Data Migration Scoping Questionnaire Template

DATA MIGRATION SCOPING
QUESTIONNAIRE TEMPLATE
PROJECT IDENTIFICATION
Project Name CPI Project Number
<Project Name>
Customer Name Customer Number
<Customer Name>
SAP Project Manager Customer Project Manager
<SAP Project Manager> <Customer Project Manager>
DOCUMENT IDENTIFICATION
Author Document Location (repository/path/name)
<Author> <Document location>
Version Status Date (YYYY-MM-DD) Document Classification
0.1 Final <Date> Internal
REVISION HISTORY
Version Date Description
0.1 June 28,2011 Reformatted to the latest format
0.2
TABLE OF CONTENT
Questionnaire................................................................................................................................................. 3
Open A/P items................................................................................................................................................ 4
Open A/R Items................................................................................................................................................ 5
Customer Credit Management.......................................................................................................................... 6
G/L Balances.................................................................................................................................................... 6
Storage Bins..................................................................................................................................................... 7
Batch Numbering.............................................................................................................................................. 7
Copyright/Trademark
Questionnaire Instructions:
This questionnaire is used as a tool to collect information about your business that will be useful for tailoring
the R/3 Solution to your business needs. Enter your answers in the fields after the questions, using the TAB
key to move from field to field. You may save and later change your answers in this questionnaire, just as
you would with any other Word document.
Questionnaire
General
Timing of Migration (Business) Year End Mid Year
Is the customer prepared to go with the general
policy of leaving the migration of historical data
until after the go-live date?
Are there any exceptions to this? (Business) Yes No

Is it possible that historical data can be stored in
another format besides SAP? Hardcopy,
Microfiche, in the legacy system, in the SAP Info
structures etc? (Business)
How many different legacy systems do you have?
Please list the different systems: (Technical)
What data integrity/duplicity problems exist in the
legacy systems? (Technical) Here we are trying
to determine how much cleanup of data will be
required.
An example would be if two legacy system files do
not reconcile, therefore the data must always be
taken from one file rather than another.
G/L Account Master
Will the Chart of Accounts be redefined or similar
to the one which already exists?
If it is to be redefined, this should be a manual
migration rather than automated. (Business)
If it is being redefined, it is important to
communicate to the customer that they should try
to map old to new numbers for migration of G/L
balances, PO’s, A/P invoices etc. (Business) This
is especially important if there are very high
volumes of open PO’s, etc.
Are you aware of the pre-configured client and its
predefined chart of accounts and its potential
benefits?
Vendor Master
How many different systems will this data come
from? (Business/Technical)
What is the current volume of vendors in the
legacy system? (Technical)
What is the frequency at which Vendors are
created and changed (get this by location)?
This should help to determine how early the final
Copyright/Trademark
extract of data can be done. If they are currently
maintained centrally, this also helps in
coordinating this activity. (Business)
Is it possible to report on all creations and
changes to this data from a particular date?
These could then be added manually depending
on the volumes. (Technical)
How many of these vendors have not been used
in the last year? (Technical)
Is it possible to ignore these from the migration if
there are no open items against them? (Business)
Are there significant duplication issues?
Can this be quantified? (Business/Technical)

How are partner functions currently defined within
the legacy systems?
Are these relationships defined? (Business /
Technical)
What is the format of the old Vendor Number?
(Business /Technical)
Is there a requirement for users to be able to
search the SAP number by the old number?
Explore this area more before answering a quick
“yes.” Eg., Explore the use of matchcodes by
name etc. Ensure the person answering the
question understands the options available using
standard matchcodes.
Open A/P items
What is the current volume in the system? under 100 over 500
(Technical) 100-500
Volume expected at Migration Time (Business) under 100 over 500
100-500
Is the Customer open to the option of paying all Yes No
open items out of the old system prior to
migration?
What historical data is eventually required in the
system?
Customer Master
How many different systems will this data come from? 
(Business/Technical)
What is the current volume of Customers in the legacy 
system? (Technical)
What is the frequency at which Customers are created 
and changed (get this by location)?
maintained centrally, this also helps in coordinating this
activity. (Business)
Is it possible to report on all creations and changes to 
Copyright/Trademark
this data from a particular date. These could then be
added manually depending on the volumes.
(Technical)
How many of these Customers have not been used in 
the last year? (Technical)
How many of these Customers have not been used in 
the last 2 years? (Technical)
Is it possible to ignore these (1 or 2 years) from the 
migration if there are no open items against them?
(Business)
Are there significant duplication issues? 

How are partner functions currently defined within the 

legacy systems?
Are these relationships defined? (Business / 
Technical)
What is the format of the old Customer Number? 

