Excerpt from the E-Bite SAP S/4HANA Cloud: Implementation with SAP Activate by Sven Denecken and Jan Musil. Used with permission of SAP PRESS. All rights reserved.


Learn about the four deliverables needed for the Prepare phase of an SAP S/4HANA Cloud implementation project.


Every SAP S/4HANA Cloud implementation project needs to establish a “game plan and rules of engagement” to keep all project team members moving towards the common goal. The Project Management workstream in the SAP Activate methodology covers most of the necessary deliverables and tasks that the project manager and project team need to put in place to provide such a game plan for everyone involved in the project.


Typical project management deliverables in the Prepare phase include the following:


  • Project initiation and governance
  • Project plans, schedule, and budget
  • Project kickoff and project team onboarding materials
  • Project standards and project infrastructure


Putting these fundamentals in place will help the project team focus on reaching the project’s objectives and enable your business to realize the goals stated in the business case. Let’s look at each of these deliverables closely.


Project Initiation and Governance


The purpose of the project initiation and governance deliverable is to formally recognize that a new project exists and to initiate work on the project. During this time, the project sponsor and project manager work to align stakeholders around the project and its scope, provide updated information for planning, and obtain a commitment to proceed.


As part of the initiation activities, the project manager conducts a handover from the Discover phase, creates a project charter document and scope statement document, and establishes the project governance to ensure a proper management process for the project. These activities achieve alignment between the SAP system integrator, the customer’s project team, the company’s strategic direction, and the satisfaction of operational requirements for the solution.


Project governance is a critical management framework for the project to ensure that decisions are made in a structured manner. Project governance establishes a policy for the project team, project stakeholders, executives, and system integrators that clearly specifies roles, responsibilities, accountability, and organizational setup. As shown in the figure below, project governance provides a decision-making framework that is robust and logical to ensure that decisions are timely and approved by the authorized personnel.


If you skip this key deliverable of governance, the project is not formally approved by the customer sponsor, and the project manager is not authorized to apply organizational resources to project activities. Additionally, you risk having the scope of the project being misunderstood and project governance processes remaining undefined.


Project Plans, Schedule, and Budget


Planning activities during the early stages of the project include developing project plans (also called project management plans), preparing the project’s WBS, and defining the project’s schedule and budget.


The project management plan is a comprehensive document that details plans for managing schedules, budgets, issues, risks, project changes, and so on. The SAP Activate methodology provides you with guidance and templates for creating a management plan for your SAP S/4HANA Cloud project. Further, the SAP Activate methodology gives you a detailed WBS in the SAP Roadmap Viewer that your project manager can use to define and sequence required tasks within the scope of the project.


Project Kickoff and Onboarding


To formally start the project, the project manager schedules a project kickoff meeting. This kickoff meeting includes discussion of project objectives, organizational structure, roles and responsibilities, project governance, schedule, scope, communication standards, change request processes, and decision-making processes. The kickoff meeting is attended by the project team, key stakeholders, the project sponsor, and company executives. Some participants may attend the kickoff meeting remotely, so make sure to invest in good audio and video infrastructure so that remote participants can fully participate in the kickoff meeting session.


To help project personnel joining the project at a later time, the project team prepares an onboarding package. The onboarding package contains the essential information that each new team member needs about the purpose of the project, its goals, its operating procedures, and other key details.


The onboarding package typically contains the following information:


  • Project objectives, scope, and goals, including a list of SAP solutions to be implemented
  • Project schedule including milestones
  • Project governance including key project stakeholders
  • Organizational chart for the project showing both internal and external resources
  • Outline of regular project meetings
  • Travel policies, dress code, project location, and other project guidelines as needed


Project Standards and Infrastructure


Project standards provide a consistent means of executing and governing project work in an efficient and effective manner. You’ll elaborate these standards throughout the Prepare phase, though you can fine-tune some standards later in the project.

The project team must establish minimum project standards for the following areas:

  • Requirements management
  • Configuration and documentation
  • Authorizations and security
  • Test planning and execution
  • Change management
  • Post-implementation support and new user onboarding


To support adherence to project standards, the project team also sets up the project team environment and ensures that project team members have the appropriate level of access to the customer facility, project room, and the project systems.


This activity also involves IT support to set up project team workstations, including installing and updating the required software such as internet browsers, communication tools like Skype, or collaboration environments like SAP Jam.


Excerpt from the E-Bite SAP S/4HANA Cloud: Implementation with SAP Activate by Sven Denecken and Jan Musil. Used with permission of SAP PRESS. All rights reserved.