Status
Owner	ERGUIZA-ext, Pinky Love
Stakeholders	LEIGHTON-ext, Dean PUN-ext, Eddy JOSHI-ext, Aditya TEE-ext, Paul MOUSSA-ext, Eva STEFANESCU-ext, Aurelia DUNNE-ext, Al KOK-ext, Marcel

Purpose

The purpose of this document is to define the conversion approach to create Permit to Work in S/4 HANA.

Permit to Work in Work Clearance Management (WCM) provides a systematic approach in controlling and executing the operational and maintenance activities safely and efficiently in a worksite. The Permit to Work solution helps to manage the risks inherent to hazardous tasks and ensure that the necessary precautions are put in place to improve the safety of personnel, plant, and the environment.

To provide authorization for jobs that require high-risk activities, Permit to Work provides Work Permit, a formal printed document with the description of the work, the requirements to be fulfilled, and the safety measures to be followed. A work permit authorizes the receiver to carry out the specified work at the specified time and acts as an agreement between the issuer and the receiver about the conditions, risks, and precautions involved.

A Work Permit Template provides a predesigned structure that can be used to create work permits in a consistent format. Creating work permits using a template allows you to simplify and streamline the work permit generation process.

Conversion Scope

The scope of this document covers the approach for creating Work Permit Template into S/4HANA following the Permit to Work Template Master Data Design Standard.

All Data for Permit to Work - Work Permit Template will be build in the DCT.

The data from legacy system includes:

Not applicable

The data from legacy system excludes:

Not applicable

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
DCT	All Permit to Work data will be fully constructed, as it does not currently exist in the source system and represents a new design in the to-be Syensqo landscape.	200	S/4 HANA	200

Additional Information

Multi-language Requirement

Permit to Work Template does not have multi language support. Permit to Work Template text will be migrated using EN logon.

Document Management

Not Applicable

Legal Requirement

Not Applicable

Special Requirements

Not Applicable

Target Design

1. Permit to Work Template

Table	Field	Data Element	Field Description	Data Type	Length	Requirement
IWRKPMTTEMPLATE	WORKPERMIT	WCEWAPINR	Application	CHAR	12	Mandatory
IWRKPMTTEMPLATE	WORKPERMITTYPE	WCEUSAGE	Usage of WCM Object	CHAR	3	Mandatory
IWRKPMTTEMPLATE	WRKPERMITDESC	WCESTXT	Descriptive Short Text	CHAR	40	Mandatory
IWRKPMTTEMPLATE	MAINTENANCEPLANNINGPLANT	IWERK	Maintenance Planning Plant	CHAR	4	Mandatory
IWRKPMTTEMPLATE	OPERATIONWORKCENTERINTERNALID	CR_OBJID	Object ID of the resource	NUMC	8	Mandatory
IWRKPMTTEMPLATE	WRKPERMITVALIDFRMDATE	WCEDATEFR	Valid-From Date for WCM Object	DATS	8	Mandatory
IWRKPMTTEMPLATE	WRKPERMITVALIDFRMTIME	WCETIMEFR	Valid-From Time for WCM Object	TIMS	6	Mandatory
IWRKPMTTEMPLATE	WRKPERMITVALIDTODATE	WCEDATETO	Valid-To Date for WCM Object	DATS	8	Mandatory
IWRKPMTTEMPLATE	WRKPERMITVALIDTOTIME	WCETIMETO	Valid-To Time for WCM Object	TIMS	6	Mandatory
IWRKPMTTEMPLATE	WORKCENTER	PPH_ARBPL	Work Center	CHAR	8	Mandatory
IWRKPMTTEMPLATE	WORKCENTERPLANT	WERKS_D	Plant	CHAR	4	Mandatory
IWRKPMTTEMPLATE	WRKPMTMGMTOBJSUBTYPE	WCETYP	Type of WCM Object	CHAR	1	Mandatory

2. Approvals

Table	Field	Data Element	Field Description	Data Type	Length	Requirement
IWPMAPPROVAL	WORKPERMIT	WCEWAPINR	Application	CHAR	12	Mandatory
IWPMAPPROVAL	WORKPERMITAPPROVAL	PMSOG	Permit Key	CHAR	10	Mandatory
IWPMAPPROVAL	WORKPERMITAPPROVALSTATUS	PTWEWORKPERMITAPPROVALSTATUS	Work Permit Approval Status	CHAR	1	Mandatory

Permit to Work Template Data strictly adheres to the Master Data Standard. The complete information of the key fields that hold the Permit to Work Template information follows the Master Data Standard document that is located here.

Data Cleansing

The Work Permit Template does not exist in the legacy system. Therefore, data cleansing is not applicable.

Data for the Work Permit Template will be captured directly in the Data Collection Template (DCT) and any required refinement will be carried out during the data construction activity.

ID	Criticality	Error Message/Report Description	Rule	Output	Source System
		Not Applicable

Note: List of Cleansing is maintained here: Conversion Specs Register (DCT & Cleansing Report)

Conversion Process

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

Collection will be done manually in the Data Collection Template for A2D In-scope Maintenance Plants.

