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APNA Project

Implementation at
Faisalabad Electric
Supply Company
Presented to: PMO & Steering Committee

Project Status Update


Copyright 2015 AbacusConsulting. All rights reserved. (14th December to 18th December 2015)
7 Project Management Keys (Overall Status Yellow)
Keys Status Updated on: 18th December, 2015

Stakeholders Team
Stakeholders are KNOWN Team has required COMPETENCY and
Their INTERESTS and CAPACITY
INFLUENCE are identified There is a constant dialogue between
Stakeholders are PLEASED with the PM and team
work Adequate project FACILITIES are in
Stakeholders are AVAILABLE place
Team has normal WORKING HOURS
Scope Team works EFFICIENTLY
Scope is clear and mutually PERSONAL DEVELOPMENT is
UNDERSTOOD ensured
CONTRACT and/or scope Key PEOPLE STAY with the project
statement is agreed upon
Work and Schedule
Deliveries are WITHIN SCOPE; no PROJECT PLAN is up to standard
more, no less DEADLINES are met
Work PROCEEDS in line with plan
Delivery Organization Benefits Project Sponsor is UPDATED on
Delivery organization stakeholders status of work
are KNOWN
Knowledge is HARVESTED and
leveraged Risks
Actuals are in line with BUDGET
Favorable project CITATIONS are Team is AWARE of potential risks
established Team NOTIFIED PM when work
progress is threatened
Business Benefits ACTIONS taken to reduce risk are
closely MONITORED
Project Sponsor has CONFIDENCE
Risk and Issue management
in Delivery Organization
PROCESSES are ESTABLISHED
Project Sponsor gains
and FOLLOWED
OWNERSHIP
Delivery Organization can
MEASURE and highlight specific
RESULTS

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7 Project Management Keys (Overall Status Yellow)
Keys Status Updated on: 18th December, 2015

The area of Stakeholders and scope is in yellow due to the following reasons:
Implementation of sites like TRW, RTC, M&T, C-Type stores, etc., installation of IDES environment
for FESCO, multiple installations on interim environments, development of RICEFW after BBP sign-
off, participation in Hardware inspection, additional Divisions and ROs etc. are not part of project
scope and will impact project schedule and cost.
Request of including 3 additional Divisions and 3 ROs has been received from FESCO. Change
request has been submitted to FESCO upon the approval of which, these sites will be included in
the scope of work.
Training of End Users over and above 160 users is beyond the scope of services. So far, 361 total
users have been trained on SAP. Further trainings are being requested by FESCO which will be
charged through change management process.
Change request for further extension in project timeline has been submitted since further delay is
expected in Go-Live date by FESCO.

The area of Work and Schedule is in Yellow due to the following reasons:
The status of the project is being changed from Red to Yellow since SC has approved the
extension in project timeline till Go-Live.
Frequent strikes by Employees Union has impacted project progress causing a delay of at least 31
working days so far. The closure of offices for 2 weeks has delayed Go-Live schedule.
FESCOs decision to shift the cutover date from June 30th 2015 to September 30th 2015 will cause
a delay in the Go-Live date and overall project completion date. Change request to adjust time
schedule and cost has been submitted to FESCO.
Delays in the readiness of server room and installation of servers caused delay in the cutover
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schedule and all dependent activities.
7 Project Management Keys (Overall Status Yellow)
Keys Status Updated on: 18th December, 2015

Delay in provision of data by FESCO is impacting the Go-Live date. Certain data objects are still
awaited despite revision in data provision date.
Overall completion of UAT was delayed due to employees union strike, non availability of power
users and new requirements (out of project scope) communicated by users.

The area of Team is in yellow due to the following reasons:


Facilities to be made available by FESCO for Project office are still pending even after several
requests e.g. scanner, meeting room, etc.
Stable and uninterrupted internet connection is required for migrating data into Production
environment since any disconnection during the migration will cause delays and rework for the
team and FESCO Power Users. Abacus has arranged own internet device to migrate data.
Activities e.g. preparation and maintenance of FI Master data files, data validation, refresher
trainings etc. that are to be conducted by FESCO Power Users are considered the responsibility of
Abacus Team despite several clarifications resulting in excessive engagement of team in such
activities.

