Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Technical Proposal Attachment I
Contractor Solution Proposal
TP - I - 1 - 60
Bid Closing Date: 11/4/2009
Contract Number:
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Introduction:
This procurement action is a very essential and strategic SAP project that must be performed by qualified and competent SAP Contractors. Therefore, each Contractor
in the approved selected bid slate is given the equal opportunity to present to Saudi Aramco his technical and commercial proposal based on the scope of work of this
project and his own human, material and technical resources that he plans to provide for the performance of this project. One of the main reasons for this technical
evaluation of Contractors is to determine the Contractors level of understanding of the specific work and the degree of readiness and competence that Contactors
demonstrate in their technical, commercial and end-user training proposals for the performance of this job. Furthermore, the technical evaluation is an important tool
that should help Saudi Aramco Bid Review Team to identify potential “low ball” and/or technically unqualified bidders before opening their commercial bids. If the
need arises, Saudi Aramco will hold technical and/or scope of work clarification meetings with all the bidders to answer their queries for the clarification of this job
either via phone conference, email or fax correspondence or via physical meeting at IT Procurement Unit (ITPU) premises. Please use the tables below to fill in the
necessary data for your company to bid on this job. All pertinent soft or hard copy documents that are required to support the information provided below will be
significant tools for Contractor technical evaluation.
TP - I - 2 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Table of Contents
Previous BW Implementations ...................................................................................................................................................................................................................................................................... 5
1
Number of previous BW implementations....................................................................................................................................................................................................................................... 5
2
Duration of each project ......................................................................................................................................................................................................................................................................... 6
Project Administration .................................................................................................................................................................................................................................................................................. 11
3
Project Objective(s) .............................................................................................................................................................................................................................................................................. 11
4
Analysis of Current Business Processes ........................................................................................................................................................................................................................................ 12
5
Proposed Solution (s) (Contractor may propose more than one alternative solution) ..................................................................................................................................................... 15
6
Project Management Strategy (Describe also the proposed reporting/communication methods): .............................................................................................................................. 29
7 Crisis Management Strategy (Discuss the plans and tools that can be used to solve/remove expected and unexpected critical and/or crisis obstacles that may
happen during the performance of the work):........................................................................................................................................................................................................................................ 47
8
Describe the Training, Change Management and Communication tools and methods to be implemented in achieving user readiness. ....................................................... 49
TP - I - 3 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Preface
This proposal is the intellectual property of EJADA Systems Co. (referred to as EJADA in rest of the document). The information in this proposal shall not be disclosed
outside Saudi Aramco and shall not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate this proposal, provided that if a contract
is awarded to EJADA as a result of or in connection with the submission of this proposal, EJADA shall have the right to duplicate, use or disclose the information to the
extent provided by the contract.
For this project, EJADA is partnering with L&T Infotech to ensure the deployment of highly skilled and qualified consultants, having deep knowledge and experience
in the subject areas.
This restriction does not limit the right of EJADA to use information contained in the proposal.
EJADA is willing to discuss with Saudi Aramco any aspects of this Proposal. Any issues or queries arising should be addressed to:
Raed Eid
Account Manager
Saudi Aramco
Email: reid@ejada.com
EJADA Systems Co.
Novotel Business Park, 2nd Floor Tower 2/3
Dammam Khobar Highway, Dammam 31413
Kingdom of Saudi Arabia, M: +966 505282652
T: +966 3 8474261, F: +966 3 8474146
This response has been written for the use of Saudi Aramco. Whilst every care has been taken to ensure that the contents of this response are complete and realistic, EJADA reserves the right to change or
withdraw the document in the light of further information on Saudi Aramco specific requirements.
The content provided in this proposal is confidential and all information exchanged during the course of the proposal will be confidential, unless otherwise specified.
TP - I - 4 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Previous BW Implementations
1
Number of previous BW implementations
BY EJADA
We have one BW implementation in Business Intelligence Division, Saudi Aramco. Currently we are working on two BW implementations at Saudi Aramco. The
details of each project are given below:
No.
1
2
3
BW Implementation Project
Training Historical Data
BW Healthcare Information System
BI B2B Dashboard Reporting Project
Customer Name
Saudi Aramco
Saudi Aramco
Saudi Aramco
Year
2006
2009 – 2010 (In Progress)
2009 (In Progress)
Also we worked on BW reports as part of following project:
No.
1
Project
Oil and Gas Model Project
Customer Name
Saudi Aramco
Year
2008
BY our Partner L&T Infotech
Our partner L&T Infotech has one BW Implementation experience in Saudi Aramco. The details are given below:
No.
1
BW Implementation Project
Training Historical Data
Customer Name
Saudi Aramco
Year
2006
TP - I - 5 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Our partner L&T Infotech has successfully executed over Thirty Five (35) SAP BW projects involving Implementation, Upgrade as well as Support on SAP BW for its
global clients. L&T Infotech has been successfully carrying out SAP BW support from offshore for many clients from USA.
2
Duration of each project
BY EJADA
No
Client
BW/BI Project
Project Duration
1
Saudi Aramco
Training Historical Data
4 Months
2
Saudi Aramco
BW Healthcare Information System (Currently in Realization Phase)
17 Months
3
Saudi Aramco
BI B2B Dashboard Reporting Project (Go-Live on 18 Nov, 2009)
7 Month
BY Our Partner L&T Infotech
Following is the duration of Seventeen (17) implementation and upgrade (involving some development) projects:
No.
Client
BW/BI Projects Summary
Project Duration
1
Saudi Aramco
BI Dashboard for Training and Reporting
9 months
2
Ingram micro
BI 7.0 Implementation in business object as reporting front-end
9 Months
TP - I - 6 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
No.
Client
3
Raysut Cement
4
Larsen & Toubro
Limited, EBG
5
Larsen & Toubro
Limited, Marketing
Network
6
Larsen & Toubro
Limited, E&C
7
Home Depot Supply Creative Touch
Interiors
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
BW/BI Projects Summary
 SAP BI Implementation with design, development and implementation of new reports
with few reports from external Oracle based system called Knowledge Manager
 Web based Menu & Role driven Management cockpit with Graphs and actual reports for
monitoring of all the factors
 Track KPIs from ABB Knowledge Manager & compare with Plan data and be made
available to the top management for monitoring critical KPIs

BI/ SEM Implementation for L&T’s Electrical Business Group for Financial and
operational Analytics, including Balanced Scorecard
Project Duration
5 months
8 months

BI Implementation for Performance Analysis Monitoring and Tracking for L&T’s
Marketing Network supporting Sales and After Sales Service
6 months

BI Implementation for Engineering & Construction Business – industry leader in Turnkey
Projects including Oil & Gas exploration, Oil Refining, Petrochemicals, Chemicals,
Power, Fertilizer, Cement, Minerals, Food & Brewery industries – for Performance
monitoring, Financials and Logistics.
5 months
BI Implementation for KPIs related to project systems, finance and order to cash
7 months

TP - I - 7 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
No.
Client




8
P&G-Gillette, USA







9
ETA
Saud Bhawan Group
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
BW/BI Projects Summary
BI APO Oral Care Supply Planning & Reporting – Implementation of BI reporting
application for a large business unit of the client and subsequently rolled-out to other
units
BI After Sales Service Reporting Implementation – Build flexible reporting capability on
a global scale and designed to present strategic information related to management of
Service and Repair Operations for Customer claims for Warranty servicing
PSL Scorecard: Design and Development of effective spend analysis solution
Customization spend visibility: Effective spend analysis solution for customization
products and integration with material classification application
Supplier Performance Management System: BEX evalution reporting (Spend pool
evaluation, Supplier evaluation)
Goldmine Reporting
MPF,CSTS & MC Integration with Spend (MCMIS): Creation of a data model &
business reports of MPF (Material Price Forecasting), CSTS (Cost Saving Tracking
System) and Material Classification
P&G SNS Chronicle: Retirement of some R/3 instances and transfer valuable data into
centralized BW server
Executive Dashboard
FSS BI Design (Ongoing)
DUIT2BW Migration Design (Ongoing)

