Status

Owner
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 migrate Business Partners - Prospect (BUP002) in S/4 HANA.

In Salesforce, a Prospect is typically used to track potential customers who have shown interest but have not yet been qualified as quotations or sales order. They may include essential details like company information, interaction history, and engagement level.

In SAP S/4HANA, the Prospect is intended to be represented similarly. Prospects are classified as BP (Business Partners) under the Customer category, with attributes that allow future conversion into full-fledged customers. 


Conversion Scope

The scope of this document covers the approach for converting active Prospect from Legacy Source Systems into S/4HANA following the Business Partners - Prospect (BUP002) Master Data Design Standard.


The data from legacy system includes:

  1. Under the Salesforce Account object, the Partner Type is Prospect and there is no deletion indicator for the account.
  2. The Account Organization is SCO (Syensqo).
  3. For prospect created for more than 2 years, there is usage for the prospect within the 2 years, e.g., there are visit reports, leads or sales opportunities created. 
  4. For prospect created within 2 years, it is not in any blocked status
  5. The prospect is for GBU within scope. 

The data from legacy system excludes:

  1. The Prospect is defined exclusively for GBU out of scope, such as Oil&Gas, Aroma.
  2. The Prospect has already been converted to customer.
  3. Exclude Status for the Prospect is Rejected


List of source systems and approximate number of records
SourceScope

Source Approx No. of Records

Target SystemTarget Approx

No. of Records

iCareActive Prospect
S4 Hana
CoreCRMActive Prospect
S4 Hana










Additional Information

Multi-language Requirement

The prospect may contain local language. Therefore, the conversion will also need to support the multi-language address.  Below languages (International versions) are supported based on KDD055 - Multiple Language Support

It will support 4 Core Languages (English, French, Italian and Mandarin).

Document Management

N/A.

Legal Requirement

CMMC 2.0 is a mandatory DoD cybersecurity certification for contractors handling Controlled Unclassified Information (CUI) and Federal Contract Information (FCI). CUI includes sensitive technical data (e.g., design specs, system info) related to U.S. military and space applications. The Composites Business handles CUI and is therefore within CMMC scope. Without certification, the business risks disqualification from existing and future DoD programs.
It is mandatory to implement CMMC-compliant systems and processes to for all the organizations that are dealing with CUI.


Special Requirements

Due to compliance requirement, there will be three SAP instances, one for Rest of the World (ROW), one for China and one for CUI. Prospect will be migrated into all three SAP instances.





Target Design

With Functional input, document the technical design of the target fields that are in the scope of this document.

The technical design of the target for this conversion approach.

TableFieldData ElementField DescriptionData TypeLengthRequirement
BUT000PARTNERPARTNERBusiness PartnerCHAR10Mandatory
BUT000BU_GROUPBU_GROUPGroupingCHAR4Mandatory
BUT000BPEXTBPEXTExternal BP NumberCHAR20Mandatory
BUT000BU_SORT1BU_SORT1Search Term 1CHAR20Mandatory
BUT000NAME_ORG1NAME_ORG1Name 1CHAR40Mandatory
BUT000NAME_ORG2NAME_ORG2Name 2CHAR40Conditional
BUT000IND_SECTORIND_SECTORIndustry sectorCHAR10Conditional
ADRCNATIONNATIONAddress VersionCHAR1Conditional
ADRCNAME1NAME1NameCHAR40Mandatory
ADRCNAME2NAME2Name 2CHAR40Conditional
ADRCNAME_CONAME_COc/oCHAR40Conditional
ADRCCITY1CITY1CityCHAR40Conditional
ADRCCITY2CITY2DistrictCHAR40Conditional
ADRCPOST_CODE1POST_CODE1Postal CodeCHAR10Conditional
ADRCTRANSPZONETRANSPZONETransportation ZoneCHAR10Conditional
ADRCSTREETSTREETStreetCHAR60Conditional
ADRCHOUSE_NUM1HOUSE_NUM1House NumberCHAR10Conditional
ADRCHOUSE_NUM2HOUSE_NUM2SupplementCHAR10Conditional
ADRCSTR_SUPPL1STR_SUPPL1Street 2CHAR40Conditional
ADRCSTR_SUPPL2STR_SUPPL2Street 3CHAR40Conditional
ADRCSTR_SUPPL3STR_SUPPL3Street 4CHAR40Conditional
ADRCLOCATIONLOCATIONStreet 5CHAR40Conditional
ADRCCOUNTRYCOUNTRYCountry/Region KeyCHAR3Mandatory
ADRCLANGULANGULanguage KeyLANG1Mandatory
ADRCREGIONREGIONRegionCHAR3Mandatory
ADRCSORT1SORT1Search Term 1CHAR20Mandatory
ADRCTEL_NUMBERTEL_NUMBERTelephoneCHAR30Conditional
ADR6SMTP_ADDRSMTP_ADDRE-Mail AddressCHAR241Conditional
KNA1KTOKDKTOKDAccount groupCHAR4Mandatory
BUT100PARTNERPARTNERBusiness PartnerCHAR10Mandatory
BUT100RLTYPRLTYPBP RoleCHAR6Mandatory
ADR12URI_SRCHURI_SRCHURI addressCHAR50Conditional


