APNA Project Implementation Implementa tion at Faisalabad Electric Supply Company Presented to: PMO & Steering Committee
Copyright © 2015 AbacusConsulting. All rights reserved.
Project Status Update – (14th December to 18 th December 2015)
7 Project Management Keys (Overall Status
Yellow)
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Keys Status Updated on: 18th December, 2015 Stakeholders • •
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Team
Stakeholders are KNOWN Their INTERESTS and INFLUENCE are identified Stakeholders are PLEASED with the work Stakeholders are AVAILABLE
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Scope •
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Scope is clear and m utually UNDERSTOOD CONTRACT and/or scope statement is agreed upon Deliveries are WITHIN SCOPE; no more, no less
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• • •
Delivery Organization Benefits •
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• •
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Delivery organization stakeholders are KNOWN Knowledge is HARVESTED and leveraged Actuals are in line with BUDGET Favorable project CITATIONS are established
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Work and Schedule
PROJECT PLAN is up to standard DEADLINES are met Work PROCEEDS in line with plan Project Sponsor is UPDATED on status of work
Risks • •
Business Benefits •
Team has required COMPETENCY and CAPACITY There is a constant dialogue between PM and team Adequate project FACILITIES are in place Team has normal WORKING HOURS Team works EFFICIENTLY PERSONAL DEVELOPMENT is ensured Key PEOPLE STAY with the project
•
Project Sponsor has CONFIDENCE in Delivery Organization Project Sponsor gains OWNERSHIP Delivery Organization can MEASURE and highlight specific RESULTS
•
2
Team is AWARE of potential risks Team NOTIFIED PM when work progress is threatened ACTIONS taken to reduce risk are closely MONITORED Risk and Issue management PROCESSES are ESTABLISHED and FOLLOWED
7 Project Management Keys (Overall Status
Yellow)
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Keys Status Updated on: 18th December, 2015
The area of Stakeholders and scope is in yellow due to the following reasons: •
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Implementation of sites like TRW, RTC, M&T, C-Type stores, etc., installation of IDES environment for FESCO, multiple installations on interim environments, development of RICEFW after BBP signoff, participation in Hardware inspection, additional Divisions and ROs etc. are not part of project scope and will impact project schedule and cost. Request of including 3 additional Divisions and 3 ROs has been received from FESCO. Change request has been submitted to FESCO upon the approval of which, these sites will be included in the scope of work. Training of End Users over and above 160 users is beyond the scope of services. So far, 361 total users have been trained on SAP. Further trainings are being requested by FESCO which will be charged through change management process. Change request for further extension in project timeline has been submitted since further delay is expected in Go-Live date by FESCO.
The area of Work and Schedule is in Yellow due to the following reasons: •
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The status of the project is being changed from Red to Yellow since SC has approved the extension in project timeline till Go-Live. Frequent strikes by Employees Union has impacted project progress causing a delay of at least 31 working days so far. The closure of offices for 2 weeks has delayed Go-Live schedule. FESCO’s decision to shift the cutover date from June 30 th 2015 to September 30 th 2015 will cause a delay in the Go-Live date and overall project completion date. Change request to adjust time schedule and cost has been submitted to FESCO. Delays in the readiness of server room and installation of servers caused delay in the cutover 3 schedule and all dependent activities.
7 Project Management Keys (Overall Status
Yellow)
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Keys Status Updated on: 18th December, 2015 •
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Delay in provision of data by FESCO is impacting the Go-Live date. Certain data objects are still awaited despite revision in data provision date. Overall completion of UAT was delayed due to employees union strike, non availability of power users and new requirements (out of project scope) communicated by users.
The area of Team is in yellow due to the following reasons: •
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Facilities to be made available by FESCO for Project office are still pending even after several requests e.g. scanner, meeting room, etc. Stable and uninterrupted internet connection is required for migrating data into Production environment since any disconnection during the migration will cause delays and rework for the team and FESCO Power Users. Abacus has arranged own internet device to migrate data. Activities e.g. preparation and maintenance of FI Master data files, data validation, refresher trainings etc. that are to be conducted by FESCO Power Users are considered the responsibility of Abacus Team despite several clarifications resulting in excessive engagement of team in such activities.