Is there a requirement for users to be able to search 
the SAP number by the old number?
Explore this area more before answering a straight
yes. Eg. Explore the use of matchcodes by name etc.
Ensure the person answering the question
understands the options available using standard
matchcodes.
Open A/R Items
How many different systems will this data come from?
What is the current volume in the system? (Technical) under 100 over 500
100-500 
Volume Expected at Migration Time (Business) under 100 over 500
100-500 
Does the customer have Cash Unapplied items? Yes No
(Business)
Volumes? 
Does The Customer wish to convert any Customer Yes No
History in the future? (Business)
Customer Credit Management
If credit management is being used in SAP, how well is 
the old system matched to SAP? (Business)
This may be difficult to answer in the Solution
Validation phase and may have to be revised later
when the user has a better understanding of what SAP
offers.
G/L Balances
Copyright/Trademark
What level of migration is required? (Business) Transaction Details
Monthly Balances / Movement
Opening Balances only
Comments: 
If the migration is at year end, is it possible to only 

convert open Balance sheet and refer to the legacy
system for P&L balances?
This simplifies the migration greatly in terms of the
mapping of old departments to cost centers, etc
(Business).
Material Master
What is the current volume of Materials in the legacy 
system? (Technical)
How many of these Materials have not been used or 
had an inventory balance/forecat/demand in the last
year? (Technical)
Is it possible to ignore these from the migration if there 
are no inventory balances/no forecasts/no demands
against them? (Business)
What are the new organizational units in which the 
materials have to be created?
This helps to estimate the volume. If you create all
materials in all organizational units for several of them
it much more volume than creating a material only in
one of them.
What is the frequency at which Materials are created 
maintained centrally, this also helps in coordinating this
activity. (Business)
Is it possible to report on all creations and changes to 
this data from a particular date.
These could then be added manually depending on the
volumes. (Technical)
Are there significant duplication issues? 

Do the types of materials in the legacy system relate 

well to the material types in SAP? The answer to this
may come from the MM questionnaire.
What is the format of the old Material Number? 
Is there a requirement for users to be able to search 
the SAP number by the old number? Note that a
standard matchcode exists to search the materials
Copyright/Trademark
database by old number.
Storage Bins
What is the current volume of bins to be managed in 
MM-WM?
If warehouse management is being used, what is the 
numbering convention of current storage bins?
If this is very regular, then the generate function
within SAP should be used rather than a migration.
Work with the application consultant in this area since
this may overlap with their questionnaire.
Batch Numbering
If batch management is being used, what will the 
naming convention be? 
If they are being retained from the old systems, 
then
the batch can be created at time of converting 
inventory, otherwise a separate migration of Batches
may be required. Work with the application 
consultant in this area since this may overlap with their
questionnaire.
Inventory Levels
Will a physical stock count be done prior to going
live to validate the legacy data? (Business)
Will there be any inventory which will not be held
in SAP because the materials are being converted
as Non-stock and therefore they are directly
expensed in SAP? (Business)
If there are, then a manual entry to an expense
account should be made for the value of these
materials.
If batch management or Warehouse management
is being used, it is important to know, since this
will help define how the initial inventory entry is
made and what fields are required.
If Warehouse management is used, the migration
of inventory onto specific storage bins requires a
second step in the inventory migration process.
(Technical)
At the time of migration, how much stock could be
in transit?
Does this need to be catered for in migration, or
can the business procedurally handle this?
Is there stock on consignment at customer
locations? (Bus) Volumes?
Does the customer have vendor consignment
stock? (Bus) Volumes?
Copyright/Trademark
How is consignment stock identified in the existing
systems? (Tech/Bus)
Is it easily linked to the vendor or customer
number?
How are plants, locations, storage bins currently
defined in the existing systems?
This needs to be defined well, because often a
field in a legacy system may need to be mapped
to a mixture of plants, storage locations, storage
bins. (Business/Technical)
Answer the following questions with the options listed below:
How many different systems does this data get stored in? (Technical/Business)
What are the current volumes of open PO’s by location? (Technical)
What is the estimated volume of open PO’s at migration time? (Business)
Does The Customer have the following categories of data? (Business)
Open PO, no GR, no invoice receipt
Volume: 
Open PO, partial GR, no invoice receipt
Volume: 
In this case, does the Customer want to see the entire PO or just the open PO item? 
The Inventory can come straight in as movement type 561. 
What issues do we have in terms of entering the invoice with reference to GR and PO? If the
customer has a lot of these situations, interim procedures must be put in place. 
Open PO, partial GR, invoice receipt
Volume: 
In this case, does the Customer want to see the entire PO or just the open PO item? 
The Inventory can come straight in as movement type 561. 
Is the invoice receipt for the entire amount? Does it have to be linked to the PO? 
Should the invoice be blocked for payment? 
Open Contracts
Does The Customer have open contracts that Yes No
need to be converted?
How many different systems does this data get
stored in? (Technical/Business)
What history will eventually be required? Comment:
Open Sales Orders:
What are the current volumes of open SO’s by
location? (Technical)
Volume Expected at Migration Time (Business) under 100 over 500
100-500
Does The Customer have the following categories Open SO, no delivery, no billing
of data? Volume: 
Open SO, partial delivery, no billing
Volume: 
In this case does the Customer need to see the Comments: 
entire SO or is just the open SO item sufficient?
Information Records
Does the Customer currently store this Yes No
information? I.e. vendor/material specific pricing
etc.
Copyright/Trademark
Is it a requirement to convert this data? Yes No
Expected volume (Business): under 100 over 500
100-500
Comments: 
SD Pricing
At what level is their current pricing defined? I.e.
customer/material etc.
Volume expected (Business) under 100 over 500
100-500
Work with the application consultant to determine Comments: 
how this would translate to in SAP and whether it
should be manual or automated. This is generally
a difficult migration to automate.
Production BOM’s
How many systems does this data come from?
(Technical)
What is the volume of BOM’s ? (Technical)
How many of these BOM’s have not been used in

