1. Speaker’s Name, SAP Month 00, 2018
Quality Built In into Projects SAP Activate Methodology - Quality Gate Checklist
Speaker’s Name, SAP
Month 00, 2018

2. Agenda Overview Project Quality Gate Process
Project Quality Gate Details
Project Quality Gate Checklist

3. What Will Change?
The new SAP Activate Methodology requires an adjusted generic Project Quality Gate Checklist
Covers all project types and is generic for all various implementation scenarios and deployment types
Four mandatory Quality Gates (Preparation, Explore, Realize, Deploy)
Checklist items are identical for all Quality Gates
Additional checklist items/deliverables needs to be added by the different project types along the implementation lifecycle

4. SAP Activate Methodology Key Characteristics of the Implementation Approach
START WITH BEST PRACTICES Use ready-to run business processes
CLOUD READY Leverage the flexibility and speed of the cloud
VALIDATE SOLUTION Validate to best practices with fit-gap workshops, capture delta
PREMIUM ENGAGEMENT READY Build and Run fully supported via SAP control centers
MODULAR, SCALABLE AND AGILE Structure project to deliver the solution incrementally
QUALITY BUILT-IN Identify risk early with total quality approach

5. SAP Activate Methodology One harmonized implementation including Project Quality Gates
PREPARE
EXPLORE
REALIZE
DEPLOY
SAP ACTIVATE
Build Smart, Run Simple
Value Management: confirm business drivers, goals, & success metrics
Confirm project scope & schedule
Establish project team
Initiate DEV/TST system landscape
(n/a for Cloud)
Set-up governance and standards
Prepare and conduct kickoff
Execute Quality Gate Prepare
Hold workshops to validate business scenarios (n/a for Cloud)
Document delta requirements and gaps (n/a for Cloud)
Document requirements for solution extensions
Prepare for integration
Hold design workshops, if applicable
Complete level 1 project team enablement
Execute Quality Gate Explore
Configure solution (iterative)
Execute unit testing (iterative)
Perform solution walkthrough with users (iterative)
Set-up DEV/TST integration
Develop solution extensions
Complete level 2 project team enablement
Deploy solution extensions to PROD
Setup Value Monitoring framework (n/a for Cloud)
Execute Quality Gate Realize
Plan cutover
Initiate PROD environment
Set-up PROD integration
Execute technical & load testing , if applicable
Execute cutover to PROD
Prepare for solution adoption
Execute Quality Gate Deploy
Go-live
Execute handover to support / operations
Closeout project
Use post go-live support

6. Quality Built In SAP Activate Project Quality Gates
SAP places at the center of projects that we deliver for our Customers.
A Quality Gate provides oversight and early visibility into potential risks and issues. It has a profound impact on reducing project risk and driving Customer Value.
Project Quality Gate Process supports:
The Project Quality Gate process is a formal way of specifying and recording the transition between critical stages in the project lifecycle.
Each Project Quality Gate verifies that acceptance is met for the deliverables required and actions to be completed for the associated critical stage.
The Project Quality Gate Plan is defined in the Project Management Plan.

7. Project Quality Gates Value Proposition
Objectives:
Assure quality at the milestones of the project
Assure that all key deliverables and actions have been completed in compliance with best practices
Avoid customer dissatisfaction
Enable project managers to continuously communicate and build quality into the project
Benefits:
Enhance project quality
Minimize project risk exposure
Manage expectations and monitor customer satisfaction
Improve transparency of the project
Reduce cycle time - get it done right the first time

8. Why Project Quality Gates? Ask yourself!
Are we following the SAP Activate methodology to provide a guided project approach?
Are provided tools and methods used in order to avoid unnecessary expenditure of redevelopment of such things?
Have we taken into consideration what happens if the customer relationship is no longer positive?
Can the project, without serious disturbance, continue if key people are no longer unexpectedly available?
Do we have an organizational and operational structure, which allows us to identify risks and disturbances in the project at an early stage and confront them?

