The Cost Controlled Upgrade - Essential strategies for the SAP project manager

The Cost Controlled Upgrade Essential Strategies for the SAP Project Manager

Frank PowellChief Operating Officer

May, 2010

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Upgrade & project support

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Introducing…

Frank PowellChief Operating Officer

In This Session …Identify ways to reduce the cost of an upgradeDescribe the process at a high levelDiscuss how to develop a rock-solid plan for success

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What We’ll Cover …Understanding what to upgrade and why Taking a look at the upgrade cycleAligning the objectives of the upgradeReducing traditional high cost itemsPreparing the Pilot upgrade systemCreating a cookbookWrap-up

Upgrade What?The Upgrade “Stack”

SAP product versionUnicode conversion32-bit to 64-bit conversionInterfaced applications (Taxware, EDI)Database versionOperating system versionServers and Infrastructure

Why Upgrade?Current version of SAP going into extended maintenance

Save moneyTake advantage of new features with the upgrade

Make moneyPrepare for future initiative

Make money?Stay current – maintain a supportable environment

Less downtime, faster reaction, easier to support

Why Upgrade? (cont.) You don’t have to upgrade nowYou will have to upgrade at some point

The longer you delay, the higher the cost and complexityAt least every three yearsBusiness decision: This year, next year or the year after?Some businesses have a “constant upgrade” philosophy to spread out costs and complexity – big irritation vs. constant irritation

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Overview of Upgrade Cycle (New Servers)

DEV QAS PRD

DEV PRDQAS

Transports Transports

Transports Transports

Old Hardware

New HardwareDB copy then upgrade

DB copy then upgrade

1) Copy PRD for Pilot Upgrade

2) Migrate and Upgrade DEV

3) Copy PRD for QAS Upgrade

3a) Copy PRD again for “Mock-PRD” Upgrade

4) PRD Upgrade

Overview of Upgrade Cycle (Same Servers)

DEV QAS PRDTransports Transports

Hardware

1) Copy PRD for Pilot Upgrade

2) Migrate and Upgrade DEV

3) Copy PRD for QAS Upgrade

3a) Copy PRD again for “Mock-PRD” Upgrade

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Technical Upgrade ProcedureProcure and install new server hardware (if needed)Install SAP softwareRestore source database into new instanceBack up your systemsRun SAP upgrade

PREPARE phase issues problems or prerequisites for starting“R3UP” process consists of 30 or more phases that individually succeed or fail

All the sins of the past appear in the initial pilot upgradeCan take weeks to complete if serious bugs are encountered

Final PRD cut-over can usually be completed in a hard 48-72 hour weekendSecret is to document the cookbook and refine, refine, refine

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Technical Upgrade Procedure: New Servers Example Running SAP R/3 PREPARE

1. If you have not already done so, execute R3dllins.exe to prevent problems during the upgrade (on the Upgrade Master CD in NT\I386\NTPATCH)

2. Shut down all Microsoft Management Console (MMC) applications while PREPARE is running, otherwise you’ll get an error in General Checks that LIBRFC32.DLL is running and can’t be updated

3. Execute script below from SAP Note 558197 to improve performance in certain phases for 6.40/Oracle Prepare & Upgrade

Download scripts from the SAP Notecd to H:\cds\miscsqlplus “/as sysdba” @dba_ind_columns_sap.sql… then run:sql> select * from dba_synonyms where synonym_name=‘USER_IND_COLUMNS’;… If a synonym is returned for user “SAPR3” please drop it with:sql> drop synonym sapr3.user_ind_columns;

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4. From Windows Explorer, go the Upgrade Master CD, g:\cds\master\Um1\NT\I386 and start PREPARE.exe (page 72 of the Upgrade Guide)

5. Choose EXIT when script completes6. Copy the upgrade TOOLFIX into the put directory (do not un-car it,

just copy it)• file FIX_ECC500SR1.SAR• cd h:\cds\misc• copy FIX_ECC500SR1.SAR <drive>:\usr\sap\put

7. Place the new version of R3UP (for 640) in the \usr\sap\put\exe directory (located in h:\cds\640_patches)

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8. Start the upgrade assistant:Open a DOS window on the console

… then run command: iview /cp h:\usr\sap\put\UA\ua.jar UaServer

9. Log in to the upgrade assistant using Internet Explorer• http://<host name>:4239/ua/UaGui.html• userid = Administrator (or observer)• password = admin (or observer)

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Aligning the Objectives of the Upgrade

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Pick two!

