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Table of Contents
1 Introduction
1.1 Overview
1.2 Statement of Work Conflicts
1.3 Project Objectives
1.4 Benefits
1.5 Project Assumptions and Constraints
2 Scope
2.1 Functional Scope
2.2 Technical Scope
2.2.1 Local Area Network
2.2.2 Wide Area Network
2.2.3 Basis
2.2.4 On-line Software Support
2.2.5 Hardware
4 Project Plan
4.1 Methodology Overview
4.1.1 Proposed Implementation Strategy
4.1.2 Scope Management
4.1.3 Issue Management
4.1.4 Complexity Management
4.1.5 Risk Management
4.1.6 Project Planning and Monitoring (Review Meetings)
4.1.7 Quality Assurance
4.2 Implementation
4.2.1 Project Plan
4.2.2 Training Plan
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4.2.3 Knowledge Transfer
4.2.4 Change Management
1. Introduction
1.1 Overview
The CLIENT UOT purchased the SAP R/3 software with the primary purpose of replacing the
University’s legacy financial, budgeting, procurement, and human resources systems. Other
functionality within the R/3 software may be implemented as the University enhances its business
processes.
The objective of this Charter is to set forth the foundation for the implementation of the software
by documenting the goals and objectives, scope, project organization and roles, and the project
plans necessary to achieve the University’s objective. Approval of this Charter provides
authorization for the SAP project to proceed to the Blueprint phase.
The Statement of Work and SAP’s response to the University’s Software Implementation Request
for Proposals (RFP) form the basis for the Charter. If a dispute arises with regard to scope and/or
implementation the Statement of Work and SAP’s response to the RFP will be the sole reference.
All other areas such as the project schedule, project organization, resources, and implementation
approach will be developed independently of this Project Charter.
The overall goal of this project is to enhance the University’s primary financial, purchasing,
budgeting, and human resources functions. The enhancements will be achieved primarily through
the implementation of the SAP R/3 software. Specific project goals and objectives include:
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Enabling departments to produce their own financial, budgeting, procurement, and
human resources reports in a variety of formats (i.e. Business Warehouse)
Delegating approval authority to the departmental level wherever possible
Providing employees with a variety of self-service capabilities (e.g. the ability to change
their own addresses and other personnel information)
Implementing interactive, on-line help (i.e. On Demand)
Implementing a help desk to assist departments
Providing additional business functionality
Establishing secure and reliable systems that are easy to use and maintain
Enabling secure Internet access to the University’s business systems
1.4 Benefits
The University will implement the most current Version of the SAP R/3 software available
at the time of installation, currently planned as 4.6B. It is assumed that the University will
not upgrade to a new R/3 Release or Version during the implementation. Additional
assistance or impact analysis of R/3 Release or Version upgrades will be evaluated as a
change order to the contract.
SAP will work with the University to finalize approach, scope of services and work plan,
and team organizational staff plans during the initial planning and Blueprint Phase of the
implementation. If, as a result of either Project Preparation or the Blueprint phase,
material changes are required in either staffing or scope, a change order will need to be
processed.
SAP will follow the ASAP methodology to implement R/3 at the University. The ASAP
methodology may be modified at SAP’s discretion in order to meet project requirements.
SAP will be the prime contractor on a firm fixed price basis. SAP may involve Team SAP
partners during the course of this implementation.
The implementation is based upon a fourteen-month schedule. “Go live” for this project is
targeted for April 2, 2001.
SAP and the University will design toward one "to-be" process.
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It is the intention of The CLIENT UOT and SAP to emphasize knowledge transfer during
the implementation.
Access to University staff for interviews and other project needs will be provided in a
timely manner.
The University's core team will exist throughout the project implementation.
The University team members have a good understanding of the University's business
requirements. The University team members are key members of the areas that we are
affecting with the implementation of SAP R/3. They understand the current and future
business requirements and possess good communication skills to draw information from
others in the organization as well as provide feedback on the goals and progress of the
project.
The University and SAP will promptly replace inappropriate team members or vacated
team slots as deemed necessary during the implementation.
