SAP & ERP Consulting from the Customer Point of View

ASAP Methodology Background

In the mid 1990’s SAP had gained a significant amount of bad press and publicity around several high profile project disasters that the company knew were completely avoidable. At that time Oracle, Baan, JD Edwards, and PeopleSoft all had sales people making the case that SAP was too expensive, too complicated, and took too long to implement. In response SAP released the ASAP Methodology in the mid-late 90’s (around 1996 or 1997) because of the number of SAP projects that were going over time, over budget, and were at risk. It has been refined, polished, enhanced, and adjusted with SAP’s supported R&D resources and efforts for about 15 years now.

The ASAP implementation methodology has leveraged the PMI (Project Management Institute) best practices around project delivery and the Carnegie Mellon CMMI (Competency Maturity Management Integration) approach for maturing the delivery process. The ASAP methodology also includes a number of ITIL (Information Technology Infrastructure Library) components in the Phase 6 Run and the ValueSAP portions of the methodology. Agile techniques are an option which can be “turned on” if you like.

The toolset includes an implementation “Roadmap” which is a WBS based project template. It has full explanations, templates, tools, resources, checklists, etc. Together with that the original version also included an MS Access, and then an MS SQL Database application for selecting your solution options which would then generate a list of processes, transactions codes, template BPPs, and a full SAP centered Blueprint document, etc.

Today all of that functionality is still available but it is housed in Solution Manager. The ASAP Roadmap is just ONE component of the entire ASAP Methodology. The Roadmap is focused on effective Program or Project Management for accelerated project delivery with high quality results.

My Experiences with the SAP ASAP Methodology

I was originally certified in the ASAP Methodology in 1998 while at Grant Thornton. In that time I have had the privilege of using ASAP on several projects and as the project manager on a few. One consistent result of using the methodology is that projects are delivered and they are usually delivered on time and on budget (although not always).

Every major SAP system integrator claims some methodology and nearly all of them are similar to, or variations of the SAP ASAP Methodology.

I have only ever seen significant problems with ASAP when a system integrator started to use the methodology and then abandoned it part way through the project. At one recent client I used it as the framework to support a LEAN implementation methodology. That LEAN methodology has served as an ongoing framework to significantly accelerate numerous rollouts at probably 25% of the normal implementation cost of other SAP projects.  This was driven by the client project manager and facilitated by using the ASAP tools. 

Starting with the ASAP Methodology

Even before the first consultant comes on board the ASAP methodology provides templates and resources to cover key project and program management areas such as

• communication planning
• decision making
• risk management
• project management master planning
• resource planning
• steering committee tools
• external links to best practice resources for reference (PMI, ITIL, Internal SAP, etc., etc., etc.).

Why ASAP Instead of a System Integrator Methodology?

First, I have nothing against the system integrator methodologies and some are very good with great resources. Unfortunately my experience has been while they have them, and may start with them, they rarely stick to them throughout the project. Since it is their methodology you have little or no insight to cross-check or validate their methodology use.  With ASAP it is yours to use as an SAP customer and you have full insight into it and control over its use.

One of the primary reasons for using the SAP ASAP Methodology is like all things SAP there has been a mountain of R&D spend, development, adjustment, and support. Every SAP client (large or small) who uses the ASAP methodology can avoid the “proprietary methodology lock-in” which the system integrators will walk out the door with. Another important reason is you own it as part of the standard Solution Manager offering. 

As you probably know Solution Manager is already a required part of your SAP landscape.  The SAP Solution Manager portion of the ASAP Methodology can house key items related to scope, configuration, documentation, the implementation roadmap, and all of the key deliverables. As the system integrator rolls off the project you have a centralized repository which is SAP specific for any future employees, support, upgrades, etc. You do NOT get that with a “custom” system integrator methodology which is probably based significantly on SAP’s ASAP Roadmap to begin with. Using an SI methodology you will NOT get the full configuration and development scope monitoring tools which Solution Manager contains either.

The entire ASAP Methodology is part of your application licensing and support you pay for. Why not at least take it for a test drive and see what it can do.

