PRO PO S AL for Lice n se & Imp le me n t at ion o f Bu sin e ss One <DB> <On Prem or On Cloud> Lorem ipsum dolor sit amet, consectetur adipiscing elit. Fusce rutrum purus vehicula ultrices consequat. Proin quis rhoncus augue. Aenean luctus augue eget dui porttitor malesuada a quis odio. Fusce eget cursus lorem.
Submitted to:
PROSPECTâ&#x20AC;&#x2122;S COMPANY LOGO
DOCUMENT IDENTIFICATION Effective Date
11 January 2018
Proposal Validity
30 Days
Proposal Number
QR0011801OPv1
Document Status
First Submission
Company Name
<Prospect Name>
Contact Person
CFO
Statement of Confidentiality This proposal and supporting materials contain confidential and proprietary business information of ProCons-4IT. These materials may be printed or photocopied for use in evaluating the proposed project, but are not to be shared with other parties.
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Contents 1.
INTRODUCTION .................................................................................................................................................................. 2
1.1 Executive Summary ........................................................................................................................................ 2 1.2 A Brief History of ProCons............................................................................................................................ 2 1.3 Who We Are ..................................................................................................................................................... 2 2. OUR SUCCESS STORIES........................................................................................................................................................ 2 3. PROPOSED SOLUTION .......................................................................................................................................................... 2
3.1 A Solution Overview ....................................................................................................................................... 2 3.2 SAP Business One Modules & KEY FUNCTIONALITIES .......................................................................... 2 3.3 Features and Benefits .................................................................................................................................... 2 3.3.1 Financials ..................................................................................................................................................... 2 3.3.2 Sales & CRM ................................................................................................................................................. 2 3.3.3 Purchasing.................................................................................................................................................... 2 3.3.4 Warehouse and Production Management .................................................................................................. 2 3.3.5 Fixed Assets ................................................................................................................................................. 2 3.3.6 Vertical Add-Ons .......................................................................................................................................... 2 3.3.7 Dashboard and Reporting ............................................................................................................................ 2 3.4 Scope of Functionalities ................................................................................................................................ 2 3.5. Exclusions ....................................................................................................................................................... 2 4. DETAILED PROJECT PLAN ................................................................................................................................................... 2
4.1 ASAP Implementation Methodology ........................................................................................................... 2 4.2 Project Deliverables / Responsibility .......................................................................................................... 2 5. STANDARD IMPLEMENTATION TIMELINE ........................................................................................................................ 2
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1.
INTRODUCTION
1.1 Executive Summary ProCons-4IT appreciates the opportunity to respond with a proposal for the implementation of SAP Business One <DB> for <Prospect Name>. SAP Business One is an integrated solution providing a complete solution in the areas of: Financials, Procurement, Inventory Management, CRM, HR, Payroll, Fixed Assets, Production, MRP, Banking etc... Most importantly, SAP brings proven best practices that accelerate the implementation. By working with Procons-4IT, you will be having the best in class ERP solution with more than 50,000 Implemented references worldwide with leading names in the market; and more than 450 Implementations done by Procons in Middle East. In addition Procons-4IT provides the best in class services with Industry specific Local and International experience in implementing SAP projects in the MENA region. This is made possible with a strong implementation team of over 50 qualified consultants all based in the Middle East. We follow the state of the art ASAP implementation methodology where we anticipate the implementation of the project to take between 3 to 7 months. We also stress on the importance of the commitment and involvement of your resources and consultants in this project as a key requirement for the successful delivery.
Procons-4IT will furnish you with the consulting expertise required to assist in implementing the software. An additional objective of this implementation will be to instill in your employees detailed knowledge of the functionality implemented. Procons-4IT looks forward to working with you and your organization to transform your vision of an enterprisewide information system into reality. Please feel free to contact us at any time should you need additional information or have further questions about the response provided.
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1.2 A Brief History of ProCons
Procons-4IT is an accredited regional Gold Partner and master distributer for SAP MENA. Procons, established 2005 and has been successfully implementing SAP solutions to customers in the Financial, Services, Retail, Real Estate, Manufacturing, Trading & Contracting, etc. carrying with it a wide array of in depth business understanding from different industries.
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1.3 Who We Are We are a team of experienced consultants from Europe and from different parts of the Middle East, speaking the local language. We have a strong number of certified implementation experts, who are all dedicated to making sure that you get the business functionality you need, as quickly as possible.
The team approach incorporates SAP's Partner Value Net, a global partner program for the delivery of proven, high-quality, comprehensive, and customized business solutions committed to the best possible customer service and support.
Procons-4IT works with customers via actual and virtual teams made up of both Procons-4IT and partner resources. Guided by Procons-4IT account management, these teams will work according to clearly defined guidelines, covering all aspects of cooperation including the hand-over of projects.
Interaction begins before purchase. This is when Procons-4IT account managers identify the right experts from the vast resources of Procons4IT in order to create the optimal implementation team for each customer. From launch through the support of live implementations, the consultant team works with you to evaluate, design, and install the best
We are committed to maintaining a resource network that is fast, flexible and able to provide you with the highest quality of service available. Whatever your needs, you can count on Procons-4IT to provide solutions and support throughout the implementation process and beyond.
solutions for your business operations.
