SAP Ariba Snap Playbook - mySupply · • Overview of Ariba Cloud environments (Test, Prod) •...

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SAP Ariba SnapPlaybook

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Purpose

• The following document is going to help you structure and scale your

SAP Ariba Snap deployments.

Methodology

• The Snap methodology is inspired by Agile Development. The

deployment is following 6 sprints and is segmented by 5 Personas.

• Each Sprint chapter includes a Persona overview, and a suggested

workshop setup, with details on topics to be covered.

Introduction

End user

Procurement

AP/Finance

IT/Admin

Supplier

Sprint 1

Readiness

Sprint 2

Configuration

Sprint 3

Content

Sprint 4

Validation

Sprint 5

Production

Sprint 6

Adoption

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Table of Content

End user

Procurement

AP/Finance

IT/Admin

Supplier

Sprint 1

Readiness

Sprint 2

Configuration

Sprint 3

Content

Sprint 4

Validation

Sprint 5

Production

Sprint 6

Adoption

5-6 16-17 27-28 38-39 49-50 60-61

7-8 18-19 29-30 40-41 51-52 62-63

9-10 20-21 31-32 42-43 53-54 64-65

11-12 22-23 33-34 44-45 55-56 66-67

13-14 24-25 35-36 46-47 57-58 68-69 Visit the Snap

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Sprint 1

Sprint 1

Readiness


End User Persona

Deliverables

• Guided Buying landing page is understood

• Landing page layout is defined and approved

• Buying channels are understood

• Sprint 1 documented

Objectives

• Review and understand the Guided Buying

landing page

• Agree on the preferred layout

• Explain the buying channels

Tools

• Live demo realm or the client’s realm (if already

available)

• PPTX on GB landing page setup

• PPTX on buying channels

Sprint 1

Readiness

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End User Workshops

Buying Channels Review (2x 2h)

• Guided Buying landing page setup (use the PPTX for mock-up)

• Buying channels explanation and discussion

• Review of setup and seek approval

Sprint 1

Readiness

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Procurement Persona

Deliverables

• Buying Channel confirmation and

mapping draft,

• User groups map (PROC side),

• Understanding of AF & Receiving

Objectives

• Moving from Buying Channel explanation to BC

mapping and confirmation• Spend Categories confirmation – mapping of buying

Channel (Forms, Policies,…)

• Who will be allowed to use the BC? Snap User

groups….

• Explain the SNAP approval flows.

• Explain Receiving concepts in SNAP. Tools

• Hands on scenarios (Demo scripts for

BC) covering PR -> AF -> GR

• PPT explaining the BC + Best Practice

use/mapping to categories

Sprint 1

Readiness

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Procurement Workshops

Procurement Flows (1 x 2h)

• What is an approval flow in

Ariba?

• What is predefined in SNAP?

• Demo the flows with different

scenarios

Buying Channel Validation (3 x 4h)

• Review of top 8 spend categories

• Leverage the AN Matching file or what the

customer provided as spend data

• Briefly show the main BC's in Ariba

(summary of the kickoff)

• Show best practice mapping

• How to capture Maverick spend?

• Discuss who can purchase/use the

channels

• Document it

Receiving Concepts (1 x 2h)

• Review of the receiving

process in Ariba

• Manual VS Auto receiving

• Desktop VS Central receiving

Sprint 1

Readiness

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AP/Finance Persona

Deliverables

Customer needs to demonstrate the

understanding the above objectives

and be ready to move into Sprint 2

Objectives

• Accounting principles in your Snap realm. How

does the Commodity mapping work? CEME file

fundamentals

• Start drafting category map (CEME)

• Understand the Invoice flow and the Invoice

Exceptions in your Snap solution.

• Understand the tax engine and the tax files.

• Capture # of invoice exceptions today (we want to

compare against post go live #)

• AN Default Transactions / Invoice / Country Rules

Tools

PT/Video explaining the accounting

principles, CEME file, Taxes

Document the invoice exceptions

setup (tolerances etc..)

Sprint 1

Readiness

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AP/Finance Workshops

AP Flows (2x 2h)

• What is an approval flow in Ariba?

