This presentation is designed for a client who has not implemented any of the SF products
with the Activate methodology, or if the client is new to Cloud.
The presentation contains detailed information beyond Onboarding.
Work with the project manager and other Product consultants to customize the presentation
for your client and include their Onboarding scope.
Delete this slide page during your customization.
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Onboarding Project Kick Off
PUBLIC
Kick Off Agenda
• Meeting Purpose
• Project Methodology
• Introductions
• Project Plan
• About SAP
• Project Governance
• Project Scope & Timeline
• Customer Resources
• Business Drivers & Success Criteria
• Questions/Wrap Up/Next Steps
• Team Structure
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Kick-off Objective
By the end of the kick-off, participants should
• Be able to clearly articulate scope
• Be aligned on business drivers and success criteria
• Understand their roles, responsibilities, and how we work together
• Understand implementation methodology
• Know where to find customer tools and resources
• Know the next steps and initial deadlines
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Meeting Housekeeping
•
Ask questions!
•
Respect each other’s
opinions
•
Be flexible in your approach
•
Listen to understand
•
Lean in and learn
•
If we don’t know immediate answers, we will find out and report back as quickly as possible
•
Smile, relax and enjoy the days ahead
•
We will use a parking lot as needed
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Introductions
1.
2.
Role within
<CUSTOMER>/SAP
and on team/project
Name
3.
4.
Icebreaker
Share one thing you
would like to get out
of this kick off
meeting
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Cloud Projects: Resourcing
On-Premise
•
•
•
•
•
Full-time SAP consultants on-site for project
duration
System administrator engaged before go live
Full-time SAP resources for BAU
Dedicated team of testers
Business SMEs have a significant time commitment
up front for blueprinting
Cloud
•
•
•
•
•
Consultants staffed across multiple projects working
remotely with onsite visits for kick-off and key
milestones
Customer system administrators engaged from kick-off
playing a significant role during the project
Full time customer system administrator(s) for BAU
Business users test system
Business SMEs have a significant time commitment for
project duration
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Cloud Projects: Key Learnings from Past Projects
3
2
The fast pace of cloud
projects and the
iterative approach
requires business user
to have enough time to
be able to dedicate early
and throughout the
duration of the project
System administrators
need to be actively
engaged from the
beginning of the project
The system needs to be
tested against business
processes starting with
the first iteration
1
Iteration 1 Iteration 2
The system
should be
Iteration 3
90% configured by
iteration 2 leaving minor
tweaks and labels to
change in iteration 3
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Cloud Projects: System Administrators
•
System administrators have a large role in SAP SuccessFactors
implementations—managing user security, completing data migration,
becoming a customer’s technical SME, and supporting the system after
go live on
•
The most prepared system administrators are engaged from the project
start getting day-to-day hands on experience and the historical
knowledge to be successful
•
The number of system administrators is dependent on the size and
complexity of the organization and the number of SAP SuccessFactors
modules implemented
•
System administrators need to stay apprise of quarterly updates and
work with the business to prioritize these changes
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“How many administrators do I need to be successful?”
Admin Resource Calculator
Available on the Customer
Community!
http://community.successfactors.com/t5/Admin-Resource-Calculator/ct-p/admin_calc
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Scope Review
<Add Customer
Logo>
Summary Scope Review: Modules
Phase 1
Phase 2
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Standard Onboarding Scope
Standard Onboarding – Global (including US) English Only
o
US Compliance

US Form I-9 and I-9 Re-verification

E-Verify Forms, notifications and integration

Wage Theft Prevention Act Forms: NY and CA

US State Forms: Primary State Tax Withholding Forms, Federal Tax W-4

Pennsylvania Residency Certification Form
o
International Compliance

Australia: Tax File Number Declaration

Australia: Superannuation Standard Choice Form

Canada: Federal and Provincial Primary Tax Withholding forms

India: Transfer Claim Form

India: Provident Funds Declaration and Nomination Form

UK: Starter Checklist

UK: P45-Details of Employee Leaving Work
o
Other Items

Standard Hiring Forms: Direct Deposit, Pay Card Acknowledgement, New Employee Summary Form, New Employee EEO
Information, Emergency Contact

Enable Document Center

Enable Employee Portal

Enable DocuSign Integration (Customer is responsible for configuration within the DocuSign Product)

New Hire Import (1): SF Recruiting Management integration OR SF standard new hire xml format (*if changes are needed to
RCM additional scope may be required)

HRIS/Payroll Export (1): SF Employee Central integration OR SF standard export (*if changes are needed to EC additional scope
may be required)