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Current Status Phase wise

We are here

The phase wise status is as follows:


Phase Deliverables Status
Project Preparation Phase Project Charter Complete
Inception Report (Phase 0) Project Plan
Project Management Procedures
RFP for Servers and Allied Equipment
RFP for Hardware and Networking
Business Blueprint Phase As-Is Analysis Document Complete
Business Blueprint Documents for MM, PS and FICO
Gap Analysis Report
Business Blueprint Sign-off
Realization Phase Configuration Complete
Unit Testing and scripts
User Manuals
DM Test Cycle 1
System Integration Testing
Power User Training
UAT Scenario List
ABAP development
UAT
Authorization Matrix finalization by FESCO
Final Preparation End User Training Phase 1 Complete
Installation of SAP Solution Manager, Development, QA and PRD
Transport Configuration and Customization in PRD
EU Training Phase 1, 2 & 3
Cutover Plan
Configuration of Auth. Roles
Data collection and preparation by FESCO In Progress
Data Migration
Project Plan

Status as of
18th Dec, 2015

Project Phase Duration Start Date End Date


Project Preparation 12 Weeks 04.08.2014 31.10.2014
Business Blueprint 17 Weeks 18.08.2014 19.12.2014
Realization 28 Weeks 22.12.2014 31.07.2015
Final Preparation 25 Weeks 25.05.2015 23.12.2015
Go Live - All Phases 23.12.2015 23.12.2015
Project Plan Snap shot*

*Go-Live date and project completion date is dependent


7 on the provision of data by FESCO
Current Status Project Management
Activities completed during the reporting period
Balances of 71 (out of 73) accounting units has been successfully uploaded in the production
system. Trial balance for all these offices has been extracted from the system and provided to
FESCO for reconciliation. Data of employee vendor is awaited for most of the accounting units.
Data entry of tenders has been initiated by MM department in the production system.
Excess users (153) have been deleted from the production system in compliance of SAP license
policy. The users will be created by FESCO once licenses are procured for these addl. Users.
Change request for extension in project timeline has been submitted to FESCO.

Activities started and in progress:


Project Plan is being monitored and updated with the changes in schedule of activities.
Issues Log and Risk Register is being monitored and updated with current status of issues and
risks.
Data collection, preparation and validation is being done by FESCO.
Data Migration and adjustments in finalized data objects is in progress.

Activities planned for next reporting period (21st Dec 25th Dec)
All sites will Go-Live by the end of next reporting period subject to the provision of complete data
by FESCO.
Source files of FICO master data will be shared with AFF for data validation.
Data Migration will be completed during next reporting period.

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Current Status Project Management
Data entry will be initiated for sites that have complete balances in the system e.g. ROs, Regional
Stores etc.
Change requests for training of addl. users will be submitted in next reporting period.

Activities delayed from schedule


Continuous closure of FESCO offices due to employees union strike from November 5th to
November 19th has caused major disruption in cutover activities. As a result, scheduled Go-Live
has been delayed.
Collection, cleansing and provision of complete data for FICO on data templates (remaining
objects) by FESCO is still awaited. Go-Live date is dependent on the provision of data by FESCO.
The provision of data has been significantly delayed by FESCO causing increase in backlog data
(3 months).

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Current Status Materials Management
Activities completed during the reporting period
MM department has initiated entering tenders in the production system in the supervision of
Abacus team.

Activities started and in progress:


Support is being provided by Abacus team in the review of backlog data and open transaction
data.
Guidance is being provided to FESCO users in the data entry by Abacus team.

Activities planned for next reporting period (21st Dec 25th Dec)
Data entry will be initiated for sites that have complete balances in the system e.g. Regional
Stores, etc.