All policy decisions and project issues requiring resolution will be resolved by the
implementation team whenever possible. Issues and decisions not resolved by the
implementation team will be escalated to the Steering Committee. Issues and decisions
not resolved by the Steering Committee will be escalated to the Executive Committee.
Any material delay will be cause for a change request and may adversely affect the fixed
fee price and project schedule and will require that the project be placed on hold until
resolution is reached. It is the intention of both parties to resolve all potential issues
affecting the implementation schedule at the Steering Committee level or lower.
It is assumed that SAP R/3 meets the business requirements of the University and the
University will adopt SAP R/3 standard processes. It is anticipated that business
requirements will be met through system configuration.
If gaps in functionality are identified, SAP will consult with the University to identify
resolution for the identified gaps.
SAP will provide information to the University on how to archive documents. No archiving
services are included within the scope of the implementation.
Business Warehouse (BW) will be used as a repository for converted legacy data from
the University. The University is responsible for the definition and creation of the internal
BW data structures to house their legacy data and the conversion/loading of this
information. SAP will provide support to migrate data from legacy systems to BW. This
support is provided for a period of 129 days. If the legacy migration is completed in less
than 129 days, the remaining days may be used to activate additional BW functionality.
The University will maintain legacy systems to be replaced for an adequate period in the
event they are required as part of any contingency plan.
One of the major goals of the project is to eliminate paper and improve processes. SAP
system integration and workflow will be utilized to achieve that goal. SAP will provide
support to enable three specific workflows. The workflows are Personnel Action, Travel
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Expense and Time Approval. The detailed requirements associated with these workflows
will be defined during the Blueprint Phase of the Project. If currently planned resources
and time allow within the established scope, additional workflows may be activated.
Security assistance is for SAP R/3 and Business Warehouse security only. Process
integrity is not in the scope of this proposal.
Reporting requirements will be met by the delivered system reports. Any custom
reporting will be developed by The CLIENT UOT implementation team resources or as a
change order to this agreement.
Cross-system reporting (involving coordination among both R/3 and non-R/3 systems) is
not part of the implementation scope. SAP and the University will evaluate requirements
for any such reporting as required.
SAP will consult with the University in developing a help desk function.
SAP will provide a consultant to support training and change management and to provide
guidance and coaching to the University's change management team. The University will
be responsible for end user training. SAP is willing to discuss assistance outside of what
is provided for in the scope of this proposal with the University if requested.
Training materials will be developed by the University from the Business Process
Procedures and will be similar in content, although not in form.
The trained University instructors will conduct just in time end-user training classes with
limited assistance from the consultants. Student evaluations of these classes will be
used to improve course material and provide useful feedback to the University trainers.
University staff will complete revisions to the training material.
The University will provide documentation on existing systems such that an accurate
assessment of the work required for data conversions can be completed and any change
in timeline or resource requirements can be made to the proposed timelines, resources,
and cost estimates. If a material change is required, this will be handled through the
change order procedure.
SAP and the University will evaluate the need to convert any historical data as part of the
activation of the Business Warehouse. There is no intention, at this time, for the
University to load historical data into the R/3 system. If a need is identified requiring
historical data to be loaded into the R/3 System, SAP will consult with the University on
requirements to address the resolution of the issue. (See Appendix A – UT Business
Warehouse Project Description, Goals, and Objectives.)
The University will complete documentation on interfaces and conversions. SAP will
provide assistance with the preparation of this documentation.
The CLIENT UOT implementation team members will accomplish data migration, data
clean up and data extraction. SAP resources will assist The CLIENT UOT implementation
team in loading the data to the R/3 files. The CLIENT UOT agrees that migration of open
item history will be minimized as much as is practical.
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The University will also maintain legacy systems for an adequate period time in the event
they are required for historical reporting and query purposes.
The technical team will include an SAP Basis resource to plan and manage the technical
configuration and development efforts. In addition, an ABAP/4 resource will assist the
University with interface, conversion, and reporting requirements. Finally, a workflow
resource will develop the three identified workflows, and a security resource will assist
the University with setting up the SAP R/3 Security. The University will provide all
remaining resources required to complete development tasks.
The University will provide a work area for the entire project team to be co-located. The
work area will be ready for occupancy and full operation on the first day of the project.