Bid Closing Date: 11/4/2009
Contract Number:
Project Duration
3 years (Ongoing)
BI Implementation
 BCS implementation
1 year

1 year
Bi Implementation
TP - I - 8 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
No.
Client

10
Freescale
Semiconductor



11
Semiconductor
company in Germany




12
Chevron
13
Pratt & Whitney


In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
BW/BI Projects Summary
BW Upgrade from ver 3.1 to 3.5 ramp-up version
Global Application Support including BI, APO and R/3 application and their associated
integration
Report Development project for executive and operational reports
Technical Upgrade of existing BW systems from SAP BW 3.5 to SAP BI 7.0
Security Migration for upgraded systems
Testing of BI systems during Pre-Post upgrade and Migration phases
Issue Resolution during Upgrade and Migration phases
BI Global Production Support engagement using onsite-offshore model with 24x7
support encompassing all regions
Implementation for consolidation of multiple SAP and non-SAP instances including
consolidated reporting from SAP BI
Migration of legacy reporting tool developed in MS-Access to SAP BW with retirement
of legacy systems and acuire more flexibility in multi dimensional data analysis
Bid Closing Date: 11/4/2009
Contract Number:
Project Duration
2 years
4 months
3 years
4 months

14
Rohm & Haas
BI Global Production Support engagement using onsite-offshore model with 24x7
support encompassing all regions, all times with over 3000 active users
 BW Upgrade from ver 3.0B to 3.1C and subsequently to BW 3.5/SEM 4.0
 Implementation of Customer Tracking Reporting application /Reporting Analysis Toolkit
development
TP - I - 9 - 60
3 years
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
No.
Client

BW/BI Projects Summary
Implementation of a Planning/ Reporting solution using SAP BI/SEM/Enterprise Portal
designed to support Annual Business Plan and Monthly Revised Forecasts for the entire
portfolio of services cutting across IT, Human Resources, Law, Supply Chain and other
practice areas –essentially to better manage service offerings of Shared Service
Organization of the client
Implementation of SAP BI solution to meet Work Management Reporting needs of the
Nuclear Power Generation and Delivery Business Units
Sourcing of data from R/3, Non-R/3,flat files
Installation of BI 7.0 on Development and Production systems
Configuration of BI and activation of relevant standard Business Content along with the
client team
Development of standard / custom-defined infocubes
Generation of reports using BI’s Excel frontend
Customize layout of graphs as per requirements

SAP BW 3.5 to BI 7.0 Upgrade

15
PSEG




16
Suzuki JV, India


17
HSH Nordbank
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Project Duration
3 years
8 months
5 months
TP - I - 10 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Project Administration
3
Project Objective(s)
The objective of this project is to develop a BW Aerospace & Defense solution that would cater to all reporting and analytical requirements of the Aerospace &
Defense landscape. These requirements would be met by providing a Dashboard to the users.
This would help them investigate the corresponding trends and render decisions accordingly.
The key objects summarized are:
 The solution will have provisions for ETL (Extraction Transfer and Loading). The data in BW will be refreshed on daily, weekly or monthly basis depending
on the reporting requirement.

The solution will be delivered using BI 7.0 functionalities and using transformation instead of update rules.

‘SAP Aviation and Defense (A&D) delivered Business Content will be enhanced with custom developments.

Delta Mechanism will be implemented for the superior efficiency and optimal feasibility of data loads on a nightly basis.

The Aviation reports will be created using Xcelsius, flex and BW reporting tools and will be published on Portal
TP - I - 11 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
4
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Analysis of Current Business Processes
Current (As-Is) Processes:
Saudi Aramco has implemented various functionalities under SAP Industry Solution Aerospace & Defense (SAP IS-A&D) components like:
 Phase-in Technical Objects

Engineering and Planning

Work Execution

Reliability and Warranty

Corporate finance
The reporting requirements for Aviation Department are primarily satisfied within the operational system (PRA R/3). The reports are available under the R/3 operation
system of the A&D PRA system. Around 38 existing Aviation reports are located under a repository that is named as Aviation Cockpit.
Saudi Aramco has developed an Aviation cockpit where all the related transactions are grouped in a dashboard to facilitate the users to enter with a single traction (code
ZAD034). This is to enhance the usability of the cockpit. However it limits the analysis of the information provided due to lack of flexibility in current solution. Also
this solution is time consuming and resource hungry.
TP - I - 12 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Due to this current scenario, a need was identified to implement a BW Aerospace & Defense solution that would cater to reporting and analytical requirements of the
Aerospace & Defense landscape.
Pain areas in the existing system
The table given below shows the pain areas, concerns and our response to these concerns.
Pain Area
Not available in Portal
EJADA’s Response
Concerns

The report is currently not available in Portal for all users.
TP - I - 13 - 60

Dashboard would be published in the Portal
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
Aviation CocKpit is Non flexible,
Time consuming and Resource
hungry
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD

A single cockpit calls almost 50% of 76 reports in SAP IS A&D leading to heavy load on system
TP - I - 14 - 60

Bid Closing Date: 11/4/2009
Contract Number:
Since the Dashboard would be published in
Portal it would result in less resource
consumption
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
5
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Proposed Solution (s) (Contractor may propose more than one alternative solution)
EJADA has analyzed the pain areas of the existing system and proposes a solution in SAP BI for the Aviation Dashboard which has multiple layers.

The Data will be extracted using custom extractors from SAP IS - A&D and loaded into BI using process chains.

These objects will be utilized in order to minimize the gap between this solution and standard solutions. Business Contents will be enhanced with custom
developments.

The data will then migrate to Layer 1 (DSO).

The data will be further migrated to Layer 2 (Cubes) using BI 7.0 transformation functionalities.
TP - I - 15 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:

Aggregates will be created for effective performance of queries

Compression and PSA deletion strategy will be defined at the time of realization

Layer 3 (Multiprovider) will be designed if required considering the reporting requirements.

The BI BEx queries will read the data from the multiproviders

The dashboard created in Xcelsius will be modified using Adobe Flex.

The various features required for Dashboard reporting would be achieved using BSP, Adobe Flex and ABAP programming.

Finally the dashboard would be published in the portal.
SAP standard content provides one cube and 16 DSO, out of this which DSOs to be used will be finalized during the blueprint phase of the project.
TP - I - 16 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
This custom extractor will also get data from related master tables required for the Aviation reports. The Aviation dashboard would be developed using BI reports and
Xcelsius. Flex would be used as an interface to modify the dashboard.
TP - I - 17 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
If required the following features can also be made available using BSP or Flex on the final Dashboard which will be published on Portal and the final decision will be
taken during the business blueprint phase..
 Export to Microsoft Excel
TP - I - 18 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.

Printing

Export to PDF and printing

E-mail broadcasting

Help link to documentation

Drill down facility to detail information

High level summary using graphs
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Ejada system will seek services of professional HFI consultant to ensure that the dashboard screens are highly usable and user friendly as per industry best practices.
Data Reconciliation
The solution would provide data reconciliation between SAP IS - A&D and BW. This reconciliation would be automated where ever possible.
Data can be reconciled by two ways:
1. Data reconciliation (Number of records)
EJADA will use the following approach:

ABAP program will run to fetch number of record from SAP IS - A&D and will post to out bound directory of SAP IS - A&D system

SAP IS - A&D out bound directory will be mapped to BW in bound directory

BW in bound directory file will be loaded in a DSO

Number of records will be fetched from a BW cube and loaded in same DSO
TP - I - 19 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.