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Our commitment to functional innovation drives us to set the trends in the industry. As part of our effort to add value to our engagement with customers, we have developed our own SAP Business One Add-ons which gives unrivaled value to the users who are already experiencing the benefits of working with us. Some of the modules that we have on our belt are as follows:
1. HR Module 2. Payroll Module 3. Property and Facility Management Module
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PRESENC E IN TH E MENA RE GION
KUWAIT
LEBANON
QATAR
Bashar Haidar Sales Manager bashar.haidar@procons-4it.com M +96598556679 Hamoud tower,7th Floor, Kuwait City Kuwait
Youssef Matta Sales Director - Levant youssef.matta@procons-4it.com M +961 4 725601/2/3 Al Moudir Bldg, 3rd Floor, Jal El Dib Beirut, Lebanon
Leonardo A. Tabilog Jr. Sales Manager leonardo.tabilog@procons-4it.com M +974 5590 5435 Unit 1611 Al Jazeera Tower, West Bay, Doha-Qatar
UAE
KSA
EGYPT
Majeed Hassanieh Sales Manager majeed.hassanieh@procons-4it.com M +971 (55) 4949473 Level 14, 1401 IT Plaza, Dubai Silicon Oasis Dubai, UAE
John ISSA General Manager john.issa@procons-4it.com M + 966502999460 Office 32, Shahed Center for Investment,Emam Saud Bin Abdulaziz Road Riyadh Saudi Arabia
Muhammad El Zuhairy Sales Manager mzuhairy@procons-4it.com M +20 100 380 6060 41-B El Moltaka El Arabi st, Sheraton Al Matar, Qism El-Nozha, Cairo Governorate 11799, Cairo, Egypt
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Our companyâ&#x20AC;&#x2122;s focused expertise is backed by facts and figures that translates to successful implementations.
Focused expertise for your focused needs In assigning SAP consultants, our consulting managers consider industry knowledge, areas of product expertise, and previous implementation experience. Procons-4itâ&#x20AC;&#x2122;s network of application consultants, remote consultants, and technical consultants possess skills that cover the full breadth of system functionality. This allows us to tailor a team to meet your unique requirements.
Some hard facts about Procons-4IT
90+
400+
Employees
SAP B1 Customers
8,000+
50+
SAP B1 Users Sold
Certified Consultants
8+
18+
Vertical Add-ons
Countries
35+
20+
EBMs
On Cloud Clients
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2. OUR SUCCESS STORIES Procons-4IT have more than 400 customers in the MENA Region and is regularly adding to the Success stories published by SAP on their SAP Business One Success Repository.
Here are just a few of them:
1
1 AQAR Real Estate
2
2 Al Jassim Group
3 Maatouk Coffee
Digital transformation with SAP B1
Run a diversified business group
Ensuring Smooth Operations
Digital transformation for AQAR, a real-estate development and investment company based in Qatar, with SAP Business One and ProCons-4IT.
Integrated all businesses and gained more control of operations. Helped make more informed business decisions and consequently provide better customer service. Minimized administrative tasks such as data entry and manual labor. Streamlined processes effectively across diversified business group, whose interests range from Real Estate.
Real Time access to information and reporting Reliable and stable solution Locally available implementation Partner with knowledgeable staff and industry expertise
''We are looking in different ways to the future in terms of more success and great achievements, our vision is accomplished with a strong and reliable ERP system - SAP Business One.''
Visibility and real-time access to information across all departments Enhanced support for packaging Processes Accelerated order flow and shipping time.
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3
4
5
View our complete projects https://www.procons4it.com/clients/
4 SODAMCO Holding
5 Shiseido Middle East
Automating Approval Flows
Reaching Goals for 2020
Improved our internal control environment and were able to meet audit requirements. Mapped all financial reports under crystal reports to facilitate the monthly reporting. New modules were integrated to cover new areas in business. SAP Business One was able to meet our business needs on the short to medium term.
For consumer products company Shiseido, a globally recognized cosmetics company, SAP Business One has improved business operations. It is now easier to get correct and accurate data for planning and decision making purposes. In addition, it has helped the supply chain process, by providing better purchasing and control.
SCAN this QRcode to access the full list of our CLIENTS:
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LEBANON
KSA
QATAR
OUR CLIENTS
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AT A GLANCE
EGYPT KUWAIT UAE
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3. PROPOSED SOLUTION 3.1 A Solution Overview SAP Business One application integrates all core business functions across your entire company â&#x20AC;&#x201C; including financials, sales, customer relationship management, inventory, and operations. Integrated business intelligence functionality allows visibility across all business processes.
