August 2006

1

SAP Upgrade Project Kick-Off

• August 2006

2
Introduction

• Project is to perform a technical upgrade from
  SAP version 4.6c to ECC 6.0
• Technical upgrade only existing 4.6c production
  functionality tested and validated on ECC 6.0
  release
• During the upgrade, changes are limited to urgent
  bug fixes, open enrollment and year end updates
• Schedule August 2006 February 2007
• Resources 90 130 person months and 18 FTEs
• Budget 750K 1.25M
• 30K external 22K Training

3
Project Objectives

• Project Objectives
• Avoid risk of going out of mainstream support for
  4.6C
• Provide ability to benefit from new functionality
• Bring MIT more into alignment with peer
  institutions
• Reduce cost and complexity of upgrading by doing
  now versus further delays
• Capture items where standard SAP could be used
• Develop reusable processes for future upgrades
  and or for regression testing
• Process, procedures, templates, forms etc.

4
Project Background

• MIT last upgraded SAP in January 2001
• Competing business priorities delayed planned
  upgrades
• Upgrade was Top ASPCC priority for FY07
• Quarterly reporting to ASPCC is required
• Only MIT and University of Toronto are on 4.6c

5
Project Background

• MITs footprint has expanded enormously since the
  last upgrade
• HR, Payroll, Plant Maintenance, EHS, Broad
• Extensive project pre-work
• SAP Hardware Renewal completed June 2005
• FM Discovery project report published in August
• FM re-implementation is not required
• SAP Web Classic Migration to WAS
• Development completed in August
• Implementation scheduled for September
• EHS ITS flow file replacement with WAS
• Planned for August November

6
Project Scope Overview

• Upgrade SAP from 4.6c to ECC 6.0
• Test all transactions that MIT uses
• Test all actively used custom interfaces,
  reports, user exits, transactions, forms
• Assess obsolete transactions
• Evaluate modifications to SAP code to see if the
  functionality can be reproduced using standard
  SAP
• Test new GUIs
• Upgrade desktop GUIs where needed
• Update training materials for SAP GUI based
  community transactions
• Update help documentation for SAP GUI based
  transactions
• ASR, Reporting, Excel uploads

7
Out of Scope

• Migration of all web applications from ITS to WAS
• We will move stand-alone ITS applications to the
  integrated ITS
• Functional changes
• Unicode Database upgrade
• Full Solution Manager implementation

8
SAP Business Owners Coordinators
Project Organization
Project Management Kevin Lyons Jenette Simpson
Sponsors/ Steering Committee Jerry
Grochow Christine Meholic
Business Stakeholders Jim Morgan Wayne
Turner Bill Anderson Bill Van Schalkwyk Robert
Nichol Frank Schimmoller Pat Fitzgerald Karen
Nilsson Margaret Warner
R/3 Admin (Basis) Ron Parker George Petrowsky Gee
Lee Rich Katkowski Arif Khan
EHS Rob Damian Seth Seligman John Tuttle Lee
Collier
Test Manager Emily Cunningham
HR/Payroll Bart Dahlstrom McCollin, Quern,
Carloni, Diliberto, Kandel, Mullen, Ho Goodwin,
Donovan, Gulen Kushkuley, Kratochwill, DeSimone
Logistics Bob Romanowicz Lorraine Rappaport Ken
LeVie John Barttolomeo Hao Wen Ian Bennett Elda
Prudden Dave Tartaglia
CSS (Training Pubs, Help Desk SW Release
Team) Data Warehouse OIS - Server Ops Lincoln Labs
Quality Assurance Mary Alix Debra Wiley Sharron
Sawyer
Technical Drop Box Web Wai-Ming Li David
Rosenberg Allan Davidson Mark Prudden Nancy
Gift Bill McAvinney Brendan Gaul Amy King
Community Focus Dave Goodwin
Finance Veronica DuLong Bob Casey Rob Damian Mary
Ellen Gearin Carolyn Fuller Lucia Ma
Red Core Team
SAP Todd Baker
9
Business Involvement

• Business involvement is essential and required
• Test scripts updates
• Regression/User Acceptance Testing
• Functional decision making for required changes
• Primary contact and updates are through the
  functional team leader
• Understand impact of SAP development slowdown and
  then freeze

10
Project Acceptance Criteria

• User Acceptance Testing Define acceptance and
  approval criteria with the Business
• Test Scenarios
• Test Execution User Acceptance testing
  (regression test)
• Readiness Review Key Areas
• System Functional Assessment by area Bus.
  Stakeholders
• System Technical - Technical Review Board
• Infrastructure Web/GUI components
• Operational

11
High Level Communication Plan

• Multiple Kick-Offs Updates
• Core Team 8/9
• Extended Team 8/17
• SAPBIZ 8/23
• Sponsors 8/24
• ASPCC Update 9/20
• IST Leadership Team
• Business Stakeholders
• Business Process Owners coordinators
• Structured Reviews
• Kick-off, Post Unit Test, Pre-UAT,
  Approval/Readiness

• Meeting Frequency
• Core Team weekly
• Extended Team Monthly
• Sponsors Monthly
• SAPBIZ Monthly
• ASPCC Quarterly
• Customer Forums Monthly/Quarterly

12
Time line

• Project Prep - 7/5 8/17
• Technical and Business Assessment - 8/18 9/6
• Test Scripts Inventory and evaluation
• Release notes
• 1st Upgrade SFK
• Realization 9/7 1/10/07
• SAP collisions
• SF2 upgrade/unit testing
• 9/15 - Dual Maintenance SF2
• 10/31- Restricted transport period freeze

13
Time line

• Realization 9/7 1/10/07
• Test Scripts Updates
• Integration Test (SH2) 11/15 12/12
• Regression/User Acceptance (SF6) 12/18 1/9/07
• Production Prep 1/10 2/13
• Cut over planning
• Trial cutover 1/11 1/24
• Go Live 2/17 3/19
• PS1 go live 2/20
• Other Environments

14
Project Assumptions

• Testing will be performed manually
• Business process coordinators will perform and
  sign off on user acceptance testing
• Business process owners will sign-off (approve)
  user acceptance testing results
• Business Stakeholders will participate in the
  readiness Go/ No Go review and make the go live
  decision
• Business process owners and coordinators will
  validate the upgraded production system on
  cutover weekend
• SAP production will be down for 3 days as part of
  cutover
• Only emergency bug fixes can be applied to
  production during the upgrade
• A development slow down will occur between
  September 15th to October 31
• QA will control PS1 transports during dual
  maintenance
• Development freeze will occur effective October 31

15
Authorizations

• Significant change (increase) to authorizations
• Need to closely evaluate impacts
• Additional work required to determine scope of
  changes and strategy (minimal approach versus
  re-defining a number of roles
• Functional teams have critical role

16
SAP Upgrade Landscape
17
Questions and Answers

• ?