For more information on the SAP ASAP Methodology for SAP customers use your SAP OSS ID and log onto http://service.sap.com/asap .

Related Posts:

• SAP System Vendor Project Success Criteria 1
• SAP IT Governance, SAP Program Management, SAP PMO Metrics
• 7 Tips for Effective Client Management of SAP Consultants
• SAP Program Management Requires a Type of CMMI
• Steering Committee Governance for an SAP Center of Excellence

The most frequent response around accountability for program or project managers was a call for ”independence.” So when I raised the issue of project manager or program manager accountability, metrics, performance, and how to ensure project messes are avoided there were no takers.  Is it any wonder so many business application projects and programs get into trouble, go over budget and time?

SAP Program and Project Management Office Success

A good Program or Project Management Office provides the resources needed for delivery project participants to be successful.  Without this focus the value of an SAP Program or SAP Project Management Office is not realized.  The U.S. Department of Energy did a good review of performance and benchmarking for project management.  And while this was applied to a government program there is a lot of valuable insight for any SAP project or business application project [FN1].  

The U.S. Department of Energy had a committee evaluate success criteria and offered four sets or categories of performance measures to cover the 30 possible discrete measurements of project or program success.  Those four sets or categories were [FN1, pg. 1]:

• Project-level input / process measures. Assess the resources provided to deliver an individual project and the management of the project against standard procedures.
• Project-level output / outcome measures. Assess the cost and schedule variables of an individual project and the degree to which the project achieves the stated objectives.
• Program- and department-level input / process measures. Assess the total resources provided for all projects within a program or department and the degree to which program- and department-wide goals for projects and their management are met.
• Program- and department-level output / outcome measures. Assess overall project performance and the effectiveness of completed projects in supporting program and department missions.

Without this type of analysis and evaluation your project may be headed for trouble before it even begins.  When you start your large business application project what type of deliverables, output, or results do you expect from those who are leading the projects?  How will you measure and evaluate their performance?  If your evaluation of their performance is focused on how well they support the success of delivery teams, along with how well the projects are delivered (budget, scope, schedule, and quality) then you will be measuring the key project delivery values for success.

That same U.S. Department of Energy study provided guidance on the key components for a successful performance measurement system of program or project managers which can be applied to business software projects like SAP.  They noted key components of an effective performance measurement system include [FN1, pg. 7]:

• Clearly defined, actionable, and measurable goals that cascade from organizational mission to management and program levels;
• Cascading performance measures that can be used to measure how well mission, management, and program goals are being met;
• Established baselines from which progress toward the attainment of goals can be measured;
• Accurate, repeatable, and verifiable data; and
• Feedback systems to support continuous improvement of an organization’s processes, practices, and results.

The Answer for SAP Program and SAP Project Management Results

Over the years I have found the SAP ASAP Methodology helps to ensure SAP Project delivery.  The entire methodology is focused on project participant success; budget, time, and scope control; and quality control for project delivery. 

My non-cynical assessment for why it is not more widely used is because many SAP Program Managers and SAP Project Managers have not be trained to use these tools (or Solution Manager which contains them).  On the other hand there are some SAP Project and Program Managers who have a financial motive that can not be ignored.  They do not use the ASAP Methodology because it makes a client less dependent on them.  After all, why do you need an expensive program manager to deliver tools, templates, resources, guidance, quality control, and measurement utilities if you have a methodology that already contains all of this with step by step instructions to use it?

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[FN1]  Measuring Performance and Benchmarking Project Management at the Department of Energy. http://management.energy.gov/documents/performance_measures_final.pdf

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• Why Use the SAP ASAP Methodology?
• SAP Program Management Requires a Type of CMMI
• Steering Committee Governance for an SAP Center of Excellence
• SAP System Vendor Project Success Criteria 1
• The Top 5 ERP Success Factors by Project Stage from 22 Critical Success Factors

Manage SAP Consultants

Over the years the most successful SAP projects I have participated in had strong client side leaders. They had some knowledge and understanding of how to deliver large, complex, or difficult projects. Not just SAP projects but large complex undertakings. Their ability to deliver projects came from their ability to manage, direct, and engage with project participants. They took the initiative to directly manage their own projects.

