What You Need to Know About Getting Ready to Deploy Ariba at Your Company

What You Need to Know about Getting Ready to Deploy
SAP Ariba at Your Company
Thomas Dembiczak, Paul Mansfield, Dinkar Tiwari, SAP Ariba / March 16, 2016

© 2016 SAP SE or an SAP affiliate company. All rights reserved. 2
Agenda
SAP Ariba Capabilities and What We Do
How We Work Together
Solution-Specific Details
Additional Support

A lot of terms at SAP Ariba!?!?!
Sourcing
Catalog Enablement
Supplier EnablementProcurement Content
Network
Supplier Information and
Performance Management
Procure-to-Order
Procure-to-Pay
Automation
Contract Compliance
Contracts Management
InvoicePro
Contract and Services Invoicing
Spend Visibility
Downstream
Upstream

SAP Ariba deployment description services
All of those “TERMS” translate to a standard offering tied either to an SAP Ariba product
or service.
These offerings are documented in specific and individual documents called a
deployment description.

All deployment descriptions service approaches can be summarized as follows:
Remote – the resources assigned as part of the deployment description work are primarily remote.
They will not be on site, and online meetings and phone calls are the primarily medium for meetings
and conversation.
Part Time – these resources are part of an overall shared services model, therefore each is assigned
to multiple customer projects at anyone time.
Dedicated – although remote and part time, once a resource is assigned, they are assigned to the
project thru the end.
In summary, these deployment description services can be defined as the baseline delivery
services for your organization to deploy the specific solution.

Where we are today…
Regional Presence coupled to Shared Services – Localized support with access to scalable functional skills
PARISTORONTO
PHILADELPHIAPITTSBURGH
ATLANTA
MONTERREY
RIO de JANEIROSANTIAGO
SAO PAULO
CAPE TOWN
JOHANNESBURG
TOKYO
SINGAPORE
NEW DELHI
SYDNEY
BANGALORE
PRAGUE
KOSICE
EGHAM
CHICAGO
MADRID
MILAN
MELBOURNE
MEXICO CITY
Total Strength 800+
SE Center of Excellence
Centralized Shared Service Office
Program Management Office
Ariba’s unique approach leverages our expertise and flexibility
to drive results – globally deployed and highly-integrated
CALCUTTA

Product mix
For the products tied to this presentation, SAP Ariba summarizes these into
three main areas:
Upstream
Sourcing
Contracts
SIPM
Saving Tracking
Spot Quote
Spend Visibility
Downstream
Procure-to-Pay (P2P)
Procure-to-Order (P2O)
Procurement Content
Invoice Pro
Contract and Services Invoicing
Federated Process Control (FPC)

Overall SAP Ariba roles and responsibilities
Role Responsibilities Upstream Spend Visibility Downstream
Ariba Project
Manager
Confirm <Customer> goals and project scope
Plan the project activities and timelines
Ensure adequate resources are assigned
Establish project management framework (meetings, status, issue mgt, etc.)
Coordinates activities and input from Ariba project resources
Manage project timeline and adherence to schedule
Ensure timely project communication and status updates
Identify, manage and escalate project issues and risks as appropriate
Point of contact for overall deployment
X X X
Ariba OnDemand
Functional Lead
Host requirements / design workshops to educate <Customer> on Ariba solution functionality and configurability and
help <Customer> understand their business requirements in the context of the Ariba solution.
Answer <Customer> ’s questions about functionality of Ariba OnDemand application and Ariba Network
Propose solution configurations and customizations to handle <Customer> requirements
Document configurations to Ariba OnDemand application and Ariba Network
Review <Customer> ’s test cases and scripts, if requested by the <Customer>
Monitor testing progress and resolve Ariba related issues
X X
Ariba OnDemand
Technical Lead
Educate <Customer> on Ariba master data and transactional data integration capabilities, formats and mapping
Educate <Customer> on customer facing aspects of site configuration (approval rules, etc.)
Build <Customer> ’s configurations and customizations into the OND system
Answer <Customer> ’s questions about OND site functionality
Assist with testing and resolve Ariba related issues
X X
Ariba Catalog
Enablement Lead
Educate <Customer> and suppliers on catalog capabilities
Supports catalog content creation
Supports suppliers enabling catalogs on the Ariba Network
Assist with testing and resolve catalog related issues
X
Ariba
Supplier Enablement
Lead
Manage the enablement services work stream
Advise <Customer> on how to perform Supplier Enablement activities
Lead supplier data collection efforts
Develop supplier communication and education materials
Monitor supplier registration progress and address supplier enablement related issues
Manage resources to facilitate education and testing of integrated suppliers
Automation-Only: Host requirements / design workshops to educate <Customer> on Ariba Network functionality and
configurability and help understand their business requirements in the context of the Ariba solution.
Automation-Only: Document configurations to <Customer> AN Account
X
A project manager is assigned to each of one of our Product Deliverables
Based on the Product and customer scope, one SAP Ariba person may satisfy multiple roles

