| Status | |
|---|---|
| Owner | |
| Stakeholders |
Purpose
The purpose of this document is to define the conversion approach for RE-FX Contract and Lease Management (CLM) master data in SyWay S/4 HANA.
The main object of RE-FX migration is Lease contract master data and conditions. Due to the technical structure of RE-FX, there are also several tightly connected migration objects such as Business Partners (i.e., Vendors), Right of Use (RoU) Assets & their balances, GL Liability balances and Lease related Purchase Orders. The scope of this conversion specification is the Lease contract master records. Migration of Lease contracts are however dependent on the other objects mentioned above to migrate Lease contracts data and their conditions completely and accurately, hence the dependent objects are also identified in this conversion specification.
The data migration activities for RE-FX is going to be managed via an ETL approach defined in the data migration strategy
The conversion approach for Group entities currently using SAP ECC shall use S/4 HANA CLM for IFRS 16 Lease Accounting in SyWay. S/4 HANA CLM provides a standardized framework, single source of truth and processes for a streamlined management of lease contracts across all Syensqo group entities directly in S/4 HANA.
Conversion Scope
The scope of this document covers the approach for converting active IFRS 16 Lease Contracts from Legacy Source Systems into S/4HANA following the DD-FUN-050 Master Data Standard_1076-RE-FX Contract.xlsx Standard.
The data from legacy system includes:
- IFRS 16 Lease-in and Lease-out contracts: Lease contract master data and Condition values migrated via this conversion specification
- Lease Liabilities Balances: Short Term, Long Term and Accrued Lease Liability Balances will be migrated via Object Number 9010
- ROU Assets and Balances: The master and transactional data will be migrated via Object Number 9108
- Business Partners: Vendor & Customer Business Partner master data with a specific RE-FX role will be migrated via Object Number 3021
- Purchase Orders for Leases: All Open POs for RE-FX Leases and with remaining open Quantity will be migrated via Object Number 9045
The data from legacy system excludes:
- Inactive Lease Contracts and it's associated Deactivated ROU Assets (ROU is managed via Object 9108)
- Lease contracts that will be ended as of go-live dates defined in the project plan
Relevancy rule: The following relevancy criteria to be considered for extracting active RE-FX Lease Contracts from both WP2 and PF2. Note: PI2 does not have RE-FX Lease Contracts.
- Go to table VICNCN:
- Get all contracts from VICNCN-BUKRS where BUKRS is for company codes that are in scope and VICNCN-RECNENDABS is greater than or equal to 'system date'
| Source | Scope | Source Approx No. of Records | Target System | Target Approx. No. of Records |
|---|---|---|---|---|
| PF2 | RE-FX Lease Contracts (Lease-In and Lease-Out) | 1,870 | S/4 HANA | Will be same as Source, unless any new contracts and/or deactivation before Go-live |
| WP2 | RE-FX Lease Contracts (Lease-In and Lease-Out) | 2,070 | S/4 HANA | Will be same as Source, unless any new contracts and/or deactivation before Go-live |
Additional Information
Multi-language Requirement
RE-FX Lease Contracts will primarily be managed in English. However, according to KDD055, this master data standard will be implemented in 4 core languages.
- English (EN)
- French (FR)
- Italian (IT)
- Chinese (ZN)
Note: Other language requirements were not finalized while developing this document, A custom WRICEF development is proposed.
Document Management
N/A
Legal Requirement
There are no legal requirements relevant to data migration of RE-FX Lease Contracts
Special Requirements
N/A
Target Design
The technical design of the target for this conversion approach.
