Bco6656 Implementation Of Sap In Assessment Answers

This assessment task (worth 35 percent of the total mark for the unit) requires you to take on the role of an IT
Project Manager to produce a Project Plan for your employer, Victoria University Information Systems Consulting
(VUISC). In this instance the Plan provides a detailed overview of a proposed project. It is developed to provide
the client with a detailed insight into how the project will be managed so they can determine if they will approve
the project to proceed as elaborated. This is an individual assessment task and must not be completed in a group or work shared.

You work as IT project manager for a consulting firm based in Melbourne, VUISC Pty Ltd. You have worked at there for four years, while the company has been in operation for several years. The company has a range of employees including consultants, administrative staff, project managers, programmers, testers, business analysts, help-desk and technical support staff who specialise in system implementation, technical writers and end user trainers for professional development. The company provides information systems consultancy and project management services as well.
For the purposes of this assessment task consider your lecturer/tutor to be your operational managers.

They can clarify any queries you may have. Your client A detailed client scenario is available on VU Collaborate. It describes a client Yes Chemist Pty Ltd. have asked VUISC to manage the implementation of their SAP System.
Requirements
Review the scenario above carefully before you begin to begin to prepare your Plan. Ask your lecturer or tutor (your VUISC manager) if you have any questions or require any clarification about the scenario. Review the VUIS Consulting Project Plan Template.docx file provided on VU Collaborate. Complete every section of the template removing all prompts (and square brackets) and replacing them with your responses to the scenario.You must develop a schedule for the project comprising at least 50 tasks using Microsoft Project tool.

Submission
This assessment task is due for submission via Turnitin prior to the start of classes in week 10, before midday/ Fri 11:59pm. You must submit three files:
• A copy of a completed assessment declaration sheet (including ticks acknowledging the declaration has been read and understood) as a separate Word document,
• A copy of the MS Project file .mpp schedule and
• Your completed Project Plan in the VUISC template in Word format.

Note that this submission requires the use of a template and a scenario. In some cases significant similarity
results for your Plan may be acceptable. However, you must not have direct matches to the scenario document,
internet sources or other student submissions in your work (the Plan). Please do not leave your submission to
Turnitin to the last moment and contact your tutor for advice if you are concerned about your Turnitin report.

Answer:

Yes Chemist is a business organization that has identified certain operational issues and hence, it has decided to start a project and implement a system that will solve their operational issues and help in business growth. Accordingly, SAP is selected as the most appropriate solution and the project will mainly involve implementation of SAP in their current operational system.

In this report, a project plan has been developed for the implementation of SAP for Yes Chemist and includes some major attributes of the project like schedule, budget, risk and communication plan.

Project scope

The main aim of this project is to develop and implement SAP in the existing operation system of Yes Chemist. Accordingly, the objectives of the project are as follows.

Technical upgrade of the existing hardware used by the company
Upgrade of the existing software platform utilized by the company
Introduction of Enterprise Resource Planning and Data Management System in Yes Chemist
Enhancement of operational performance of the organization
For client acceptance of each deliverable of the project, the following quality standards are required.

Deliverable	Quality Standard	Assessment of Quality Standard
Technical upgrade of hardware	All hardware resources updated with the latest available technologies	Review procured hardware against the highest quality available in market
Upgrade of software platform	All latest versions with valid license	Review product license and ensure the latest versions are used
ERP and DMS	Detailed resource planning system and data management process	Review the planning of resource use in business as well as how the data management process has been enhanced
Enhancement of operational performance	The operations are completed much faster and with greater efficiency	Monitor system performance and provide training to employees if necessary

Assumptions:

It has been assumed that the entire project will be feasible within the budget and schedule limits
It has been assumed that the project will solve all the problems faced by the organization

Exclusions:

Any business related parts have been excluded from the project
Development of future strategies using the developed system has been excluded from the project

Business case

This project will address a lot of business needs of the organization. This project is needed to speed up the lagging operations as a result of manual handling and management of most of the processes as well as use of hardware and software system that are not technically upgraded.

