Status
Owner	TEE-ext, Paul
Stakeholders	The business stakeholders involved in making, reviewing, and endorsing this decision. Type @ to mention people by name

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:

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

The data from legacy system excludes:

1. 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

2. Open Priority Work Orders older than 2 weeks (based on Creation Date)
3. 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

Specify any special requirements or considerations that may impact the data conversion process based on specific locations, regulatory compliance or system limitations. Clearly outline any regional or localization requirements such as country-specific data formats, legal reporting obligations or industry standards that must be adhered to (e.g., localization rules for countries like China).

If the data conversion involves third-party systems or external data sources, such as Icertis, describe any additional requirements related to data mapping, transformation logic, validation rules or security measures that must be followed.

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

All data cleansing should take place in the data source system as defined in this document, unless system limitations prevent it.

If data cleansing is managed outside of the source system (e.g. Syniti Migrate, 3rd Party Vendor, DCT), the necessary documentation must be produced and appended to this deliverable for sign-off.

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:

Summarize High-Level Process. Include diagrams, where applicable. Include information supporting details of Extract, Transform and Load specific to the Data Object

Data Privacy and Sensitivity

Summarize Data Privacy and Sensitivity Requirements, if any

Extraction

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

1. The data exists. Syniti Migrate connects to the source and loads the data into Syniti Migrate. 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 Syniti Migrate; 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 Syniti Migrate. This is to be conducted using DCT (Data Collection Template) in Syniti Migrate

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

Selection Screen

If applicable, this section will give the details on any selection screen parameters, including the parameter type, that are required to be entered to ensure consistent data extracts.

Selection Ref Screen	Parameter Name	Selection Type	Requirement	Value to be entered/set

Data Collection Template (DCT)

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

<Object> DCT Rules

Field Name	Field Description	Rule

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team Responsible

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 Syniti Migrate 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 Syniti Migrate
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 Description	Team Responsible

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic

Transformation Mapping

Use the exact name and reference this section in the “Transformation rules” above

Mapping Table Name	Mapping Table Description

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible

Pre-Load Validation

Project Team

The following pre-load validations will be performed by the Project Team.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Business

The following pre-load validations will be performed by the business.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

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 Description	Team Responsible

Load Phase and Dependencies

Identify the phase as to “when” the load for this object will occur. <Pre-Cutover, Cutover, Post Cutover> and list the steps that need to occur before the load can commence

Configuration

List the Configurations required before loading can commence

Item #	Configuration Item

Conversion Objects

Object #	Preceding Object Conversion Approach
	list the exact title of the conversion object of only the immediate predecessor – this will then confirm the DDD (Data Dependency Diagram)

Error Handling

The table below depicts some possible system errors for this data object during data load. All data load error is to be logged as defect and managed within the Defect Management

Error Type	Error Description	Action Taken

Post-Load Validation

Project Team

The following post-load validations will be performed by the Project Team.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Business

The following post-load validations will be performed by the business.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Key Assumptions

• Master Data Standard is up to date as on the date of documenting this conversion approach and data load.
• Data Object is in scope based on data design and any exception requested by business.

Any additional key assumptions.

See also

Insert links and references to other documents which are relevant when trying to understand this decision and its implications. Other decisions are often impacted, so it's good to list them here with links. Attachments are also possible but dangerous as they are static documents and not updated by their authors.

Change log

Workflow history