AUTOMATION IN SAP

SAPMIA Flat no. 6688A, Road no. 1283, Block no. 1012, AL HAMALA, Bahrain
Contents
1 SAPMIA at a glance.............................................................................................................................................3

2 Services..................................................................................................................................................................3

3 Range of services, RPA in SAP...........................................................................................................................4

3.1 Our premises..................................................................................................................................................4

3.2 Your Added Value..........................................................................................................................................4

3.3 Portfolio.........................................................................................................................................................5

3.3.1 Project organization................................................................................................................................5

3.3.2 Analysis..................................................................................................................................................5

3.3.3 Alignment...............................................................................................................................................6

3.3.4 Development...........................................................................................................................................6

3.3.5 Implementation.......................................................................................................................................6

3.3.6 Testing....................................................................................................................................................7

3.3.7 Hypercare...............................................................................................................................................7

3.3.8 Support...................................................................................................................................................8

3.4 Objectives.......................................................................................................................................................8

4 References.............................................................................................................................................................8

5 Schedule and phase..............................................................................................................................................9

5.1 Project organization......................................................................................................................................9

5.2 Analysis and design........................................................................................................................................9

5.3 Alignment.....................................................................................................................................................10

5.4 Development................................................................................................................................................10

5.5 Implementation............................................................................................................................................11

5.6 Testing and quality assurance.....................................................................................................................11

5.7 Hypercare....................................................................................................................................................12

5.8 Support.........................................................................................................................................................12

6 Overview of Our RPA Bots...............................................................................................................................13

6.1 Fiori Management.......................................................................................................................................13

6.2 Workplace (IDM).........................................................................................................................................13

6.3 GRC Bot (Governance, Risk, and Compliance Bot)....................................................................................14

7 Requirements and Preparation.........................................................................................................................14

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

 7.1 Access to Processes......................................................................................................................................14

7.2 Technical Infrastructure..............................................................................................................................14

7.3 Security Requirements.........................................................................................................................15

7.4 Support and Maintenance............................................................................................................................15

7.5 Network Infrastructure.................................................................................................................................15

8 Project management....................................................................................................................................16

9 Change management...................................................................................................................................16

10 Weekly Jour Fixe (status meeting).................................................................................................................17

11 Steering committee...........................................................................................................................................17

12 Change request management..........................................................................................................................17

13 Acceptance........................................................................................................................................................18

14 Framework conditions.....................................................................................................................................19

15 Obligations and risks.......................................................................................................................................19

15.1 Obligations.................................................................................................................................................19

15.2 Risks...........................................................................................................................................................19

16 Key contract parameters.................................................................................................................................20

16.1 Third party property rights........................................................................................................................20

16.2 Confidentiality and data protection...........................................................................................................20

17 Final provisions................................................................................................................................................20

18 Contact..............................................................................................................................................................21

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

 1 SAPMIA at a glance
SAPMIA in Bahrain, driven by the expertise of SAPIRCO GmbH in Germany, is a trusted
global leader in providing comprehensive SAP and Oracle solutions. Specializing in SAP
process analysis, authorization, security, compliance, and warehouse management, we offer
tailored services that ensure seamless and secure enterprise resource planning (ERP)
operations. Additionally, our innovative approach to Robotic Process Automation
(RPA) revolutionizes workflows within SAP and Oracle environments, addressing complex
needs such as S/4 HANA transformations and Fiori management.
With over 15 years of experience and a client base spanning numerous industries and regions,
we are committed to delivering cutting-edge, scalable software solutions that enhance
business efficiency and drive digital transformation. At SAPMIA, we build long-term
partnerships, guiding companies through their IT modernization journey with reliability and
innovation at every step.

2 Services
IT Business

SAP Solutions RPA Solutions in SAP

SAP PROZESS ANALYSE SAP SECURITY & Profile S/4 Transformation

COMPLIANCE Management

SAP AUTHORIZATION SAP WAREHOUS Request Fiori Management

MANAGEMENT Management

All SAP Modules SAP Success Factor Work Place Compliance Manager

SAP ARIBA

Industries
Insurance Logistics & Transport Telecommunications
Public Sector Finance Trade
Media Automotive Energy

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

3 Range of services, RPA in SAP
3.1 Our premises
 Lean project framework
 Short project duration
 Minimal impact on daily business
 minimal testing effort

