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About Me:

I have 6 years of experience in projects of B1 implemented like of 2005 B pl30 to 9 version pl4. This about my short introduction.

Consisting of both failure and successful stories depending on which I have constructed steps to be followed for successful implementation.

I know that SAP has given ASAP methodology but in this blog am going to explain it in differ way.

Purpose of the BLOG:

How to Implement SAP Business one projects.

Pre Sales:

  1. Pre sales person should know the functionality of the b1.(At least he should know what can be done what can not be done)
  2. Targeted industry should be achievable, for example we should avoid to target the Textile Industry (for example B1 wont support Size wise Colour wise item master) or Project management or Jewellery  etc.. But still add-ons are available in the market.
  3. First we should do high level analysis of their business then we have to give commitment.
  4. While showing demo we should do it in SAP itself not in PDF file or some other documents. This will avoid the miscommunication between both side.
  5. After demo lead should get an idea in terms of what they will get in the B1. For example if the company is manufacturing, then they will expect below process
    1. Subcontracting
    2. Maintenance
    3. Production including WIP cost
    4. Capacity planning
    5. Cost sheet
    6. Quality process including control panel.
  6. In terms of system requirement we have to analysis their Server and Client system configuration. If the configuration is not met then project may get failure in training stage. So we have to communicate clearly what they need to buy.
  7. If they have multiple branch then we have to discuss how they are going setup their network. Then they have to plan for get Static IP or VPN or CITRIX etc…..
  8. Some lead may ask to migrate their past one year data into SAP, better we avoid this.
  9. Once order has confirmed we have to ensure that below points has communicate clearly
    1. Total number license
    2. Target date to Go-Live
    3. Modules or Departments going to be implemented in SAP
    4. Number of company or Number of location going to be implemented in SAP
    5. Hardware and Software requirement (SQL, Window server 2008, No of User CAL(Client Access License) etc….)
    6. Yearly maintenance.
    7. Additional cost for the Add-on like (Payroll, Project management etc…)

In this blog am going to explain the below points:

  1. How to Start the project.
  2. Steps to be follow for successful Go Live.
  3. Steps to be done before Go Live
  4. Steps to be done one day before Go Live
  5. Steps to be done after Go Live
  6. Steps to be followed from day one to till GO-LIVE

1. How to Start the project >>

  • Before going to the client place go through his website. For example
    1. What are all items they are selling  (This will help you while discuss about Item master)
    2. How many branch they have (This will help you while discuss about Project or Dimension)
    3. They have multiple branch or multiple company (This will help you while discuss about Segment)
    4. Refer they are doing Import /Export (This will help you while discuss about Multiple currency) .

               Like this you can have an idea before you go to system study.

  • Intro meeting:
    1. Arrange meeting in client place and do the below points
    2. Finalize the project manager from your side and client side
    3. Finalize the Process owner for all the departments in client side
    4. Give short introduction about AS IS and TO BE document to client and Tell them they have to sign,
    5. End of this step we should know who is going sign the document.
  • Prepare Project Plan:
    1. Prepare project plan including target dates and team members and daily milestones.
    2. Keep updating this sheet on daily basis
    3. Send this project plan to every one on weekly basis.
    4. If you notice that dates are deviating then write a mail to client side project manager, saying that we are deviating from plan. This mail will help you to move your steps faster.
    5. End of this step we should know when we can make it live the project.

