Roadmap Role Map Workshop

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Opportunity Roadmap - Fact sheet

Date

<Opp.name> <Client name>

Business Situation (facts), Their Problem, Impact, Need to Act; What if they do nothing?

Clients Need To Act

Management Sponsor of MU

Responsible Consulting Manager

Opportunity Team (+ Role)

N.N. (Bid Manager)

N.N. (Solution Architect)

N.N. (Industry Expert)

N.N. (…)

Customer Responsible (GAD, GAM, AE, CEM/CP)

N.N.

Organization of Opportunity Team

abc…

Actual Status/Results

1. …

2. …

Solution ScopeField Service Value PropositionSAPs USPs (differentiators)

Overview of our Offer

abc…

Risks/ Threats

Next Steps

1. ….

Competitors

Price-/Project Type Fixed Price

Margin X%

GD Days X days

* 1.000 EUR

lastchange

Closing Month

Opp OwnerMastercodeCurrent Phase

CompanyOpp / Pipe ID

35 %Probability (personal

judgment)

Solution Fit

Customer Feedback

Conditions/Budget

Staffing/Delivery

X €Education Revenue

nameInvolved Partner

G

Y

R

R

SAP CONFIDENTIALOrganizational Change Management Role Mapping Workshop

Client

Project Name

Opportunity Owner

CEM / CP

AE / AM

Date


Role – High Level Definition

Role (High Level Definition):

Role Definition:

A logical grouping of activities which defines a unit of work and creates an assignable responsibility.Once developed, a ‘Role’, or combination of ‘Roles’, are grouped to define positions and their process responsibilities.

Role Characteristics:

Roles are Business Group (BG) and Business Unit (BU) independent and represent the lowest level of an assignable responsibility for a given sub-process.


Role Creation

A logical grouping of activities which defines a unit of work and creates an assignable responsibility. Once developed, a ‘Role’, or combination of ‘Roles’, are grouped to define positions and their process responsibilities within an organization.

Describes a set of logically grouped technology enabled (SAP & Non SAP) and non-technology enabled Activities.

Activities within a Role must be identified as SAP, or other Legacy systems (i.e. ImageNow; Foodstar etc) or non-technology enabled (listed as Manual)

Transactions can be assigned to more than one ActivityRoles are used to define access to SAP Activities and scripts, test for “Segregation of

Duty” requirements and to develop training documentationA Role should be developed at the lowest common denominator, so that it cannot be

broken apart when it is being mapped to different departments, groups or positions (Most likely to be a challenge at the various locationss)

A Role is one component of a Position. Any role which is eventually assigned to a position will give that position (and eventually an individual/s) access to all Activities and scripts assigned to the role (security and training implications)

What is a Role?:


Detailed Definition

Position:

Element of the organizational structure

Logical grouping of Roles necessary to comprise a position

Each user is assigned to one position (Probably not true at the various locations; but will be the case if there is a new Business Services Center)


Role Concept

Defines responsibilities related to the new Business Process :

Provides the Project teams with guidance on ‘Position’ development

Provides Training with a framework for curriculum development

It is the basis for Security

Provides for consistent process responsibility across locations and businesses.

Basis for End User Readiness – Role Mapping Confirmation Session informing Supervisors of Roles that will be mapped to their direct reports and advising them of who will be trained.


Organization Alignment

Roles to Positions – Example #1 of SAP & Non-SAP

Manage Internal Orders

Create Inter-company Entries

AssetAccountant

Image

Inter-CoAgreement

Inter-CoLists

Role

Activities

PositionSite Accountant

LeadAccountant

Transactions Create Maintain Display

SAP

SAP

SAP IN

FS

Man

* Understanding of the BPP’s will assist in the building of Roles,even though these are two separate deliverables

Create Internal Order

ReleaseInternal Order

Invoice Processing


Role Design Process

To-Be processes are designed by process specialists based on best practice and business input.

Roles are identified as a grouping of activities (taken from the process flow) describing the specific function that needs to be performed at each step in the process. Roles are “verb” driven.