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
3009-001C1Identify inactive prospectFor prospect created for more than 2 years, there is no usage for the prospect within the 2 years, e.g., there are visit reports, leads or sales opportunities created.Prospect Account ID/Name/Address/Last usage / Account ManageriCare/Core
3009-001C2Identify Duplicate ProspectMultiple prospects refers to the same entity, e.g., the organization name/country/address is identical or very similarProspect Account ID/Name/Address/Last usage / Account ManageriCare/Core














Conversion Process

The high-level process is represented by the diagram below:

The ETL (Extract, Transform, Load) process is a structured approach to data migration and management, ensuring high-quality data is seamlessly transferred across systems. Here’s a breakdown of its key components:

1. Extraction
The process begins with extracting metadata and raw data from source systems, such as Syensqo CRM system (i.e., iCare/CoreCRM) periodically. The extracted data is then staged for transformation.


2. Transformation
Once extracted, the data undergoes cleansing, consolidation, and governance. This step ensures data integrity, consistency, and compliance with business rules. The transformation process includes:
- Data validation to remove inconsistencies.
- Standardization to align formats across datasets.
- Business rule application to refine data for operational use.


3. Loading
The transformed data is then loaded into the target S4 Hana system. 





Data Privacy and Sensitivity

N/A


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.

For SAP CUI related entities, it will be alternative extraction process and the data will be stored in approved tools.

Extraction Run Sheet

Req #Requirement DescriptionTeam Responsible
Extraction Scope Definition- Identify the source systems and databases involved.
- Define the data objects (tables, fields, records) to be extracted.
- Establish business rules for data selection.

Syniti

Syniti / LTC Data team

Extraction Methodology- Specify the extraction approach (full, incremental, or delta extraction).
- Determine the tools and technologies used.
- Define data filtering criteria to exclude irrelevant records.
Syniti
Extraction Execution Plan- Establish execution timelines and batch processing schedules.
- Assign responsibilities for extraction monitoring.
- Document dependencies on other migration tasks.
Syniti
Data Quality and Validation- Define error handling mechanisms for extraction failures.Syniti


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
N/A



















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 NameField DescriptionRule
N/A










Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #Step DescriptionTeam Responsible
1

Source System Availability

  • Ensure that the source database or application is accessible.
  • Confirm that necessary credentials and permissions are granted
Syensqo IT
2

Data Structure

  • Identify relationships between tables, views, and stored procedures.
Syniti
3

Referential Integrity

  • Ensure dependent records are extracted together.
Syniti
4

Extraction Methodology

  • Define whether extraction is full, incremental, or delta-based.
  • Establish batch processing schedules for large datasets.
Syniti
5

Performance and Scalability Considerations

  • Optimize extraction queries to prevent system overload.
  • Ensure network bandwidth supports data transfer volumes.
Syniti
6