In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
A query will be generated on this DSO which will give a reconciliation report for the data records transferred from SAP IS - A&D to BW system
2. Value reconciliation (Key figure values)
TP - I - 20 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
EJADA will use the following approach:

ABAP query will be created on SAP IS - A&D base tables

BEx query will be created on an infocube in BW system

SAP IS - A&D results will be inserted manually against the BW BEx report

A “Difference” column will show the difference between SAP IS - A&D and BW data
Activities in Scope
TP - I - 21 - 60
Bid Closing Date: 11/4/2009
Contract Number:
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
EJADA considers following activities as in-scope for this project.
Extraction

Aviation Data
Modeling
Reporting
Authorization

Development of custom extractors
Bid Closing Date: 11/4/2009
Contract Number:

Reconciliation

Enhancements/correction to existing Aviation extractors

Aviation cube

Enhance existing Aviation standard content

Aviation DSO

Develop custom data model for Aviation

Aviation Multiprovider

BEx queries

Printing

Reporting dashboard

PDF output

Adobe flex developments

MS-Excel output

Portal deployment using BSP

E-mailing functionality

Authorization objects

Minor changes to existing model

Development of new authorization objects

E-learning training material
Training
Following count for different objects will be considered for this project.
Object Type
InfoProviders supported by Business Contents Extractors
New InfoProviders (ODS and Infocubes)
High – Medium Complexity Reports
Estimated Count
4
50
18
TP - I - 22 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Low Complexity Reports
46
Out-of-Scope
The table given below summarizes the activities that will be considered out of scope for this project.
Area
Activities
Functional
Technical
General

Processes and modules that are not exclusively mentioned in the scope will be considered out of scope of the project.

Development of any report on SAP IS - A&D side

Enhancements to any of the existing dashboards / reports

‘Interfaces’ are considered out of scope of this project

Configuration like installation of patches, user authorization, Systems Landscape Directory setup, RFC destination, Port
Configuration etc.

Implementation of additional modules / functionalities or performing additional support and development activities not listed in
the functional or technical scope

OSS Messages to SAP (communication with SAP)

Basis & Security related activities (such as user id creation, system performance monitoring, sizing, , transports, archiving etc)

Archiving of data and extracting of archived data

Any multi-geography travel for training purpose

Interface and hardware & related activities for third party interface to the SAP system

Data extraction from any system which is not explicitly mentioned in the Scope Document provided for this project
TP - I - 23 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD

Data Validation

Software licensing issues
Bid Closing Date: 11/4/2009
Contract Number:
Development Approach
The development approach can be divided in three major areas
1. Extraction
2. Data Modeling
3. Data Reporting
1. Extraction Approach
Extraction approach is explained in following table.
No.
Extraction - Approach
1
Creation of generic extractors to meet specific requirement for Aviation.
2
Customer exits / function modules would be developed to meet any specific requirement (to enhance data sources).
2. Data Modeling Approach
No.
1
2
3
4
5
Data Modeling – Master Data
InfoObjects representing Master Data, standard Business Content will be leveraged along with their attribute InfoObjects.
New InfoObjects will be added as attributes to the existing Maser data InfoObjects wherever required.
Attributes of a Master Data InfoObjects will be evaluated for being Navigational v/s Display attribute.
InfoObjects will be evaluated for Time Dependent v/s Time Independent criteria.
In situations where reporting needs to be done exclusively for Master data, the InfoObjects could be converted into InfoProvider using standard simple
techniques in BI Administrator Workbench.
TP - I - 24 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
No.
1
2
3
4
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Data Modeling -Transactional Data
DSO layers would be used/ will be configured. DSO layers would usually act as the first layer which will hold the detail, granular transaction data. These
would act as Level – 1 InfoProviders.
New InfoObjects will be created for all missing elements and added to the DSO based on requirements.
These Level-1 InfoProviders would then feed the InfoCubes that would hold summarized data. Again, as with DSO above, Business Content InfoCubes
have also been provided module specific. Multiproviders can be built across the individual data targets as needed.
Data Transformations will be done through of Start/End Routines and individual routines to ensure that the reporting requirements are met; DTP can be
used to load this data.
3. Report Development Approach
The Aviation BI Dashboard will be built on BW queries, Xcelsuis and Flex Interface.
No.
Report Development Approach
The Reports in BI will be created on the Info Provider in Business Warehouse.
1
(MultiProvider, InfoCube, DSO Object and Master Data through InfoObject converted to InfoProvider).
The queries will be developed using BW Queries and Business Objects Xcelsius.
2
Additional features such as conditional/exceptional reporting can be provided based on requirements.
3
Information Broadcasting functionality of BI7.0 will be used to enhance the exception reporting (mail alerts) to the selected set of users.
4
BEx would be used for detailed reporting. And would be the base for Xcelsuis reporting.
5
This Aviation Dashboard will be flash framework using tools such as XCELSIUS Business Object or Flex Adobe for higher level analysis and the flat reports
6
will be based on standard BW reporting tools and Crystal Reports for formatted reporting.
BSP and ABAP-RFC would be used as per the requirement for the programming needs in Flex.
7
Xcelsuis Dashboard would be published in Portal.
8
Assumption and Constraints
General
 If any dispute arises about the scope of the project, RFP issued for this proposal will be main reference point and binding document for both EJADA and Saudi
Aramco.
TP - I - 25 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:

A resource from Saudi Aramco for each of the concerned Saudi Aramco system will be identified and assigned to support the project with regards to the
implementation of a connectivity solution with their respective application.

It is assumed that Saudi Aramco will facilitate for full development and testing environments for the source systems populated with sample data. The project
team is assumed to have full access to these environments.

All the documentations will be provided to EJADA team in English Language.

All the front-end development on dashboard will be in English Language only.

Any delay in the project resulting from delayed response of Saudi Aramco personnel or from the unavailability of the required Saudi Aramco resources or other
third party resources (such as legacy systems vendors), will be logged and reflected to the project plan.

EJADA will try to absorb any delay in the project. However EJADA keeps the right to charge Saudi Aramco for any delay from Saudi Aramco that could affect
the project duration.

SMEs (Subject Matter Experts) and Management (if required) will be available on a timely basis to participate in completion of the Business Blueprint,
playback of the business processes during realization and resolve any issues.

Appropriate infrastructure will be in place during the project to support the project teams.

Saudi Aramco will retain ownership for the project.

Coordination to establish any required hardware or software infrastructure or landscape.

No changes to the technical environment should be done to ensure that it does not impact project schedule or introduce an element of risk, unless warranted for
the project.

All BASIS activities will be managed by Saudi Aramco. EJADA’s efforts for this work will not be considered

Transport/Development strategy for the developments to be discussed and finalized during Project Preparation phase.

Timely resolution of the issues raised by EJADA regarding configuration is assumed, in order to adhere to the time schedule.
TP - I - 26 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:

In case efforts required after detailed study is greater than 3% from initial efforts estimated in RFP, will result in reprioritizing to fix the budget. Any additional
efforts required will result in change request with a commercial impact.

Any other project running parallel under consideration of this project, will not affect this project directly or indirectly, in terms of timeline or efforts or rework.
Any such affect on timeline or effort or rework will result in change request and commercial impact.

Any change in the technical landscape during the project execution which will have impact on deliverables will be managed through change request with
commercial impact.

All the required user-ids, connectivity, authorizations in all the systems in the landscape would be provided to the team prior to the project start. The project
start date would be considered from the date these are made available.
Project Specific
 All the BASIS related security work will be done by Saudi Aramco.

