DATA MIGRATION

STRATEGY AND PLAN

Ver.1

7 June 2010

Transforming Businesses One Client at a Time

Version Details

© Emergys Corp.

Version No. : V.1

Created on : 7 June 2010
Modified on : 7 June 2010

Prepared by : B. KATHIRAVAN
bkathiravan@emergyscorp.com

Reviewed by : T. JAYAKUMAR
tjayakumar@emergyscorp.com

Approved by : KANNAN PALANICHAMY

pkannan@emergys.com

Transforming Businesses… One Client at a Time

Contents

 Master Data
 Transactional Data
 LSMW R2R Objects & Templates
 Data Migration Strategy: ETLV
• Extract Data from Source System
• Transform Data for the Target System
• Load Data in to the Target System
• Validate the Data Loads
 When and Where – Data Load Cycles
 Data Migration – Activity and Status Reporting
 Back-up Charts
• Template for Data Mapping
• Preload Checklist
• Data Migration Status Summary Sheet
• Weekly Status Report

Transforming Businesses… One Client at a Time

Master Data for Conversion

Master Data will be loaded for the following areas

 GL Accounts (Chart of Accounts)
 Cost Element
 Cost Center
 Profit Center
 Asset Master
 Material Master
 Customer Master
 Vendor Master
 Sales Price Condition Records
 Customer Partner Function
 Customer Credit Limit
 Work Center
 BOM
 Routing
 Master Recipe
 Master Inspection Plan
 Master Inspection Characteristics
 Equipment Master

Transforming Businesses… One Client at a Time

Transactional Data for Conversion

Transactional Data (Open Items) will be loaded for the following

areas:

 Open Sales Orders

 Open Purchase Orders
 GL Balances
 AR Open Items
 AP Open Items
 Fixed Assets open items
 Inventory or Balances of Materials

Transforming Businesses… One Client at a Time

LSMW R2R Objects & Templates

Note :
Templates Owner B. KATHIRAVAN

If any changes need in this template contact :

B. KATHIRAVAN
bkathiravan@emergyscorp.com
+91 9600014395 / +91 44 24507500 (Extn. : 570)
(OR)
T. JAYAKUMAR
tjayakumar@emergyscorp.com
+91 9941070076 / +91 44 24507500 (Extn. : 568)

If Kathir / Jayakumar not available, contact:

KANNAN PALANICHAMY
pkannan@emergys.com
+91 9940616364 / +91 44 24507507 / 24507508

Transforming Businesses… One Client at a Time

DM Strategy: General Flow (ETLV)

Transforming Businesses… One Client at a Time

DM Strategy: Extract Data

 Data is extracted from the Source data system(s)

 Data needs to be cleansed as much as possible at the time of extraction
 Values not consistently populated need to be cleansed/ assumed
 Keep Record Count
– Total Records extracted should be recorded on ongoing basis.
 Validate the extracted data
 Persons Responsible
– Client’s IT team
– Emergys SMEs / Client SMEs (Extract Validation)

Transforming Businesses… One Client at a Time

DM Strategy: Extract Data

Checks and Balances

 Client
 Maintain Log of Data Extraction for each object
 Control Totals on the number of Records extracted
 Sampling of extracted data for accuracy and confirmation to mapping
 Maintain screen shots of sample data for validating after completion of data
load into SAP
 Load the extract files in shared space

 Emergys
 Accept Input data from shared space
 Validate for confirmation with field order and format as per baseline Template

 Both
 Maintain Access restrictions to shared space

Transforming Businesses… One Client at a Time

DM Strategy: Transform Data

 Source Data Cleansing

- Clean up the source data to prepare for loading into SAP

 Source - Target Data Mapping

– Field driven mapping
– Mapping source fields to target fields
– Process / Value driven mapping
– Business rules for specific field will drive the values based on
configuration in SAP

 Persons Responsible
– Emergys SMEs / Client SMEs (Mapping for Process)
– Emergys Data Team / Client IT team (Template/Tools)

Transforming Businesses… One Client at a Time

DM Strategy: Transform Data

Checks and Balances

 Emergys
– Check-in Baseline Templates for each Cycle at Confluence Space
– Identify Data Impacts for any Process or Configuration changes
– Maintain and Version control for changes to Data Mapping Templates

 Client
– Develop and Maintain Baseline Templates for each Cycle with respect
to Legacy system
 Record data extract and conversion logic
• Data Cleansing – Identify and Document the process
 Log of additional data elements manually added

Transforming Businesses… One Client at a Time

DM Strategy: Load Data

 Using the automatic programs to load data into SAP system. In Case of
exceptions, manual load may be required.

 Iterative Loading Process

 Defect Resolution until no error
– Log the error with number of records
– Adjustment of Source Data extract values
– Fix Configuration/ Load Errors
– Re-test errors followed by data re-load
 Re-load Data until satisfactory data is obtained

 Keep Record Count

 Total Records loaded should be recorded on ongoing basis.