Security and Compliance

  • Adhere to regulatory standards for sensitive information if applicable
Syniti


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
1Transformation Scope Definition
- Identify the source and target data structures.
- Define business rules for data standardization.
- Establish data cleansing requirements to remove inconsistencies.
Data Team
2Data Mapping and Standardization
- Align source fields with target fields.
- Ensure unit consistency (e.g., currency, measurement units)
Data Team
3Business Rule Application
- Implement data enrichment/collection if applicable
- Apply conditional transformations based on predefined logic/business rules
Data Team
4Transformation Execution Plan
- Define batch processing schedules.
- Assign responsibilities for monitoring execution.
- Establish error-handling mechanisms
Syniti


Transformation Rules

Rule #Source systemSource TableSource FieldSource DescriptionTarget SystemTarget TableTarget FieldTarget DescriptionTransformation Logic
1Core CRM


S4 HanaBUT000PARTNERBusiness PartnerRule - Apply external number range from 1000000 to 99999999, use the running number from 1000000
2Core CRM


S4 HanaBUT000BU_GROUPGroupingDefault - BP02
3Core CRM
SLV10_Acc_Id__cAccount IdS4 HanaBUT000BPEXTExternal BP NumberCopy 
4Core CRM
SLV41_Customer_Name__cCustomer NameS4 HanaBUT000BU_SORT1Search Term 1Rule - Copy first 20 char
5Core CRM
SLV41_Customer_Name__cCustomer NameS4 HanaBUT000NAME_ORG1Name 1Rule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in NAME_ORG1 rest in NAME_ORG2. Use Space as delimiter to separate the entire name
6Core CRM
SLV41_Customer_Name__cCustomer NameS4 HanaBUT000NAME_ORG2Name 2Rule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in NAME_ORG1 rest in NAME_ORG2. Use Space as delimiter to separate the entire name
7Core CRM


S4 HanaBUT000IND_SECTORIndustry sector TBD
8Core CRM


S4 HanaADRCNATIONAddress VersionRule - If there is value in field SLV41_Customer_Name_INT__c
then international version will be used. Following international version will be used based on country/region
C – Chinese → Simplified Chinese (used for Mandarin).
M – Chinese trad. → Traditional Chinese (Mandarin/Taiwan/HK use).
9Core CRM
For std version - SLV41_Customer_Name__c
For international version - SLV41_Customer_Name_INT__c

S4 HanaADRCNAME1NameRule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in NAME_ORG1 rest in NAME_ORG2. Use Space as delimiter to separate the entire name
10Core CRM
For std version - SLV41_Customer_Name__c
For international version - SLV41_Customer_Name_INT__c

S4 HanaADRCNAME2Name 2Rule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in NAME_ORG1 rest in NAME_ORG2. Use Space as delimiter to separate the entire name
11Core CRM
For std version, SLV41_C_O_Name__c
For International version SLV41_C_O_Name_INT__c

S4 HanaADRCNAME_COc/oCopy - 
12Core CRM
For std version, SLV7_ACC_Country__c
For international version SLV_City_local_language__c

S4 HanaADRCCITY1CityCopy - 
13Core CRM
SLV20_District__cDistrictS4 HanaADRCCITY2DistrictCopy - 
14Core CRM
SLV_Address__cAddressS4 HanaADRCPOST_CODE1Postal CodeRule - 
15Core CRM


S4 HanaADRCTRANSPZONETransportation ZoneRule - 
16Core CRM
Std version - SLV_Address__c
International Version - SLV_Street_local_language__c 

S4 HanaADRCSTREETStreetRule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in STREET rest in STR_SUPPL1 / STR_SUPPL2/3/4. Use Space as delimiter to separate the entire name
17Core CRM
SLV_Address__cAddressS4 HanaADRCHOUSE_NUM1House NumberRule - 
18Core CRM
SLV_Address__cAddressS4 HanaADRCHOUSE_NUM2SupplementRule - 
19Core CRM
Std version - SLV_Address__c
International Version - SLV_Street_local_language__c 

