Project Organization, Roles and Responsibilities Proposal for the ISACO SAP ERP Implementation...

Project Organization, Roles and ResponsibilitiesProposal for the ISACO SAP ERP Implementation

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1.Project Organization

2. SAP Role and Responsibility1. Core Project Roles

2. Board of Architects

3. Other Functional roles

Agenda

sample for a

picture in the

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Sample Project Organization

Legend

Executive Sponsor

Project Management OfficeCustomer PM

SAP PM

Training

Business OwnersCustomer Stakeholders by functional

area in scope

Steering Committee:Executive SponsorBusiness Owners

IT OwnersRepresentatives (SAP)

OCM Team Leads

Customer LeadSAP Lead

Customer Business System

Analyst or System Analyst

Basis / NetWeaver

XI Middleware

Communication

Development Team Leads


Customer Developer

Customer Subject Matter Expert

Security & Administration

Support Desk

UI Designer

SAP Consultant

SAP Consultant

IT Owners

Open Project Roles

Java Developer

ABAP Developer

Vendor

SAP Support Roles

Name other SAP team members who provide limited or remote support (e.g., FPA,

PDM, Safeguarding, etc.)

Customer

Functional Team Leads


Customer Subject Matter Expert

Global Delivery Center (GDC)

OffshoreSAP PM

Enterprise Portal

BI

Org Change Management

Customer Business System

Analyst or System Analyst

Technical Team Leads


Integration Team Leads


GDC On-siteCoordinator

Integration Testing

Cutover

DataMigration

Solution Manager (Methods & Tools)



1.Project Organization

2. SAP and Customer Role and Responsibility1. Core Project Roles

2. Board of Architects

3. Other Functional roles

Agenda

sample for a

picture in the

divider slide


Customer Steering Committee

Responsibilities: Depending on how the project is organized, the steering committee can be involved in providing

resources, assist in securing funding, act as liaisons to executive groups, and fill other roles as defined by the project

Customer Steering Committee generally includes management representatives from the key departments of organization involved in the project oversight and control

This group will provide executive level leadership and have the larger institutional vision perspective. The Steering Committee will make institutional policy decisions as necessary to ensure the success of the project.

Tasks: Meet regularly to review project plan impact on their departments generally they approve project deliverables, provide resolve issues and policy decisions, Steering the project to completion in an orderly and progressive manner Assist in testing, training and implementation planning and support Review and approve scope changes, and provide direction and guidance to the project.

Participants: Project Sponsor (Chair) Program/Project Manager


Translate business strategy into an executable realistic plan

Create a vision that motivates “Why change?”

Communicate importance to the organization

Engage in critical decisions

Create / communicate guiding principles

Develop a risk mitigation plan

Allocate best and brightest

Balance running business with project demands

Get involved in high conflict areas for rapid resolution

Turn project meetings into decision making not status updates

Communicate consistently

Celebrate key milestones

Measure results and communicate success

Continually monitor key business process performances (adjust as needed)

Maintain investment plan to leverage new capabilities

Plan / communicatePlan / communicate ExecuteExecute Support / MeasureSupport / Measure

Support Roles

Align objectives Prioritize Resources Visibility / Active Involvement

Steering Committee Responsibility


Customer Project Sponsor

Responsibilities: Customer Project Sponsor acts as a vocal and visible champion, legitimizes the project’s goals and

objectives, keeps abreast of major project activities, and is a decision-maker for the project, generally chairs the steering committee on large projects.

