Status
Owner	Maytingsari Tjahjo
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 migrate the balance of Capex WBS from legacy system to S/4HANA.

All the financial transactions posted of all open WBS Elements as at 30 June 2028 (for Go live 1 July 2028) and as at 31 Dec 2028 (for Go live 1 Jan 2029) in the source systems (PF2 and WP2). All these transactions will be totaled into the one single value and then be posted to the relevant WBS Elements in S/4HANA. The approach will also run SAP settlement to the relevant Asset Under Construction.

Conversion Scope

The scope of this document covers the approach for converting active Capex WBS element from Legacy Source Systems into S/4HANA.

All the relevant WBS Elements (after applying the approved relevancy rules) open as at end of last month before go live that have received primary and secondary transactions posted to the cost elements within the WBS Elements

• Primary transactions refer to original postings from all sources whether it is debit or credit.
• Secondary transactions refer to allocations from sources such as allocations from payroll, work orders, other WBS Elements or cost centers. These postings will be subject to any settlement rules set up in the individual WBS Element.

The scope of this document will therefore extract the settlement transactions from each individual WBS Element to provide a base for posting to the S/4HANA WBS Elements as at end of last month before go live.  The total of the transactions will be used to compare to the balance in the Asset Under Construction that is used for settlement. The total of the settlement transactions will also be reconciled against the total costs posted to the WBS Element to ensure that all costs have been captured. Therefore, the scope will extend to the reconciliation of the legacy Asset Under Construction values

Below are the list of AUC classes for SyWay:

• Z1100 Intangible-AUC
• Z1101 Intangible-R&I under construction
• Z1300 Tangible-AUC

The data from legacy system includes:

1. Relevancy Criteria 1
2. Relevancy Criteria 2
3. Relevancy Criteria n

The data from legacy system excludes:

1. Exclusion Criteria 1
2. Exclusion Criteria 2
3. Exclusion Criteria n

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
Legacy systems	Project level exclusions based on following relevancy rules: All projects with an out-of-scope company code will not be migrated. All closed projects as at the end of the previous fiscal year will not be migrated. All projects marked for deletion as at the end of the previous fiscal year will not be migrated. All projects without relevant WBS elements will not be migrated. Projects marked as statistical will not be migrated.		S/4HANA
Legacy systems	Any WBS element that is not closed as at the end of the previous fiscal year will be migrated. After eliminating all closed WBS elements, the relevancy rule will look for any WBS element that is not marked for deletion as at the end of the previous fiscal year for migration. Exceptions: Any closed WBS element that exists within an open Project. Any WBS element that is marked for deletion that exists in an open Project. Any closed WBS element that is affected by an open Projects.
DCT	Where legal entities do not use SAP to record their projects, the DCT will be used to collect the WBS element data. This will be used in conjunction with the PPM Item DCT to collect Projects that are not in legacy systems. There will be a creation of one WBS element to one Project Definition.	TBC	S/4HANA	TBC
PF2 and WP2	Extraction of the Sender Credit values from settlement that uses primary cost elements for settlement (Table COSP)	???	S/4HANA
PF2 and WP2	Extraction of the Sender Credit values from settlement that uses secondary cost elements for settlement (Table COSS)	???	S/4HANA

Additional Information

Multi-language Requirement

N/A

Document Management

N/A

Legal Requirement

N/A

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

There are two types of costs in the WBS Elements:

• Costs that are sourced from primary and secondary cost elements. 
• The secondary cost elements cannot be used to post costs to S/4HANA. In many cases, the secondary cost element will form part of the total for the WBS Element. These costs (Table COSS) must be considered but the use of a primary cost element will be used to post these costs to the WBS Element in S/4 HANA. The Primary Cost Total (COSP) table in source system (PF2 and WP2) also shows the values that have been settled to the receiver, be it an Asset Under Construction or a Cost Centre or a General Ledger Account.

There is no need to replicate the postings that have occurred in the source system. The value that has been settled to the receiver object can be used to post with a selected General Ledger account. The settlement can then also use this account to clear the balance at the level. The offset General Ledger account will still be used to balance the journal entries.

  

The technical design of the target for this conversion approach.

