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SAP implementations streamline business processes, helping your organization improve efficiency, limit errors, and drive higher quality outputs.
But deciding to implement a SAP system is a massive undertaking—one that requires planning, effort, and continual monitoring. But in the end, a careful SAP implementation will prove well worth the time investment.
Here, learn the seven key steps comprising typical SAP implementations, the best practices for ensuring their success, and common pitfalls to avoid.
What is SAP implementation?
SAP implementation refers to the process of installing and transitioning to enterprise resource planning (ERP) software produced by SAP (Systems, Applications & Products). This software provides a centralized platform for data from core business units, like HR, finance, and supply chain, creating a single source of truth.
A successful implementation of a SAP system implies planning, data migration (often from legacy systems into contemporary cloud-based tools), testing, and training, and involves the cross-functional participation of stakeholders across the organization—from IT to leadership.
Thanks to the complexity of an SAP rollout, some companies choose to work with a consultant to ensure success. SAP consultants manage the technical aspects of the implementation and provide training for team members and business leaders.
The 7 key stages of a typical SAP implementation process
There are seven primary SAP implementation steps, starting with adequate planning and carrying through post-integration pivots. Here's more on each.
1. Preparation and project planning
In this stage, business leaders decide on the scope of the implementation, as well as the priorities and objectives. They gather a team of experts to assist with the SAP implementation and devise a strategy, KPIs, and timeline. They'll also plan resources and define roles and responsibilities. In short, this step defines the high-level who, what, why, and how, without delving too far into details.
2. Business process analysis and blueprinting
This phase focuses on analyzing processes and creating a detailed SAP implementation guide.
First, organizations map existing workflows, often revealing inefficiencies and bottlenecks. Tools like Scribe Capture can be especially useful in this phase, as they automatically capture workflows and transform them into user-friendly process documentation.
Once business leaders understand how processes actually work, they can begin blueprinting: charting as-is processes against the optimized, future ones associated with the SAP implementation. They can now create a more detailed implementation plan, complete with maps demonstrating how current processes will adapt to the SAP software and where technical customization may be required for a successful transition.
3. System design and configuration
Part of the SAP Realization process, system design and configuration entails putting the blueprint into action in a functional SAP system. The implementation leaders guide software configuration, ensuring it meets each department's needs. Custom tools or interfaces are created, as needed. This step can imply shifts in tech and infrastructure, adapting the current technical environment into a SAP-optimized one.
4. Data migration & validation
Here, the implementation team transfers existing data from legacy systems to the SAP one. Old data needs to be remapped to fit the SAP software's format, which means performing clean-up and transformation before loading information into the new system. Validation—ensuring data consistency and accuracy—is also an essential part of proper data migration.
5. Testing
The testing phase centers on user acceptance testing (UAT), a process by which business leaders ensure that the SAP system practically and efficiently supports daily work. Department leaders and other key process stakeholders provide their feedback, and eventually, their sign-off, confirming the functionality of the setup.
During this stage, the implementation team also runs pre-launch tests, ensuring data security, backups, and proper functioning.
6. Training & change management
Training is key to a successful implementation, ensuring that all have the know-how and resources to use the new software properly. SAP implementation training must take a multi-faceted approach, focusing on not only high-level communication about changes but also on role-based instruction. Scribe Capture is your ideal companion in this process, automatically transforming workflows into easy-to-follow, visually-driven process guides for training and ongoing reference.
7. Go-live and continual support
In this ongoing step, team members officially start using SAP in the production environment to perform their daily work. Users and implementation leaders should constantly monitor for inefficiencies and bottlenecks in the new system, so that issues can be fixed as quickly as possible. Managers should also encourage a culture of open feedback. To achieve organization-wide buy-in, users must feel comfortable sharing feedback and asking questions—knowing that their insights will be heard and lead to positive shifts.
4 SAP implementation best practices
Successful SAP implementation relies on clear planning from leadership and an all-hands mentality from stakeholders. Drive a smooth transition with the following four best practices.
- Setting clear goals: The objectives of the implementation should support the business's overarching strategy and be measurable (with clear KPIs), so that the organization can track success over time.
- Involving stakeholders early: The people who actually manage work have in-depth knowledge of how processes run—and where they fail. Involve stakeholders, like department heads, early in the process, and they'll help you accurately identify key areas of opportunity as well as encourage buy-in among their teams.
- Prioritizing data quality: Bad data can negatively impact post-migration projects, so it's important to transfer correct, SAP-conforming information to the new system—even if regulating data implies some downtime.
- Testing in phases: Thoroughly test the SAP system by performing unit-level checks (on components, like reports), end-to-end business scenario testing, security reviews, UAT, and integration testing.
Common SAP implementation challenges
No implementation is perfect, but when business leaders respond to setbacks with actionable improvements, they help secure the long-term success of the SAP system. Get ahead of some of the common implementation pitfalls by preparing well. Here's what to watch out for.
- Poor or outdated process documentation: Before launching a SAP implementation, you must know how work actually gets done at the organization, which means running fresh tests on processes. Attempting to improve outdated processes will only lead to confusing, dysfunctional implementations that don't address current issues.
- Underestimating the complexity of data migration: Data must be clean and compatible for a successful SAP implementation. When companies have low-quality data from legacy systems, they must take the time to rectify and adapt it to the new one, filling in gaps, standardizing formats, and ensuring accuracy.
- Weak change management and user readiness: Leadership and users must get on board and prepare to steward change. For leaders, this means providing training and continual support to their team members, while driving buy-in. And for team members, this means being willing to learn and adapt, acknowledging the positive changes the implementation implies, and speaking up when processes aren't working optimally.
How Scribe helps teams implement SAP
Ensure a successful SAP implementation by starting with fresh, high-quality guides on how work gets done at your organization.
Scribe Capture automatically transforms processes into easy-to-follow, visually-driven playbooks that support configuration and workflow modeling in the new tool. Plus, you’ll have excellent step-by-step guides to facilitate efficient rollout and training for the SAP platform.
FAQs
What is the difference between SAP implementation and SAP migration?
SAP "implementation" refers to a new (first-time) SAP software adoption, while "migration" implies moving from an existing SAP system to a more updated one.
How can the Scribe Workflow AI platform support SAP implementation?
By capturing and analyzing current business processes, Scribe Workflow AI helps companies identify and prioritize potential improvements, eradicating redundancies and inefficiencies.
What industries benefit most from SAP and why?
Sectors with complex business processes, like manufacturing, energy, healthcare, and finance, benefit well from SAP implementations because this software helps them effectively manage data, meet compliance obligations, and streamline work.
How does SAP handle custom workflows that do not fit standard modules?
Programmers can customize workflows in ABAP, SAP's core development language, or in cloud-based extensions, creating processes that fit a business's needs—instead of trying to force processes into pre-existing "boxes."
How do you measure success after an SAP implementation is complete?
Measure success by tracking boosts in quantitative KPIs like process (cycle) time, error rates, and ROI; and qualitative markers like employee and customer satisfaction.