By streamlining end-to-end operations and gaining access to accurate information, small businesses can boost efficiency and accelerate profitable growth. In addition, with a published software development kit, industry-specific solutions and functional add-ons available from the global partner network, SAP Business One can be tailored and extended to meet specific business needs. Unlike many other small business solutions on the market today, SAP Business One is a single application, eliminating the need for separate installations and complex integration of multiple modules. The SAP Business One application is for SME businesses, typically with fewer than 1000 employees and 300 users (Cases of more employees and users exist and can work with proper sizing), that are looking for an affordable, single system to cover core operations such as financials, sales, and customer support. Customers can deploy SAP Business One on-premise or hosted by a partner, typically in less than one month. The solution is sold and supported through a global network of approximately 1,200 certified partners. There are over 550 extensions available from independent software vendors (ISVs)
Available in 150 country versions and 27 languages, SAP Business One combines a broad range of functionality into a single, affordable solution that runs all key business processes.
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<Prospect Name>â&#x20AC;&#x2122;s first step to enjoying the reward of a streamlined business
process starts with SAP Business Oneâ&#x20AC;&#x2122;s capability to deliver the following business benefits while solving its current business challenges.
Smarter, faster decisions
Maintaining closer customer relationships
Through SAP Business One, business challenges are easily OUTWEIGHED by business BENEFITS.
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3.2 SAP Business One Modules & KEY FUNCTIONALITIES
SALES & CRM
FINANCIALS
PURCHASING
WAREHOUSE & PRODUCTION MANAGEMENT
VERTICAL ADD-ONS
FIXED ASSETS
DASHBOARD & REPORTING
These are the modules and functionalities that can be implemented out of the box or through ProConâ&#x20AC;&#x2122;s Vertical Add-Ons
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3.3 Features and Benefits 3.3.1 Financials The SAP Business One application will provide <Prospect Name> with a complete and integrated set of tools to help manage and automate all of the accounting and financial processes in your growing company. It automates everyday accounting tasks, such as maintaining ledger and journal entries, supporting tax calculations, and enabling multicurrency transactions. <Prospect Name> can conduct all banking activities- including processing bank statements and payments, as well as reconciling accounts. <Prospect Name> can also manage cash flow, track budgets, and compare actual versus plans to see where your business stands at a moment’s notice.
By integrating your financial operation in real time with other business processes, such as purchasing and sales, <Prospect Name> can speed transaction and improve visibility into cash flow. Financial management in SAP Business One includes the following key features: • Accounting – Allows you to automatically handle all key accounting processes, such as journal entries, accounts receivable, and accounts payable SMEs can: ✓ Implement and adapt predefined chart-of-accounts templates ✓ Manage accounting transactions such as journal entries, journal vouchers, recurring postings, and posting templates ✓ Create balance sheet, profit and loss, and other financial reports • Controlling (cost accounting) – Provides <Prospect Name> with the ability to accurately manage cash flow, track budgets, and compare actual and planned figures. Using the controlling functionality in SAP Business One, you can: ✓ Define and manage budgets ✓ Handle payment terms, customer reminders, and cash collections ✓ Manage direct and indirect expenses and revenues for multiple cost centers ✓ Maintain distribution rules for automated revenue and expense allocation • Banking and reconciliation – Allows you to quickly process all reconciliations and all bank statements and payments by various methods, including checks, cash, credit cards, and bank transfers. In addition, SMEs can: ✓ Manage incoming and outgoing payments with cash, checks, electronic bank transfers, and credit cards ✓ Process bank statements and perform automatic reconciliation of ledgers ✓ Clear multiple accounts receivable and payable invoices automatically in batches ✓ Print check batches and generate check and payment reports • Financial REPORTING and analysis – Provides the tools you need to create a wide range of standard or customized financial reports from real-time data for business planning and audit reviews. SAP Business One provides a wide range of financial reports, such as balance sheets, profit and loss statements, profitability reports, multi-period comparisons, sales and purchasing analysis, aging reports, and budget reports. With interactive drill-downs and “drag and relate” functionalities, users can click through the relevant data and get answers quickly.
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3.3.2 Sales & CRM <Prospect Name> can use the customer relationship management (CRM) tools in the SAP Business One application to close sales faster and better serve your customers. These tools let you automate processes and efficiently manage activities throughout the entire sales cycle, including initial contact, proposal, closing of sales, and after-sales service and support. Tightly integrated features across marketing, sales, and service provide a 360degree view of your prospects and customers so you can better understand and meet their needs.