Resource estimation is based on Technical scope mentioned in section-‘Technical Scope’ above. Any change in scope will impact estimates.

Development will be limited to 3-4 Dashboards containing 5-6 KPIs

Flex development will be limited to functionalities which are not standard part of Xcelsius

Reports will be in English language only

Documentation will be in English language only

Training to the users will be limited to features of reporting tool such as Report execution, Drill down, Applying the filter, specifying the criteria. Creation of
reports will not be part of training
Go-Live Definition Specific Assumptions
 The “Go-live” milestone for EJADA will be considered completed on completion of all Go-live preparation activities and sign-off by Saudi Aramco, even
though actual go-live of the delivered functionality may be differed to a future date.
TP - I - 27 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.

In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Any enhancements identified during go-live signoff process will be subject to review and approval by Project Steering Committee and will have no impact on
the go-live signoff process.
Other Terms & Conditions
 Any travel outside the base location on account of project needs will have to be arranged (Travel, Accommodation & Conveyance) by Saudi Aramco.

Any additional resource requirement on account of change in scope / skill, requirement of extended working hours, requirement of any additional
hardware/software, etc. would be mutually discussed and commercially settled between EJADA and Saudi Aramco.

It is assumed that a business week comprises of 5 working days (i.e. 40 working hours).
TP - I - 28 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
6
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Project Management Strategy (Describe also the proposed reporting/communication methods):
EJADA will mainly follow Saudi Aramco’s standard QMS (Quality Management System) suggested project management methodology (ASAP), documentation and
other Quality Assurance processes. However, we are discussing different parts of our strategy below:
6.1 Project Implementation Methodology
EJADA proposes to do implementation of the Aviation Dashboard in the following steps as shown in the picture below:

Project Preparation

Blue Printing

Realization

Final Preparation & Go-Live

Post Implementation Support
Phase 1: Project Preparation
As the project’s start-up phase, this phase will be primarily responsible for addressing project logistical concerns such as facilities, infrastructure and culminates with
the Project kick-off meeting. Following activities will be part of this phase.
 Preparation of Project Charter and Project Plan

Resource allocation and mobilization

Project Kick-off
TP - I - 29 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD

Validation of the landscape and the technical requirements for the project

Finalization of project documentation standards, tools, coding standards, naming conventions and templates to be used

Review of acceptance criteria for various deliverables and finalization
Bid Closing Date: 11/4/2009
Contract Number:
We understand the Project preparation phase is before the starting of this project. So following activities should be completed before the start of this phase.
 Setting up of Security Access to the team members

Development System availability with required authorization – BI, SAP IS - A&D, Xcelsius, Flex and Portal

Finalization of project documentation standards, tools, coding standards, naming conventions and templates to be used

Review of acceptance criteria for various deliverables and finalization
The Project Charter duly signed by both the parties will be a key deliverable. The charter will clearly outline the Project plan, schedules/milestones, roles &
responsibilities of EJADA & Saudi Aramco.
Phase 2: Business Blueprinting
The purpose of requirement gathering & Business Blueprint phase is to understand the process and organizational requirements and design a solution to meet those
requirements. Subsequent to the analysis phase, based on the requirements, detailed design documents of the to-be state are produced.
The primary objectives for this phase are:
 To create the Business Blueprint

To analyze the reporting requirements

To understand and design the Dashboard

Identification of technical details of the data

Analyzing the extraction method and design the BI data model

Understand the Inventory BI data model as is and its discrepancies related to reconciliation
TP - I - 30 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.

In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Document, Findings, Requirement and To-be Design as per templates determined for the project
Phase 3: Realization Phase
Project Realization acts as project's development and testing phase. All testing necessary to validate the Build (Unit, Integration, and Business Acceptance Testing) will
be conducted in this phase. The phase ends with a Quality Assurance review of the testing results.
The primary objectives for this phase are:
 Build data Repositories, Extractors, Transformation Rules, Infoproviders and the reports based on the Data models prepared in the Business Blueprint phase

Build extraction logic from source systems

Build Xcelsius reports, Flex interface and Portal

Develop / correct the Inventory BI data for correctness

Technical Documentation

Create Batch jobs to extract data from source

Create Unit test plans and execute them

Create Integration Test plans and execute them

Develop cut-over plan
Phase 4: Final Preparation and Go-live phase
During this phase, complete functionalities along with associated reports will be developed and rolled out.
 Conduct technical tests in production environment

Conduct Business Acceptance Test (BAT)
TP - I - 31 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:

Execute actual cut-over plan

Perform data load activity

Release of all associated reports

To finalize and publish all the project related documentations and online training materials covering all deliverables functionalities in coordination with Saudi
Aramco team
Phase 5: Post Implementation Support
The major activity in this phase would be:
 Log and resolve any production issues
The end of this phase is marked by a sign-off and project closure.
TP - I - 32 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
6.2 Phase wise Deliverables
I each phase, documentation will be provided as per Saudi Aramco’s QMS (Quality Management System). Other deliverables will be prepared (if required) as shown below.
Project Phases
Project Preparation
Business Blue Print
Realization
Deliverable

Project Charter

Detailed Project Plan

Business Blueprint Management summary

ETL HLD Transaction, Master & Text Document

InfoProvider Design Document

Front End Design Document

Data Model Document & Key Figure Tree

Authorization Policy & Role Catalogue document

Documents as per Saudi Aramco’s QMS

All the relevant BI / Xcelsius /Flex /Portal Objects

Unit Functional Test (UFT) document

Front-end & Reports (Data) signoff document

Documents as per Saudi Aramco’s QMS

Saudi Aramco QA review and approvals
TP - I - 33 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
Final Preparation & Go-Live
Post Implementation Support
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD

Cut-over Plan Document

UAT Report

Go Live Readiness Checklist

UAT Readiness Checklist

Training prototype document

Authorization management plan

Documents as per Saudi Aramco’s QMS

Release Note

Application Support Document

Project sign-off & Closure
Bid Closing Date: 11/4/2009
Contract Number:
6.3 Acceptance Criteria
For Deliverables
In each phase, deliverables mentioned in above table will be sent to the Saudi Aramco Project Manager or the Proponent (Subject Matter Experts or SMEs) for his
review and approval. Once signed, they will be considered finalized from Saudi Aramco.
For Phases
For each phase, documents will be signed-off from Saudi Aramco Project Manager or Proponent. With all these documents, Solution Manager will be updated as per
Saudi Aramco Project Control Group (PCG)’s requirements. PCG will send their project compliancy check list mentioning that all the requirements of deliverable for a
particular phase are met. Finally, Saudi Aramco Project Manager will issue a Phase Completion Notice duly signed by Division Head and that phase will be considered
completed.
For Project
TP - I - 34 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
On the Go-Live of the project, it will be assumed that End-User has started using the system in production environment and all the scope requirements for this project
are completed. EJADA shall provide (22) twenty-two business weeks of support from the Go - Live date and on completion of this support, Project Closure will be
signed off by the Project Manager of Saudi Aramco. At this time, project will be considered completed by EJADA.
6.4 Post Implementation Support
There will be (22) twenty - two business weeks of Post implementation support (after Final Preparation & Go-Live phase). This will be provided as second level
support. If users face any problems or issues they will contact SAP Help Center at first. If it requires intervention of consultants put on support, the request will be
diverted to them and they will resolve the issue for the end user.
Any issues or bugs occurring after the support period not related to scope of the project will not be considered as part of support even if the team is present onsite.
Any change in requirement or enhancement in original requirements will be subject to duly established scope change management process. Any enhancement or change
in scope during post implementation support will be covered with a change order with mutual agreement between EJADA and Saudi Aramco Project Managers.
6.5 Issues and Risks Management
We are already cognizant of the issues and risks associated with such kind of Implementation Projects and have taken counter measures to minimize the impact. Some
of the risks relating to the proposed project are briefly enumerated below:
 Timelines of completion – To avoid the risk of huge time overruns on the project and ensure accomplishment of all Project Objectives within the specified
time frame.