Tasks: Helping to provide resources, helping resolve difficult issues, dealing with organizational politics, etc Approving strategies, implementation plan, project scope and milestones. Driving and managing change through the organization. Prioritizing project goals with other ongoing projects. Communicating with other key organizational representatives Participation in and/or lead project preparation/initiation; the development of the Project Charter. Taking appropriate decisions and final decision that are within the scope of the project Participation in project planning (high level) and the development of the Project Preparation (Initiation

Plan). Delegating any of the above responsibilities to other personnel either on or outside the Project Team Providing support for the Project Manager; assists with major issues, problems, and policy conflicts; is

active in planning the scope; approves scope changes; signs off on major deliverables;

Reporting to: Steering committee


Project Manager

Responsibilities: The Project Manager is responsible for the overall management of standard implementation and industry solution projects

throughout its lifecycle

Tasks: Participate in the project planning activities and manage the execution of projects according to plan Manage relationship with project stakeholders, including internal and external clients, keeping stakeholders informed of progress

and issues in order to manage expectations on all project requirements and deliverables. Manage and communicate a clear vision of the project’s objectives, and motivate the project team to achieve them; create a

project environment that enables peak performance by team members. Proactively identify changes in work scope and ensure appropriate planning measures are taken with internal and external

stakeholders to reassess and amend the scope of work requirements, budget and timeline. Manage the financial aspects of the project: budgeting and estimate to actual variance. Analyze risk, establish contingency plans and identify trigger events and responsibilities for initiating mitigating action. Determine what constitutes successful closure for all parties. Gain acceptance and sign-off by all parties when closure is attained. Proactively manage project stakeholder satisfaction to position and secure customer reference and success story. Ensure proper use of project management methodology, standards, tools, processes and procedures Coach to clarify assignments and deliverables to project team; review quality of work and manage integration of team members’

work; provide performance input to project team members’ functional management. Maintain work-life balance for the team - ensure breaks at defined milestones for leave, training etc. Performance appraisal of the team members

Special Knowledge: Substantial knowledge in project management methodology and experience in managing projects

Reporting to: Steering Board, Consulting Manager

corresponding customer role: Customer Project Manager


Project Management Office (PMO)

Responsibilities: The Program / Project Office is responsible for the professional operation of the program-/project office

regarding to the following tasks.

Tasks: Arrange meetings for project team including co-ordination of project team meetings and external

events. Co-ordinate travel arrangements for the team. Book meeting rooms / venues for the team. Deal with general telephone and e-mail queries for the project team with the assistance of the team. Monitor the status of the project and distribute information accordingly to respective team members. Project controlling tasks including reporting/statistics. Communication with customers in the name of the project team. Content-related tasks such as presentation preparation for team or customer meetings. Act as a Financial Project Analyst is the focal point to capture and report financial and other metrics of

engagement(s) and/or project(s).

Special Knowledge: knowledge in project management methodology Business Knowledge

Reporting to: Program Manager, Project Manager

corresponding customer Role: customer project office assistant


Business Consultant (Value Expert)

Responsibilities: Responsible for the execution of value delivery activities regarding to the following tasks

Tasks: Serve as primary architect of the value attainment model for given SAP-focused transformational

efforts Link value drivers in the transformational business case with the business blueprint Develop the value scorecard and educating key business process owners and program management

on how to measure and monitor value achievement through post go live realization

Special Knowledge: Substantial knowledge and experience in value management Business Knowledge

Reporting to: Program-/Project Manager or if agreed directly to the steering board.

corresponding customer Role: Customer Project Manager


Enterprise Architecture(formal)

Technical Architecture(technical)

Business Architecture

SME

SME

SME

SME

Business Process Expert

SME

Solution Architect

ApplicationManager

BP Owner

Customer Business Process Architecture Roles


Customer Solution Expert(Business Solution Architect)

Perspective: Solution Expertise covering all Scenes of the application lifecycle (design, implementation, configuration, quality

assurance, application support, enhancement)

Responsibilities: Responsible for translating the business requirements into a specification, depending on the platform chosen for the

software project. This is interface between projects and business partners. Responsible for understanding current and future processes

Tasks: Review of business processes and corresponding mapping into IT architecture, create documents of business

requirements, analyze and define requirements for customer-specific development needs or integration requirements Design architecture based on process requirements, application and system landscape Map and validate performance indicators Support implementation phase and assist with the development of project requirements, scope and acceptance testing Generate business cases and assists in defining project benefits/costs and participates in project reviews

