Issue

Sopheon Accolade is Syensqo's Portfolio and Project level decision support tool for R&I Projects. However, it does not automatically integrate with the financial systems to get the complete budgeting, prioritization, monitoring and tracking of all projects at Group and GBU level. Current tool poses the following challenges for Syensqo:

• No single source of truth for Syensqo's Project Portfolio (see KDD003 & KDD020)
• Inconsistent/delayed reporting (not fully aligned with company MDM)
• Lack of data consistency and discipline. Manual and disintegrated processes.
• Cumbersome data maintenance for user authorizations, Workflow matrix, on demand reporting

On the other hand Syway's I2M design already covers the solution for integrated Project portfolio management across all domains such as R&I, Industrial solution, IT, facilities, Strategy etc. Functionality overlap has been identified between the I2M's Portfolio management design and Current Sopheon Accolade functionalities/Requirements.

Therefore, a decision is required to determine whether:

• Option A - Sopheon Accolade will be replaced by SAP S/4HANA EPPM (no integration with Project Planning tool)
• Option B - Sopheon Accolade will be retained with interface with interface with SAP S/4HANA EPPM
• Option C - Sopheon Accolade will be replaced by SAP S/4HANA EPPM (same as option A) + Syensqo will implement a Project Planning tool (e.g. Microsoft Planner) requiring interface with S/4HANA.

Recommendation

Based on the analysis and evaluation presented in this document, Replace Sopheon Accolade with SAP S/4HANA Enterprise Portfolio and Project Management (aka Option A in this document) is recommended for effective and comprehensive Project Portfolio Management of the Syensqo's project portfolio. The detailed planning management of projects such as project tasks, milestones, schedules, and associated detailed resources will remain outside the scope of SyWay design as per KDD020.

Note: Option C would require due diligence from Syensqo teams to identify the suitable operational management tool, beyond SyWay scope. Integration would probably come a a later stage (improvement/upgrade of option A).

Background & Context

Sopheon Accolade is a third party tool used to track the information linked to the R&I Projects and its decision making through Stage-Gate (Phase-Gate) approach to manage project execution according to industry best practices, risks and uncertainty across project lifecycle. This tool is primarily used by R&I project leaders, Lab managers and R&I leadership of all GBUs (SpP and Novecare being the lead GBUs). Recent study/assessment performed by Syensqo IT suggests that Sopheon Accolade:

• Has an average satisfaction level of 5.7/10 as per the user survey performed by Syensqo IT (see attachment for Survey details)
• Is highly customized tool
• has 38 high or critical vulnerabilities which require an upgrade

Syensqo IT attempted the exercise for replacement of Sopheon Accolade with another tool. However, it was not completed because the proposed tool did not deliver required features (MS Planner is not designed to be a complete Portfolio & Project Management system).

Note: There is no direct link between Sopheon Accolade (Accolade), SAP, LIMS and ELN (Electronic lab notes).

Syway Detailed Design of Idea-to-Market at a high level covers following

This KDD intends to evaluate potential options for R& I stakeholders to enable:

• Consistent methodology and framework for Portfolio management and Prioritization decision that creates value from ideas/opportunities
• Integrated & consistent reporting using single source of truth to support traceability and decision making
• Automated workflows enabling the governance
• Aggregated view and tracking of all projects at Group and GBU level
• Provides scalable and future ready solution that can be integrated with operational project management at a later stage

Assumptions

• Detailed operational management of projects/projects planning (tasks, schedules -Gantt Chart-, and resources) will remain outside the scope of SYWAY design as per KDD020. 
• Legacy MOC systems will continue to manage non-product changes, including operational, process-safety, environmental or site-level engineering modifications as per KDD0091
• Custom User Interface for PPM Item will be developed in I2M scope to deliver better user experience (default SAP interface is not adapted)
• Stage-Gate documents (including current WEGO "deliverables") will be stored in OpenText to enable the Stage-Gate governance (excluding any controlled - CUI, export controlled - information).
• Documents containing controlled information will be stored in Syensqo's ad-hoc file repository (e.g. SharePoint if proved to be compliant) with controlled access. If needed a link to these documents can be added in SAP.
• Option C requires that Syensqo will implement a group wide non-SAP Project Planning/operational project management tool (e.g. MSP).
• Option C relies on successful implementation and adoption of Option A 
• No additional RFI (alternative solution to SAP EPPM) will be launched for Syensqo Portfolio & Project management.

Constraints

• Integration with LIMS and ELN remains out from Syway's I2M scope. Should be discussed with Syensqo's Microsoft project team to see if some fields/attributes can be extracted from datalakes.
• Syensqo will implement a non-SAP operational project management tool before considering Option C.
• SAP's design principles defined by Syway will be followed for:
  • Master data governance
  • Workflow Governance
  • Authorization restrictions

Impacts

Process Impact

• Change Impact to the R&I due to introduction of Syway's Portfolio Management and standardization across GBUs on-going. 
• New tool (SAP S/4 EPPM & SAC) training required. New Syensqo's master data model. 

