Fit-to-standard workshops are the core of the Explore phase in SAP Activate. Traditional ERP projects began by documenting how the business works today, then customising software to match. Fit-to-standard flips that. You start from SAP’s standard processes and change only what truly needs changing. It’s the fastest way to scope S/4HANA.
- Start from SAP’s best practices, not today’s process.
- Classify each step as fit, gap or business change.
- Fewer gaps means a faster, cheaper project and easier upgrades.
- Bring decision-makers into the room.
What fit-to-standard workshops are
In the Explore phase of SAP Activate, consultants demonstrate SAP’s preconfigured processes in a working system. Business users compare them with how they work today and decide together whether the standard fits, needs a small extension, or whether the business should change its process.
How a workshop runs
| Outcome | What it means | What happens next |
|---|---|---|
| Fit | SAP standard works as is | Configure and move on |
| Business change | Adopt SAP’s way instead of today’s | Plan training and change |
| Gap | A genuine requirement standard doesn’t meet | Design an extension, ideally on SAP BTP |
Tips for success
- Send decision-makers, not only note-takers.
- Challenge ‘we’ve always done it this way’: ask what value a custom step adds.
- Keep a gap log with an owner and a decision date for each item.
- Prefer extensions outside the core to keep upgrades simple.
Every gap you avoid in a workshop is a cost you avoid for the life of the system.
Common mistakes to avoid
Documenting today’s process first
Fit-to-standard workshops start from SAP’s standard. Spending weeks documenting the old process wastes time.
Too many attendees, no decisions
Keep workshops focused, with people who can decide.
Accepting every gap
Challenge each gap: does it add value, or is it just habit?
No follow-up on open items
Every open question needs an owner and a date, or the project stalls.
A worked example: order-to-cash
This scenario is a composite of common situations, not a specific client.
In an order-to-cash workshop, consultants show how SAP handles quotations, orders, delivery, billing and credit checks.
The sales team realises its manual credit approval email can be replaced by SAP’s standard credit management. Two genuine gaps are logged: a special pricing rule and a customer portal.
Most of the process is marked as fit, the pricing rule becomes a small extension, and the portal goes onto SAP BTP. Fit-to-standard workshops turned weeks of debate into a clear, short build list.
Checklist before your fit-to-standard workshops
Use these questions with your team before you begin. Clear answers here make every later decision faster.
- Process owners booked for every relevant workshop
- A short list of pain points for each process
- Agreement that standard comes first
- A gap log template with owner and decision date
- A rule for which gaps go to SAP BTP instead of the core
Frequently asked questions
How many workshops does a project need?
It depends on scope: typically one or more per end-to-end process, such as order-to-cash or procure-to-pay.
Who should attend?
Process owners who can make decisions, key users who know daily work, and the SAP consultants.
Is fit-to-standard required for cloud ERP?
For S/4HANA Cloud Public Edition it’s essential, since the core can’t be modified. It’s best practice for all editions.
How long does a fit-to-standard workshop last?
Usually half a day to a day per process area, sometimes with follow-ups.
Can we do fit-to-standard workshops remotely?
Yes, though complex processes often benefit from in-person sessions.
Want to see how SAP’s standard fits your business?
We run fit-to-standard workshops that show exactly where your processes match, and where they don’t.