ASAP Phase 4: Final Preparation

The purpose of this phase is to complete the final preparation of the R/3 System for going live. This includes testing, user training, system management and cutover activities, to finalize your readiness to go live. This Final Preparation phase also serves to resolve all crucial open issues. On successful completion of this phase, you are ready to run your business in your productive R/3 System.

In Phase 4, your end users go through comprehensive training. The last step will be to migrate data to your new system. In particular a going-live check is carried out and an R/3 Help Desk set up.

Fig. Xx: Main work packages of Phase 4

This phase builds on the work done in the previous two phases so that R/3 can be handed over to the individual departments for productive operation. This includes creating the user documentation and training the end users. The technical environment is installed for the productive system and the project managers make plans for going live, including the transfer of data from legacy systems and user support in the startup phase.

End-user training can be the area an organization spends the most time and money to complete, since proper training is critical if the project is to be successful. A high-level training plan should have been developed within the Project Preparation phase, but now more detail is added. The training program is set up according to the number of users, their location and their tasks. Once the site of the courses and the trainers have been chosen, the courses can be held.

To accelerate your training activities, you can purchase the R/3 Info Database (InfoDB), a blend of R/3, multimedia content, and tools. The R/3 InfoDB contains over 250 standard courses that we use in our SAP training facilities worldwide. These courses are available for multiple R/3 releases in up to 14 languages.

Computing Center Management System

As part of setting up the Computing Center Management System (CCMS), the system administrators are trained and the network administration, backup, archiving, and capacity monitoring systems are prepared and tested. Some of the tasks involved here are configuring the printing facilities, conducting system volume and stress tests and conducting a going-live check.

Furthermore, R/3 logon groups are now set up, enabling you to provide application servers with improved response time for particularly important work groups using time-sensitive transactions.

Operation modes (resource configurations for each instance of the R/3 System) now need to be defined, with the times that the services are available. Alert monitors and backup schedules are set up. Productive system printing procedures and spool administration procedures are defined according to the Systems Operations Manual set up in the Blueprint Phase. Finally, the R/3 job scheduling system needs to be configured, as well as alert monitors and backup schedules defined.

Also in Phase 4, the system administration staff needs to be trained in a workshop session. Topics include troubleshooting, tape management, and user management, as well as escalation procedures.

Fig XX: R/3 technical implementation cycle

In Phase 4 you simulate the productive operation of your R/3 System, a step of great importance. The test plan contains all the most important situations that arise in the normal course of business:

* Testing conversion procedures and programs

* Testing interface programs

* Conducting volume and stress testing
* Conducting final user acceptance testing
* Developing a final go-live strategy

The test situations are selected on the basis of importance and frequency of expected use. Printers and other output devices are also included in the tests, in order to, for example, check print volumes or print layouts in printed invoices or purchase orders. End users are included in the planning and execution of the tests.

Volume testing also involves checking the critical parameters for specific business procedures, for example, adhering to a two-second average processing time to create a sales order.

CATT Test System

The Computer Aided Test Tool (CATT) can be used to automate test sequences for key business processes. The results are logged in detail and then reviewed. CATT is also used for quality tests during release changeovers and for simulating complete business processes.

System administration testing involves testing the activities of a System Administrator, such as managing job scheduling, administering corrections and transports, reacting to R/3 System alerts and logs.

Phase 4 also provides for the testing of the disaster recovery plan and of the procedures defined for the productive environment. If a third-party provider has been engaged for these services, their services and responsiveness can also be tested. Disaster downtimes are verified and details on de-escalation procedures are documented.

Now that the technical configuration for the productive system is finalized, plans are drawn up for transferring legacy data. At this point, the system settings (Customizing) and R/3 Repository objects are transferred from the quality assurance system, and automatic and manual data transfers to the productive system are carried out and tested.

GoingLiveTM Check

The GoingLiveTM Check involves an analysis of the major system components of the R/3 installation with regard to system consistency and reliability. For this, SAP experts log on your R/3 System via a remote connection, inspect the configuration of individual system components, and provide valuable recommendations for system optimization. By analyzing the individual system components before production startup, SAP can considerably improve the availability and performance of the customer's live system. In addition, the technical application analysis provides information on how to speed up the core processes within R/3.

In the second step of optimization the transactions with high resource consumption are searched for and necessary adjustments made. In the third step of verification, the changes from the two prior sessions are validated. This check is performed in the productive operation system.

After a system goes live, some fine tuning and eliminating of potential bottlenecks is still necessary. This is carried out four weeks after going live with the R/3 System.

Refining the Cutover

At the end of Phase 4, it is necessary to refine and validate the cutover plans generated in the Realization phase. Among other things, this includes tasks such as the reviewing of the runtime of test runs to estimate runtime for the complete data size. A conversion checklist for transporting all changes into the productive system is provided for all the configuration settings to be imported.

At this stage, it is important to verify that required tasks have been successfully completed, for example, that the technical environment is in place, the cutover programs are ready and the application data is verified. Approval is now sought from project management and company senior management to start the cutover process.

Here you can also refer to the Data Transfer Made Easy Guidebook created especially for this purpose. It is located in the Knowledge Corner of the ASAP CD.

The help desk is particularly important in the first weeks after going live, but you will require help desk support throughout the productive life of your R/3 System. An internal help desk should be staffed and supported mainly by employees of the enterprise. Setting up a help desk involves, among other things, installing office and technical equipment and defining OSS users. Problems which cannot be solved by this internal help desk are forwarded to SAP via the OSS system.

As soon as you know when you will go live with the R/3 System or with new R/3 applications you should inform SAP. Thus you can ensure that SAP can provide optimal support throughout your going-live phase. For the last weeks before and first weeks after the go-live date, SAP offers the R/3 GoingLive Customer Care Service, accessible via SAPNet and OSS.



Related Topics:
Basic Concept of Global ASAP
ASAP Global Roadmap
ASAP Phase 5: Go Live and Support
ASAP Phase 4: Final Preparation
ASAP Phase 3: Realization
ASAP Phase 3: Realization
ASAP Phase 2: Business Blueprint
ASAP Phase 1: Project Preparation
Accelerated SAP II
Accelerated SAP Introduction
Phases of a SAP Project ASAP