| Sheet Name | Table | Field | Data Element | Field Description | Data Type | Length | Requirement |
|---|---|---|---|---|---|---|---|
| Real Estate Contract - Data | VICNCN | BUKRS | BUKRS | Company Code | CHAR | 4 | Mandatory |
| Real Estate Contract - Data | VICNCN | RECNNR | RECNNUMBER | Contract Number | CHAR | 13 | Mandatory |
| Real Estate Contract - Data | VICNCN | RECNTYPE | RECNCONTRACTTYPE | Contract Type | CHAR | 4 | Mandatory |
| Real Estate Contract - Data | VICNCN | RECNTXT | RECNTXT | Contract Description | CHAR | 80 | Mandatory |
| Real Estate Contract - Data | VICNCN | RECNDAT | RECNDAT | Date of Contract Conclusion | DATS | 8 | Conditional |
| Real Estate Contract - Data | VICNCN | RECN2DAT | RECN2DAT | Date of Second Signature | DATS | 8 | Optional |
| Real Estate Contract - Data | VICNCN | RECNBEG | RECNCNBEG | Date of contract start | DATS | 8 | Mandatory |
| Real Estate Contract - Data | VICNCN | RECNEND1ST | RECNEND1ST | Date of First Contract End | DATS | 8 | Mandatory |
| Real Estate Contract - Data | VICNCN | AUTHGRP | RECAAUTHGRP | Authorization Group | CHAR | 40 | Optional |
| Real Estate Contract - Data | VICNCN | RECNTLAW | SMIETR | Tenancy law | CHAR | 5 | Optional |
| Real Estate Contract - Data | VICNCN | RECNTXTOLD | RECNTXTOLD | Number of Old Contract | CHAR | 20 | Optional |
| Real Estate Contract - Data | VICNCN | RECNBUKRSCOLLECT | RECNBUKRSCOLLECT | Company Code of Main Contract | CHAR | 4 | Conditional |
| Real Estate Contract - Data | VICNCN | RECNNRCOLLECT | RECNNUMBERCOLLECT | Number of Real Estate Main Contract | CHAR | 13 | Conditional |
| Real Estate Contract - Data | VICNCN | INDUSTRY | BU_IND_SECTOR | Industry | CHAR | 10 | Optional |
| Real Estate Contract - Data | VICNCN | SRRELEVANT | RECNSALESRENTRELEVANT | Indicator: Relevant to Sales | CHAR | 1 | Optional |
| Real Estate Contract - Data | VICNCN | RESPONSIBLE | RECARESPONSIBLE | Person Responsible | CHAR | 12 | System |
| Real Estate Contract - Data | VICNCN | RECNDPO | RECDCFSTARTFROM | Cash Flow Generated Starting On | DATS | 8 | Conditional |
| Real Estate Contract - Data | VICNCN | CFPOSTINGFROM | RECDCFPOSTINGFROM | First Posting from | DATS | 8 | Optional |
| Real Estate Contract - Data | VICNCN | POSSDATEFROM | REBDPOSSDATEFROM | Date From Which the Object Is Made Available for Use | DATS | 8 | Optional |
| Real Estate Contract - Data | VICNCN | POSSDATETO | REBDPOSSDATETO | Date Up to Which the Object Is Used | DATS | 8 | Optional |
| Real Estate Contract - Data | VICNCN | RECNCNCURR | RECNCNCURR | Currency | CHAR | 5 | Mandatory |
| Real Estate Contract - Data | VICNCN | RELEVANTEVAL | RELEVANTEVAL | Valuation Relevance | CHAR | 10 | Mandatory |
| Real Estate Contract - Data | VICNCN | Custom Field 1 | TBD 1 | Icertis ID | CHAR | 8 | Optional |
| Real Estate Contract - Data | VICNCN | Custom Field 2 | TBD 2 | Vendor Contract ID | CHAR | 20 | Optional |
| Real Estate Contract - Data | VICNCN | Custom Field 3 | TBD 3 | PO Number | CHAR | 10 | Optional |
| Real Estate Contract - Data | VICNCN | Custom Field 4 | TBD 4 | PO Item Number | CHAR | 5 | Optional |
Data Cleansing
| ID | Criticality | Error Message/Report Description | Rule | Output | Source System |
|---|---|---|---|---|---|
| 1 | Medium | Deactivated Lease Contracts | Terminated or concluded lease contracts must be closed and all related postings need to be completed. | Data cleansing to deactivate and exclude terminated or concluded contracts | SAP ECC - PF2/WP2 |
| 2 | Medium | Lease Suspense GL Clearing | Lease - Suspense account balances to be cleared | The balances are to be closed to 0 for any terminated or concluded contracts. Open items are to be cleared as much as possible. | SAP ECC - PF2/WP2 |
| 3 | Medium | Lease POs commitments match with IFRS 16 Active Lease Contracts | Review all Lease POs against active IFRS 16 Lease Contracts that they match the commitments in source system. Otherwise, correct the incorrect values i.e., PO values, Qty, Lease dates and so on. | The PO values are as per the commitment values for the IFRS 16 Lease Contracts, which align with the target Syway RE-FX design where each active lease contract must assign to the Lease PO | SAP ECC - PF2/WP2 |
Conversion Process
The high-level ETL process is illustrate by the diagram below. Note: DCT is not applicable for this object 1076. DCT is shown in table below, for reference only.
