RISE with SAP – an operation manual

RISE with SAP is an offering for companies aiming for digital transformation while seeking flexibility and operational efficiency. Its uniqueness lies in the integration of many key elements into one comprehensive package, tailored to specific business needs.

Unlike traditional solutions from this provider, RISE with SAP is a subscription-based service, which means that companies only pay for what they actually use. The offering includes both software and infrastructure, as well as support services, simplifying management and reducing costs.

One of the main tasks of an organization that is embarking on the implementation of an SAP solution is to select a suitable and proven partner. Their role will be to support the transformation of the business reality into an operational one, enabled by the appropriate digital tools. Simply put, it’s essential to find external experts who specialize in configuring, implementing, and integrating SAP tools with the organization’s existing infrastructure and workflows. Knowledge of the solutions offered by SAP allows partners to optimize the system for maximum efficiency and performance. And the quality of the implementation will determine the subsequent effectiveness of the system in supporting the business processes used in the organization.

In the RISE with SAP model, the partner helps the company select the right package of services including SAP S/4HANA Cloud solutions, business analytics and cloud infrastructure to prepare a value-based migration project. The partner also assesses the company’s specific needs, identifies the benefits of cloud adoption and creates a roadmap in line with strategic goals.

This collaboration helps companies understand the benefits of cloud solutions, such as reduced TCO, increased agility and improved scalability. The compliance with the RISE with SAP implementation methodology is key to the entire process and includes best practices, tools and guidance for each phase of the migration. The process of implementing a solution based on the RISE model can be divided into several stages.

The partner’s responsibilities include an in-depth analysis of the organization’s current processes, the systems in use, including data sources, reporting needs and integration with other solutions in use. The collective effort of the organization and the partner helps identify potential improvements and adjust the implemented system to better meet the needs.

During the design process, the partner’s team of specialists uses the Activate structure prepared by SAP. This structure consists of three important pillars that help use the solution:

• SAP Best Practices – on the basis of its knowledge and many years of experience, SAP provides ready-to-run business processes that are optimized to operate in the S/4HANA systems environment. They include most standard business processes, roles, responsibilities, test scripts, etc. They can be customized and integrated into an organization’s own unique processes;
• Guided Configuration – it is a set of tools, resources and accelerators designed to easily configure SAP systems and business processes. SAP also provides a self-service configuration user environment for customer-specific requirements;
• SAP Activate – a project delivery methodology that is used to deliver SAP upgrades and solutions. The use of this new methodology helps reduce the time to prepare the concept, while smoothly overcoming all obstacles that may arise during the implementation of the system, adapting it to the expectations of the enterprise, as well as during the process of migrating the current environment to the RISE model. To streamline the process, the software manufacturer has prepared more than a dozen roadmaps that offer a comprehensive view of related activities, end products and project team tasks. Six project phases can be used in the selected map: Discover, Prepare, Explore, Realize, Deploy and Run.

A deep understanding of the infrastructure and workflows is crucial for the successful SAP implementation. During this stage, the implementation partner dedicates significant time to mapping existing systems and identifying key data flows, which is essential for integrating SAP software with the existing environment without disrupting current operations. This includes a detailed analysis of the origin of the data and how it is processed in the systems, ensuring that the new solution will facilitate and optimize its development process.

The collaboration typically begins with a series of discovery meetings, where the implementation partner’s team meets with key personnel from the organization to discuss current processes, potential pain points and business objectives. This step is vital to ensure that the SAP solution is tailored to address specific business challenges and improve operational efficiency. It involves in-depth discussions regarding the roles of various business units, data flows, required functionalities, and the desired outcomes of the new system.

This phase goes beyond technology and includes a thorough understanding of the business logic. To this end, the partner, together with the customer, carries out the SAP Digital Discovery process that helps determine in which operational model the implementation will be most effective – in a public or private cloud, and outline the functional scope and required infrastructure.

A key role in this process is played by the consultant acting as the technical cloud architect. Their role is to assist the company in gaining a thorough understanding of RISE services, the characteristics of the available systems, the capabilities of the selected systems, and the options included in the service package. They can assist in the process of handling service requests – in identifying the problem and its precise description, as well as the correct understanding and implementation of the prepared solution.

The process carried out by the technical cloud architect is referred to as a technical assessment. An element of this process may also include support in making the decision on selecting a cloud provider (hyperscaler) whose infrastructure will host the SAP systems. It is important to note that in the RISE model the organization does not independently manage the cloud service related to maintaining the S/4HANA system. The role of administrator of the dedicated environment is taken over by SAP together with the selected hyperscaler, and the SAP system itself is provided as a service.

All processes carried out at this stage require significant involvement from the client. It is essential to provide critical information about the currently used solutions, the objectives the organization aims to achieve, and the timeline within which it intends to implement the changes.

Developing methods for analyzing available data and generating reports is one of the core activities of any organization. In this context, the implementation partner assists in aligning strategic goals with the capabilities of analytical tools available in the SAP portfolio.