• What is predefined in SNAP

• Demo the flows with different

scenarios

• Document required amendments

Master Data Discussion - Accounting

Principles (1x 2h)

• Presentation on Accounting and

Organizational Data Should Cover• Key Accounting Elements and

Organizational Data (Company Codes;

Purchase Organizations; Purchasing

Groups; Purchasing Units; Cost Center;

General Ledger; WBS Elements)

• Split Accounting

• Accounting Defaulting (User Profile,

Commodity Codes, Contract)

• Demo of how accounting elements are

coded onto transactional documents

• Understand how customer accounting

works

Invoice Exceptions Session (2x 2h)

• Explain how exceptions work in Ariba

• Get a list of most frequent invoice exceptions

• Focus the configuration on those top

exceptions

• Do not get hung up on the technicalities how

exceptions work – focus on the business

impact

Taxes (2x 2h)

• Explain the Tax Engine

• Show the files used in the process

• Demo behavior of the Tax Engine and relation

to Invoice Exceptions

• Agree on next steps (tax files management,

sign off by tax department)

Sprint 1

Readiness

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IT/Admin Persona

Deliverables

• Solution Footprint ,

• Integration Tracker (Inventory of

Files),

• Knowledge Check on Connect and

Cust Influence

Objectives

• Good understanding of the available integration

methodologies as well as future state architecture

• Overview of Ariba Cloud environments (Test, Prod)

• Release Cadence

• Overview of Ariba Portals )Connect and SAP Ariba

Customer Influence)

• Overview of Integrating the ERP system with

Ariba(Master Data; Transactional Data, Integration

Methods)

• How to use the Integration Tracker ;

• User Management (Supervisor , Password

Adapter) Group Assignments

• SSO

Tools

• Presentation Explaining Integration

Basics

• Group Assignment PowerPoint;

• Integration Tracker Excel ;

• Connect One Pager/PowerPoint ;

Integration PDF

Sprint 1

Readiness

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IT/Admin Workshops

Master Data Discussion - Accounting

Principles (1x 2h)

• Accounting and Organizational Data

▪ Key Accounting Elements and

Organizational Data (Company Codes;

Purchase Organizations; Purchasing

Groups; Purchasing Units; Cost Center;

General Ledger; WBS Elements)

▪ Split Accounting

▪ Accounting Defaulting (User Profile,

Commodity Codes, Contract)

• Demo of how accounting elements are

coded onto transactional documents

• Understand how customer accounting

works

Master Data Discussion - Supplier

Overview (1x 2h)

• Source of Truth for Supplier Data ;

• Explain how data will flow from ERP to

Ariba

• How to send PO's?

• How to load catalogs against a supplier?

Master Data Discussion – Commodities/UoM

(1x 2h)

• Where are Commodity Codes used?

• User Interface- Screen Captures

• Hierarchical Structure for UNSPSC

• Commodity Code Master Data

▪ ERPCommodityCodeMap.csv

▪ ERPCommodityCodeMap.csv- Defaulting

Accounting Values

• Mapping Example

• Benefits and Importance of Commodity Code

Mapping

• Approval Rules, Taxation and Receiving by

Commodity

SSO Overview (1x 1h)

• How SSO works in Ariba

• IDP vs SP

• Key Parameters Needed

Ariba Overview (1x 2h)

• Ariba cloud

architecture

• environments

• Release cadence

Master Data Discussion - Group

Management (1x 2h)

• Initiate discussion on specific user

groups

• Demonstrate how to assign groups

using GroupdCOnsolidated.csv

• Set in motion an action plan for

assigning users to groups

Ariba Portals (1x 1h)

• Connect

• New User registration

• Designated Support

Contacts

• SR process

• Ariba Customer Influence

process

Integration Workshop (2x 2h)

▪ Part 1: Integration Points

(Master Data &

Transactional Data [P2P -

OK2PAY;P2P - PO])

▪ Part 2: Integration Channels

(File Channel; Web

Services; Direct Connect)

Integration Tracker (1x 1h)

• Discuss Integration

Tracker in Depth

• Explain how to use the

tracker through the

implementation

Sprint 1

Readiness

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Supplier Persona

Deliverables

• Customer needs to demonstrate

the understanding of the above

objectives and be ready to move

into Sprint 2

Objectives

• Understand the supplier enablement principles in

Snap!

• Understand the importance of the communication

strategy and start to create yours!

• How are you going to segment your suppliers? LA

vs FE? Catalogs?

