SAP Reference Documents (7.5) 5nd part

G. Project Quality Records

Project Charter

Project Plan with all Supporting Documents

Blue Print

Functional Specification

Technical Specification

Walkthrough / Review reports

Unit /Baseline Test Spec

Integration Test Spec

Unit /Baseline Test results

Integration Test Results

Acceptance

Customer Correspondence

Change Control Records

Training Records

PES Decision Sheets

Project Reports

Document Distribution Lists

Code Review Reports

Project Metrics

Marked Checklists

Customer ABAP Object List

SPDD / SPAU Program List

Upgrade Document

Synchronization List of Program

Installation Log

Note: Project Quality Records will be retained in the Livelink for minimum 2 years / as decided by SEPG.

H. Controlled Documents in a Project

1. Project Charter

2. All plans - project, quality, configuration management, test, training, risk management

3. All specifications - BP, Functional Specs, Technical Specs, Customization Document

4. All test specifications (unit / baseline, integration)

5. All review records , audit reports

6. Maintenance Requests, Change Requests, Change Control Logs etc.

7. All upgrade related Documents like Customer ABAP Object List, Upgrade Document, SPDD / SPAU Object List List, Synchronization Program List, Transport Document etc.

8. Project Report

Note: Version Control will be maintained for charter, plan & specifications. Other documents will be controlled with the proper naming convention identified in the document numbering scheme.

I. Formats

Page 1, the first page of all templates contains the following information in the format shown below:
Project Name:
Document Name:
Document ID:						Version No:
Prepared by:				Contact No.		Date:
Reviewed by:				Contact No.		Date:
Approved by:				Contact No.		Date:
Released by:				Contact No.		Date:
Revision History
Sr. No.	Version No.	Date of Revision	Section Number	Description of Change	Reason for Change	Change made by	Reviewed by
The following header is printed on all project documents subject to control:
------------------------------------------------------------------------------------------------------------
	MARKWAY TECHNOLOGIES PVT. LTD.
------------------------------------------------------------------------------------------------------------
The following footer is printed on all project documents subject to control:
------------------------------------------------------------------------------------------------------------
Document ID		Page I of n		Controlled Document
Document Name					ãCopyright - Do Not Duplicate
------------------------------------------------------------------------------------------------------------
In the footer, I stands for current page number and n for the total number of pages.
Documents other than templates like any type of Reports, Checklists, Excel Sheets etc. need not
have a separate first page. However, header & footer should remain same for every document except
for Excel sheets.
Guidelines/examples in template shall be in italics. Body text shall be Arial 10.
This format shall be followed for all internal documents where as for the documents shared with
customer, the format may be changed as per their requirement.
However, in such case a separate standard has to be defined.
Whenever a project document is prepared, the heading / name of the document shall be suitably
modified to suit the project.

