Transform Your Fit-to-Standard Workshop Preparation With AI-Assisted Procedures

This blog post is part of a series highlighting AI capabilities in SAP Activate. For an overview of the complete series, visit the main blog post here: SAP Business AI in SAP Activate: Three Dimensions … – SAP Community

What if AI could help your project team prepare Fit-to-Standard workshops faster, more consistently, and with greater confidence?

Now it can.

Why Fit-to-Standard preparation matters

Preparing for Fit-to-Standard workshops is one of the most important activities in an SAP implementation.

Before the workshops begin, the project team must:

Understand and validate the implementation scope.
Map the business processes and solutions to be demonstrated.
Identify the appropriate stakeholders.
Define clear roles and responsibilities.
Prepare a detailed workshop agenda.
Determine the required inputs and expected outcomes.

This preparation is essential—but it can also require significant time and coordination.

What if an AI-assisted procedure could help the project team perform these activities?

We have exciting news.

AI assistance is now embedded in SAP Activate

SAP Activate now includes AI-Assisted Procedures for selected tasks within the Application: Design and Configuration workstream of the SAP Cloud ERP Private – New Implementation roadmap.

These procedures combine SAP Activate best practices with generative AI to help project teams create comprehensive Fit-to-Standard workshop preparation and planning materials more efficiently.

Each AI-Assisted Procedure is:

Embedded directly in the task description in SAP Roadmap Viewer.
Connected to a task-specific prompt.
Supported by the SAP Activate Prompt Library.
Designed to fit naturally into the implementation workflow.

This means project teams can access AI guidance precisely where they need it—without leaving SAP Roadmap Viewer.

Let’s explore “Prepare for Fit-to-Standard Workshops”

Open the Prepare for Fit-to-Standard Workshops task in SAP Roadmap Viewer.

Inside the task, you will find an AI-Assisted Procedure that guides you through the workshop preparation process. Open the procedure and follow steps 1 through 9.

The procedure helps you organize the necessary project information and use the corresponding prompt to generate a structured Fit-to-Standard workshop preparation plan.

Two new accelerators to support the process

We have also created two accelerators to help project teams use the procedure and its prompt more effectively:

Fit-to-Standard Workshop Notes — a structured template for capturing the information required to prepare and run the prompt.
SAP Activate Prompt Library — a collection of prompts supporting multiple activities across the SAP Activate roadmaps, including the Prepare for Fit-to-Standard Workshops prompt.

The SAP Activate Prompt Library is available directly from the SAP Roadmap Viewer. Simply click the prompt referenced in the task to access it.

Each prompt entry provides consultants with the information they need to:

Understand the purpose of the prompt.
Identify the required inputs.
Execute the prompt correctly.
Review the expected output before getting started.

A structured prompt based on the COP Framework

The prompts follow the COP Prompt Framework, which is organized around:

Context — the project background and information the AI needs.
Objectives — the results the prompt should produce.
Preferences — the expected structure, level of detail, and output format.

This framework makes the prompts easier to understand, execute, and adapt to the specific needs of each project.

What does the prompt generate?

The Fit-to-Standard Workshop Preparation Plan prompt can generate:

Scope Validation Checklist — a pre-workshop sign-off checklist for the System Integrator Lead and Customer Project Manager.
Business Process Scoping Matrix — maps in-scope functional areas to SAP Best Practices scope item IDs, workshop dates, and business owners.
Business Stakeholder Pre-Work — an actionable checklist of items due at least five business days before each workshop.
System Readiness Checklist — covers sandbox provisioning, SAP Best Practices activation, master data, user access, and SAP Cloud ALM setup.
Workshop Agenda Templates — includes a general full-day Fit-to-Standard agenda and tailored versions for functional areas such as Finance, Procure-to-Pay, Order-to-Cash, Manufacturing, Warehouse Management, and Asset Management.
Fit-to-Standard Tracking Template — provides a detailed gap log, including one row for each delta requirement identified in the workshop notes.
Roles and RACI Matrix — defines accountability across key customer, system integrator, architecture, consulting, and project management roles.
Gap Capture Guidance for SAP Cloud ALM — provides a step-by-step process for recording gaps, completing mandatory attributes, assigning resolution categories, and maintaining traceability.
Risks and Mitigation Strategies — creates a risk register covering workshop execution, scope, stakeholders, and technical readiness.
Classification Decision Tree — supports consistent classification of requirements as Fit, Partial Fit, Gap, Out of Scope, or Deferred.

A representative example is also available in the Sample Output section of the prompt library.

What are the benefits?

AI-Assisted Procedures can help project teams:

Accelerate Fit-to-Standard workshop preparation.
Generate agendas based on the project scope.
Improve visibility into required resources, stakeholders, and inputs.
Reduce the time needed to validate workshop topics and schedules.
Establish a structured timetable for the topics to be discussed.
Apply SAP Activate guidance more consistently.
Start from a comprehensive, structured plan that the project team can review and refine.

AI supports the preparation—but the project team remains responsible for reviewing, validating, and adapting the output to the project context.

This is just the beginning

AI-Assisted Procedures bring SAP Activate guidance and generative AI together directly within the implementation workflow.

And this is only the beginning—more AI-assisted content is on the way.

Are you ready to use the Fit-to-Standard Workshop Preparation prompt in your next project?

Try it and share your experience in the comments. We would love to learn how you used the prompt, what value it brought to your project, and which SAP Activate task you would like to see supported next.

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