Data Privacy and Sensitivity

Not Applicable

Extraction

Data extraction is not applicable, as no corresponding data exists in the legacy system.

Extraction Run Sheet

Req #	Requirement Description	Team Responsible
Not Applicable

Selection Screen

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 data with exception of some fields which require transformation as mentioned in the transformation rule.

Delta Data Management: Initial collection will be done via the report and one-time load to the DCT will be performed. Any delta after the initial collection within the DCT will require business to take due diligence to ensure any subsequent delta cleansing is verified and aligned within the DCT.

Note: All rules specified below should be documented as a tooltip in the DC Page.

Format:

Line 1: Mandatory / Conditional
Line 2: Remaining text

1. Permit to Work Template

Field Name	Field Description	Rule
WORKPERMIT	Application	Mandatory. Staging identifier used to uniquely define a Permit to Work Template.
WORKPERMITTYPE	Usage of WCM Object	Mandatory. Must be a valid Characteristic Group (WCCY).
WRKPERMITDESC	Descriptive Short Text	Mandatory. Template for Maintenance - prefix with MAIN. Template for Operator Asset Care - prefix with OAC. Examples: MAIN_WORK_PERMIT OAC_WORK_PERMIT All Letters must be Capital.
MAINTENANCEPLANNINGPLANT	Maintenance Planning Plant	Mandatory. Allowed values: List from Value Mapping - Plant where Maintenance Plant = Yes
OPERATIONWORKCENTERINTERNALID	Object ID of the resource	Mandatory. Start time of validity of template
WRKPERMITVALIDFRMDATE	Valid-From Date for WCM Object	Mandatory. Start date of validity of template Ensure date today or in the future. No date in the past. Must be in DDMMYYYY format
WRKPERMITVALIDFRMTIME	Valid-From Time for WCM Object	Mandatory. End time of validity of template
WRKPERMITVALIDTODATE	Valid-To Date for WCM Object	Mandatory. End date of validity of template Ensure date is in the future. Should be later than the Valid-From Date Must be in DDMMYYYY format
WRKPERMITVALIDTOTIME	Valid-To Time for WCM Object	Mandatory
WORKCENTER	Work Center	Mandatory. Responsible work center for template Should exist in Work Centre DCT.
WORKCENTERPLANT	Plant	Mandatory. Default: Same as maintenance planning plant
WRKPMTMGMTOBJSUBTYPE	Type of WCM Object	???

2. Approvals

Field Name

Field Description

Rule

WORKPERMIT

Application

Mandatory.

Should exist in Permit to Work Template DCT

WORKPERMITAPPROVAL

Permit Key

Mandatory.

Must be a valid Permit Type (T357G).

WORKPERMITAPPROVALSTATUS

Work Permit Approval Status

Mandatory.

Must be a valid value. To use the permit template in the process the final status must be A - Approved

Note: List of DCTs is maintained here: Conversion Specs Register (DCT & Cleansing Report)

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team Responsible
Not Applicable

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.
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
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 Data Team
2	In dspMigrate, select the wave –R3 S4/HANA – Plant Maintenance	Syniti
3	Go to Process Area Launch and Process the Object – Work Permit Template	Syniti
4	Review and Validate Error and Preload Reports	Syniti
5	Execute the transformation to prepare the target tables	Syniti
6	Validate data from pre-load and error reports	Business/Data owner
7	Generate load files	SyWay Data Team

Transformation Rules

1. Permit to Work Template

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic
1	DCT	IWRKPMTTEMPLATE	WORKPERMIT	Application	S/4 Hana	IWRKPMTTEMPLATE	WORKPERMIT	Application	Direct Mapping
2	DCT	IWRKPMTTEMPLATE	WORKPERMITTYPE	Usage of WCM Object	S/4 Hana	IWRKPMTTEMPLATE	WORKPERMITTYPE	Usage of WCM Object	Direct Mapping
3	DCT	IWRKPMTTEMPLATE	WRKPERMITDESC	Descriptive Short Text	S/4 Hana	IWRKPMTTEMPLATE	WRKPERMITDESC	Descriptive Short Text	Direct Mapping
4	DCT	IWRKPMTTEMPLATE	MAINTENANCEPLANNINGPLANT	Maintenance Planning Plant	S/4 Hana	IWRKPMTTEMPLATE	MAINTENANCEPLANNINGPLANT	Maintenance Planning Plant	Direct Mapping
5	DCT	IWRKPMTTEMPLATE	OPERATIONWORKCENTERINTERNALID	Object ID of the resource	S/4 Hana	IWRKPMTTEMPLATE	OPERATIONWORKCENTERINTERNALID	Object ID of the resource	Direct Mapping
6	DCT	IWRKPMTTEMPLATE	WRKPERMITVALIDFRMDATE	Valid-From Date for WCM Object	S/4 Hana	IWRKPMTTEMPLATE	WRKPERMITVALIDFRMDATE	Valid-From Date for WCM Object	Direct Mapping
7	DCT	IWRKPMTTEMPLATE	WRKPERMITVALIDFRMTIME	Valid-From Time for WCM Object	S/4 Hana	IWRKPMTTEMPLATE	WRKPERMITVALIDFRMTIME	Valid-From Time for WCM Object	Direct Mapping
8	DCT	IWRKPMTTEMPLATE	WRKPERMITVALIDTODATE	Valid-To Date for WCM Object	S/4 Hana	IWRKPMTTEMPLATE	WRKPERMITVALIDTODATE	Valid-To Date for WCM Object	Direct Mapping
9	DCT	IWRKPMTTEMPLATE	WRKPERMITVALIDTOTIME	Valid-To Time for WCM Object	S/4 Hana	IWRKPMTTEMPLATE	WRKPERMITVALIDTOTIME	Valid-To Time for WCM Object	Direct Mapping
10	DCT	IWRKPMTTEMPLATE	WORKCENTER	Work Center	S/4 Hana	IWRKPMTTEMPLATE	WORKCENTER	Work Center	Direct Mapping
11	DCT	IWRKPMTTEMPLATE	MAINTENANCEPLANNINGPLANT	Maintenance Planning Plant	S/4 Hana	IWRKPMTTEMPLATE	WORKCENTERPLANT	Plant	Direct Mapping
12	DCT	IWPMAPPROVAL	WRKPMTMGMTOBJSUBTYPE	Type of WCM Object	S/4 Hana	IWPMAPPROVAL	WRKPMTMGMTOBJSUBTYPE	Type of WCM Object	Direct Mapping

