DATA MIGRATION

STRATEGY AND PLAN
Ver.1

7 June 2010

Transforming Businesses One Client at a Time

Version Details
© Emergys Corp. Version No. Created on : : V.1 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 .

com +91 9600014395 / +91 44 24507500 (Extn.LSMW R2R Objects & Templates Note : Templates Owner B. : 570) (OR) T. JAYAKUMAR tjayakumar@emergyscorp.com +91 9941070076 / +91 44 24507500 (Extn. KATHIRAVAN bkathiravan@emergyscorp. : 568) If Kathir / Jayakumar not available.com +91 9940616364 / +91 44 24507507 / 24507508 Transforming Businesses… One Client at a Time . KATHIRAVAN If any changes need in this template contact : B. contact: KANNAN PALANICHAMY pkannan@emergys.

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 .

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 – Emergys Data Team / / Client SMEs (Mapping for Process) Client IT team (Template/Tools) Transforming Businesses… One Client at a Time .Clean up the source data to prepare for loading into SAP  Source .DM Strategy: Transform Data  Source Data Cleansing .

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 .

 Persons Responsible  Emergys Data team Transforming Businesses… One Client at a Time . 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.DM Strategy: Load Data  Using the automatic programs to load data into SAP system. In Case of exceptions.

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 .

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  Validate the Master Data in SAP and confirm that it reflects the desired values  Table Level Validation  Manual/ Automatic  Business Process Integration  Execute Integration.

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 .

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