The Critical Role of Key Users in Driving a Successful Greenfield Migration to SAP S/4HANA

A greenfield migration—a complete reimplementation of SAP S/4HANA from the ground up—offers an exciting opportunity for transformation. It’s a chance to reimagine workflows, introduce best practices, and build a flexible, future-proof system. But with this clean-slate approach comes a challenge: change is extensive and impacts all corners of the organization. Key users, with their deep understanding of business processes and organizational goals, play a critical role in the design and successful adoption of these new systems.

Key Roles and Responsibilities of Key Users in Greenfield Migration:

1. Redefining Business Processes: In a greenfield migration, key users lead the effort to define how new processes will be structured. Their knowledge of existing workflows, coupled with industry best practices, ensures that the new system is built to drive strategic goals. Through design workshops, they map old processes to new ones, leveraging this unique opportunity to optimize, streamline, and eliminate inefficiencies.
2. Extensive Testing and Configuration Validation: Since the system is newly built, key users are responsible for rigorous testing. They ensure that every process is correctly configured and aligned with the business requirements, conducting thorough integration tests to confirm seamless communication across modules.
3. Creating Documentation and Training Materials: With new processes comes the need for comprehensive documentation. Key users develop manuals, guides, and training materials to support end-users in adopting the new system effectively. They also create supplemental resources such as videos, step-by-step tutorials, and presentations to help users quickly adapt to the new features.
4. Leading Change Management: A greenfield migration represents a significant cultural shift, with users having to adapt to completely new workflows. Key users serve as change champions, communicating the benefits of the new system, addressing concerns, and actively managing resistance. Their leadership is crucial in creating alignment and fostering enthusiasm across teams for the project’s vision.

Relieving Key Users During a Greenfield Migration

Given the scope of change in a greenfield migration, the workload for key users often increases significantly. Employees need more extensive training, as they are unfamiliar with the new processes and relationships between them. They must learn not only the SAP S/4HANA interface but also the interconnected workflows that define the new system. Intensive training and ongoing support are essential throughout implementation.

To relieve some of this workload and ensure that the organization gains the maximum benefit from SAP S/4HANA, two impactful strategies can be employed:

1. Implementing a Digital Adoption Platform (DAP): A DAP offers continuous, real-time support to SAP S/4HANA users, making it an invaluable tool during the transition. With a DAP, users can access updated help materials, which empower them to resolve functional questions independently. This reduces the support burden on key users and ensures end-user satisfaction. Centralizing these resources in a DAP allows users to find contextually relevant help quickly and efficiently, enabling them to complete tasks more effectively.
2. Engaging External SAP Training Experts: Given the complexity and scope of a greenfield migration, external training experts can be instrumental in transferring knowledge. Experienced trainers can structure and deliver comprehensive training with minimal input from key users. When used alongside a DAP, extensive training sessions become unnecessary, as users can access support directly through the platform. These trainers can introduce users to SAP S/4HANA while creating step-by-step guides, tutorials, and documentation that facilitate long-term learning.

By strategically supporting key users, organizations not only reduce their workload but also ensure a smooth, effective migration. Ultimately, keeping people at the heart of transformation projects is essential for success. Equipping key users and end-users with the right tools fosters satisfaction and maximizes the organization’s investment in SAP S/4HANA, turning a greenfield migration into a launchpad for continuous growth and innovation.