SAP Upgrade Project Kick-Off August 2006

SAP Upgrade Project Kick-Off August 2006

Introduction Project is to perform a technical upgrade from SAP version 4.6c to ECC 6.0 Technical upgrade only – existing 4.6c production functionality tested and validated on ECC 6.0 release During the upgrade, changes are limited to urgent bug fixes, open enrollment and year end updates Schedule: August 2006 – February 2007 Resources: 90 – 130 person months and 18 FTE’s Budget: 750K – 1.25M 30K external; 22K Training 04/19/24 2

Project Objectives Project Objectives: Avoid risk of going out of mainstream support for 4.6C Provide ability to benefit from new functionality Bring MIT more into alignment with peer institutions Reduce cost and complexity of upgrading by doing now versus further delays Capture items where standard SAP could be used Develop reusable processes for future upgrades and or for regression testing 04/19/24 Process, procedures, templates, forms etc. 3

Project Background MIT last upgraded SAP in January 2001 Upgrade was Top ASPCC priority for FY07 Competing business priorities delayed planned upgrades Quarterly reporting to ASPCC is required Only MIT and University of Toronto are on 4.6c 04/19/24 4

Project Background MIT’s footprint has expanded enormously since the last upgrade HR, Payroll, Plant Maintenance, EH&S, Broad Extensive project pre-work SAP Hardware Renewal – completed June 2005 FM Discovery project – report published in August SAP Web Classic Migration to WAS FM re-implementation is not required Development completed in August Implementation scheduled for September EHS ITS flow file replacement with WAS 04/19/24 Planned for August – November 5

Project Scope Overview Upgrade SAP from 4.6c to ECC 6.0 Test all transactions that MIT uses Test all actively used custom interfaces, reports, user exits, transactions, forms Assess obsolete transactions Evaluate modifications to SAP code to see if the functionality can be reproduced using standard SAP Test new GUIs Upgrade desktop GUI’s where needed Update training materials for SAP GUI based community transactions Update help documentation for SAP GUI based transactions 04/19/24 ASR, Reporting, Excel uploads 6

Out of Scope Migration of all web applications from ITS to WAS We will move stand-alone ITS applications to the integrated ITS Functional changes Unicode Database upgrade Full Solution Manager implementation 04/19/24 7

SAP Business Owners & Coordinators Project Organization Sponsors/ Steering Committee Jerry Grochow Christine Meholic Test Manager Emily Cunningham Quality Assurance Mary Alix Debra Wiley Sharron Sawyer Red Core Team 04/19/24 Project Management Kevin Lyons Jenette Simpson R/3 Admin (Basis) Ron Parker George Petrowsky Gee Lee Rich Katkowski Arif Khan Logistics Bob Romanowicz Lorraine Rappaport Ken LeVie John Barttolomeo Hao Wen Ian Bennett Elda Prudden Dave Tartaglia Finance Veronica DuLong Bob Casey Rob Damian Mary Ellen Gearin Carolyn Fuller Lucia Ma EH&S Rob Damian Seth Seligman John Tuttle Lee Collier HR/Payroll Bart Dahlstrom McCollin, Quern, Carloni, Diliberto, Kandel, Mullen, Ho Goodwin, Donovan, Gulen Kushkuley, Kratochwill, DeSimone Technical Drop Box & Web Wai-Ming Li David Rosenberg Allan Davidson Mark Prudden Nancy Gift Bill McAvinney Brendan Gaul Amy King Business Stakeholders Jim Morgan Wayne Turner Bill Anderson Bill Van Schalkwyk Robert Nichol Frank Schimmoller Pat Fitzgerald Karen Nilsson Margaret Warner CSS (Training & Pubs, Help Desk SW Release Team) Data Warehouse OIS - Server Ops Lincoln Labs Community Focus Dave Goodwin SAP Todd Baker 8

Business Involvement Business involvement is essential and required Test scripts updates Regression/User Acceptance Testing Functional decision making for required changes Primary contact and updates are through the functional team leader Understand impact of SAP development slowdown and then freeze 04/19/24 9

Project Acceptance Criteria User Acceptance Testing – Define acceptance and approval criteria with the Business Test Scenarios Test Execution – User Acceptance testing (regression test) Readiness Review – Key Areas System Functional Assessment by area – Bus. Stakeholders System Technical - Technical Review Board Infrastructure – Web/GUI components Operational 04/19/24 10

High Level Communication Plan Multiple Kick-Offs & Updates Core Team – 8/9 Extended Team – 8/17 SAPBIZ – 8/23 Sponsors – 8/24 ASPCC Update – 9/20 IS&T Leadership Team Business Stakeholders Business Process Owners & coordinators Structured Reviews Meeting Frequency Core Team – weekly Extended Team – Monthly Sponsors – Monthly SAPBIZ – Monthly ASPCC – Quarterly Customer Forums – Monthly/Quarterly Kick-off, Post Unit Test, PreUAT, Approval/Readiness 04/19/24 11

Time line Project Prep - 7/5 – 8/17 Technical and Business Assessment - 8/18 – 9/6 Test Scripts Inventory and evaluation Release notes 1st Upgrade SFK Realization – 9/7 – 1/10/07 SAP collisions SF2 upgrade/unit testing 04/19/24 9/15 - Dual Maintenance SF2 10/31- Restricted transport period “freeze” 12

Time line Realization – 9/7 – 1/10/07 Production Prep – 1/10 – 2/13 Test Scripts Updates Integration Test (SH2) – 11/15 – 12/12 Regression/User Acceptance (SF6) – 12/18 – 1/9/07 Cut over planning Trial cutover 1/11 – 1/24 Go Live 2/17 – 3/19 PS1 go live – 2/20 Other Environments 04/19/24 13

Project Assumptions Testing will be performed manually Business process coordinators will perform and sign off on user acceptance testing Business process owners will sign-off (approve) user acceptance testing results Business Stakeholders will participate in the readiness Go/ No Go review and make the go live decision Business process owners and coordinators will validate the upgraded production system on cutover weekend SAP production will be down for 3 days as part of cutover Only emergency bug fixes can be applied to production during the upgrade A development slow down will occur between September 15th to October 31 QA will control PS1 transports during dual maintenance Development freeze will occur effective October 31 04/19/24 14

Authorizations Significant change (increase) to authorizations Need to closely evaluate impacts Additional work required to determine scope of changes and strategy (minimal approach versus re-defining a number of roles Functional teams have critical role 04/19/24 15

SAP Upgrade Landscape 04/19/24 16

Questions and Answers ? 04/19/24 17