Resources planning and their availability – This is extremely critical in the context wherein the implementation is dependent on individual excellence and
their capability of the consultants to understand the business requirements and configure the same.

Mid-course issues relating to resources – Resources identified for the project may leave the company during the course of the assignment creating a major
problem in replacement of the resource as well as maintaining the continuity of the project.

Loss of focus and misdirected implementation – A project tends to lose focus during the course with different user groups and team members basing their
expectations beyond the original mission.
TP - I - 35 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:

Ensuring quality and resolving technical hurdles in configuring the solution to meet with target business requirements – To maintain the high standard
of quality and ensure that the project progress is in line with management expectations.

Lack of Professional approach to matters of Information Security – Most of the projects are executed without assigning Information security the
importance and priority that it requires.
Addressing Issues/Risks
Based on the experience we have gained on various projects, we would suggest following strategies to address the Issues/Risks:
Peer Review
In order to ensure that there are no gaps in the understanding of the business processes as well as in dealing with technical issues associated with configuration and
development, project team should carry out a structured walk through of peer groups not associated with this project. The peer groups would independently come up
with their observations and also do the trouble-shooting to ensure that there is a proper recognition of all key issues. This would also help in getting an unbiased
perception of the assignment execution
Scope Management
Project should follow a stringent scope change process which will help document, analyze and report to the Steering Committee the cost and time implications of all
scope changes.
Professional approach to risk Assessment
The project lead / quality manager for this engagement should be conversant with the standard tools and methodology associated with crisis/risk assessment in a project
of this size and complexities. They will formally carry out a review and present his observations at critical stages of the project so that the organization is fully assured
that the matters which have crisis implications are addressed formally and at all times.
Plan Ahead Approach
All the project activities should be planned ahead of time so that risk of occurrence of crises is minimized.
Back up Plans
For any resource provision planning, back up resources should also be in place in case a crisis occurs.
TP - I - 36 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Timely Communication
Whenever there is a risk of occurring a crisis, all the concerned parties such as project team members at Saudi Aramco and EJADA senior management are
communicated the risk situation so that a collective effort is undertaken to avoid the situation.
Issues/Risks Management Process
A process will be defined during project preparation phase to manage the issues and risks during the whole project as per Saudi Aramco standards. Issues and risks
registers will be maintained to manage them.
6.6 Reporting Method / Communication Plan
Approach
Timely and accurate information should be available to all stakeholders interested in this project. The Communication Plan should focus on both giving and receiving
information about the project. The latest version of the Communication Plan, related documents, and Project Status will be disseminated as required. The following five
(5) strategies will be employed as an approach to communications delivery:
 Project Documentation Repository (All the project milestones, deliverables and documentation for management of Saudi Aramco).

Formal channels (Emails, standard reports, memos, formal announcements, communication log, updated project plan) to communicate project status and
significant events.

Face-to-Face communications to distribute and receive detailed or sensitive information.

Communication of project successes or milestones through project management or sponsors (Through presentations, if required).

Use of feedback to determine acceptance of specific communications.
Performance
Throughout the project, the Project Manager will assess the Communication Plan and its effectiveness. The stakeholders will be asked periodically whether the
communication is meeting their needs. Feedback on the effectiveness of the Communication Plan will occur throughout the project. Communication Plan related
documents will be updated monthly or as needed and should be presented at the monthly status meetings.
TP - I - 37 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Project Communication Methods
Project Team Members will use a variety of communication methods to deliver project information, including meetings, telephone calls, emails, status reports, and
SMS as listed below.
Method
Project Team
Status Meeting
Steering
Committee
Meeting
(optional)
Project Status
Report
Issue
Management
Meeting
Risk Response
Plan Update
Weekly Project
Progress
(Weekly
update)
Purpose
Report current project status and progress of scheduled
tasks, prepare for the Steering Committee Meeting.
Project Manager brings a draft Steering Committee
Agenda to meeting and leaves meeting with a proposed
Steering Committee Agenda. The Status Meeting is not an
Issue Management Meeting. Issues may be raised in the
Status Meeting but are then assigned to the Issue
Management process for resolution.
Provide executive-level reports on the current project
status and resolve issues that have been appealed to the
Steering Committee through the Issue Management
Process. Review and adopt or reject recommendations
from the project manager.
Current project status, past month’s accomplishments.
Frequency
Bi-Monthly
(Oral Report)
Responsibility
Project Manager,
Team Lead
Audience
Project staff
Bi-Monthly
Project Manager
Steering
Committee
Members
Bi-Monthly
Assigned Team
Member
BI Division
Working meeting to coordinate responses to issues and
update project management plans (Risk, Issue, Change,
Schedule, etc.)
Project risk response update
Fortnightly, as needed
Project Management
Team
Project
Management Team
Bi-Monthly
Project Manger
Communicate project progress via email.
Weekly
Assigned Team
Member
Assigned Team
Member
TP - I - 38 - 60
Project Manager,
Steering
Committee
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
Correspondanc
e (letters,
memos, email,
etc.)
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Document status of action items, decisions made, and
problems encountered.
As needed
Assigned Team
Member
Bid Closing Date: 11/4/2009
Contract Number:
All Stakeholders
6.7 Testing Strategy
No.
Testing Phase
1
Unit Testing:
The focus of the Unit Testing is going to be at component level. This includes
 Data Load Objects: InfoPackages, Process Chains in support of Cutover and Update Loads (Daily, Monthly, Annual) covering FULL, INIT and
Delta Loads
 Reports (Operational/ Data Recon): Report Selection Criteria, Structure, Drilldown Characteristics
 Security: Report Access and Data Access
 Usability: Navigation, Captions
 Dashboard Testing
2
System Integration Testing:
The Integration Test will focus on end-to-end business scenario testing involving full data loads and reconciliation. This includes:
 Transport Process: Test the transport process between the landscapes
TP - I - 39 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
No.
Bid Closing Date: 11/4/2009
Contract Number:
Testing Phase



Data Load: Loads executed for well defined periods (FULL, INIT, Delta)
Reports: Report Selection Criteria, Structure, Drilldown Characteristics, Data Reconciliation
Security: Report Access and Data Access
6.8 Project Timeline
EJADA proposes to execute the Aviation Dashboard project in (45) forty-five business weeks including (22) twenty-two business weeks of Post Golive Support. The
high level project plan is as given below.
Time in Business Weeks
Project Phases
Weeks
1
2
3
4
5
6
7
8
9
10 11 12 13 14 15 16 17 18 19 20 21 22 23
y
y
y
y
y
y
y
y
y
y
y
y
y
y
y
y
y
y
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
45
y
y
Project Preparation
2
1
1
Business Blueprinting
7
Realization
Final preparation
Go Live and Post Golive Support
11
3
22
y
y
y
1
1
1
24 to 45 Week
y
22
6.9 Project Organization
Based on the scope of the project we propose following resources to be deployed during the course of the project.
TP - I - 40 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
TP - I - 41 - 60
Bid Closing Date: 11/4/2009
Contract Number:
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
6.10 Ejada Team Members
No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Role
Project Coordinator/SAP BI Lead Consultant
BI Technical Consultant
BI Technical Consultant
BI Technical Consultant
BI Technical Consultant
BI, Xcelsius Developer Consultant
BI ABAP Technical Consultant
Adobe Flex, Portal, BSP Technical Consultant
HFI Consultant
SAP BI / ABAP Developer
SAP BI Consultant
Adobe / Xcelsius Developer
Training Consultant
Documentation/QMS Support
Training Support
Documentation Support
Name
Gunasekaran Chandramouli
Ramesh Talari
Rohan Dighe
Swapnil Dharia
Vishal Bhave
Brinto Roy
Sivakumar Mohan
Melwyn Monis
M. Kadu
Abadullah Abbas
Mohammed Al-Ramadan
Moayyed Shafi
Mohammed Al-Essa
Faisal Siddiqui
Eman Al-Wuhaib
Eman Talalwah
Nationality
Indian
Indian
Indian
Indian
Indian
Indian
Indian
Indian
Indian
Saudi
Saudi
Saudi
Saudi
Saudi
Saudi
Saudi
*Note: The deployment of the above mentioned resources is subjected to their availability at the start of the project. If any of these resources are not available during the commencement
of the project, resources with similar experience and capability will be deployed on the project.
TP - I - 42 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Saudi Aramco Team Members / Supporting Groups
Role
Project Manager