Reporting to: Project Managers Team Lead / LoB Managers (different departments)

Corresponding supplier Role: Business Solution Architect Team Managers (different departments)


Customer Technical Manager (IT)(Technology Architect)

Perspective: Responsible for the "Business of IT" from Setting its Strategy to Managing its Operations based on standardized

practices and KPIs

Responsibilities: Responsible for providing an overall view for technological strategy focus and ongoing technological development

Tasks: Owns and drives implementation of technological strategies Responsible for the cost effectiveness and value contribution of the IT Organization Anticipates future technical direction for company Defines and implements the IT-Process across all related components Develop and review scope of technological work Provide leadership and guidance to the technical resource team Consult and mentor technical resources concerning methods, procedures, and standards to be used during design,

development, and unit testing phases of system development projects

Reporting to: Program Manager Project Manager Board of architects

Corresponding supplier role: Integration Management Lead, Technological Architecture team lead


Customer Business Process Owner

Perspective Accountability for Value Realization of Processes, Management and "Dashboard” perspective

Responsibilities: Primary responsibility is in LoB Role The central point-of-contact for a specific business process with an end-to-end responsibility for the

whole Process Management Lifecycle to ensure a best-in-class process.

Tasks: Act in his/her primary LoB Role Define process goals based on the companies' strategy and business objectives Drive continuous improvement derived from performance deviation regarding company needs Ensure compliance (e.g. to SOX) Provide results reporting

Reporting to: Program/Project Sponsor, Board of Architects

Corresponding supplier Role: Business Solution Architect


Customer Business Process Expert

Perspective: Responsibility for the optimization of processes throughout their lifecycles

(from Analysis thru Design, Implementation, Execution and Innovation)

Responsibilities: The BPXer can most simply and accurately be defined as a person with the ability to quickly understand business needs and

translate that understanding into a form that leads to the creation and/or composition of better solutions. Process experts are the people who lead the team executing the process and using the software that keeps track of it. These are

the people who know the ins and outs of the existing solutions and can point to specific shortcomings and strengths in the way things are automated.

Tasks:

Drive improvement projects– Identify customer (internal or external) requirements (Analyze phase) – Analyze and document as-is process and process interfaces (Analyze phase)– Discover process gaps (Analyze phase)– Derive improvement potentials (Design)– Establish process performance measurement system to be able to constantly control and report end-to-end process

performance (Design) Contribute to process community Develop and maintain best process management approach for Business and IT (PML) Provide expertise in change management, process management and project management Develop process standards and evaluate tools as needed and support other roles

Reporting to: Business Process Owners, Board of Architects

Corresponding Supplier Role: Business Solution Architect


Board of ArchitectsBridging the Gap between Business & IT

Enterprise Architectur

e(formal)

Technical Architectur

e(technical)

Business Process

Architecture

(functional)

SME

SME

SME

SME

SME

SME

Manage overall alignment of Business,

Information and Technical Architectures

Drive process innovation i.e transfer

business process requirements into technical design

Enable process change from a technical and infrastructural

perspective

SME

SME

SME


Enterprise Architect(SOA Engineer)

Responsibilities: The Enterprise Architect main goal is to support customers to cover the SOA transition aspects that

comes with implementing SAP latest <industry> offerings SOA Engineer Special Knowledge:

Brings high technological experience (SAP and non SAP) common in <industry> environments Brings high level of knowledge in SOA/eSOA principles. Comes with a firm understanding on the SAP <industry> /technology platform product capabilities and

architecture. Brings high interpersonal, leadership and methodological skills

Tasks: The Enterprise Architect assures that SOA concepts are defined correctly and works as part of the

architecture team during the definition and implementation of the overall solution, including embedding it into the customer existing environment

Act as a trusted advisor and design large scale transformations; program mgmt Build solutions by independently researching valid implementation options Accomplish and identify solutions for defined project tasks during planning, implementation,

configuration, and testing Sets up sub-topic expert groups and assigns leads for each expert group

