S4H_730 How to Approach Remote Fit-to-Standard Workshops - Cloud.pptx

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1. SAP S/4HANA Clo u d September 16, 2022 How to approach Remote Fit-to-Standard workshops in the Cloud Playbook

2. Purpose of This Playbook SAP Activate Methodology Accelerator The purpose of this accelerator is to enable and educate users on the execution of remote fit-to-standard workshops to ensure a successful solution definition process that captures all configuration and integrations needed for the solution- creating an efficient and effective solution configuration in Realize . Note, this playbook is an add-on to the How to Approach Fit-to-Standard Analysis – Cloud accelerator and should be reviewed after becoming enabled on the fit-to-standard process. Project Lead Business Process Expert(s) Configuration Expert(s) Document Target Audience: Please Note: Detailed information on the Integration Process is not covered in this presentation. For detailed information regarding the integration process, for Integration Implementation Experts, please refer to the integration accelerator.

3. Introduction Considerations Purpose Common Collaboration Tools Checklist Expected Outcomes of the Workshop Preparation Preparation Pulse Check Sample Agenda Preparation Actions Execution Communication Attention Engagement Collaboration Chapters – Table of Contents

4. Remote Fit-to-Standard Workshops: Introduction

5. Remote Fit-to-Standard Workshops Considerations Below are things to consider when running fit-to-standard workshops remotely: Host full spectrum communication to enable cross-group consensus Maintain attention to make the workshop effective and productive Spark and keep engagement to encourage all Business Process Experts’ input Maximize online tools capabilities to facilitate ongoing collaboration Define framework for active participation in advance to ensure smooth start

6. Remote Fit-to-Standard Workshops Purpose The purpose of fit-to-standard workshops is for the customer to become further enabled on the adoption of the standard processes available and to capture solution configuration and delta requirements needed. The solution configuration and delta requirements, some of the outputs from the workshop, will later be further refined by technical experts in the planning and design workshops. Set Scope (Scoping Process) Use the Solution Realized Planned Value Determine and Plan Solution Definition (Definition Process) Configure Realization (Solution Configuration Process) Application Design and Configuration Workstream

7. Remote Fit-to-Standard Workshops Common Templates and Tools for Collaboration Checklist The following tools are tools that will be used throughout the fit-to-standard process. It is suggested to review the following tools and determine with the team which tool will be used for which of the following scenarios : SAP Best Practices Explorer : for SAP Best Practices documentation (test scripts, process diagrams, et.) Link Roadmap Viewer: for implementation roadmaps. Link SAP S/4HANA Cloud system: for demoing during fit-to-standard and for participants to become more enabled on the solution Screen sharing + video conferencing tool (ex. Teams, Zoom, Skype, etc.) Collaboration tool: for visualization or capturing of ideas Tool to capture (one tool or multiple can be used to fulfill) the following: Configuration Values (ex. Cloud ALM or Backlog template) Action Items (ex. Word or Excel) Notes/Meeting Minutes Key Decisions Delta Requirements (Cloud ALM or Backlog template) Cloud storage tool: for sharing documents Pulse Check tool : for checking in with participants during the workshop (ex. Mentimeter, Qualtrics, etc.)

8. Remote Fit-to-Standard Workshops Preparation Recommended Key Tools for Execution (Sample) Microsoft Teams (Cloud Storage) Video Conferencing Document storage and collaboration Discussions and chats around topics Link MURAL (Collaboration Tool) Virtual White board Collaboration real-time Templates for various working sessions Link SAP Backlog (Delta Requirements) Capture delta requirements Template

9. Remote Fit-to-Standard Workshops Expected Outputs of Workshops Delta requirements identification and mitigation Configuration values required Expert configuration definitions Awareness of KPIs addressed and impacted Forms, reports, and authorizations requirements Business Driven Configuration Questionnaire (Final) Backlog (Prioritized) Meeting Minutes & Action items (Reviewed & Finalized) Sign off of Key Decisions OUTPUTS Delta Requirements Updated Process Flows