Process | Activity |
Extract | Extract involves collecting data from the source. The source is a SAP system, Extract means to pull the required data from source systems into repository using Syniti ADMM. There are 2 steps for this method:
|
Transform | There are 2 steps of Transform activities that can happen in ADMM:
|
Load | This process includes:
|
Data Privacy and Sensitivity
N/AExtraction
The RE-FX Lease contract master data records shall be extracted from SAP ECC and migrated using the 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 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. Note: DCT is not applicable for this object 1076
The agreed Relevancy criteria is applied to the extracted records to identify the records that are applicable for the Target loads
Extraction Run Sheet
Apply relevancy rule/s before Extraction Run
| Req # | Requirement Description | Team Responsible |
|---|---|---|
| 1 | Extract all active and released RE-FX Lease Contracts from table VICNCN in PF2 and WP2. | Syniti team |
| 2 | Extract Object data of RE-FX Lease Contracts from table VIBDOBJASS / VIBDCNSUBJECT in PF2 and WP2 | Syniti team |
| 3 | Extract Measurements data of RE-FX Lease Contracts from table VICNMEASCN in PF2 and WP2 | Syniti team |
| 4 | Extract Organizational data of RE-FX Lease Contracts from table VITMOA in PF2 and WP2 | Syniti team |
| 5 | Extract Posting Terms data of RE-FX Lease Contracts from table VITMPY in PF2 and WP2 | Syniti team |
| 6 | Extract Frequency Terms data of RE-FX Lease Contracts from table VITMRH in PF2 and WP2 | Syniti team |
| 7 | Extract Business Partner (aka Vendors/Customers) data of RE-FX Lease Contracts from table VIBPOBJREL in PF2 and WP2 | Syniti team |
| 8 | Extract Conditions data of RE-FX Lease Contracts from table VICDCOND in PF2 and WP2 | Syniti team |
| 9 | Extract Valuation Rules data of RE-FX Lease Contracts from table VICERULE in PF2 and WP2 | Syniti team |
Selection Screen
| Selection Ref Screen | Parameter Name | Selection Type | Requirement | Value to be entered/set |
|---|---|---|---|---|
| N/A |
Data Collection Template (DCT)
| Field Name | Field Description | Rule |
|---|---|---|
| N/A |
Extraction Dependencies
| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | Contracts which are already concluded and no longer valuated shall not be migrated | Data Team |
| 2 | Data cleansing of legacy RE-FX lease contracts where contracts that are no longer active will be concluded / deactivated | Business |
| 3 | The Purchase Orders relating to RE-FX Lease Contracts shall be reviewed to ensure the values match contracts data | 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 ADMM 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 | Define the target load structure | Data team |
2 | Map the target fields to the source fields as per the transformation rules | Data team |
3 | Apply transformation rules | Data team |
4 | Execute ETL job | Data team |
5 | Generate Error reports | Data team |
6 | Log and resolve defects | Data team |
7 | Generate Pre-load reports | Data team |
8 | Generate load file | Data team |
9 | Generate post load reports | Data team |
Transformation Rules
| Rule # | Source system | Source Table | Source Field | Source Description | Target System | Target Table | Target Field | Target Description | Transformation Logic |
|---|---|---|---|---|---|---|---|---|---|
List of Custom Target Reports for this object is maintained here: Conversion Specification - Custom Reports Register.
