Projectplan

Task Description

le

te
b

me

ate
ca

t da
r
ne

us
sto

dd
pli

r
rt

t
Sta

Sta
Ap

Cu

En
Pa
0 Project Handover
0.1 Internal prep 12/30/1899 12/30/1899
0.0.1 Sign Contract
0.0.2 Conduct High level Implementation and Traing scoping
0.0.3 Conduct Handover from Sales
0.0.4 Conduct Pre project Risk assessment with project stakeholders

1 Project Preparation
1.1 Internal prep 12/30/1899 12/30/1899
1.1.1 Conduct Handover from Sales
1.1.2 Allocate project resources
1.1.3 Initialize project work plan
1.1.4 Initial planning call with client team
1.1.4.1 Revisit project scope with the client
1.1.4.2 Identify project team members (client side
1.1.4.3 Revisit schedule of the availability of hardware and Software requirements from the client
1.1.4.4 Derive project timelines and project tasks for the project plan (with the client)
a
1.2 Projectplan (full in) 12/30/1899 12/30/1899
1.2.1 Initialize project plan
1.2.2 Finalize Allocation Project Resources
1.2.3 Schedule Kick-off meeting
1.2.4 Finalize Kick-off Material
1.2.5 Update & finalize project plan

1.3 Technical infrastructure 12/30/1899 12/30/1899

1.3.1 Hardware delivered
1.3.2 Hardware installed
1.3.3 Infrastructure key-users
1.3.4 Check hardware specifciations
1.3.5 Remote login access (VPN, RDP & SQL)
1.4 Software 12/30/1899 12/30/1899
1.4.1 Order SAP Business One
1.4.2 Order externe Add-on's
1.4.3 Order MSSQL
1.4.4 Install MSSQL
1.4.4.1 Create MS SQL Maintenance plan
1.4.4.2 Confirm Execution of Maintenece Plan
1.4.4.3 Test restore of Backup to new DB
1.4.5 Install SAP Business One
1.4.5.1 SAP Business One Server
1.4.5.2 SAP Business One Client on Server
1.4.5.3 SAP Business One Clients
1.4.6 Install patches
1.4.7 Procedure update server
1.4.8 Server tools install
1.4.8.1 Licences
1.4.8.2 Back-up
1.4.8.3 Remote Support Platform (RSP)
1.4.9 Outlook Integration Server
1.4.10 Install Add-on's SAP
1.4.10.1 BTW aangifte
1.4.10.2 Intrastat
1.4.10.3 BTHF
1.4.10.4 Payment Engine
1.4.10.8 XL Reporter
1.4.10.10 Outlook integration
1.4.11 Install externe Add-on's
1.4.11.2 License registration
1.4.12 Create Databases (PROD, TEST, DEV, LAY)

1.5 Kick off meeting 12/30/1899 12/30/1899

1.5.1 Invite Key-users
1.5.2 Review SAP Business One Scope list
1.5.3 Review client & partner resources
1.5.4 Review project tasks & timeline
1.5.5 Confirm project taks & status reporting
1.5.6 Schedule regular project team calls
1.5.7 Review Pre project Assessment document

1.6 Review Project phase (see Project Phase Analysis) 12/30/1899 12/30/1899
1.6.1 Review Project Phase
1.6.2 Conduct Post Project phase analysis
1.6.3 Sign off Project phase (if applicable)

