Status

  In Progress

Owner

JOSHI-ext, Aditya 

Stakeholders

Purpose

The purpose of this document is to define the conversion approach to create EAM Document Info Records in S/4 HANA.

Legacy Document Info Record is using a diverse range of formats across the different systems. There are instances where the same Document Info Records are duplicated within and across sources, with informal words which are not used by Plant Maintenance objects at all. This results in data inconsistency. As per SyWay design, EAM Document Info Records will be standardized.


Conversion Scope

A Document Info Record (DIR) is a structured way to manage and store documents related to assets, equipment, maintenance processes and other EAM objects. It is part of the SAP Document Management System (DMS) and serves as a metadata record for documents stored within SAP. DIRs can be linked to EAM objects such as - 

  • Equipment & Functional Locations: Link maintenance guidelines and inspection reports.
  • Work Orders & Notifications: Attach technical manuals or safety instructions.

The scope of this document covers the approach for converting active EAM specific DIR from Legacy Source Systems into S/4HANA following the DIR Master Data Design Standard.

The data from legacy system includes:

  1. DIR Records (Table DRAW) should be linked to EAM specific Objects (Table DRAT)
    • EQUI-Equipment master
    • IFLOT-Functional location
    • PMAUFK-PM Order
    • PMPLKO-TL Header
    • PMQMEL-Maintenance notific.
  2. DIR Records to be created to store long text from the Legacy Standard Texts linked to respective Master/ Transactional data Object -
    • Text ID = ST
      Text Object = Text
      Text Name = *ZPM*

The data from legacy system excludes:

  1. DIR Records having Deletion Indicator Set (Table DRAW)


List of source systems and approximate number of records
SourceScope

Source Approx No. of Records

Target SystemTarget Approx

No. of Records

PF2, WP2

Document Info Records will be extracted from PF2 and WP2 as SyWay Document Info Records.

148421S/4 HANA148421
PF2, WP2An initial extract of the relevant Standard Texts will be provided in google sheet format to assist business in decision making on including any relevant Standard Texts from PF2 and WP2 as Long Texts under individual Document Info Record.87S/4 HANA87

Additional Information

Multi-language Requirement

  1. Document Info Record description will be made available in <list of languages>.
  2. Multi language is supported for Document Info Records. <Applicable languages> can be created upon master data creation using English Logon.

Document Management

Document Management for relevant A2D Data Objects will be managed as part of this conversion specification.

Legal Requirement

Not Applicable

Special Requirements

Not Applicable





Target Design

The technical design of the target for this conversion approach.

TableFieldData ElementField DescriptionData TypeLengthRequirement
DRAWDOKARDOKARDocument TypeCHAR3
DRAWDOKNRDOKNRDocument numberCHAR25
DRAWDOKVRDOKVRDocument VersionCHAR2
DRAWDOKTL

DOKTL_D

Document PartCHAR3
DRAWDWNAMDWNAMName of person responsibleCHAR12
DRAWDOKSTDOKSTDocument StatusCHAR2
DRAWFILEPFILEPOriginal of documentCHAR255
DRAWDTTRGDTTRGName of Data CarrierCHAR10
DRAWDAPPLDAPPLApplicationCHAR3
DRAWVPRIORVPRIORProcessing priorityCHAR1
DRAWADATUMADATUMOutput date for documentDATS8
DRAWFILELENORLNFile length of originalNUMC12
DRAWFILELEN1ORLNFile length of originalNUMC12
DRATDKTXTDKTXTDocument descriptionCHAR40
DRATDKTXT_UCDKTXT_UCDMS: short texts in capital lettersCHAR40
IFLOTTPLNRTPLNRFunctional LocationCHAR30
EQUIEQUNREQUNREquipmentCHAR18