2. Steps to be follow for successful Go Live >>

  • Master data collection.   
    1. Explain our DTW template to concern department owner.
    2. Ask them to fill it in our DTW template file
    3. Ask them to send it through mail (There may be a chance to say by client, its wrong data I have not given. In that time we can show this mail).
    4. Collect list of SAP users.
    5. End of this step we should know that client can able to fill the temple and they accepted to fill it.
  • Arrange department wise meeting
    1. In this meeting all the department owner should present. Otherwise they wont sign the document.
    2. Start the discussion in below sequence. for example we are discussion with Purchase department,
    3. Point the Scenario list like Import purchase , Local purchase , Service purchase and other different type of purchase.
    4. Then start the detail discussion based on scenario list.
    5. Once you complete the discussion do a draft document then present it to the department head and ask for sign off.
    6. Also include the following, list of Reports with format, list of approval, list of alert and list of PLDs with formats
    7. Like this you have to do for all the departments. Once all the department owners has signed then you go to next step.
    8. End of this step we should know all the requirements of the each departments.
  • Finalize the document with all team members.   
    1. Collate all the document into one document.
    2. Arrange one meeting with all the team members
    3. Present your document and ask the sign off.
    4. End of this meeting we should ensure that both (we and client)  in same path.

3. Steps to be done before Go Live >>

  • Gap analysis
    1. Import masters which we collected. Make sure that duplicate entries are not there
    2. Now we have a document what client need, based on this document define the process in SAP and do the test entries
    3. Try to adopt in default fields, if not possible then create the UDFs
    4. If any special requirement then start planning to do the Addon.
    5. Analyse the reports and PLDs which we collected. This analysis will help you to create UDFs and define the process flow
    6. Finally , Purchase to Sales do the test entry till you satisfy.
    7. End of this step we should ensure that, all the entries can be posted in SAP. If you found that some process not possible to do it in SAP convey to the client saying that they have to maintain the record manually in excel or some other software

  

  • Training
    1. Create 3 database with the naming , I. CompanyName_Testing, II. CompanyName_Training, III.CompanyName_Live
    2. Start training on fist database
    3. If you want to test something test it in second database
    4. Third one will keep it for go-live
    5. Create all the users. Do the form setting else users will get confuse
    6. Prepare training schedule and send it to the department heads and then Start training.
    7. What are all the changes you are collecting while training do it in 3rd database also. This will help you while go-live preparation
    8. Send a entry count report to all the heads using below link help (This will help you to speed up your testing)
    9. http://scn.sap.com/docs/DOC-47616
    10. Now ask the department owner to do training signoff.
    11. End of the training we should ensure that all the users can do their daily activity in SAP
  • GO-LIVE Preparation:
    1. Discuss about how they want opening balance.
    2. For example some client needs bill wise opening balance for Customers and Vendors. In this case we have to plan for doing service invoice for each bill.
    3. In terms of Banks you have ask un-reconcile checks list separately. This will help you while do BRS
    4. In terms of Stock you have to get the details warehouse wise.
    5. Now you will get opening balance for Asset , Liability and Equity.
    6. Sum all the amount, finally you should get zero then only your opening balance is correct.
    7. Create 4 account code in Equity side for opening balance. I Customers Opening Balance II Vendors Opening Balance III Ledgers Opening Balance and Stock Opening Balance.
    8. Import the opening balance based on above ledgers.
    9. End of this step we should ensure all the changes are replicated from the test database into live database including PLD and reports.

4. Steps to be done one day before Go Live >>

    1. Check your opening balance account is Zero.
    2. Check you can able to open all the documents (Some times you will get issue in numbering series).  
    3. Login into the created users and check they can access their screens without any issue.
    4. Lock all the user in training database (their may be a chance, user will wrongly login to test DB and post their live entries)
    5. Tack a backup before users start entering the entries.
    6. Ensure that all the client system have SAP client and its in accessible mode.

5. Steps to be done after Go Live >>

    1. Collect the feedback from all the users.
    2. Check all the users can do their daily activity in SAP.
    3. If any new request comes or new changes raise ask the requested users to fill the change log. (Change log format you can use provided by SAP)
    4. Discuss this changes from the client side project manager then do it. (What happen sometimes users will ask the changes for their convenience which is not acceptable by top management )
    5. Schedule the auto backup and check that system is taking backup on schedule time. This you have to do on daily basis and give training to system admin from the client side.
    6. Most important point is verifying the automatic journal entries. This you have to do at least 10days and you have to get confirmation from finance head and ask the finance head to check it on daily basis. This will help you while close year end.
    7. What happen sometimes while do year end if something goes wrong, then finance manager may tell that, SAP has done wrong posing and you only mapped the accounts. So you have to tally our Balance sheet like that they may put a ball in our court.
    8. End of this step all the users and management should be happy.

