Dpramx06 - Hand Over Procedure.v1.3

AM SAP CORE SYSTEM Hand Over

Ref.: DPRAMX06 Version: 1.3 Status: Approved Author: Jean Noyer

AM SAP CORE SYSTEM Hand Over Procedure

DOCUMENT UPDATES FOLLOW Owners Dead line Versio Validated n by Jean NOYER 1.0 Jean NOYER 1.1 Jean NOYER 1.2 R.Lelouey on 20/11/01

Modification or reference description, of inner join pieces Creation (draft) 1st review with B. Lelouey / R. Dayre Integration of B. Lelouey’s, P. Martin’s and Ch.Pitavy’s comments

UPDATE

28/05/2001 30/05/2001 03/08/2001

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AM SAP CORE SYSTEM Hand Over

L. Vinet

Ref.: DPRAMX06 Version: 1.3 Status: Approved Author: Jean Noyer

1.3

04/02/2002

Approval: Name

Role

Bruno Lelouey

TMM Core Team Manager

Remy Dayre

TMM AM manager

Christian Pitavy

TMM SAP Core PMO

Serge Beauchamps Jean Noyer Pierre Martin André Boutet

Date

Visa

Restrictions*

TMM Implementation Manager CGEY AM Service Manager CGEY - AM Operations Manager CGEY - Quality consultant

Distribution list: Name B Lelouey R Dayre S Beauchamps M Millot-Perez J. Noyer P Martin AM Team SAP CC

Function Core Team Manager AM Manager Implementation Manager Development Manager Service Manager Operations Manager

For action

For information X

X X X X X X X

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AM SAP CORE SYSTEM Hand Over

Ref.: DPRAMX06 Version: 1.3 Status: Approved Author: Jean Noyer

TABLE OF CONTENTS 1 SCOPE OF THE PROCEDURE .........................................................................4 2 PROCESS STEPS ..............................................................................................4 2.1 Hand over planning in Project Plan .....................................................................................5 2.2 Review of project documentation.........................................................................................6 2.3 Regression test scope definition..........................................................................................6 2.4 Regression test preparation and execution.........................................................................7 2.5 Local User Support set-up.....................................................................................................8 2.6 Knowledge transfer................................................................................................................8 2.7 Hand over acceptance by AM................................................................................................8 2.8 SAP Core test base update ..................................................................................................9 2.9 Application Maintenance under control ..............................................................................9 2.10 Final hand-over...................................................................................................................9

3 REFERENCE DOCUMENTS.............................................................................10 3.1 TMM SAP Program - Reference Documents......................................................................10 3.2 AM SAP Core System procedures......................................................................................10

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AM SAP CORE SYSTEM Hand Over

Ref.: DPRAMX06 Version: 1.3 Status: Approved Author: Jean Noyer

1 Scope of the procedure This document describes the operations which must be carried out before and after a new project or roll out is delivered in production, and is to be taken in charge by AM. These operations include : • Knowledge transfer between project team and AM team • Responsibility transfer between project and AM for resolution of anomalies and hand over of new project-related enhancements • Regression testing of existing functions impacted by the project

2 Process steps The following steps must be followed to prepare and achieve project hand over to AM.

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AM SAP CORE SYSTEM Hand Over

Ref.: DPRAMX06 Version: 1.3 Status: Approved Author: Jean Noyer

Steps

When

Who (Responsible)

Who (Accountable)

Hand over planning in Project Plan

Project kick-off

Project

Core Implementation

Review of project documentation

End of fit gap analysis End of integration

SAP CC

Core PMO

Regression test scope definition

End of development

SAP CC

Core Implementation

Regression test preparation and execution

End of integration

AM

Core Implementation

LUS set-up

End of integration

Project

TMM AM Manager

Knowledge transfer to AM

1st month after go-live

Project

AM

Hand over acceptance by AM

End of 1st month

AM

TMM AM Manager

SAP Core test cases update

End of 1st month

SAP CC

Core Implementation

AM under control

2nd month after golive

AM

TMM AM Manager

Final hand-over

End of 2nd month

AM Project

TMM AM Manager

2.1 Hand over planning in Project Plan When a new project starts, either a core extension or a roll-out, the following items must be checked : •

•

Information to new project and SBU on AM services and organisation are provided by the Core PMO in the early stages of the project. This information includes : − Help Desk Organisation [3] − SQP [31] − SLA [32] SBU representatives are to attend AM steering committees

