Rahmenvertrag SAP S4HANA - Einführung

The contract timeline is structured as follows:

The framework agreement begins with the award of the contract. The official end date for the framework agreement is June 30, 2028. The client has an option to extend the agreement three times, each for a period of six months, under the same terms and conditions.

Key project phases and their respective timeframes are:

• Phase 01 - Initiierung (Project Initialization): Starts within 10 days of contract award and runs until December 31, 2026.
• Phase 02 - Implementierung & Cut-Over:
• Conception, System Setup, Implementation + Test: December 1, 2026, to December 31, 2027.
• Data Migration, Test Management: October 1, 2027, to December 31, 2027.
• Phase 03 - Hypercare (Operation & Hypercare): January 1, 2028, to June 30, 2028.

Additional milestones/stages with specific dates include:

• Stage 1 (Provisioning AN-System): Starting January 1, 2027.
• Stage 2 (Provisioning AG-System): Starting April 1, 2027 (planned for Q2 2027).
• Stage 3 (Cut-Over to Productive AG-System): Starting December 1, 2027.
• Stage 4 (Go-Live): January 1, 2028.
• Stage 5 (Operation & Hypercare): From January 1, 2028, to June 30, 2028.

The core scope of work for this tender is the introduction of SAP S/4HANA, with a Go-Live target of January 1, 2028, to cover existing functionalities.

The Statement of Work (SOW) summarizes the following key deliverables and activities:

• Project Initiation: This includes setting up the project organization, managing business partner (CVI) conversion, and handling risk and conflict management.
• Conception: The creation of expert/IT concepts and an Information Lifecycle Management (ILM) concept, specifically for the FI retention system, is required.
• System Setup: This involves providing project systems for HCM and FI (development and quality assurance environments) with sizing recommendations, and establishing the operating system environments for HCM and FI (development, quality assurance, and production).
• Implementation: Key activities include development for FI based on a reference model and for HCM using a Brownfield approach. It also covers the conception, creation, and customization of Fiori Launchpad and Fiori Apps, with a focus on modernizing and optimizing university-wide applications and reports for end-users, particularly for Manager and Employee Self-Services (e.g., travel expense and time management functions). A significant part of this phase is the modernization and optimization of the "Konteninformationssystem" (KIS).
• Data Migration: This phase encompasses data transfer for FI and HCM (Brownfield conversion), including conducting test migrations and verifying data quality. Technical support for data cleansing is also provided.
• Test Management: Deliverables include providing a test management tool, adopting and defining both technical and functional test cases, conducting system integration and functional tests, and performing User-Acceptance-Tests (UAT).
• Operation and Hypercare (6 months post-Go-Live): This phase covers training for multipliers and end-users, the final cut-over and Go-Live process (system handover), operative incident resolution, and weekly Hypercare reports detailing open incidents, solution progress, and risk analysis. Data archiving is also part of this phase.
• Documentation: Ongoing documentation of project results, support for creating a directory of processing activities (Art. 30 DSGVO), assistance in preparing internal documents (like data protection impact assessments and service agreements), creation of an order processing directory (AVV) with vendor support, and the creation of an operating manual for the SAP system (for non-standard processes) and SAP system configuration documentation.

Optional services mentioned include HCM optimizations (consulting days) and optional system provisioning for all five systems, including HCM.