System Impact

• Simplifies IT landscape by providing single Portfolio Management tool for all projects
• Enables automated authorization restriction by SAP role definitions and assignments

Data & Migration Impact

• Requires cleansing, consolidation and sourcing of data from Accolade which is not available in Legacy SAP (PF1/WP1)
• Display of historical data is retained for audit purposes in Accolade.

Governance Impact

• Requires standardized (same across GBUs) and system driven approval matrix for the stage gate governance workflow

Business Rules

• A single Project Portfolio in PPM will be used to manage all Capex and Expense projects. Projects will not be separated into different Portfolios based on financial treatment of project costs or based on functions/Domains.

• For R&I, Cluster items will be created for managing budgets and Forecasts (optional - individual items can still be used). Individual R&I Items will be linked to the Cluster items. Cluster Items will not have Project/WBS structures.

Options considered

Option A:  Replace Sopheon Accolade with SAP S/4HANA Enterprise Portfolio and Project Management (EPPM)

SAP S/4HANA Enterprise Portfolio and Project Management (EPPM) is an integrated portfolio and project management solution that helps organizations to manage their projects and portfolio of projects effectively. It provides the ability to manage an enterprise wide portfolio across each lifecycle phase to align project investments and activities with strategic objectives of the organization. 

 Project Portfolio Management 

• Centralized platform for planning, executing & monitoring projects and managing the portfolio
• Hierarchy and structure of the project portfolio is aligned with the company’s organization and business processes
• Enables prioritization of investment initiatives based on standardized assessment criteria
• Facilitates the budget planning & approval process for all investment activities
• Supports project planning with phases and gates aligned with Syensqo’s existing processes

Project System Module (PS)

• Supports detailed financial project management through the entire life cycle (budgeting, cost posting, reporting, capitalization, consolidation and settlement)
• Detailed project structure aligned with phases/stage gates and cost tracking & control of expenses (OpEx & CapEx)
• Enables monitoring of project costs at a defined level of detail

Below Table compares key functionalities between SAP S/4HANA EPPM and Sopheon Accolade

Functionality	S/4HANA EPPM	Sopheon Accolade
Single Portfolio (across functions)	Includes all projects Capex and Opex across R&I, IS, IT etc.	Only Includes R&I Projects
Project creation with Reporting attributes	Group wide and Function specific	R&I Specific
Project types	Allows different Item/Project types as per functions and complexity	Allows different Item/Project types for R&I based on complexity and uncertainty
Integrated Project budget request with Group wide allocation	Integrated Project budget request and allocation across GBUs and functions	No integration with group wide allocation. Only provide basis for budget request
Prioritization	As per Group defined Scoring Methodology (Financial, Risk Reduction, Regulatory)	R&I specific methodology. Not consistently used today.
Phases and Stage gates Governance	Automated Workflow based on pre-defined approval matrix	Manually maintained approvers
Stage Gate documents	Allows mandatory and optional documents specific to stage gate and project type	Allows mandatory and optional documents specific to stage gate and project type
Integration with other functional areas	Integrated with project financials (subsidies, allocations recharges), Sustainability, Product and RM master data, Enterprise budgeting (BFC)	No automated integration, Manual link with Sales force
Project Actuals and WBS structure	Automation and integrated WBS creation and tracking Actual cost	Manual Links
Time allocation and Capitalization	Allows integration timesheet and Capitalization of costs	Not available
Integration with MD creation and modification and SDS authoring	Allows integration and clarifies accountability and workflow	GBU specific and not integrated
Authorization and Controls	Enables authorization and controls using security roles mapped to jobs	Manually maintained
Operational Project Management ( Tasks, Schedules and Resources	Out of Scope for Syway	Limited functionality available but not in use
End to End integrated Product Lifecycle Management	Out of Scope for Syway	Not available
User Interface	Better User Interface using Custom Development	User Interface is better than standard SAP UI

Option B:  Interface SAP with Sopheon Accolade

Continue using Sopheon Accolade for managing R&I Projects Portfolio. System interfaces will be required to integrate with SAP S/4HANA EPPM to provide and end to end integrated solution.  This option relies on below

• APIs to build the interface with SAP
• Outbound Interface from SAP to replicate Project (master data) in Sopheon Accolade when the Project is created in SAP
• Outbound Interface from SAP to provide financial data to Sopheon Accolade for reporting

Option C:  S/4 Hana EPPM Portfolio Management + Integration With Operational Project Management

Option A provides an integrated Portfolio Management for all projects however, does not cater to the R&I's Operational Project management need as it remains outside scope of Syway as per KDD020. Therefore, Option C is proposed to use S/4HANA for Portfolio Management with Integration with Operational Project management tool ( to be selected by Syensqo at a later stage post Syway Golive). This approach