• Demo the Enablement process – Enable the

crowd in the room as suppliers (we might want

proc/AP/End users in this session)

Tools

• PPT to support the enablement steps,

PPT/DOC files/templates for the

communication strategy

• Wave plan excel

• Demo script for the supplier

enablement working session

Sprint 1

Readiness

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Supplier Workshops

Enablement Principles (1x 2h)

• Explain Supplier Enablement Elements

• Best Practice Strategy

• Review the Matching results

• Start with the Flight Planning drafting

Communication Strategy (1x 1h)

• Explain why this is important

• Share best practice content templates

• Set potential dates for summits/meetings

• Agree on millstone events (wave start,…)

Enablement Demo (1x 2h)

• Show Light Account scenario

enable the highest ranking person in the room with

LA

• Enable the Audience with a full account

prepare the VUF with their emails and load to AN

let them register

review the supplier account

Buyer Account and Transaction Rules Demo (1x 1h)

• Overview of the Buyer Account tabs

• Overview of the Supplier Enablement section

• Overview of the Configuration section

Explain the concept of the transaction rules

Explain the concept of country rules

Explain the concept of Supplier Groups

Communication Strategy Build (1x 2h)

• Continue the started discussion on communication

• Review documentation templates

• Review contact information of the suppliers

• Define by when the strategy and content should be

closed

Wave Planning (2x 1h)

• Review the matching file

• Discuss any requests on the presented

wave plan

• Get information on how many suppliers

would have catalogs, how may would be

integrated?

Sprint 1

Readiness

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Sprint 2

Sprint 2

Configuration


End User Persona – Sprint 2

Deliverables

• Guided Buying Design

Objectives

• Guided Buying Layout finalized

• Understanding of Buying Channels Validated by

Procurement

• Begin UAT preparations

Tools

• Client’s realm

Sprint 2

Configuration

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End User Workshops – Sprint 2

Working Session (2x 2h)

• Show off the Guided Buying setup in the client’s realm

• Demonstrate how to purchase via selected Buying Channels

Sprint 2

Configuration

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Procurement Persona

Deliverables

• Configuration documented, and

implemented in the system

Objectives

• Map of spend categories finalized

• Users Groups Finalized and Configured

• Preferred Suppliers identified and mapped

• Spot Buy Parameterized(who can use SB, which

categories are enabled, thresholds)

• Contract/Catalog Template

• Forms

• Unplanned Services / Ad-hoc to Service sheet

(what's the % of spend in DE)

• Review Standard Reporting

Tools

• Supporting content (PPTs, PDF,

Videos)

• SAP Connect / Ariba Knowledge

Sprint 2

Configuration

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Spot Buy Configuration Session (1x 2h)

• Which commodities

• Limits?

• Users allowed to use spot buy

Users and Groups (2x 2h)

• Explain the Group Concept

• Detailed exercise

Catalog Format - Working With Catalogs (2x 2h)

• Explain the catalog formats

• Explain the publishing channels

• Who will manage catalogues at customer?

• Existing Catalogs and potential new ones?

Standard Reporting (1x 2h)

• Demo the reports functionality

• Show scheduling, exporting,

sending to email options

Contracts templates - Working with Contracts (2x 2h)

• Explain Contract Compliance

• How to publish contracts

• Identify contracts to be implemented in Snap?

• Demo a contract setup and show how it works in the

system

Sprint 2

Configuration

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AP/Finance Persona

Objectives

• CEME File Completed and

Loaded

• Tax Files Loaded

• Accounting Elements documented

and configured

• Invoice Workflows

• Users mapped to AP Groups


Deliverables

• Configuration documented,

and implemented in the

system

Tools


Videos)


Sprint 2

Configuration

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AP/Finance Workshops

Taxes follow up discussion (2x 2h)

• Taxes Files review

• Configuration

Standard Reporting (1x 2h)


• Show scheduling, exporting, sending

to email

Invoice Flows Configuration (2x 2h)

• Amend standard Snap configuration

Sprint 2

Configuration

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IT/Admin Persona

Deliverables

• Snap Integrated to ERP

Objectives

• Configure the landscape • SSO Setup

• ITK setup and Overview (If Applicable)

• Configuration of CI Packages (If applicable)

• Establish Master Data Connectivity

• Establish Transactional Data Connectivity

• Ariba Admin Capabilities

Tools

• Integration Tracker Excel

• Integration PDF

• SSO Content Pager/PowerPoint

• Integration PDF

Sprint 2

Configuration

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IT/Admin Workshops

SSO Setup (1x 2h)

• Working Session to Setup SSO on

the customers SSO mechanismMaster Data Integration – Setup (1x 2h)

• Working Sessions to Establish Master

Data Connectivity

Overview / CI Overview (2x 2h)

