Project Briefing Kit (2.2.0)

2.1.1 Project Briefing Kit

A. Objective

vTo provide an overview of Project

vTo enable the participant to understand the process to be followed so as to ensure the smooth execution of the Projects

B. Project Overview

C. Overview

D. Project Status Summary

E. Technical Project Platform

F. Project Methodology

G. Project Organization & Staffing

H. Project Schedule Status Summary

I. Project Standards

J.Defect Prevention Activities

K. Customer Issues

L. Process Overview

M. Quality Policy

N. QMS Stakeholders

O. QMS Document Structure

P. QMS Structure

Q. QMS Structure

R. Process Assets and Database

S. Process Change Triggers

T. Process Change Management

U. SAP Product Implementation Procedure

Our Approach…..

v      Project handover from Marketing

v      SM should formally communicate the Project initiation to PM, PQM & support teams.

v      Register in the QMS Site - SM, PM, PQM & all Tem Members

v      Ensure that at least PM & PQM have attended the QMS Training

v      Register the Project in the QMS site

v      Prepare the Project Briefing Kit

v      Provide training to the team members

v      Collect the Training Records

Life Cycle followed

v      Project Preparation

v      Business Blue Print

v      Realization

v      Final Preparation

v      Go-Live

v      Post Go-Live and Support

v      Application Management Support

Support Activities

v      Training

v      Audits

v      Purchase

v      System Administration

Life Cycle Model – Offshore ABAP development

Life Cycle Model – Application Management Support

Project Preparation

A. Project Initiation

v     Review the Contract / Purchase Order / SLA for scope, schedule, cost, resources requirements & risks.

v     Clarify open points from Customer, SBU Head, Marketing & Account Manger

v     Prepare the Project Charter and get it approved by SM

v     Establish Project Standards & Procedure

B. Project Plan Preparation

v     Estimation to be carried out based on inputs from contract phase

v     Estimation can be done at two granularity level, Gross and   Detailed

v     Use Delphi method & Estimation Sheet for Estimation

            Estimation Tasks to include

            Size of software work products

            Effort for software development

            Resources requirement

            Schedule

v     PM Identifies the Resource requirement

C.Project Planning

C.1 Quality Plan

v      PQM fills in the Quality Plan section to define the project process

v      Identify the life cycle activities

v      Set the Project Goals

v      Identify the Quality Assurance Mechanism

v      List down the Project Quality Records & Documents

v      Address the deviations

v      Refer & Adopt good practices and re-usable artifacts from other projects

v      PM fills in all other sections.

v      Project definition-Scope, deliverables, staffing, milestones & schedules etc.

v      In case of Offshore ABAP projects, there will be multiple objects for each project. The detailed schedule shall be created for each object at the time of its receipt.

v      Configuration Management Plan- Baseline Criteria, CM activities & Responsibility, Back up etc.

v      Risk Management Plan- Risk Level Identification, Risk identification, mitigation & Contingency plan

C.2 Configuration Management

v        Baselines

v        Identification of software work products to be placed under configuration library

v        Process for entering and checking out any object from the Project Library

v        Change Control – Change Control Log

v        Backup Process

v        Release Management – E-mail

v        Configuration Audit

v      Configuration Status Reporting

C.3 Risk Management

v      Identify risks

v       Analyze risks

v       Plan risk mitigation

v       Assess effectiveness of mitigation

Standard risks (Most Likely Risks)

v       Functional Coverage/ Scope definition

v       Estimate accuracy

v       Schedule

v       Financial (Cash Flow, Budget, Payment schedule)

v       Technology/Experience

v       Performance

v       Manpower

Non-standard risks are project specific

Project Planning

v      PM fills in all other sections.

v      Training Plan- Identification of training requirement for the team & waiver if required

v      Test Plan – Unit Test plan along with project plan for Offshore ABAP

v      Test Plan can be separately prepared for the implementation Projects -  Unit / Baseline & Integration

v      Walkthrough by PM, PQM, SM & TC.Get Approval from SM, TC

v      Maintain excel sheets for all data which are to be maintained live.