Standard Security Groups

Standard Notifications

Onboarding Password Settings
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Standard Onboarding Scope Continued
Plus:
o
o
o
o
o
o
Customer specific PDF forms (up to 5)
Customer specific Data Entry Panels (up to 10)
Customer specific Fields (up to 50)
Additional five (5) Signature-only Policies
Customer specific Notifications (up to 5)
Workflow Processes (up to 2) (i.e. US/Global, Exempt / Non-Exempt)
SuccessFactors team will configure the following optional features if requested:
Single Sign On -provided Customer approach is supported by SuccessFactors (if needed this will be an addition to the 18 week timeline)
FTP site to send data files
o
o
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Client Specific Onboarding Scope
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Countries Included in Statement of Work
Countries
Include In Onboarding
Phase
United States
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Languages included in Statement of Work
Language
Include In Onboarding
Phase
English
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Summary Scope Review: Integrations
Modify labels & Indicate any
custom integrations
Recruiting
Management to
Onboarding
Onboarding
to Employee
Central
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Business Drivers and Success Criteria
Introduction
Scope &
Timeline
Business Drivers
& Success
Criteria
Team Structure
Project
Methodology
Review
Customer
Resources
Project Plan
Communication
Protocol
Road to Success
<Add Customer
Logo>
Business Goals/Drivers
GOAL = WHAT?
DRIVER = WHY?
• Improved employee/manager engagement
•
Increased productivity/efficiency/satisfaction
• System drive and supports correct process
•
Decrease turnover
• Integrity of data
•
Standardisation, consistency
• Company is effectively trained and utilizing
•
Trust/source of truth for effective and correct
system
• HR data utilized to make better decisions
<The Business Goals/Drivers on this slide
are placeholders. The Customer Project
Manager should be given the slides in
advance of the meeting to update the
material to match their solution needs.>
decision making
•
•
Employee opinion survey results, decreased
regrettable turnover
•
Reduced errors, consistency between states
•
Improved audit outcomes
•
% of workforce is using the system. Training
measure
Maximize the benefits and potential of the
system
•
METRIC = MEASURE (IF APPLICABLE)
•
HR involved strategic planning processes
To be able to work as HR business partners
and assist with strategic decision making
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Success Criteria
Senior Management
Management
Employees
HR
Project Team
• Consistency and accuracy
• Utilise the efficiencies
• Find the system simple,
• Employees and managers
• The project team are
of data
gained through automation
• Keep it simple
• Consistency and accuracy
of data
<The Success Criteria on this slide are
placeholders. The Customer Project
Manager should be given the slides in
advance of the meeting to update the
material to match their solution needs.>
easy to use and intuitive
are saying how easy the
raving fans of the new
system is to use
system
• Consistency and accuracy
of data
• On time and on budget
• Consistency and accuracy
of data
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Team Structure
<Add Customer
Logo>
Governance Model for <Customer>
Executive Alignment
• Business expectation alignment
Level 1
• Alignment on strategic objectives
Executive
Sponsorship • Account partnering and sponsorship
• Escalations aligned to business priorities,
Level 2.
goals, and objectives
Enterprise
•
Decision rights and decisions criteria
Governance
Quarterly
Alignment
SAP Executive Sponsor
<Name>
<Customer> Executive Sponsor
<Name>
Steering Committee
• Ownership: change, process & data
• Economic justification and funding prioritization
• Executive Dashboard Review and
Level 3.
proactive issue management
Program
Governance • Business standardization & best practice
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
Monthly
Alignment
<Role>
<Name>
Program Management Office
<Role>
<Name>
adoption through Office of Chief Architect
• Prioritization criteria and deployment options
• IT requirements and dependencies
• Weekly Status Reports and Meetings
Level 4.
Operational • On-going governance of data and process
Governance • Operational staffing, planning and execution
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
Bi-Weekly
Alignment
Project Teams
• “On time, On Budget, On Value” monitoring
• Users training and program support, OCM,
Value realization
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
<Role>
<Name>
SAP
Foundation
Weekly
Alignment
<Role>
<Name>
SAP Premium Engagement
Responsibility
<Customer> Consultants
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Project Roles & Responsibilities
Consultant Team
Customer Team
Champion, Critical Decisions, Escalations
Services
Lead//Practice
Director
<NAME>
Project
Manager
<NAME>
Schedule, Scope, Activity, Resource, Risk and Issue Management
Consultant
Consultants
Consultant/s
<NAME>
Configuration Design
Configuration Validation
Training Design and Delivery
Solution Architecture, Connectivity and Migration
Project Sponsor
<NAME>
Project Manager
<NAME>
Process
ProcessOwners
Owners/ /
SMEs SMEs
<NAME>
Business
Stakeholders
Stakeholders
<NAME>
Trainers
<NAME>
Technical
<NAME>
Resources
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<CUSTOMER>Team Project Roles & Responsibilities
Functional Lead / Process
Owner(s)
Exec / Project Sponsor
 Champion the project within
your organization
 Validate key decisions of
strategy and policy
 Ensure that the required
resources are in place to
support project
 Provide knowledge of existing
processes
 Provide future vision
 Lead future process design
 Design and execute user
acceptance tests (UAT)
Technical Resources