Key CRM features in SAP Business One include the following: • Sales and opportunity management – Allows you to track sales opportunities and activities from first contact with the customer to closing the sale. <Prospect Name>’s sales force can: ✓ Create instant price quotes, convert them to orders, and perform real-time product availability checks ✓ Generate sales documents more easily with a variety of templates ✓ Create dashboards and interactive reports for forecasting and sales analysis • Customer contacts – Helps you to more easily manage master data for sales leads and customers. Using the customer contact management functionality in SAP Business One, you can: ✓ Manage lead and customer data in a simple user interface ✓ Access customer balances, credit lines, opportunities, and open orders from a single screen ✓ View and synchronize contacts with Microsoft Outlook ✓ Automatically transfer data from master records to relevant transactions • Service management – Provides full support for customer service processes. You can: ✓ Administer warranty and service information ✓ Respond to customer service requests from a central location ✓ Search for solutions to customer problems in a solutions knowledge database ✓ Monitor service levels with alerts and reports • Integration with Microsoft Outlook – Allows you to access customer and sales information via Microsoft Outlook when you are either online or offline. You can: ✓ Synchronize calendars to activities and import customer data from SAP Business One into your Microsoft Outlook contacts list ✓ Create, edit, and display quotations directly in Microsoft Outlook and integrate with them activities in SAP Business One • Reporting and analysis – Helps you create powerful sales reports to help manage sales opportunities and perform forecasting and analysis. You have the ability to: ✓ Create dashboards showing overviews of top customers and deals, year-to-date revenue, open orders, and open receivables ✓ Create detailed sales reports from a number of standard report templates, including opportunity forecasting, pipeline tracking, win/loss analysis, and sales order analysis
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3.3.3 Purchasing Procurement management is a core functionality in the SAP Business One application that helps <Prospect Name> to automate and standardize your core procurement activities.
It provides support for purchasing planning, vendor selection, purchase order management, and vendor invoice payment. And it lets you do all these rapidly, with the necessary integration across business functions in accounting and warehouse management to drive success. With SAP Business One, <Prospect Name> gains a detailed view of your vendors and support for an integrated, centralized vendor data repository so you can make more effective purchasing decisions, identify opportunities for cost savings, and better manage supplier relationships. Key purchasing features in SAP Business One include: • Procurement – Offers best-practice functionality to support your core procurement activities, integrating the entire purchasing process from order creation through inventory updates to invoice payment. You can: ✓ Create single or multiple purchase orders and goods receipts in easy-to-follow steps ✓ Link purchasing documents and view document trails for audit and research purposes ✓ Manage returns, special expenses, and multiple currencies ✓ Generate detailed purchasing and pricing reports • Master data management – Allows you to centrally maintain item and vendor master records and to integrate them in all necessary business transactions. <Prospect Name> can: ✓ Manage vendor information with payment terms and methods, and perform graphical purchase analysis in vendor master record ✓ Maintain detailed item purchasing information with price lists and tax information ✓ Integrate master data into all purchasing transactions in SAP Business One • Warehouse and accounting integration – Supports integrating purchasing into other core business processes smoothly, transparently, and in real time. As a result, you benefit from real-time synchronization of goods receipts and inventory levels in warehouse. You can also: ✓ Perform purchase planning using the material requirement planning wizard ✓ Calculate inventory book values and last purchase price automatically ✓ Generate sophisticated valuation and accounting reports • Easier, up-to-date reporting – Provides you with the ability to achieve the following: ✓ Create dashboards such as top vendor and order overviews, year-to-date purchases, open orders, deliveries, and payables ✓ Create detailed procurement reports, such as aging and purchasing analyses ✓ Use a large number of predefined templates to quickly create reports Manage and execute your reports with the report organizer and distribute them to buyers and business partners
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3.3.4 Warehouse and Production Management The warehouse and production management tools in the SAP Business One application allow <Prospect Name> to manage supply chain and enhance customer satisfaction by providing reliable information about inbound and outbound shipments as well as current inventory levels. You can keep track of product inventory, quantity at each warehouse, movement history, and stocking status. Inventory data is updated in real time so that you can extract insights to meet customer demand and expectations.
Warehouse and production management in SAP Business One includes the following key features: • Warehouse and inventory management – Helps you manage inventories using various costing models, maintain item master data, and use multiple units of measure and pricing. <Prospect Name> can: ✓ ✓ ✓ ✓
Manage inventories in multiple warehouses and locations using FIFO, moving average, or standard costing Maintain units of measure and item prices in local and foreign currency Implement serial and batch number management Generate comprehensive item list, transaction, and valuation reports
• Goods receipt and issue control – Helps you record goods receipts and issues; track stock transfers; support consignment, drop-ship, and other orders; perform inventory and cycle counts: ✓ ✓ ✓ ✓
Record goods receipts and goods issues, and track stock transfers between warehouses Support consignment, drop-ship, and back-to-back orders Use the pick-and-pack manager to fill deliveries Perform inventory and cycle counts
• Production and material requirements planning – With SAP Business One, <Prospect Name> can create and maintain multilevel bills of materials (BOMs), issue and release production orders manually or by backflush, and globally maintain prices for BOMs. • Efficient, up-to-date reporting – Allows you to generate reports with data that is regularly refreshed, and display them in various report formats or as dashboards. You have the ability to: ✓ ✓ ✓ ✓
Choose a variety of report formats (such as PDF, Microsoft Word, Microsoft Excel) to display standard reports or incorporate them as dashboards Use predefined templates to issue inventory status, audit, and valuation reports, as well as item and warehouse transaction lists Generate production reports, such as production orders by status and BOM reports Execute and manage your reports with the report organizer and efficiently distribute them to other users through report books
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3.3.5 Fixed Assets SAP Business One allows <Prospect Name> to manage fixed assets using a fully integrated solution. The fixed assets functionality enables them to do the following:
✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓
✓ Plan the depreciation of fixed assets using various depreciation method ‚ ✓ Calculate the depreciation of fixed assets with the monthly base ✓ Manage fixed assets-related information in item master data ✓ Purchase and sell your fixed assets using the following types of marketing document: A/P invoice, A/P credit memo, A/P reserve invoice, A/R invoice, A/R reserve invoice Create payments with cash discount for purchased fixed assets. SAP Business One credits the discounted part from the fixed assets by automatically creating a capitalisation credit memo Change the asset class of a fixed asset by creating a transfer document Appreciate a fixed asset by creating a manual depreciation document Apply more than one set of accounts to each fixed asset, so that the asset depreciation and transactions can be posted to more than one set of journal entries at the same time Perform fixed asset revaluation Apply multi-dimensions to fixed assets in cost accounting View the statuses and detailed transactions of your fixed assets in the following two reports: Asset Status Report Asset Transaction Report Import fixed assets from Microsoft Excel files
3.3.6 Vertical Add-Ons The following add-ons are available for seamless integration with the core modules of SAP Business One. These add-ons are best in class, localized and industry specific.