The work area will include normal office equipment. The University staff and consultants
will use the University-provided computers and connectivity to computing resources
where the SAP system is installed. In addition to connectivity to the SAP development
and test environments, SAP will also require that a LAN be established for central control
of project documentation and electronic mail routing within the University's network and
analog lines for external dial-up capability.
The University will provide and maintain a fully operational technical environment that
allows the implementation team to meet the required project deliverables.
The University will be responsible for the timely installation, configuration, and network
connection of all PC's required to fulfill project requirements.
An X.25, frame relay line or ISDN connection to SAP will be installed by the University
within 45 days of project start-up to facilitate an Online Software Service (OSS)
connection.
The implementation team will use the Microsoft suite of Office software for Windows
95/98.
The University will provide all required subject matter expertise at the central project site
so the implementation team can easily gather required information without travel.
The QA system will be available and SAP R/3 will be installed before integration testing.
The production system will be available and SAP R/3 will be installed before Final
Preparation.
Travel and living expenses are normally estimated at 15% of cost of services. The actual
cost may be less since The CLIENT UOT will offer accommodations at a University-
owned property or discounted lodging rates at local hotels and motels. Reimbursement
per diems for meals and lodging will be in accordance with the University's Travel Policy.
That policy and reimbursement per diems are located at:
http://solar.cini.utk.edu/ams/5toc.htm, Section 070. Consultants will be required to take
advantage of the airline discounts afforded SAP or The CLIENT UOT.
The University will assume responsibility for all expenses associated with the University
staff as required by the project, e.g. travel expenses.
The proposed timeline will not be adversely impacted by any legislative changes.
Major milestone deliverables that do not include detailed written deficiency descriptions
are deemed to be approved after the agreed upon deliverable review period has expired.
SAP will provide assistance for only seven infotypes to be deployed via Employee Self
Service. These will be identified during the Blueprint Phase of the project.
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2 Scope
The following list contains the SAP modules that are to be included in the scope of this project,
which in turn will be utilized to meet the University’s business objectives. The precise details and
processes will be determined, documented, and agreed upon during the Blueprint phase.
FI - Financial Accounting
General Ledger Processing
Vendor Handling/Accounts Payable
Customer Processing/Accounts Receivable
Closing Operations
Periodic Processing
Travel Management
Cash Management/Bank Processing
FM – Funds Management
Budgeting
AM - Asset Management
Handling Fixed Assets
Direct Capitalization
EDP/Organization Project
Depreciation
PS – Project Systems
Grant and Contract Accounting
MM - Procurement
Third-party Procurement
Internal Procurement with Billing Document and Invoice
Internal Procurement with Stock Transport Order
Procurement on a Consignment Basis
Procurement via Subcontracting
Internal Procurement via Stock Transfer
Procurement of Consumable Materials
Procurement of Stock Material
Procurement of External Services
Source Administration for Third-Party Procurement
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Source Administration for Consignment
Source Administration for Subcontracting
Source Administration for Consumable Materials
Source Administration for Stock Material
Source Administration for Internal Procurement
Source Administration for External Services
HR - Human Resources
Personnel Development
Organizational Plan
Benefits Administration
Business Trip Management
Recruitment
Personnel Administration
Payroll Accounting
Shift Planning
Workforce Requirements Planning
Employee Management
Time Management Handling
Business Event Handling
HR Funds and Position Management
Employee Self Service
BW – Business Warehouse
Legacy Detail Warehouse
R/3 System Warehouse
Knowledge Warehouse
On-Demand
Note: If during the project it becomes necessary to utilize a module to fulfill the initial scope of
work that has not been listed above (i.e. administration of grants and contracts), the necessary
portions of that module will be implemented as part of the project.
The LAN strategy is currently the responsibility of each geographic location within The CLIENT
UOT. Generally, all LANs support TCP/IP and IPX. The quality and bandwidth of each LAN is
being investigated by the local support structure. The requirements of the SAP R/3 system will be
provided to each to assist them in their planning.
The PC setups are also the responsibility of the local support structure. In some cases that
support structure is further delegated to departments. In either case, the PC requirements for
SAP R/3 will be distributed to all interested parties for planning.