3.2 Your Added Value

 visualization
 Consistent and uniform naming conventions through RPA bots
 Clear responsibilities through automated task distribution
 Flexible role concepts through dynamic adjustment of roles and permissions
 Ensuring compliance with legal regulations through automated compliance checks
 Ensuring compliance with internal company regulations through standardized
processes
 Ensuring SOX compliance (Sarbanes-Oxley Act) through accurate and traceable
records
 Ensuring conflict-free operations (separation of duties) through automated task
distribution
 Defined processes for user management through automated user administration
 Defined processes for permission management through automated permission
administration
 Additional support through suitable software solutions to extend functionality
 Optimal representation of your organizational structure through automated process

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

3.3 Portfolio
Procedure

3.3.1 Project organization

In the initial phase, a detailed project plan will be developed in collaboration with the client.
Key activities include:
 Develop a detailed project plan with milestones and timelines.
 Project management by SAPMIA’s designated Project Manager.
 Responsibilities:
o SAP Consultant: Provides RPA expertise and compliance advice.
o Project Manager: Manages overall execution and coordination.
o RPA Developer: Develops and implements RPA components.
o RPA Analyst: Ensures the automation meets requirements.
 Involve client employees for knowledge transfer.
 Technical management by the Project Manager.
The goal is to establish a clear and binding project plan for successful execution.

3.3.2 Analysis
During the analysis phase, specific requirements are determined, focusing on the business
processes that need to be automated. This phase includes:
 Identifying the necessary business processes and IT systems that the RPA solution
should address.
 Assessing the impact on various departments, access rights, and user groups.
 Reviewing the existing IT architecture and identifying potential challenges.
 Close collaboration between the RPA Analyst and key specialists from our team with
the client’s Key Users to thoroughly evaluate the feasibility and compliance of
automation proposals.
 Exploring automation possibilities, as well as associated risks and dependencies.
The objective of this phase is to gain a comprehensive understanding of the project's scope
and requirements, ensuring all aspects of the automation are clearly defined and aligned with
both technical and business needs.

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

3.3.3 Alignment
In the alignment phase, stakeholders are engaged to ensure all requirements and goals are
aligned. This includes:
 Coordination between IT, business departments, and relevant decision-makers.
 Clarification of responsibilities and resources.
 Defining milestones, timeline, and budget.
 Ensuring that all automated processes are properly documented and understood.
 Alignment meetings between the Project Manager from SAPMIA and a responsible
person from the client’s side.
This phase ensures that all parties have the same expectations and that the project is clearly
defined.

3.3.4 Development
In this phase, the RPA solution is developed. Key activities include:
 Programming and configuring the RPA software to automate business processes.
 Using RPA tools (e.g., UiPath) to automate workflows.
 Adapting the automation to meet specific business requirements.
 Integrating error handling and exception logic to ensure stability and reliability.
 Involvement of the RPA Developer to develop and optimize the automation processes.
 Collaboration with relevant consultants to ensure that the automation aligns with
system requirements and compliance standards.
 Providing a flexible automation framework that can be tailored to specific
requirements.
This phase may involve iterative improvements to further optimize the automation solution.

3.3.5 Implementation
At this stage, the developed automation solution is deployed into the production environment.
Key activities include:
 Installing and configuring the automation on the target systems.
 Integrating it into existing IT systems and business processes.
 Providing roles and permissions to ensure the automation functions correctly.
 Ensuring that all data is processed securely and without any security vulnerabilities.
The SAP Consultant is responsible for ensuring compliance and proper integration with
existing systems. The RPA Developer oversees the technical setup and configuration. A Key
User from the client validates that the automation meets operational requirements and
functions correctly.
The focus here is on correct implementation and integration into the live system.
www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

3.3.6 Testing
The testing phase is critical to ensure the automation works properly and meets all
requirements. Activities include:
 Perform functional tests to verify that the automation operates as intended.
 Conduct regression tests to ensure that no new issues arise in other parts of the system.
 Test extreme scenarios (e.g., large data volumes, incorrect inputs) to assess the
automation's resilience and performance under stress.
 Evaluate the performance and stability of the automation under various conditions.
 Develop comprehensive test cases to cover all relevant scenarios and ensure thorough
validation.
The RPA Developer works closely with the client’s Test Manager and Key User to execute
tests, manage the testing process, and resolve any identified issues.
Any errors or issues identified during this phase will be resolved before the automation is
fully deployed into the production environment.