Human Resources
POS Customer Checkout
Payroll
Facility Management
Advanced Project Management
Advanced Warehouse Management
Auto Industry Management
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3.3.7 Dashboard and Reporting
ROBUST
The analytics powered by SAP HANA run behind the scenes of SAP Business One. This means all of the transactional and operational information within your SAP Business One application is available for SME’s insight. They can see your business as it exists right now – not as it existed when you did your custom data extract, which was the case with previous generations of analytics and reporting technology. As a result, users at all levels can make better decisions faster because they have real-time access to information – along with the ability to explore and investigate more information before making those decisions. SAP Business One analytics powered by SAP HANA features include the following: Analytics and reporting – Create and run reports on up-to-date data in SAP Business One in seconds, without IT assistance, and perform what-if analysis with the data you use most. Productivity tools – Use predefined content and multidimensional data sources to analyze data and build reports, and use Microsoft Excel to explore and investigate real-time data. Predefined dashboards and reports – Gain access to a variety of prebuilt reports, customized around the business processes you use most. Search – Find and access all data in SAP Business One with freestyle enterprise search.
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ANALYTICS
SAP Business One HANA offers a number of standard KPIs and dashboards that a user can immediately add to their HANA interface. The ability to build your own pivot table reporting without any prior technical knowledge of the SAP Business One datasets. Once again SAP has done the hard work for the user by making the relevant fields available in pivot table format. The user simply has to drag and drop the information they want into the report format.
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3.4 Scope of Functionalities *ONLY THE MODULES MARKED WITH THIS ICON: PRICE PROVIDED IN THE COMMERCIAL OFFER.
IS INCLUDED IN THE SCOPE OF WORK AND THE
3.4.1 Accounting & Financials Chart of Accounts General Ledger Accounts Payable Accounts Receivable Journal Entries / Journal Vouchers Transaction Templates Recurring Postings Dual Currency Reporting Exchange Rate Differences Internal & External Reconciliation (i.e. Bank / Customer / Suppliers) Incoming & Outgoing Payments Payment Methods (Cheque, Bank Transfer, Credit Card, Cash) Dunning Terms & Interest Calculation Post Dated Cheques Cheque Printing Fixed Assets Accounting Only Accounting Reports
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Bank Reconciliation Report Cheque Register Report Journal Voucher Report General Ledger Report Transaction Journal Report Document Journal Report Tax (VAT) Report Statement of Account Customer Receivables Ageing Report Supplier Liabilities Ageing Report Financial Reports
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Trial Balance Profit & Loss Statement Balance Sheet Cash Flow Statement Balance Sheet Comparison Trial Balance Comparison Profit & Loss Statement Comparison
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3.4.2 Cost Accounting Cost Dimensions Cost & Profit Centers Distribution Rules Cost Center Hierarchy (up to 5 levels) Cost Center Budget
√ √ √ √ Reports
Cost Center Report Distribution Report Budget Vs Cost Accounting Report Cost Accounting Reconciliation Report General Ledger Report by Cost Center Trial Balance Report by Cost Center Profit & Loss Statement by Cost Center Trial Balance Comparison Report by Cost Center Profit & Loss Statement Comparison Report by Cost Center
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3.4.3 Budgeting Budget Scenarios Budget Distribution Methods Cost Center Budget Project Budget
√ √ √ √ Reports
Budget Report Balance Sheet Budget Vs Actual Report Trial Balance Budget Vs Actual Report Profit and Loss Statement Budget Vs Actual Report Trial Balance Budget Vs Actual Report by Project Profit & Loss Budget Vs Actual Report by Project Trial Balance Budget Vs Actual Comparison Report by Project Profit & Loss Budget Vs Actual Comparison Report by Project Trial Balance Budget Vs Actual Report by Cost Center Profit and Loss Budget Vs Actual Report by Cost Center
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3.4.4 Sales Sales Quotation Sales Order Delivery Return AR Down Payment Invoice AR Invoice AR Invoice + Payment AR Credit Note AR Reserve Invoice Recurring Transaction Templates Sales Blanket Agreements
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Sales Analysis Report by Customer Sales Analysis Report by Item Sales Analysis Report by Sales Employee Open Items List & Back Orders Report Sales Employee Commission by Invoices Report Customer Receivables Ageing Report
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3.4.5 Purchasing Purchase Request Purchase Quotation Purchase Order Goods Receipt PO Goods Return AP Down Payment Invoice AP Invoice AP Credit Note AP Reserve Invoice Landed Costs Recurring Transaction Templates Purchase Blanket Agreements Purchase Quotation Generation Wizard
