Purpose

This document outlines the SyWay Program approach to data migration and readiness to move to new business processes as part of Release 2. It establishes an operational framework to ensure data is clean, reliable, structured and available at go-live.

The objectives are:

• To plan, govern and control data migration activities from legacy systems to Ariba and Icertis applications.

• To ensure business engagement and ownership in all data quality and validation activities.

• To meet global regulatory, operational and integration requirements with third-party systems.

Background

This document outlines the data migration and cleansing approach for Release 2, which focuses on the implementation of the Source to Contract (S2C) process as part of the broader program roadmap. Release 2 is an intermediate deployment that introduces standardised procurement processes and integrates with existing ECC systems and third-party applications such as Convergence.

The primary objective of this release is to establish foundational S2C capabilities that can be reused and scaled during subsequent releases, particularly Release 4 (R4), which will involve a broader S/4HANA transformation. As such, the data migration strategy for Release 2 is designed with reusability and future scalability in mind.

Due to the continued reliance on legacy ECC systems in this phase, there are limitations in the extent of data cleansing that can be performed. Existing data in ECC will be migrated largely in its current state, with only targeted validations and enrichment applied where feasible. Cleansing activities will be focused on data sets required for the new S2C processes and integrations, ensuring functional readiness without major disruption to upstream or downstream systems.

Data Migration Scope

The scope of data migration encompasses all master data, open transactional data and selected historical records required to ensure business continuity, legal compliance and readiness at the point of cutover and after. Data will be migrated from multiple SAP ECC source systems and legacy third-party applications into a Standardized SyWay environment.

Data Sources

Data will be extract data from a range of legacy systems that currently support Syensqo’s global operations. These sources span SAP and non-SAP applications and include structured and semi-structured data repositories. The source systems are segmented across regions, functions, and business units and must be accessed in a secure, controlled manner to support data profiling, transformation, and validation activities.

Primary Data Sources include:

• SAP ECC systems – multiple instances

• Convergence

• Contract repositories (other than convergence).

Data Migration Process

For Release 2, the data migration process supports the enablement of Source to Contract (S2C) functionality within SAP Ariba, with downstream integration to Icertis, which acts as a slave system consuming master data from Ariba. Unlike traditional ERP implementations, most relevant data for S2C is treated as configuration within Ariba, requiring a data-driven approach to setup rather than transactional migration.

The data team’s primary responsibility is to populate Ariba upload templates, which define the system’s configuration and reference data. These templates serve as the foundation for both Ariba and Icertis, as Icertis relies on Ariba to provide key master data objects such as suppliers, categories, and organizational structures.

The process follows these key steps:

1. Template Finalization
   Standard Ariba templates for key data objects (e.g., suppliers, commodity codes, sourcing templates, approval flows) are reviewed and finalized in collaboration with Ariba functional leads and business stakeholders.

2. Data Collection
   Source data is gathered from existing ECC systems, third-party applications (e.g., Convergence), and available documentation or spreadsheets. Given the limitations in cleansing capabilities within ECC, extracted data is used largely in its existing form, with targeted validations where necessary.

3. Template Population
   The data migration team populates the Ariba upload templates, applying data mapping and transformation logic to align source data with Ariba's structure. Particular care is taken to ensure consistency in the master data that will be shared downstream with Icertis.

4. Validation and Review
   Completed templates are reviewed with process owners and Ariba functional teams to verify data completeness, accuracy, and alignment with configured business processes. Templates are refined through multiple review cycles.

5. Upload to Ariba and Functional Testing
   Validated templates are uploaded into Ariba using its import tools. Functional testing in the test environment verifies that the configuration behaves as expected, and that master data is correctly consumed by Icertis where applicable.

6. Issue Resolution and Final Migration
   Any issues identified during testing are addressed in coordination with functional and integration teams. Final templates are prepared for production upload during cutover activities.

Data Objects in Scope

Following are the data objects that are in scope for Release 2

Data approach for R2 and R4

The data strategy for the Source to Contract (S2C) implementation spans across Release 2 and Release 4, with a clear distinction in how data is handled across both Ariba and Icertis.

Release 2 Data Approach

In Release 2, the focus is on enabling Ariba Guided Sourcing using a targeted data set derived from existing ECC and third-party systems. This data is used to configure Ariba via upload templates and to support sourcing and contracting processes. Key characteristics of the Release 2 approach include:

• Data Entry in Ariba: Configuration and master data required for sourcing are loaded into Ariba using predefined templates.

