SAP FICO ( EPISODE - 10 )

Nilkamal: - What is ASAP?

Dulal: - ASAP is the short form of as soon as possible. We use ASAP, while writing mails to anyone.

Nilkamal: - No, boss. ASAP stands for ACCELERATED SAP METHODOLOGIES. There are four stages in this ASAP methodologies. They are Preparatory stage, Blue-Print stage, Realization stage and Finalization stage. The Preparatory and the Blue-Print stages are called ‘AS-IS’ stage. The Realization and the Finalization stages are called ‘TO-BE’ stage.

Ravi: - Is it similar to the System Analysis & Design for our IT projects?

Nilkamal: - to some extent, yes, but it abides by the waterfall model rather than spiral model. That is why, 75% of the time is spend in understanding the client’s requirements with minute details. See, SAP is not open-source software like Java. Here, the implementation cost is higher and everything has its own copyright under SAP AG. Once, if you have customized and implemented a module for your client and then again if you want to change the system settings in the next week because of the client’s requirements change, is not at all feasible. It incurs a huge expense. Time is wasted and so is the money, then where is the efficiency of that project? If spiral model cannot reduce my expense, then it’s better to follow waterfall model after spending quality time in understanding the client’s requirements, with the signed agreement that the client cannot change his specifications till a stipulated time. And remember one thing that the Mapping Activity takes place in the ‘To-Be’ stage only.

Manoj: - Sir, we are not getting a clear picture about these stages. It will be better if you can explain us with some real-life examples.

Nilkamal: - Ok, I will try to explain it. Take a real life example, say; you are working in a manufacturing company. Now, in a manufacturing company, there has to be a purchase process. Let us draw the entire purchase process on this whiteboard. The process follows like this:- Purchase Requisition, Call for Quotations, Analysis of quotations, Purchase Order, Preparing Goods Receipt Notes (GRN), Confirmation from Quality Department & Stores Department, Invoice Verification, Entry of Raw Materials to the Inventory, Agreement to the Terms of Payment and then the money is paid to the Sundry Debtors. This is the clear cut picture of a purchase process. Now, you people tell me that at which point of this entire process, the concept of ‘AS-IS’ study comes into play.

Rinky: - No idea, Sir. Please explain it.

Nilkamal: - It is very easy. Just think it in a practical manner. Suppose that you have ordered for 1296 goods to me. I have loaded 1296 goods in a truck. The truck reached at your factory after 2 days. Now, at the gate, you found that only 1250 goods are ok, but the remaining goods are having defects. Now, what amounts of goods will you entry in the books of accounts? Is it 1296 or 1250?

Chaitanya: - of course, 1296, because the order agreement was for 1296 goods only.

Nilkamal: - No, the things have changed now. As per the ‘AS-IS’ study, accept only the goods which are in good conditions and the invoicing will be done against those goods only. Now, let us move on to the SAP Documentation and Reporting part.

Sarita: - Is it related to Project Report?

Nilkamal: - Yes, you always need to create a project report, so that everyone can understand about the project, by going through it. In project documentation, there should be the Project Name, Project Manager Name, Project Leader Name, Team Leader Name and the Consultants name. What will a project report contain? It should describe in details the Configuration, Navigation, Screen, Rationality and the Signing of the Project. At least 2 Project Leaders and 4 SAP Consultants should sign the Project Report to get it approved or sanctioned. Let us stop here today. In the next class, we will learn how to login to a SAP Server.