The Wide Area Network (WAN) will be changed in the near future and will be in place when the
SAP R/3 rollout begins. The new WAN will be part of the Tennessee Network Information
Infrastructure (TNII) project. Those managing the WAN will be provided bandwidth requirements
for SAP R/3 for their planning.
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2.2.3 Basis
The basis work will be part of the technical team and will involve
The University will use the On-line Software Support, which is a remote system that allows
customers to access all problem solutions that are known to SAP. The University will provide a
communication link to this service.
2.2.5 Hardware
Hardware will be supplied by the University. The sizing and type of hardware is based on
configuration exercises to be completed by the University and SAP project consultants.
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assists in clearing organizational obstructions to the projects especially those of a political
nature
makes business decisions on issues escalated by the Steering Committee
accept deliverables on behalf of the University
The University Project Director must proactively anticipate project deviations and be responsible
for taking immediate corrective action. It is also his responsibility to obtain an understanding of
the overall system business process integration in the University’s environment. The University
Project Director has the power/right to decide on all project relevant issues and the budget. He
escalates the strategic issues to the Steering and Executive Committees for a common decision.
The regular decisions are his domain.
The SAP Project Manager is a senior SAP Consultant responsible for ensuring all consultants
provide superior advice and performance to the project. The SAP Project Manager will also
provide the University Project Director with guidance in implementing an SAP R/3 project.
During the project, lifecycle issues may need to be escalated by the University and SAP Project
Manager to the Executive Committee for a final decision.
The joint responsibilities of the University Project Director and the SAP Project Manager are to:
SAP will provide a resource for the project duration to fill the role of SAP Project Manager. The
CLIENT UOT will provide a resource for the project duration to fill the role of the University Project
Director.
The primary role of the SAP Integration Manager is to coordinate all functional, technical, change
management, and education teams with the ASAP methodology and SAP R/3 functionality. Other
activities include responsibility for the issues log, coordination of the ASAP Quality Checks,
facilitation of knowledge transfer, attendance at steering committee meetings, advising the Project
Director and Project Manager on issues relating to the implementation of R/3.
Provide input on the form and content of all key project activities:
1. Project Charter
2. Business Blueprint
3. User Documentation
4. User Training
5. Conversion plan
6. Project plan
7. Support the implementation team on issues related to User Documentation, Training,
8. User Acceptance Testing and Conversion.
9. Facilitate the collection and analysis of requirements for reports, interfaces, forms,
and implementation strategies as per the project plan.
10. Responsible for creation of integration testing plan and actual conduct of the tests.
11. Management of all change control items.
12. Management of Issue Log.
13. Be in charge of coordinating SAP resources throughout the project
14. Provide expertise in the ASAP implementation methodology, training the University
personnel in its use, tailoring the methodology to the University requirements and ensuring that
the appropriate documentation is completed.
The Project Team Leads have ownership of the process area(s) and the project deliverables,
along with day-to-day management of the business area(s). The Project Team Leads must be
able to work with the Project Director to develop and manage scope, assign and schedule
resources, and monitor deliverable progress. The Project Team Leads are responsible for
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identifying the impacts and requirements for the business processes to support the SAP system,
and for verifying that the project team is meeting the business objectives.
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The Technical Project team has ownership of the Basis and ABAP functions within the SAP R/3
project. The Technical Team Lead will work with the Project Director and functional Team Leads
to manage work and work assignments. The Technical Project Team is composed of the
following areas:
Basis Support
R/3 Administration
Database Administration
UNIX System Administration
NT System Administration
Network Administration
Desktop Support
ABAP Support
Financial
Human Resources
Purchasing
The R/3 Administration role will be responsible for the following functions:
The Database Administration role will be responsible for the following functions:
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3.8.2.3 UNIX System Administration
The UNIX System Administration role will be responsible for the following functions:
The NT System Administration role will be responsible for the following functions:
The Network Administration role will be responsible for the following functions:
Maintain Routers
Network monitoring
Firewall and router coordination
The Desktop Support role will be responsible for the following functions:
The ABAP Programming Support role will be responsible for the following functions for all
functional areas of the project:
Conversion programs
Interface programs (see Appendix D – Interface Topology)
System enhancements
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Judy Burns, Team Lead
The Change Management team will consist of University employees assisted by an SAP
consultant. The primary responsibility of the team is to manage (1) communications about the
project to the University community, (2) end-user training, (3) project documentation, and (4)
University policy and procedural changes. The Project Director, Project Manager, application and
technical team leads and their teams will work with and support the Change Management team.