The benefits and dis-benefits of the project are listed below in the table.

Benefits	Current Status	Process for Assessment
More efficient data management process	Slow and error-prone due to manual handling	Monitor working of the system
Better resource management strategy	No specific strategy used	Monitor resource usage
Faster operational system	Slow due to lack of efficiency	Monitor operational progress
Dis-Benefits	Current Status	Process for Assessment
Hard for the employees to adapt	Employees are mostly adapted to the current system	Conduct training sessions
Reduced productivity	Reasonable productivity from the employees	Assess individual productivity of the employees

Project Schedule and Approach (Rollout strategy)

The project schedule (rollout strategy) is developed as follows.

WBS	Task Name	Duration	Start	Finish	Predecessors
0	Implementation of SAP for Yes Chemist	117 days	Mon 10/15/18	Tue 3/26/19
1	Discussion and Preliminary Planning of the Project	9 days	Mon 10/15/18	Thu 10/25/18
1.1	Conduct a Meeting with the Main Stakeholders of the Organization	2 days	Mon 10/15/18	Tue 10/16/18
1.2	Survey and Identify Major Operational Issues	2 days	Wed 10/17/18	Thu 10/18/18	2
1.3	Consider Various Solutions and Check Feasibility	2 days	Fri 10/19/18	Mon 10/22/18	3
1.4	Agree on SAP Implementation as the Best Possible Solution	1 day	Tue 10/23/18	Tue 10/23/18	4
1.5	Consult with SAP Assistance Organization Regarding the Project	2 days	Wed 10/24/18	Thu 10/25/18	5
1.6	Milestone 1: Provide Authorization for the Project	0 days	Thu 10/25/18	Thu 10/25/18	6
2	Detailed Planning of the Project	30 days	Fri 10/26/18	Thu 12/6/18
2.1	Initiate Full Planning for the Project	1 day	Fri 10/26/18	Fri 10/26/18	7
2.2	Recruit SAP Implementation Team for the Project	2 days	Mon 10/29/18	Tue 10/30/18	9
2.3	Meet the Team Regarding the Project Requirements	3 days	Wed 10/31/18	Fri 11/2/18	10
2.4	Determine Possible Cost Benefit Margin Post the Project Implementation	2 days	Mon 11/5/18	Tue 11/6/18	11
2.5	Analysis of Project Feasibility	3 days	Wed 11/7/18	Fri 11/9/18	12
2.6	Finalize the Project Proposal Document	2 days	Mon 11/12/18	Tue 11/13/18	13
2.7	Submit the Document for Approval	1 day	Wed 11/14/18	Wed 11/14/18	14
2.8	Develop the Project Charter	4 days	Thu 11/15/18	Tue 11/20/18	15
2.9	Determine Project Scope and Limitations	1 day	Wed 11/21/18	Wed 11/21/18	16
2.10	Identify Project Goals	1 day	Thu 11/22/18	Thu 11/22/18	17
2.11	Develop Schedule of the Project	1 day	Fri 11/23/18	Fri 11/23/18	18
2.12	Estimate Budget for the Project	1 day	Mon 11/26/18	Mon 11/26/18	19
2.13	Develop a List of Resources	1 day	Tue 11/27/18	Tue 11/27/18	20
2.14	Assess Risks and Prepare Risk Management Plan	5 days	Wed 11/28/18	Tue 12/4/18	21
2.15	Complete the Project Plan Document	2 days	Wed 12/5/18	Thu 12/6/18	22
2.16	Milestone 2: Submit Project Plan and Get Project Approval	0 days	Thu 12/6/18	Thu 12/6/18	23
3	Project Initiation Activities	12 days	Fri 12/7/18	Mon 12/24/18
3.1	Contract Sponsor for Funding	2 days	Fri 12/7/18	Mon 12/10/18	24
3.2	Allocate Project Roles to SAP Implementation Team	1 day	Tue 12/11/18	Tue 12/11/18	26
3.3	Hire a Tester for System Review and Testing	2 days	Wed 12/12/18	Thu 12/13/18	27
3.4	Finalize Roles for Stakeholders and Project Team Members	1 day	Fri 12/14/18	Fri 12/14/18	28
3.5	Procure Funds for the Project	1 day	Mon 12/17/18	Mon 12/17/18	29
3.6	Allocate the Funds to the Team as per Requirements	2 days	Tue 12/18/18	Wed 12/19/18	30
3.7	Procure Project Resources	3 days	Thu 12/20/18	Mon 12/24/18	31
3.8	Milestone 3: Resource and Budget Allocation Complete	0 days	Mon 12/24/18	Mon 12/24/18	32
4	Execution and Development	58 days	Tue 12/25/18	Thu 3/14/19
4.1	Initiate Technical Development	2 days	Tue 12/25/18	Wed 12/26/18	33
4.2	Technical Upgrade of the Hardware	10 days	Thu 12/27/18	Wed 1/9/19	35
4.3	Develop the Platform on which SAP will be developed	4 days	Thu 1/10/19	Tue 1/15/19	36
4.4	Subscribe to Cloud Computing Services	2 days	Wed 1/16/19	Thu 1/17/19	37
4.5	Develop and Install SAP System in the Platform	10 days	Fri 1/18/19	Thu 1/31/19	38
4.6	Integrate SAP with the Main System	10 days	Fri 2/1/19	Thu 2/14/19	39
4.7	Connect the System with the Cloud	3 days	Fri 2/15/19	Tue 2/19/19	40
4.8	Conduct Review and Testing of the System	5 days	Wed 2/20/19	Tue 2/26/19	41
4.9	Conduct Training Session for Employees regarding Use of SAP	12 days	Wed 2/27/19	Thu 3/14/19	42
4.10	Milestone 4: Project Handover	0 days	Thu 3/14/19	Thu 3/14/19	43
5	Project Closing Phase	8 days	Fri 3/15/19	Tue 3/26/19
5.1	Prepare Documentation for the Project	3 days	Fri 3/15/19	Tue 3/19/19	44
5.2	Review the Entire Project	2 days	Wed 3/20/19	Thu 3/21/19	46
5.3	Conduct Appraisal	2 days	Fri 3/22/19	Mon 3/25/19	47
5.4	Stakeholder Signoff	1 day	Tue 3/26/19	Tue 3/26/19	48
5.5	Milestone 5: Project Officially Closed	0 days	Tue 3/26/19	Tue 3/26/19	49