Reporting to: Program Manager/Project Manager Board of Architects

corresponding customer Role: Architect, Technical Expert


Business Solution Architect

Responsibilities: The Business Solution Architect’s (BSA) main goal is to create the best overall strategic system landscape for the

customer, including legacy systems and modern SAP solutions

Tasks: Detailed design of industry-specific / corporate customer processes based on SAP product-family, ISV-components and

customer-specific development, that maps to the current or future customers process-, application- and system landscape, including proposals for software-decisions

Review of business processes and corresponding mapping into IT architecture, create documents of business requirements, analyze and define requirements for customer-specific development needs or integration requirements

Design architecture based on process requirements, application and system landscape May also recommend improvements in the existing business process and define customer-roles to execute the

according process Map and validate performance indicators Support implementation phase and assist with the development of project requirements, scope and acceptance testing Generate business cases and assists in defining project benefits/costs and participates in project reviews

Special Knowledge: In order to do this the BSA needs solid understanding of SAP product offering and it’s interoperability with other

components as well as high level understanding of interface technology. Strong interpersonal skills are needed to understand the customer’s as is situation and real pain points. Since understanding capabilities and pitfalls of legacy systems is essential, a robust experience in the customer’s

industry and typical legacy systems / custom coded applications are very important.

Reporting to: Program Manager, Project Manager

corresponding customer Role: Business Solution Architect, Business Process Owner, Business Process Expert


Technology Architect

Responsibilities: The Technology Architect’s (TA) main goal is to create the best overall strategic system landscape for the customer,

including legacy systems and modern SAP solutions. The TA designs and optimizes enterprise wide deployment of SAP technology solutions. In order to do this the TA needs solid understanding of SAP product offering and it’s interoperability with other components as well as high level understanding of interface technology.

Tasks:

IT-Process implementation across all related IT-components Develops value-based business cases for customers Define detailed blueprint for development requirements Plan, schedule, and coordinate activities related to system development projects Develop and review scope of technological work Act as a sounding board for project technological strategies IT-components specific expert consulting Provide technical direction Provide system or technical development expertise to the technical resource team Consult and mentor technical resources concerning methods, procedures, and standards to be used during design,

development, and unit testing phases of system development projects Support of operating system and support for system optimization

Reporting to: Program Manager Project Manager Board of architects

corresponding customer Role: Technology Architect, Business Solution Architect


Customer Team Members

Responsibilities:

They are employees of the business units (departments/divisions) who are identified and made available to the project for their subject/functional area

Their responsibility is to accurately represent their business units’ needs to the Project Team,

Responsible for validation of the deliverables that describe the product or service that the project will produce.

Tasks:

Their have specialist knowledge or expertise, represent their own of the business units

Bring specialist knowledge and advice to the others members of team

They will also have to complete the work assigned to them by the Team Managers.

Report back to the team on their assignments

Contribute fully to the project, sharing knowledge and expertise

Provide functional expertise in an administrative process

Work with users to ensure the project meets business needs – training staff as needed

Documentation and analysis of current and future processes/systems

Identification and mapping of information needs

Defining requirements for reporting and interfacing

Testing the product or service the project is developing, using and evaluating it while providing feedback to the Project Team/ Team Managers.

Reporting to:

Project Team Managers


Customer Technical SME

Responsibilities: Responsible for management and support of the various environments (hardware and software components) during the

implementation of project and consulting with members of the project team to analyze operational procedures, defining technical components of a business solution with responsibility for the technical architecture of the solution

Tasks: Data Migration and Interfaces with other systems. Reporting configuration and deployment of components. Set up and maintenance of security rights and access permissions. Contributing to technical strategy, policy and procedure. Development and operation of technical testing programmes. Production of technical documentation to agreed quality standards. Reporting on progress/issues to Project Team Install and upgrade server and application software of project together with co-operation with supplier Assist technical resources with database design Provide assistance to members of project with software-related issues or problems

