Status	Revision in Progress
Owner	TEE-ext, Paul
Stakeholders

Purpose

The purpose of this document is to define the conversion approach to create Work Order in S/4 HANA.

Legacy Plant Maintenance Work order is using a diverse range of formats across the different systems. There are instances where the same Work order is duplicated within and/or across sources, with informal words. This results in data inconsistency. As per SyWay design, EAM Maintenance Work order will be standardized.

Conversion Scope

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

The data from legacy system includes:

Open Work Orders - Outstanding; In Process (Historical for Selected Equipment Type)

The data from legacy system excludes:

Open Work Order older than 1 month (based on Creation Date)
Exception:
Orders with Technically Completed (TECO) status that have external services assigned – to be manually reviewed by the Business
Open Priority Work Orders older than 2 weeks (based on Creation Date)
Work order with user status DUPL or CANC

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
PF2, WP2	An initial extract will be provided to business to evaluate. Additional data/records may be required and these will be constructed via DCT. Enrichment of in-scope data may be required and will be added via transformation rules (business/technical).	131137	S/4HANA	131137

Additional Information

Multi-language Requirement

Notification and Work Order do not have multi language support. Work Order and Notification text will be migrated using EN logon.

Document Management

Long text and DIR are not covered in this document as they are defined as another data object.

Legal Requirement

Not Applicable

Special Requirements

Target Design

EAM Maintenance Work Order Data strictly adheres to the Master Data Standard. The complete information of the key fields that hold the Class information follows the Master Data Standard document that is located here <include hyperlink>

The technical design of the target for this conversion approach.

Table	Field	Data Element	Field Description	Data Type	Length	Requirement

Data Cleansing

ID	Criticality	Error Message/Report Description	Rule	Output	Source System
9005-001	C1	Invalid or Inactive Equipment or Functional Location linked to Work Order	Work Order as per Relevancy Criteria assigned with an Equipment / Functional which does not belong below: 1. Equipment as per Relevancy Criteria 2. Functional Location as per Relevancy Criteria The criteria for this report includes all Work Orders with system status not CRTD and not TECO	Equipment, Functional Location	PF1, WP1
9005-002	C1	Invalid or Inactive Activity Type linked to Work Order	Work Order as per Relevancy Criteria assigned with an Activity Type which does not belong below: 1. Activity Type (FI) as per Relevancy Criteria	Activity Type	PF1, WP1
9005-003	C1	Invalid or Inactive Business Partner (Employee Personnel) linked to Work Order	Work Order as per Relevancy Criteria assigned with a Business Partner (Employee Personnel) which does not belong below: 1. Business Partner (Employee Personnel) as per Relevancy Criteria	Business Partner (Employee)	PF1, WP1
9005-004	C1	Invalid or Inactive Cost Centre linked to Work Order	Work Order as per Relevancy Criteria assigned with a Cost Centre which does not belong below: 1. Cost Centre (FI) as per Relevancy Criteria	Cost Centre	PF1, WP1
9005-005	C1	Invalid or Inactive Maintenance Item linked to Work Order	Work Order as per Relevancy Criteria assigned with a Maintenance Plan and Item which does not belong below: 1. Maintenance Plan and Item as per Relevancy Criteria	Maintenance Item	PF1, WP1
9005-006	C1	Invalid or Inactive Material linked to Work Order	Work Order as per Relevancy Criteria assigned with a Material which does not belong below: 1. Material Master (S2P) as per Relevancy Criteria	Material	PF1, WP1
9005-007	C1	Invalid or Inactive Notification linked to Work Order	Work Order as per Relevancy Criteria assigned with a Notification which does not belong below: 1. Notification as per Relevancy Criteria	Notification	PF1, WP1
9005-008	C1	Invalid or Inactive Production Resources & Tool linked to Work Order	Work Order as per Relevancy Criteria assigned with a Production Resources & Tool which does not belong below: 1. Production Resources & Tool as per Relevancy Criteria	Production Resources & Tool	PF1, WP1
9005-009	C1	Invalid or Inactive Profit Centre linked to Work Order	Work Order as per Relevancy Criteria assigned with a Profit Centre which does not belong below: 1. Profit Centre (FI) as per Relevancy Criteria	Profit Centre	PF1, WP1
9005-010	C1	Invalid or Inactive Revision linked to Work Order	Work Order as per Relevancy Criteria assigned with a Revision which does not belong below: 1. Revision as per Relevancy Criteria	Revision	PF1, WP1
9005-011	C1	Invalid or Inactive Standard Text linked to Work Order	Work Order as per Relevancy Criteria assigned with a Standard Text which does not belong below: 1. Standard Text as per Relevancy Criteria	Standard Text	PF1, WP1
9005-012	C1	Invalid or Inactive Task List linked to Work Order	Work Order as per Relevancy Criteria assigned with a Task List which does not belong below: 1. Task List as per Relevancy Criteria	Task List	PF1, WP1
9005-013	C1	Invalid or Inactive WBS linked to Work Order	Work Order as per Relevancy Criteria assigned with a WBS which does not belong below: 1. Work Breakdown Structure (PS) as per Relevancy Criteria	Work Breakdown Structure	PF1, WP1
9005-014	C1	Invalid or Inactive Work Centre linked to Work Order	Work Order as per Relevancy Criteria assigned with a Work Centre which does not belong below: 1. Work Centre as per Relevancy Criteria	Work Centre	PF1, WP1
9005-015	C1	Invalid, Inactive or no Fixed Asset linked to Work Order	Work Order as per Relevancy Criteria assigned with a Fixed Asset which does not belong below: 1. Fixed Asset (FI) as per Relevancy Criteria	Fixed Asset	PF1, WP1
9005-016	C1	Work Orders technically completed but with Open Commitments (POs not closed, Open reservations, Open PR)	TBD	Work Order, Status	PF1, WP1
9005-017	C2	Open Work Orders older than 12 months	Open Work Orders older than 12 months	Creation Date, Status	PF1, WP1
9005-018	C2	Open Priority Work Orders older than 3 months	Open Work Orders older than 3 months with Priority as follows: 0: Call in 1: Urgent (<=1 day) 2: Urgent (<=3 days)	Creation Date, Status, Priority	PF1, WP1
9005-019	C1	Notification Storage Location incorrect.	Notificationas per Relevancy Criteria with Invalid Storage Location (T001L)	Storage Location	PF1, WP1
9005-020	C1	Work Order UOM Missing / incorrect.	Work Order as per Relevancy Criteria with no UoM Assigned or Invalid UoM (T006)	Unit of Measure	PF1, WP1
9005-021	C1	Work Order Purchasing Groups incorrect.	Work Order as per Relevancy Criteria with Invalid Purchasing Group (T024)	Purchasing Group	PF1, WP1
9005-022	C1	Work Order Purchasing Organization incorrect.	Work Order as per Relevancy Criteria with Invalid Purchasing Organization (T024E)	Purchasing Organization	PF1, WP1
9005-023	C2	Work Order Planning Plant and Maintenance Plant are not the same.	Work Order as per Relevancy Criteria with Planning Plant <> Maintenance Plant	Maintenance Plant, Planning Plant	PF1, WP1