J. Document Numbering Scheme

This section explains the numbering scheme for all SISL documents within the scope of the Quality Management System.
1. Numbering scheme for project documents
The document number will have the following format:
__
Where
Ø Project ID is assigned by PM and will be having a maximum of “5” character length.
Ø Document ID is the Short name of the Document and will be having a maximum of “4” character length except for engineering documents.
For engineering documents,
Document ID shall be
_
Where,
Module ID shall be limited to “3" character length & Number shall be of “3” character length preferably running serial number.
If specific module is not applicable, Module ID can be given as “ZZ”
Ø Free text shall be either Version Number, Date or Month as suitable.
2. Illustration of Document Numbering Scheme
Ø First version of Project plan of EMCURE Project shall be
EMCUR_PP_1.0
Ø Project Quality Report for the month of January 2004 for EMCURE project shall be
EMCUR_PQR_Jan04
Ø Minutes of Meeting dated 01-01-04 for EMCURE project shall be
EMCUR_MOM_01Jan04
Ø Functional Specification for SD module for EMCURE project shall be
EMCUR_FS01_SD001_C014
Ø Blue Print for EMCURE project shall be
EMCUR_BP_ZZ001_1.0
3. General Note for Naming and Numbering Convention
1. No Space should be provided before and after underscore.
2. For Configurable items, versions would start at 1.0 and for changes, the version control will be in steps of 1.0, starting from 1.0, and 2.0, 3.0 and so on for all major changes like changes in scope, schedule deliverables etc. For minor changes, versions shall be maintained 1.1, 1.2 etc. Decision on major & minor shall be to the discretion of Project Manager. This shall be clearly defined in the Project Plan
3. All draft documents shall contain DX along with version number, where “X” is the draft number. e.g. COA-PP-D1 for the first draft & COA-PP-1.0D1 for the draft, during revision after base lining the first version.
4. Live link labelling shall be as per the id of the document.
4. ID FOR STANDARD MODULES ARE
Module Name			ID
Financial Accounting			FI
Controlling			CO
Materials Management			MM
Production Planning & Controlling			PP
Production Planning & Controlling – Process Industry			PI
Quality Management			QM
Sales & Distribution			SD
Plant Maintenance			PM
Customer Services			CS
Project Systems			PS
Treasury			TR
Advance Planning & Optimizing			APO
Business Information Warehousing			BIW
Customer Relationship Management			CRM
Strategic Enterprise Management			SEM
5. SAMPLE SHORT NAME FOR STANDARD DOCUMENTS IN A PROJECT ARE
Document Name			Short Name
Project Plan			PP
Project Charter			PC
Blue Print			BP
Functional Specification			FS01------FS99
Technical Specification			TS01------TS99
Unit Test Specification & Results			UTS
Integration Test Specification & Results			ITS
Responsibility Transfer Form			RTF
Project Report			PR
PES Decision Sheet			PDS
Minutes of Meeting			MOM
Delphi Estimation Work Sheet			DEW
Customer Feedback Form			CFF
Project Organization Structure			POS
Attendance Record			AR
Course Feedback			CF
Lessons Learnt			LL
Risk Escalation Level Calculator			REL
Program Documentation			PD
Test Details & Error Log			TE
Customization Document			CD
Note: Above are the suggested short names if not separately defined in Project Plan. If the project contains deliverables not listed above, the shortname shall be defined in the projectplan

K. Quality Assurance Table

Review Object	Responsibility	Reviewers	Type of Review	Approval
Estimation Document	TL / PM	PM/SM	Offline Review	PM/SM
Project Charter	PM	SM, PQM	Offline Review	SM / Customer
Project Plan	PM	PQM, TC, SM	Walkthrough	SM,TC
Project Report	PM & PQM	PQM, TC & SM	4 eyes Review / Offline Review	TC, SM
Business Blue Print	PT (Functional)	Self review - 100%, Sampling by Peer / PQM	4 eyes review / Offline Review	PM / Customer
Functional Specification	PT (Functional)	Self review - 100%, Sampling by TL / PQM	4 eyes review / Offline Review	TL
Technical Specification	PT (ABAP)	Self review - 100%, Sampling by TL / PQM	4 eyes review / Offline Review	TL
Code	PT (ABAP)	Code Inspector / Peer PT / TL, Sampling by PQM	4 eyes review / Offline Review	TL
Unit Test Specifications	PT (ABAP)	Self review - 100%, Sampling by TL / PQM	4 eyes review / Offline Review	TL
Unit Test Result	PT (ABAP)	TL / PQM	Offline Review	TL
User Documentation ( Offshore ABAP)	PT (ABAP)	Self review - 100%, Sampling by TL / PQM	4 eyes review / Offline Review	TL
Integration Test Specifications	Customer /TL	Customer	Offline Review	Customer
Integration Test Result	Customer /TL	PM & Customer	Offline Review	Customer
Customization Document	PT (Functional)	Self review - 100%, Sampling by Peer / PQM	4 eyes review / Offline Review	PM / Customer
Customer ABAP Object list	PT (ABAP)	Self review - 100%, Sampling by TL / PQM / PM	4 eyes review / Offline Review	Customer
SPDD / SPAU Object List	PT (Basis)	Self review - 100%, Sampling by TL / PQM / PM	4 eyes review / Offline Review	Customer
Upgrade Document (Development, Quality & Production)	PT (Basis)	PQM, TL / PM	Offline Review	Customer
SPDD /SPAU Adjustments	PT (Basis)	Self review - 100%, Sampling by TL / PQM / PM	4 eyes review / Offline Review	Customer
Synchronization List of Programs	PT (Basis)	Self review - 100%, Sampling by TL / PQM / PM	4 eyes review / Offline Review	Customer
Lessons Learnt	PM	PQM	Offline Review	SM
PES Presentations	PM	PQM	Offline Review	SM
TC - Technical Controller	TL – Team Lead	SM - Systems Manager	PQM – Project Quality Manager	PT - Project Team Member
The review participants shown here are recommended. Additional participants may be involved as required. Any person trained in leading a review is suitable for the role of Moderator.
For minor changes, Offline Review can be done. For major changes, review should be done as suggested
PQM review with respect to work products will be limited to the adherence of QMS and quality of the deliverable. If PQM is technically qualified to perform the technical review, another reviewer is not required. Alternately peer reviewer also can ensure adherence to QMS.

