SAP Business ByDesign Implementation Best Practices SMB … 3... · 2019-07-03 · SAP Business...

EXTERNAL

Sanjay Sharma March 14, 2019

SAP Business ByDesign Implementation Best PracticesSMB Summit Bangkok

SMB Innovation Summit 2019

2Confidential: Released for Partners© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ

Internal | SAP Employees and Partners Only

Objective of this Presentation is to share the Implementation Best Practices or in other words what shall

be done (Tips) and what shall be avoided (Don’t) for the smooth & Hessel free Implementation.

How obvious mistakes can be avoided?

Objective



1. Critical Success Factors

2. Scoping and Change Project

3. Organization Structure Set-up

4. Data Migration and Cut Over Planning

5. User and Access Management

Agenda



SAP Business ByDesignC

riti

cal S

ucc

ess

Fact

ors

Stay with the agreed

Scope

Pragmatic Mind Set

(Fit to standard)

Quick DecisionsInvolve Stake Holders

Contribute to Project

Actively

Start Preparing

Data Early

Never cut corner

on TestingDon’t work in Silos

Partner Partner & Customer Customers



Pro

ject

Su

cces

s Fa

cto

rsSAP Business ByDesign



Pro

ject

Su

cces

s Fa

cto

rsSAP Business ByDesign

System Readiness

Tenant Landscape

Release Upgrade

Integration

Network

Infrastructure

Business & People Readiness

Clarity of the Business Objectives, Measure & Outcome

Mutual Acceptance to the Solution Scope

Project Organization with Role & Responsibilities

Business Transition

Change Management

Training

Business Handover

Data Readiness

Overall data Landscape

Data Integration

Data Migration



SAP

Lau

nch

Met

ho

do

logy

SAP Business ByDesign

Data Migration

Solution Walkthrough

PREPARE REALIZE VERIFY LAUNCH

Project Management

Solution Design

Integration Preparation

Project Team Enablement

Integration Setup

Solution Testing

Cutover Planning

Solution Adoption

Cutover Execution

…

…

…

indicates other streams can be plugged into the methodology…

Solution Configuration

1

2

3

54 9

6

7

8

Workshops1. Project Kick-Off2. Business Scenarios3. Integration4. System Administration5. Functional Topics6. Data Migration7. Test Planning8. Cutover Planning9. Incident Management



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Too

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It is optional to use, but makes an ideal checklist….

https://wiki.scn.sap.com/wiki/display/SBBC/Cloud+Services+-+Mass+Download

TIPS

A great check list to ensure all activities are covered The activity sequence is important, there are prerequisites if not done in order can create significant effort

https://wiki.scn.sap.com/wiki/display/SBBC/Cloud+Services+-+Mass+Download



Lau

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Syst

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System Scoping



Syst

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Post System Scoping



Bu

sin

ess

Scen

ario

Exp

lore

rSAP Business ByDesign

Following Business Scenario Explorers are available in SAP Business ByDesign:1) Actual Costing2) Cash and Liquidity Management3) Customer Contract Management4) Customer Return Management5) Demand Planning6) Expense Reimbursement7) Field Service and Repair8) Financial Closing9) Fixed Asset Management10) Intercompany Project Time and Expenses11) Intracompany Stock Transfer12) Make to Stock13) Marketing to Opportunity14) Materials in Projects15) Materials in Projects from Project Purchase Request16) Order-to-Cash (Project-Based Services)17) Order-to-Cash (Standardized Services)18) Order-to-Cash (Sell-from-Stock)19) Order-to-Cash (Third-Party Order Process)20) Order-to-Cash (Specified Products)21) Over-the-Counter Sales22) Payroll Services23) Physical Inventory Management24) Procure-to-Pay (Non-Stock)25) Procure-to-Pay (Stock)26) Procure-to-Pay (Services)27) Product Catalog Management28) Product Definition29) Product Development30) Product Engineering31) Project Management32) Quality Assurance (Unplanned Inspections)33) Rebate Management34) Request to Resolve35) Resource Management36) Strategic Sourcing37) Supplier Return Management38) Time and Labor Management39) Workforce Administration



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Tips

✓ Gather Information.