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Purchase Analysis by Customer Purchase Analysis by Item Purchase Analysis by Buyer Open Items List & Back Orders Purchase Quotation Comparison Supplier Liabilities Ageing report
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3.4.6 Inventory Warehouse Sublevels Bin Locations & BIN Attributes Serial or Batch Number management Barcodes Multiple Units of Measure Alternative (substitute) items Supplier/customer catalogue numbers Goods Receipt / Goods Issue Stock Transfer Request, Stock Transfer Recurring Transactions Stock Count Cycle Count Recommendations Stock Revaluation Price Lists Period and Volume Discounts Discount Groups Special Prices Pick and Pack Manager, Pick List
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Item List Report Inactive (not performing) Items Report Stock Transaction Posting List Report Stock Status Report Stock in Warehouse Report Stock Valuation Report Serial Number Transaction Report Batch Number Transaction Report
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3.4.7 Production Production Bill of Materials Assembly Bill of Materials Sales bill of Materials Issue to Production Receipt from Production Component Cost & Quantity Variance tracking Reports
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Bill of Materials Report Production Order Report Production Variance (Actual Vs Estimate) Report
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3.4.8 Material Requirement Planning Forecasting MRP Wizard Lead Time Minimum Order Quantity Order Interval Purchase Planning Production Planning Purchase Order Recommendation Production Order Recommendation Auto Generation of Purchase Quotations/Order Auto Generation of Production Orders Reports
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Purchase Recommendation Report Production Order Recommendation Report
√ √
3.4.9 Human Resources Define and map Organization Chart Salary Structure (Grades, Levels, Benefits, Allowances, Salary Scales) Job Structure (Job description & positions) Performance Appraisals Personal Objectives Competence Objectives Business Objectives Recruitment Training Management Travel Management Reports
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Employee List Employee Abscense Report Phone Book Employee Reviews Report
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3.4.10 Payroll Employee Profile Employee Administration (employment visa, civil id, professional certificates) Employee Allowance Management Employee Leave Management Employee Deductions Employee Earnings Employee Work Schedules & Calendars Advance Salary Management Employee Loan Handling Income Tax Calculation Module Overtime Management Timesheet Management Automatic salary process & editing Integration with General Ledger User Authorization Reports
√
Payroll Sheet Monthly Tax Payment Salary Slip Loan Deduction Report Social Security Report Overtime Report Salary Disbursement Report Employee Total Earning Report Employee Bonus Report Overtime Summary Report Leave/Advance Disbursement Report Journal Entry Voucher Journal Entry Report
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3.4.11 Project Management Project WBS (work breakdown structure) Project Expense definition and management Project Template definition Project Plan & Budget definition Expense Accounting Billing Generation
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Reports Project Resource Utilization Summary Project Budget Vs Actual Profit & Loss Statement by Project Profit & Loss Statement Budget by Project Gantt Chart Trial Balance by Project
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3.4.12 CRM Sales Opportunities Sales Opportunity Management Campaign Management Blanket Agreements Price Quotations Sales Orders Forecasting and Sales Analysis Microsoft Outlook Integration
√ √ √ √ √ √ √ Reports
Opportunities Forecast Report Opportunities Statistics Report Stage Analysis Report Information Source Distribution over time Report Won Opportunities Report Lost Opportunities Report My Open Opportunities Report My Closed Opportunities Report Opportunities Pipeline
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3.4.13 CRM Service Service Calls Track Service Call expenses (labor, items, travel) Customer Equipment Card Warranty Agreement Service Contract Solutions Knowledge Base
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Reports Service Calls Service Calls by Queue Response Time by Technician Average Closure Time Service Contracts Customer Equipment Card Report Service Monitor
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Open Service Calls Overdue Service Calls
3.4.14 Fixed Assets Multiple Depreciation Types Multiple Asset Classes Fixed Asset Master Data Capitalization Retirement Transfer Asset Revaluation Depreciation Run Special Depreciation Depreciation Forecast Asset tracking using barcodes
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Asset Depreciation Report Depreciation Journal Report Asset History Report Depreciation Transaction Report
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3.4.15 Self Service Web Portal Time Sheet entry & approval procedure Expense Claim Entry & approval procedure Training Request & approval procedure Leave Request & approval procedure Fully integration with SAP B1 financials, payroll & HR