Overall customer roles and responsibilities
<Customer> Project
Sponsor
Establish and communicate overall project vision
Provide senior leadership communication in support of the project
Mandate appropriate change management across leadership of all affected departments
Monitor status reports and timelines
Resolve escalated issues including those which involve <Customer> resources, lack of participation, or supplier
compliance messaging.
X X X
<Customer> Project
Manager
Confirm <Customer> goals and project scope
Help plan the project activities and timeline
Ensure adequate resources are assigned
Manage participation of all required resources
Coordinate stakeholders as needed (Accounts Payable, Purchasing, Receiving, Finance, etc.)
Coordinate signoff on all Ariba deliverables
Manage project timeline and adherence to schedule
Participate in project status meetings
Identify, manage and escalate project issues and risks as appropriate
Develop go-live cutover plan and manage cutover execution
Single point of contact for overall deployment
X X X
<Customer>
Functional Lead
Participate in configuration workshops
Define and document business requirements pertaining to all in-scope processes, transactions and Ariba solutions
Gather business input from all involved functional resources and depar<Customer>ents: Procurement, A/P,
accounting, finance, etc.
Define business process and requirements and make decisions on solution configurations to handle those
requirements.
Write <Customer> functional design document
Develop test cases and test scripts for testing
Plan, manage, and conduct system testing and user acceptance testing of the entire solution
Validate that master data and application configuration data functions as desired
Identify, escalate, resolve project issues
Help develop go-live cutover plan and manage cutover execution
Become the expert on system functionality and documentation, and customer-specific system use
X X X
These standard roles would be part of any system / solution deployment project
The SAP Ariba Product will dictate the level of involvement from the customer role
Level of involvement from these roles need to be determined for customers that deploy
multiple SAP Ariba Products simultaneously.

<Customer> Functional
Resources / Testers / Pilot
Users
Experiment with system behavior and configuration to support customer decisions on system
configurations
Learn the detailed Ariba functionality all the way through the procure to pay process and learn how the
system configurations, customizations and data drive they system functionality.
Answer customer questions on how the system will support the business and technical requirements
raised by all involved customer departments
Participate in configuration workshops and contribute to business requirements and solution design
Participate in test case/script development
Participate in system test and UAT
Identify power users within each department to act as experts by providing assistance to peers and input
to overall process.
Help roll out supplier compliance mandate within their respective departments
Help define and execute internal change management program within their respective department
X X X
<Customer> ERP Technical
Lead
Contribute to ERP related aspects of solution design
Develop and test ERP interface/integration functionality (for both master data and transactional data)
OND: Extract and format master data from ERP systems and load it into Ariba
Assist with testing and resolve ERP related issues
Conduct cutover activities
X X
<Customer> Middleware &
Platform Technical Lead
OND: Install, configure and test Ariba integration toolkit or Web Services interfaces
Adapter: Install (or build), configure and test the Ariba Network Adapter
Develop and test middleware transmission and mapping functionality
Configure integration error handling and notification functionality
Define scheduling scripts for automatic data integrations and email notifications
OND: Configure Corporate Network to support end-user authentication (if needed)
Configure Corporate network to enable inbound and outbound transmissions with appropriate security
controls.
Assist with testing and resolve integration related issues
X X

<Customer> Supplier
Enablement Lead
Serve as primary contact for the Ariba Enablement team
Approve lists of suppliers targeted for Ariba enablement
Gather supplier contact data and validate results from data collection effort
Plan and support supplier communications
Approve supplier communications / education materials to be shared with suppliers
Participate in system test and UAT
Manage supplier relationships
Reinforce SE program compliance with identified suppliers and internal stakeholders as part of change
management program.
Facilitate supplier training sessions (if any)
AN Administration: Set up customer profile on the AN account
AN Administration: Create other customer user accounts tied to the <customer> AN account
AN Administration: Configure and manage business rules on the AN account
Catalogs: Communicate and educate suppliers on catalog requirements and catalogs they must provide
Catalogs: Ensure suppliers provide correct catalog content
X
<Customer> Catalog
Manager
Identify catalog suppliers
Administers catalogs in the system. Responsible for validating, approving and publishing new catalogs and
updates.
Point of contact for suppliers’ questions on catalog content.
X
<Customer> Change
Management Lead
Assess the impact of the project's business process, policy, organizational and cultural changes on end users
and other affected employees
Develop and execute change management plan to address impacts from all changes related to the Ariba
program
Manage communication plan development and project-wide communications to key stakeholders
(If end-user training is needed) Develop training approach
(If end-user training is needed) Develop training documentation
(If end-user training is needed) Plan and manage training delivery
(If end-user training is needed) Ensure training needs are addressed/issues escalated appropriately
X X X
<Customer> System
Administrator
Customer technical expert on Ariba OnDemand site
Administer configurable aspects of the Ariba OnDemand site such as group permissions, user-group
assignments, approval rules, invoice exception types and configuration data
Raise any technical issues with the OnDemand site
X X X