• One-Time Use of Data: The data supports sourcing events initiated during Release 2. Once sourcing documents (e.g., RFPs, auctions) are completed, they are not reopened or modified.

• Icertis Consumption: Icertis consumes master data from Ariba, aligning with the Release 2 data set to support contract lifecycle management.

Release 4 Data Approach in Ariba Sourcing and 

The Source to Contract (S2C) data strategy spans multiple releases, transitioning from a manually managed data load in Release 2 to a fully integrated and governed master data model in Release 4. The approach differs by system, depending on its role in the S2C landscape.

This section outlines the data approach for Ariba, Icertis, and Keelvar across both releases.

Release 2

Ariba

• Data Source & Load Method:
  Master and reference data required for Ariba Guided Sourcing (e.g., suppliers, commodity codes, organizational units) are collected from ECC and third-party systems. Data is loaded via structured Ariba upload templates.

• Cleansing & Standardization:
  Due to limitations in ECC, only minimal data cleansing is performed. Data is validated where feasible but largely migrated in its existing form.

• Document Handling:
  Sourcing documents initiated in Release 2 are not reopened or updated after completion. Therefore, no retrofitting of documents is needed.

Icertis

• Data Consumption Model:
  Icertis consumes master data from Ariba based on the Release 2 configuration. It is not yet integrated directly with S/4 or MDM systems.

• Configuration Approach:
  Data is manually configured to align with Ariba to ensure consistency in contract metadata.

• Retrofit Status:
  No retrofit is performed in Release 2. Contracts created during this phase remain linked to the original data set.

Keelvar

• Data Role:
  Keelvar is used for strategic sourcing and optimization and feeds off master data in Ariba.

• Master Data Handling:
  Keelvar does not store master data locally. It dynamically pulls data from Ariba for sourcing events.

• Action Required:
  No data load or configuration activity is required in Release 2 for Keelvar.

Release 4

Ariba

• Data Source & Integration:
  Ariba is now integrated with S/4HANA and Master Data Management (MDM) systems. Master data is replicated directly from S/4, replacing the manually loaded Release 2 data.

• Data Quality & Governance:
  Data is centrally cleansed, validated, and governed before replication, ensuring higher data quality and standardization across the S2C process.

• Document Handling:
  As with Release 2, completed sourcing documents are not retrofitted. New events will automatically use the integrated S/4-based master data.

Icertis

• Alignment with S/4 Master Data:
  To stay in sync with the new S/4-driven master data, Icertis requires a retrofit of existing contract data.

• Retrofit Execution:
  Leveraging Icertis's find-and-replace capability, master data fields (e.g., supplier names, commodity groups) can be updated to reflect the S/4 data model.

• Outcome:
  Contracts remain compliant and consistent with the new enterprise data standards post-R4.

Keelvar

• Data Role Remains the Same:
  Keelvar continues to act as a consumer of Ariba data and does not persist any master data.

• Impact of Integration:
  With Ariba now sourcing its master data from S/4, Keelvar will automatically consume the updated data without requiring any changes or data loads.

• Action Required:
  No retrofit or data migration activity is required in Release 4 for Keelvar.

Assumptions

The following assumptions have been made for the data migration approach and serve as the basis for planning, design and execution across all phases of the migration lifecycle.

• Data ownership and cleansing accountability and responsibility is with the business, supported by the Data Team and functional leads.

• Source systems will remain stable and accessible throughout all planned mock and cutover cycles.

• Master data standards and Conversions functional specifications will be "checked in" ahead of each mock load and consistently applied across systems and regions.

• Data Collection Templates (DCTs) are aligned to the target data model and generally do not require further structural transformation.

• Mock migration timelines are non-negotiable rehearsal checkpoints to validate readiness.

• Syniti Migrate will remain the primary platform for managing extraction, transformation, load and validation.

• Custom load programs, where required, will be approved through the formal governance process and will follow the same validation and audit protocols as standard loads.

• Security, access and privacy protocols are in place to ensure sensitive data is protected throughout the migration process.

• Final load decisions will be made based on successful completion of technical validations and formal business approvals from designated data owners.

Change log

Workflow history