Data Cleansing

IDCriticalityError Message/Report DescriptionRuleOutputSource System
1011-001C1Invalid or Inactive Class linked to Document Info RecordDocument Info Record as per Relevancy Criteria assigned with a Class which does not belong below:
1. Class as per Relevancy Criteria		ClassPF2, WP2
1011-002C1Invalid or Inactive Characteristic linked to Document Info RecordDocument Info Record as per Relevancy Criteria assigned with a Characteristic which does not belong below:
1. Characteristic as per Relevancy Criteria		CharacteristicPF2, WP2
1011-003C3Duplicate Document Info Record by File PathDocument Info Record Criteria where there is more than one File Path Combination.Document Info Record File PathPF2, WP2
1011-004C1DIR not assigned to any Technical Object, BOM, Task List, Maint. PlanDIR as per Relevancy Criteria however not assigned to below:
1. Equipment as per Relevancy Criteria
2. Functional Location as per Relevancy Criteria
3. Task List as per Relevancy Criteria
4. Maintenance Plans as per Relevancy Criteria		Document Info RecordPF2, WP2
1011-005C3Duplicate Characteristics by DescriptionDIRas per Relevancy Criteria where the Description is used by more than one DIR.Document Info Record DescriptionPF2, WP2
1011-006C1Missing Document Info Record DescriptionsDIRas per Relevancy Criteria where there are blank DIR Descriptions.Document Info Record DescriptionPF2, WP2
1011-007C2Document Info Record Descriptions with Informal WordsDIR as per Relevancy Criteria which contain [Informal Words] in the DIR DescriptionDocument Info Record DescriptionPF2, WP2
1011-008C1Document Info Record Descriptions with Informal WordsDocument Info Record as per Relevancy Criteria with Invalid Class Type (TCLA)Class TypePF2, WP2

Informal Words **

Group 1

Group 2

Group 3

Group 4

Group 5

*DNU

Delete

donot

Formerly

Old #

..

Deletion

DONT USE

From

Old[ ]

/

DELISTED

DON'T USE

Incorrect

PLEASE USE

?

Discontinued

Dup Use

Invalid

Pls Use

@

Disposable

DUPLICATE

New

Previously

^

DNU

-DUPLICATE

NOT ACTIVE

Replace

+

Do Not

DUPLICATION

not in use

Replaced

++

Do Not Re

Duplicidad

Not Used

RESERVED

£

Do Not Sell

Duplikat

NOT VALID

Retired

Defective

Do Not Use

Former

Obsolete

ZZDEL


Conversion Process

The high-level process is represented by the diagram below:

Conversion will involve both Source System Extraction as well as using DCT (Data Collection Template) - 

The high-level process for Source System Extraction is represented by the diagram below:

image-2025-6-9_14-37-29.png

For sites that are not on SAP-PF2 and WP2 systems, collection will be done manually in the data collection template.

The high-level process for DCT is represented by the diagram below:

image-2025-6-11_16-37-32.png

Data Privacy and Sensitivity

<To add more info later if applicable>


Extraction

Extract data from a source into . There are 2 possibilities:

  1. The data exists. connects to the source and loads the data into . There are 3 methods:
    1. Perform full data extraction from relevant tables in the source system(s).
    2. Perform extraction through the application layer.
    3. Only if ; cannot connect to the source, data is loaded to the repository from the provided source system extract/report.
  2. The data does not exist (or cannot be converted from its current state). The data is manually collected by the business directly in . This is to be conducted using DCT (Data Collection Template) in

The agreed Relevancy criteria is applied to the extracted records to identify the records that are applicable for the Target loads

Extraction Run Sheet

Req #Requirement DescriptionTeam Responsible
1Extract data from source system based on relevancy ruleSyWay Data Team
2Google Sheet report pre-populated with PF2 and WP2 information to be generated based on relevancy criteria. SyWay Data Team


Selection Screen

Selection Ref ScreenParameter NameSelection TypeRequirementValue to be entered/set
Not Applicable




Data Collection Template (DCT)

Target Ready Data Collection Template will be created for Document Info Record data with exception of some fields which require transformation as mentioned in the transformation rule.

Document Info Record DCT Rules <To add more info below later> 

Field NameField DescriptionRule












Extraction Dependencies

Item #Step DescriptionTeam Responsible

1

Ensure Syniti has the necessary connection and access to legacy servers 

Data

2

Ensure that the necessary cleansing activities in legacy sources are complete 

Data / Business 

3

Ensure that create, change and deletion of master data is freeze in legacy Production system 

Legacy IT 

4

Extraction of Equipment, Functional Location and Task list completed based on relevancy rule

Business


Transformation

The Target fields are mapped to the applicable Legacy field that will be its source, this is a 3-way activity involving the Business, Functional team and Data team. This identifies the transformation activity required to allow to make the data Target ready:

  1. Perform value mapping and data transformation rules.
    1. Legacy values are mapped to the to-be values (this could include a default value)
    2. Values are transformed according to the rules defined in
  2. Prepare target-ready data in the structure and format that is required for loading via prescribed Load Tool. This step also produces the load data ready for business to perform Pre-load Data Validation

Transformation Run Sheet

Item #Step DescriptionTeam Responsible

1

Obtain DCT Sign-off from Business

SyWay A2D Data Team

2

<Add steps from Syniti Migrate here>

SyWay A2D Data Team

3

Review and Validate Error and Preload Reports

SyWay A2D Data Team

4

Generate Load Files

SyWay A2D Data Team


Transformation Rules

Rule #Source systemSource TableSource FieldSource DescriptionTarget SystemTarget TableTarget FieldTarget DescriptionTransformation Logic









































Transformation Mapping

Mapping Table NameMapping Table Description








Transformation Dependencies

List the steps that need to occur before transformation can commence
Item #Step DescriptionTeam Responsible
1Ensure DCT tables completenessSyWay A2D Data Team
2Value Mappings are according to the latest design - <List of Value Mappings>SyWay A2D Data Team







Pre-Load Validation

Project Team

Completeness

TaskAction
Verify Record CountSyWay A2D Data Team to verify that the total number of relevant records from the Source Extract and DCT is equal to the total number of records in the Preload and Load Sheets.

Accuracy

TaskAction
Conversion Accuracy

SyWay A2D Data Team to verify that all fields below meet pass the checks:

  1. Mandatory Fields
  2. Field and Value Mapping Correctness
  3. Null Checks
  4. Text Length Checks
Review Error ReportsReview and correct the errors.  Achieve a zero-error record count as much as possible. Raise defects for data remediated and requiring a correction in the source data.

Business

Completeness

TaskAction
Verify Record CountBusiness Data Owner/s to verify that the total number of relevant records from the Source Extract and DCT is equal to the total number of records in the Preload and Load Sheets.

Accuracy

TaskAction
Conversion AccuracyBusiness Data Owner/s to verify that all the data in the load table/file is accurate as per endorsed transformation/mapping rules (and signed-off Source Extract & DCT data).



Load

The load process includes:

  1. Execute the automated data load into target system using load tool or product the load file if the load must be done manually
  2. Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation

Load Run Sheet

Item #Step DescriptionTeam Responsible

1

Create Document Info Record

SyWay Data Team

2

Assign Class

SyWay Data Team

3Upload Long Text for the DIR if applicableSyWay Data Team


Load Phase and Dependencies

Configuration

Item #Configuration Item
1Class Types
2Document Types


Conversion Objects

Object #Preceding Object Conversion Approach
1015

Characteristics

1009

Class



Error Handling

Error TypeError DescriptionAction Taken

Configuration

Invalid Class Type

Engage Functional team to expedite and fix the error in the system








Post-Load Validation

Project Team

Completeness

TaskAction

Verify Count

Data team to verify the record count created in target S/4 HANA by accessing post load reports in dspMigrate or standard reports from S/4 HANA.

Verify Logs

Check if there is data that failed to load and perform the necessary actions (e.g. register as post load issue, or attempt to load the record again, etc.).




Accuracy

TaskAction

Conversion Accuracy

Data team to verify that the Measuring Point data in target S/4 HANA were loaded correctly via dspMigrate post load reports or standard reports from S/4 HANA. 






Business

Completeness

TaskAction

Verify Count

Download Post Load Reports from dspMigrate and verify that the record count loaded in the target S/4 HANA is the same count as of the endorsed load file.






Accuracy

TaskAction

Conversion Accuracy

Verify that the Measuring Point data in target S/4 HANA were loaded correctly via dspMigrate post load reports or standard reports from S/4 HANA.






Key Assumptions

  • Master Data Standard is up to date as on the date of documenting this conversion approach and data load.
  • Document Info Record (DIR) is in scope based on data design and any exception requested by business.
  • All data cleansing and preparation has been completed.


See also

Change log

Version Published Changed By Comment
CURRENT (v. 4) Aug 04, 2025 15:50 JOSHI-ext, Aditya
v. 3 Jun 17, 2025 10:15 JOSHI-ext, Aditya
v. 2 Jun 14, 2025 16:22 JOSHI-ext, Aditya
v. 1 Jun 14, 2025 16:21 JOSHI-ext, Aditya

Workflow history

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