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The Cheap OptionWhat trade-offs are acceptable?Does the upgrade have to be great or is pretty good, good enough?

Can the PRD cut-over date be changed?Can you tolerate a code freeze?How long can you negotiate PRD down-time during the cut-over weekend?Can your users survive a couple of bad days during cut-over?

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The Cheap Option (cont.)Does the upgrade have to be fast?

Why can’t the upgrade be done over many, many months?How much change occurs in your environment?What is the allowable down window for go-live?

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Reducing Traditional High Cost ItemsNew serversProject management consultantFull-time functional consultants (one per module)Full-time Basis consultantsProject team trainingUpgrading interfaces and utilitiesLarge, cast of thousands, integration testsRe-work on ABAP custom reports or interfacesSecurity re-workLarge, cast of thousands, end user training

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New ServersNo Production systems over three years oldNo Development systems over five years oldRe-task PRD to QAS or DEV

Retire oldest boxesPerformance of new systems hidden ROILook for opportunities to reduce labor costs (e.g., tape library)Look for opportunities to raise service level (e.g., reduce weekly downtime by implementing online backups)

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Project Management ConsultantBe your own project managerExtend upgrade project time frame to allow research

Upgrade guides SAP NotesUser groups and colleaguesConferencesVender proposalsObtain sample project plans

Create an internal Pilot upgrade system to reference your actual data

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Full-Time Functional ConsultantsExtend upgrade time frame to allow for internal, part-time functional participationRevitalize internal business process procedure documentationPurchase “delta training” and “upgrade angel” services from venders instead of full-time resourcesBase third-party consulting requirements on discovery in internal Pilot upgrade system (actual requirements)Shop for individual requirementsFind venders with spot, ad hoc support servicesGet fixed priced quotes, not hourly quotesLeverage SAP America services (e.g., go-live check)

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Technical ConsultantsAvoid multi-month hourly contractsUse internal resources for tasks within competency for portions of the workGet fixed priced quotesDon’t rely on individual talent, seek venders with a managed solution

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Project Team TrainingLeverage ASUG and other free resourcesBuild Pilot upgrade system with your own production data Extend upgrade time frame to support “learn as you go”Utilize third-party consultants to conduct on-site upgrade workshops using your Pilot system

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Upgrading Interfaces and UtilitiesTake a hard look at third-party interfaces

Are you still using them?Can new functionality in SAP eliminate requirement for interfaces or programs?

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Integration TestingRigorously test business processes in Pilot system

Chances are good 80% will be fineCatching errors here is far cheaper than at go-live

Focus on most important processesSet expectation that everything will not be exhaustively testedPerformance testing probably won’t be a concern

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Rework of Custom Application Code (ABAP and now Java)A real issue with no easy answerStart early – upward compatibility tests can be done nowRevisit what reports or interfaces are really being usedSPAD/SPAU output in PREPARE will generate list of objects that need attentionExtending the upgrade time frame will give internal resources more time to addressCool new capabilities are available, they may be worth the expense of implementing

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End User TrainingSAP R/3 4.6C to SAP ERP isn’t that big of a jumpGive power users access to Pilot upgrade system for extended testingSell the upgrade, make the enterprise aware of the project, and solicit buy-in, participation Make an educated decision about advanced training or help desk support at go-live

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SecurityEven in a strict Technical upgrade, some security modifications will be requiredInclude security in gap analysis on Pilot systemFinish migrating to Profile Generator if not done alreadyAlthough an added cost, a full security re-work may be justified by reduction in ongoing administration costs

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Pilot Upgrade SystemGives the technical team an opportunity to work through the upgrade process issues

Start building the cookbookGives the functional team an extended amount of time to evaluate the impact of the upgrade without impacting the productive support landscape (DEV, QAS, or PRD)Allows you to evaluate the need for external consultants

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Pilot Upgrade System (cont.)Depending on the hardware it is performed on, the Pilot upgrade can also:

Allow for some performance testingJudge runtime of the upgrade processHelp determine the need for additional hardware

Reassures management about the process and impact on the business (no longer a complete unknown)

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Pilot Upgrade System — RequirementsShould be performed well in advance — weeks if not months

If months ahead of time, upgrade to latest version, include all available support packs, latest OS or DB patches, etc.