C.4 Start PES

v      Have at least draft Project Plan ready during start PES

v      Invite the PES Committee for meeting

v      PES committee consists of SM, TC & FC. Any other person who can add value to the PES may also be included, like HR and System Admin representative. The schedule are mentioned in the respective Project Plans.

v      Have Start PES for

v      checking planning and deciding on release of the planned process steps.

v      Decide on the start of the project.

v      Circulate the PES Decision Sheet

C.5 5Kick Off

v      Formal Announcement of Project Start to customer & Team

D.Business Blue Print

v      Project Team Member (Functional Consultant) Prepares Business Blue Print

v      Business Process Master List

v      Business Process Questions &

v      Customer Input Templates

v      BBP is reviewed by PM & PQM. Approved by PM & Customer

D.1 Only for Upgrade Projects

v      Customer ABAP Object List is prepared by the Team Member

v      Customer ABAP Object List is reviewed by PM & PQM and approved by PM & Customer

v      Technical upgrade of Development System is carried out by the Basis team.

v      Technical upgrade is reviewed by the PM & PQM.

v      Adjustments to SAP standard objects are identified by the Basis Team Member.

v  This is reviewed by PM & PQM

E. Realization

v      Development requirement is identified as an object for development, by the Team Lead (Functional Consultants) / On site coordinator.

v      Revisit of Estimation, Test plan & Project Plan for Implementation Projects

v      Functional specification (FS) is prepared by Project Team Member (Functional) / OC

v      FS is reviewed by ABAP Team Lead & PQM & signed off

v      Effort estimation of each object for Offshore ABAP Projects

v      Estimation is reviewed by PM

v      Technical Specification is prepared by ABAP Team Member

v      TS is reviewed by ABAP TL & PQM

v      Adjustments to SAP standard objects are made (Upgrade ).

v      Coding / adjustments to source code (upgrade) is done by the ABAP Team Member

v      Code Review is done by the ABAP TL & PQM

v      Unit / Baseline Test  Specifications are developed by the Project Team Member

v      Review is carried out by PQM & TL / PM

v      Testing is done by the Project Team Member

v      Test results are reviewed by PQM & TL / PM

v      Program Documentation is prepared by the Team Member.

v      This is reviewed by TL & PQM

v      Object is released for integration testing.

v      Technical Upgrade of Quality and / or Test Systems is done. (upgrade)

v      Master Data templates are prepared (these are project specific) to collect the data for migrating into the Quality environment.

v      Quality Environment is set up.

v      Customizations as well as developments are transported from Development system to Quality System.

v      Quality testing Data is migrated to Quality Environment.

v      Integration Test Specification is prepared by the customer with the help of Team Member (Functional Consultant) .

v      Test Specifications are reviewed by PM & PQM.

v      Testing is done by the Team Member.

v      Test results are reviewed by PQM & PM and signed off by PM & Customer.

v      Realization phase is signed off at the completion of Integration Testing.

v      System is accepted 

F. Final Preparation

v      Production environment is set up.

v      All the developments as well as configuration are transported to Production environment.

v      Customization document is prepared.

v      Changes for Synchronization is identified. (upgrade)

v      Technical Upgrade of Quality and / or Test Systems is done. (upgrade)

v      Synchronization of changes is carried out. (upgrade)

v      Cutover to Production System is planned & performed.

v      Sign off on Go Live of project is obtained at the end of this phase.

G. Go-Live & Post Go-Live Support

v      Support is given to end users in the initial phase of production operations.

v      At the end of this phase project is closed

H. Application Management Support

v      Knowledge Transfer & Handholding

v      Receiving Maintenance Requests

v      Through E-mail, Fax, telephone, Remedy

v      Logging of Maintenance Requests

v      Updation in Remedy through Unique Identification Code

v      Maintenance Request Acknowledgement

v      Acknowledgement mail through e-mail

v      Maintenance Request Assignment

v      Through Remedy

v      Maintenance Request Analysis

v      Through Remedy for incidents

v      Through Delphi Estimation Sheet for Change Requests

v      Maintenance Request Resolution

v      FS, TS, Code, Test Specification, Program Documentation, Configuration Document etc.

v      Maintenance Request Release

v      Release notification via remedy

v      Maintenance Request Closure

v  Customer approval via e-mail

I. Project Tracking

v      Monitor Project Planning

v      Validate Project Plan in an ongoing basis

v      Escalate Issues related to technical, quality, infrastructure, manpower, customer, finance etc

v      Monitor Commitments

v      Timesheets

v      Weekly Team Meetings

v      Meetings with Customer

v      Status Review Meetings

v      Monitor Commitments from Support Groups

v      Monitor Quantitative Data Management

v      PM updates the PPR on a monthly basis

v      PQM updates PQR on a monthly basis

v      Analyze these internally in the project during status review meetings

v      TC analyzes these reports from different projects in the SBU level & escalates it to SBU Head & P& Q Head through CQR

v      This is further analyzed by the Quality manager in the Organization Level & important points are escalated to Senior Management through Management Report

v      Status Reporting

v      PM forwards PPR to SM, PQM & TC for analysis

v      Escalate Issues through PPR

v      Project Handover

v  Where do we get data for Project Quality Report & to Project Progress report?