Reporting to: Project Manager Project Team Lead / LoB Managers

Corresponding supplier role: Team Leads Applications consultant


Project Team Lead (SAP Lead)

Responsibilities: Responsible for defining, planning, tracking and managing their respective sub-project, for identifying

key resources and providing the direction they require in order to meet defined objectives

Tasks: Participate in the project planning activities and manage the execution of the sub-projects according to

plan Manage relationship with project stakeholders, keeping them informed of progress and issues in order

to manage expectations on all the sub-project requirements and deliverables. Create a project environment that enables peak performance by team members. Proactively identify changes in work scope and ensure appropriate planning measures are taken to

reassess and amend the scope of work requirements, budget and timeline. Analyze risk, establish contingency plans and identify trigger events and responsibilities for initiating

mitigating action. Coach to clarify assignments and deliverables to project team; review quality of work and manage

integration of team members’ work; provide performance input to project team members’ functional management.

Reporting to: Program-/Project Manager

Corresponding customer role: Customer Business Expert


Application Consultant and Team Lead

Responsibilities: Responsible for the objectives and deliverables of this subproject

Tasks: Application specific expert consulting

– SAP Industrial Solution (…) – SAP Industrial Components (…)

Definition of final processes, calculation and parameterization Performance of feasibility studies / solution reviews Primary contact person for business and technical realization of requirements regarding to … Understands and ensures that quality standards are met

Special Knowledge: SAP Industrial Solution (…) SAP Industrial Components (…) - …


Corresponding customer role: Customer BP Expert


Customer System Administrator / Technical Infrastructure

Perspective: End user of IT operations responsible for all technical aspects of implementation and operations

Responsibilities: Responsible for management and support of the various environments (hardware and software components) during the

entire lifecycle of technical solutions. Consults with technical and solution experts to identify necessary the operational procedures and technical

components needed for of a business solution. Responsibility for the technical architecture of the solution

Tasks: Identify appropriate software/hardware components based on business solutions requirements Provide application software change control across the different environments Provide technical system support across all phases of solution landscape planning and system operations Identify, analyze, and resolve technical problems with applications Install and upgrade server and application software in collaboration with suppliers Data Migration and Interfaces with other systems Development and operation of technical testing procedures Reporting configuration and deployment of components.

Reporting to: Project Managers Team Lead / LoB Managers (different departments)

Corresponding supplier Role: Business Solution Architect Team Managers (different departments)


Technology Consultant (SAP)

Responsibilities: Responsible for analyzing and realization of requirements regarding hardware. The Technology Consultant is responsible for the operations of IT landscape.

Tasks: Definition of the Operational Production System Environment Detailed planning of IT- implementation IT-Process implementation across all related IT-components Define detailed blueprint for development requirements IT-components specific expert consulting Support of operating system Support for system optimization

Special Knowledge: Has substantial knowledge in hardware, equipments and platforms. Technical aptitude to manage the SAP hardware environment.


corresponding customer Role: customer operations department


Customer Test Coordinator

Responsibilities: Responsible for the execution of the project test plan.

Tasks: Preparing of testing scenarios Validating and reporting system defects Obtaining final users acceptance and sign-off test results Monitoring and controlling test process quality and results Coordination and administration of all test activities Conception and execution of non functional tests (e.g. performance) Issue and error handling and reporting

Reporting to: Project Manager Project Team Managers

Corresponding supplier role: Test Manager


Test Management Consultant (Test Manager)

Responsibilities: The Test manager is responsible for reaching the defined and agreed test goals.