Activities delayed from schedule:


Continuous closure of FESCO offices due to employees union strike from November 5th to
November 19th has caused major disruption in cutover activities. As a result, scheduled Go-Live
has been delayed.
Delay in the provision of balances is causing delay in the start of data entry of backlog.

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Current Status Finance and Controlling
Activities completed during the reporting period
Balances of 71 (out of 73) accounting units has been successfully uploaded in the production
system. Trial balance for all these offices has been extracted from the system and provided to
FESCO for reconciliation. Data of employee vendor is awaited for most of the accounting units.
Required adjustments in the uploaded data and addl. Master data communicated by FD have
been uploaded in the production system.

Activities started and in progress:


Balances are being prepared by FD for cutover for remaining accounting units.
Finalized data objects are being uploaded in the Production environment.

Activities planned for next reporting period (21st Dec 25th Dec)
Source files of FICO modules will be shared with AFF for data validation.
Data Migration will be completed during next reporting period.
Data entry will be initiated for sites that have complete balances in the system e.g. ROs etc.
Balances will be provided by FD for all remaining sites during next reporting period.

Activities delayed from schedule:


Continuous closure of FESCO offices due to employees union strike from November 5th to
November 19th has caused major disruption in cutover activities. As a result, scheduled Go-Live
has been delayed.
Provision and finalization of balances is still awaited.
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Current Status Project System
Activities planned for next reporting period (21st Dec 25th Dec)
Data entry will be initiated for PDC and PMU in the next reporting period.

Activities delayed from schedule:


Continuous closure of FESCO offices due to employees union strike from November 5th to
November 19th has caused major disruption in cutover activities. As a result, scheduled Go-Live
has been delayed.
Delay in the provision of balances is causing delay in the start of data entry of backlog.

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Status of Provision of Data for Cutover
Status of Data Collection, Preparation and Provision and Upload
Data
MD / Tea Provided
Migration Object Remarks Data upload status
TD m /prepare
d
Chart-of-Accounts
MD FI Yes GLs of banks are still to be finalized by FESCO Uploaded
(central)
MD Cost Centers FI Yes Data has been finalized by FESCO Uploaded
MD Profit Centers FI Yes Data has been finalized by FESCO Uploaded
MD Cost Elements FI Yes Data has been finalized by FESCO Uploaded
Banks (Bank Keys and
MD FI Yes Data has been finalized by FESCO Uploaded
House Banks)
MD Assets FI Yes Data has been finalized by FESCO Uploaded
MD Welfare Fund VendorsFI Yes Data has been finalized by FESCO Uploaded
MD Employee Vendors FI Yes Data has been finalized by FESCO Uploaded
MD Non Trade Vendors FI Yes Data has been finalized by FESCO Uploaded
MD Pension Vendors FI Yes Data has been finalized by FESCO Uploaded
Data for RO offices is available that will be created as
MD Customers FI Yes
Customers
Uploaded
Data for vehicles has been used to create Internal Orders
MD Internal Orders FI Yes
Master Data file by Abacus
Uploaded

MD Fund Centers FI Yes Data has been finalized by FESCO Uploaded


Funded Programs for
MD FI No Data has not been provided. Dependent upon CWIP data
Civil Works
MD Commitment Items FI Yes Data has been finalized by FESCO Uploaded
MD Material Master MM Yes Data has been finalized by FESCO Uploaded
Material Extension
MD MM Yes Data has been finalized by FESCO Uploaded
(each plant) 13
Status of Provision of Data for Cutover
Status of Data Collection, Preparation and Provision and Upload
Data
MD / Tea Data upload status
Migration Object Provided/ Remarks
TD m
prepared
MD Service Master Data MM Yes Data has been finalized by FESCO Uploaded
MD Vendor master data MM Yes Data has been finalized by FESCO Uploaded
Project Master Data -
MD PS Yes Data has been finalized by FESCO Uploaded
Project Definition
Project Master Data -
MD PS Yes Data has been finalized by FESCO Uploaded
WBS Elements
Data provided for 71
GL Balances (Balance Data is being finalized by FESCO. Data for 71 Accounting units has been
TD FI Partial
accounting units has been provided by FESCO so far. uploaded in the Production
Sheet)
system.
Data provided for 71
Data is being finalized by FESCO. Data for 71 Accounting units has been
TD GL Balances (P&L) FI Partial
accounting units has been provided by FESCO so far. uploaded in the Production
system.
Data is being finalized by FESCO. Partial data for ROs Data provided for ROs has
TD AP Balances FI Partial
has been provided by FESCO so far. been uploaded in PRD
TD AR Balances FI Yes Data for ROs has been provided by FESCO. Uploaded
TD CWIP FI Yes Data has been finalized by FESCO Uploaded
TD Budget Data FI Yes Data has been provided by FESCO. Uploaded
Inventory balance
TD MM Yes Data is yet to be finalized by FESCO Uploaded
migration (Serialization)