Many of these leaders had something else in common, they understood you can become overly reliant on consultants to deliver a project –, it creates an artificial sense of security.

One project and leader in particular stands out from my past because of the attitude about SAP project delivery. That project’s senior leader used a phrase about consultants I found a little insulting but have since learned to appreciate. He had a “rented skills” attitude about consultants and frequently referred to us in that way. Along with that attitude he and the senior leadership of the company chose very strong leaders from within the company ranks to manage each module or key area of the project. And by strong leaders I mean REALLY strong leaders. During the course of the project a number of consultants were replaced when they did not perform up to the company’s expectations. That project was probably one of the best delivered projects I have ever seen:

• It had one of the largest SAP scope and functionality footprints.
• That project’s first phase replaced nearly 60 homegrown legacy systems.
• It was delivered ON TIME and WITHIN BUDGET.
• It met every business requirement.
• It was delivered across international company codes and business units (including foreign trade).
• And for similar sized companies, with similar scope, similar time frames, etc., it was delivered for probably 10 – 20% of similar projects.

That project was very different because the level of automation and how smooth the go-live went, and even the post-production support issues were far fewer than any other implementation I had participated in.

I participated in this implementation’s post production support as the SD lead and to help with reporting for about 6 months after we went live. They had slightly more support issues than many companies have with “stable” SAP implementations. This senior leader went on to become CTO and nearly all of the company’s leaders involved in that SAP project went on to senior level leadership positions.

How Clients Can Effectively Manage SAP Consultants to Deliver Results

The background I just provided illustrates one of the most important factors necessary for successful SAP project delivery. The Ivey Journal published by Harvard Press about “Leading Consultants to Exceed Expectations” (PDF file) went into detail on this issue. The key is in aggressive client management of SAP projects for companies that want meaningful results and value.

For me this involves a few critical components:

1. Develop a project or team set of values and expectations for project delivery. The expectations should be focused on action and execution.
2. Provide a training course to client participants on the latest SAP ASAP methodology. It can be made available through Solution Manager or as a stand-alone HTML download from the SAP Service Marketplace.
3. Define clear boundaries, tasks, and roles for all project participants. No one should have to try to figure out what they are supposed to be doing.
4. Every client project participant should be trained in how to manage and work with consultants. Use RACI charts to help manage consultants.
5. Every client project participant should be spelling out the specific tasks, assignments, and expected completion of deliverable for each project participant.
6. Each person on the project, whether contractor or employee, should have clearly defined deliverables, tasks, and criteria for success.
7. The client project participants should capture and regularly discuss lessons learned on dealing with consultants, including challenges and soliciting ideas on managing them.

Client and consulting leaders should accept responsibility for the delivery and execution of those they are responsible for. Be on guard for excuses, deflection, and blame-shifting. At times these are common consulting tactics to hide a skill, talent, or capability gap.

One key thing to consider is that any decent SAP consultant who has managed to deliver SAP project results can be difficult to manage at times. Because of their type “A” personality tendencies they need input and awareness of anything within their domain of influence. To manage high performing consultants the use of a RACI chart cannot be underestimated. Because of these tendencies project managers must activity work to solicit their input and feedback, and well as keeping them in the loop on what is happening in the project. If you fail to do this you are setting yourself up for trouble and unnecessary conflict. This is why a RACI chart is a useful tool on an SAP project.

For an overview of the key SAP project success factors, including allocating responsibility, please see this table which provides an overview of success factors:

Critical Vendor Management Success Factors for SAP Project Success

For a detailed explanation of each of these success criteria you may wish to review the series which analyzed them from the consulting selection point of view:

• SAP System Vendor Project Success Criteria 1
• SAP System Vendor Project Success Criteria & Factors 2
• SAP System Vendor Project Success Criteria & Factors 3
• SAP System Vendor Project Success Criteria & Factors 4
• SAP System Vendor Project Success Criteria & Factors 5

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