Deployment methodology overview
All of our Product Deployment Descriptions follow this methodology
The Network is a key component of all of our Products, but the Supplier Adoption Track
is primarily a Downstream phase currently.
Ariba On-Demand Deployment Model – BCE Enable Phase
Test
Go-Live / Wrap-up
Project Management
Develop Supplier
Strategy & Flight
Plan
Develop Supplier Communi-cation &
Education Materials
Go-Live
System
Setup
Track
Supplier
Adoption
Track
Internal
Adoption
Track
Build
Design
Plan Supplier
Outreach
Infrastructure /
Connectivity
Plan
(Define
Goals,
Scope,
resources,
& project
plan and
prepare for
project)
Kick
off
Deployment Kickoff
Supplier
Communication &
Education
Transact
Supplier /
Content Testing
Refine Supplier Flight Plan as necessary
Collect Supplier Contact Info
and Upload Suppliers to AN
Identify
Audien-ces
Identify
Adoption
Object-ives
Plan Internal
Adoption
Deliver
Internal
Adoption
Support,
Analyze &
Evolve
Develop
Internal
Adoption
Materials
Activities repeated for multiple waves

Deployment description assumptions
The deployment is a true partnership between customer and SAP Ariba.
Stakeholder ownership and involvement is key to success
Any changes to the agreed-upon scope will go through a change control process requiring
approval from all parties.
The preferred method of supplier integration will be through the Ariba Network
It is critical to stay on time and on budget
Changes to 3rd party systems may impact overall project timeline (SAP)

Key customer accountability
Responsible for all 3rd party software modifications and integration with SAP Ariba
Responsible for producing and loading accurate Master Data in SAP Ariba format
Test Script execution
Responsible for ensuring resources are available for participation in
end user training

Upstream specifics
Key Considerations:
Upstream deployments require a significant customer resource commitment
Develop a plan for user training as early as possible; take advantage of training services included in
deployment description
Identify and involve administrative users from the beginning of the deployment
Third party integration is generally an optional add-on service

Ariba Spend Visibility specifics
Typical Activities By Phase

Ariba Spend Visibility specifics – best practices/lessons learned
Technical resources are critical to the initial deployment – have support and alignment from
these resources before beginning the project
Document all business decisions and data mapping. This will ensure the proper data is
extracted and will serve as a guide to all users. This is also critical if project resources
transition at various points.
Take advantage of your SAP Ariba project manager! The PM is assigned for the life of your
subscription. He/she will perform tactical tasks for each data refresh, but they can assist your
team in adoption, training, report creation, data analysis, etc.

Downstream specifics
Design Build Test Go Live
Lead Education / Configuration Workshops Configure OnDemand & AN sites Perform System & Integration Testing Production Ariba OnDemand Site Branding and
Configuration
Define Requirements for the Solution Extract and Load Master Data to OND site Perform User Acceptance Testing Production Site Master Data Load
Document System Configurations Build/Finalize Integration to OND site & the
Ariba Network
Identify and resolve testing Issues Production Site Integration
Extract and Load Master Data to OND site Manage Testing Activities Execute Cutover Activities
Install and Set up Connectivity to OND site & the Ariba Network Production Site Testing
Lead Technical Workshops Conduct Wrap Up Meeting
Make technical / platform / security decisions Transition to Ariba Support
Install and configure the Data Integration Toolkit (ITK/DTT)
Set up Web Services

Downstream specifics – best practices/lessons learned
Confirm “scope” of deployment
Spend categories
Suppliers
Organizations / business units
Users
Document existing Approval Rules
Start to put together the rules for approving transactions – requisitions, receipts, invoices
If required, this would be the time to identify any “changes” or “obsolescence” in the rules
Identify and secure the proper resources for the project
Prepare for the technical aspects of the project
Sources of data
Integration approaches
Transactions included / required

