Delivering Fit-to-Standard Analysis Workshops

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Prepare to deliver Fit-to-Standard workshops
  • Conduct Fit-to-Standard workshops to gather customer data

Prepare for Fit-to-Standard Analysis

Fit-to-Standard Analysis Overview

The purpose of the Fit-to-Standard Analysis workshops is to confirm the scope identified in the Digital Discovery Assessment and gather configuration and customization requirements. To do this, implementation consultants demonstrate the SAP S/4HANA Cloud business processes to customer experts from each line of business. These customer experts should represent business roles covered in the standard SAP S/4HANA Cloud business processes. For example, a customer project manager would be able to make the most informed decisions about whether the Customer Project Management (J11) business process meets their need and captures all required data throughout the process flow.

Fit-to-Standard Workshop Tasks

  • Consultants demonstrate business processes in SAP S/4HANA Cloud to help customer experts understand the new system.
  • Customer experts validate the business processes meet their needs.
  • Consultants gather configuration values from customer experts.
  • Consultants gather customization requirements from customer experts.
  • Consultants gather authorization requirements from customers experts.
  • After the workshops, customer experts are provided access to the SAP S/4HANA Cloud system to test out the processes they saw demonstrated in the workshop(s) they attended.

Fit-to-Standard Process

Prepare for Fit-to-Standard Analysis Workshops

Consultants typically specialize in one or two line of business (LoB) areas (e.g. Finance, Sales, etc.), and will lead Fit-to-Standard workshops in their area(s) of expertise. To prepare for delivery of a Fit-to-Standard workshop, a consultant should do the following:

  1. Review the business processes selected on the Digital Discovery Assessment for their relevant LoB and any relevant integrations identified. The Digital Discovery Assessment is completed in the Discover phase to help a customer make the right purchase decision.
  2. Download the business process information from SAP Best Practices Explorer for the scope items you plan to cover in the workshops, and download the relevant template(s) from the SAP Activate Roadmap: Fit-to-Standard Analysis taskto start preparing your workshop PowerPoint deck.
  3. Make a list of the roles involved in your workshops and reach out to the customer project team to request contact information for customer experts who currently do those job roles in the organization.
  4. Organize a small workshop with the customer experts to gather responses to the L2 questions on the Business Driven Configuration Questionnaire. This helps the consultant gather some initial configuration data prior to the workshops, and serves as an initial opportunities to build relationships with the customer experts who will (hopefully) participate in the Fit-to-Standard workshops. The remaining L3 responses on the Business Driven Configuration Questionnaire are gathered during the Fit-to-Standard workshops.
  5. Schedule the Fit-to-Standard workshops with the customer experts. This includes booking rooms (virtual or in-person), inviting participants, and explaining the initial purpose/goals. Use the templates provided in the SAP Roadmap Viewer: Prepare for Fit-to-Standard Workshops task.
  6. Prepare test users in the SAP S/4HANA Cloud system for each business role and run through each test script to ensure you feel confident demonstrating each process. When creating test users, only assign one business role per business user to ensure the launchpad looks as close as possible to what a customer would experience in their actual system. You will also provide the test user information to the customer experts who participate in the workshop so they can explore the system on their own after the workshops. It can be helpful to name each test user as the business role you assign them. For example:
    • First name: Accounts Payable
    • Last name: Accountant

How to Estimate Fit-to-Standard Workshop Durations

  • Fit-to-Standard Workshops can take place in parallel and they can take place in any sequence. As a best practice, we suggest conducting the Chart of Accounts workshop first, the Organizational Structure workshop second, and the Finance workshop last.
  • Remember that not all business processes will be used (average = 60%), and they vary in complexity.
  • Estimate 2-4 hours per business process covered in a workshop.
  • Effort is dependent on the experience of the implementation teams; estimate additional effort for newer consultants.

Business Driven Configuration

Play the following short video to find out about the Business Driven Configuration Process and the three steps it contains.

Conduct Fit-to-Standard Analysis Workshops

Fit-to-Standard Workshop Approach

Prior to discussing a business process, the consultant should lead a "mini" kick-off for the customer experts participating in the workshop. This is an opportunity to introduce customers to the Cloud Mindset concept and help them understand why their organization has chosen to purchase and implement SAP S/4HANA Cloud. It's also beneficial to highlight how the customers participating in the workshop are in a special position, where they feedback they provide will ultimately influence the configuration of the solution for the entire organization. This can help provide a sense of ownership for the customers and encourage them to be more engaged.