the last year? (Technical)
Is it possible to ignore these BOM’s for migration?
(Business)
What is the frequency at which BOM’s are created
Are there significant duplication issues? Can this
be quantified? (Business/Technical)
What is the format of the old BOM number?
search the SAP number by the old number? Note
that a standard matchcode exists to search the
materials database by old number.
Do you use Variant BOM’s?
Routings
How many systems does this data come from?
What is the volume of Routings ? (Technical)
How many of these Routings have not been used
Copyright/Trademark
in the last year? (Technical)
Is it possible to ignore these Routings for
migration? (Business)
What is the frequency at which routings are
created and changed (get this by location)?
Are there significant duplication issues?

What is the format of the old routing number?
search the SAP number by the old number? Note
that a standard matchcode exists to search the
materials database by old number.
Unpresented Checks
What will the approximate volume of unpresented
checks at migration time be?
Cost Center Plans / Budgets
What is the expected number of cost centers to
be defined in SAP? (Business)
At what level is cost center planning currently
performed? (Business)
What format / systems is this data held in?
What is the timing during the year that this activity
is done, versus when it is first needed in SAP?
(ie., Can it be done in post-implementation?)
(Business)
Who is responsible for planning? (Business)
This will effect the logistics of how this new
formatted data can be captured for SAP format. If
every Department manager does it, for example, it
will be difficult to create a simple spreadsheet to
capture this data.
Human Resources - Personnel Records
It is necessary to work closely with the application consultant in this area to define a Migration
“Hiring” event so that the correct infotypes are captured as personnel data is uploaded.
How many employees does the customer have?
What are the volumes broken down into?

(Permanent, Part Time, Temporary, etc.)
What dates should be used in the hiring event?
There are some limitations over backdating the
date of the hiring event.
How many systems will this data come from?
Copyright/Trademark
(Technical/Business)
How many addresses are stored for an employee
currently? This will impact how many times the
same infotype will occur in the migration event.
If integration to CO is active, how will the mapping
of employees to Cost Centers be established?
If Payroll is being done externally to SAP, what
data is required to be stored in SAP to satisfy the
3rd party payroll requirements. E.g., with ADP,
there needs to be a file number.
Project System - Work Breakdown Structure Elements
What is the average and maximum numbers of
WBS Elements per Project Definition? If there are
more than 100, it becomes very slow and
inefficient to load these.
Total volume of projects?
Quality Management Module

What is the frequency at which QM Master data is
created and changed (get this by location)? This
refers to the tests and inspection plans rather than
results.
What is the current volume of Master Inspection
Characteristics in the legacy system? (Business)
Work with the application consultant to Comments: 
understand how different the existing data is. It is
very difficult to do a straight extract and upload
into SAP. Plan to extract the data as early as
possible to manipulate into a format more suitable
for SAP (e.g., General Characteristics, master
inspection chars, methods, classes, material
specs, inspection plans, certificate profiles).
Auditing and Reconciliation
How closely does internal audit want to be
involved with the migration process? (Business)
Are there any special audit or reconciliation
requirements? (Business)
Copyright/Trademark

Data Migration Scoping Questionnaire Template

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Data Migration Scoping Questionnaire Template

Uploaded by

Copyright:

Available Formats

DATA MIGRATION SCOPING

How are partner functions currently defined within the 

What is the format of the old Customer Number? 

If the migration is at year end, is it possible to only 

Do the types of materials in the legacy system relate 

How many of these BOM’s have not been used in

How many of these Routings have not been used

What are the volumes broken down into?

Quality Management Module

You might also like