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AM SAP CORE SYSTEM Hand Over

•

Ref.: DPRAMX06 Version: 1.3 Status: Approved Author: Jean Noyer

Project plan includes : − The delivery of project documentation into DMX and its merge with SAP Core documentation − AM regression tests before delivery to production − Tasks and budget for after go-live operations, namely :  End-user assistance and guarantee (2 months, including the 2nd month closing period), according to responsibility breakdown described in the SQP [31]  Knowledge transfer to the AM team  Support to AM during the 2nd month

2.2 Review of project documentation SAP Program PMO and SAP CC will review project documentation : • At end of fit gap analysis • At beginning of integration phase • At end of integration phase and check that it includes all required components for integration with SAP core documentation and hand over. Documentation must include at least : • At end of fit gap analysis : − change requests (validated in process court and development court) • At beginning of integration phase − Customising (DCU) and specification description (DSP, DIN, DLA, DDC) documents • At end of integration phase − validated documentation of integration tests The results of these reviews are provided by SAP Program PMO to AM .

2.3 Regression test scope definition This task is performed by the SAP CC before the end of development. The existing SAP Core test base (DITIAX01 & DITIAX02) is used as a « reference list » of scenarii / sub-scenarii. This reference list is successively enriched with project Integration Tests when new core extensions or roll out have come to production (Note : Support package regression tests are not included in this scope). SAP CC makes a selection in this list, depending on the project impacts analysed during fit gap analysis and potential further refinements. For each domain, a meeting is organised at the end of development phase between the AM consultant and his SAP CC counterpart, in order to : - identify the tests in the reference list to be included in the scope, based on the above impact analysis - if needs be, define scenarii for particular tests, that might not be referenced among existing SAP Core test base. These scenarii are created by SAP CC and validated by AM.

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AM SAP CORE SYSTEM Hand Over

Ref.: DPRAMX06 Version: 1.3 Status: Approved Author: Jean Noyer

The tests will also be selected with regards to the data involved. For example, it is not necessary to test a given flow for all countries already rolled out, if this flow is identical for all these countries. The test for only one country may be sufficient. For interfaces, the following policy is applied : since it is difficult to involve third parties for participating in the tests, the option of interface simulations may be accepted instead, with real data files coming from production. If third parties are involved, the global co-ordination is managed by TMM AM Manager (see [36]). The list resulting from the selection is submitted to AM for approval. If AM disagrees with this list, this point is raised and resolved in AMOC. Final validation and arbitration are made by the SAP Core Implementation Manager.

2.4 Regression test preparation and execution Regression tests may start only once integration tests have been executed and validated. A delay (one week) for integration of issue corrections must be planned before starting the regression tests. A meeting (session of the Implementation Coordination Committee) is organised by the Implementation Manager between AM, Project and Core Implementation team to prepare the regression test campaign. This meeting will : • Review integration test results • Review the regression test scope, possibly modifying it depending on events of project integration phase (new change requests, focus on critical functions ) • Review dependencies between scenarii and planning constraints (between SAP modules, and within each module) Core Implementation team provides AM with : - the Core Test Plan of the current version (DSTIAXnn), containing the detailed test scenarii corresponding to the list selected in the scope, including the objectives and the steps needed to execute the sub-scenarii - detailed guidelines for executing the interfaces AM updates the test scenarii if necessary. AM defines general planning of regression tests, taking into account the dependencies between scenarii for optimised scheduling. The Regression Test plan is validated by the Core Implementation Manager. Before the start of regression test execution, a copy of the production database is performed in the testing environment, so that master data be identical between production and testing environments. AM executes the regression tests. After execution, the tests with their results are validated by the SAP CC. If some issues have been detected during the tests, they will be registered in the Project issue database as “regression issues” and handed over to the project team for correction. This document is the property of Thomson Multimedia. It is intended for internal distribution only.

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AM SAP CORE SYSTEM Hand Over

Ref.: DPRAMX06 Version: 1.3 Status: Approved Author: Jean Noyer

2.5 Local User Support set-up Before go-live, the Local User Support is set-up according to the Help Desk procedure [3]. LUS are identified, qualified, and integrated in the global LUS organisation. Information is provided to AM team by TMM AM Manager to update the AM contact point list.