MILESTONE 1 & Best Practices

2 Business Blueprint
2.1 Blueprint Process Identification 12/30/1899 12/30/1899
2.1.1 Schedule Blueprint Sessions and Invite Attendees
2.1.2 Prepare and Deliver Orientation Training for Session Attendees (see Training Guide)
2.1.3 Prepare Demos and Questions for Blueprint Sessions (see Blueprint Questionnaire)
2.1.4 Conduct Book-keeping master data management blueprint session
2.1.5 Conduct Journal entry posting and analysis blueprint session
2.1.6 Conduct Payments blueprint session
2.1.7 Conduct Bank statement processing blueprint session
2.1.8 Conduct Budget management and analysis blueprint session
2.1.9 Conduct Cost accounting and analysis blueprint session
2.1.10 Conduct Cash management blueprint session
2.1.11 Conduct Asset management blueprint session
2.1.12 Conduct Financial Reporting blueprint session
2.1.13 Conduct Master data management blueprint session
2.1.14 Conduct Price list management blueprint session
2.1.15 Conduct Sales administration management and analysis blueprint session
2.1.16 Conduct Sales opportunity management and analysis blueprint session
2.1.17 Conduct Purchase administration management and analysis blueprint session
2.1.18 Conduct Logistics administration management and analysis blueprint session
2.1.19 Conduct Production administration management and analysis blueprint session
2.1.20 Conduct Service administration management and analysis blueprint session
2.1.21 Conduct Human resouces management blueprint session
2.1.22 Update Project scope (if applicable)
2.1.23 Update Project plan (if applicable)

2.2 Migration Assessment 12/30/1899 12/30/1899

2.2.1 Prepare Data Migration Assessment Workshop
2.2.2 Conduct Data Migration Assesment Workshop
2.2.3 Document Data Migration Assesment Results and Decisions

2.3 Fit/Gap Analysis and Final Blueprint Documentation 12/30/1899 12/30/1899

2.3.2 Perform Fit/Gap Analysis and Identify Solution Gaps
2.3.2 Document Business Blueprint and SAP Business One Configuration

2.4 Review Project phase 12/30/1899 12/30/1899

2.4.1 Review Projecft Phase
2.4.2 Conduct Post Project Phase analysis
2.4.3 Sign off Project phase (if applicable)

MILESTONE 2 & Best Practices

3 Project Realisation
3.1 Configuration of SAP Business One 12/30/1899 12/30/1899
3.1.1 Company Details
3.1.2 General Settings
3.1.3 Document Numbering
3.1.4 Document Settings
3.1.5 Print Preferences
3.1.7 Approvals Procedures
3.1.8 Licence
3.1.9 Alerts Management
3.1.10 Configurate Usermenu
3.1.11 Configurate User short cuts
3.1.12 Configurate Userforms & Reports
3.1.13 Security Excel check
3.1.14 Usertables (add)
3.1.15 User defined values
3.1.16 Design Add-ons
3.1.17 Design Tailor made interfaces

3.2 Data Migration Activities 12/30/1899 12/30/1899

3.2.1 Cleansing data and transforming data
3.2.2 Setup of migration configuration data
3.2.3 Master data migration
3.2.4 Transactional data migration
3.2.5 Inventory balances migration
3.2.6 Period-end closing
3.2.7 Adjustments

3.3 Training for User Acceptance Team 12/30/1899 12/30/1899

3.3.1 Plan and Develop Training (see Training Guide)
3.3.2 Deliver Training Sessions for Business Processes

3.4 Unit Testing 12/30/1899 12/30/1899

3.4.1 Conduct Unit Testing after Configuration

3.5 Test Scenarios for Integration Testing 12/30/1899 12/30/1899

3.5.1 Review test scope and plan
3.5.2 Prepare Test databases
3.5.3 Define Test senarios
3.5.4 Prepare Test data
3.5.5 Conduct and Document tests
3.5.6 Review Test results
3.5.7 Adjust configuration on production system (if necessary)

3.6 Organizational change 12/30/1899 12/30/1899

3.6.1 Verifiy orgnizational changes based on blueprint and configuration
3.6.2 Define and executed communication strategy for end-users
3.6.3 External cummunication to business partners for upcoming changes