6. Steps to be followed from the day start to till GO-LIVE >>

    1. Daily send status mail to all the team members. for example
      1. E-Mail Subject: Status as on so and so date
        1. E-Mail Content: Deviating point from project plan:
          1. Waiting for sample printout format received from purchase department
          2. Waiting for customer master received from sales department.
          3. Like that you have to mention it in bullet point, so that top management people will read.
    2. Weekly basis send the project plan to all the team members.
    3. Weekly basis organize meeting for update the project plan. If not possible at least conduct the meeting in phone.
    4. If you feel that dates are deviating immediacy arrange meeting with team members and convey the delay. This will help you for Go-Live as per schedule date
    5. Ensure that all the team members are clear about the Go-live date.

Any questions or if anyone has any tips for me please post below.


See also:

How to Implement SAP Business One projects successfully

How to count the entries user wise. **Helpful for go live**

Database design in SAP Business One

How to know the current user LOGIN status in 9-Version

FAQ: What to learn for new comers in SAP B1

Configure GRPO-QC and Returnable Gate pass using – Inventory Transfer Ctrl + Tab in ITEMCODE field

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54 Comments

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  1. Kennedy T

    Hi Prasanna s

    In My experience i would say one point, Make your Sales Person to be aware what the Standard B1 functionality , Dont make any false statement with the client as the functionality might not be in the standard one as this lead to many issues at the time of Implementation.

    Rgds

    Kennedy

    (0) 
    1. Prasanna s Post author

      Hi Kennedy,

      Thanks for your valuable feedback , based on your point I got an idea to include one heading called PRE-SALES.

      In this will include you point…..

      (0) 
  2. Nagarajan K

    Hi,

    Thanks for sharing your personal experience.

    Please add one more point to end user training:

    All  possible business scenario should be tested with end users. They are well in their own process and its requirement. Each process should be tested top to bottom with all end users. They will aware the complete process in SAP before going to live.

    For example,

    1. Purchaser A only buys from local vendor. But purchase B buy material from other countries. Purchaser B should be trained to capture additional costing

    2. Production process varies from normal production order to assembly production. In that case user must know how to create assembly order, issue and receiving orders.

    All the best.

    Thanks & Regards,

    Nagarajan

    (0) 
      1. Suseelan Hari

        Hi Prasanna,

        Always I will give positive feedback. There is no negative at all.

        If it is negative, I will call you and tell dont worry.

        Keep motivating others it motivate yourself.

        Regards,

        Hari Suseelan

        (0) 
  3. J Jayakumar

    Hi Prasanna,

    In my experience i have seen different verticals like chemical Industry & health care where still SAP Business one needs to be re-designed by SAP in the areas of Complex business Process & legal enhancements. if you address this also in your blog which will have more helpful to others.

    I have gone through your blog fully and its really good to understand ASAP methodology.

    Regards

    Jayakumar J

    (0) 
  4. sudhir jai

    Hi,

         Thank u for sharing your experience , Which is very useful for improve my implementation knowledge. I want to add few more points …

    • Most of the customer asking to add SP ( Stored Procedure ) in the DB.. We need to identify the SP also …
    • As u said regarding pre-sales 100 % correct, some of the companies implementation consultant & Pre – sales employees are not knowing each other.
    • Functional consultant & Technical co – ordination to should be good to deliver the add on in right time & Add on testing very important before installing into live DB.

    Regards,

    Sudhir.Jai

    (0) 
  5. sudhir jai

    Hi,

         Thank u for sharing your experience , Which is very useful for improve my implementation knowledge. I want to add few more points …

    • Most of the customer asking to add SP ( Stored Procedure ) in the DB.. We need to identify the SP also …
    • As u said regarding pre-sales 100 % correct, some of the companies implementation consultant & Pre – sales employees are not knowing each other.
    • Functional consultant & Technical co – ordination to should be good to deliver the add on in right time & Add on testing very important before installing into live DB.