2.6 Knowledge transfer After project go-live, the project team retains the full responsibility of corrections, enhancements and LUS support during 1 month. The issues are logged the AM issue database with domain “SAP Program”. During the same period, project knowledge is handed over to AM through : • Documentation review (AM internal) • Workshops by modules (planned with project team) • Communication of current open issues, as registered in the Project issue database.

2.7 Hand over acceptance by AM At the end of 1st month of hand over, a go / no go meeting is organised by TMM AM Manager to check that all necessary elements are present that will enable AM to take the project in charge (Attendees : TMM AM Manager, CGEY Operational Manager, TMM Project Managers – Business & TIS, Contractor Project Manager) The check list includes : • the validated versions of all following documents, sorted by module and by process flow or module. − Project Overview − Processes involved (DPF) − Business Rules Impacted (DBR) − Set-up produced (DCU) − Interfaces (DIN) − Forms (DLA) − Reports and other specific developments (DSP) − Integration Tests (DIT) − Training Manuals (DTM) − Acceptance documents (DAS) − Profiles (SOD) • The completion of workshops covering the whole scope of modules and change requests • The status of all current project issues (corrections and enhancements) • LUS training (including AM procedures and tools) All project documentation must have been integrated with SAP core documentation in DMX Core Solution – Production Folder (this integration is under the responsibility of the SAP Core PMO). AM acknowledges it has received all required validated documents and knowledge transfer, and that all open issues have been solved by the project team. As an exception to this rule, an enhancement which has not been started may be handed over to AM by the project team on This document is the property of Thomson Multimedia. It is intended for internal distribution only.

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AM SAP CORE SYSTEM Hand Over

Ref.: DPRAMX06 Version: 1.3 Status: Approved Author: Jean Noyer

request of Process Court. In this case, it will follow standard AM enhancement procedure, including new quotation and new delivery target date if needs be. If some minor adjustments remain to be done by the project (such as minor corrections which did not prevent user acceptance, additional enhancements still in progress, or minor documentation issues), hand over may proceed after detailed analysis of backlog, provided that a corrective action plan is set up for the project team and scheduled for the next month at the latest. All further user assistance and guarantee tasks and budget provided for by the project are then handed over to the AM.

2.8 SAP Core test base update After hand over acceptance, the SAP CC reviews Integration Tests of the project, defines which ones must be kept for future SAP Core regression tests, and updates the SAP Core test base accordingly.

2.9 Application Maintenance under control During 2nd month of hand over, AM is in charge of corrections, enhancements and 2nd level support to the LUS, except those identified above which must be finished by the project. Standard AM procedures are applied. The project team provides 3rd level support on request from AM. All issues taken in charge by AM have now “SAP AM” for domain in the AM issue database, and are identified by their specific organisation which allows not to take them into account for service level measurement.

2.10 Final hand-over At the end of 2nd month of hand over, a final hand over meeting between AM and project teams will be held to check that : - AM team has all the knowledge and information required to become autonomous on application maintenance - corrective actions (if any) have all been closed by the project Further issues from that moment on will be handled using standard AM procedures and will be taken into account for service level measurement.

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AM SAP CORE SYSTEM Hand Over

Ref.: DPRAMX06 Version: 1.3 Status: Approved Author: Jean Noyer

3 Reference documents 3.1 TMM SAP Program - Reference Documents Ref. Nr

Document

1

DCIPRX01

Change request how to use

2

DPRPRX08

Documentation management

3

DPRPRX18

Help Desk Organisation

4

DPRPRX21

Testing strategy

5

DPRPRX32

Change request management

6

DPRPRX40

Process court

7

DPRPRX41

SAP solution committee

8

DPRPRX44

Implementation coordination committee

9

DPRPRX50

SAP project authorization

10

DPRPRX66

Testing issue management

3.2 AM SAP Core System procedures Ref. Nr

Document

31

DPCAMX01

Service Quality Plan

32

DPCAMX02

Service Level Agreement

33

DPRAMX01

Correction issue management procedure

34

DPRAMX02

Enhancement issue management procedure

35

DPRAMX03

Documentation management procedure

36

DPRAMX04

Third part relation procedure

37

DPRAMX05

Change control

38

DPRAMX06

Hand-over procedure

39

DPRAMX07

OSS note management

40

DPRAMX08

SAP program level 3 support procedure

42

DPRAMX10

Census production guidelines

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