- Time Sheets, Review reports, Test Reports, Schedule, Change Control Logs etc.

Escalation Methodology

Requirement Engineering (SCOPE)

Requirement Elicitation – Standard Methods

Requirement Development and Management

SAP Product Implementation Procedure

Software Quality Assurance _ Reviews

v      Review each deliverable

v      Walk through for all plans – invitation has to be forwarded, a moderator is required, review items with reference documents are to be circulated few days prior to the review, have a review meeting, record the findings, closure of findings

v      Four eyes review with out invitation for all technical documents except for FS – have a review meeting, record the findings, closure of findings

v      Offline Review – no review meeting, record the review findings, closure of findings. FS, Project Charter

v      Defect Logging & Closure

Training

v      Trainings requirements are either identified in the Project Plan by the PM or in the SBU level by SM or SBU Head. Trainings which can be conducted internally are coordinated within the SBU & training records are maintained.

v  For Technical & QMS trainings required externally, forward a Training Requirement to training Co-ordinator with the help of TC, nominate the participants through portal, attend the training, give a feedback through portal. Update the skills inventory of the participant

Release Mechanism

v      Document Approval & Release

Approval in the review result of each document. Email notification while release of document

v      Object Release for Offshore ABAP Projects

Project Team Member (PT) releases the object & program documentation by forwarding an e-mail to the Team Lead (TL) mentioning the Object Name, Transport Number, Program Documentation reference & Test Results details. Team Lead after verifying the details, forwards the same to Onsite Coordinator / Customer / Project Manager - Implementation

v      MR Release for Application Management Support

Mail relevant information through remedy

Completion & Acceptance Criteria

Unless specified otherwise by customer;

v      For Offshore ABAP Projects,

In an object based project: Each object will be considered as completed under the following cases- formal acceptance of the object by the customer or two weeks after the release of the object which ever comes earlier, unless otherwise specified in the contract by the customer or agreed in the Project Initiation Document.

In a timeline based project: If the timeline has expired.

For Implementation & Upgrade Project,

Sign off of each phase will be considered as acceptance of that phase & sign off of all phases is considered as closure of the project.

v      For AMS Projects,

v      The Status in remedy is put to ‘Resolved’ by the consultant for every issue. The user can re-open the case if required for a pre-defined period. After that the system automatically changes the status to ‘Closed’. The user will then require to open a new request.

For time based project, when the contract expires, the project will be deemed as closed. If it is renewed, then it will be treated as a new project.

Project Closure

v      Complete Project Metrication

v      Archive Project & Documents

v      Release Resources

v      Project assets are returned to owners

v      Organize END PES

v      Lessons learned are collected

Get Customer Acceptance / Sign off

Get Customer Feedback Form / Customer Satisfaction Survey Form filled

Verification

Audit

v      Check conformance of practices w.r.t defined QMS standards

v      Effectiveness of Quality system in meeting quality objectives

v      Identifying areas of improvement

v      Responsibility - QMR

v      Project Audits

v      Projects audited twice internally

v      External Audits held twice a year

v      Other Audits

v      Configuration audits and Process Audits by PQM, QMS audit, System Administration, Purchasing, Training

v  QMR to prepare yearly audit plan & the same is available on the  QMS Intranet

Quality Records

v      Planning - Project Plan along with Quality Plan, Configuration Management Plan, Project Test Plan, Risk Management Plan & Training Plan

v      Technical – BP, FS, TS, Code, Standards, Configuration Document

v      Test -    UTS, ITS and Unit & Integration Test logs

v      Review records - Review reports and List of Deficiencies of all project documents

v      Monthly reports - PPR, PQR

v      MOMs, PES decision sheets, Customer Satisfaction Survey form / Customer feedback Form

v      Upgrade documents – Customer ABAP Object List, SPDD /SPAU object List, Upgrade Document, Synchronization Program List