9. A Project Quality Gate…
is …
a formal way to check the key deliverables of a project apply to global and local standards.
a structured and easy to use approach to have an insight look in a project at any time
another opportunity for the Project Manager to discuss serious project matters with the Delivery Manager & Quality Manager lead
an assessment that reduces the risks of a project by making sure that SAP standard methods and tools are used to the best effect
another opportunity for the Delivery Manager to check the capability of the Project Manager to bring the project to a success
an important step forwards to continuously improve our projects in the field and increase our PM maturity
proves whether we are able to…
Be on track.
Complete our deliverables according to plan.
Fit for purpose.
Get the Partner/Customer agreement.
Systematically manage the risks.
Start the next phase without delay.
checks the conformity and reasonability according to…
Defined methodology
Legal requirements
Project contract
Project specifics

10. A Project Quality Gate …
is not…
A guarantee that the project will carry out no more risks and will never escalate.
A comprehensive project management review that prioritizes and reports all project risks and recommendations in a balanced way.
A detailed content review of all key deliverables of the project.
A complete view on the project, because the customer is not involved in these sessions (as of now).

11. Agenda Overview Project Quality Gate Process
Project Quality Gate Details
Project Quality Gate Checklist

12. Four Mandatory Project Quality Gates Along SAP Activate Project Phases
Prepare
Explore
Realize
Run Go Live Support
Deploy
Realize Q-Gate
Explore Q-Gate
Prepare Q-Gate
Final Prep. Q-Gate
preview
review
Mandatory
Optional / NEW
Recommended / NEW
Discover
A minimum of four Quality Gates will be mandated to perform for SAP implementation projects
Within complex projects or projects with open risks that are critical, additional Q-Gates may be executed
Within agile projects G-Gate reviews for each release / sprint may be sufficient
Preview at begin of Preparation Phase recommended
Quality Gates carried out at an early time can influence the phase and project results positively
Coach and advise PM on upcoming project phase (PM standards, deliverables, customer duties, etc.)
Review
Check that necessary standards and project approach have been established
Review of Phase can be combined with preview of upcoming phase
No additional effort expected – time split between preview and review

13. Agenda Overview Project Quality Gate Process
Project Quality Gate Details
Project Quality Gate Checklist

14. Project Quality Gates (Q-Gate) Process
Executed at end of each Project Phase , it is a formal way of specifying and recording the transition between critical stages in the project lifecycle
Scope
Evaluate quality of each deliverable in the phase based on questionnaire and actual deliverable
Formal approval of the Quality Gate
Focus on Project Management + limited coverage of Functional/Technical topics
Prior to the end of each stage in the project lifecycle, before moving into the next phase
Preparation – 0,5 Hours
Assessment Meeting– 1-3 Hours
Pass/No Pass Status (based on Approval from QA Manager and Delivery/ Demand Manager)
QA manager dispatch all follow-up activities and ensure that they have been executed
Delivery events
Review efforts
Result
Follow-Up R O L E S
QA Manager (Role)
Mandatory - Moderator
QA Subject Matter Expert
Optional (On demand) - Questioner
Project Manager
Mandatory - Presenter
SME (Project team)
Optional (On demand) - Supporter
Delivery Manager
Mandatory - Approver
Other Optional Participants
Optional

15. Project Quality Gate Review Meeting Agenda Template/Guideline
Estimated Time
Topic
Responsible
15 Min
Project Manager
1 Kick-off
1 -3 hours
2 Assessment
Presentation of status of project Project Manager
Review of status of stage deliverables Quality Mgr, Proj. Mgr
Maintenance of scorecard ratings Quality Mgr.
Identification of action items and satisfaction Quality Mgr., Proj. Mgr.
3 Other Project Matters
Discussion all
15 Min
4 Sign-off checklist, summary of action item Meeting close
Quality Mgr., Proj. Mgr.
15 Min
Additional attendees:
Delivery Manager, Customer Project Manager, other experts…

16. Project Quality Gate in Detail Preparation
Q-Gate preparation
Call or short meeting to plan the assessment
Present: QM/DM/PM, others on invitation by PM/QM
PM prepares the checklist for the appropriate Q-Gate by indicating the deliverables of the project:
Project Management key deliverables
Key deliverables
Other deliverables added on demand
Deliverables should be provided to the QM team one week in advance of the Q-Gate assessment meeting.
PM prepares to present overall project status and status of each indicated deliverable.
QM studies the provided documentation.