Responsibilities
This person will be one point of contact from Saudi Aramco to EJADA. He will perform all the communication to EJADA Project
Manager. He will help understand business requirements and facilitate meetings with proponents and other group representatives
(within and outside of E-Recruiting Division) in Saudi Aramco. He will also be involved technically
Subject Matter
Experts (SMEs)

These will be the proponents from Saudi Aramco department using E-Recruiting system. These will be the end-users of upgraded ERecruiting system. They will provide their final requirements and perform UAT to accept the new system at the end of the project.
BI Division
Reference Points

Authorizations Group: This group will help implement BI authorizations for end users.

Transports Group: This group will help EJADA team to transport their work to Quality, UAT and Production Servers.
SAP IS - A&D
Reference Points

These will be the persons or groups managing SAP IS - A&D related implementations on configuration being considered as Data
Sources. They will help development team understand the current tables and structures.
Miscellaneous
Groups

Project Control Group: At the end of each phase, a request will be sent to this group for auditing the documentation and deliverables
for a particular phase.

Others: Other group will be sought at different times such as Extranet/Intranet Group, Enterprise Portal Solution Group, etc. as per
needs of the project.
Saudi Aramco Responsibilities
EJADA assumes following responsibilities from Saudi Aramco:

Saudi Aramco will inform EJADA of any major change to Saudi Aramco’ environment. Major changes are those, which affect our ability or effort to implement the project,
such as but not limited to, addition of significant number of users, change in company policies which affect the business process.

Facilitate the provisions of Saudi Aramco gate passes, and other administrative requirements for the project team.
TP - I - 43 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD

Assignment of Saudi Aramco resources to the project, as per the required project activities.

Saudi Aramco will if agreed between Saudi Aramco and EJADA:


Track technology component (hardware and software) readiness and availability.

Prepare physical and logical environments for component installation.

Take possession of the technology component from the vendor.

Install all Servers and Network hardware infrastructure.
Bid Closing Date: 11/4/2009
Contract Number:
Saudi Aramco will identify and schedule the appropriate personnel to participate in the workshops to perform the following:

Assist in developing functional and technical Specifications.

Assist in Organization Impact Analysis and Transition Planning.

Assist in Identifying critical success factors, and the obstacles to success for each goal.

Saudi Aramco will provide necessary clarification to EJADA, whenever required.

Saudi Aramco will detail definitions of all affected job roles and organization elements.

Saudi Aramco is responsible for all data quality and data verification activities.

Saudi Aramco is responsible for owning the Organizational Change Strategy and deployment.

Saudi Aramco recognizes that time is of the essence and will provide it best efforts to sign-off to the deliverables within 5 days of submission. The Saudi Aramco Project
Manager may authorize the EJADA to proceed to subsequent activities even in absence of a formal sign-off which is pending for formal signing authority.

Saudi Aramco Key Users / team members will assist EJADA consultants in the preparation of the Test Plan Document to include the following:

Unit test case design and completion criteria.

User acceptance test case design and completion criteria.
TP - I - 44 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.

In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Saudi Aramco recognizes that time is of the essence and will provide it best efforts to sign-off to the deliverables within 7 days of submission. The Saudi Aramco Project
Manager may authorize the EJADA to proceed to subsequent activities even in absence of a formal sign-off which is pending for formal signing authority.

Saudi Aramco and EJADA team members will conduct the User Acceptance Test jointly.

Saudi Aramco will assist for the readiness of environment at Saudi Aramco for conducting the User Acceptance Test.

Saudi Aramco will assist EJADA, for the User Acceptance Test, to


Build/reuse user acceptance test cases

Execute user acceptance test cases

Track user acceptance test cases

Sign-off on the User Acceptance Test Completion Report
Saudi Aramco recognizes that time is of the essence and will provide it best efforts to sign-off Final Acceptance in the form of sign-off on the UAT Completion Report within
7 days of successful completion of the UAT as per acceptance procedure.

The Saudi Aramco Project Manager may authorize EJADA to proceed to subsequent activities even in absence of a formal sign-off which is pending for formal signing
authority.

Saudi Aramco will provide a centralized help desk for Saudi Aramco Users to provide first point of contact. This centralized help desk will forward all relevant problems to
EJADA support engineer.

Saudi Aramco will provide telephony and all agreed-upon hardware and software for EJADA resources.
Provision of Infrastructure and Miscellaneous Items

Provide network connectivity to Saudi Aramco systems to the project team.

Ensure access to computer and office facilities needed for the work.

Provide EJADA with access to information (inclusive of required manuals, other resources), which may be required for EJADA to fulfill its responsibilities. Should special
arrangements such as Security Clearance be required, Saudi Aramco should highlight and arrange for it.
Resources and Schedule
TP - I - 45 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:

Saudi Aramco will provide a single point of contact for EJADA for the entire duration of the project.

Saudi Aramco and EJADA will have participants on the Project Review Committee, who will be responsible to oversee the project and provide executive level direction and
decision-making.
Tools

EJADA may use proprietary tools, to perform EJADA responsibilities. These tools remain the property of EJADA.

The Microsoft Suite of products (Word, Excel, PowerPoint, Visio and Project) will be standard for all project documentation unless otherwise noted. All deliverable materials
will be provided as one soft copy, unless otherwise noted.

Other software tools requiring licenses etc. for development will be decided upon mutually by EJADA and Saudi Aramco once project starts.
Multi-National

All work and deliverables will be in English only.
TP - I - 46 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
7
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Crisis Management Strategy (Discuss the plans and tools that can be used to solve/remove expected and unexpected
critical and/or crisis obstacles that may happen during the performance of the work):
Our Crisis Management Strategy discusses about the plans and tools that can be used to solve/remove expected and unexpected critical and/or crisis obstacles that may
happen during the performance of the work).
With its experience with large clients, EJADA has established norms for crisis management and plans for such appropriate activities in the event of such situations
arise. Be it people or processes, EJADA believes in being proactive in its approach to Crisis Management. The following table depicts the representative situations and
how EJADA intends to take care of the situation for a project of this size and importance.
Crisis Management Area
Insufficient Business/ Application Knowledge
specific to Saudi Aramco as the details of
legacy systems are not available as a part of the
documentation.
Non-availability of Saudi Aramco core team
members’ full time.
Imposition of externally driven decisions
Managing Performance Expectations

Description / Activities
At the initial stages of the relationship for a predefined period, Saudi Aramco will ensure constant availability
of knowledge about the business

Documentation of systems knowledge

Senior management at Saudi Aramco to ensure that the core team members are available full time

Perform pros/cons and impact analysis on the current project with supporting Facts/data – this would be jointly
done by the Project Managers of EJADA and Saudi Aramco