S4 HanaADRCSTR_SUPPL1Street 2Rule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in STREET rest in STR_SUPPL1 / STR_SUPPL2/3/4. Use Space as delimiter to separate the entire name
20Core CRM
Std version - SLV_Address__c
International Version - SLV_Street_local_language__c 

S4 HanaADRCSTR_SUPPL2Street 3Rule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in STREET rest in STR_SUPPL1 / STR_SUPPL2/3/4. Use Space as delimiter to separate the entire name
21Core CRM
Std version - SLV_Address__c
International Version - SLV_Street_local_language__c

S4 HanaADRCSTR_SUPPL3Street 4Rule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in STREET rest in STR_SUPPL1 / STR_SUPPL2/3/4. Use Space as delimiter to separate the entire name
22Core CRM
International Version -
SLV_State_local_language__c

S4 HanaADRCLOCATIONStreet 5Copy - 
23Core CRM
SLV7_ACC_Country__cCountry / CityS4 HanaADRCCOUNTRYCountry/Region KeyRule - 
24Core CRM
SLV2_ACC_Language__cLanguageS4 HanaADRCLANGULanguage KeyMapping - 
25Core CRM
SLV_Address__cAddressS4 HanaADRCREGIONRegionRule - 
26Core CRM
SLV41_Customer_Name__cCustomer NameS4 HanaADRCSORT1Search Term 1Rule - Copy first 20 char
27Core CRM
PhonePhoneS4 HanaADRCTEL_NUMBERTelephoneCopy - 
28Core CRM
SLV20_HeadQuarter_Email__cHeadQuarter EmailS4 HanaADR6SMTP_ADDRE-Mail AddressCopy - 
29Core CRM


S4 HanaKNA1KTOKDAccount groupDefault - DEBI
30Core CRM


S4 HanaBUT100PARTNERBusiness PartnerRule - Follow BUT000, 
31Core CRM


S4 HanaBUT100RLTYPBP RoleDefault - BUP002 & FLCU01
32Core CRM
WebsiteWebsiteS4 HanaADR12URI_SRCHURI addressCopy - 


Rule #Source systemSource TableSource FieldSource DescriptionTarget SystemTarget TableTarget FieldTarget DescriptionTransformation Logic
33iCare


S4 HanaBUT000PARTNERBusiness PartnerRule - Apply external number range from 1000000 to 99999999, use the running number from 1000000
34iCare


S4 HanaBUT000BU_GROUPGroupingDefault - BP02
35iCare
X18D_Account_ID__c18D Account IDS4 HanaBUT000BPEXTExternal BP NumberCopy - 
36iCare
NameAccount NameS4 HanaBUT000BU_SORT1Search Term 1Rule - Copy first 20 char
37iCare
NameAccount NameS4 HanaBUT000NAME_ORG1Name 1Rule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in NAME_ORG1 rest in NAME_ORG2. Use Space as delimitor to separate the entire name
38iCare
NameAccount NameS4 HanaBUT000NAME_ORG2Name 2Rule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in NAME_ORG1 rest in NAME_ORG2. Use Space as delimitor to separate the entire name
39iCare


S4 HanaBUT000IND_SECTORIndustry sector TBD
40iCare


S4 HanaBUT020PARTNERBusiness PartnerRule - Follow BUT000, 
41iCare


S4 HanaADRCNATIONAddress VersionRule - If there is value in field SLV41_Customer_Name_INT__c
then international version will be used. Following international version will be used based on country/region
C – Chinese → Simplified Chinese (used for Mandarin).
M – Chinese trad. → Traditional Chinese (Mandarin/Taiwan/HK use).
42iCare
For std version - Name
For international version - Account_Name_Local_Language__c

S4 HanaADRCNAME1NameRule - 
43iCare
For std version - Name
For international version - Account_Name_Local_Language__c

S4 HanaADRCNAME2Name 2Rule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in NAME_ORG1 rest in NAME_ORG2. Use Space as delimitor to separate the entire name
44iCare


S4 HanaADRCNAME_COc/oNot in use
45iCare
For std version, BillingAddress
For international version Billing_City_Local_Language__c