3.3.7 Hypercare
After the automation solution goes live, a hypercare phase is initiated to quickly address any
issues or adjustments that arise. This phase typically lasts 2 to 4 weeks and includes:
 Intensive monitoring of the automation to ensure proper functionality.
 Rapid troubleshooting of any issues that occur.
 Adjustments to the automation logic if unexpected challenges arise.
 User support to address any questions or problems.
During this phase, the SAP Consultant, Project Manager, RPA Developer, Key User,
and RPA Analyst work together to ensure a smooth transition. The SAP Consultant ensures
system integration, the Project Manager coordinates the team and oversees the process, the
RPA Developer handles technical adjustments, the Key User provides practical feedback and
user support, and the RPA Analyst monitors performance and suggests improvements.
The result of this phase is a fully stabilized automation solution in the production
environment, with all issues addressed and performance optimized, ensuring effective and
seamless operation for users.

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

3.3.8 Support
After the hypercare phase, long-term support is ensured:
 Providing a support team for regular maintenance and updates.
 Resolving any errors that may occur later.
 Assisting with automation adjustments when business requirements change.
 Ensuring that the automation continues to run smoothly and is regularly reviewed to
detect potential issues early.
In this phase, the RPA Developer is primarily responsible for ongoing maintenance, error
resolution, and necessary adjustments to the automation solution. The SAP Consultant is also
involved, particularly in evaluating any changes to ensure they align with system
requirements and compliance. Together, they ensure that the automation functions correctly
throughout its lifecycle and is effectively maintained.

3.4 Objectives
Based on the specifications in the framework authorization concept, a new, concrete
authorization concept is created and implemented for the systems/modules to be authorized,
ensuring all security and compliance requirements are met. The new SAP authorization
concept also simplifies day-to-day business operations. It must be clearly structured and easily
expandable, for instance, to integrate new organizational units, transactions, or customer-
specific programs.

4 References
We always stand for transparent and fair cooperation with customers from various industries
in our nationwide projects. An excerpt from our list of references:

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

5 Schedule and phase
For the successful implementation of the new authorization concept, the approach model
successfully employed by SAPMIA will be applied. The model is based on experiences
gained from many projects. A key factor for the successful execution of the planned project is
open and transparent communication, meaning that the project manager appointed by
SAPMIA is responsible for the planning and management of the project in coordination with
client.

5.1 Project organization

During the initial phase, a detailed project plan will be created in collaboration with client.
This plan will outline milestones and timelines essential for the project’s success. The project
will be managed by SAPMIA’s designated Project Manager, who will oversee the overall
execution and coordination.
The SAP authorization consultant will provide crucial expertise on the SAP system and
ensure compliance with relevant standards. The RAP Developer will be responsible for
developing the RAP components, while the RAP Analyzer will ensure that these components
meet all specified requirements. Additionally, client employees will be involved to facilitate
knowledge transfer, ensuring a smooth transition and alignment with project goals. The
Project Manager will handle the technical management, ensuring that all aspects of the project
are integrated effectively, and that the development progresses according to plan.

5.2 Analysis and design

In this phase, the project team works to determine the specific requirements, with a primary
focus on identifying the business processes that are suitable for automation. This phase begins
with a detailed assessment of the necessary business processes and the IT systems that the
RPA solution must address. In addition, a thorough evaluation is conducted to assess the
potential impact on various departments, access rights, and user groups. A critical part of this
phase involves reviewing the existing IT architecture to identify any potential challenges or
limitations that could affect the automation's implementation.
Close collaboration between the RPA Analyst, key specialists from the project team, and the
client's Key Users is essential to ensure a comprehensive evaluation of the automation's
feasibility and compliance. This joint effort ensures that all automation proposals are realistic,
sustainable, and in line with the client’s business and technical requirements. Furthermore, the
phase includes a careful exploration of potential automation opportunities, while considering
associated risks and dependencies that could influence the project’s success.
The overarching objective of the analysis phase is to achieve a deep and thorough
understanding of the project's scope and requirements. By doing so, the project team ensures
that every aspect of the automation is clearly defined, aligned with the business objectives,
www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

and integrated into the technical framework, laying a strong foundation for the project's
subsequent phases.