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Current Status
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Phase wise We are here
The phase wise status is as follows: Phase Project Preparation Phase Inception Report (Phase 0)
Deliverables • • • • •
Business Blueprint Phase
• • • •
Realization Phase
• • • • • • • • • •
Final Preparation
Status
Project Charter Project Plan Project Management Procedures RFP for Servers and Allied Equipment RFP for Hardware and Networking
Complete
As-Is Analysis Document Business Blueprint Documents for MM, PS and FICO Gap Analysis Report Business Blueprint – Sign-off
Complete
Configuration Unit Testing and scripts User Manuals DM Test Cycle 1 System Integration Testing Power User Training UAT Scenario List ABAP development UAT Authorization Matrix finalization by FESCO
Complete
Complete
•
End User Training – Phase 1 Installation of SAP Solution Manager, Development, QA and PRD Transport Configuration and Customization in PRD EU Training – Phase 1, 2 & 3 Cutover Plan Configuration of Auth. Roles
•
Data collection and preparation by FESCO
In Progress
• • • • •
Project Plan
Status as of 18th Dec, 2015
Project Phase
Duration
Start Date
End Date
Project Preparation Business Blueprint
12 Weeks 17 Weeks
04.08.2014 18.08.2014
31.10.2014 19.12.2014
Realization Final Preparation
28 Weeks 25 Weeks
22.12.2014 25.05.2015
31.07.2015 23.12.2015
23 12 2015
23 12 2015
Go Live
All Phases
Project Plan
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Snap shot*
*Go-Live date and project completion date is dependent on the provision of data by FESCO 7
Current Status
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Project Management
Activities completed during the reporting period •
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•
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Balances of 71 (out of 73) accounting units has been successfully uploaded in the production system. Trial balance for all these offices has been extracted from the system and provided to FESCO for reconciliation. Data of employee vendor is awaited for most of the accounting units. Data entry of tenders has been initiated by MM department in the production system. Excess users (153) have been deleted from the production system in compliance of SAP license policy. The users will be created by FESCO once licenses are procured for these addl. Users. Change request for extension in project timeline has been submitted to FESCO.
Activities started and in progress: •
•
•
•
Project Plan is being monitored and updated with the changes in schedule of activities. Issues Log and Risk Register is being monitored and updated with current status of issues and risks. Data collection, preparation and validation is being done by FESCO. Data Migration and adjustments in finalized data objects is in progress.
Activities planned for next reporting period (21st Dec – 25th Dec) •
•
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All sites will Go-Live by the end of next reporting period subject to the provision of complete data by FESCO. Source files of FICO master data will be shared with AFF for data validation. Data Migration will be completed during next reporting period. 8
Current Status •
•
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Project Management
Data entry will be initiated for sites that have complete balances in the system e.g. ROs, Regional Stores etc. Change requests for training of addl. users will be submitted in next reporting period.
Activities delayed from schedule •
•
Continuous closure of FESCO offices due to employees union strike from November 5 th to November 19th has caused major disruption in cutover activities. As a result, scheduled Go-Live has been delayed. Collection, cleansing and provision of complete data for FICO on data templates (remaining objects) by FESCO is still awaited. Go-Live date is dependent on the provision of data by FESCO. The provision of data has been significantly delayed by FESCO causing increase in backlog data (3 months).
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Current Status
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Materials Management
Activities completed during the reporting period •
MM department has initiated entering tenders in the production system in the supervision of Abacus team.
Activities started and in progress: •
•
Support is being provided by Abacus team in the review of backlog data and open transaction data. Guidance is being provided to FESCO users in the data entry by Abacus team.
Activities planned for next reporting period (21st Dec – 25th Dec) •
Data entry will be initiated for sites that have complete balances in the system e.g. Regional Stores, etc.