L.Difference Between Review Methods

Questions	Off-line Review	4-Eyes Review	Walkthrough	Inspection
Review meeting required ?	no	yes	yes	yes
Review object distributed to participants prior to meeting ?	not applicable ( no review meeting)	preferred, but not mandatory	yes	yes
Author takes discretion about accepting reviewer's comment	yes	no	no	no
Separate Moderator's role defined ?	no	no	yes	yes
Separate Reader's role defined ?	no	no	no	yes
Selection of reviewers done by Author with Project Manager	not required	permitted ( Author alone can decide )	yes	no
Distribution of review material to the review participants is done by	Author	Author	Moderator	Moderator
Is the reader same as author ?	not applicable ( no review meeting)	Reader's role not defined	Reader's role not defined	no
Preparation Phase required	Not applicable	no	yes	yes
Preparation time rate defined/followed ?	Not applicable	no	yes	yes
Review meeting may be cancelled, because reviewers are not completely prepared	Not applicable	may be	yes	yes
Formal aspect/stylistic issue/spelling/grammatical errors discussed ?	yes	yes	noted separately but not recorded	no
Solutions to problems discussed ?	permitted	permitted	no	no
Checklist?	recommended	recommended	mandatory	mandatory
Separate Recorder Needed?	no	no	recommended	mandatory

M. Checklist for Moderator

Review Planning ( before calling for invitation)
1	Is the review object complete?
2	Is the review object up-to-date?
3	Is the checklist for the review object up-to-date?
4	Are all necessary standards/guidelines available?
5	Are all referenced documents available?
6	Has a room reservation been made?
7	Has enough time been planned for the review object?
8	Do all reviewers know how the review process is carried out?
9	For comments technique: Were all reviewers informed about the deadline for submission?
10	Is there any obvious errors in the review object , (before calling review meeting )?
11	Is the size of the review object NOT too large ? ( Less errors are detected for too much large object )
12	Is the time estimation for preparation is more or less OK and proportional to the size of the review object ?
13	Is the label of the review object locked in configuration management archive ?
14	Whether all the necessary tools that need to be run has been actually run ? ( e.g. static code checker for code review, Requirement Tracing tool etc. )
After calling for review meeting and before review meeting :
1	Whether there are enough attendance confirmations for the review?
2	Have all reviewers received and read the documents?
3	Are the reviewers facing major problem in understanding the review object
4	Are there large no. of major errors detected by most of the reviewers ? ( In this case, the moderator may cancel the review session )
5	For comments technique: Have all comments been submitted and are they clear?
During Review Meeting :
	Is the version of the review object presented in the meeting is the same ?
	Are the solutions NOT discussed in the review meeting ? ( In case of Walkthorugh and Inspection )
	Is everybody getting a scope to speak out ( including the weakest speaker) ?
	Is there sufficient time left for the recorder to note down the defect after detection of every error ( no discussion during recording)?
	Has everybody signed on the review protocol before leaving the meeting room ?
After the Review Meeting :
	Are all the defects corrected & verified?
	Whether all the open issues ( if any ) detected during the review meeting are closed within planned dates or escalated at higher level?
	Is the corrected version put under configuration management ( with fixed label ) and released?
	Whether the author has intimated about the release to the affected group/customer ?

