Rockwell Data Migration to NetSuite

Driver The business driver of this project is to enable Colibri Group to empower their business growth and continue
business operation by having capacity to meet the demands of post merger-acquisition.

Approver Finance SME

Contributors @ talha.parvaiz @ Anil Vemula @ Pavan Somepalli @ Mason McCoy @ Shanmuganathan Karuppiah

Informed @ Ian Necus @ Marc Golab

Objective The overall objective of this document is to clarify and describe the business requirement of the financial
data migration from Rockwell DB to Colibri CDL/NetSuite.

Due date

Key outcomes The outcome of the activity is uniting all the data in one landscape - NetSuite so business decisions are
made on the correct KPI.

Purpose The purpose of this document is to ensure Business, Finance, and IT are aligned in the approach for data
mapping and selective data transition from Rockwell to NetSuite.

Scope

At the outset, Colibri data migration team will perform the complete data migration activity from source
In Scope Rockwell DB to Colibri CDL/NetSuite. The following will be part of the scope:

Step 1 - Import financial data into the CDL thus making it available for PBI consumption
This is generally 2-3 years of historical data and current day to day transactions
Step 2 - Colibri Finance/Accounting, Subsidiary IT and Colibri integrations leader work to map the
item catalog.
Step 3 - Import daily transactions into NS using the exact same data structure and process as
outlined in the first bullet point. Internally to Colibri the change is now that financial data is residing
within NS and will be pulled from there going forward (more discussion is needed to handle Historical
Financial Data as it should NOT be in NS as transactions. Some options would be to make available
as PDF’s associated to customer records (bad due to speed, file cabinet size etc), store the data
within the CDL or store the data within the DW (our preference)) This is one reason for this process
being three steps, the need to segregate that data. It’s best to flip this switch from the CDL imports to
the NetSuite imports on the last day of the month so that the finance team doesn’t have to look at two
sources to reconcile the data.

The data migration process activities start with Planning, leading to Analysis and Design, progressing to
Migration of Data, finishing invalidation - where converted data loaded in the target systems database
NetSuite and Colibri Data Lake for BI reporting.

Configuring of GL Accounts,
Not in scope: Customer and Product/Course/Item transactions.
Magi systems
Integration of interfaces

Reference document.
Procedure
Overview of Centralized Financial Model - Migrations - Confluence (atlassian.net)

Figure 1 illustrates the high-level data migration approach to NetSuite

 Development of the Project Plan - WBS

The project plan has been drafted and available for review (see attached project plan). The objective of this plan is to:

Define the target migration solution based on the information gathered

Identify a deliverable-oriented, hierarchical decomposition of the work to be executed to complete migration of data from Rockwell
Legacy to NetSuite by the migration team.
Clarify the task for better collaboration and ownership.
To create a project schedule.
The detailed project schedule defines the work to be performed, the resources and associated time commitments required for the
project, and the individual phases of the project.

To assist in summarizing the tasks involved a RACI model approach has been used as appropriate to highlight the four most important roles:

Responsible – the entity who is responsible for completing the task

Accountable – just one entity who is accountable for each task
Consulted – those who give advice
Informed – those who must be kept in the loop regarding the progress of the project

Data Mapping

The data mapping into NetSuite has been drafted (see attached drawings links to folder) for your review. Data profiling should be done to ensure
representative variations are used, otherwise defects and unique mappings and requirements may remain hidden. If data volumes are very large,
the initial test migration cycles may need to use samples of representative data.

Below table represent Rockwell finance data mapping .

Rockwell fields and values for NetSuite NetSuite fields and values for Rockwell as follows
 LocationID
Account
PaymentMethod =11 (default) , pls confirm if any
Education type
Profession
custbody_refundreason -> if reason is refund, NetSuite
InternalID ?
custbody_refundsubreason -> matched NetSuite ID?

Perform Business Validation and Transition Planning

Objective
The purpose of this task is to validate the outcome of the role mapping and change impact analysis. This is done with the impacted business
stakeholders in order to gain sponsors approval.

Known Risks, Assumptions & Dependencies

During the feasibility study the following tasks must be performed and documented:

Assumption:

Completed detailed analysis of the existing functionalities and processes.