SAP Ariba Consulting Services
Capabilities
• Global Delivery Model leveraging +750 on-site and offshore Ariba
resources w/deep experience across all solutions
• 1000’s of Customer engagements worldwide, Prime +70%
• We are Ariba… one team for full accountability
HIGHLIGHTS ADDITIONAL OFFERINGS
• Expand & Enable – Category / spend optimization across supplier segment
• Improve – Ariba Ownership of Post Go-Live Support:
• Light to Medium Support: Best Practice Center, Expert Care
• Full End to End Support: OnDemand Application Management
• Strategic Consulting – Business
commerce transformation activities
aligned to the Ariba Cloud solutions
focused on value generation, business
processes, global best practices and
complex category buying strategies tied
to Customer needs
• Deployment – Solution
implementation expertise focused on
requirements and data analysis,
application functionality, integration
touch points to enterprise systems and
program / project management to meet
unique global Customer challenges
across all Ariba solutions
• Adoption and Change
Management – Internal / external
alignment and execution to successfully
deploy the Ariba solutions within the
Customer organization with specific
focus on future category and spend
enablement to optimize processes,
policies, performance while establishing
the right post deployment support
models
WHAT ARE OUR OFFERINGS
• Multiple delivery models to meet the
various needs of our Customers
covering are all shapes and sizes
• Tight alignment with our shared
services delivery team to extend not
duplicate service offerings
• A single global delivery model focused
on the Business Network complete suite
of solution offerings
• The majority of engagements typically
include onsite resources, in either an
assisted, partnered, or comprehensive
type of delivery approach
• Program / project management,
functional and technical resources
provided via an on-shore, near/off-shore
and/or off-site models for proper
coverage and pricing requirements
• Majority of our engagements are
Milestone / Fixed Fee programs, but
depending on need we provide T&M
services to support adhoc work efforts
OUR APPROACHDIFFERENTIATORS
• The Most Experience –
o Global delivery model of +750 on-site & off-shore
Ariba resources w/experience across all solutions
o Superior domain knowledge with access to global
best practices and SAP industry experience
o 1000’s of Customer engagements worldwide and
we’re prime (project lead) +70% of the time
o The most experience implementing Ariba’s
OnDemand and OnPremise solutions, including full /
hybrid cloud migrations and upgrades
• Proven Approach –
o Proven cloud methodology, Business Commerce
Enablement, focused on Architect, Enable, Deploy,
Expand and Improve
o Focused on program success (i.e. Adoption) vs. just
deploying or standing up technology
o Deployment accelerators across technology and
enablement leveraging packaged documentation and
solutions based on prior Customer experiences
• We are Ariba –
o Deep product knowledge focusing 100% on Ariba
solutions with direct access to solutions management
to understand cutting edge capabilities
o Close partnering with Ariba product management,
engineering and technical support for full accountable

SAP Ariba Application Management
Solution overview
Should you re-purpose (or add) existing
resources to staff an IT / Business administrative
role or look for an experienced hire?
Lack of in-house product/solution expertise
Lack of headcount
Inability to retain people
Need global support
Power users are over-tasked
Inability to keep up with product releases
Impact of new capabilities on your environment
Ariba Application Management Services (AMS)
let you take the platform staffing challenges out
of the equation!
Comprehensive Solution Management
Allows business leaders to focus on the other areas of the
business vs. managing the applications
Addresses Customer Specific Roles
Data Management Services
Master Data Updates, Validation, Loading & Monitoring
Level 2 and Level 3 Expert Support
Detailed knowledge of customer’s business processes,
configuration, customizations and integrations (external)
Provides application administration services (Level 2) and
troubleshoot specific configuration issues (Level 3)
Manage Configurations
Collaborate with Customer team to analyze, design, develop,
test and deploy on going configurations
Post Deployment Support
Single point to the Customer vs. multiple contacts
Global Team, Global Support 24*5
Business Commerce Enablement Support
Help execute spend management goals and targets
POST GO-LIVE DILEMMA WHAT IS THE SERVICE

Q & A

Thank you
Contact information:
Thomas Dembiczak
Manager, Spend Visibility, SAP Ariba
thomas.dembiczak@sap.com
Paul Mansfield
Manager, Cloud Deployment, SAP Ariba
paul.mansfield@sap.com
Dinkar Tiwari
Manager, NA Shared Services Downstream
Deployment, SAP Ariba
dinkar.tiwari@sap.com

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