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3.4.16 Intercompany Integration Solution Multi-instance support (multiple physical servers) Multi-currency support Master Data Replication Marketing Document Exchange Consolidated Credit Limit Check G/L Allocations Centralized Payments Multi-level financial consolidation Consolidated Trial Balance Consolidated Profit & Loss Consolidated Balance Sheet Support for different Chart of Account structures
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3.4.17 Property and Facility Management Manage Property unit types & locations Manage Properties and Property unit details Attach documents to a property & property unit Maintain property unit Price Lists Create, manage and print property valuations Maintain Insurance information for the properties Manage Tenant details; Manage and print Tenant contracts Manage reservations of property units by Tenants Manage and print Property Owner contracts (property is owned by 3rd parties) Define and manage Common Expenses in Tenant contracts Define and manage Additional Services in Tenant contracts Search engine for Property Units and Tenants Billing Generation Wizard; Contract Renewal Wizard Automated calculation and allocation of common expenses and Services
√ √ √ √ √ √ √ √ √ √ √ √ √ √
Alerts (Follow up and Reminders); Approval Procedures Multi-language support including English & Arabic Management of Sales Agents Seamless Integration with SAP Business One Financials Management of Post-dated cheques Perform and manage preventive maintenance (equipment card) Manage Tenant service calls Monitor Service Levels Seamless Integration with SAP Business One CRM
√ √ √ √ √ √ √ √ √
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3.4.18 Advanced Project Management Project WBS (work breakdown structure) Project Expense definition and management Project Template definition; Project Plan & Budget definition Employee Cost Rates Definition or link to payroll module Project Bill of Quantities (material & procurement process management) Employee Self Service (Timesheet entry, Expense Claim and Leave Request) Approval procedures for timesheets, expense claims and leave requests Expense Accounting Reports
√ √ √ √ √ √ √ √
Expenses Report by Employee and/or Project Leave Status Timesheet Report by Employee and/or Project Project Wise Timesheet; Project Material Status Project Resource Utilization Summary Project Budget Vs Actual Profit & Loss Statement by Project Profit & Loss Statement Budget by Project Trial Balance by Project
√ √ √ √ √ √ √ √
3.4.19 Master Data Migration3.4.19 Master Data Migration Chart of Accounts Business Partner (customers & suppliers) Master Data Item Master Data Employee master Data Bill of Materials
√ √ √ √ √
3.5. Exclusions All Modules, Functionalities, Processes, Events, Activities not mentioned in this document to be considered as Scope Exclusions. Therefore the following deliverables are excluded from the scope: • • • • • • •
• •
Process Integration and real time interface with third party application Hardware and 3rd party software licenses and Additional Legal entities and countries. Historical Data Migration Nonstandard business processes that cannot be managed through workarounds or configuration settings (they are considered, change requests at additional charge if it is feasible to meet the requirements) Additional development for non-standard reports or customization of existing reports End-user training and documentation and any modifications to the delivered material after go-live. Process re-engineering activities Version changes during implementation phase.
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4. DETAILED PROJECT PLAN
4.1 ASAP Implementation Methodology The implementation process is divided into several phases. For each phase, this guide describes the relevant tasks that have to be completed and suggests roles, responsibilities, and time frames required to successfully complete the implementation. In addition, this guide includes various templates, checklists, and other supporting information to support an efficient and timely implementation of SAP Business One.
Accelerated SAP methodology is a proven, repeatable and successful approach to implementing SAP solutions across industries and customer environments. It provides content, tools, and expertise from numerous implementations. The "SAP business One Accelerated Implementation Program" has been developed specifically to support the implementation of SAP Business One in small and midsize enterprises. This implementation guide will use the ASAP framework as a guideline for SAP Business One implementations and apply ASAP concepts and information were beneficial.
The "SAP Business One Accelerated Implementation Program" provides a comprehensive implementation methodology for SAP Business One partners. The "SAP Business One Accelerated Implementation Program" contains detailed information on how to successfully complete and manage the implementation of SAP Business One
The implementation is divided into five project phases: 1. 2. 3. 4. 5.
PROJECT PREPARATION BUSINESS BLUEPRINT PROJECT REALIZATION FINAL PREPARATION GO LIVE AND SUPPORT
*Will be discussed in details in the implementation timelineâ&#x20AC;Ś.