4. Project Plan
4.1 Methodology Overview
4.1.1 Proposed Implementation Strategy
The project will use the Accelerated SAP (ASAP) implementation process. Accelerated SAP was
built from SAP’s best implementation practices and will empower the University with tools,
templates, questionnaires and the skills to exploit the power of the R/3 models already built into
the R/3 system. The following is a brief outline of the phases of Accelerated SAP:
1. Project Preparation
This phase will "kickoff" the project and will include the following tasks:
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This phase will kickoff the project and will include the following deliverables:
2. Business Blueprint
In this phase, the Project Team will define the University’s business practices and parameters,
review the business goals and business structure, and how SAP will realize those processes. The
resultant design will be a "blueprint" of the University’s future state. Tasks in this phase include
the following:
3. Realization
In this phase, the system will be configured to the University’s requirements as defined in the
Blueprint. This is also the main window of opportunity for knowledge transfer from SAP
consultants to the University project team members.
Tasks in this phase include:
4. Final Preparation
In this phase, the Project Team will prepare for implementation of the system.
Tasks within the phase include:
In this phase, the Project Team will assure that end-users needs are being met.
Tasks in this phase include:
Production support
Follow up training
Define long term plans
Perform project review
The scope of the project is as defined in section 2 of this document. It is critical that the project is
restricted to this scope. Any development outside this agreed scope could threaten the project.
As the Project progresses it may be necessary to request a change to the scope of the Project.
Any change to the scope will be governed by strict scope control procedures. These control
procedures are intended to reduce the impact of the work on the Implementation Team and the
schedule. All requests for scope change must be submitted to the Project Director and Project
Manager. All requests will be investigated to determine its impact on the project workload and
schedule. If the change is outside of the scope of the project then a cost will also be determined.
Input from SAP Product Experts and the University business people will be required to determine
these costs and impacts The Project Directors will then present their findings to the Executive
Committee who will approve the change or reject it.
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4.1.3 Issue Management
Issues relating to subjects not related to changes in scope will be tracked within the Issues
section of the ASAP Question and Answer Database (QADB).
The implementation of SAP R/3 at the University will be kept as simple as possible. This means
not only sticking to standard SAP R/3 by limiting customizations and ABAP/4 development but
also using SAP R/3 as simply as possible. All members of the implementation team need to be
vigilant in keeping project complexity as low as possible.
In a project of this nature, there are always risks. Management of the risks is a critical factor in
ensuring the success of the project. Below are listed a number of potential risks and the strategy
for managing and minimizing them.
3. Interfaces - The development of interfaces pose a potential risk to the project and is a
critical path for this project. Interface development will be given a high priority during the
project to ensure that appropriate resources are allocated and that development is
completed before integration testing commences.
4. Knowledge of Methodology - the Accelerated SAP methodology will be utilized for this
project. One of the Integration Project Manager's main responsibilities will be to ensure
appropriate use of the methodology and to educate University staff on the methodology.
5. Executive Sponsor - The project has one Project Sponsor who has a stake in the project
to ensure clear and timely decision making process. His ongoing support must continue.
6. Loss of Project Team staff before April 2001. Maintaining a knowledge base within the
University is a high priority for the ongoing success and support of the project.
7. SAP upgrade to SAP R/3 4.6C during the project - During the project, the risks /
justifications etc will be assessed and the decisions will be made whether to upgrade.
This section defines the types of review meetings and reporting which will occur, their purpose
and their frequency. Regular meetings include:
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Meetings of the Project Director, Project Manager, and the Executive Sponsor – twice
monthly. The purpose is to keep the Executive Sponsor aware of issues affecting the
project, and to make prompt decisions on those issues that are internal to the CLIENT
UOT.
Meetings of the Project Director, Project Manager, and the Executive Committee –
monthly. The purpose is to keep the Executive Committee aware of the progress of the
project and to forward any issues unresolved by the Steering Committee, and to make
prompt decisions on those issues.