17. Project Quality Gate in Detail Assessment (Q-Gate Meeting)
Q-Gate assessment meeting
PM presents summary of overall project status
PM presents all the defined deliveries according to the Q-Gate checklist in the Q-Gate Excel checklist
The quality of each deliverable has to be evaluated and the result has to be recorded.
Assess the need for further project support
PM has the opportunity to request for support on specific project matters.
Sign-Off Quality Gate
Set the overall Q-Gate status
Yellow and Red acceptance scores should be actioned. The action, the due date as well as the action owner are recorded.
By the end of the session the minutes and action items are revisited, including the needs for additional project support and final sign-off decision of the Quality Gate

18. Project Quality Gate in Detail Example on Evaluating Individual Deliverables
The Project Manager has to demonstrate to the Q-Gate team the sufficient quality of each individual applicable deliverable in Q-Gate Checklist (or Excel Scorecard). With regard to his / her project scope. However a full deep content review is not possible due to time constraints. This is also not in the scope of a Quality Gate.
How can you check the quality anyhow?
Acceptance Criteria:
Deliverable is physically available (printed-off or shown on screen) and in the right format/using an appropriate template Example: final version of Solution Validation is shown on screen
Deliverable has followed the appropriate sign-off procedure Example: Solution Validation has been physically signed off by Customer and Project Manager or is shown where Customer and PM approved the document.
Deliverable is actively used for the purpose it’s meant for Example: will the Solution Validation be used to accept the configured solution at the acceptance test? Example: how will the project deal with change requests to the solution validation?
Stated acceptance criteria have been met

19. Project Quality Gate in Detail Example on Evaluating Individual Deliverables
Accepted
Content as defined in Standard procedure could be shown
Usage of standard templates or similar customer provided documents
Planning documents are reviewed, taken out and up to date
Tools are used as defined (standard or customer provided standard)
Document is used for the purpose its meant for (example: risk log and appropriate risk management process is in place)
Conditionally Accepted
Most of the expected content as defined in Standard procedure could be shown
Usage of not standardized templates, divided up in several documents
No defined storage for that type of documents
Planning documents are not reviewed, taken out or up to date
Not standardized tools, partly usage of standard tools
Not Accepted
Document not available or could not been shown within a reasonable time (10 Minutes)
Expected content in several mails available
Not relevant
Topic is out of scope (contract)
Topic is out of scope (entire project)
Topic is not relevant for that type of project

20. Project Quality Gate in Detail Management Summary
Summarize the Q-Gate Assessment QM creates a management summary based on the minutes which contains:
Q-Gate execution date
Final Q-Gate Status (Accepted, Conditionally Accepted, Not Accepted)
Participants
Major Findings
Agreed action items
Date of the next Q-Gate or Review
The Q-Gate summary is to be provided to the agreed recipients/ stakeholder.

21. Project Quality Gate in Detail Criteria for Overall Q-Gate Status
Accepted: Indicates that the project quality gate is passed. Conditionally Accepted: There are some action items in place in order to complete or improve certain deliverables. No direct risk for project success.
Not Accepted: Indicates that this quality gate is not passed. There are serious action items in place. Direct risk for project success is given.
Overall status cannot set to a better level as the single checklist item status of:
Risk Management
WBS (deliverables list, resources, scope)
Project Management Plan
Budget Management
Time Management (schedule)

22. Agenda Overview Project Quality Gate Process
Project Quality Gate Details
Project Quality Gate Checklist

23. What Have We Done? … Approach/Findings
More generic checklist items
Adjusted to the SAP Activate work streams
Require a project type related skill of the Project Quality Gate reviewer
Easier to understand, maintain and analyze

24. SAP Activate – Quality Gate Checklist Workstreams/Topics/Questions
Deliverable 1
Question 1
Question 2
Question n
Deliverable 2
Deliverable 3
Supporting Questions covering individual project types
Setup
Workstream as individual knowledge area
Topics as checklist. On this level status to be assigned.
Project Management
Roles and responsibilities
Steering Committee
Customer duties to collaborate
Are all roles in the project defined?
Is a description of participated Roles and their Responsibilities available (RACI)?
Has the process workshop been prepared by the product owner and the team?
….. ……
……..
Sample

25. SAP Activate – Quality Gate Checklist for General, S/4HANA and BW/4HANA Roadmaps How to understand the current Excel Matrix
Final Q-Gate Status, Date, Summary
WORKSTREAM
WORK STREAM description
Acceptance Criteria on Deliverable
Q-Gate specific QUESTIONS
DELIVERABLES
Sample templates for deliverables

26. SAP Activate – Quality Gate Checklist for SAP S/4HANA Cloud How to understand the current Excel Matrix
Final Q-Gate Status, Date, Summary
Phase
Acceptance Criteria on Deliverable
Linked templates for deliverables
S/4HANA specific QUESTIONS

27. Thank you.
Contact information:
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Title
Address
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