✓ Conduct Scoping Workshop

✓ Download and share the scoping element

✓ Start scoping

✓ Pre-requisites

✓ Resolve the conflict

✓ Decision relevant questions

✓ Scoping Changes

✓ Re-check the dependencies

✓ Re-check Org Structure

✓ Redo/Undo last scoping changes



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System Configuration



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Tips

✓ Completed the Scoping before starting the Configuration

✓ Check if there are Pre-Requisites

✓ Repetition Required in other system

✓ Confirm the Milestone, you cannot move to next phase

✓ Translate the Fine tuning activities in other languages

✓ Delete predefined fine-tuning

✓ Restore the predefined fine-tuning

✓ Correct Sequence

✓ One Employee with unrestricted writes

Don’t



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-C

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Pro

ject


Tips

✓ Small changes

✓ Live solution is not affected

✓ Configuration Elements – Change immediately or Changed Project

✓ Re-check the consistency of Org Structure

✓ Change project having status Started cannot be deleted but rather can be canceled

✓ Change project having status In Preparation can be deleted and cannot be canceled

✓ Before merging a change project please simulate the process to check whether any issues would arise

Don’t



Org

Str

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ure

Se

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pSAP Business ByDesign

Org Structure Set-up



SAP Business ByDesignO

rg S

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ctu

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et-

up

Tips

✓ Legally registered entities

✓ Major locations

✓ Addresses

✓ Reporting line

✓ Tasks and responsibilities

✓ Structure of internal and external financial reporting

✓ Sketch org structure on a white board

Define Org Unit

✓ As Company

✓ As Business Residence

✓ As Reporting Line

✓ As Cost Center

✓ As Profit Center

✓ As Segment

✓ Assign Working Time

✓ Assign Working Day Calendar

✓ Assign Holiday Calendar

✓ Assign Default Currency

✓ Assign Definition & Functions

Note that you should not assign employees or selectany functions at company level.

Don’t start creating Org Structure in system ifinformation is not available.



Org

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pSAP Business ByDesign




rg S

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Tips

✓ Confirmation on Org ID’s to be Used

✓ Length shall be 3-4 Character length

✓ Regularly Test

✓ Org Units shall have Unique Names

✓ One Org Unit shall be marked as Company

✓ One Org Unit shall be marked as Business Residence

✓ Business Residence shall be named based on its Location

✓ Only one Manager can be assigned to One Org Unit

Please note

ᵡ Org ID’s cannot be changed

ᵡ Do not embed meanings in the unit ID

ᵡ Do not try to delete the Company after activation

ᵡ Do not use same name for different Org Units

ᵡ Do not flag the same org unit as both a company

and a business residence.

ᵡ Do not try to delete the Business Residence

after activation

ᵡ Employees cannot be assigned at company and

at business residence level

Don’t




rg S

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Tips

✓ Choose the Start date close to the transition into the SAP Business ByDesign system.

✓ Use the oldest date from the following list as the start date for your org structure:

▪ First day of the migration fiscal period

▪ First day of the current fiscal year

▪ First day of the oldest fiscal month

▪ The migration date for your employees, that is, the date fromwhich you wish to assign employees to org units.

✓ View Org Structure (Past/Current/Future)

✓ Org structures can be viewed in either table or chart format

✓ Enable onscreen texts.

Do not make any changes in a new session in the Planning Areabefore correct date is being used.




Data Migration

Dat

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Gu

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d D

ata

Mig

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Step by Step Process for Data Migration

In Built Data Migration Templates

✓ Data Migration Scope and Planning✓ Test Plan and Test Cases




Gu

ided

Dat

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nThe Data Migration tool is embedded in the Activity List of the Business Configuration work center and it allows you to:✓ Centrally track the migration objects and their associated tasks

✓ Upload and validate the filled templates

✓ Simulate data loads and perform error handling

✓ Perform actual import of data into your SAP Business ByDesign solution




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&

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SAP

ByD

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Dat

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Tips

✓ Migration Scope and Planning Accelerator

✓ Data Migration discussion with Customer

✓ Data Migration project plan for all tasks

✓ Cleanse the legacy data

✓ Remove duplicate and obsolete records

✓ Remove transaction data referencing to obsolete master data records

✓ Check for field misuse

✓ Correct and Complete Data

✓ Check format of e-mail addresses, postal codes, phone numbers, and date fields

✓ Create the Source files by entering the cleansed Data into Data Migration Templets

Don’t Migrate data if cleansing has not been completed

The template structure is predefined and cannot be changed(extended or modified). Do not format the cells.