Table	Field	Data Element	Field Description	Data Type	Length	Requirement
MARA	MATNR	MATNR	Material Number	CHAR	18	Mandatory

Data Cleansing

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

There will be cleansing required outside of that handled in the following DCA’s

• Conversion Approach Projects and WBS Elements - CAPEX (Master data)
• Conversion Approach Projects and WBS Elements - OPEX (Master data)
• Conversion Approach - PPM Items

ID	Criticality	Error Message/Report Description	Rule	Output	Source System

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
1.	Extract data from source systems based on the current relevancy rules that apply to the Project and WBS Element Master Data. For each relevant WBS Element extract the object number from source systems with WBS Elements from table PRPS.	Data Team
2.	The following tables will be used to extract the settlement data: Primary Cost Total (COSP) table Secondary Cost Total (COSS) table To ensure that all costs have been collected via these tables (COSP & COSS), run a report (transaction code CJI3) to extract all the costs posted to the WBS Element/s to reconcile against the totals extracted from table COSP & COSS. Compare and agree the reconciliation values before progressing further to the next steps. For each open Project, confirm that the final balance is zero which will ensure that the settlement costs represent all the postings (debit and credit) within the Project by WBS Element. Extract the transactions by business transaction type.  Use table AUFK to reconcile the settlement costs against actual posting extracts (extract by year by period by settlement transaction for each Project.	Data Team
3.	Go to source systems (PF2 and WP2) Primary Costs Total (Table COSP) Field Value Object Numbers For each relevant WBS Element extract the object number from source system from table PRPS. Enter the extracted number in the field of this table. Year 1900 up to the FY of the last month before go-live date Value Type                   04 Cost Element                Leave it blank Dr/CR Indicator             O Object Currency value for each period for each year WOG01 to WOG16  Go to source system (PF2 and WP2) Secondary Costs Total (Table COSS)  Field Value Object Numbers For each relevant WBS Element extract the object number from source system from table PRPS. Enter the extracted number in the field of this table. Year 1900 up to the FY of the last month before go-live date Value Type 04 Cost Element Leave it blank Dr/CR Indicator O Object Currency value for each period for each year WOG01 to WOG16 From the above, system will generate report as below. The report will need to be summarized by object number by total for all the fiscal years. Field Value Object Numbers PR******* Fiscal Year There will be values for each Fiscal Year. Value Type 04 Cost Element The cost element to which the transaction was posted. Dr/CR Indicator O Object Currency value for each period for each year WOG01 to WOG16 Company Code Company code where the transaction was posted	Data Team
4.	Step #3 provides what needs to be posted for each WBS Element. These can be split across cost elements, but the proposal is to use one Cost Element for both posting and settlement (GL account TBD)	Data Team
5.	Extract the Settlement Rule object from table COBRB in source systems (PF2 and WP2) to find the settlement objects for the above project. Field Value Object Numbers Enter the same Object Numbers as the above steps for Primary Costs (Table COSP) and Secondary Costs (Table COSS). System will provide a report as below that will include the following fields: Field Example Object Numbers PR******** Account Assignment Category Will return one of the following Fixed Asset Cost Centre GL Account Company Code      Company code where the transaction was posted G/L Account          If the Account Assignment is SK, an entry will appear in this field Cost Centre     If the Account Assignment is KS, an entry will appear in this field Asset If the Account Assignment is AN, an entry will appear in this field. This will possibly show both (the Final asset and the AUC) if any values have been posted to the final asset. Extract the asset numbers from this report.	Data Team
6.	Extract the fixed asset values from table ANEP in source systems (PF2 and WP2) to check what has been posted to the Asset under Construction (AUC). Field Description Value ANEP-BUKRS Company Code Company code from the above step. ANEP-ANLN1 Asset Number Asset numbers from the above step. ANEP-GJAHR Fiscal Year 1900 up to the FY of the last month before go-live date  ANEP-AFABE Depreciation Area 01  System will generate as below: Field Description Value ANEP-BUKRS Company Code Company code from the above step. ANEP-ANLN1 Asset Number Asset numbers from the above step. ANEP-GJAHR Fiscal Year Fiscal year posting for each year ANEP-AFABE Depreciation Area 01 ANEP-BWASL Transaction Type Transaction types that are used for posting ANEP-ANBTR Amount Posted Amount posted This report will need to be summarized by Object Number by total for all months. Check against the WBS Element postings before loading into S/4HANA. Check  Action Balance remains in AUC where the value in the AUC equals with the value in the WBS. Postings must be made to the WBS and settle to the AUC. Balance remains in the AUC but the value in the AUC does not equal the total postings in the WBS. Postings must be made to the WBS and the AUC but only up to the value in the AUC. Investigate why the postings are different. This is due mainly to partial settlement to a fixed asset based on Transaction Types 338 (Retirement transfer of PY acquisition from investment measure) and 339 (Acquiring transfer of CY acquisition from investment measure). No balance in the AUC No requirement to post any postings to the WBS Element or the AUC. The probable reason is that the AUC has been fully settled to a fixed asset. Post statistical posting the same amount as fixed asset amount.	Data Team
7.	Run transaction code S_ALR_87011963 (Asset Balances report) for all AUC assets within the relevant Company Code. Check each individual asset balance before making any posting to a WBS Element.	Data Team
8.	Once the overall balance has been agreed above, posting will be required and run settlement (CJ8G)	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
N/A

Data Collection Template (DCT)

A DCT will be required to collect the transactions posted to the WBS Elements/Project that are not in PF2 and WP2 but have been selected in the DCT for master data for Projects and WBS Elements – CAPEX and Projects and WBS Elements- OPEX.