Activities delayed from schedule: •
•
Continuous closure of FESCO offices due to employees union strike from November 5 th to November 19th has caused major disruption in cutover activities. As a result, scheduled Go-Live has been delayed. Delay in the provision of balances is causing delay in the start of data entry of backlog.
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Current Status
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Finance and Controlling
Activities completed during the reporting period •
•
Balances of 71 (out of 73) accounting units has been successfully uploaded in the production system. Trial balance for all these offices has been extracted from the system and provided to FESCO for reconciliation. Data of employee vendor is awaited for most of the accounting units. Required adjustments in the uploaded data and addl. Master data communicated by FD have been uploaded in the production system.
Activities started and in progress: •
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Balances are being prepared by FD for cutover for remaining accounting units. Finalized data objects are being uploaded in the Production environment.
Activities planned for next reporting period (21st Dec – 25th Dec) •
•
•
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Source files of FICO modules will be shared with AFF for data validation. Data Migration will be completed during next reporting period. Data entry will be initiated for sites that have complete balances in the system e.g. ROs etc. Balances will be provided by FD for all remaining sites during next reporting period.
Activities delayed from schedule: •
•
Continuous closure of FESCO offices due to employees union strike from November 5 th to November 19th has caused major disruption in cutover activities. As a result, scheduled Go-Live has been delayed. Provision and finalization of balances is still awaited. 11
Current Status
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Project System
Activities planned for next reporting period (21st Dec – 25th Dec) •
Data entry will be initiated for PDC and PMU in the next reporting period.
Activities delayed from schedule: •
•
Continuous closure of FESCO offices due to employees union strike from November 5 th to November 19th has caused major disruption in cutover activities. As a result, scheduled Go-Live has been delayed. Delay in the provision of balances is causing delay in the start of data entry of backlog.
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Status of Provision of Data for Cutover Status of Data Collection, Preparation and Provision and Upload MD / Migration Object TD
Data Tea Provided m /prepare d
Remarks
Data upload status
MD MD MD MD MD
Chart-of-Accounts FI (central) Cost Centers FI Profit Centers FI Cost Elements FI Banks (Bank Keys and FI House Banks) Assets FI Welfare Fund VendorsFI Employee Vendors FI Non Trade Vendors FI Pension Vendors FI
MD
Customers
FI
Yes
MD
Internal Orders
FI
Yes
MD
Fund Centers Funded Programs for Civil Works Commitment Items Material Master Material Extension (each plant)
FI
Yes
Data has been finalized by FESCO Data for RO offices is available that will be created as Customers Data for vehicles has been used to create Internal Orders Master Data file by Abacus Data has been finalized by FESCO
FI
No
Data has not been provided. Dependent upon CWIP data
FI MM
Yes
Data has been finalized by FESCO
Uploaded
Yes
Data has been finalized by FESCO
Uploaded
MM
Yes
Data has been finalized by FESCO
Uploaded
MD MD MD MD MD
MD MD MD MD
Yes
GLs of banks are still to be finalized by FESCO
Uploaded
Yes
Data has been finalized by FESCO
Uploaded
Yes
Data has been finalized by FESCO
Uploaded
Yes
Data has been finalized by FESCO
Uploaded
Yes
Data has been finalized by FESCO
Uploaded
Yes
Data has been finalized by FESCO
Uploaded
Yes
Data has been finalized by FESCO
Uploaded
Yes
Data has been finalized by FESCO
Uploaded
Yes
Data has been finalized by FESCO
Uploaded
Yes
Uploaded
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Uploaded Uploaded Uploaded
Status of Provision of Data for Cutover Status of Data Collection, Preparation and Provision and Upload MD / Migration Object TD
MD Service Master Data MD Vendor master data Project Master Data MD Project Definition Project Master Data MD WBS Elements
Data Tea Provided/ m prepared
Remarks
Data upload status
MM MM
Yes
Data has been finalized by FESCO
Uploaded
Yes
Data has been finalized by FESCO
Uploaded
PS
Yes
Data has been finalized by FESCO
Uploaded
PS
Yes
Data has been finalized by FESCO
Uploaded
TD
GL Balances (Balance Sheet)
FI
Partial
TD
GL Balances (P&L)
FI
Partial
TD
AP Balances
FI
Partial
TD TD TD
AR Balances CWIP Budget Data Inventory balance migration (Serialization)
FI FI FI
Yes
Data provided for 71 Data is being finalized by FESCO. Data for 71 Accounting units has been accounting units has been provided by FESCO so far. uploaded in the Production system. Data provided for 71 Data is being finalized by FESCO. Data for 71 Accounting units has been accounting units has been provided by FESCO so far. uploaded in the Production system. Data is being finalized by FESCO. Partial data for ROs Data provided for ROs has has been provided by FESCO so far. been uploaded in PRD Data for ROs has been provided by FESCO. Uploaded
Yes
Data has been finalized by FESCO
Uploaded
Yes
Data has been provided by FESCO.