Transformation Mapping
List of mapping tables where the legacy values will have to be transformed to SyWay values.| Mapping Table Name | Mapping Table Description |
|---|---|
Company code | Mapping of legacy company code to SyWay company code |
Lease Contract Type | Mapping of legacy contract type to SyWay contract type |
Object Type | Mapping of legacy Object type to SyWay Object type |
Account Determination Value | Mapping of legacy Account Determination Value to SyWay Account Determination Value |
Cost center | Mapping of legacy cost centre to SyWay cost centre |
Profit center | Mapping of legacy profit centre to SyWay profit centre |
| Measurement Type | Mapping of legacy Measurement type to SyWay Measurement type |
| Condition Formula | Mapping of legacy Condition Formulae to SyWay Condition Formula |
| Business Partner | Mapping of legacy Business Partner to SyWay Business Partner |
| Condition Type | Mapping of legacy Condition type to SyWay Condition type |
| Valuation Rules | Mapping of legacy Valuation Rules to SyWay Valuation Rules |
Transformation Dependencies
List the steps that need to occur before transformation can commence| Item # | Step Description | Team Responsible |
|---|---|---|
| 1 | Profit center master data needed for assignment in the cost center and subsequently assigned to the lease contract during migration | R2R Data Team |
| 2 | Cost Center master data is assigned to the lease contract master data during migration | R2R Data Team |
| 3 | Business Master (Vendor & Customer) must be extended with the BP Roles TR0604 & TR0603 | R2R Data Team |
| 4 | Purchase Orders relating to the Lease contracts must be migrated before the migration of the Lease contracts as the new PO numbers needs to be assigned to the contract template | S2F Data Team |
Pre-Load Validation
Project Team
Completeness
| Task | Action |
|---|---|
| Pre-load reports | Check that the number of lease contracts in the upload file are the same as the number of contracts in the ETL file |
| Pre-load reports | Check that all the lease contracts with lease POs have been updated with their respective PO numbers in the ETL file |
| Pre-load reports | Reconciliation of record count: Total number of Lease contracts in the extraction is compared against the total number of lease contracts in the legacy system. |
Accuracy
| Task | Action |
|---|---|
| Conversion Accuracy | R2R Data Team to ensure that all fields listed below 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 ETL. |
Business
Completeness
| Task | Action |
|---|---|
| Verify record count | Business Data Owner/s to verify that the total number of relevant records from the source 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 Lease contracts are transformed accurately as per endorsed ETL rules. Review List of Error reports for any mismatch or missing transformed values. |
Load
RE-FX Lease Contracts will be migrated using the SAP tool 'Migration Cockpit' and 'Object: Real Estate Contract-NEW' used for this specific import. Migration template is attached as a reference.
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 | Ensure Pre-load sign-offs are obtained | R2R Data team |
2 | Ensure the load tools are transported into the correct tool instance | R2R Data team |
3 | Go to <Load tool> | R2R Data team |
4 | Load 1 or 2 records for "Lease Contracts" to validate if data is loaded successfully without errors. If errors, log defects and obtain resolution | R2R Data team |
5 | Proceed with full load if step 4 is successful and validated | R2R Data team |
6 | Validate few records loaded by accessing standard transactions or tables from S/4HNA E.g. RECISCN or FIORI: Contracts Management | R2R Data team |
7 | Generate post load report if step 7 is validated | R2R Data team |
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
| Item # | Configuration Item |
|---|---|
| 1 | Company Code |
| 2 | Contract Types |
| 3 | Valuation Rules |
| 4 | Conditions and Condition Purpose |
| 5 | Contract Object Types |
| 6 | Tax Type and Tax Group |
| 7 | Valuation Relevance |
| 8 | ROU Asset Classes |
| 9 | Fixed Asset - Legacy Transfer Date |
| 10 | ROU Assets Number Ranges |
| 11 | Contract Number Ranges |
| 12 | Business Partners with specific Role |
| 13 | GL Accounts |
| 14 | Cost Centres, Profit Centres and Functional Area |
| 15 | Discounted Interest Rates |
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
Completeness
| Task | Action |
|---|---|
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
Completeness
| Task | Action |
|---|---|
| Record Count Check | Business Data Owner/s to verify that the total number of relevant records from the source is equal to the total number of records in the Preload validations. |
Accuracy
| Task | Action |
|---|---|
| Spot checks | Business should choose some Lease contracts and perform comprehensive checks of the fields in S/4 HANA. Recommended to verify sample data couple per company code and contract type combination. |
| Conversion Accuracy | Verify that the Lease Contracts in target S/4 HANA are loaded correctly via load program and validate post load reports using standard t.code REISCN / RECEISASSETCN or FIORI - Contract Management 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 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.