Knowledge handover sprint
- Interviews and recordings with the departing key user
- Process map of the role with SAP transactions
- Handbook with exceptions, errors and contacts
- Typically 5 working days
KNOWLEDGE TRANSFER · ONBOARDING · SAP
When key users leave,
the process knowledge stays.
I capture what your experienced people know as a process map and handbook, in German, English and Chinese. New colleagues get productive sooner, and nobody has to ask the same thing three times. Focus: SAP-supported processes in sales, purchasing and service.
SAP ECC and S/4HANA · SD, MM, CS · BPMN 2.0 · Signavio, viflow, SharePoint
Example
Order-to-Cash in the process portal
Pick a step to see what your employees would see.
Order-to-Cash · 1/5
Create sales order
- Role
- Sales back office
- SAP transaction
- VA01
- Handbook
- 2.1 · Enter order, check prices and delivery date
- Typical question answered here
- Which order type do I use for a sample shipment?
Order-to-Cash · 2/5
Create delivery
- Role
- Shipping
- SAP transaction
- VL01N
- Handbook
- 3.1 · Create delivery and start picking
- Typical question answered here
- Why is this item not relevant for delivery?
Order-to-Cash · 3/5
Post goods issue
- Role
- Warehouse
- SAP transaction
- VL02N
- Handbook
- 3.4 · Post goods issue, print delivery note
- Typical question answered here
- How do I handle a partial delivery?
Order-to-Cash · 4/5
Create invoice
- Role
- Billing
- SAP transaction
- VF01
- Handbook
- 4.2 · Invoices and credit memos
- Typical question answered here
- Why is the order still in the billing due list?
Order-to-Cash · 5/5
Post incoming payment
- Role
- Accounts receivable
- SAP transaction
- F-28
- Handbook
- 5.1 · Incoming payments and dunning
- Typical question answered here
- How do I post a partial payment?
Example only. Steps, transactions and chapters are tailored to your system and handbook.
The problem
Sound familiar?
Knowledge retires
The long-standing key user retires, resigns or is off sick. Handover: two weeks, minus holidays. Afterwards nobody knows how to post the credit memo or the return order.
76 emails instead of one process page
Decisions sit in email chains, PowerPoint, Excel and Teams folders. Newcomers read for days and still lack the big picture: who is upstream, who is downstream, who decides.
Three hours of video, no chapters
There are screen recordings, but they are long, outdated and stored in a hundred versions. New people don’t dare ask again, and experienced colleagues lose time to constant training.
Services
Three packages, one goal: knowledge that stays
Role onboarding package
- Role handbook and 30-60-90-day plan
- Two onboarding sessions for the new hire
- Four weeks of Q&A support
- Reusable for further hires in the same role
Process inventory
- One end-to-end process, e.g. order-to-cash
- BPMN 2.0, importable into SAP Signavio
- Linked handbook with screenshots
- List of deviations from SAP standard
Optional: each additional language (German, English, Chinese) and monthly maintenance, where I work in your changes and send a change report.
Who it’s for
Who it’s for
Mid-sized companies on SAP
When a few key users know everything and everyone else has to ask.
Job cuts and retirements
When experienced colleagues leave and take their knowledge with them.
Before moving to S/4HANA
If you don’t know your as-is processes, you migrate the chaos along with them.
International teams
When new hires aren’t native German speakers, or sites in China are part of the picture.
Approach
Four steps to your process portal
Free process check
30 minutes online: which processes cause the most trouble, and what documents exist already?
Pilot one process
One end-to-end process, for example order-to-cash, visualised and linked to the handbook.
Roll out
More processes by priority, published in the process portal.
Hand-over
Key-user training and a maintenance concept. Then your team runs it on its own.
Working together
How we work together
Every project starts with a free process check. Afterwards you receive a concrete quote.
Process check
30 minutes online: where it hurts and which step pays off first.
FreeFixed-price packages
Handover sprint, onboarding package or process inventory. Scope and price are agreed up front.
Fixed price on quoteMonthly maintenance
You report changes, I update processes and handbook. 5, 10 or 20 hours a month, minimum 3 months.
Monthly feeConsulting by effort
SAP process consulting (SD, MM, CS), process optimisation, IT project management and PMO, as a freelancer, remote or on site.
By effortTravel costs for on-site work charged at cost.
Calculator
What does onboarding cost you today?
A rough estimate with your own numbers. The assumptions are explained below.
Colleagues’ time–
New hire’s productivity gap–
Cost per new hire–
Cost per year–
Possible savings per year*–
Assumptions: new hires work at about 30% of their later output in months one to three and about 70% in months four to six (160 hours a month). *Savings if a role handbook cuts colleagues’ training time by 40% and full productivity comes one month earlier. Example figures, not a promise.
From practice
Retirement without a single day of handover
Situation
International life sciences group, German site. The long-standing process owner retired without a handover. Knowledge was spread across PowerPoint, Excel and SharePoint; one open question hung on a chain of 76 emails.
Approach
Interviews with everyone along the process chain, one overall picture built from many partial views, upstream and downstream processes and owners clarified, viflow introduced and the processes published in the browser.
Result
Employees find processes and contacts themselves and have kept maintaining them since, instead of hunting for a person with every question.
Experience from my work as a process manager, anonymised. I have also seen first-hand, as a consultant and project member in several companies in Germany, how onboarding works without process knowledge: in automotive supply, energy, industry and IT.
Free
Checklist: before a key user leaves
15 questions to answer before the last working day. In German, English and Chinese.
About
Lea Gong
I am an SAP consultant and process manager in the Stuttgart region. I have worked on SAP processes in SD, MM and CS in large groups and mid-sized companies, including the automotive industry, an international life sciences group, industrial manufacturing and an energy grid operator. As a process manager I introduced viflow after my predecessor had retired without a handover.
I have also taught German since 2014, so I write instructions that make sense without SAP background and without German as a first language.
10+ years of project experienceIn Germany and China, several of them in SAP projects
GPM · PRINCE2 · PSM IProject management
TÜV RheinlandApplied AI Transformation Manager
MSc Business Intelligence & AnalyticsBusiness school in France
MBAChina
B.A. German studiesChina, with exchange at Leipzig University
Chinese · German C1 · English C1Working languages
Contact
Book a process check
Tell me briefly which SAP system and which processes are on your mind. I reply within two working days.
- info@sinobridge-ai.com
- Lea Gong · SinoBridge AI Consulting
- Phone
- +49 177 5619819
- Location
- Stuttgart region, Germany