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Final Preparation (Phase 4)

In This Chapter

The purpose of this phase is to prepare the SAP Business One system and the client organization for production go-live. Key activities during this phase include the completion of user and administrator training as well as a final fine-tuning of the SAP Business One system. As part of final system tests, necessary adjustments are made to resolve all remaining critical open issues. Cut-over activities are also completed during the Final Preparation phase.

Milestones

At the end of this phase, the following deliverables and objectives have to be completed:

Milestone 4.1: Complete user and administrator training

Milestone 4.2: Confirm system readiness for go-live

Milestone 4.3: Complete cut-over activities

Milestone 4.4: Obtain project phase sign-off from customer for "Final Preparation"

Team members

The estimated duration of this phase is 42 hours. During the final preparation phase, the following team members are required.


Team member


Estimated Time Commitment


SAP Business One Project Manager


4 hours


SAP Business One Consultant


42 hours


Client Project Manager


18 hours


Client IT Administrator


25 hours


Client Lead - Accounting


18 hours


Client Lead - Sales


18 hours


Client Lead - Operations


18 hours


Client Lead - Purchasing


18 hours


Client Lead - Logistics


18 hours


Client Lead - HR


18 hours

The SAP Business One project manager and the SAP Business One consultants are responsible for scheduling and conducting user and administrator training. Training scheduling and execution is supported by the client project manager and, from an infrastructure perspective, by the client IT administrator. Client functional leads and end users need to attend the relevant training.
System readiness checks need to be completed by the SAP Business One consultants and the client IT administrator. SAP Business One project manager and consultants as well as all client team members are responsible for the thorough completion of all cut-over activities.

Project Tasks

The following lists the tasks that have to be completed during this implementation phase:

Task #

Description

Results

Est. duration

Team members

1

General project management

 

3 hours

 

1-1

Confirm training plan

-Training plan and schedule confirmed and communicated to users

1.5 hours

SAP Business One project manager, SAP Business One consultant, client project manager, client IT administrator

1-2

Finalize cut-over plans

-Cut-over plan finalized and communicated to end users

1.5 hours

SAP Business One project manager, SAP Business One consultant, client project manager, client IT administrator

2

Training

 

24 hours

 

2-1

Key user training

-Key users trained

20 hours

SAP Business One consultants, IT administrator, client functional leads, client end users

2-2

Administrator training

-Administrator trained

4 hours

SAP Business One consultants, client IT administrator

3

System readiness

 

4 hours

 

3-1

Complete system administration

-All administrative settings are complete
-SAP Business One client installations are complete

2 hours

SAP Business One consultants, client IT administrator

3-2

Conduct Go-Live check

-Go-Live checklist completed

2 hours

SAP Business One consultants, client IT administrator, client project manager

4

Cut-over

 

10 hours

 

4-1

Finalize legacy system processing

-Final legacy transaction and master data maintenance complete by noon of last day before cut-over
-Significant changes since last data migration run are documented and have been imported into SAP Business One

4 hours

SAP Business One consultants, client project manager, client functional leads

4-2

Conduct cut-over

-Opening balances transferred into SAP Business One system
-Pilot processes can be completed successfully in SAP Business One according to cut-over checklist
-User manuals have been created (if applicable)
-Customer has been provided with a S-number to access SAP Customer Portal

6 hours

SAP Business One consultants, client project manager, client functional leads, client IT administrator

5

Review Project Phase

-Obtain signed project phase sign-off

1 hour

SAP Business One project manager, client project manager, SAP Business One consultants

Documentation

It is important that the following steps and results of this phase be documented.

      a) Training plan

      b) System readiness

      c) Cut-over

      d) Completion of Phase 4: Final Preparation



Please use the following templates as guidelines for corresponding project tasks and to create the necessary documentation:

Meeting Agenda Template (DOC, 78 Kb)

Meeting Minutes Template (DOC, 72 Kb)

Training Plan (DOC, 174 Kb)

Project Plan (MPP, 223 Kb)

Go-Live Checklist (DOC, 200 Kb)

Cut-Over Checklist (XLS, 44 Kb)

Issue Log (XLS, 119 Kb)

Change Request Form (DOC, 141 Kb)

Change Log (XLS, 99 Kb)

Project Phase Signoff (DOC, 130 Kb)

Best-practice recommendations

  • Communicate training and cut-over plan to all client stakeholders with an official announcement, i.e. in writing
  • Use SAP Business One flash books for training and Q&A sessions
  • Leverage SAP Business One classroom material available on the PartnerEdge Portal (http://channel.sap.com -> Education -> Classroom Training -> Classroom Material)
  • Allow each user to work on the SAP Business One system individually during training




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