Testing Strategy / Plan
Integration Design, Build
SSO Authentication
Data Migration
Custom Reporting
Testing
Trainer(s) / Change Mgt
 Define training plan/strategy
 Prepare training tools and
materials
 Deliver (or manage the delivery
of) training to Executives &
Employees
5-20%
60 – 70%
Varies based on Modules /
Integrations
Varies based on Modules / Training
Approach
Project Manager
Business Stakeholder(s)
System Administrator
Marketing / Communications
 Create, validate, maintain
project plan
 Manage all customer activities
and resources
 Manage internal risks
 Ensure customer dependencies
satisfied
 Validate new process designs
 Provide feedback on configured
solution
 Influence Executive & Employee
engagement & adoption
 Participate in all project phases
and ongoing
 Attend Administration and
Reporting Training
 Assume System Administration
responsibilities post launch
80 – 100%
20 – 40%
Varies based on Modules
 Define Communications
Strategy
 Develop Group
Communications Content
 Required for RMK
implementations
 Provide Logo graphics and
access to brand guidelines
 Approve Mock up, copy,
graphics 5-15%
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Project Methodology Review
<Add Customer
Logo>
SAPACTIVATE Methodology for SAP SuccessFactors
The SAP Activate implementation methodology provides flexibility to accommodate all SAP SuccessFactors modules and project complexity that
ranges from a small pilots all the way to a large complex implementations. Throughout the implementation there are key milestone reviews where
Customer acceptance is required before moving on to the next phase in the implementation process.
Prepare
Explore
Realize
Deploy
Live production
Sprint plan
Configuration
Configuration workbooks
Walkthrough
Gap identification
Data migration
Initial system
Solution validation
E2E test
Readiness check
Start with
executable
content
Verify solution
scenarios meet
business needs
Tailor solution
in short, timeboxed sprints
Cut over and
begin
productive use
Project setup
Self-enablement
Public cloud
Cutover
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SAP SF Activate Implementation Methodology


PREPARE

Realize
Q-Gate
Explore
Q-Gate
Prepare
Q-Gate
EXPLORE
REALIZE
Deploy
Q-Gate

DEPLOY
Project Management
Sales
handover
Project Initiation
Project Execution, Monitoring and Controlling
Project Close
Infrastructure
Solution Design
Kickoff Workshop
Scope Validation / Fit-Gap Analysis
Configuration Definition
Integration Preparation
Integration Prerequisites Confirmation
Customer Team Enablement
Level 1 Self-Enablement
Level 2 Enablement
Custom Enhancement Management
Enhancement Case Research and Management
Solution Configuration
System Configuration: Forms, Reports, User Access
Solution Walkthrough
Solution Walkthrough
Data Migration
Migration Plan
Data Load and Validation
Data Preparation
Data Integration Setup
Integration Setup in Test System
Integration Setup in Prod System
Solution Testing
Test execution
Test preparation
Solution Adoption
Value Determination
Change Management Plan
Phases
Work Streams
Deliverables
Value Realization
Train the Trainers
User Training Plan
Value Audits
Cutover Management
Prepare Cutover Plan
Production setup
Prod Cutover
Support Readiness
Handover to support
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High Level Timeline
<Add Customer
Logo>
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Introduction
Scope Review Business Drivers
Team Structure
and Success Criteria
Project Methodology
Review
Customer
Resources
Project Plan
11
13
Communication Road to Success
Protocol
Proposed Project Timelines
Week
1
2
3
4
5
6
7
8
9
10
12
Sales
Prepare
Explore
Realize
14
15
16
SAP INTERNAL TIP: Leverage
your project’s C2 from the sales
phase or go to the NA Solution
Center Jam site and use a blank C2
(excel) document to quickly create a
high level project timeline of the
ACTIVATE phases
Deploy
Go-Live
8 – 12 weeks typical for PM, GM, EP, CDP, 360, Calibration
14 – 18 weeks typical for Succession, Compensation, Analytics & Planning, LMS
20 – 24+ weeks typical for Recruiting, Variable Pay, Employee Central
Please note timelines may have to be updated as a result of scope changes, issues, resources, etc.
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Key Milestones Beyond Configuration
Prepare
Explore
Realise
Configuration
Kick-off
Require
-ments
Deploy
Go Live
Testing
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High Level Project Plan – Key Milestones
Deliverable/Milestone
Owner
Date
Kick Off Meeting
Design Review
Workbook & Requirements Sign Off
Iteration #1
Iteration #2
Iterations approved & Sign Off
Translations completed
Final Configuration Sign Off & User Acceptance Testing Begins
Integration / Testing Acceptance & Sign Off
Production Readiness Acceptance Sign Off
Go Live
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Release Schedule
Preview
Jan
Apr 10th 2020
Feb
Mar
Apr
Production
Jan
May
Oct 16th 2020
June
July
Aug
Sept
Oct
May 15th 2020
Feb
Mar
Apr
May
June
Nov
Dec
Nov 20th 2020
July
Aug
Sept
Oct
Nov
Dec
Release information

Half-yearly Release cycle

Latest Release Dates can be found on the SAP SuccessFactors Customer Community product updates page

Mobile App will be updated on Monthly basis for minor enhancements. Major updates are aligned with the release.