At this stage, a configuration will be agreed upon to ensure that data analysis processes and the reporting outcomes reinforce the objectives the organization aims to achieve. A misalignment of goals can result in inefficiencies, wasted effort, and missed opportunities, as critical functions may fail to effectively support the realization of the organization’s strategic objectives.

Experience shows that in organizations, particularly larger ones, the most critical functions or operations often do not align with or support the overarching goals and strategy established by individual business units and the broader corporate level. At this stage, the implementation partner leverages deep industry knowledge and extensive experience to recommend best practices and strategies that address inefficiencies and foster an agile business environment.

By selecting and integrating appropriate SAP solutions, they help streamline business processes, prevent the misallocation of resources, and ensure that implemented functionalities optimally contribute to the organization’s overall strategic objectives.

One of the most direct ways organizations can enhance employee engagement is by conducting training sessions on the newly implemented solutions. To this end, in consultation with the customer, the partner conducts training sessions for key users on the implemented and configured aspects of the SAP software.

The training aims to educate and engage employees, enhancing their understanding and ensuring they are well-prepared to effectively operate the new environment. By conducting specialized training sessions and knowledge-sharing sessions, the partner further supports the process of employee adoption of the new system.

User Acceptance Testing (UAT) is a method of testing the system in a controlled environment, allowing the client’s team to identify any issues before the system goes live. During this process, users can interact with the user interface, pinpoint potential problems, and learn how to handle scenarios that closely resemble real-world situations.

The guidance offered during UAT is detailed, with the implementation team dedicating time to working closely with users to ensure they feel comfortable and proficient in using the system.

Documentation for the software implementation project is crucial for maintaining data quality and ensuring system accuracy, completeness, and standardization. It supports the data migration and integration process by providing clear procedures that help preserve data integrity.

In addition, detailed documentation serves as a valuable resource for user training, minimizing user errors that could impact the efficiency of system use and data quality. It also facilitates effective troubleshooting and system maintenance, which are essential for the ongoing management of the SAP environment. Thorough documentation supports audit and compliance processes by ensuring adherence to standards and regulations related to data management.

After successfully implementing RISE with SAP, its maintenance and optimization become critical. The role of the consulting partner in this process is invaluable, as they provide technical support and advisory services regarding system optimization.

One of the key documents supporting the maintenance process for RISE with SAP is the Roles and Responsibilities Matrix. This document clearly defines the roles and duties of each team member responsible for managing the system, helping to avoid misunderstandings and enabling more effective management.

This document outlines detailed tasks categorized into specific groups:

• Standard Services – can be performed exclusively by SAP. Included in the service fee paid by the client. They primarily involve tasks related to infrastructure management (OS configuration, backups, capacity utilization monitoring, etc.) and SAP system management (e.g., system start/stop, add-on installation).
• Optional Services – can be performed exclusively by SAP. Performed for an additional fee, these services involve optional activities requested by the client, such as expanding storage capacity, increasing computing power, adding more instances, or implementing a disaster recovery (DR) environment.
• Additional Services – can be performed exclusively by SAP. They refer to one-time operations that require an additional fee. They include system rebuilding, domain migration, or network segment separation tasks.
• Cloud Application Services – can be performed by the client (or a consulting partner) or outsourced to SAP. These services pertain to ongoing system administration issues. Examples of tasks in this category include:
• user and authorization management,
• transport management,
• implementation of application notes,
• monitoring of business processes,
• establishing RFC connections,
• configuring fonts and printouts.
• Excluded Tasks – a category of tasks that can only be carried out by the client or a consulting partner. They include, but are not limited to, the following tasks:
• designing changes to the environment, such as planning the implementation of a Single Sign-On solution,
• implementing Single Sign-On (SSO),
• security of applications,
• application troubleshooting,
• customizing applications and configurations.

The consulting partner plays a crucial role in supporting the client in managing the RISE with SAP system, helping to tailor applications to specific business needs. They are responsible for executing tasks not covered by standard SAP services, such as designing and implementing changes to the environment. The partner also supports the client in troubleshooting application issues and provides assistance with application security.

RISE with SAP offers businesses a comprehensive tool for achieving digital transformation, combining traditional ERP solutions with modern cloud technologies in a subscription-based model. The collaboration with an experienced consulting partner is crucial for the effective implementation and maintenance of this solution, as they provide not only technical support but also strategic advice for system optimization.

With RISE with SAP, companies can focus on achieving their strategic goals, confident that their IT infrastructure is managed professionally and efficiently. Choosing this solution represents a step toward modern, flexible, and sustainable IT resource management.

Alongside selecting the solution, it is crucial to choose a trusted implementation partner who will effectively manage the entire deployment process – from design and configuration to integration and final go live. The partner will ensure that the SAP system seamlessly integrates with the existing IT infrastructure and enhances operational efficiency.