Home > Articles

This chapter is from the book

Capturing Your mySAP Solution Vision

As you work through all the different system landscape characteristics, considerations, and options, it is necessary to document why a particular approach or product was selected, and how it impacts the vision of the project. This documentation eventually finds its way into a Knowledge Repository, which is simply a documentation vehicle where assumptions, constraints, and so on are all maintained. This information serves as a set of boundary conditions and assumptions, useful later as you eventually engage various solution stack partners in fashioning your SAP solution, as you see in Figure 3.7.

Figure 3.7Figure 3.7 The Knowledge Repository will eventually provide input into either an RFI process or in answering SAP sizing questionnaires provided by various SAP Solution Stack vendors.

In this way, whether you elect to publish a Request for Information (RFI) or complete a number of SAP Sizing Questionnaires, all of your hard data and related explanatory reasons for implementing each mySAP component in a particular way will be at your fingertips. The ability to share all this data consistently with all the prospective hardware and software vendors is important—doing so enables a much better apples-to-apples comparison between different vendors' solution approaches later on, as you will see in Chapter 7. Further, as new information comes to light, or questions are posed by these prospective vendors, the Knowledge Repository will naturally lend itself to collecting and managing this incremental data of evolving constraints, assumptions, requirements, needs, and so on.

Leveraging SAP Sizing Questionnaires

Although the SAP Sizing Questionnaire is covered in detail in Chapter 7 and elsewhere, a quick discussion is in order here as it pertains to vision. Each vendor's SAP Sizing "Q" can potentially bring to light different areas of concern that you may not have yet considered. Microsoft's SAP Sizing Q is focused on their products and capabilities, HP's on their products and capabilities, and so on. As each organization's SAP Competency Center updates and republishes its respective Sizing Q, it tends to promote new high-availability, performance, manageability, and similar offerings. Thus, the Sizing Q in and of itself can prove valuable in terms of educating prospective SAP customers. This may in turn help you to fill in gaps in your vision, or facilitate getting you better acquainted with IT and business drivers that otherwise might not be identified until much later in the implementation.

Developing a Request for Information

Rather than completing a whole lot of different SAP Sizing Qs, and going through everything that such an approach would entail after the fact, many companies choose instead to author and publish a Request for Information (RFI). I still promote the idea of going through various SAP Sizing Questionnaires in the name of education, of course, but using an RFI approach can be a much cleaner method for moving a project along.

A good RFI takes time to develop, though—a lot of time, usually. I have included a sample RFI (and related appendixes) on the Planning CD, not only to have something to walk through here, but also for you to use as a template of sorts if need be. Keep in mind that my 20-page sample RFI is quite short compared to what you might need to publish, though. My RFI addresses only two products, R/3 and APO, and contains very little in the way of legal terms and conditions. Your RFP could very well exceed 100 pages if you choose to implement a number of mySAP components or if you employ an ambitious legal department.

An RFI should include or take into account the following:

  • General information, such as your company name and contact information, background data, and why the RFI is being published.

  • Instructions to each potential RFI respondent as to how to complete the RFI. This includes how to address questions, details on the proposal process, confidentiality details, any disclaimers, and other administrative details.

  • Terms and conditions, including the scope of the project, payment terms, minimum integration requirements related to existing/legacy systems, and so on.

  • Requirements that must be met by the respondent, including any vendor and account management information you want to capture, the need for other SAP References, details surrounding the pricing model (including lease versus financing discussions), how to factor in maintenance windows or other planned downtime windows required of the proposed solution, hardware quotes, requested professional services quotes (for installation, migration of data, training, and so on), and any other information that may help you make a decision (such as each respondent's relationship with SAP, or the various database vendors, or a particular disk subsystem vendor, and so on).

In addition to covering the basics, an RFI normally contains or references various appendixes, too, which are designed to either share supplemental information or to enforce a certain type of formatted response. Let's walk through the seven appendixes I've included on the Planning CD:

  • Existing Equipment Matrix—Documents what is in place today that must either be replaced by the new system(s) discussed in the RFI, or integrated with these same systems. This can also include a breakdown of existing SAP instances, or other enterprise application installations, that are currently productive. And if a current disk subsystem solution is already in place and expected to be leveraged by the respondent, details must be provided here as well.

  • Software to be Implemented—Here, the Solution Stack as you imagine it at this point is shared, including expected versions of each mySAP component, database systems, operating system releases, enterprise management packages, and so on.

  • Implementation Timetable—Represents an organization's hard requirements or possibly just a "best guess" as to when the new mySAP solution needs to be implemented.

  • Reference Form—Applicable to absolutely all RFI respondents, though most often focused on potential hardware, software, and implementation partners.

  • Cost Submission Worksheet—Consists of a standardized worksheet that forces an RFI respondent to price the project your way. This allows you to perform true apples-to-apples comparisons after all RFIs have been turned in.

  • Staffing Matrix—Encourages each RFI respondent to give thought to staffing in terms of pre-engagement, during the engagement, and post-Go-Live.

  • Sample Agreement with Terms and Conditions—Allows everyone responding to the RFI to understand up front what kind of legal constraints and financial commitments are expected.

Not all of these appendixes absolutely must be published with your RFI. In my experience, however, the kind of information provided in these seven appendixes is exactly what is needed by a respondent to either craft an SAP solution that really meets your needs, or to provide you with enough data to make an intelligent decision as to whether a vendor has what it takes to be your partner.

In Chapter 7, we will go through the remainder of the RFI process in detail, including how to compare and evaluate RFI responses, how to create a short list of RFI respondent candidates, approaches to making your final decisions, and more.

Revisiting the SAP Infrastructure Implementation Budget

With the information gleaned from refining our solution vision and building the basis for an RFI, we should be in a pretty good position to review our SAP Infrastructure Implementation Budget (SIPP) again. The SIPP needs to be updated to reflect new cost models, new business requirement-driven technology drivers, the need for incremental or other skillsets, and any other information that in effect changes our budget.

Based on these new budget numbers—one-time implementation costs as well as recurring license, administrative, operations, and similar costs—you should be in a position to truly consider outsourcing as a viable alternative to hosting everything internally. This is discussed next.

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information

To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.


Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.


If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information

Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.


This site is not directed to children under the age of 13.


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information

If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information

Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents

California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure

Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact

Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice

We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020