| Status | |
|---|---|
| Owner | |
| 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:
- 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
| 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: 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: | 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: | 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: | 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: | 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: | 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: | 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: | 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: | 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: | 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: | 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: | 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: | 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: | 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: | 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: | 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
Summarize Data Privacy and Sensitivity Requirements, if anyExtraction
Extract data from a source into Syniti Migrate. There are 2 possibilities:
- The data exists. Syniti Migrate connects to the source and loads the data into Syniti Migrate. There are 3 methods:
- Perform full data extraction from relevant tables in the source system(s).
- Perform extraction through the application layer.
- Only if Syniti Migrate; 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 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 |
|---|---|---|
| 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
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 |
|---|---|---|---|---|
| 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
List the steps that need to occur before extraction can commence
| 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 Syniti Migrate to make the data Target ready:
- Perform value mapping and data transformation rules.
- Legacy values are mapped to the to-be values (this could include a default value)
- Values are transformed according to the rules defined in Syniti Migrate
- 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
Use the exact name and reference this section in the “Transformation rules” above| 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
The following pre-load validations will be performed by the 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:
|
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
The following pre-load validations will be performed by the 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
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 |
|---|---|
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
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 |
|---|---|
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
The following post-load validations will be performed by the 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).
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.