N. Project Plan Review Checklist

Sr. No.	Point to be Verified
1	Are the contents comprehensive in that they cover all activities throughout the project?
2	Are the referenced documents mentioned?
3	Has the contract/SLA/SOW been referred while preparing the plan?
4	Are the deliverables of the projects identified?
5	Is the project execution methodology identified?
6	Are the acceptance criteria and project closure criteria mentioned?
7	Are the infrastructure and training requirements identified?
8	Is the project monitoring and control covered?
9	Are the testing methods and techniques mentioned?
10	Are the project specific standards identified?
11	Is the metrics management explained?
12	Are the configuration and risk managements defined?
13	Does the plan cover the whole project?
14	Does every phase/object have a start and end date?
15	Is the total time required for each phase estimated?
16	Are the activities for each phase defined, with appropriate time scales?
17	Are the estimates for the staff and times reasonable?
18	Is there any basis for estimates? (e.g.) similar project?
19	Is there an externally imposed deadline? Have the estimated dates simply been calculated from it? If so, how realistic are they?
20	Where one task is shown to be dependent upon another, what will be the consequences of any delay in completing the first task?
21	Are there any activities, which are parallel activities? If so, is the relationship between activities clear?
22	Does the plan show how communications with all the interested parties will be maintained? Consider customer, users, other members of the project, external organizations, those providing expert assistance etc.
23	Are the project's organizational structure, resource allocations, schedules, and milestones complete?
24	Are risks adequately addressed and solutions identified?
25	Have assumptions are documented?
26	Is the primary obective of the Project management Plan (PMP) and each section being met?
27	Do resource allocations, schedules and milestones compare with estimates/results for similar efforts?
28	Is substantiating information to support proposed allocations, schedules, and milestones available?
29	Is the information provided of necessary and sufficient detail for the intended audience?
30	Does the QA Plan covers all the review objects, responsibility, reviewers, type of review, approval authority etc.
31	Does the Project Quality Plan contain the Quality Goals & objectives correctly identified?
32	Has the re-planning criteria defined in the project plan?
33	Has the distribution list defined in the projectplan?

O. Configuration Items

Phase	Milestone	Configuration Items	Item Type	Baseline Event/Criteria	Responsibility
Project Preparation	Project Charter	Project Charter	Document	Approval from SM /sign off from customer	Project Manager
Project Preparation	Planning	Project Plan	Document	Approval from SM & TC	Project Manager
Project Preparation	Planning	Test Plan	Document	Approval from SM & TC	Project Manager
Business Blue Print	Business Blue Print	Business Blue Print	Document	Sign off from customer	Team Member (Functional)
	Preparation of Customer ABAP Object List	Customer ABAP Object List	Document	Sign off from customer	Team Member (ABAP)
	Identification of Adjustments to SAP Standard Objects	SPDD / SPAU Object List		Sign off from customer	Team Member (ABAP)
Realization	Functional Specification Preparation	Functional Specification	Document	Sign off from TL (ABAP) / PQM	Team Member ( Functional Consultant)
	Technical Specification Preparation	Technical Specification	Document	Approval from TL (ABAP) / PQM	Team Member (ABAP)
	Coding	Coded Units	Source code	End of Integration Testing	Team Member (ABAP)
	Unit / BaselineTesting & Integration Testing	Unit Test Specification& Test results, Integration Test Specification & Result	Document	Approval from TL (ABAP) / PQM / Sign off from Customer	Team Member (ABAP)
		Tested Units	Executable/ scripts	Approval from TL (ABAP) / PQM / Sign off from Customer	Team Member (ABAP)
		Program Documentation	Document / updation in SAP	Approval from TL (ABAP) / PQM	Team Member (ABAP)
Final Preparation	Customization	Customization Document	Document	Approval from PM / Sign off from Customer	Team Member ( Functional Consultant)
	Identification of changes for Synchronization	Synchronization Program Llist	Document	Sign off from Customer	Team Member (ABAP)
Other documents listed under controlled documents also will be maintained with proper naming convention.
* Projects have to define the Criteria/Events for the baseline of their identified Items e.g..
v Configurable Item = Source Code
Possible Baseline Events = After Code Review, Unit Testing, Code Release for IT, End of integration testing etc
v Configurable Item = Integration Test Specification
Possible Baseline Events = When review comments incorporated etc