Requirements Planning:
On‑Site vs Online
Picking the Right Terrain
There’s no single “correct” way to plan SAP B1 requirements. Use this hybrid playbook to balance discovery depth, calendar drag, and budget.
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Level‑Set: There Is No One‑Right‑Way
Every business runs a different battle rhythm. Some want the full war‑room experience; others just need a clean “training office” environment and a steady remote cadence. The goal is not to crown one method the winner, but to pick the mix that captures tribal knowledge and respects day‑job bandwidth.
Rule‑of‑Thumb: If a partner prescribes a single approach without options, they’re optimizing their schedule, not your outcome.
Mission Objective — Why Requirements Planning Exists
Link to Sandbox Pilot post → captures 80 % paper process, 15 % sandbox tweaks, leaves ≤5 % post‑go‑live.
Boots‑on‑the‑Ground (On‑Site) Advantages
Gain
Walk the floor, hear chatter
Instant trust / rapport
Whiteboard war‑room
Real‑time decisions
Why It Matters
Uncovers work‑arounds no flowchart reveals
Stakeholders open up; change resistance drops
Cross‑module flows solved in hours, not email chains
CFO + Ops + Warehouse sit together; scope fights end fast
Cost & Risk: Travel, lost floor time, higher day‑rates; must compress into 2–5 intensive days.
Remote‑Ops (Online) Advantages
Gain
Minimal disruption
Recording + transcripts
Parallel prep
Lower cash burn
Why It Matters
SMEs join 60‑min Zoom slices; keep daily ops running
Verbatim evidence → fewer scope disputes later
Infra team ghosts sandbox while Finance refines COA
No flights/hotels; hours spread over calendar
Risk: Attention drift, slower conflict resolution, screen fatigue.
Optional pulse‑check: After the first few online sessions, poll the team. If remote collaboration feels smooth, you can plan later remote training to save travel dollars. If energy lags or issues are hard to articulate, schedule a focused on‑site block to cut through the back‑and‑forth.
The Hybrid Playbook (Recommended)
Phase
Remote Kick‑Off
Targeted On‑Site Recon
Remote Deep‑Dive
Sign‑Off Huddle
Duration
5–7 days
2 days
5–7 days
½ day
Where
Online (90‑min daily blocks)
On‑site
Online
Video or on‑site
Duration
5–7 days
2 days
5–7 days
½ day
Why this order? Remote sessions start immediately—no travel delay—capturing easy wins and scheduling complexity. On‑site time is concentrated where hands‑on observation adds real value, then the team returns online for documentation and sign‑off.
Sessions remain ≤ 90 min with no more than two per day.
Cost / Risk Comparison
Model
On‑Site Only
Online Only
Hybrid
Cash Outlay*
$12–18 k travel + day‑rates
~30 % lower
1 trip travel
Calendar Impact*
1 week
3–5 weeks elapsed
2–3 weeks
Hidden Risks
Decision fatigue, PTO burn
Tribal gaps, scope drift
Requires disciplined facilitation
25‑user mid‑market baseline.
Red Flags
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“We do everything online.” ⇒ cookie‑cutter, low change‑management skill.
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“We need two weeks on‑site before scoping.” ⇒ revenue padding.
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No recordings/transcripts ⇒ scope‑creep ammo later.
Budget Tip — Size Phase Gates to Project Reality
Project Hours
80 hrs
Core modules, QuickBooks replacement
80–160 hrs
Core + WMS or moderate manufacturing)
160 hrs
Multi‑site, heavy manufacturing)
Suggested Payment Split
100 % up‑front (single invoice)
50 % up‑front • 50 % on FRD sign‑off
One‑third increments (33 / 33 / 34 %)
Review Cadence
One wrap‑up call on FRD sign‑off
Mid‑project check‑in
Formal checkpoint each tranche (~40‑50 hrs)
Rule‑of‑Thumb: Give the partner enough runway to keep consultants paid, but size gates so you review progress every 2–4 weeks. Start with this guide, then tighten or loosen gates based on their track‑record in the first phase.
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