5.3 Alignment
After the completion of the analysis phase, where business processes were thoroughly
examined and automation potential identified, the next phase focuses on coordination. During
the alignment phase, key stakeholders are actively engaged to ensure that all requirements and
objectives are fully aligned. This involves close coordination between IT teams, business
departments, and relevant decision-makers to ensure a unified understanding of the project’s
scope and goals. Additionally, clear delineation of responsibilities and the allocation of
resources are critical aspects of this phase, ensuring that all team members understand their
roles in the project. Milestones, timelines, and budget are also defined at this stage, providing
a structured framework for the project’s execution.
It is equally important that all automated processes are thoroughly documented and fully
understood by all involved parties, guaranteeing transparency and clarity throughout the
project's lifecycle. Alignment meetings between the Project Manager from SAPMIA and a
designated representative from the client’s side are held to maintain ongoing communication
and ensure consistency. Ultimately, this phase serves to ensure that all parties share the same
expectations, and the project is clearly and effectively defined for successful implementation.

5.4 Development
In the development phase, the RPA solution is created and refined to meet the project's
specific requirements. This phase begins with the programming and configuration of the RPA
software to automate the identified business processes. By leveraging industry-leading RPA
tools, such as UiPath, the workflows are automated to streamline operations effectively. The
automation is carefully adapted to meet unique business needs, ensuring it aligns with the
intended outcomes and functions optimally within the existing system architecture.
A critical focus during this phase is the integration of error handling and exception logic,
which is essential to guarantee the stability and reliability of the automation. The RPA
Developer plays a pivotal role in not only building but also optimizing the automation
processes, working in close collaboration with subject-matter experts and consultants to
ensure the solution adheres to both system requirements and compliance standards.
Additionally, the development process aims to provide a flexible automation framework that
can be tailored and expanded as business needs evolve.
This phase often includes iterative improvements, allowing the solution to be further
optimized based on feedback and testing, thereby ensuring a robust and scalable automation
that fully supports the client’s operational goals.

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

5.5 Implementation
At this stage, the developed RPA solution is transitioned into the production environment,
marking a critical point in the project’s lifecycle. The first step involves the installation and
configuration of the automation on the designated target systems. This ensures seamless
integration into the client’s existing IT infrastructure and business processes, allowing the
automated workflows to function as intended.
To maintain operational integrity, roles and permissions are assigned to ensure that only
authorized personnel have access to the automation, safeguarding both functionality and
security. Additionally, strict measures are implemented to guarantee that all data is processed
securely, without exposing the system to any security vulnerabilities.
The SAP Consultant plays a key role in ensuring compliance with relevant system and
regulatory requirements, as well as proper integration with the existing IT landscape.
Concurrently, the RPA Developer oversees the technical setup and configuration, ensuring
that the solution is fully operational and optimized for performance. A Key User from the
client’s team is engaged to validate that the automation meets the defined operational
requirements and functions correctly in the live environment.
The primary focus at this stage is ensuring accurate and secure implementation, with a smooth
integration into the production system, setting the foundation for long-term success.

5.6 Testing and quality assurance

Following the successful implementation and integration of the automation solution into the
existing authorization management system, the next phase focuses on ensuring the
functionality and security of the automated solution. In this phase, we will verify whether the
developed automation processes meet the requirements and adhere to all security standards.
The primary objective of this phase is to ensure that the automated solution is both functional
and secure. This involves conducting comprehensive functional tests to verify that the
automated processes operate correctly.
Additionally, security tests will be performed to ensure that all access controls are properly
implemented and that there are no security vulnerabilities. These tests are crucial to ensure
that the automated solution meets the necessary security requirements and does not permit
unauthorized access.
Through these thorough tests, we will ensure that the solution not only meets functional
requirements but also complies with security standards. The result of this phase is a
successfully tested solution that fulfills all specified requirements and is ready for rollout.

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

5.7 Hypercare
After the bot goes live, a hypercare phase is initiated to promptly address any issues or
adjustments that may arise. This critical phase, which typically lasts between 2 and 4 weeks,
focuses on several key activities. Intensive monitoring ensures the bot’s proper functionality
and performance, while any issues are quickly troubleshot to minimize disruptions. If
unexpected challenges arise, adjustments to the bot’s logic are made to maintain optimal
performance. Additionally, user support is provided to resolve any questions or problems that
users may encounter.
During this phase, a collaborative effort is essential. The SAP authorization consultant
provides specialized expertise on system integration and addresses any SAP-specific issues.
The Project Manager coordinates the entire team and oversees the process to ensure smooth
execution. The RPA Developer is responsible for technical adjustments and fixes, while the
Key User offers practical feedback and user support. The RPA Analyzer monitors the bot’s
performance and recommends necessary improvements.
The successful completion of this phase results in a fully stabilized bot within the production
environment. All identified issues are addressed, and the bot’s performance is optimized,
ensuring a seamless and effective operation for all users.

