By Arun Natesan, Chief Architect at JDC Group
Laying the structural and strategic groundwork before execution begins.
With the Discover Phase complete and the project vision in place, it’s time to transition into action. The Prepare Phase of SAP Activate focuses on forming the team, enabling early access to systems, and setting the tone for execution with a clear governance framework.
This is the second post in our SAP Activate blog series, where we walk through each phase of the methodology to help you confidently navigate your S/4HANA Cloud implementation.
What is the Prepare Phase?
The Prepare Phase bridges planning and execution. It’s where you establish your project team, finalize governance structures, gain initial system access, and get stakeholders ready to engage with the solution.
Objective: Translate strategic insights into actionable plans and create a stable foundation for Fit-to-Standard workshops and beyond.
Key Objectives in the Prepare Phase
- Finalize project organization using the 4-in-a-box model
- Gain access to SAP’s Starter System
- Define governance, scope, and success metrics
- Align and onboard key users and workstream leads
- Create key deliverables like the Project Charter and Detailed Project Plan
Core Areas of Focus in the Prepare Phase
- Defining Workstreams and Team Roles
Establish clear Line-of-Business (LOB) and cross-functional workstreams, aligned with your business priorities. The 4-in-a-box model (Business, IT, Partner, SAP) ensures that ownership and accountability are balanced and collaborative.
Ensure all workstreams are mapped and stakeholders are assigned accordingly.
- Starter System Readiness
The Starter System provides early access to the S/4HANA Cloud environment. It’s critical for preparing Fit-to-Standard (F2S) workshops and familiarizing teams with SAP’s best practices.
Confirm that the Starter System is up and accessible before F2S sessions begin.
- Onboarding Your OCM Champions
Change leadership starts here. Identify and equip Organizational Change Management (OCM) Champions within each LOB. These individuals drive adoption and serve as advocates during the transformation.
Key tools for onboarding:
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- SAP for me ID, a.k.a. S-user ID (SID) access
- e-Learning content
- Signavio Process Navigator
- SAP S/4HANA Cloud Roadmap
- Starter System access
- Fit-to-Standard (F2S) Workshop Planning
F2S workshops are at the heart of the Explore Phase, but planning begins now. Identify the required workshops, set up the call schedule with key users, and leave room for “as-needed” sessions.
Calendar-planning tips:
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- Lock in time slots with key decision-makers
- Include flexibility for follow-ups or deep dives
- Align sessions with Starter System readiness
- Ensure coverage for LOB workstreams and cross-functional workstreams
- Go-Live and Strategic Adoption Planning
Even at this early stage, it’s vital to outline your go-live strategy. Set a tentative go-live date and begin developing a Post Go-Live Support (PGLS) or Strategic Adoption Plan to carry the project forward after deployment.
Start mapping out long-term support, user enablement, and adoption metrics now.
Key Deliverables from the Prepare Phase
- Project Charter: Outlines project scope, objectives, stakeholders, and success metrics
- Detailed Project Plan: Includes timelines, key milestones, and resource allocation
- F2S Workshop Calendar: Defines session dates, topics, and attendees
- Go-Live Strategy Document: Drafts initial roadmap for deployment and post-launch activities
Takeaway: Preparation is Power
The Prepare Phase is where clarity turns into control. By forming the right team, setting up system access, and strategically planning Fit-to-Standard sessions, you’re setting yourself up for a smoother, more successful project lifecycle.
Up Next
In Post 3, we’ll explore the Explore Phase—where Fit-to-Standard workshops take center stage, and your solution design begins to take shape. Don’t miss it!
Click here to go back to the beginning of this blog series.
Click here to read the next part of this series – the Explore Phase.