    Regards,

    Sudhir.Jai

    (0) 
  6. sudhir jai

    Hi,

         Thank u for sharing your experience , Which is very useful for improve my implementation knowledge. I want to add few more points …

    • Most of the customer asking to add SP ( Stored Procedure ) in the DB.. We need to identify the SP also …
    • As u said regarding pre-sales 100 % correct, some of the companies implementation consultant & Pre – sales employees are not knowing each other.
    • Functional consultant & Technical co – ordination to should be good to deliver the add on in right time & Add on testing very important before installing into live DB.

    Regards,

    Sudhir.Jai

    (0) 
  7. sudhir jai

    Hi,

         Thank u for sharing your experience , Which is very useful for improve my implementation knowledge. I want to add few more points …

    • Most of the customer asking to add SP ( Stored Procedure ) in the DB.. We need to identify the SP also …
    • As u said regarding pre-sales 100 % correct, some of the companies implementation consultant & Pre – sales employees are not knowing each other.
    • Functional consultant & Technical co – ordination to should be good to deliver the add on in right time & Add on testing very important before installing into live DB.

    Regards,

    Sudhir.Jai

    (0) 
  8. STUDENT LEARNER

    Hi Prasanna,

    The blog is really very informative and useful.

    I wanted some guidance regarding SAP B1. I am having 2 year experience in sales and marketing and in that one year i have worked as pre-sales for sap b1 .I have undergone training on accounts and logistics in SAP Labs.Now i am looking to move into functional consulting role.So for that i am willing to undergo full training and take up  SAP B1 certification exam also. I want to know whether this step taken by me will help in getting job as functional or support consultant, how is the present job scenario for B1 certified consultants having 1 year sap and 1 year domain experience .Please guide me regarding it would be very helpful to me.

    (0) 
    1. Prasanna s Post author

      Hi Darshan,

      Thanks for your comment, better we will discuss in our personal mail. Send me a test mail to reply. Just move the cursor to my photo you can see my mail ID.

      (0) 
  9. M. Sundararaja Perumal

    Hi Prasanna,

    Nice to see your comprehensive scope of How to Implement SAP B1 successfully, especially bulleted and numbered lists.

    I hope you will soon start blog on HANA (B1H and B1A) since its the hot topic in market.

    (0) 
    1. Prasanna s Post author

      Hi Sundar,

      Thanks for your comment,  As you suggest am planning to start HANA blog. Before that I have to complete at least two implementation in HANA.

      (0) 
  10. Setiawan Felix

    Hi,

    Sometime it’s also depend on how welcome your user and how good is your key user.

    You can easily closed your project for particular customers but it won’t work for your certain customer. It is not depends on the pre sales phase but also depends on your soft skill as consultant.

    Sometimes a good theory does not work for certain circumstances.

    Regards,

    Felix Setiawan

    (0) 
    1. Prasanna s Post author

      Hi Setiawan,

      You comment is 100% correct , especially I like below lines in your comment. 

      You can easily closed your project for particular customers but it won’t work for your certain customer

                         

      (0) 
  11. Balakumar Viswanathan

    Hi Friend,

    Hope you are doing well. The script shows your depth knowledge in Implementation 🙂 .

    The experience I had with you (especially in Pondicherry project) is always unforgettable and cherish-able one.

    Keep going and we expect more blogs from you…

    Regards,

    Bala 

    (0) 
  12. Amrut Sabnis

    Hi Prasanna,

    It is a very nice blog, elaborating each and every needful step to be followed.

    It will really help to speedup my implementations.

    Thanks & Regards,

    Amrut Sabnis

    (0) 
    1. Prasanna s Post author

      HI Raman,

      Thanks…

      Multi branch implementation is complicate in B1. But still we can do. Below is some tips

      1. If customer needs Branch wise Balance sheet then you to choose Segmentation account, else you can manage through Cost center

      2. User G/L determination warehouse wise

      3. While create document numbering do with Group authorization , so that Branch 1 one person can’t see the branch 2 person’s document.