5.8 Support
Upon the successful completion of the implementation and testing phases, during which the
automation solution was developed, integrated, and thoroughly evaluated for functionality and
security, the project transitions into its final phase: Support. This phase ensures the long-term
smooth operation of the solution and its adaptability to future requirements.
The primary objective of the Support phase is to guarantee the ongoing reliability and
effectiveness of the automated Fiori app management solution. This includes providing
continuous support to users and administrators to address any issues or questions efficiently.
Regular reviews of permission structures will be conducted to adjust them according to new
requirements and developments.
Additionally, the support phase involves the maintenance and further development of the
automation solution to keep it up to date with any changes in the SAP system. This ensures
that the solution remains aligned with evolving conditions and requirements. To facilitate
effective support and adjustments, remote access will be provided to the customer.
The result of this phase is a sustainable and flexible RPA solution that automates key business
processes, effectively meeting current operational needs while allowing for seamless
adaptation to future changes. This ensures that the automation remains scalable and adaptable
as the organization evolves.

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

6 Overview of Our RPA Bots
In today’s dynamic business environment, efficiency and agility are crucial factors for
success. The implementation of Robotic Process Automation (RPA) represents a
transformative solution that enables organizations to automate repetitive and time-consuming
tasks. By leveraging RPA technologies, companies can not only increase productivity but also
reduce error rates and enhance employee satisfaction. In this context, we would like to
introduce three central bots that can significantly advance automation within your SAP
landscape: the Fiori Management, the Workplace, and the Compliance Manager.

6.1 Fiori Management

The Fiori Bot is a powerful automation solution specifically designed for the SAP Fiori user
interface. It enables the efficient automation of business processes executed through Fiori
apps, contributing to the optimization of user experience.
Benefits:
 Optimized User Interaction
o Through seamless integration into the Fiori interface, users benefit from an
intuitive operation that fosters acceptance and use of automation solutions.
 Efficiency Gains
o Automating repetitive tasks leads to a significant reduction in processing times
and error rates, thereby enhancing productivity.
 Real-Time Data Processing
o Access to current data and information in real time facilitates informed
decision-making and improves responsiveness to business requirements.

6.2 Workplace (IDM)

The IDM Bot is a sophisticated automation solution for identity and access management in
SAP environments. It optimizes the management of user identities and access rights by
automating manual processes and enhancing security.
Benefits:
 Increased Security Standards
o Automated checks and management of access rights significantly reduce the
risk of security incidents.
 Compliance Management
o The bot supports adherence to internal policies and regulatory requirements
through regular audit functionalities and comprehensive documentation.
 Resource Efficiency
o Automating processes such as user creation, modification, and deletion saves
valuable IT resources and minimizes manual interventions.
www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

6.3 Compliance Manager (GRC)
The GRC Bot is a specialized automation solution that helps organizations efficiently manage
governance, risk, and compliance processes. It monitors adherence to regulations and ensures
effective risk management.
Benefits:
 Proactive Risk Mitigation
o By identifying risks and vulnerabilities in processes early, companies can take
proactive measures to prevent potential compliance violations.
 Regulatory Compliance
o Automated audits and reports ensure compliance with legal requirements and
internal policies, enhancing stakeholder confidence.
 Transparent Reporting
o Detailed dashboards and reports provide comprehensive insights into
compliance status and risk assessment, supporting decision-making at the
executive level.

7 Requirements and Preparation

7.1 Access to Processes
 System and Application Access
To ensure seamless integration and automation, full access to all relevant systems and
applications must be granted. This includes SAP systems as well as any additional systems
needed for data exchange or integration.
 Process Documentation
Complete documentation of existing workflows is required to guarantee accurate planning and
execution of the automation. This should include workflow diagrams, process descriptions,
and technical specifications to ensure each step is well-defined.

7.2 Technical Infrastructure

 UiPath License
The customer must have a valid UiPath license that supports the required scope and type of
automation. The license should cover all automation tasks outlined for the project.
 SAP User with Necessary Permissions
An SAP user account with sufficient permissions is needed, so the bot can access and perform
relevant functions within the SAP system. Administrative rights may be necessary to manage
specific data and processes.