Availability of SMEs - access to SMEs is key to tuning the business rules and reviewing intermediate findings/preliminary reviews etc..
Data migration approach understood to perform the clerical review does not overload the business

Risk:

Calculating Correct Clerical Match Review Thresholds. When migrating to a new system the objective is to identify all the duplicates, to
reduce on going efforts/costs, and so on. However, the biggest risk in the project is to identify a duplicate, which does not exist.
Rockwell Database Access – pending/delayed.
Not enough information received on NetSuite samples & Product template from Rockwell

Dependencies:

System Access available to understand the source data systems, business priorities, and technical data migration requirements.

Milestones and deadlines

Milestone Owner Deadline Status

Roles and Responsibilities:

Roles Description Assign to

Business Analyst @ talha.parvaiz

Clarify/Refine scope of the project

Help to prepare/validate the Data Profile created by Migration team technical / Data Analysts
Validate Data Mapping document – developed by Migration’s Technical Leads for the Conversion and
related reporting.
Analyze impacts of the Data Conversion processes and related actions on the Business
Work with the Business to assist in user acceptance testing
 Technical Analyst (Target System-NetSuite/Boomi and Power BI) @ Shanmuganathan Karuppiah

Assist in Migration team learn/explore the Target System Environment

Assist in Identifying the Target System Entities (in terms of File / Table name, Record Layouts)
Resolve queries during Analysis and Mapping phases
Makes technical decisions relating to the configuration of data exchange and transform features – after
the Data Mapping exercise is completed.
Assist in determination Test results based on extracted relevant Legacy System Data for Migration
Technical Team for Testing of Conversion Programs/ Migration Tool

Project Manager @ Marc Golab

Manages the Data Conversion Processes and reporting

Review and, if required modify, develop the Migration Plan
Coordinate and provide necessary resources – as per the Migration Plan.
Assign the right technical resources

System Engineer(s) @ Anil Vemula

Provide help in understanding the Legacy System Environment and Target

System Environment – possibly SME of the Target Systems
Help to setup up Staging Area (Servers/ network)
Connectivity between Legacy System and Staging Area
Execute the process of DATA LOAD in the target environment

TBD
Financial Data Analyst (SME)
Help to validate transactional and financial data before Migration.
Able to confirm and sign-off
Strong background in reviewing Business and financial requirements in order to produce a
comprehensive test case.

TBD
Database Administrator
If RDBMS is being used in either or both of the Legacy and Target system, Data Definition Language
(DDL) could be generated to identify Table and filed properties
Create and Maintain Test Database for the Target System and Staging Environment for the actual
Conversion

TBD
Quality Assurance Analyst
The objective of this role is to provide a viable, correctly configured technical quality assurance environment
that is available for use by the project/migration team to test configuration and development in a “production
like” environment. In addition to that conduct continuous quality check of the data to be migrated or post
migration.

Migration Team will assign Technical Resources to the Project team –

Business Analyst, having relevant experience of the business processes

Technical Analyst, having relevant experience
Data Analyst / Subject Matter Expert (SME)
Technical Lead – with experience in design and developing application system
Quality Assurance Analyst – for data mapping
Developers, when required

Business Signoff

Once all tests and queries have been conducted, the data migration team compiles the results and requests a preliminary review by the data
owners and subject matter experts (SMEs).

Once the data owners and SMEs have provided feedback, the team prepares the final findings as a written report or verbal presentations to be
delivered to key stakeholders.

Depending on the requirements, the final data quality report includes topics such as:

Updated data mappings and business rules

Summary of data quality metrics for all the business objects
Data profiling results of selected data
 Test application and integration, user acceptance test, test cut-over plan
Any outstanding data quality issues that need to be resolved. At the end of this task, the data migration team can move into the next
phase with the confidence that the vast majority of data quality issues and migration issues have been resolved and mitigated.
Deliver Final Presentation and Sign-off.

Reference materials

https://mckissock.sharepoint.com/:x:/s/HomeCEUMigrationProjectSite/EVE1czeN6odIs7Xmc97JBTgBBxGdTSugO1jCxtXNWzgP-w?e=UM0pA1

https://mckissock.sharepoint.com/:f:/s/HomeCEUMigrationProjectSite/Eifb1ZTHfZVNnDMZ4fSna5EB4W0LAN1J4flBO_BCSaQgJw?e=WiXeRa