Program & Project Management: Q2factory

Effective project management is built on clear goal definition, precise scope and requirement management, as well as realistic project planning, considering time, resources, and dependencies. Transparent communication and active stakeholder management ensure alignment and trust. Through continuous risk management, potential issues are identified early, and appropriate actions are defined to mitigate them.

In order to ensure project success, the following aspects are taken into account during project planning:

In scope management, the project’s scope is defined, focusing the project on clear boundaries and formulating the expectations. Defining the project scope is a prerequisite for creating a realistic schedule and cost plan. Concrete deliverables with deadlines and responsibilities are also set.

The presented methodology is translated into a timeline, where tasks are clearly defined, scheduled, and assigned to the responsible individuals. Additionally, a workshop plan is created, which serves as an essential tool to plan the necessary workshops with the right participants in a timely manner.

The project’s budget is transferred into a cost plan and aggregated at the work package level. This allows a financial status to be reported per work package during the project’s execution.

Risks identified at the beginning of the project are documented in a risk matrix, with their probability and impact assessed. Measures to avoid and mitigate risks are defined. The risk matrix is a living document and is continuously updated and reviewed in regular intervals.

In the quality management area, documentation standards and acceptance criteria for the deliverables are set.

In HR management, an organizational chart for the project team is created, nominating project participants. A contact list with details for quick communication and ensuring communication requirements is also established. Additionally, an attendance plan documents availability and onsite days to support scheduling coordination.

In communication management, a communication matrix is developed to define the communication strategy—who informs whom, at what time, and about which content.

For change control, a Change Request form is provided, and a Change Log is set up to record and track Change Requests.

The project planning forms the basis for successful project execution, as well as monitoring and controlling. After the project plan is approved, all stakeholders are informed about their tasks, expected results, and the corresponding schedule. During the project, progress is systematically documented, enabling early identification of potential issues and timely action.

For large-scale projects that span an extended period and consist of multiple sub-projects, we also manage the program for our customers.

In addition to technical expertise, the “soft factors” play a decisive role
in the successful execution of SAP projects.

01

Alignment, setting, and “defending” clear project boundaries

02

Establishing a regulated process for handling scope changes during the project

03

Early identification of issues and tracking corresponding actions

04

Transparent communication and interpersonal skills as the foundation for a motivated team

05

Establishing a flexible approach using agile methods to react to challenges and changes

06

Continuous quality assurance to ensure results meet defined standards

Q2factory project managers bring extensive project management experience in complex implementation, conversion, optimization, and rollout projects.
We rely on project managers with specific SAP experience to optimally manage overarching areas such as migration management, cut-over management, and solution architecture.
Our clients benefit from years of developed methodical expertise.
We utilize modern project management tools (e.g., SAP Cloud ALM) for project collaboration.
When applying our method sets, we tailor our approach to the specific circumstances of our clients and adjust our methodology accordingly.

SAP projects typically involve much more than just adhering to time and budget constraints. The essential goal is to maintain the motivation and engagement of all stakeholders throughout the entire project lifecycle by achieving early successes. Equally critical is not just having a “technical” go-live but generating tangible value for the organization through the introduction of SAP. A key pillar to ensure both is effective project management that not only follows the core principles of project leadership but also understands the specific dynamics of an SAP project.

Do you believe that planning and managing your SAP program or project should not be left to chance but should be supported by professionals? Have you recognized that project management must be done not only with technical precision but also with attention to the “soft factors” that play a central role? If so, feel free to reach out to us! We would be happy to support you!