In the above table, the schedule has been developed in which, the activities mentioned in bold are the project phases. The activities that follow the phases are the work packages and the activities at the end of each phase marked in bold italics are the milestones of the project.

The major project phases are Discussion and Preliminary Planning of the Project, Detailed Planning of the Project, Project Initiation Activities, Execution and Development and Project Closing Phase.

The resources used in the project are as follows.

Resource Name	Type	Initials	Max. Units	Std. Rate	Ovt. Rate
VUISC Project Manager	Work	V	100%	$150.00/hr	$0.00/hr
VUISC Analyst and Supervisor of IT	Work	V	100%	$115.00/hr	$0.00/hr
Sponsor of the Project	Work	S	100%	$0.00/hr	$0.00/hr
VUISC Finance Officer	Work	V	100%	$125.00/hr	$0.00/hr
SAP Developer	Work	S	100%	$75.00/hr	$0.00/hr
System Tester	Work	S	100%	$75.00/hr	$0.00/hr
Resource Procurement Manager	Work	R	100%	$75.00/hr	$0.00/hr
VUISC Project Supervisor	Work	V	100%	$110.00/hr	$0.00/hr
Content Developer	Work	C	100%	$75.00/hr	$0.00/hr
Hardware	Material	H		$15,000.00
Software	Material	S		$5,000.00
Other Resources	Material	O		$5,000.00

In the above table, the resources (both human and material) have been listed along with their costs. The costs of human resources are measured in $ per hour whereas the costs of the material resources are considered as one time costs.