Positions are made up of a grouping or collection of “composite roles” – comparable with current business positions.

Documents: Process Flows, Role Summary Matrix

Role DesignRole Design

Time-sheet Viewer

Time-sheet Viewer

Time-sheet

Capturer

Time-sheet

Capturer

Manage TimeManage Time

Activity

Capture TimeCapture Time

Clerk


ProcessProcess

Activity

Sub-ProcessSub-Process

Compositeroles

RoleRole

RoleRole

For example


Role Mapping Process

Impact Analysis

• Volume of work• Skill Requirements• Complexity of the work• Process changes

Composite Roles

Provide Input

TrainingUser Profiles


RoleRole

RoleRole

ProcessProcess

Activity

Sub-ProcessSub-Process

Role Design

Role Mapping

Role Mapping

Composite Role Profile

Role1

Role3

Role4

Role5

Map users to composite role profile

Role2

Business to attend a Role Confirmation workshop

The output of this exercise will feed into Security and the assignment of training courses and user profiles

Documents: Role Mapping Template, Role Mapping Overview Presentation, Role Summary


Change Control Process

Divisions will sign-off assigned roles to Positions

Final role mapping is handed over to the Training and Authorization teams

Training Team will then manage the Role change control process until ‘Go-Live’

Documents: Role Mapping Sign-off, User letter, Change Control Template


Key Roles and Responsibilities

The Change Management team will be responsible for facilitating and supporting

key role players within the Role Alignment process

The Client process team will be responsible for the creation of profiles and access

to the SAP system. This team will then be a major participant in the hand over of

the Roles to the business in the Confirmations sessions and in assisting post go-

live.

The Client process team will identify recommendations and guidelines for mapping

users to Roles.

The Client process team will be responsible for mapping users to Roles and

communicating the new roles to Users prior to training.


Risks

Role Mapping is a collaborative process, involving members of the

project team, functional experts and other business representatives.

Furthermore, it is highly reliant on timely provision of

information. Therefore the risks to the process are:

• Lack of involvement in role design and approval

• Changes to the processes and roles after role approval

• Lack of consistent and informative communication by the business to end

users regarding new roles


Critical Success Factors

Involvement , ownership and accuracy: The involvement of Business and

line management in completing role mapping is critical to the success

and ownership of the new processes. Line managers are responsible for

the allocation of work, and have a clear idea of the current job content of

their workforce. Inadequate involvement will limit the Business’ capacity

to own the change.

Ensure that role mapping is a priority throughout the project: In a

changing environment, the user base impacted by the ERP is continually

changing. This, coupled with system development changes, requires that

a dedicated group manage the process throughout the various phases of

the project.


Project Flow MDM - Example

Other Flows

No Other Flows

Other Flows

Other Flows

Other Flows Month End Close

Other Flows

MDM Question

Other Flows

Question

Other Flows

Other Flows

Issue resolved?

No No

Yes Yes

No

Yes -capacityYes - material

Other Flows

Classify Material

SAP

Create/Maintain Certificate Profile

SAP

Imaging

Image Now

Master Records Excel

Month End Close

Manual


Activity to Role Groupings - Example

Create & MaintainMaterial Master

MaintainInspection Data

EstablishCatalogs

Certify ProfileMaintenance

Batch Managed?

Develop & Design New Product D-130

Create & MaintainProduct Change DatabaseC-020

Yes



Qualitative Characteristics?



No

Yes

No

Roles/Clusters

SAP

Classify Material

Maintain MaterialMaster QM View

SAP

Create Certificate Layout

SAP

Create Certificate Layout

SAP

Assign Certificate Profile

Excel

Master InspectionCharacteristics

Man

Define Laboratories

SAP

Define Inspection Plan

SAP

Establish/MaintainCatalogs

LAW

Establish/MaintainCatalogs

SAP

Thank You!

Contact information:

F name MI. L nameTitleAddressPhone number

Roadmap Role Map Workshop

Documents

Transcript of Roadmap Role Map Workshop