10. Remote Fit-to-Standard Workshops: Preparation

11. Remote Fit-to-Standard Workshops Preparation Pulse Check In order to ensure all participants are ready for the fit-to-standard workshops ensure the following : Video Conferencing Check Install the video conferencing software recommended by your project team Setup the software to allow access to your microphone and camera Setup headphones that you will use for the duration of the workshop to prevent echo Check you connectivity with another colleague to ensure the software works Learn how to mute/un-mute your line and remember the steps for the workshop Raise support ticket with your IT organization in case you encounter any issues Collaboration Tools Check Install collaboration software on your machine - your project manager will provide details about the software that is required for you to have available on your computer Check access to the shared folders in the collaboration software Raise support ticket with your IT organization in case you encounter any issues Working environment preparation If possible, make following changes to your working environment to make it more comfortable for working with colleagues remotely Consider getting second monitor and physical keyboard to improve prolonged use Definitely get a pair of headphones or earphones you can use during the conference calls, using computer speaker and microphone will result in echo for other participants Setup your work environment in dedicated room or dedicated space in your home, if that's not possible consider to use place that has the least traffic from and best acoustic Select comfortable and ergonomic chair to make your working sessions comfortable even if they are prolonged

12. Remote Fit-to-Standard Workshops Preparation Agenda (Sample) Fit-to-Standard workshops Kick-off 9am – 9:55am Recap of Previous Day 9am – 9:15am Break: Replenish Liquid Energy (Coffee/Tea) 9:55am – 10am Scope Item XX4 9:15am – 10am Organizational Structure overview 10am – 11am Break: Start Dishwasher (or Delegate Task) 10am – 10:05am Break: Let Furry Co-worker Out (Pet) 11am – 11:15am Scope Item XX4 (cont.) 10:05am – 11am Scope Item XX1 11:15am – 12pm Break: Find Out What the Weather Actually Is Outside 11am – 11:15am Break: Run to Find Charger for Headset 12pm – 12:05pm Scope Item XX5 11:15am – 12pm Scope Item XX1 (cont.) 12:05pm – 1pm Break: Stretch and Re-fluff Chair 12p m – 12:05pm Lunch Break 1pm – 1:45pm Scope Item XX5 (cont.) 12:05pm – 1pm Scope Item XX2 1:45pm – 2:55pm Lunch Break 1pm – 1:45pm Break: Move Work Clothes from Washer to Dryer 2:55pm – 3pm Scope Item XX6 1:45pm – 2:45pm Scope Item XX2 (cont.) 3pm – 4pm Break: Raid the Junk Food Area (Remain Undercover) 2:45pm – 3pm Break: Make Sure Kids Have Not Destroyed Kitchen (or Each Other) 4pm – 4:15pm Scope Item XX7 3pm – 4pm Scope Item XX3 4:15pm – 4:45pm Break: Ensure Neighbours Are Not Stepping on Your Lawn 4pm – 4:15pm Scope Item XX7 (cont.) 4:15pm – 4:45pm Daily Wrap-up 4:45pm – 5:15pm Daily Wrap-up 4:45pm – 5:15pm Day 1 Day N SAMPLE

13. Remote Fit-to-Standard Workshops Preparation Preparation Actions Project Lead Outline workshop’s Golden Rules and etiquette to Business Process Experts Define and share with Business Process Experts the collaboration tools to be used during the workshop and communication paths Provide Business Process Experts with samples of the templates to be used through the collaboration tools Configuration Expert Plan for more time than needed for the same Scope Items in an onsite workshop Schedule a short proof of concept with Business Process Experts ahead of the workshop Test access to the online tools, camera, audio, and customer Starter System Create pulse checks to use throughout the workshop to ensure participants are engaged Business Process Expert Review in-scope Scope Items in SAP Best Practices Explorer Test access to Starter System and collaboration tools Below are the recommended preparation actions for each role to ensure all participants are ready for an effective and efficient remote fit-to-standard workshop:

