FESCO_Project Status Report-151218

(1)

APNA Project

Implementa

tion

at

Faisalabad Electric

Supply Company

Presented to: PMO & Steering Committee

Project Status Update

_–

(14

thth

_{December to 18}

thth

_{December 2015)}

(2)

7 Project Management Keys (Overall Status

–

Yellow)

Keys Status Updated on: 18th _{December, 2015}

Stakeholders

• Stakeholders are KNOWN • Their INTERESTS and

INFLUENCE are identified

• Stakeholders are PLEASED with the

work

• Stakeholders are AVAILABLE

Scope

• Scope is clear and m utually

UNDERSTOOD

• CONTRACT and/or scope

statement is agreed upon

• Deliveries are WITHIN SCOPE; no

more, no less

Delivery Organization Benefits

• Delivery organization stakeholders

are KNOWN

• Knowledge is HARVESTED and

leveraged

• Actuals are in line with BUDGET • Favorable project CITATIONS are

established

Business Benefits

• Project Sponsor has CONFIDENCE

in Delivery Organization

• Project Sponsor gains

OWNERSHIP

• Delivery Organization can

MEASURE and highlight specific RESULTS

Team

• Team has required COMPETENCY and

CAPACITY

• There is a constant dialogue between

PM and team

• Adequate project FACILITIES are in

place

• Team has normal WORKING HOURS • Team works EFFICIENTLY

• PERSONAL DEVELOPMENT is

ensured

•Work and ScheduleKey PEOPLE STAY with the project • PROJECT PLAN is up to standard • DEADLINES are met

• Work PROCEEDS in line with plan • Project Sponsor is UPDATED on

status of work

Risks

• Team is AWARE of potential risks • Team NOTIFIED PM when work

progress is threatened

• ACTIONS taken to reduce risk are

closely MONITORED

• Risk and Issue management

PROCESSES are ESTABLISHED and FOLLOWED

(3)

3

7 Project Management Keys (Overall Status

–

Yellow)

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.

• FESCO’s 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

schedule and all dependent activities.

(4)

7 Project Management Keys (Overall Status

–

Yellow)

• 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.

4

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Current Status

–

Phase wise

The phase wise status is as follows:

We are here

Phase Deliverables Status

Project Preparation Phase Inception Report (Phase 0)

• Project Charter • Project Plan

• Project Management Procedures • RFP for Servers and Allied Equipment • RFP for Hardware and Networking

Complete

Business Blueprint Phase • As-Is Analysis Document

• Business Blueprint Documents for MM, PS and FICO • Gap Analysis Report

• Business Blueprint – Sign-off

Complete

Realization Phase • Configuration

• 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

Complete

Final Preparation • End User Training – Phase 1

• 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

Complete

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Project Plan

Project Phase Duration StartDate EndDate

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

Status as of 18th_{Dec, 2015}

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7

Project Plan

–

Snap shot*

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8

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 (21

st

_{Dec – 25}

th

_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.

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Current Status

–

Project Management

9

• 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).

(10)

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 (21

st

_{Dec – 25}

th

_Dec)

• Data entry will be initiated for sites that have complete balances in the system e.g. Regional

Stores, etc.

Activities delayed from schedule:

has been delayed.

• Delay in the provision of balances is causing delay in the start of data entry of backlog.

(11)

11

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 (21

st

_{Dec – 25}

th

_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:

has been delayed.

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Current Status

–

Project System

Activities planned for next reporting period (21

st

_{Dec – 25}

th

_Dec)

• Data entry will be initiated for PDC and PMU in the next reporting period.

Activities delayed from schedule:

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

13

Status of Data Collection, Preparation and Provision and Upload

MD / TD Migration Object Tea m Data Provided /prepare d

Remarks Data upload status

MD Chart-of-Accounts

(central) FI Yes GLs of banks are still to be finalized by FESCO Uploaded

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

MD Banks (Bank Keys and

House Banks) FI Yes Data has been finalized by FESCO Uploaded

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

MD Customers FI Yes Data for RO offices is available that will be created as

Customers Uploaded

MD Internal Orders FI Yes Data for vehicles has been used to create Internal Orders

Master Data file by Abacus Uploaded

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

MD Funded Programs for

Civil Works FI No Data has not been provided. Dependent upon CWIP data

MD Commitment Items FI Yes Data has been finalized by FESCO Uploaded

MD Material Master MM Yes Data has been finalized by FESCO Uploaded

MD Material Extension

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Status of Provision of Data for Cutover

14

Status of Data Collection, Preparation and Provision and Upload

MD / TD Migration Object Tea m Data Provided/ 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

MD Project Master Data

-Project Definition PS Yes Data has been finalized by FESCO Uploaded MD Project Master Data

-WBS Elements PS Yes Data has been finalized by FESCO Uploaded

TD GL Balances (Balance

Sheet) FI Partial

Data is being finalized by FESCO. Data for 71

accounting units has been provided by FESCO so far.

Data provided for 71 Accounting units has been

uploaded in the Production system.

TD GL Balances (P&L) FI Partial Data is being finalized by FESCO. Data for 71

accounting units has been provided by FESCO so far.

Data provided for 71 Accounting units has been

uploaded in the Production system.

TD AP Balances FI Partial Data is being finalized by FESCO. Partial data for ROs has been provided by FESCO so far.

Data provided for ROs has 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

TD Inventory balance

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Status of Provision of Data for Cutover

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Status of Data Collection, Preparation and Provision and Upload

MD / TD Migration Object Tea m Data Provided/ prepared

TD

Open PRs (Yearly

Purchase Plan and Civil Works)

MM Yes

Yearly purchase plan has been finalized by MM, however, open PRs for Civil works are yet to be finalized. Users will enter this data in the system after Go-Live

NA

TD Open POs MM Yes Data has been prepared by MM and PMU for open

POs which will be entered by users after Go-Live NA

TD Open Service POs (work

orders) MM Yes

Data is being finalized by FESCO which will be

manually entered in the system by the users NA

TD Open Stock Transport

Orders MM Yes

Data has been prepared by FESCO for open STOs

which will be entered by users after Go-Live NA

TD Open Contracts MM Yes Data is being finalized by FESCO which will be

manually entered in the system by the users NA

MD/

TD WBS BOMs PS Yes Data has been provided by FESCO Uploaded

TD Planned Cost PS Yes Data has been provided by FESCO Uploaded

TD Actual Cost (Running

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Key Risks and Mitigation Strategies

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Key Open Issues

Issue Level Brief Description Resolution Steps Status

Provision of data by Finance Department as per SAP data templates.

High Data preparation process has not been initiated by Finance

department on the SAP data templates despite lapse of several weeks.

Data Owner needs to assign a team with the task of collecting and preparing data on SAP data templates. Priority needs to be given to the data required for configuration.

Open (Data

preparation activity is in progress and most of the master data objects have been finalized by FD) Unsatisfactory

response time of hardware vendor for replacement of faulty part

High The faulty part needing replacement in the affected QA system could not be replaced by HW vendor despite lapse of 1 week. HW vendor is supposed to maintain inventory of critical parts at FESCO premises to avoid such delays.

FESCO needs to ensure that inventory of critical parts is maintained at FESCO premises and HW vendor provides support as per committed response times.

Open

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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 doesn’t 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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AbacusConsulting,

Abacus House, 4 Noon Avenue, Main Canal, Lahore 54600, Pakistan. Telephone: +92 42 588 4981-5

Facsimile: +92 42 588 4987

email: [email protected]