Uploaded
MM
Yes
Data is yet to be finalized by FESCO
Uploaded
TD
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Status of Provision of Data for Cutover Status of Data Collection, Preparation and Provision and Upload MD / Migration Object TD
Data Tea Provided/ m prepared
TD
Open PRs (Yearly Purchase Plan and Civil MM Works)
Yes
TD
Open POs
Yes
TD TD TD
MM
Open Service POs (work MM orders) Open Stock Transport MM Orders Open Contracts
MD/ WBS BOMs TD TD Planned Cost Actual Cost (Running TD Projects)
Remarks
Data upload status
Yearly purchase plan has been finalized by MM, however, open PRs for Civil works are yet to be NA finalized. Users will enter this data in the system after Go-Live Data has been prepared by MM and PMU for open NA POs which will be entered by users after Go-Live
Yes
Data is being finalized by FESCO which will be manually entered in the system by the users
NA
Yes
Data has been prepared by FESCO for open STOs which will be entered by users after Go-Live
NA
MM
Yes
Data is being finalized by FESCO which will be manually entered in the system by the users
NA
PS
Yes
Data has been provided by FESCO
Uploaded
PS
Yes
Data has been provided by FESCO
Uploaded
PS
Yes
Data has been provided by FESCO
Uploaded
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Key Risks and Mitigation Strategies Please refer to the attached sheet
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Key Open Issues Issue
Level
Brief Description
Resolution Steps
Status
Provision of data by Finance Department as per SAP data templates.
High
Data preparation process has not been initiated by Finance department on the SAP data templates despite lapse of several weeks.
Data Owner needs to assign a team with the task of collecting and preparing data on SAP data templates. Priority needs to be given to the data required for configuration.
Open (Data preparation activity is in progress and most of the master data objects have been finalized by FD)
Unsatisfactory response time of hardware vendor for replacement of faulty part
High
The faulty part needing replacement in the affected QA system could not be replaced by HW vendor despite lapse of 1 week. HW vendor is supposed to maintain inventory of critical parts at FESCO premises to avoid such delays.
FESCO needs to ensure that inventory of critical parts is maintained at FESCO premises and HW vendor provides support as per committed response times.
Open
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Key Assumptions/Critical Success Factors For a successful go live as per the current project plan version it is imperative that following factors are strictly adhered to: Availability of Process Owners and Power Users for Final Preparation Phase activities as per schedule needs to be ensured. Resources committed 100% to the project (FESCO and Abacus) are not diverted on other tasks/assignments. Delivery organization resources are not forced to undertake any activity that is out of scope and/or that could impact the go live date of the project. Resources are kept interested and motivated. Key decisions to be sought from business users are thought out well in advance so that the decision making time doesn’t impact the go live date. Issues are at best resolved at the execution layer of the project and efforts should be made to not let the issue create an environment of animosity and conflict. If these cant be resolved at this level, the same should be escalated to the appropriate level for resolution without wasting any time. Availability of Hardware and communications infrastructure for sites needs to be ensured as per schedule. Uninterrupted system access should be available to the team to carryout cutover activities. •
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