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Status of Provision of Data for Cutover
Status of Data Collection, Preparation and Provision and Upload
Data
MD / Tea
Migration Object Provided/ Remarks Data upload status
TD m
prepared
Open PRs (Yearly Yearly purchase plan has been finalized by MM,
however, open PRs for Civil works are yet to be
TD Purchase Plan and Civil MM Yes
finalized. Users will enter this data in the system after
NA
Works) Go-Live
Data has been prepared by MM and PMU for open
TD Open POs MM Yes
POs which will be entered by users after Go-Live
NA

Open Service POs (work Data is being finalized by FESCO which will be
TD MM Yes
manually entered in the system by the users
NA
orders)
Open Stock Transport Data has been prepared by FESCO for open STOs
TD MM Yes
which will be entered by users after Go-Live
NA
Orders
Data is being finalized by FESCO which will be
TD Open Contracts MM Yes
manually entered in the system by the users
NA

MD/
WBS BOMs PS Yes Data has been provided by FESCO Uploaded
TD
TD Planned Cost PS Yes Data has been provided by FESCO Uploaded
Actual Cost (Running
TD PS Yes Data has been provided by FESCO Uploaded
Projects)

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Key Risks and Mitigation Strategies

Please refer to the attached sheet

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Key Open Issues

Issue Level Brief Description Resolution Steps Status

Provision of data by High Data preparation process has not Data Owner needs to assign a Open (Data
Finance Department been initiated by Finance team with the task of collecting preparation activity is
as per SAP data department on the SAP data and preparing data on SAP data in progress and most
templates. templates despite lapse of several templates. Priority needs to be of the master data
weeks. given to the data required for objects have been
configuration. finalized by FD)
Unsatisfactory High The faulty part needing replacement FESCO needs to ensure that Open
response time of in the affected QA system could not inventory of critical parts is
hardware vendor for be replaced by HW vendor despite maintained at FESCO premises
replacement of faulty lapse of 1 week. HW vendor is and HW vendor provides support
part supposed to maintain inventory of as per committed response
critical parts at FESCO premises to times.
avoid such delays.

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Key Assumptions/Critical Success Factors

For a successful go live as per the current project plan version it is imperative that following factors
are strictly adhered to:
Availability of Process Owners and Power Users for Final Preparation Phase activities as per
schedule needs to be ensured.
Resources committed 100% to the project (FESCO and Abacus) are not diverted on other
tasks/assignments.
Delivery organization resources are not forced to undertake any activity that is out of scope
and/or that could impact the go live date of the project.
Resources are kept interested and motivated.
Key decisions to be sought from business users are thought out well in advance so that the
decision making time doesnt impact the go live date.
Issues are at best resolved at the execution layer of the project and efforts should be made to
not let the issue create an environment of animosity and conflict. If these cant be resolved at this
level, the same should be escalated to the appropriate level for resolution without wasting any
time.
Availability of Hardware and communications infrastructure for sites needs to be ensured as per
schedule.
Uninterrupted system access should be available to the team to carryout cutover activities.

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19 Copyright 2015 AbacusConsulting. All rights reserved.