2. Approvals

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic
1	DCT	IWPMAPPROVAL	WORKPERMIT	Application	S/4 Hana	IWPMAPPROVAL	WORKPERMIT	Application	Direct Mapping
2	DCT	IWPMAPPROVAL	WORKPERMITAPPROVAL	Permit Key	S/4 Hana	IWPMAPPROVAL	WORKPERMITAPPROVAL	Permit Key	Direct Mapping
3	DCT	IWPMAPPROVAL	WORKPERMITAPPROVALSTATUS	Work Permit Approval Status	S/4 Hana	IWPMAPPROVAL	WORKPERMITAPPROVALSTATUS	Work Permit Approval Status	Direct Mapping

List of Custom Target Reports for this object is maintained here: Conversion Specification - Custom Reports Register.

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
1	Ensure DCT tables completeness	Syniti
2	Ensure all Transformation mappings are up to date.	Syniti

Pre-Load Validation

Project Team

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

Completeness

Task	Action
Verify Record Count	Data team to verify that the total number of relevant records from the source systems is equal to the total number of records in the Preload and Load Sheets.

Accuracy

Task

Action

Conversion Accuracy

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

Task	Action
Verify Record Count	Business team to verify that the total number of relevant records from the source systems is equal to the total number of records in the Preload and Load Sheets.

Accuracy

Task	Action
Conversion Accuracy	Business to verify that all the data in the load table/file is accurate as per endorsed transformation/mapping rules (and signed-off data)

Load

Custom Load tool will be used to upload the Work Permit Template. The load tool should replicate data creation method under class CL_WCM_PTW_HELPER_ROOT to accommodate upload of all the necessary data sets.

Load Run Sheet

Item #	Step Description	Team Responsible
1	Ensure Pre-load sign-offs are obtained.	SyWay Data team
2	Go to the load tool and select the correct load Program.	SyWay Data team
3	Proceed with Data load.	SyWay Data team
4	Validate few records loaded by accessing standard transactions.	SyWay Data team
5	Generate the post load reports in the tool.	SyWay Data team
6	Log errors as defects, if any and address resolutions. Close defects.	SyWay Data team
7	Resolve defects by re-upload and re-generate post load reports if necessary.	SyWay Data team
8	Business to validate the post load files as part of post-load validation, raise data defects or provide the post-load sign-off.	Business
9	Repeat steps 5 to 7 if necessary.	SyWay Data team

Load Phase and Dependencies

Pre-Cutover

Configuration

List the Configurations required before loading can commence

Item #	Configuration Item
1	Authorisation Groups
2	Nature of Work
3	Personal Protective Equipment
4	Safety Precautions
5	Approval Categories
6	Approval Types
7	Work Permit Type
8	Work Permit Template Types

Conversion Objects

Object #	Preceding Object Conversion Approach
1002	Equipment
1003	Functional Location
1006	Work Center
3001	Business Partner - Employee (BUP003)

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	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	Data team to verify that the Work Permit Template 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 Work Permit Template 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.
Permit to Work Template is in scope based on data design and any exception requested by business.

Any additional key assumptions.

Purpose

Conversion Scope

Additional Information

Multi-language Requirement

Document Management

Legal Requirement

Special Requirements

Target Design

Data Cleansing

Conversion Process

Data Privacy and Sensitivity

Extraction

Data Collection Template (DCT)

Extraction Dependencies

Transformation

Transformation Run Sheet

Transformation Mapping

Transformation Dependencies

Pre-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Load

Load Run Sheet

Configuration

Conversion Objects

Error Handling

Post-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Key Assumptions

See also

Change log