• Presentation on ITK/CI

• Working Session to Setup ITK /CI

Users and Groups (1x 2h)

• Explain the group Concept

• Detailed exercise

Transactional Data - Setup (1x 2h)

• Working Sessions to Establish

Transactional Data Connectivity

Overview of Ariba Admin Capabilities (2x 2h)

• Working Sessions to Cover• P2P Admin

• GB Admin

• SM admin

Standard Reporting (1 x2h)

• Generate, view and modify Pre-Packaged Reports

• Create an Analytical Report

• Exporting report results from the analysis site in Excel

and/or CSV file formats

• Running Reports in the Background / Scheduling

Reports

• Reporting User Groups and Visibility

• Control

• Analysis Search Filter

• Multi-Fact Reporting


• Show scheduling, exporting, sending to email options

Sprint 2

Configuration

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Supplier Persona

Deliverables

• Wave Plan and Communication

Plan Defined, Important dates set

in calendar, AN Account configured

Objectives

• Validation of existing supplier data

• Communication content/materials finalized

• Wave Plan confirmed (# waves, #FE, #LA,

#catalogs, #integrated suppliers)

• Communication Campaign waves started

• AN Account ConfiguredTools

• PPT to support the enablement steps,

PPT/DOC files/templates for the

communication strategy

• Wave plan excel

Sprint 2

Configuration

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Supplier Workshops

Communication Strategy Build (1x 2h)

• Close open points from previous week

• Confirm communication strategy

Wave Planning (1x 2h)

• Close open points from previous week

• Confirm Wave Plan

AN Account Session (1x 1h)

• Continue the discussion from past week

Start Wave 1 enablement (1x 4h)

1. Send out the PNL

2. Prepare VUF

3. Load VUF to prod

4. Start Suppliers (can be done on the next

day)

Check point (1x 2h)

• Wave 1 confirmed

• Communication materials ready

• AN Account configured

Sprint 2

Configuration

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Sprint 3

Sprint 3

Content


End User Persona

Deliverables

• UAT Scripts

• Adoption Collateral (in process)

Objectives

• UAT Scenarios documented

• Training/Adoption Preparations

Ongoing• Capture screenshots, Build collateral

Tools


Sprint 3

Content

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End User Workshops

End User Test Cases (ongoing)

• Work with Procurement and AP to document

UAT scenarios

Sprint 3

Content

Training and Adoption Preparation (ongoing)

• Start documenting scenarios, capture

screenshots

• Build collateral, record videosVisit the Snap

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Procurement Persona

Deliverables

• Content important for Go Live

Loaded

Objectives

• Load Catalogs

• Load Contracts

• Create Forms

Tools

• Content Managing support

documentation (Toolbox)

Sprint 3

Content

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Working Sessions (2x 2h)

• Close open points from past Personas

• Load Catalogs

• Load Contracts

• Create Forms

Sprint 3

Content

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AP/Finance PersonaSprint 3

Content

Objectives

• CEME File Completed and

Loaded

• Tax Files Loaded

• Accounting Elements documented

and configured

• Invoice Workflows

• Users mapped to AP Groups


Deliverables

• Configuration documented,

and implemented in the

system

Tools


Videos)


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AP/Finance Workshops Sprint 3

Content

Taxes follow up discussion (1x 2h)

• Taxes Files review

• Configuration

Invoice Flows Configuration (1x 2h)

• Amend standard Snap configuration

Master Data Discussions (1x 2h)

• Open topics from past weeks

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IT/Admin PersonaSprint 3

Content

Objectives:

• Complete SSO Setup and Prepare to Test

• Complete Master Data Connectivity

• Complete Transactional Data Connectivity Visit the Snap

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IT/Admin Workshops Sprint 3

Content

Working Sessions:

• Setup SSO Test Session With Ariba and

Troubleshoot as necessary

• Additional working sessions as necessary

to complete Master Data Connectivity

• Additional working sessions as necessary

to complete Transactional Data

Connectivity

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Supplier Persona

Deliverables

• Wave 1 Suppliers Enabled

• First Catalogs activated in test

Objectives

• Enable Suppliers W1

• Enable Catalogs

• Follow up with supplier on open

questions/actionsTools

• Supplier Enablement Tracker

Sprint 3

Content

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Supplier Workshops

Daily tasks (ongoing)

• Respond to supplier queries

• Host Summits

• Support Catalog Enablement

• Prepare for next Wave

Sprint 3

Content

Start Wave 2 enablement (1/2 day)