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	Rules
ACDOCA-POSID	WBS Element	To be prepopulated based on WBS element load with new WBS number.
ACDOCA-WSL	Amount	For previous year actuals, total all transaction values and post as a single transaction with the posting date of the 31 Dec of the previous year. For current year actuals, total all transaction values by month and post as a single transaction with the posting date of the last month end of each month
ACDOCA-BUDAT	Posting Date	For previous year actuals, total all transaction values and post as a single transaction with the posting date of the 31 Dec of the previous year. For current year actuals, total all transaction values by month and post as a single transaction with the posting date of the last month end of each month
ACDOCA-POPER	Posting Period	Enter Posting Period. This should default in the DCT based on Posting Date
ACDOCA-GJAHR	Fiscal Year	Enter fiscal year. This should default based on Posting Date
ACDOCA-BLART	Document Type	Use Document Type “SA” (TBC) or "UE"?
ACDOCA-BLDAT	Document Date	Same as Posting Date
ACDOCA-BKTXT	Header Text	TBC
ACDOCA-RBUKRS	Company Code	Enter Company Code
ACDOCA-RACCT	GL Account	Default to GL XXXXX (TBC)
ACDOCA-RWCUR	Currency	Enter Local Currency. Group currency will be calculated.
ACDOCA-SGTXT	Item Text	Migration transaction TBC

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team Responsible
1.	All WBS element cleansing has been completed in PF2 and WP2	Business

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
1.	In ADMM, select Object 9031 and launch this to execute transformation	Syniti Team
2.	Perform transformation for all relevant WBS Elements. Legacy WBS Element is mapped to S/4HANA WBS elements in mapping table.	Syniti Team
3.	Generate Pre-Load reports in ADMM for the extracted WBS Element amounts.	Syniti Team
4.	Validate the transformed file as part of pre-load validation, raise data defects or provide the pre-load sign-off.	Business
5.	Analyze and resolve any pre-load defects logged by business.	Data Team

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic
1.	PF2 and WP2	COSP	OBJNR	Object Number	S/4HANA	ACDOCA	POSID	WBS Element Number	COSP Object Number will identify the WBS Element from PF2 and WP2 (PRPS table) which will map to the S/4HANA WBS Element identified in WBS mapping table.
2.	PF2 and WP2	COSS	OBJNR	Object Number	S/4HANA	ACDOCA	POSID	WBS Element Number	COSS Object Number will identify the WBS Element from PF2 and WP2 (PRPS table) which will map to the S/4HANA WBS Element identified in WBS mapping table.
3.	PF2 and WP2	COSP	BUKRS	Company Code	S/4HANA	ACDOCA	RBUKRS	Company Code	Mapping table from legacy company code to S/4HANA Company Code.
4.	PF2 and WP2	COSS	BUKRS	Company Code	S/4HANA	ACDOCA	RBUKRS	Company Code	Mapping table from legacy company code to S/4HANA Company Code.
5.	PF2 and WP2	PRPS	PRCTR	Profit Center	S/4HANA	ACDOCA	PRCTR	Profit Center	Map Legacy Profit Centre to the S/4 HANA Profit Centers.
6.	PF2 and WP2	COSP	GJAHR	Fiscal Year	S/4HANA	ACDOCA	GJAHR	Fiscal Year
7.	PF2 and WP2	COSS	GJAHR	Fiscal Year	S/4HANA	ACDOCA	GJAHR	Fiscal Year
8.	N/A	N/A	N/A	N/A	S/4HANA	ACDOCA	RACCT	Account Number	Use GL Account to post to the new WBS Element. TBC
9.	PF2 and WP2	COSP	WOGxx	Value Obj Curr	S/4HANA	ACDOCA	POPER	Posting Period
10.	PF2 and WP2	COSS	WOGxx	Value Obj Curr	S/4HANA	ACDOCA	POPER	Posting Period
11.	N/A				S/4HANA	ACDOCA	BUDAT	Posting Date
12.	N/A				S/4HANA	ACDOCA	BLDAT	Document Date
13.	PF2 and WP2	COSP	WOGxx	Value Obj Curr	S/4HANA	ACDOCA	WSL	Amount in Transaction Currency	xx represents all periods for previous years. Value type (COSP-WRTTP) must be “4” and Dr/Cr Indicator (COSP-BEKNZ) set to “O - Special: Sender credit from settlement”. Once the data is collected the signage must be changed prior to posting. As most of the settlement amounts will be a negative amount, this value must be changed to a positive amount before posting back to the S/4HANA WBS Element. If the settlement amount is a positive value, it must be changed to a negative value. Logic will be required to determine the posting period from the field name WOGxx, with xx being the posting month. E.g. 01,02,03
14.	PF2 and WP2	COSS	WOGxx	Value Obj Curr	S/4HANA	ACDOCA	WSL	Amount in Transaction Currency	xx represents all periods for previous years. Value type (COSP-WRTTP) must be “4” and Dr/Cr Indicator (COSP-BEKNZ) set to “O - Special: Sender credit from settlement”. Once the data is collected the signage must be changed prior to posting. As most of the settlement amounts will be a negative amount, this value must be changed to a positive amount before posting back to the S/4HANA WBS Element. If the settlement amount is a positive value, it must be changed to a negative value. Logic will be required to determine the posting period from the field name WOGxx, with xx being the posting month. E.g. 01,02,03
15.	N/A				S/4HANA	ACDOCA	BLART	Document Type	Default to UE? TBC
16.	N/A				S/4HANA	ACDOCA	USNAM	User Name	Default to data migration user ID
17.	N/A				S/4HANA	ACDOCA	SGTXT	Item Text	Specify source WBS Element
18.	PF2 and WP2				S/4HANA	ACDOCA	BKTXT	Header Text	Default to “Data Object 9031”
19.	PF2 and WP2				S/4HANA	ACDOCA	RACCT	Offsetting GL Account	Use the Offset GL Account used for GL Balance migration - (TBC). This will be used for migration for transactions that will eventually settle to AUC

