Sales Transition

Define system Requirements/Order Hardware

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


What Will It Cost

“Best Estimation” Tool

• Estimates time and labor requirementshelps calculate total implementation costs

• Variables: – functionality– type of business – number of plants / locations

Phase 2: Business BlueprintPhase 2: Business Blueprint

• Organization and process definition• Questionnaires and models for best

business practices• System installation• Business blueprint• Management review

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Train Team

Roadmap

Develop Project CharterDefine Project Standards

ProjectMgmt

Client

Consultant


Define BusinessOrganization

Install SystemEnvironment System Administration Training

Define Business ProcessConversions/Interfaces/Reporting

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Quality ReviewAssemble

Blueprint

Create Detailed Project Plan

Review and SignoffBlueprint

Define Authorizationsand Change Management

Refine ScopeDocument

ProjectMgmt

Client

Consultant


Review Business Process Definitions

Define SystemsAdministration

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


QuestionnairesBuilt From Existing Models to Help You

Understand Your BusinessAnswers Are Critical to the Success of ASAP

• Hierarchy - defines organizational structure and business goals– Where is the organization going?

– How does it grow (acquisition, new markets)?

– How does it work?

• Business transactions - defines each business process from beginning to end

Models• Integrated into R/3• Use answers to questionnaires

to define business processes in SAP terms• Defines options with each

business process• Conformity to R/3s best business practices

XOR

XOR

SD SD

Order header

is entered

Order is

created

Sales activityprocessing

Sales orderprocessing

Order to becreated fromsales activity

Order withoutquotationreferencereceived

Order withquotationreferencereceived

Quotationis valid

Open orderfrom sales

activity

Determineorder

customer

Open orderfrom quotation

A blueprint of how customer’s structure and procedures will look

Phase 3: SimulationPhase 3: Simulation

• Company structure and business rule definition

• Configuration management with IMG

• Interface, report and conversion design

• Business scenario playback and approval

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


YouAreHere

Refine Integration Testing Scenarios

Train Team - Level 2 Test Systems Administration


Access OrganizationalChange Impact

Project

MgmtClient Train Team - Level 2

Consultant System Configuration and Testing

Technical Design Interfaces/Conversions/Reporting

Systems Admin

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Quality Review

Review and Signoff

Playback

Refine Project Plan

Refine Integration Testing Scenarios

Develop Playback

Define Disaster RecoveryTrain Team - Level 3

PlaybackBusiness

Processes

Design Interfaces/Conversions/Reporting

Project

MgmtClient

Consultant

Technical

Systems Admin

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Simulated Business Environment

• “Real World View” - Provides comfort feeling

• Increase learning curve of project team

• Involvement of organization

Simulation - “Playback” of Business Processes

Phase 4: ValidationPhase 4: Validation

• Develop integrated and documented solutions through cycles

• Develop and test interfaces, reports, and conversions• Authorization and system administration• User procedures• Productive environment• Health Check

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Establish Systems Administration Procedures

Cycle 1 Finalize Configuration/Test/

Validate


Establish Productive Environment

Review Project Scope/Issues

Design Interfaces/Conversions/Reporting

Cycle n Finalize Configuration/Test/

Validate

Project

MgmtClient

Consultant

Technical

Systems Admin

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Quality Review

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Review Project Status

Develop End User Documentation Training

Test Interfaces/Conversions/Reporting

Verify Systems Administration

Project

MgmtClient

Consultant

Technical

Systems Admin

Business Process CyclesCycle 1 . . . Cycle n

• Level 3 training

• Business process configuration

• Testing scenarios

• Playback by scenario

• Signoff by scenario

Benefits of Cycles

• Allows for checkpoints

• Short definable deadlines

• Communication/buy-in from business community

• Continuous testing

Phase 5: Final Phase 5: Final PreparationPreparation

• Go-live plan

• End-user training

• Integration, volume and stress testing

• Early watch

• Establish internal help desk

• Cut-over to productive environment

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Consultant

Systems Admin

Project

MgmtClient

Technical

Steering Comm Meeting Develop Go-Live Plan Prepare for

Organizational Change

Execute Integration Test

Execute ConversionPrograms

Transfer Data to System

Train End User Trainers

Execute Stress/Volume Test

Conduct Early Watch andProductive Readiness

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Quality Review

Organize Product Support

Train End Users

Create Product Environment

Cut-OverConsultant

Systems Admin

Project

MgmtClient

Technical

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Phase 6: Go-Live and Support

• Application support• Verify accuracy of productive system• Measurement of business benefits

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Phase 6: Go Live and SupportPhase 6: Go Live and Support

ProjectMgmt

Client

Consultant

Technical/System Admin

Quality Review

Monitor End User Acceptance

Verify BusinessResults

Audit and MeasureBusiness Benefits

Track and Route Issues

Provide Application Support

Improve System Utilization System Maintenanceand Upgrade

Revise Business

ProcessesQ & A

SessionsVerify Results

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Summary• A process-oriented...• Step-by-step guide...• With multi-level training...• And consistent feedback

to user community

. . . for efficient R/3 implementation

Phase 3: Simulation

Realization of

Business Benefits

Go Live &Support

ProjectPreparation

1

BusinessBlueprint

2


4

FinalPreparation

6YouAreHere

53


Questions?Questions?