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:

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

Data Privacy and Sensitivity

Extraction

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

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

Selection Screen

Selection Ref Screen	Parameter Name	Selection Type	Requirement	Value to be entered/set
Not Applicable

Data Collection Template (DCT)

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

Work Order DCT Rules

Field Name	Field Description	Rule

Extraction Dependencies

Item #	Step Description	Team 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

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:

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
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 Description	Team 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 system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic

Transformation Mapping

Mapping Table Name	Mapping Table Description
IFLOT	Functional Locations
T003O	Order Type & Priority
TQ80	Notification Type
EQUI	Equipment
CRHD	Work Centres
CSKU	Cost Centre

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible
1	Ensure DCT tables completeness	SyWay A2D Data Team
2	Value Mappings are according to the latest design - <List of Value Mappings>	SyWay A2D Data Team

Pre-Load Validation

Project Team

Completeness

Task	Action
Verify Record Count	SyWay A2D Data Team to verify that the total number of relevant records from legacy systems and DCTs (if any) is equal to the total number of records in the Preload and Load Sheets.
Verify Data Integrity	SyWay A2D Data Team to verify that the total number of Operations per Work Oder header extracted from legacy systems and DCTs (if any) should be equal to the total number of operations identified in the Preload and Load Sheets

Accuracy

Task

Action

Conversion Accuracy

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

Mandatory Fields
Field and Value Mapping Correctness
Null Checks
Text Length Checks

Review Error Reports

Review 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

Task	Action
Verify Record Count	Business Data Owner/s to verify that the total number of relevant records from legacy systems and DCTs (if any) is equal to the total number of records in the Preload and Load Sheets.

Accuracy

Task	Action
Conversion Accuracy	Business 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 DCT data).