1. Send out the PNL

2. Prepare VUF

3. Load VUF to prod

4. Start Suppliers (can be done on

the next day)

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Sprint 4

Sprint 4

Validation


End User Persona

Deliverables

• Video intro for their end-users

• Planning a demo/intro workshop

• User Guide draft 1 is created

Objectives

• Continue Training and Adoption efforts

• Close UAT

Tools


Sprint 4

Validation

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End User Workshops

• Participate in UAT

Sprint 4

Validation

• Preparation of Training and Adoption materials Visit the Snap

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Procurement Persona

Deliverables

• Successful UAT

Objectives

• Close UAT

Tools

• Test Scripts

Sprint 4

Validation

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Procurement Workshops Sprint 4

Validation

UAT (2 days)

• Participate in the Procurement side of the UAT

• Follow the test script

• Document successful/unsuccessful test casesVisit the Snap

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AP/Finance Persona Sprint 4

Validation

Deliverables

• Successful UAT

Objectives

• Start of UAT

Tools

• Test Scripts

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Validation

UAT (2 Days)

• Participate in the AP side of the UAT

• Follow the test script

• Document successful/unsuccessful test

cases

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IT/Admin Persona Sprint 4

Validation

Objectives:

• Complete SSO Test

• Complete Master Data Load for all Data points

• Test Transactional Data Connectivity with End to End transactionsVisit the Snap

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Validation

Working Sessions:

• Test SSO with a small subset of users

• Load all Master Data relevant to the

deployment

• Execute Test Cases for all transactional

integration data points

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Supplier Persona Sprint 4

Validation

Deliverables



Objectives


• Enable Catalogs


questions/actions

Tools


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Supplier Workshops Sprint 4

Validation



• Host Summits




1. Send out the PNL

2. Prepare VUF

3. Load VUF to prod

4. Start Suppliers (can be done on the

next day)

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Sprint 5

Sprint 5

Production


End User Persona – Sprint 5

Deliverables

• Communication ready to be sent out

• Material for adoption are completed and ready

• Go-LIVE is imminent

• Sprint 5 documented

Objectives

• Prepare the organization and

communications

• Finalize and refine what was created in

Sprint 4

Tools

• To be determined by the client/partner

Sprint 5

Production

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End User Workshops

Adoption Materials Review (1h)

• Final review and approval of the collateral

Sprint 5

Production

Adoption Activities (ongoing)

• Initiate Change Management Activities

• Send out communication

• Host introduction sessions

• Host training sessions

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Procurement Persona

Deliverables

• Production system set up

Objectives

• Close open points

• Move to Production

Tools

• Production Cut-Over Checklist

Sprint 5

Production

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Production

Check points

• Open Topics

• Cut-Over Check ListVisit the Snap

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AP/Finance Persona Sprint 5

Production

Deliverables

• Production system set up

Objectives

• Close open points

• Move to Production

Tools

• Production Cut-Over Checklist

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Production

Check points

• Open Topics

• Cut-Over Check ListVisit the Snap

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IT/Admin Persona Sprint 5

Production

Objectives:

• Obtain Sign Off on Test Environment

• Production CutoverVisit the Snap

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Production

Plan:

• Complete Open Items (if any) and Sign Off on Test

• Review Cutover Checklist; Decide on Dates for each activity

• Complete Production Cutover

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Supplier Persona Sprint 5

Production

Deliverables



• Catalogs moved to production

Objectives


• Enable Catalogs


questions/actions

• Move to ProductionTools


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Production



• Host Summits




1. Send out the PNL

2. Prepare VUF

3. Load VUF to prod

4. Start Suppliers (can be done on the

next day)

Check points

• Open Topics

• Cut-Over Check List

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Sprint 6

Sprint 6

Adoption


End User Persona Sprint 6

Adoption

Objectives:

• CEX Introduction - Partner and Customer

• Best Practice Center Introduction

• Customer Transition To Support

• Ongoing Adoption Activities

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End User Workshops Sprint 6

Adoption

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Procurement PersonaSprint 6

Adoption

Objectives:





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Adoption

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AP/Finance PersonaSprint 6

Adoption

Objectives:





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content




Adoption

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IT/Admin PersonaSprint 6

Adoption

Objectives:





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content




Adoption

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Supplier PersonaSprint 6

Adoption

Objectives:





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Adoption

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Visit Snap Jam for more information or reach

out to [email protected]


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