Preparing the Starter System and Scheduling Workshops

As a line of business (LoB) configuration expert, you must ensure Fit-to-Standard workshops reflect the actual customer experience in SAP S/4HANA Cloud Public Edition. To achieve this, prepare the starter system by creating test users for demonstrating the procedures in each test script. Assign only two business roles to each test user:

1. Employee
2. Primary business role (for example, Project Manager - Professional Services)

Name your test users according to their primary business role to align with the SAP Signavio Process Navigator test scripts. For example, when the Customer Project Management script requires the Project Manager - Professional Services role, log in with a test user named Project Manager (first name) Professional Services (last name).

During the workshop, highlight the role being demonstrated and identify which customer experts it relates to. For instance, explain that the "Project Manager - Professional Services" role represents what a customer in that position will see when logging into SAP S/4HANA Cloud.

These test users also allow customers to explore the system after the workshop. Once they have seen the business processes demonstrated, provide the login details so they can execute the test scripts independently in the starter system.

This approach follows a structured learning process for the customer:

• Observe a live demonstration of the process.
• Practice the process independently in the starter system.
• Participate in user acceptance testing (UAT) within the configured and customized system.

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 YYYYMMDD 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 require significant time because LoB configuration experts must demonstrate full test scripts (focusing on "test procedures" rather than "preliminary steps"). During these sessions, experts gather the following information from customer stakeholders:

• Business process configuration values (validating L2 BDCQ responses and gathering L3 details)
• "Data owner" contact in the customer expert's LoB
  Note

  The LoB configuration expert will set up separate meetings with this data owner to define the custom business roles for the customer's actual system. The standard business roles used during the workshops are for demonstration purposes only and should never be used in a customer's production system.
• Key user in-app extensions
• Customizations for output forms and emails (if applicable for the business process)
• Analytical app requirements (if applicable for the business process)
• Additional integration requirements
• Perceived change impact to share with the Change Management team

To estimate the duration of a workshop, use the length of the test script's "Test Procedures" section as a guide. For example, the Customer Project Management (J11) test procedures are approximately 40 pages long, whereas Resource Management for Projects (6JO) is only 10 pages. Consequently, J11 will require significantly more time to review with the customer. A realistic baseline is to cover 1–2 processes in a half-day (4-hour) workshop or 2–3 processes in a full-day session.

To maintain participant engagement, group processes that involve similar business roles. This ensures the right experts are present for the majority of the activities. Follow these steps to organize your workshops:

1. Review the process flow diagrams in the SAP Signavio Process Navigator and identify the primary business roles for each process.
2. Group processes where the same roles perform most of the tasks.
3. Assess the length of the test procedures for these grouped processes, considering the time previously spent executing the scripts.
4. Finalize the workshop schedule by adding or removing processes to fit effectively into half-day or full-day sessions.

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.
• Identify and book available meeting rooms.

If you are offsite:

• Make a schedule.
• Set up virtual meeting rooms.

This schedule may require adjustments based on the availability of your customer's experts. Contact the Line of Business (LoB) experts who assisted with the Business Driven Configuration Questionnaire and invite them to the relevant workshops. Aim for 2 to 4 representatives for each business role per workshop. Having fewer than two people may limit perspective, while more than four can lead to unproductive discussions. Update your schedule and meeting room bookings (onsite or virtual) as needed.