14. Remote Fit-to-Standard Workshops: Execution

15. Remote Fit-to-Standard Workshops Execution Pulse Check Email application, web browser, and any software that may disrupt your focus during the workshop session is shut down Have a drink to stay hydrated during the workshop Have notepad or application for taking notes during the session Desktop is prepared for screen sharing if needed Able to hear voice and see shared screen clearly. If you have low bandwidth, dialed in. In quite area without interruptions or distractions. If not possible will use the mute functionality as needed. Prior to the kickoff of the workshop do a pulse check with all of the participants to ensure the following:

16. Remote Fit-to-Standard Workshops Execution Communication Project Lead Schedule end-of-day operational wrap-up meeting with all Business Process Experts and Configuration Experts Schedule weekly meeting to review status and open actions - PMO, Configuration Expert, Business Process Experts Configuration Expert Remind Business Process Experts of workshop’s goals and importance to the solution Review agenda, timing, and practices at the beginning of the workshop Explain expectations, roles, and responsibilities to Business Process Experts Schedule end-of-workshop wrap-up meeting with all Business Process Experts Practice active moderation during the workshop to keep participants engaged and involved Business Process Expert Perform introductions with cameras on, sharing name and role Turn camera on when asking or answering a question Keep mic unmuted wherever possible, to encourage verbal communication If you need to step away from the session use the chat function to announce that you are stepping away. When you come back, use chat to announce that you are back in the session Below are the recommended actions for the key constituents to minimize the risks of a fit-to-standard workshop performed remotely.

17. Configuration Expert Share goals and desired outcomes in the collaboration tool (digital board) and review with Business Process Experts mid-workshop and end of workshop Make it dynamic: alternate presentation with co-Leads when possible Split the workshop duration in the different sections and assign specific time boxes Schedule a five-minute break every 45 minutes of workshop Plan for a 15-minute break between workshops to enable information processing Request feedback from each Business Process Expert after every break and at the end of the workshop Business Process Expert Minimize at-home distractions during the workshop Limit the use of offline chat during the workshop Put aside the day job, closing the email app, browser and other applications that may distract you Remote Fit-to-Standard Workshops Execution Attention Below are the recommended actions for the key constituents to minimize the risks of a fit-to-standard workshop performed remotely:

18. Remote Fit-to-Standard Workshops Execution Engagement Project Lead Invite the right Business Process Experts - standardized group of decision-takers Plan for small teams - maximum of eight Business Process Experts, for efficacy Configuration Expert Keep the workshop simple, clear, and to the point, shortening it if possible Request Business Process Expert contributions by name, nominating who will talk next Build pauses into the presentation and give the opportunity to ask questions Promote together-alone time before discussing the topic as a group Business Process Experts Follow the presenter steps in the system when possible Utilize digital board stickers efficiently for collaborative brainstorming - parking lot or side conversations Below are the recommended actions for the key constituents to minimize the risks of a fit-to-standard workshop performed remotely:

19. Remote Fit-to-Standard Workshops Execution Collaboration Project Lead Reinforce constant communication through the stakeholders collaboration tools Use the defined collaboration tool usage: what, where, how Establish shared folder nomenclature that maps the workshop schedule Ensure availability of collaboration tool and enact backup plan Configuration Expert Initiate the workshop collaboration tools with goals and outcomes Assign co-Lead to manage the collaboration tools – chat, backlog, and digital board Align with the Business Process Experts every 15 minutes to make sure everybody is following the workshop Business Process Experts Use chat inside the meeting to discuss topics during and after the workshop Keep cameras on for introductions, when speaking, and end-of-workshop Q&A Maximize use of digital board for visual brainstorming Below are the recommended actions for the key constituents to minimize the risks of a fit-to-standard workshop performed remotely:

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