Preparing the Starter System and Scheduling Workshops

As a line of business (LoB) configuration expert, your goal is to make each Fit-to-Standard workshop as realistic to what the customer would actually experience in an SAP S/4HANA Cloud Public Edition system. For this reason, you need to prepare the starter system by creating "test users" to use when demonstrating the procedures of each test script. Each test user should only have two business roles assigned to their user:

1. Employee
2. Primary business role (e.g. Project Manager - Professional Services)

Consider naming your test users close to their primary business role so you can follow the test script from SAP Signavio Process Navigator as closely as possible during the demonstration. For example, as you work through the test script, Customer Project Management, when the instructions say to log in as the "Project Manager - Professional Services", you log in with the test user called, "Project Manager (first name) Professional Services (last name)".

During the workshop delivery, bring attention to the role being demonstrated and which customer expert(s) it's relevant for. For example, Kerry - the "Project Manager - Professional Services" most aligns with your role, so this is what you would see when logging into the SAP S/4HANA Cloud system.

Another reason we create these test users is to provide the login information for each test user to the customers who participated in the workshop. After the workshop has completed and they've seen one or more business processes demonstrated, we give the customers the opportunity to work through the test script on their own in the starter system.

This is part of the process of teaching each group of customers how to use the system - first they see a process demonstrated, then have the opportunity to test it out themselves in the starter system, and finally participate in the user acceptance testing of the configured and customized system.

Partner LoB configuration experts create test users in the SAP S/4HANA Cloud starter system through the Manage Workforce app. If you do not have access to this app, ask the customer IT Contact to assign you the Administrator business role.

1. Select the Administration space and choose the Workforce Master Data page.
2. Select the Manage Workforce app.
3. Select Import → Worker.
4. Set the delimiter to Comma (,) and choose Download Templates.
5. Save the template to your desktop and open the CSV file in Microsoft Excel.
6. Enter the following information for each test user:
   • WorkerID
   • UserName
   • WorkerType (BUP003)
   • FirstName (e.g. Project Manager)
   • LastName (e.g. Professional Services)
   • Email (your email)
   • Language
   • Start Date (today's date in YYYMMDD format)
   • End Date (99991231)
7. Save the file (keep in CSV format) and Import into the Manage Workforce app.
8. Use the newly created test users and follow each test script from start to finish and make a note of approximately how long it takes you to work through the test procedures. You will use this information when organizing the business processes into workshops.

Fit-to-Standard Analysis workshops are time consuming, because partner LoB configuration experts need to demonstrate an entire test script from start to finish (skip the "preliminary steps" section, just the "test procedures"), and gather the following information from their customer LoB experts:

• Configuration values for business process (Validate existing L2 BDCQ responses, gather L3 responses)
• Business role and corresponding space/page customizations
• Key user in-app extensions
• Output forms/email customizations (if relevant)
• Analytical app customizations (if relevant)
• Values for data migration or a contact who will be able to pull relevant data from the legacy system(s)
• Additional integration requirements
• Perceived change impact (to be shared with Change Management Team)

Use the length of the test script (number of pages in the Test Procedures section) as a gauge to estimate approximately how long it will take to cover the business process with your customers. For example, the Customer Project Management (J11) test procedures cover approximately 40 pages. This is in stark contrast to the Resource Management for Projects (6JO) test script, which is only 10 pages. It's going to take much more time to work through J11 than 6JO with a customer expert. It would be realistic to cover 1-2 business processes for a half day (4 hours) workshop and 2-3 business processes for a full day workshop (you can define your own time estimates, these are just examples to get you started).

You also want to keep your workshop participants engaged during the entire workshop, which means stacking processes together where there are similar business roles completing the majority of the activities. Here's an example of how to organize business processes into workshops:

1. Look at the process flow diagrams for all business processes you need to cover in your workshops in SAP Signavio Process Navigator and write down the business roles involved in the majority of the tasks for each process.
2. Group together processes that have the same roles completing the majority of the tasks.
3. Check the number of pages in the test procedures for the processes you have grouped together and refer back to approximately how long it took you to work through each test script after creating your test users.
4. Use this information to fine-tune each workshop by adding/removing processes to fit into half-day or full-day workshops.

Generally, we recommend running the Chart of Accounts and Organizational Structure workshops first; the remaining line of business workshops can take place in parallel, in any sequence. If you are onsite, make a schedule and identify and book available meeting rooms. If you are offsite, make a schedule and set up virtual meeting rooms. This schedule will likely need to change depending on your customer experts' availability. Finally, reach out to the customer LoB experts you worked with for the Business Driven Configuration Questionnaire responses and invite them to the relevant workshops. There should be minimum 2 people representing each business role covered in a workshop, and no more than 4, because this can lead to discussions getting side-tracked with "too many cooks in the kitchen". Adjust your original schedule and onsite/virtual meeting rooms as-needed.