Tasks: Setting up a test concept, design of test strategy according the quality goals, test activities and responsibilities, test

stages and methods, test case design Define requirements and coordinate setup of the technical test environment, test data management, test tool selection Review of project deliverables (test concept, test cases, scripts, test documentation, test reporting, error handling) Successful identifying, conception and monitoring of the execution of test processes/projects Monitoring and controlling test process quality and results Conception and execution of non functional tests (e.g. performance) Successful execution of test services Guidance and coaching by defining documentation and conventions Coordination and administration of all test activities Issue and error handling and reporting Automation of regression tests

Special Knowledge: Substantial knowledge and experience in testing Knowledge of integration between applications and external systems. Business Knowledge


corresponding customer Role: Test Manager, Test Coordinator


Integration Development Consultant(Interface)

Responsibilities: The Integration Development Consultant is responsible for the connection of SAP to legacy systems

Tasks: Uses specification of integration scenarios based on customer business processes in order to do the implementation Effort estimation based on blueprint documents Analyzing feasibility for new and changed services / interfaces Implementation & coding of services, composites and

interfaces based on BPP Conducts customer workshops Planning and coordination of integration tests Reviews of integration aspects Quality of customer implementation in terms of scalability, reliability and availability Recipient of knowledge transfer from SAP consultant

Special Knowledge:

Knowledge of platform and interfaces. Knowledge of integration between applications and external systems. Business Knowledge


corresponding customer Role: Project Team Lead / LoB Managers Technical Architect


Data Migration Architect

Responsibilities: The Data Migration Architect is responsible for the application and data migration of legacy systems and the transition

approach within the project.

Tasks: Definition and implementation of the strategy and solution to support the migration of legacy data into the SAP

Application. Identification and qualification of source data to satisfy master and transactional data requirements for the SAP

Application. Lead data assessment and mapping activities, and architect the underlying migration framework to extract, transform,

validate, enrich and load the legacy source data. Excute technical leadership on the use of the technology platform and tools to perform the profiling and migration of

legacy data. Planning and managing the efforts of technical developers Setting up a concept for migration (data and application) and the transition approach regarding to time, costs and risk Transition planning regarding technical and organizational aspects and coordination with stakeholders

Special Knowledge:

Knowledge of platform and interfaces. Knowledge of integration between applications and external systems. Business Knowledge


corresponding customer Role: Team Lead / LoB Managers / BP Owners


Organizational Change Manager

Responsibilities: The Organizational Change Management (OCM) Manager provides primarily strategic advice and direction for

managing change arising from the project in the organization, identifies potential risks, creates plans to mitigate the risk and executes the plan.

The OCM Manager identifies whether new teams/structure need to be set up as a result of implementing the new process and as well as how to communicate these changes and what training measures are necessary for the success of the project and the company.

Tasks: Lead OCM projects Plan, conceive and implement strategic and operational Change Management measures. Coach the customer’s management where processes and systems are changed. Lead Change Management teams, including external consultants and people from different departments, regions and

cultures at the customer. Support, together with the customer, the Change Management Process by creation of system and business process

acceptance and personal motivation at all levels with specific measures. Design and lead global training sessions and workshops.

Special Knowledge: Substantial knowledge of OCM The OCM Manager must have a broad knowledge of the <industry> industry in order to be effective


corresponding customer Role: BP Owner BP Expert Team Lead / LoB Manager


Customer Education Coordinator

Responsibilities: Responsible for developing the training program

Tasks: Preparing and designing training scenarios and content Preparing supporting documentations Provide team and end user training during implementation of project on the new system Service during the initial implementation and possibly on an ongoing basis

Reporting to: Project Manager Project Team Managers


Service Desk

Responsibilities: Service Desk is a customer IT function that supports several IT operating processes, depending on the

nature of the task. The function should be knowledgeable about the business IT operations processes, used tools and the IT organization responsibilities within operations support .

For Incident Management, it is the single point of contact (“SPOC”) for end user and key users if incidents arise

Tasks: Assist in the distribution and configuration of workstations for users Provide support for network problems, firewall problems, security problems, and access issues. Provide help desk support during and after the implementation of the new project Tickets in IT support tool are created and the relevant data are documented, 1st level support is

usually provided, On demand incidents are dispatched for further processing and incidents are monitored, especially very high priority issues are tracked actively

Maintaining and usage of FAQ and other knowledge data bases for 1st level user support

Reporting to: Service Desk manager Program/Project Manager


Thank you!

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