3.7 Cutover and Support planning 12/30/1899 12/30/1899

3.7.1 Define Cutover plan and steps
3.7.2 Plan the Support strategy
3.7.3 Plan system administration responsibilities

3.8 Review Project phase 12/30/1899 12/30/1899

MILESTONE 3 & Best Practices

4 Final Preparation
4.1 End User Training 12/30/1899 12/30/1899
4.1.1 Plan and Schedule Training Sessions
4.1.2 Prepare Training Materials (see Training Guide)
4.1.3 Deliver Book-keeping master data management training
4.1.4 Deliver Journal entry posting and analysing training
4.1.5 Deliver Payments training
4.1.6 Deliver Bank statement processing training
4.1.7 Deliver Budget management and analysis training
4.1.8 Deliver Cost accounting and analysis training
4.1.9 Deliver Cash management training
4.1.10 Deliver Asset management training
4.1.11 Deliver Financial Reporting training
4.1.12 Deliver Master data management training
4.1.13 Deliver Price list management training
4.1.14 Deliver Sales administration management and analysis training
4.1.15 Deliver Sales opportunity management and analysis training
4.1.16 Deliver Purchase administration management and analysis training
4.1.17 Deliver Logistics administration management and analysis training
4.1.18 Deliver Production administration management and analysis training
4.1.19 Deliver Service administration management and analysis training
4.1.20 Deliver Human resouces management training
4.1.21 Deliver Superuser training (user and password administration)
4.1.22 Deliver IT Administrator training

4.2 Production Cutover 12/30/1899 12/30/1899

4.2.1 Review & Finalize cutover plan
4.2.2 Schedule production cutover
4.2.3 Set legacy system cut off
4.2.3.1 Last day to acept customer sales order
4.2.3.2 Last day to accept customer returns
4.2.3.3 Process sales order for final day
4.2.3.4 Complete all picking and shipping of sales orders
4.2.3.5 Complete all customer returns processing
4.2.3.6 Process credit memos for final day
4.2.3.7 Process Purchase orders for final day
4.2.3.8 Last day to accept vendor deliveries
4.2.3.9 Complete all receiving and issueing transactions
4.2.3.10 Complete all matching of vendor invoices with PO
4.2.3.11 Complete check processing for vendor invoices
4.2.3.12 Cash receipt cut-off date
4.2.3.13 Complete A/R cash receipts processing fo final day
4.2.3.14 Run Open Sales Reports
4.2.3.15 Run Inventory Balance Report
4.2.3.16 Run A/R Aging Report
4.2.3.17 Run Open PO Report
4.2.3.18 Run A/P Aging Report
4.2.3.19 Complete Month end closing
4.2.3.20 Run Final G/L Trial Balance
4.2.3.21 Hold updates to Customer Master Record
4.2.3.22 Hold updates to Material Master Record
4.2.3.23 Hold updates to Vendor Master Record
4.2.4 Execute production cutover
4.2.4.1 Confirm production database
4.2.4.2 Conduct End closure procedure in Legacy System
4.2.4.3 Load open customer Balances
4.2.4.4 Load open vendor Balances
4.2.4.5 Load Item Counts & Inventory Balances
4.2.4.6 Unlock Ending Balance Posting Period
4.2.4.7 Load GL Account Opening Balances
4.2.4.8 Set Document Next numbers
4.2.4.9 Unlock Future Posting Periods
4.2.4.10 Activate user id's
4.2.4.11 Set User General Settings
4.2.4.12 End user license Agreement
4.2.4.13 Process a live Sales order
4.2.4.14 Verify accuracy of sales order
4.2.4.15 Create delivery
4.2.4.16 Verify Inventory Balances
4.2.4.17 Verify Financial Posting
4.2.4.18 Create Invoice
4.2.4.19 Verify Customer Balance
4.2.4.20 Verifiy Financial Posting
4.2.5 Backup database
4.2.6 Confirm SQL maintenance plan
4.2.7 Conduct Go-Live check
4.2.8 Confirm system readiness

4.3 Review Project phase 12/30/1899 12/30/1899

MILESTONE 4 & Best Practices

5 Go Live & Support

5.1 Production Support 12/30/1899 12/30/1899
5.1.1 Resolve Deferred Project Issues
5.1.2 Review Support Procedures with Partner
5.1.3 Handover Support and Administration to Client