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4.2 Project Deliverables / Responsibility 4.2.1 Phase 1 – Project Preparation Deliverables Project plan/Timeline Technical infrastructure Assessment Kick-off meeting Conducted Project Team Identified Phase Signed Off
Responsible ProCons-4IT ProCons-4IT ProCons-4IT ProCons-4IT ProCons-4IT
Supported By <Prospect Name> <Prospect Name> <Prospect Name> <Prospect Name> <Prospect Name>
4.2.2 Phase 2 – Business Blueprint Deliverables Scheduled requirements gathering workshops Detailed business requirements Gathered Data migration requirements defined Scope changes Identified and addressed Blueprint document Blueprint document reviewed Finalized BP with customer Blueprint Signed off
Responsible ProCons-4IT ProCons-4IT ProCons-4IT ProCons-4IT ProCons-4IT <Prospect Name> ProCons-4IT <Prospect Name>
Supported By <Prospect Name> <Prospect Name> <Prospect Name> <Prospect Name> <Prospect Name> ProCons-4IT <Prospect Name> ProCons-4IT
4.2.3 Phase 3 – Project Realization Deliverables Production system initialized and configured as per blueprint Legacy system data migrated Business Processes validated and tested Key user training planned User Acceptance test catalogue (BPML) Provided UAT Test Catalogue Confirmed Production support and cutover plan Defined user roles and authorizations as per best practice standards Realization Phase signed off
Responsible ProCons-4IT ProCons-4IT ProCons-4IT ProCons-4IT ProCons-4IT <Prospect Name> <Prospect Name> <Prospect Name> <Prospect Name>
Supported By <Prospect Name> <Prospect Name> <Prospect Name> <Prospect Name> <Prospect Name> ProCons-4IT ProCons-4IT ProCons-4IT ProCons-4IT
4.2.4 Phase 4 – Final Preparation Deliverables Support plan established SAP B1 Installed Final Data Migration Key users and administrators trained (train the trainer) System validated and accepted Cutover and pilot processes executed Final preparation phase signed off
Responsible ProCons-4IT ProCons-4IT ProCons-4IT ProCons-4IT <Prospect Name> ProCons-4IT <Prospect Name>
Supported By <Prospect Name> <Prospect Name> <Prospect Name> <Prospect Name> ProCons-4IT <Prospect Name> ProCons-4IT
4.2.5 Phase 5 – Go Live and Support Deliverables Live productive system (Monitor and support) Open issues closed Support plan Implemented Project closed and signed off
Responsible ProCons-4IT ProCons-4IT ProCons-4IT ProCons-4IT
Supported By <Prospect Name> <Prospect Name> <Prospect Name> <Prospect Name>
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5. STANDARD IMPLEMENTATION TIMELINE *These timelines are based on estimates gathered from previous implementation experience. All are calculated according to standard functionalities and reports implementation and might vary according to the complexity of the requirement.
Phase 1 Procons-4IT will deliver and install 1 entity in one implementation.
Phase 2 Procons-4IT will conduct a site visit at Customer premises to formulate a blueprint for the implementation. The blueprint report will be considered by the customer and signed-off..
Week 01
Week 02
// 27 total man hours
// 90 total man hours
During this phase, the team prepares and conducts a project kick-off meeting and goes through initial planning and preparation for the SAP Business One implementation.
During this phase, a requirements workshop is conducted with various key stakeholders to define project objectives, scope, and schedule. In addition, the relevant business process scenarios are defined. In order to document the results gathered during the workshops, the Business Blueprint is created.
Project Preparation Business Blueprint
Specific tasks: 1. 2. 3. 4. 5.
Project plan/Timeline Technical infrastructure Assessment Kick-off meeting Conducted Project Team Identified Phase Signed Off
Specific tasks: 1. 2. 3. 4. 5. 6. 7. 8.
Scheduled requirements gathering workshops Detailed business requirements Gathered Data migration requirements defined Scope changes Identified and addressed Blueprint document Blueprint document reviewed Finalized BP with customer Blueprint Signed off
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Phase 3
Phase 4
Phase 5
Procons-4IT will start the installation application software. Project realization starts with both onsite and offsite efforts.
Procons-4IT will conduct a site visit to conduct training at Customer premises that will cover functional and technical training.
Procons-4IT will provide all standard SAP Business One reports and design the marketing documents related to the application areas defined. Support starts.
Week 04
Week 09
Week 10-12
// 208 total man hours
//27 total man hours
// 57 total man hours
Project Realization
Final Preparation
Go-Live and Support
The purpose of this phase is to implement all business process requirements based on the Business Blueprint. Other key focal areas of this phase are conducting integration tests and drawing up end user documentation.
The purpose of this phase is to
The purpose of this phase is to move
complete final preparations (including
from a project-oriented, pre-
user and administrator training,
production environment to live
system management and cutover
production operation. The most
activities) to finalize go-live readiness.
important elements include setting up
Upon successful completion of this
production support, monitoring
phase, the SAP Business One system
system transactions, and optimizing
is ready to be used as a productive
overall system performance.
environment. Specific tasks: 1. 2. 3. 4. 5. 6. 7. 8. 9.
Production system initialized and configured as per blueprint Legacy system data migrated Business Processes validated and tested Key user training planned User Acceptance test catalogue (BPML) Provided UAT Test Catalogue Confirmed Production support and cutover plan Defined user roles and authorizations as per best practice standards Realization Phase signed off
Specific tasks: Specific tasks: 1. 2. 3. 4. 5. 6. 7.
Support plan established SAP B1 Installed Final Data Migration Key users and administrators trained (train the trainer) System validated and accepted Cutover and pilot processes executed Final preparation phase signed off
1. 2. 3. 4. 5.
Live productive system (Monitor and support) Open issues closed Support plan Implemented Project closed and signed off