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

  Unrestricted SAP S/4HANA Access

The bot needs comprehensive access to SAP S/4HANA, including all required modules and
databases, to carry out its functions efficiently.
Dedicated Email Account Setup
A dedicated email account is required for communication and monitoring, specifically for
handling the bot's dialog-related operations. This account will be used to send status updates,
notifications, and error reports concerning the bot’s performance and activities.

7.3 Security Requirements

 Security Policies
The customer is responsible for providing clear security guidelines governing the bot's access
to the SAP system. These policies should safeguard data integrity, ensure confidentiality, and
prevent unauthorized access. Provisions for password management and access logging must
also be included.

7.4 Support and Maintenance

 Support Team
A dedicated support team, either internal or external, must be available to handle any
technical issues or emergencies. This team should be equipped with the necessary expertise to
respond swiftly and maintain the bot's smooth operation.

7.5 Network Infrastructure

 Stable and Secure Network
A reliable and secure network connection is essential for the bot to interact with relevant
systems. Both internal network stability and any necessary external connections should be
maintained to ensure uninterrupted operations.

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

8 Project management
The SAPMIA project management is responsible for the technical management of the project
employees. The designated project manager is responsible for the:
 Organization of the project
 Coordination of project progress
 Contact person for the client
 Documentation of the project status
 Support in decision-making or the development of decision templates

9 Change management
Change management is a process where all adjustments to the IT infrastructure are optimized
for the company's existing business process in an efficient and controlled manner.
Change Management is responsible for creating and managing the processes. This process
consists of capture, approval, documentation and monitoring. It ensures efficient planning of
changes and their execution with minimal risk.
Typical tasks include:

 Documenting and authorizing the changes,

 Planning and coordinating the implementation of changes, estimating costs and the
associated review and processing of Requests for Changes (RfCs).
 Determine the scope of the project
 Define levels of change management
 Preparation of core team workshops
 Conducting workshops
 Post-processing of results
 Preparation of rollouts
 Initiate transition phase
 Process introduction and operational handover
 Early life support optimization

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

10 Weekly Jour Fixe (status meeting)

To plan and manage the project, a weekly fixed meeting is held, in which the project manager
of SAPMIA and the project coordinator of the client plan and track the necessary activities.
The status report is a central document for managing and monitoring the project. Its content
includes:
 Updating the project plan and planned activities
 Tracking activities
 Identifying potential and actual problems
 Defining measures to solve problems
 Requests for changes in content and scope
 Risk assessment
 Miscellaneous
The status report is prepared by the project manager of SAPMIA.

11 Steering committee

SAPMIA recommends setting up a steering committee to control the project process. This is
made up of management representatives from the customer and SAPMIA, the SAPMIA
project manager and the customer's project coordinator. For this purpose, both sides must
appoint a management representative at the start of the project.
In the case of decisions that have an impact on the course of the project or result in increased
costs, the steering committee can be convened unscheduled.

12 Change request management

Each of the contractual partners may request changes to the agreed scope of services from the
other partner in writing. Upon receiving a change request, the recipient will assess whether
and under what conditions the change can be implemented. The recipient will promptly notify
the applicant in writing of the approval or rejection of the request and, if necessary, provide
reasons.

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

If a change request from the client necessitates an extensive review, this will be agreed upon
separately. The effort required for this review can be calculated by the contractor. For
managing the change process effectively, a Change Manager is required. If the client does not
have a Change Manager, we can provide one to ensure a smooth and organized handling of
the change process.
Any contractual adjustments to the agreed conditions and services resulting from a review or
change request will be documented in writing.

