Part-2: 3 most important things you should do before an SAP GTS Implementation

By: Krypt Team - January 15th, 2021

Author: Vijendra Kargudri

In this two-part blog series we shall be covering on important aspects of SAP GTS Implementation. Last week, in Part-1 of this two-part blog series you got to know about the 2 of the 3 mandatory things – Training and Blueprinting that one should not miss out on before an SAP GTS Implementation. In today’s Part-2 you will get to know about the 3rd most important element of an SAP GTS Implementation – the Design Process.

C. Design Process

The design process stage is the part of the implementation where the focus is on creating a system configuration that will maximize the system benefits and ROI received by the client. The design phase begins around the end of discovery & planning, where project team selection and much of the documentation and planning has already been achieved. The implementation team will work to translate the client’s system requirements into potential configuration options. Thereafter, they will work closely with the project team to establish those configuration options and implementation strategies, leading into the development phase of the project.

Six Steps of ERP Implementation Design

The design process of an SAP GTS implementation project can be broken down into 6 key steps:

i) Gather & Review Master Records

Early in the design phase the implementation team will want to review the client’s master records. This is data that is the foundation of the current system such as:

Chart of Accounts
Sub-accounts, if applicable
Customer Master
Vendor Master
Item Master

This information along with the discovery information will frame the basis for the implementation team to commence discussions with the project team about how to undertake configuring the new system.

ii) System Orientation & Walkthrough

Here the implementation team is geared to impart training to the project team on various functionalities of the new system by walking them through the application. This usually follows the flow of various business cycles and begins the process of mapping out the procedures identified during discovery. The process can take a few hours to a couple of days depending on the complexity of the business. It grants the project team to view how they would do their jobs in the new system. During this session, project team members can determine areas where the new system differs in approach from the old system. While designing how to use the new system, some compromise might result between – having to make slight changes to processes or customizing the actual software.

iii) Establish Initial System Configuration Settings

Establishment of the initial system configuration settings consists of tasks like designing the chart of accounts in combination with the sub-account structure. This is a key decision point and should be done with the goal of supporting the reporting requirements that arose out of discovery process. When executed correctly the proper configuration can support entities like companies, divisions, departments, product lines, etc.

This is also the time to decide the format of customer & vendor IDs – should they be simple numeric values, abbreviations for the names a combination thereof?

If the client is a distributor/manufacturer, design of the item numbering scheme and bill of materials and resources is critical.

iv) Create a Prototype

The teams will work together to build a prototype system configured to meet the client’s business requirements. The system will comprise of – sample customers, vendors, and items that feed financial activity into the accounting system using the first pass at a chart of accounts & sub-accounts. Again, the teams should investigate client’s reporting requirements and if they can be achieved. This system version will be used to train the project team members and prove some of the decisions made earlier.

v) Define User Roles

SAP systems rely on user roles to control security. These role-based systems can either be simple or complex depending on the business size and internal control requirements. For example, a salesperson should not have access to the cash receipts function. The project team gets to define these roles and users assuming those roles.

vi) Document ERP Procedures

Heading forward, the project team will document how the system should be used by creating procedures for each function. The procedures should include which post submits the initial invoice, the way it is reviewed and approved. The project team puts these types of procedures in place to support initial end-user training and the training of new individuals in a consistent manner. This is probably the most difficult part of the design process for most project teams. A well-designed & advanced system allows client-specific procedures to be easily incorporated into the “Help” system as part of the user interface. This facilitates them to be always a click away for the user’s reference thereby allowing for the consistent use of the system.

How can Krypt Help?

Krypt is a preferred SAP partner and has helped major Fortune 100 & Fortune 500 companies successfully implement/integrate SAP GTS, SAP TM, SAP IBP, and SAP EWM. If you are a business looking to embark upon SAP Global Trade Services implementation/integration, then we are a one-stop shop for all your SAP Implementation. Our team of SAP GTS consultants can deploy the implementation rapidly.

If you wish to know more about our products/services, please request a DEMO or do contact us.