• Allows Complete solution for Syensqo ( Portfolio and Operational Project management) in an integrated way
• Leverages Option A as building block to achieve Option C in future
• To be assessed based on the operational project management tool selection by Syensqo in future
• Requires clear requirement and alignment with Portfolio Management
• High risk due to dependency on the operational project management tool (see KDD020)

Benefits/Limitations	Option A - Replace Sopheon Accolade with SAP S/4HANA Enterprise Portfolio and Project Management	Option B - Interface SAP with Sopheon Accolade	Option C - S/4HANA EPPM + Integration with Operational Project Management
Benefits	Provides standardization and single Project Portfolio across the Group Allows monitoring of the performance of the portfolio through detailed visibility into projects across the entire enterprise Automated system workflows for stage gate reviews Provides aggregated view of Portfolio, programs and projects  Provides Integrated reporting at the same time supporting self-service report System derived authorization and controls Provides integration with MD Creation/modifications, SDS authoring and Process order initiation No Technical vulnerabilities found. Latest version of SAP is used	Minimal Change impact Allows limited Operational Project management using Gantt charts and activities management Better User experience than Standard SAP UI	Provides standardization and single Project Portfolio across the Group Allows monitoring of the performance of the portfolio through detailed visibility into projects across the entire enterprise Automated system workflows for stage gate reviews Provides aggregated view of Portfolio, programs and projects  Provides Integrated reporting at the same time supporting self-service report System derived authorization and controls Provides integration with MD Creation/modifications, SDS authoring and Process order initiation Allows Integration with Operational Project management
Limitations	Change impact and training required Requires Custom UI for better user experience Operational Project Management is out of scope	Only R&I Project Portfolio Management available Manually maintained Stage gate governance Cumbersome and time taking reporting Manually maintained authorization and user roles 38 high or critical vulnerabilities (i.e.) requires an upgrade	Change impact and training required Requires Option A to be implemented first as building block Only available in future and depends on the appropriate tool selection by Syensqo Risk due to unknown tool for operational Project management

Note - Document storage in OpenText might conflict with document storage in Microsoft SharePoint (Stage-Gate required documents vs. operational project management documents). This could result in documents scattering on the same project.  None of the solution option will address this. Mitigation strategy (and business rules) should be discussed between SYWAY and Syensqo Microsoft teams.

Evaluation

Table below outlines the comparison of the proposed options for R&I Portfolio and project management. Despite higher change management efforts to get business buy-in, there are long term benefits of Option A - Replace Sopheon Accolade with SAP S/4HANA Enterprise Portfolio and Project Management  to provide integrated portfolio and project management.

	Option A - Replace Sopheon Accolade with SAP S/4HANA Enterprise Portfolio and Project Management	Option B - Interface SAP with Sopheon Accolade	Option C - S/4HANA EPPM + Integration with Operational Project Management
Standardized and Integrated Portfolio management across the group	Provides standardization and single Project Portfolio across the Group. This  allows monitoring of the performance of the portfolio through detailed visibility into projects across the entire enterprise	Do not support group-wide Portfolio Standardization and monitoring of Portfolio Performance	Provides standardization and single Project Portfolio across the Group. This  allows monitoring of the performance of the portfolio through detailed visibility into projects across the entire enterprise
Source of Truth	Single source of truth for all Projects	Accuracy relies on interface. SAP remains Source of truth	Accuracy relies on interface. SAP remains Source of truth
Cost of implementation & Maintenance	Most functionalities Included in the current Syway Cost of Implementation	Additional Cost of Interface build and Maintenance of Multiple applications in future	Additional Cost of Interface build and Maintenance of Multiple applications in future
Stage Gate Automation and Governance	Supports Stage gate governance based on predefined approval matrix and system workflows	Duplication of approvals	Supports Stage gate governance based on predefined approval matrix and system workflows in S/4HANA EPPM
Change and Training	High Change and training impact	Minimal change impact	High Change and training impact
User Interface	Requires Custom User Interface	Minimal UI update may be needed to align with S/4 data model	Depends on the tool selected
Authorization and Control	System derived authorization and controls	Manually Maintained Users and authorizations	Depends on the tool selected ( unknown risk)
Reporting	Provides Integrated reporting at the same time supporting self-service report	Cumbersome and time taking reporting	Provides Integrated reporting for portfolio at the same time supporting self-service report. allows data from operational project management system to be reported.
Integration with Operational Project Management	Manual Alignment of dates	Limited capability, currently not used	Allows system integration between Operational Project management and Portfolio Management
Implementation Timeline	Aligned with Syway timeline	Aligned with syway timeline	After Syway Go live and depends on the tool selection

See also

Following Documents have been referred to while preparing this KDD:

Change log