Status

Owner

TEE-ext, Paul 

StakeholdersThe 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 Notification in S/4 HANA.

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


Conversion Scope

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


The data from legacy system includes:

  1. Open Notifications - Outstanding; In Process (Historical for Selected Equipment Type)
  2. APM specific: Completed/Closed Notifications for Active Functional Locations and Equipment with Item Codes.

The data from legacy system excludes:

  1. Open Notifications older than 3 months (based on Creation Date) with no Work Order assigned


List of source systems and approximate number of records
SourceScope

Source Approx No. of Records

Target SystemTarget 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).

103918


S/4HANA


103918


Additional Information

Multi-language Requirement

Notification does 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

Not Applicable




Target Design

EAM Notification 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.

TableFieldData ElementField DescriptionData TypeLengthRequirement






















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.

IDCriticalityError Message/Report DescriptionRuleOutputSource System

9004-001


C1 

Invalid or Inactive Equipment or Functional Location linked to Notification

Notification 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 

Equipment, Functional Location

PF1, WP1

9004-002

C1

Invalid or Inactive Business Partner (Customer) linked to Notification

Notification as per Relevancy Criteria assigned with a Business Partner (Customer) does not belong below:
 1. Business Partner FLCU01 (SD) as per Relevancy Criteria

Business Partner (Customer) 

PF1, WP1

9004-003

C1

Invalid or Inactive Catalog Code Groups & Code linked to Notification

Notification as per Relevancy Criteria assigned with a Catalog Code Groups & Code does not belong below:
 1. Catalog Code Groups & Code as per Relevancy Criteria

Catalog Code Groups & Code

PF1, WP1 

9004-004

C1


Invalid or Inactive Characteristics linked to Notification

Notification as per Relevancy Criteria assigned with a Characteristic does not belong below:
 1. Characteristics as per Relevancy Criteria 

Characteristic 

PF1, WP1

9004-005


C1 

Invalid or Inactive Class linked to Notification

Notification as per Relevancy Criteria assigned with a Class does not belong below:
 1. Class as per Relevancy Criteria

Class 

PF1, WP1 

9004-006

C1

Invalid or Inactive Document Info Record linked to Notification

Notification as per Relevancy Criteria assigned with a Document Info Record does not belong below:
 1. Document Info Record as per Relevancy Criteria

Document Info Record 

PF1, WP1 

9004-007

C1

Invalid or Inactive Maintenance Item linked to Notification

Notification as per Relevancy Criteria assigned with a Maintenance Plan and Item does not belong below:
 1. Maintenance Plan and Item as per Relevancy Criteria

Maintenance Item

PF1, WP1

9004-008

C1

Invalid or Inactive Revision linked to Notification 

Notification as per Relevancy Criteria assigned with a Revision does not belong below:
 1. Revision as per Relevancy Criteria 

Revision

PF1, WP1

9004-009

C1


Invalid or Inactive Work Centre linked to Notification

Notification as per Relevancy Criteria assigned with a Work Centre does not belong below:
 1. Work Centre as per Relevancy Criteria

Work Centre 

PF1, WP1 


9004-010


C2

Open Notifications older than 6 months with No Work Order Assigned 

Open Notifications older than 6 months with No Work Order Assigned* Status ORAS = Work Order Assigned

Notification Creation Date


PF1, WP1

9004-011

C1

Notification Company Code incorrect

Notificationas per Relevancy Criteria with Invalid Company Code (T001) 

Company Code, Company Code

PF1, WP1

9004-012

C1 

Invalid or no Planner Group linked to Notification

Notification as per Relevancy Criteria with no Planner Group Assigned or Invalid Planner Group (T024I) 

Planner Group 

PF1, WP1 

9004-013

C1 

Notification Location incorrect. 

Notification as per Relevancy Criteria with Invalid Location (T499S) 

Location 

PF1, WP1 

9004-014

C2

Notification Planning Plant and Maintenance Plant are not the same.

Notification 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 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 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

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 ScreenParameter NameSelection TypeRequirementValue to be entered/set
Not Applicable




Data Collection Template (DCT)

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

Notification DCT Rules

Field NameField DescriptionRule












Extraction Dependencies

List the steps that need to occur before extraction can commence

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 


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 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

Use the exact name and reference this section in the “Transformation rules” above
Mapping Table NameMapping Table Description

AUFK

Work order







Transformation Dependencies

List the steps that need to occur before transformation can commence
Item #Step DescriptionTeam 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

TaskAction

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

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 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

TaskAction

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

TaskAction

Conversion Accuracy

Business Data Owner/s 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


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

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

1003

Functional location

1002

Equipment

1005

Tasklist

1016

Mantenance plan and 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 TypeError DescriptionAction Taken










Post-Load Validation

Project Team

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

Completeness

TaskAction

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

TaskAction

Conversion Accuracy

SyWay A2D Data Team to verify that the Work order 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

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 EAM Work order 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.
  • Notification 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

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