 Persons Responsible
 Emergys Data team

Transforming Businesses… One Client at a Time

DM Strategy: Load Data

Checks and Balances

 Emergys – Preload Checks to ensure Data integrity

 Emergys
– Maintain List of Data Migration Program (LSMW) objects
– Source files to be read only from Shared space
– Verify number of records read and tally with input count
– Verify number of records converted into intermediate format
– Create and Run the Batch or Direct Input Program
– Maintain screen shots of Batch or Direct Input Program results
– Load Error report and Analysis into shared space for Client-IT
– Repeat the above steps until successful execution of data load
– Log results into the Summary sheet

 Client
– Obtain Error report and correct data

Transforming Businesses… One Client at a Time

DM Strategy: Validate the Data

 Validate the Master Data in SAP and confirm that it reflects the desired
values

 Table Level Validation

 Manual/ Automatic

 Business Process Integration

 Execute Integration, UAT using Converted data
 Validate Control and Key Business Reports to validate transaction
accuracy

 Persons Responsible
 Emergys SMEs / Client SMEs
 Emergys data team / Client IT team

Transforming Businesses… One Client at a Time

DM Strategy: Validate the Data

Checks and Balances

 Emergys
– Compare and tally Control Totals on the number of records migrated for
each object with the input control totals
– Table level validation by executing SE16 transaction
– Random checking of migrated data using SAP transactions and capture
screen prints – SMEs
– Log results into the Summary sheet

 Client
– Verify reports and tally number of records migrated for each object
– Random checking of migrated data using SAP transactions and capture
screen prints – SMEs
• Execute and validate for the Sample data identified in extract process
– Execute Listing reports and compare with input data
– Log results of validation for audit trail

Transforming Businesses… One Client at a Time

DM Strategy: Validate the Data

 Post Migration Cut-Over Financials to be run by Client

– Following reports shall be executed by Client SMEs to ensure the
financial data integrity before SAP system is handed over to the Client
users for the operations.
» GL Balances
» Open Accounts Payable
» Open accounts Receivable
» Fixed assets Loaded
» Inventory Loaded

Transforming Businesses… One Client at a Time

When and Where? – Data Load Cycles

 Cycle 1: DEV/210
– Realization
– Sand Box

 Cycle 2: QAS/300
– Integration / UAT
– Test Box

 Cycle 3: PRD/400
– Go Live
– Production Box

 Dry Runs: DEV or QAS

– As and when required depends on the issues / time line of the project.
– Test Box

Transforming Businesses… One Client at a Time

Data Migration – Activity and Status Reporting

 Daily DM Meeting – Emergys DM and Client IT Team

 Template discussions with Process SMEs
 Log new issues into JIRA
 Validate resolved Issues

 Report Status and Discuss JIRA on the Daily PM Call

 Escalate Major/Critical issues for closure

 Weekly Status report for stake-holder Meeting

 Milestone tracking and Status updates

 Summary Reporting for QA Review

 Review and adherence to quality standards

Transforming Businesses… One Client at a Time

Back-up Charts

Transforming Businesses… One Client at a Time

Template for Data Mapping

Sample Template used for Data Mapping of Material Basic Data

• Assumptions tab contains high level assumptions like if it’s proposed to use Internal
numbering or transfer legacy material number as the Material number SAP system
also

• Material Master Basic tab contains the format in which the input data is to be
provided

• Field definitions tab contains the detailed mapping structure for each field and its
impact to the SAP process

• Other tabs lists out the important configuration data used to reference the material
specific to Client

Transforming Businesses… One Client at a Time

Preload Checklist

 Preload Validation Checks on each input data file before loading the same into SAP

 Verify the File received and type of the file as reported by Client IT team

 Convert the file into Tab Delimited text type if received as Excel data

 Visual verification of the same to confirm the content is as per the appropriate template format

 Verify and change the name of the file to match the specification in the data upload program

 Ensure the file is placed in the appropriate directory as expected by the data upload program

 Following validation checks are done at the start of each Data Load Cycle

 Receive notification from Project Manager on the readiness of SAP Client and its details

 Verify all Data upload Program (LSMW) objects are available in the client

 Random Checks of a few tables using SE16 to ensure that Master and Transaction data tables are
empty

 Confirm with Project Manager the client specific Configuration objects to be loaded initially are
loaded

• Number Range objects are initialized

Transforming Businesses… One Client at a Time

Data Migration Status Summary Sheet

Sample Scorecard used for logging Data Migration Activity Status

• All Master and Transaction objects as identified for Data Migration activity
shall be included in the sheet

• A new sheet shall be used for each Data Load Cycle

Transforming Businesses… One Client at a Time

Data Migration Weekly Status Report

Transforming Businesses… One Client at a Time

 THANK YOU

Transforming Businesses… One Client at a Time