13 Acceptance
For contractual services, the contractor will demonstrate the fulfillment of the performance
criteria as agreed in the offer by the end date, using the acceptance criteria established and test
data and test scenarios provided by the client. The client will promptly accept the contractual
services after handover and/or successful acceptance testing.
Minor deviations from the agreed performance criteria and acceptance criteria do not entitle
the client to refuse acceptance. The contractor's obligation to rectify errors in accordance with
warranty obligations remains unaffected.
Once components or partial results are used productively by the client, they are considered
accepted. This does not apply if the productive use despite existing defects or the continued
use despite knowledge of the defect is merely for damage control (e.g., emergency use to
prevent larger damages) and the client notifies the contractor of this in writing.
During acceptance, a protocol must be prepared and signed by both parties, confirming that
the agreed performance meets the acceptance criteria. A list of the errors identified during
acceptance will be attached, and the errors will be categorized into the following classes:
 Error Class 1: Errors that make the intended use (economically reasonable use)
impossible or unreasonably restricted or impeded.
 Error Class 2: Errors that do not impair the intended use to the extent that the
acceptance test cannot continue. These errors will be corrected as much as possible
during the agreed acceptance test period.
 Error Class 3: Errors that only marginally impair the intended use.
Errors of Error Class 1 are considered "significant deviations," while errors of Error Classes 2
and 3 are considered "minor deviations." The final classification of these errors into one of the
error classes will be agreed upon by both parties.
Acceptance is deemed to have occurred upon the correction of the last error of Error Class 1.
Any remaining errors of Error Classes 2 and 3 after acceptance will be corrected under the
warranty according to a jointly agreed schedule.
Errors in equipment and programs from other manufacturers not provided under this contract,
and/or user errors not attributable to the contractor, do not justify refusal of acceptance. The

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

additional effort resulting from this is not the responsibility of the contractor. The acceptance
test will be extended accordingly by mutual agreement.

14 Framework conditions
The assessment of the task packages and the effort assumes that
 the description of the system landscape is current, detailed, comprehensive and
complete
 the required functionalities are not changed or expanded
 the existing structures and processes are retained
 Any redesign requirements that may become necessary only after implementation
 be made
 all people with relevant information and skills are available to the project at very short
notice if necessary
 There is unrestricted access to technical and process-related documentation
 the requirements for the installation are met, i.e. the technical infrastructure is made
available on time
 The agreed compliance guidelines should be announced by agreement

15 Obligations and risks

15.1 Obligations
Customer Collaboration
For the success of the project, close cooperation between SAPMIA and the customer, as well
as active participation by the customer, is essential. A significant part of this participation
involves timely and high-quality responses to inquiries and the availability of relevant
contacts for technical and subject matter project content.
Customer Contributions
For project success, the following contributions by the customer or their external service
providers are required throughout the project duration:
When services are provided at the customer's premises, office workspaces, provision of a
WLAN guest access, and access permissions to the premises within the scope of the
assignment are required. Additionally, SAPMIA consultants need access to project-relevant
internal information portals (e.g., intranet, databases, etc.) and contact details of necessary
subject matter experts.

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

15.2 Risks
In the event of project risks and/or external influences, including force majeure, the parties
will jointly agree on a new schedule based on the newly assessed overall situation. External
influences or force majeure include disruptions due to illness, accidents, weather damage, war
events, terrorist attacks, etc.
Risks attributable to the customer arise from insufficient cooperation of the department, lack
of contributions, delayed provisions, and unavailability of contacts. These issues can cause
delays in the established milestones and, consequently, the project.
Risks attributable to SAPMIA arise from the unavailability of SAPMIA contacts, illness of
personnel with the necessary qualifications for the project, and unexpected technical and
subject matter issues. These issues can cause delays in the established milestones and,
consequently, the project.

16 Key contract parameters

16.1 Third party property rights
SAPMIA assures that the services it provides are not encumbered by third-party rights. It will
indemnify the customer against all claims made by third parties arising from the production,
distribution, or use of the service that infringes a proprietary right, and will cover all resulting
costs.

16.2 Confidentiality and data protection

Details regarding the confidentiality of all data and data protection will be agreed upon in a
separate document between SAPMIA and the client at the time of contract award.

17 Final provisions
The place of performance for the services to be provided by SAPMIA is the client's location.
The place of performance for payments is Kingdom of Bahrain.
The exclusive governing law is the law of the Kingdom of Bahrain. The place of jurisdiction
is Kingdom of Bahrain.
Any amendments or supplements to this offer must be made in writing. The contract is
deemed to be concluded when the client's order is confirmed in writing by SAPMIA.
SAPMIA is bound by this offer for 30 days from the date of the offer.
For any inquiries, please contact Mr. Hutan Massahi or Mr. Fayez Haider, who will be happy
to assist you.

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain

18 Contact

[email protected] +97 317 690 650 Flat no. 6688A, Road

no. 1283, Block no.
+97 339 606 964 1012, Al Hamala,
Bahrain

www.SAPMIA.com +97 317 690 650

Address: Flat no. 6688A, [email protected]

Road no. 1283, Block no. 1012, Al Hamala, Bahrain