Load

The load process includes:

Execute the automated data load into target system using load tool or product the load file if the load must be done manually
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 Description	Team Responsible
1	Syniti will provide load file	Syniti

Load Phase and Dependencies

Configuration

Item #	Configuration Item
1	Planner Groups
2	Planning Plants
3	Maintenance Plants
4	Order Type to Maintenance Plant
5	System Condition
6	Purchasing Group
7	Purchasing Organization
8	Number Ranges for Work Order
9	Material Group

Conversion Objects

Object #	Preceding Object Conversion Approach
1003	Functional location
1002	Equipment
	WBS Element (where applicable)
9003	Revision
2019	Material Master
	Vendors
	Cost Elements

Error Handling

Error Type	Error Description	Action Taken

Post-Load Validation

Project Team

Completeness

Task	Action
Verify Count	SyWay A2D 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

Task	Action
Conversion Accuracy	Verify that the Reference Functional Location data in target S/4 HANA were loaded correctly via dspMigrate post load reports or standard reports from S/4 HANA.

Business

Completeness

Task	Action
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

Task	Action
Conversion Accuracy	Verify that the Reference Functional Location 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.
Data is in scope based on data design and any exception requested by business.
All data cleansing and preparation has been completed.
Only valid Legacy outstanding Work Orders that have been supplied by the CIT in the Identified List of Work Order will be converted
All Work Orders will be forward scheduled and outstanding (not TECO), as the cut off day for Work Orders will be seven days prior to the Legacy system close date, and be valid “work” (i.e. not used as a PO generation point for items such as travel, payment reminders, etc).

Change log

Version	Published	Changed By
CURRENT (v. 2)	Apr 29, 2026 13:34	ERGUIZA-ext, Pinky Love
v. 357	Apr 29, 2026 10:38	ERGUIZA-ext, Pinky Love
v. 356	Apr 29, 2026 10:32	ERGUIZA-ext, Pinky Love
v. 355	Apr 29, 2026 10:29	ERGUIZA-ext, Pinky Love
v. 354	Apr 29, 2026 05:58	ERGUIZA-ext, Pinky Love
v. 353	Apr 27, 2026 08:22	ERGUIZA-ext, Pinky Love
v. 352	Apr 27, 2026 08:19	ERGUIZA-ext, Pinky Love
v. 351	Apr 27, 2026 08:19	ERGUIZA-ext, Pinky Love
v. 350	Apr 27, 2026 08:18	ERGUIZA-ext, Pinky Love
v. 349	Apr 27, 2026 08:16	ERGUIZA-ext, Pinky Love

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Workflow history

Title	Last Updated By	Updated	Status
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Apr 29, 2026	Actor	Type	Activity
Revision in Progress	MOUSSA-ext, Eva	Comment	commented 3:55 pm Please create Jira for it
	ERGUIZA-ext, Pinky Love	Comment	commented 1:37 pm PDM-1802: Updated description of 4 fields as per below as result of Unit Test. Also Consulted Functional as current description is misleading. Bottom: Previous Desciption Top: Updated To PRASAD-ext, Devi MOUSSA-ext, Eva PUN-ext, Eddy
		Edit	updated the page at 1:34 pm
		Comment	commented 10:58 am PDM-1799: Updated length of WAERS as result of Unit Test MOUSSA-ext, Eva PRASANNA-ext, Devi PUN-ext, Eddy
		Comment	commented 10:58 am PDM-1799: Updated length of GPREIS as result of Unit Test MOUSSA-ext, Eva PRASANNA-ext, Devi PUN-ext, Eddy
		Comment	commented 10:58 am PDM-1799: Added KZMPF as result of Unit Test MOUSSA-ext, Eva PRASANNA-ext, Devi PUN-ext, Eddy
	ERGUIZA-ext, Pinky Love	Edit	updated the page at 10:29 am
	ERGUIZA-ext, Pinky Love	Comment	commented 6:01 am MOUSSA-ext, Eva PDM-1796: Need codes in the selection. It is the Code that gets saved in the target table. Original tool tip just lists down descriptions FYI PUN-ext, Eddy
		Comment	commented 6:00 am MOUSSA-ext, Eva PDM-1796: Need codes in the selection. It is the Code that gets saved in the target table. Original tool tip just lists down descriptions FYI PUN-ext, Eddy
		Edit	updated the page at 5:58 am
Apr 28, 2026
	ERGUIZA-ext, Pinky Love	Comment	commented 11:10 am MOUSSA-ext, Eva KCHAR does not exist in target. Minor Change? 2. Also, how about if we change in the DCT for consistency from KCHAR to KTEXT, can this be minor hange?

Workflow history

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CNV-9005 Work Order

Purpose

Conversion Scope

Additional Information

Multi-language Requirement

Document Management

Legal Requirement

Special Requirements

Target Design

Data Cleansing

Conversion Process

Data Privacy and Sensitivity

Extraction

Extraction Run Sheet

Selection Screen

Data Collection Template (DCT)

Extraction Dependencies

Transformation

Transformation Run Sheet

Transformation Mapping

Transformation Dependencies

Pre-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Load

Load Run Sheet

Configuration

Conversion Objects

Error Handling

Post-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Key Assumptions

See also

Change log

Workflow history