Data Migration Approach and Strategy 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................................................................................................................................................. 3Open A/P items................................................................................................................................................ 4Open A/R Items................................................................................................................................................ 5Customer Credit Management.......................................................................................................................... 6G/L Balances.................................................................................................................................................... 6Storage Bins..................................................................................................................................................... 7Batch Numbering.............................................................................................................................................. 7

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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 YearIs 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

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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

How many different systems will this data come from? (Business/Technical)What is the current volume in the system? (Technical)

under 100 100-500

over 500

Volume expected at Migration Time (Business) under 100 100-500

over 500

Is the Customer open to the option of paying all open items out of the old system prior to migration?

Yes No

What historical data is eventually required in the system?

Customer Master


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)?

This should help to determine how early the final 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

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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)


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? (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 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


What is the current volume in the system? (Technical) under 100 100-500

over 500

Volume Expected at Migration Time (Business) under 100 100-500

over 500

Does the customer have Cash Unapplied items? (Business)

Yes No

Volumes?

Does The Customer wish to convert any Customer History in the future? (Business)

Yes No

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 Blueprint phase and may have to be revised later when the user has a better understanding of what SAP offers.

G/L Balances


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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 and changed (get this by location)?

This should help to determine how early the final 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)


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? (Business /Technical)

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

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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?

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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 receiptVolume: Open PO, partial GR, no invoice receiptVolume: 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 receiptVolume: 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 ContractsDoes The Customer have open contracts that need to be converted?

Yes No

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 100 100-500

over 500


Does The Customer have the following categories of data?

Open SO, no delivery, no billing Volume:

Open SO, partial delivery, no billingVolume:

In this case does the Customer need to see the entire SO or is just the open SO item sufficient?

Comments:

Information RecordsDoes the Customer currently store this information? I.e. vendor/material specific pricing etc.

Yes No

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Is it a requirement to convert this data? Yes NoHow many different systems does this data get stored in? (Technical/Business)

Expected volume (Business): under 100 100-500

over 500

Comments: SD PricingAt what level is their current pricing defined? I.e. customer/material etc.


Volume expected (Business) under 100 100-500

over 500

Work with the application consultant to determine how this would translate to in SAP and whether it should be manual or automated. This is generally a difficult migration to automate.

Comments:

Production BOM’sHow 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 and changed (get this by location)? This should help to determine how early the final 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)


What is the format of the old BOM number? (Business /Technical)

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 database by old number.

Do you use Variant BOM’s?

RoutingsHow many systems does this data come from? (Business/Technical)

What is the volume of Routings ? (Technical)

How many of these Routings have not been used

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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)? This should help to determine how early the final extract of data can be done. If they are currently maintained centrally, this also helps in coordinating this activity. (Business)



What is the format of the old routing number? (Business /Technical)

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 database by old number.

Unpresented ChecksWhat will the approximate volume of unpresented checks at migration time be?

Cost Center Plans / BudgetsWhat 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? (Business/Technical)

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 RecordsIt 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?

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(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 ElementsWhat 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 ModuleHow many different systems will this data come from? (Business/Technical)

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. This should help to determine how early the final extract of data can be done. If they are currently maintained centrally, this also helps in coordinating this activity. (Business)


What is the current volume of Master Inspection Characteristics in the legacy system? (Business)

Work with the application consultant to 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).

Comments:

Auditing and ReconciliationHow closely does internal audit want to be involved with the migration process? (Business)

Are there any special audit or reconciliation requirements? (Business)

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Documents

Data Migration Approach and Strategy Template