ASUG Annual Conference Session 4711 Change Management Lessons Learned from Upgrading 4.0b to 4.6c

Contents Company Background SAP Background Transaction Changes Challenges Solutions Lessons Learned

Company Background Fortune 300 Global Energy Services Company Largest utility customer base in U.S. San Diego Gas & Electric Southern California Gas Company Trading, Generation, Services 12,000 employees worldwide $6 billion in sales in 2002

SAP Background Finance Accounting (FI) Procurement (PR) Controlling (CO) Accounts Payable (AP) Asset Accounting (AM) Inventory Management (MM ) Accounts Receivable (AR) Warehouse Management (WM) Project Systems (PS) Plant Maintenance (PM) Investment Management (IM) Industry Solution (FERC) Customer Care System (CCS) Service Management (SM) Business Warehouse (BW) Bar Coding (Inventory ) Fax Senior Sales and Distribution (SD) External Services

SAP Background 1500 SAP users in 11 companies Went live with 4.0b in March 1998 First technical upgrade to 4.6c in August 2002 Filenet for AP imaging Added External Services in April 2003 Adding Employee Expense 2Q 2003

Transaction Changes Security – Access to reports now through transaction codes vs. old report trees Purchasing Purchase Requisition and Purchase Order transactions (create, change, display) only significant change. All data now available on a single screen. Each transaction still exists, just screens changed.

PO Document in SAP 4.6 The hierarchy section is used to find, copy and create with reference to other PO documents   The tabs you see on the screen represent separate screens in the 4.0 version. I have had positive feedback from our users for the new look because it has made working on 1 screen more desirable rather than moving from one screen to another. There are many more things that can be accomplished from setting up a personalized look to this screen to being able to place the document on hold and obtain a document number reference while in that “hold” status. The document can then be completed at a later time and processed. If a user executes a transaction without reviewing all of the tabs, they may inadvertently save an incorrect default value.

Purchase Requisition Document

Transaction MIGO for IM MIGO is a dynamic transaction code that a user can use to complete Goods Receipt, Goods Issue, Return Delivery, Release Blocked Stock, etc. 4.6C enables the user to rearrange columns to change the screen layout to fit user’s requirements. Allows multiple account information like cost centers and G/L accounts on a single screen. Allows completion of Goods Receipt for multiple purchase orders in a single transaction ·         The most significant enhancement in 4.6C is transaction code MIGO. MIGO is a dynamic transaction code that a user can use to complete Goods Receipt, Goods Issue, Goods Issue to a Material Reservation, Return Delivery, Release Blocked Stock, etc. These same transactions can also be completed using different transaction codes for each transaction, i.e., MB01 and MB0A for Goods Receipt, MB1A for Goods Issue, MB21 to Create Material Reservation, MBSF for Release Blocked Stock, etc. In 4.6C, all it takes is one transaction code, MIGO, to complete any of these transactions. A user need not leave the MIGO screen to complete a different transaction after completing the first one.   ·         4.6C enables the user to rearrange columns to change the screen layout to fit user’s requirements. This is especially useful in MIGO. The layout can be saved using a variant. ·         It is possible to enter multiple account information like cost centers and G/L accounts on a single screen in MIGO. ·         It is possible to complete Goods Receipt for multiple purchase orders in one single transaction using MIGO. ·       

MIGO SCREEN: GOODS RECEIPT   In 4.0B, to complete a transaction, the first screen is basically where the user enters the Plant, Storage Location, and Movement Type information (also PO # for Goods Receipt). Then user has to go to the second screen to enter the Material # and quantity.   In 4.6C, MIGO allows all the required information to be entered in one single screen with just one click. ·         It is possible to access the Stock Overview screen in the same MIGO screen without having to open another session and access t-code MMBE for Stock Overview. ·         One click on the material number on the same MIGO screen takes the user to the Material Master. ·         There is a copy function in MIGO. By entering a value on the first line and clicking the cells directly below are populated with the same value. ·         In one single MIGO screen, the user can search for a purchase order, view the buyer responsible for the PO, and/or change the stock type of the material to be received.

MIGO SCREEN: GOODS ISSUE Tip & Trick: Movement types should match (see 221 in both boxes).

Challenges 5000 SKUs over almost 100 user locations Planning/forecasting used in all locations Re-engineered security at the same time as the upgrade Isolated facilities Four day (planned) upgrade outage Older operating systems (Windows 95 and 98) on some machines

Solutions Delta training only Computer Based Training (CBT) Netmeeting/Webex for isolated locations Classroom training Communicate, communicate, communicate! Netmeeting free, webex costs money. Prefer netmeeting because of cost issue, but any system changes (we were upgrading to ethernet) can impact effectiveness of netmeeting. Webex worked better for us. Win 95 and 98 are slow with 4.6c. Especially slow in enhanced mode. Best with NT or Win 2000.

Lessons Learned No such thing as a small change to an end-user User menu vs. SAP menu Plan for a “sandbox” for end-users Some menu paths are very hard to find – New transaction search a handy function Once end-users get familiar with the changes, they really like them Users liked SAP menu better just because it looked like the old menu.