data migration plan v1.1_20100607

Transforming Businesses One Client at a Time

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

[email protected]

Reviewed by : T. JAYAKUMAR

[email protected]

Approved by : KANNAN PALANICHAMY

[email protected]

mailto:[email protected]




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


Master Data for Conversion

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

Master Data will be loaded for the following areas


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


LSMW R2R Objects & Templates

Note :

Templates Owner B. KATHIRAVAN

If any changes need in this template contact :

B. KATHIRAVAN

[email protected]

+91 9600014395 / +91 44 24507500 (Extn. : 570)

(OR)

T. JAYAKUMAR

[email protected]

+91 9941070076 / +91 44 24507500 (Extn. : 568)

If Kathir / Jayakumar not available, contact:

KANNAN PALANICHAMY

[email protected]

+91 9940616364 / +91 44 24507507 / 24507508





DM Strategy: General Flow (ETLV)DM Strategy: General Flow (ETLV)


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)


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

DM Strategy: Extract Data


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)


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


DM Strategy: Load Data

Using the automatic programs to load data into SAP system. In Case ofexceptions, 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


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

DM Strategy: Load 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

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



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



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


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


Back-up Charts


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 Internalnumbering 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 beprovided

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

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


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


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


Data Migration Weekly Status Report


THANK YOU

data migration plan v1.1_20100607

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