Should be done on a separate piece of hardwareVM is a good option for Windows or Linux systemsHardware partitioning an option for UNIX or iSeries systemsSize doesn’t matter, although it’s nice to have

More about process than performance

Should be a copy of productionFunctional or development teams will demand itGood time to test your backup or recovery or disaster recovery plan

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Pilot Upgrade System — ProcessStart a procedural document!Build the sandbox serverInstall database software and SAP on sandbox

Be sure to patch OS, database, and SAP kernel to match PRDInstall required third-party applications

Restore copy of PRD databaseStart the SAP system on the Pilot system and confirm basic functionalityMake a backup!Copy the necessary upgrade CDs to local diskCheck upgrade prerequisites

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Pilot Upgrade System — Process (cont.)Upgrade database if necessary (good idea even if not required)Upgrade SAPMake a backup!Open system to functional teamsTest the Basis operational stuff

BackupRestoredbverify, dbcc, etc.ArchivingOther

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What Is a Cookbook?Documents all the steps of the technical upgradeProvides a step-by-step procedure document for all technical tasks to be followed for all upgradesMerges upgrade information from multiple sources

ManualsNotesCustomer-specific tasks (pre- or post-work)

Reassures management of the processProvides a reference for future upgradesCreates an audit trail of what was done (SOX compliance)

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What Should You Include in a Cookbook?Step-by-step instructions for all actions and data entryList of referenced docs

SAP Note numberSAP manuals used (by document number)Technical documents from other vendors

Copy of the last UpgDialog.log text file from previous upgradeReference to the transport list (or the list itself depending on size)Runtimes of the previous upgrades

Fri., Aug. 5, 2006 Task Start Finish Duration17:15 Production shutdown

Backup begins21:00 Backup finishes21:05 Reboot SAPPRD21:15 Backup wage types table T512W21:20 Start R3UP21:25 Enter initial upgrade parameters21:45 Turn off database logging in Oracle

Sat., Aug. 6, 2005 Task Start Finish Duration4:00 ACT_640 phase ABAP Dictionary adjustments -- input necessary6:00 Re-run ACT_640 phase to re-activate necessary tables

12:00 Enter final upgrade parameters13:00 R3UP completes13:05 Basis post go-live processing

- restore wage types table- clear SPAU- modify profile parameters- update kernel- restart system

16:00 Run in transports per Todd’s direction17:00 Kick off SGEN --21:00 SGEN completes - System available to functional team

Sun., Aug. 7, 2006 Task Start Finish Duration1:00 Cold Backup

23:00 DC Shift startsSymmetry available as required for functional support

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Resourceshttp://service.sap.com/upgradehttp://help.sap.com

SAP Netweaver SAP NetWeaver at a Glance IT Scenarios at a Glance Software Life-Cycle Management Software Maintenance Release Upgrade

www.sapfans.comGot to User ForumsSearch on “upgrade”

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7 Key Points to Take HomeSAP ERP isn’t that different than many other recent releasesStart now with activities you can do in advance (at least six months in advance)Create a Pilot upgrade system well in advancePiecemeal third-party support based on real requirementsDon’t forego the opportunity for process improvements just for the sake of minimizing costPosition the upgrade as innovation, not a cost of doing business

IT needs to evangelize – Sell the upgrade!SAP Solution Manager is required

Download the presentation recording with audio from the Symmetry Knowledge Center

www.sym-corp.com/knowledge-center

http://www.sym-corp.com/knowledge-center?utm_source=slideshare&utm_medium=social&utm_campaign=slideshare�

Frank [email protected]

Technology

The Cost Controlled Upgrade - Essential strategies for the SAP project manager