Ideally, two consultants would run a Fit-to-Standard workshop. One consultant focuses on demonstrating the process steps in the system, and the other consultant documents feedback from the customer experts that may require follow-up actions, and documents the configuration values gathered. Documenting gap/delta requirements can be done in the SAP Cloud ALM for Implementation Requirements app.

Fit-To-Standard Execution - Overall Workshop Approach

Select the start button to unlock all the steps of Overall Workshop Approach in the Fit-To-Standard Execution process. Select the markers to read more about each step. Refer the labels to find out the key roles assigned to the respective steps.

Process Steps

For each business process, the following steps should take place:

  1. Consultant navigates to SAP Best Practices Explorer to show the process flow. By demonstrating the process flow from Best Practices Explorer, this helps the customer experts understand where they can go in the future to find important resources, like the task tutorials, for a business process.
  2. Consultant navigates to the SAP S/4HANA Cloud Starter System and demonstrates all procedures in the test script (skip any prerequisite procedures). During the demonstration, the following information should be gathered:
    • L3 responses on the Business Driven Configuration Questionnaire
    • Authorization customizations/requirements
    • Gaps/delta requirements where the consultants will need to define extensions or come up with workaround solutions to ensure the customer's business needs are met.
    • Form or email template customizations (if relevant for the business process)
    • Analytic customizations/requirements (if relevant for the business process
    • Change impact analysis for the process to help consultants understand the amount of training/communication required to ensure the solution is effectively rolled-out to all employees in the organization.
  3. After completing the business process discussion, the consultants provide the test user login information to the customer experts participating in the workshop so they can work through the business process on their own time in the SAP S/4HANA Cloud Starter system.

Potential Gaps / Delta Requirements & Solutions

A gap or delta is any functional issue raised by the customer that is not covered by the standard SAP Best Practices business process. The prioritization, detailed analysis, and design for closing the gaps must be documented and monitored in the Requirements app of SAP Cloud ALM.

The following examples are designed to help you get an idea of common gaps and how they can be resolved.

Process issue

  • Gaps:
    • Predefined process is not meeting the customer requirement.
    • Requested process is not part of the preconfigured SAP Best Practices.
    • Required data fields are not available.
  • Potential Solutions:
    • Utilize theCustom Fields and Logic app to add custom UI fields and/or custom enhancements that are permissible in S/4HANA Cloud system.
    • Explore all configuration activities available (in SAP Central Business Configuration).
    • Utilize the Custom Business Objects app to create custom objects and generate application UIs, corresponding database tables, and/or table columns.
    • Custom extension development via Business Technology Platform services.
    • Developer extensibility in the SAP S/4HANA Cloud ABAP Environment.

Analytics / Reports

  • Gaps:
    • Standard report is not adequate or does not exist.
    • Data requirements are outside predefined scope.
  • Potential Solutions:
    • Utilize Custom CDS Views app to create your own data access.
    • Explore all available configuration activities.
    • Utilize Custom Analytical Queries app to design custom queries.
    • Developer extensibility in the SAP S/4HANA Cloud ABAP Environment.
    • Custom development via Business Technology Platform Analytics services.

Authorizations

  • Gap:
    • Requested customization to standard authorization Business Roles or Business Catalogs are not included in best practices or not possible via front-end app functionality.
  • Potential Solution:
    • Utilize the Maintain Business Roles app to create custom Business Roles and/or maintain General Restrictions of the roles.

Forms

  • Gap:
    • Requested customization to standard forms, with the exception of company logo and address data, are outside predefined service scope or not possible via front-end app functionality.
  • Potential Solution:
    • Utilize the Adobe Forms tool in Business Technology Platform to customize.

Configuring the SAP S/4HANA Cloud Solution

After the Fit-to-Standard workshops, consultants should have all the information necessary to begin the Realize phase and configure the customer's own SAP S/4HANA Cloud systems. The solution should be configured with an Agile mindset, meaning weekly sprints configuring small chunks of content at a time, then testing what's been configured to identify any issues and resolve them quickly.

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