If extension fields will be used, set them up prior to downloadingthe templates and they’ll be included in the DM template

Download the required migration templates in the Prepare forData Migration activity. Familiarize yourself with your migrationtemplates and the sheets of each template:

➢ Read the Introduction sheet explaining the general rules how to fill a template.

➢ Read the Documentation sheet to read the migration object documentation.

➢ Expand line seven on the template sheets to read the input help for every column

Do not download the migration templates before field extensionrelevant for Data Migration are completed.



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Tips

✓ Fine Tuning Activities

✓ Early Migration test

✓ Test the migration process

✓ Verify the source data

✓ Perform Migration in Test System

✓ Final import of source data to the production system

✓ Use legacy data from financial reporting

✓ Restore points

✓ Full Authorization

✓ File formats prescribed by SAP (Excel/CSV)

✓ Migration Templates from the Customer system

✓ Set the Migration Date.

It’s recommended to migrated only Open Balances and not thehistorical data.

Do not use old downloaded templates. Its possible that with newrelease templates are changed.

No migration postings are possible prior to the migration date.



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Tips

✓ Huge Data use small multiple files.

✓ File size is not more than 100 MB, you can leave the file as it is.

✓ If the file size is more than 100 MB, you must create a zipped version of the file (with .zip extension).

✓ You can upload zipped files only up to 165 MB

✓ You can upload only one zipped file at a time.

✓ All sets of books



Dat

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eq

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ceSAP Business ByDesign

Basic Data : Product Categories, Organization Structure…

Master Data : Customers, Suppliers, Employees, Products….

Dependent Master Data : Identified Stock, Time and Labor Management, Price Lists…

Transaction Data : Sales Orders, Purchase Orders, Opportunities, Purchasing Contracts…

Financial Data : GL Account Balances, Fixed Assets, Open Payables, Open Receivables…



Cu

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✓ Cutover schedule

✓ Business and People readiness

✓ Resource planning

✓ Cutover go/no-go decision

✓ Fine-tuning, organizational management and basic data activities

✓ Critical test incidents have been resolved

✓ Data migration loads have been completed

✓ Master data load

✓ Run final reports in the legacy systems

✓ Customized forms, reports, etc. have been deployed

✓ All basic data has been created in the test system



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tSAP Business ByDesign

User Access Management



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User Attributes

✓Application and User Management Work

✓Validity of the user

✓Password security requirements

Access Rights

✓The function of an org unit determines the work centerand work center view proposals

✓Conflict with segregation of duties

✓Assignment of view or work center directly

Work Distribution

✓Work distribution rules

✓Use system parameters

✓Check Org Structure

✓Configure Employee work distribution

Do not assign Application & User Management work centerto Business Users. Since, User and access managementallows to create and change user-specific attributes of abusiness user, for example, user ID, password, and validity.

Do not assign work centers directly to user. Itsrecommended to use business roles for assigning accessrights.

You cannot change work distribution for past dates. Ifthe Edit button is disabled, check the Effective Date andensure that you have not entered a date that occurs in thepast.

If you want to use employee work distribution, you do notneed to define organizational work distribution rulesbeforehand.



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1. Critical Success Factors

2. Scoping and Change Project

3. Organization Structure Set-up

4. Data Migration and Cut Over Planning

5. User and Access Management

Thank you.

Contact information:

Contact information:

Sanjay Sharma

[email protected]

Gamification Challenge Code

BAN7t6eBy entering this Micro Session

code you will be granted 15 points

5 5 5

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SAP Business ByDesign Implementation Best Practices SMB … 3... · 2019-07-03 · SAP Business...

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