Recommendation to the Steering Committee

Identify the actual risk and follow appropriate mitigation plan

Define Performance Criteria along with Roles/Responsibilities and Project Constraints and arrive at a consensus
with Saudi Aramco

Set-up benchmarks and baseline service levels wherever applicable

Have clear-cut paths for escalation and ensure all team members are clearly aware of the same
TP - I - 47 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
Schedules not adhered
System Availability
Offshore System Connectivity
Manpower Attrition
Communication Gaps
(Onsite)
Assurance of meeting Support objectives
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:

There would be a multiple of factors in any engagement of such an eventuality. While every care would be
taken to avoid it through proven methodologies, and proactive measures, sometimes there would be constraints
beyond the control of the project thus causing a schedule slippage:

Identify Parallel Tasks

Identify Automation Areas

Identify Critical Path to be inside or outside Schedule

Timely resolution of issues raised by EJADA regarding configuration

Identify the various planned down-times and incorporate into Project Plan along with the dependencies

Factor in Unplanned down-times along with its impact on the project as well as associated mitigation strategies

Ensure reliable connectivity to the Saudi Aramco Systems from offshore

Have alternative methods of connectivity to the client systems

Ensure proper communication & escalation strategy is in place and made known to the entire team in the event
of issues with offshore connectivity

Enforce strict documentation guidelines & Configuration management procedures & processes

Identify the reporting/escalation structure and procedure

Identify the format and content of status Reports

Identify circulation lists for reports

Frequent Senior Management Review

Strong Contract Management

Appropriate individuals would be identified and adequate planning would be done prior to start of the project to
ensure this is taken care of

EJADA has executed several projects for our Middle-East clients and as such have institutionalized the
VISA related issues for travel onsite
TP - I - 48 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
processes and procedures associated with procuring the required entry permits

While Saudi Aramco is a very mature client in its usage of SAP, nevertheless it is extremely important to
manage client expectations.

Work closely with Saudi Aramco to ensure involvement of end-users and stakeholders (at all levels) from the
beginning of the project

Conduct workshops in various interim stages to communicate and demonstrate project progress to the stakeholder community

Proactively communicate project progress as well as any deviations to ensure client buy-in

All project deliverables to be signed off within 7 working days from the date of submission. If acceptance /
approval is not received within this time limit, deliverable would be considered as accepted
User Expectation Management
Delay in Sign-off of deliverables
8
Describe the Training, Change Management and Communication tools and methods to be implemented in achieving
user readiness.
8.1 Training
Training is a critical task in the Implementation project. The objectives for the training programs for AVIATION DASHBOARD Implementation project are as
follows:
 To prepare selected users for their roles in user acceptance test
 To equip users with the necessary knowledge and skills to use the new system
 To facilitate continuing training programs for existing and new users of the system
The training approach described in this section has been developed with reference to certain key principles of training, which are set out below:
 User training will focus on describing how the system should be used to support the business operations. User training materials would be developed that will
support this objective. (The training material will be created in English language only).
TP - I - 49 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:

A ‘Train-the-Trainer’ approach will be developed. The user project team members will be identified and prepared for training development to become
training instructors.
 Training will be designed to provide terminal users with hands-on exposure.
 Training will be designed so that training instructors can provide terminal users with hands-on exposure
 We recommend use of “SAP Tutor” for training and end user documentation.
 Additionally, we propose to use “RWD InfoPack” for as an Online Support tool for Training activities
A Training Team will be formed in the Project Preparation Phase. This team will be responsible for the following:
 Planning user training programs
 Developing user materials
 Coordinating user training
The majority of the training programs will be instructor-led classroom courses. Where applicable, each course should have a good mix of theory and hands-on
exercises. Because SAP is an online real-time system, great emphasis will be given to terminal practice.
At the end of each training course, the participants will be requested to evaluate the course and the instructor. This will provide useful feedback for future improvement
of the training programs.
The project team may also provide the following to help the users after training:
 Self-study materials as a refresher
 A training environment (SAP client) for practice
 A help desk/ hotline for answering queries
Plan-the-Training
Training must be carefully planned to provide the maximum benefit with the minimum of disruption, detailed training plans will be developed. The key steps are:
 Confirm the user group - The impact of user procedure definition will be taken into account as jobs may change significantly from the old to the new system
 Define training curriculum - Each user group is profiled to give a list of training required, level of training required and when required for the group
 Develop course descriptions - Each course is defined in terms of learning objectives, content, target audience and instructional approach
 Define training resource requirement - An overall training schedule is prepared together with equipment, facility and instructor personnel requirements
TP - I - 50 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Develop Training Courseware
The following are the various training material that EJADA will leverage for imparting training to Saudi Aramco.
 Visual aids or equivalent (for instructor)
 Instructor’s guide (for instructor)
 Participant’s guide (for participants)
 Participant’s reference, if relevant (for participants)
 Quick reference card, if necessary (for participants)
 Training Database (for online sessions)
Each ‘Participant’s Guide’ will be organized by topics. Each topic covers a logical section of the course. Such organization will enable ease of continuing maintenance
of the training materials.
The ‘Participant’s Reference’ will include outputs from other Rollout tasks such as user manual procedures, input forms, terminal operating instructions, report
samples, etc.
Conduct Training
The training programs will be a mix instructor-led classroom courses and self-learning web based training capsules. Both the classroom and web based training will
emphasis on online real time system training providing hands on experience to the users.
At the end of each training course, the participants will be requested to evaluate the course and the instructor. This will provide useful feedback for future improvement
of the training programs.
The project team may also provide the following to help the users after training:
 Self-study materials as a refresher
 A training environment (SAP client) for practice
 A help desk/ hotline for answering queries
This is an indication of the type of training to be given at different levels:
TP - I - 51 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Description
Level
Bid Closing Date: 11/4/2009
Contract Number:
Responsibility
Audience
1
SAP AVIATION DASHBOARD System Overview
EJADA
Saudi Aramco SMEs
2
SAP Functional Training Relevant to Saudi Aramco
Business Processes
EJADA
Saudi Aramco SME
3
Training on Key Business Processes, Master Data relevant
to AVIATION DASHBOARD project
EJADA
Saudi Aramco SME
4
Train - the - Trainer
EJADA
Saudi Aramco SMEs
5
End User Training
Saudi Aramco Core Users/ SME
End Users
Training Tools
EJADA proposes to deploy SAP Tutor. SAP Tutor, an innovative powerful tool, developed to create, edit and supply interactive, electronic, self-learning units. This
will encourage users to carryout off-line training as well.
8.2 Change Management
Whenever we desire to implement a change in systems/technology and processes, we tend to forget the soft side of the change i.e. People
Change. Any SAP functionality implementation such as Aviation Dashboard solution in Saudi Aramco is primarily an Organization
Transformation initiative and hence active and timely involvement of associated stakeholders is critical for the success of the project. We
believe that a successful management of such change helps in absorbing the change easily and eventually achieving the long-term
TP - I - 52 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
business objectives of the organization. On the other hand, if the change is not handled properly, it could lead to spurious problems during and after the implementation,
not attributable to any specific cause.
It is certain that any implementation, regardless of its scope will result in changes to some or all systems and/or processes. Potentially it will also result in changes to
job roles, responsibility, departmental boundaries and organizational structures, thus carrying a risk that the change may not be accepted by the organization.
Consequently, these issues may minimize the benefits expected from the implementation.
Our well defined, proven Organizational Change Management (OCM) methodology, “i-Change” forms an integral part of all our projects. We assess organization
change history, change profile, change readiness and through a proven approach, focus on the areas which are important from business impact & risk management
perspective. Strategic Communication, effective training, necessary changes in structures & profiles and timely involvement of all stakeholders are very critical areas
from employee involvement stand-point which eventually lead to employees owning the change. We focus on early acceptance and total ownership of the change by
the user community to create conducive environment for achieving the desired business benefits quickly.
Essential Ingredient for the lasting Change – Our belief
We believe that for managing any change effectively, following key ingredients are essential for lasting success.
We have experienced that shortcomings in any of these ingredients hamper the ultimate success. It’s therefore, very essential to focus on each of them since beginning
of the project. We, therefore propose following framework for this project, to achieve the expected outcome.
TP - I - 53 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Training
Management
Management)
Organization Management
(Business Impact
Communication
Management
Change Management Framework
EJADA would ensure that all the Change Management strategies and Plan for this project would be designed, developed and deployed keeping in mind the Program
Objectives, Challenges and desired future state of Saudi Aramco businesses. We propose a consistent, repeatable, flexible & high quality Change Management model
for the Project.
Our OCM Methodology – “i-Change”
Our OCM methodology - ‘i-Change’ is a dedicated Change Management practice for SAP implementations. The Change Management Practice is integrated with the
various stages of an SAP implementation as shown in the diagram below:
TP - I - 54 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Project
Preparation
Establish
Project Team,
Resources &
Schedule
Business
Blue Print
As-is, To-Be,
Gap Analysis
Go live
Preparation
Realization
Test Pilot
Processes,
Configure the
System
Production
System Admin
& Testing,
Bid Closing Date: 11/4/2009
Contract Number:
Hypercare
Production
Support,
Validate, Sign
Off
Workshop
Project Management of
Saudi Aramco
Process & System Change
Evaluate
Vision,
CSF,
Change Team,
Change
Workshop
Envision
Evaluate
Change
Readiness
Extent
Change
People & Organization
Change
&
of
Empower
Communicate
Benefits,
Develop Change
Leadership
&
HR Policies
Execute
Develop
Performance
Measures, Align
Structure, Align
Rewards, Design
Jobs,
Develop
Functional Skills
Excel
Continuous
Improvement