It is important to ensure that release dates are taken into account when planning project milestones and go lives .
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Project Governance
<Add Customer
Logo>
Project Governance
Change control
Issues log
Meeting cadence
Project documentation storage
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Project Success
<Add Customer
Logo>
Road to Success
1. Functional Ownership Over System
•
The business owns the system
•
Leverage the system to support strategic HR decisions
•
Understand the configuration workbooks
•
4 release cycles a year - keep up to date
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Road to Success
2. Acceptance of SaaS/business process re-engineering
•
SAP SuccessFactors is “Software as a Service”
•
The platform is shared by thousands of other customers
•
Configuration not customisation
•
Built off “standard” practice
•
Embrace the opportunity to streamline and re-engineer
processes
•
Challenge established ways of doing things
•
Keep it simple
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Environment Overview
SAP SuccessFactors HCM Suite - Multi-Tenant Architecture
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Environments
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Customer Resources
<Add Customer
Logo>
Customer Community
Register for the Customer Community:
http://community.successfactors.com/
 The Customer Community is a hub for
•
Training, implementation resources, documentation,
events, and user groups
•
New features, product updates, HR trends, thought
leadership, and best practices
•
Product enhancement idea sharing and discussion with
product managers--providing critical feedback for
advancing products to new levels of innovation and
business efficiencies
•
Peer-to-peer support
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Customer Community Welcome Kit
 The Customer Welcome Kit provides a step by
step guide on the Customer’s role in project
success.
• For each key project role (Project Manager,
Process Design, Technical, Training,
Communications, Testing) there are detailed
the activities during each phase of the
project
• Links to templates and resources
• The Customer Guide to a successful project
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Sign up for Customer Community
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Explore the Onboarding Resources on Customer Community
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Customer Project Site
•
The Customer Project site created in Jam for a tool that the project team uses to share documentation and collaborate on project progress.
•
The site features include a document repository for tracking issues and risks, project contacts, environments list, milestone status, action
items, and check point sign off.
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Customer Network of Resources
•
Holding slide - SAP account team - roles and names
•
CSM - Customer Success Manager - Operational support, facilitate, quarterly reviews
•
CEE - Customer Engagement Executive - Strategic account perspective and focus on renewals, make sure customers are happy
•
CVA - Customer Value and Adoption - Health checks, currently are and where they can go, focus on renewals, at risk customers
•
CP - Client Partner - Across an account across all lines of business for services sales (HR, Finance, Procurement)
•
SSEM - Service Sales Engagement Manager - Specialist line of business
•
AE - Account Executives - across all lines of business for licensing own relationship - OWNS THE RELATIONSHIP
•
Specialist AE - Account Executives (old RSMs) - Regional sales managers
•
ESA - Enterprise Support Advisor - Expert sessions, can have dedicated or go into ESA support depending on account level
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Pulling it all Together
Questions & Wrap Up
<Add Customer
Logo>
Review Kick-off Objectives
By the end of the kick-off, participants should
• Be able to clearly articulate scope
• Be aligned on business drivers and success criteria
• Understand their roles, responsibilities, and how we work together
• Understand implementation methodology
• Know where to find customer tools and resources
• Know the next steps and initial deadlines
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Next Steps for Onboarding
•
Log into the Customer Community and Project Site
•
Provide credentials to test instance (if not already provided)
•
Complete Onboarding Project Team Orientation (if not already completed)
•
Complete Onboarding Administrator Training on Customer Community
•
Review Onboarding Leading Practices document and other materials provided
•
Review Onboarding Workbook which will be discussed during Onsite workshop
•
Schedule Onsite Design workshop
•
Schedule Project Status Meetings (Once or twice a week during duration of project)
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Key Takeaways
What is your one key takeaway that you have from this meeting?
Did you get what you were hoping to get from the session?
Do you know what you need to do next?
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Thank You!
<Add Customer
Logo>
© 2019 SAP SE or an SAP affiliate company. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company.
The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its distributors contain proprietary software components
of other software vendors. National product specifications may vary.
These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP or its affiliated
companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP or SAP affiliate company products and services are those that are
set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.
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