5.2 Project Close 12/30/1899 12/30/1899

5.2.1 Project Close meeting

5.3 Continuous Improvement 12/30/1899 12/30/1899

5.3.1 System Monitoring
5.3.2 Review and Optimization Meeting

5.4 Review Project phase 12/30/1899 12/30/1899

MILESTONE 5 & Best Practices

 ols
To
&
ts
en
m
cu
us

Do
t
Sta

0%
0%
0%
0%
0%

0%
0%
0%
0%
0%
0%
0%
0%
0%

0%
0%
0%
0%
0%
0%

0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%

0%
0%
0%
0%
0%
0%
0%
0%

0%
0%
0%
0%

0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%

0%
0%
0%
0%

0%
0%
0%

0%
0%
0%

0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%

0%
0%
0%
0%
0%
0%
0%
0%

0%
0%
0%

0%
0%

0%
0%
0%
0%

0%
0%
0%

0%
0%
0%
0%

0%
0%
0%
0%

0%

0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%

0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%

0%

0%
0%
0%
0%

0%
0%

0%
0%
0%

0%
Partner name Abbreviation Consultant name
Explanation percentage Description
0% Activity not started yet
10% Activity has started
25% Activity in execution
50% Activity in 50% completion
75% Activity has been completed
100% Activity has been checked and confirmed
1 Introduction

The Project Plan is a Microsoft Excel tool that can be used to structure and monitor all the neccessary tasks related

This tool is intended to be a basis for you to:

Select tasks and activities that are applicable for this project (column H)
Assign the tasks and activities to the responsible parties (Partner & Customer)
Track the start and end dates for the respective tasks and activities (columns K and L)
Enter and track the completion status of the tasks and activities (column M)
Enter references to documents and tools related to a task (column N)
Add your own tasks and activities

2 How to use the tool

Worksheet - Projectplan
The project plan is structured according to the relevant phases of a SAP implementation project, meaning
Each phase is shown in dark blue.
The tasks and activites are grouped together in logical combinations within each phase. These sub-phases are sho
You can expand the tasks and activities for a sub-phase or phase.
Note that the order of tasks or sub-phases may not match exactly the order that you need to execute them during pr

Column Information Explanation

Applicable Indicate if the task / activity is neccessary for this
Partner Indicate if the Partner is assigned this task / activity (use X
Customer Indictate if the Customer employee is assigned this task / ac
Startdate Planned start date for the task or activity. You can use any d
Enddate Planned end date for the task or activity. Use any date form
Status
Drop down indicator to reflect the percentage completion s
the Green when the task is 100% completed.
The average percentage for the tasks will be calculated and
Documents & Tools Free format field for additional information concerning the

Worksheet - Parameters and explanations

The percentages that appear in the Status column in the Projectplan worksheet are shown here.
Percentages can be changed to meet specific partner / customer requirements

Columns & Fields

Explanation Percentage Percentage that is application for the respective status
Description Identification of the percentage value

Modifying the Project Plan

3
To remove a task from the project plan:
1. Select the row for the task and delete it
2. Check the formula for the sub-phase in column M (Status) to ensure that the formula cells are accurate
To add a new task to the project plan:
1. Insert a row for the task
2. Enter the task number and description
3. Check the formula for the sub-phase in column M (Status) to ensure that the formula cells are accurate
he neccessary tasks related to the implementation project.

project, meaning Project Preparation, Business Blueprint, Realization, Final Preparation and Go-Live and support

These sub-phases are shown in light blue.

o execute them during project implementation.

cessary for this implementation project (use Y or X).

this task / activity (use X or enter partner name)
e is assigned this task / activity (use X or enter the customer name)
ctivity. You can use any date format.
tivity. Use any date format.

percentage completion status for that respective task. The cell color will change
completed.
ks will be calculated and shown for the sub-phase and phase level.
formation concerning the respective task or activity.

he respective status

cells are accurate

cells are accurate
Live and support