S4 HanaADRCCITY1CityCopy - 
46iCare


S4 HanaADRCCITY2DistrictNot in use
47iCare
BillingAddressSold-to AddressS4 HanaADRCPOST_CODE1Postal CodeRule - 
48iCare


S4 HanaADRCTRANSPZONETransportation ZoneRule - 
49iCare
Std version - BillingAddress
International Version - Billing_Street_Local_Language__c

S4 HanaADRCSTREETStreetRule - If the field length is less than 40 char, then copy.
If the field length is more than 40 char, copy the first part in STREET rest in STR_SUPPL1. Use Space as delimitor to separate the entire name
50iCare
BillingAddressSold-to AddressS4 HanaADRCHOUSE_NUM1House NumberRule - 
51iCare
BillingAddressSold-to AddressS4 HanaADRCHOUSE_NUM2SupplementRule - 
52iCare
Std version - BillingAddress
International Version - Billing_Street_Local_Language__c

S4 HanaADRCSTR_SUPPL1Street 2Rule - 
53iCare
Std version - BillingAddress
International Version - Billing_Street_Local_Language__c

S4 HanaADRCSTR_SUPPL2Street 3Rule - 
54iCare
Std version - BillingAddress
International Version - Billing_Street_Local_Language__c

S4 HanaADRCSTR_SUPPL3Street 4Rule - 
55iCare
International Version -
Billing_State_Province_Local_Language__c

S4 HanaADRCLOCATIONStreet 5Copy - 
56iCare
BillingAddressSold-to AddressS4 HanaADRCCOUNTRYCountry/Region KeyRule - 
57iCare


S4 HanaADRCLANGULanguage KeyMapping - 
58iCare
BillingAddress
S4 HanaADRCREGIONRegionRule - 
59iCare
NameAccount NameS4 HanaADRCSORT1Search Term 1Rule - Copy first 20 char
60iCare
PhonePhoneS4 HanaADRCTEL_NUMBERTelephoneCopy - 
61iCare
Email_update__cGeneral Customer EmailS4 HanaADR6SMTP_ADDRE-Mail AddressCopy - 
62iCare


S4 HanaKNA1KTOKDAccount groupDefault - 
63iCare


S4 HanaBUT100PARTNERBusiness PartnerRule - Follow BUT000, 
64iCare


S4 HanaBUT100RLTYPBP RoleDefault - BUP002 & FLCU01
65iCare
WebsiteWebsite
ADR12URI_SRCHURI addressCopy - 



Transformation Mapping

Use the exact name and reference this section in the “Transformation rules” above
Mapping Table NameMapping Table Description
MAP_REGION_CXCountry/Region Code Mapping Table for SalesForce






Transformation Dependencies

List the steps that need to occur before transformation can commence
Item #Step DescriptionTeam Responsible
1Source Data Integrity
- Ensure extracted data is complete, accurate, and consistent.
- Validate that data types and formats align with transformation requirements.
Syniti
2Referential Integrity
- Ensure dependent records are transformed together or in advance
Syniti
3Transformation Logic and Mapping
- Define data mapping rules between source and target schemas.
Data Team
4Performance and Scalability Considerations
- Optimize transformation processes for large datasets.
- Ensure system resources can handle transformation workloads
Syniti
5Logging and Error Handling
- Maintain detailed logs of transformation activities.
- Define error-handling procedures for failed transformations
Syniti


Pre-Load Validation

Project Team

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

Completeness

TaskAction
titlespecific details of what and how the task needs to be performed e.g. which reports are being used etc.





Accuracy

TaskAction
titlespecific 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

TaskAction
titlespecific details of what and how the task needs to be performed e.g. which reports are being used etc.





Accuracy

TaskAction
titlespecific 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 DescriptionTeam 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 TypeError DescriptionAction Taken










Post-Load Validation

Project Team

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

Completeness

TaskAction
titlespecific details of what and how the task needs to be performed e.g. which reports are being used etc.





Accuracy

TaskAction
titlespecific 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

TaskAction
titlespecific details of what and how the task needs to be performed e.g. which reports are being used etc.





Accuracy

TaskAction
titlespecific 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