Meetings of the Project Director, Project Manager, and the Steering Committee – bi-
weekly. The purpose is to keep the Steering Committee aware of the progress of the
project and to resolve any issues that cannot be resolved by the project teams. Any
issues that cannot be resolved by the Steering Committee will be forwarded to the
Executive Committee.
Meetings of the Project Director and Project Manager - daily. The purpose is to manage
and identify issues and to make prompt decisions on those issues.
Meetings of the Project Team Leaders, including Project Director, Project Manager, and
Integration Manager – twice weekly.
Meetings of the implementation team with the User community to keep them appraised of
the project progress - as required.
The Quality Assurance process for the Project will be two tiered with internal quality assurance
using the ASAP methodology, and external quality assurance by SAP specialist Consultants
providing formal project health checks. In short, the quality assurance support will provide:
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4.2 Implementation
Business functions identified, as part of Blueprint must be fully supported by R/3 implementation
as of April 2, 2001. The initial rollout is planned for April 2, 2001. Full implementation at all areas
of the University is expected by the close of the May accounting period. Interface to University
systems is also expected by April 2, 2001. More details for Implementation Strategy will be
defined in the Business Blue Print Design document.
University staff, assisted by SAP consultants as necessary, will conduct training. The Change
Management team will have primary responsibility for end-user training. Instructors for training
will consist of members of the implementation team and others who will work on configuration of
the system. Other trainers will be recruited from the applicable functional areas throughout the
University as needed.
During the project, achieving knowledge transfer to CLIENT UOT staff is an important goal of the
SAP Consultants involved.
from the SAP Project Manager to the CLIENT UOT management of the project. This will
be one of the main objectives of the SAP Project Manager's consultancy.
from the SAP Basis consultants to the University’s technical staff. Much of the SAP Basis
role is to advise the client on how to manage the new system.
from the SAP Product Experts to business users, business analysts and other project
team members. This will occur particularly in the joint design sessions and prototyping
sessions. Knowledge transfer is an explicit goal of these sessions.
Business Users involved in the project will also return to the workplace both during and
after the project where their detailed knowledge of the system will be invaluable. They will
consciously engage in activities, which spread knowledge about the system.
The CLIENT UOT is responsible for the change management process. To achieve acceptance of
SAP R/3, the project team will incorporate business users into relevant phases of the project and
perform awareness sessions throughout the span of the project, culminating with "just in time"
user training. In addition, the implementation team will communicate the project status and other
relevant issues to the University community throughout the project. Issues of change
management that are relevant to the success of the project but outside the authority of the
implementation team will be directed to the Project Director, Project Manager, Steering
Committee, and Executive Sponsor/Committee, if needed, for resolution within defined
timeframes.
A detailed plan encompassing all interfaces, system architecture and interface issues have been
devised.
A detailed plan encompassing all interfaces, system architecture and interface issues has been
issued.
The authorization plan for the implementation is to give the project teams open access in the
development system and to progressively secure access in the test, training, and production
environments.
All members of the implementation team who will be involved in project management,
configuration, or development will be given the SAP_NEW profile, a modified version of the
SAP_ALL profile, in the development system. The R/3 Administrators will be given the SAP_ALL
profiles. The security administrator(s) will also be given the SAP_NEWprofile. Persons brought in
from outside the core team may be given more restrictive profiles. Profiles for the quality
assurance and pre-production systems will be established so that the implementation team
members may view and enter data. However, the profiles will not allow changes to configuration.
The implementation team members will be able to view data in the production environment, but
they will be prohibited from entering or modifying data. Generic profiles will be available in the
training system.
If the problem source is known to be with a specific area such as with the desktop, network, or
operating system, it should be reported to the appropriate Basis point of contact. Otherwise,
system problems should be reported to the R/3 Administrator.
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No SAP R/3 system Modifications or Extensions are included as part of this implementation. If
any are required, a change request must be processed according to the Statement of Work.
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6 Sign Off - Charter Approval
Signing this document records your agreement to the contents of the Project Charter, and
confirmations the order to proceed with the remainder of the project.
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