The roles and responsibilities of the human resources are as follows.

Human Resource	Roles and Responsibilities
VUISC Project Manager	Manage, supervise, monitor and control the project
VUISC Analyst and Supervisor of IT	Survey and analyse IT requirements, suggest developments and technical upgrades
Sponsor of the Project	Provide funds for the project
VUISC Finance Officer	Manage funds available for the project
SAP Developer	Develop the necessary requirements in the system
System Tester	Review and test the system
Resource Procurement Manager	Procure necessary resources for the project
VUISC Project Supervisor	Supervise project progress
Content Developer	Prepare documentation of the project

Budget

The overall budget estimated for the project is shown in the following table.

Task Name	Resource Names	Cost
Implementation of SAP for Yes Chemist		$157, 520.00
Discussion and Preliminary Planning of the Project		$33, 120.00
Conduct a Meeting with the Main Stakeholders of the Organization	VUISC Finance Officer, Resource Procurement Manager, VUISC Project Manager, VUISC Project Supervisor	$7, 360.00
Survey and Identify Major Operational Issues	VUISC Finance Officer, Resource Procurement Manager, VUISC Project Manager, VUISC Project Supervisor	$7, 360.00
Consider Various Solutions and Check Feasibility	VUISC Finance Officer, Resource Procurement Manager, VUISC Project Manager, VUISC Project Supervisor	$7, 360.00
Agree on SAP Implementation as the Best Possible Solution	VUISC Finance Officer, Resource Procurement Manager, VUISC Project Manager, VUISC Project Supervisor	$3, 680.00
Consult with SAP Assistance Organization Regarding the Project	VUISC Finance Officer, Resource Procurement Manager, VUISC Project Manager, VUISC Project Supervisor	$7, 360.00
Milestone 1: Provide Authorization for the Project	VUISC Project Manager	$0.00
Detailed Planning of the Project		$43, 520.00
Initiate Full Planning for the Project	VUISC Project Manager, VUISC Project Supervisor, VUISC Analyst and Supervisor of IT	$3, 000.00
Recruit SAP Implementation Team for the Project	VUISC Project Manager, VUISC Project Supervisor	$4, 160.00
Meet the Team Regarding the Project Requirements	VUISC Project Manager, VUISC Project Supervisor	$6, 240.00
Determine Possible Cost Benefit Margin Post the Project Implementation	VUISC Project Supervisor, VUISC Analyst and Supervisor of IT, VUISC Finance Officer	$5, 600.00
Analysis of Project Feasibility	VUISC Project Supervisor, VUISC Analyst and Supervisor of IT	$5, 400.00
Finalize the Project Proposal Document	VUISC Project Supervisor	$1, 760.00
Submit the Document for Approval	VUISC Project Manager	$1, 200.00
Develop the Project Charter	Content Developer, VUISC Project Supervisor	$5, 920.00
Determine Project Scope and Limitations	VUISC Project Supervisor	$880.00
Identify Project Goals	VUISC Project Supervisor	$880.00
Develop Schedule of the Project	VUISC Project Supervisor	$880.00
Estimate Budget for the Project	VUISC Finance Officer	$1, 000.00
Develop a List of Resources	VUISC Finance Officer	$1, 000.00
Assess Risks and Prepare Risk Management Plan	VUISC Project Supervisor	$4, 400.00
Complete the Project Plan Document	Content Developer	$1, 200.00
Milestone 2: Submit Project Plan and Get Project Approval	VUISC Project Manager	$0.00
Project Initiation Activities		$14, 280.00
Contract Sponsor for Funding	VUISC Finance Officer	$2, 000.00
Allocate Project Roles to SAP Implementation Team	VUISC Project Manager	$1, 200.00
Hire a Tester for System Review and Testing	VUISC Project Manager	$2, 400.00
Finalize Roles for Stakeholders and Project Team Members	VUISC Project Supervisor	$880.00
Procure Funds for the Project	VUISC Finance Officer	$1, 000.00
Allocate the Funds to the Team as per Requirements	Sponsor of the Project	$0.00
Procure Project Resources	Resource Procurement Manager, Other Resources[1]	$6, 800.00
Milestone 3: Resource and Budget Allocation Complete	VUISC Project Manager	$0.00
Execution and Development		$54, 800.00
Intiate Technical Development	SAP Developer	$1, 200.00
Technical Upgrade of the Hardware	SAP Developer, Hardware[1]	$21, 000.00
Develop the Platform on which SAP will be developed	SAP Developer, Software[1]	$7, 400.00
Subscribe to Cloud Computing Services	SAP Developer	$1, 200.00
Develop and Install SAP System in the Platform	SAP Developer	$6, 000.00
Integrate SAP with the Main System	SAP Developer	$6, 000.00
Connect the System with the Cloud	SAP Developer	$1, 800.00
Conduct Review and Testing of the System	System Tester	$3, 000.00
Conduct Training Session for Employees regarding Use of SAP	SAP Developer	$7, 200.00
Milestone 4: Project Handover	SAP Developer, System Tester	$0.00
Project Closing Phase		$11, 800.00
Prepare Documentation for the Project	Content Developer	$1, 800.00
Review the Entire Project	VUISC Project Manager, Sponsor of the Project	$2, 400.00
Conduct Appraisal	VUISC Project Manager	$2, 400.00
Stakeholder Signoff	Content Developer, VUISC Finance Officer, Resource Procurement Manager, VUISC Project Supervisor, VUISC Analyst and Supervisor of IT, SAP Developer, Sponsor of the Project, System Tester	$5, 200.00
Milestone 5: Project Officially Closed	VUISC Project Manager	$0.00