Transformation Mapping

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

Mapping Table Name	Mapping Table Description
WBS Element/Project Definition	Legacy WBS Element will be mapped to the new S/4HANA number which has been created from the PPM Item number.
Project Types	Legacy Project Types to be mapped to new S/4HANA Project Types.
Company Code	Legacy Company Codes mapped to new S/4HANA Company Codes.
Plant	Legacy Plant mapped to new S/4HANA Plants.
Investment Reason	???
Cost Centre	Legacy Cost Centers mapped to new S/4HANA Cost Centers.
Profit Centre	Legacy Profit Centers mapped to new S/4HANA Profit Centers.

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible
1.	All records must be transformed after relevancy rules have been applied.	Data
2.	All cleansing reports must have been verified and endorsed. Only clean records will therefore be subject to transformation.	Business
3.	All mapping table values must be verified by the business.	Business
4.	All the fields within the WBS Elements must have the new values configured in S/4HANA	Data/Functional Team

Pre-Load Validation

Project Team

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

Completeness

Task	Action
Verify Counts	Data team to verify the load count is the same as per identified data from WBS Element file.
Number of WBS Elements per Project Definition	Verify that there is the same number of WBS Elements per Project Definition.
WBS Element Levels	Check that each WBS Element is at the correct level.
Verify against table COSP	Run all relevant transactions in table COSP and match the WBS Elements against the Pre-Load report to verify all relevant WBS Elements have been selected.

Accuracy

Task	Action
Validate	Check that each WBS element has the correct S/4HANA Project Definition code.

Business

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

Completeness

Task	Action
Verify counts	Business to verify the load count is the same as per identified data from WBS Elements relevancy. The report will be the same one used by the Data Team ready for upload.

Accuracy

Task	Action
Validate	Business to verify that all the data in the load table/file is accurate as per the endorsed transformation rules and mapping. It needs to be 100% accurate.

Load

To load Project Definition:

See the DCT for PPM Item Load Section. All these relevant Project Definitions will be loaded into the PPM modules as PPM Items. Within SAP there is a special upload file and upload program that will load these Project Definitions into PPM Items.

Once these Project Definitions are loaded into PPM Items there will be a trigger to use the Project Definition Template to post these PPM Items as Project Definitions together with the first two levels of WBS Elements in S/4HANA SAP Project Systems.

Then we will use the BAPI below to map the legacy WBS Elements to the correct level two WBS Element. The assumption here is that by cutover all WBS Elements will be created in the following manner thus making it easier to map to the correct WBS Element.

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
1.
2.
3.		Data
4.		Data
5.		Data
6.		Data
7.
8.
9.
10.
11.
12.

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