      4.Don’t create branch wise item master. Centralize it with one item master.

      5. In terms of Customer and supplier, better you create Branch wise. sometimes what happen branch one invoice will be paid by branch two person by mistake, and you can’t take branch wise outstanding.

      Am planning to write a blog for this but am sorry now am struckup in projects.

      Will write a blog ASAP.

      (0) 
      1. Rupesh Kadam

        Hi Prasanna,

        Thanks for your valuable Knowledge which you shared on Branch wise Implementation. I am doing a project which has Branch wise scenario.

        Keeping sharing your knowledge.

        Regrads,

        RK

        (0) 
  13. Manoj Tilekar

    Hi Prasasnna,

    Thanks for sharing your experience and guideline about the SAP implementation. This will very helpful for newcomers. Keep going, best of luck…)

    Regards

    Manoj

    (0) 
  14. Asupathy Raja

    Hi Prasanna

    Thanks for sharing your experience. Please add how to escalate if any implementation process is stopped by both ends. Make sure that all mentioned tasks are going as per plan.

    Our biggest concern in Mid size companies that we dealing with is data collection especially BOM. Achieve this we need to sit with customer and  make sure that he understand the concept of BOM.

    It is a great effort prasanna, i thing more depth details are there.

    i would say that this is fantastic start

    great work, keep it up.

    Asupathy raja

    (0) 
  15. subrat kumar

    HI Prasanna s,

    This is a nice document for new people those are coming to sap world like me to have a idea of what happens really in project before going to project. Thanks a lot for your contribution..

    Rgds

    Subrat

    (0) 
  16. Ravi Sheth

    Hi Prasanna,

    It is really a good blog for the beginners like me. It will surely be of good help. very well written and explained. Thanks for Sharing your experience and please do keep sharing them. I totally agree on what you said for the sales and pre-sales team. They should have proper knowledge of the functionalities possible with SBO then only we will be able to address the clients requirements exactly and satisfactorily.

    (0) 
  17. Ravi Sheth

    Hi Prasanna,

    Can you Plz explain me the Go-live preparation details mentioned here ..

    It will be a gr8 help. waiting for your reply.

    Thanks and regards,

    Ravi

    (0) 
  18. Rahul Khare

    A very well expressed article. I felt that the go-live events should include inventory opening balances in addition to the balances of the ledgers. Companies usually prefer to have a physical count (stock taking) on the weekend before the go-live and update the inventory balances per serial no./batch at the applicable costing method. I also advise the customers to provide a sign-off on the inventory valuation report after the opening balances as it eliminates the stock imbalance risk at the time of go-live.

    I also advise the customer to reconsider their business process improvements during the kick-off meeting itself. Sometimes, the customers develop the habit of running a business operation in a particular way due to the constraints of their existing system. When they have made a decision to move to a new ERP system, they should think through process improvements as well. The customer should also consider a thorough clean-up of their master data and make a decision to eliminate inactive Business Partners, Items, and BOMs.

    If the customer decides to rename their Item Keys, it presents all sorts of challenges. The decision  should be made known as early in the process as possible.

    (0) 
  19. raghu r

    hi,

    1.i am currently implementing b1 9.2 for pre clinical service company,is it possible to implement project management module in sap b1 9.2 version?

    2.how to configure business development module in b1 like is it the same as sales opportunities or different, if same then where i should configure crm department.?

    please help me on these issues.

    (0) 
  20. Mauricio Brandalise

    Hi Prasanna, excellent job.

    One detail that I think is important is the POST GO LIVE.

    Could you guys describe your experiments regarding the POST GO LIVE ? Does the customers used to issue hours from your consultants or are they used to use their IT internal crew ?

    Do you have a methodology for this or the customer just contract you by hours, regardless the support ?

    Thanks !

    (0) 

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