Risk

A risk register is a table where the project risks are listed and quantified by their chances of occurrence and impact on the project. A risk register for this project is developed as follows.

Risk	Chance of Occurrence	Impact on Project	Mitigation Strategy
Technical risk, lack of technically updated hardware	Medium	High	Procure only the latest upgraded hardware from vendor
Cyber security risk	High	Extreme	Use anti-virus and firewalls in the system
Lack of appropriate system configuration	Medium	Medium	The system should be updated and configured as per required
Budget risk	High	High	Ensure keeping contingency budget for the project
Lack of technical expertise of the employees	Very High	High	Provide training session to the employees

Communication

A communication matrix is a table that highlights the communication requirements of the stakeholders and how they should be communicated.

The communication matrix for the project is shown as follows.

Stakeholder	Why?	When?	How?
VUISC Project Manager	Project updates, requirements and changes	Weekly	Project report document / email
VUISC Analyst and Supervisor of IT	IT related issues	Weekly	Face to face
Sponsor of the Project	Funding requirements	Once before project	Email
VUISC Finance Officer	Fund allocation	As required	Finance report document
SAP Developer	Proposed system requirements	As required	Face to face
System Tester	System configuration	At the end of development of the system	Face to face
Resource Procurement Manager	Resource requirements	At start of project	List of requirements
VUISC Project Supervisor	Project progress update	Daily	Face to face, project progress report
Content Developer	Documentation requirements	Weekly	Email / face to face

Summary

This project plan includes some major aspects of the project that need to be considered while executing the project. As per the assumptions, the project is expected to take 117 days for execution and will consume a total budget of $157,520.

Bibliography

Junnarkar, A.R. and Verma, A., 2017. Study on System Application Product (SAP)–An Important Enterprise Resource Planning Tool for Achievement of Organisational Vision, Mission and Operational Performance.

Umar, M., Khan, N., Agha, M.H. and Abbas, M., 2016. SAP-ERP implementation: Change management model using qualitative approach. International Journal of Computer Science and Network Security (IJCSNS), 16(9).

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