Measure

Structure

Rewards

Skills
Change Management
of Saudi Aramco
Benefits of “i-Change
Followings are some of the key benefits of our OCM Methodology that would help Saudi Aramco ISU Billing Solution Implementation:

Our OCM activities go hand-in-hand with Project Execution activities (ASAP)
TP - I - 55 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.




In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
We put-in lot of efforts during planning phase to identify potential risk & develop suitable mitigation plan, develop strong OCM organisation, effective
training strategies and plan Communication
Our approach is template-based so that we can offer a consistent, proactive and effective solution for managing the given change.
Our proven templates for business impact analysis are further customized for given CM needs to be used throughout the project for risk/impact management.
We believe that Risk Management is a dynamic activity and hence measurement of business impact on periodic basis is essential for prioritising the efforts for
managing the risk accordingly.
We emphasis on clear Communication to all stakeholders – Proactively, Periodically and Adequately. We develop right communication strategies & plans,
models, frameworks, channels and ensure that the intended message is conveyed to the target stakeholders in it original form, design and content – on time,
every time.
Change Management Plan & Change Charter
The Change Management Plan is the OCM roadmap aligning to the Project Deployment Plan while Change Charter is the document that allows the assessment results
to be translated into actions and monitored. Change Charter emphasizes on OCM deployment along with SAP implementation phases, focusing following points:




Clear documentation of the risks & associated mitigation plan
Approach for measurement of change impact during execution of change
Plan of action for managing various risk/impact categories
Measure of success
These documents would cover the approach and roadmap how Change would be carried out in ERP implementation at Saudi Aramco project. The risk pertaining to
various factors such as technology risk, system oriented risk, process-based risk which has bearing on people management would be enlisted here. These documents
then act as baseline documents going further.
8.3 Communication Plan
TP - I - 56 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Communication Plan outlines how the Communication strategy would be deployed to ensure effective communication across entire section of the stakeholders. We
understand that various stakeholders need to be communicated differently at different period of times; hence as a result, this plan enlists following key points pertaining
to communication:





Who shall communicate and who shall be communicated?
What should be the content in each communication packet?
What should be the medium/mode?
What should be the frequency of communication?
How shall we measure the effectiveness of communication?
As Communication plays very important role in Organization Change Management, we shall use following ways to focus on this area during entire duration of the
Saudi Aramco project:




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Structured Workshops/trainings involving core teams, business leaders, change owners and end-users
Organization-wide Newsletters designed exclusively for this purpose, giving timely updates on project
News- board covering project team activities, education on project terminologies, “Know-Your-Team”
Quizzes, Teasers, Posters etc.
Personalized emails from Business heads, Department heads, Change Owners
Souvenirs, T-Shirts, mementos and gifts as prizes/common identification for greater visibility
Business Impact Analysis and Risk Assessment
Risks during the change implementation of Saudi Aramco project can be attributed to any one or more of the following factors:
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Non-clarity in Project Size, Scope
Improper judgment of business criticality, sensitivity
Inadequate/ineffective project documentation, training
Large change in existing systems, procedures, policies or structures
Gap in technology, existing products vs new product/design
TP - I - 57 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
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In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Lack of commitment from the business community, target audience
Skill Availability / Mismatch
Implementation Approach
Dependencies on third parties
We understand above and hence plan for each of them during planning session. As risk management is a dynamic phenomenon, OCM team along with project
execution team shall analyze such risk throughout the project using the dedicated templates/tools; and critically so at the milestone corners.
Project Communication Methods
Project Team Members will use a variety of communication methods to deliver project information, including meetings, telephone calls, emails, status reports, and SMS as listed below.
Method
Project Team
Status Meeting
Steering
Committee
Meeting
(optional)
Project Status
Report
Issue
Management
Meeting
Risk Response
Plan Update
Purpose
Report current project status and progress of scheduled tasks, prepare for the
Steering Committee Meeting. Project Manager brings a draft Steering Committee
Agenda to meeting and leaves meeting with a proposed Steering Committee
Agenda. The Status Meeting is not an Issue Management Meeting. Issues may be
raised in the Status Meeting but are then assigned to the Issue Management
process for resolution.
Provide executive-level reports on the current project status and resolve issues
that have been appealed to the Steering Committee through the Issue
Management Process. Review and adopt or reject recommendations from the
project manager.
Current project status, past month’s accomplishments.
Frequency
Bi-Monthly
(Oral Report)
Responsibility
Project Manager,
Team Lead
Audience
Project staff
Bi-Monthly
Project Manager
Steering Committee
Members
Bi-Monthly
Assigned Team
Member
BI Division
Working meeting to coordinate responses to issues and update project
management plans (Risk, Issue, Change, Schedule, etc.)
Fortnightly, as
needed
Project Management
Team
Project Management Team
Project risk response update
Bi-Monthly
Assigned Team
Member
Project Manger
TP - I - 58 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
Weekly Project
Progress
(Weekly update)
Correspondance
(letters, memos,
email, etc.)
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Communicate project progress via email.
Weekly
Assigned Team
Member
Project Manager, Steering
Committee
Document status of action items, decisions made, and problems encountered.
As needed
Assigned Team
Member
All Stakeholders
TP - I - 59 - 60
Saudi Aramco, Computer Applications
Corporate Application Dept
Technical Proposal Data (Attachment I)
(Re-Submitted on Nov. 16, 2009)
DPSR#: CA-BW-09-00031
Contractor Name: EJADA Systems Co.
In kingdom Lump Sum / Time Unit Rate Competitive Bidding
Project Name: AVIATION DASHBOARD
Bid Closing Date: 11/4/2009
Contract Number:
Vendor Information
EJADA Systems Limited
(Vendor # 10033390)
Vendor (Bidder) Name
Raed Eid
Vendor Representative Name
Signature
Stamp
TP - I - 60 - 60