Streamlining Your SAP S/4HANA Migration: Expert Tips and Best Practices
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What is the current status of your migration plans for implementing SAP S/4HANA? While many companies are eager to move to SAP S/4HANA, others struggle to complete an effective transition. In order to help, watch this on-demand webinar and discover how to address some of the challenges through our expert tips and best practices for how your organization can use process automation and data management solutions to not only streamline your migration but get the best initial data quality into SAP S/4HANA and establish a solid foundation for future success. We cover: · The why and how behind automation and its role in significantly increasing the chance of a smooth transition · The key questions to ask before, during, and after migration to help set up success · How process automation and data management capabilities from Precisely streamline the overall migration process · Real examples of companies who successfully automated their transition and all of the new benefits they uncovered along the way Whether SAP S/4HANA is the first time you are implementing SAP, or you are migrating from an older SAP system, you’ll come away with valuable information to help set-up your strategy, identify the critical questions to ask and consider, as you plot your migration strategy.
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Streamlining Your SAP S/4HANA Migration: Expert Tips and Best Practices
- 1. Streamlining Your SAP S/4HANA Migration: Expert Tips and Best Practices
- 3. Winshuttle is now part of Precisely, the leader in data integrity
- 4. The global leader in data integrity software Our data integrity software, data enrichment products, and strategic services deliver accuracy, consistency, and context to power confident business decisions. Brands you trust, trust us Data leaders partner with us of the Fortune 100 99 Customers in more than 100 2,300 employees customers 12,000 countries Integrate Enrich Locate Verify Data Integrity Suite
- 5. Questions!
- 6. Empowering business teams to make an impact
- 7. Agenda • What’s happening in the market • 3 stages of S/4 HANA migration 1. Pre-migration: Data Cleanup & Material Ledger 2. Migration: Data movement 3. Post-migration: Continuity • Customer Example: Scientific Drilling
- 8. “Acting with agility is the new currency of business; if we are too slow, we will be bankrupt.” KPMG’s 2019 CEO Outlook 67% of global CEOs agree with this statement:
- 9. Explosion of data Data is the fuel for decision-making today $1.3 trillion spent on digital transformation last year 80% of CEOs accelerating digital transformation 64 Zetabytes of data today, growing to 180+ zetabytes by 2025 67% spending more on technology than people
- 10. S/4HANA transition roadmap Pre-Migration: Plan Project Migration Post-Migration: Run & Optimize What’s the scope of my S/4HANA project? How to implement/migrate to S/4HANA? How do I implement new innovations? Business engagement Continuous improvement Data quality
- 11. Pre-migration
- 12. Pre-migration • Review any fundamental changes and their impact
- 13. Process re-engineering • Process analysis and what changes with S/4HANA • Process workshops • Data entry w/Fiori • Implications for your business: • Real-time reporting • Fiori apps • Automation • More…
- 14. Pre-migration • Review any fundamental changes and their impact • Data clean-up & archiving
- 15. Data clean-up and archiving • Identifying data to migrate • Identify areas to cleanse (or check/confirm) • What data do you want to archive • Retrievable • Long-term storage (audits/legal liability, etc.)
- 16. Automating data cleansing and archiving • Precisely • Automate Studio • Precisely data quality and governance solutions
- 17. Automate Studio The right capabilities to get SAP work done faster and improve data quality. Mass create & update using Excel Data stewardship Deep SAP integration Low-code/no- code design
- 18. What you can do with Automate Studio Create operational reports Automate any SAP business process Streamline data migration and conversions
- 19. Replace multiple SAP screens with business-friendly Excel
- 20. Automate any SAP business process Invoicing Journal entries Mass pricing changes Sales orders Master data creation & maintenance Personnel updates Plant Maintenance
- 21. Pre-migration • Review any fundamental changes and their impact • Data clean-up & archiving • Finance: Implement Material Ledger
- 22. Material Ledger Implemented in ECC? Recommended pre-migration activities to ensure a smooth transition 1. The Material Ledger costing runs for Actual Costing and Alternative Valuation 2. Make sure there are no materials that are still in an “open” status 3. Review and remediate custom programs related to Material Ledger 4. Execute the Material Ledger Consistency Check report, to find any inconsistencies in the Material Ledger tables
- 23. Material Ledger Implemented in ECC? Take the following steps: 1. Archive Purchase Order History records 2. Close Open Production Orders 3. Clear any GR/IR account differences 4. Update the Exchange Rates 5. Ensure that all General Ledger Accounts that are configured as Inventory Accounts have been created.
- 24. Set up and use the Material Ledger in your SAP S/4HANA system • Configure and run actual costing with SAP S/4HANA • Master parallel valuation: group valuation, profit center valuation, balance sheet valuation, and more • Analyze your results with SAP S/4HANA reporting tools Purchase the print or e-book at sap-press.com/4863 Material Ledger in SAP S/4HANA Written by: Paul Ovigele 540 pages | 6/2019
- 25. Migration
- 26. Migration • Standard SAP tools
- 27. Examples of BP conversions Error: “specify an Industry.”
- 28. Migration • Standard SAP tools • Precisely
- 29. Automate Evolve The right combination of capabilities to automate data- intensive processes. Enterprise-grade workflow & automation Robust data stewardship Deep SAP integration Low-code/no- code design
- 30. Automate Evolve Includes Automate Studio—our market leading Excel-to-SAP automation platform Automate and streamline SAP business processes using workflows • Advanced form and workflow capabilities • Advanced data stewardship capabilities via web forms • Detailed process analytics Exchange data with SAP quickly and easily using Excel • Data creation and maintenance • Data migration • Operational reporting • Data stewardship Share, manage, & control Precisely solutions across the enterprise • Centralized content management • Granular control of licenses, users & policies • Extensive audit and ROI reporting • Server-side job execution Automate Studio
- 31. Reduce cycle times & improve compliance Enterprise-grade workflow capabilities • Create parallel or sequential tasks • Create workflow loops • Setup task, approval, and past due, reminder, and escalation email notifications • Utilize bulk task reassignment and out-of-office functions • Collect supporting documents Parallel tasks Workflow Loops Email Notifications
- 32. Improve data quality Key data stewardship capabilities Capability Excel Web form Search for duplicates Smart form logic Role-based views Required fields Field standardization Copy ‘like’ records Live SAP validation Modifiable field drop down values SAP F4 lookups
- 33. Rich SAP capabilities out-of-the-box • Build data exchange scripts with a fast 3-step process • Exchange data in the background securely via RFC • Eliminate the need to enter data manually via SAP GUI • Respect SAP permissions & security • Validate data live against SAP before posting • Use SAP F4 lookups in forms or Excel • Get pre-built SAP plugins • Use BAPIs for better performance Get to value faster with deep SAP integration capabilities No SAP programming skills required
- 34. Make an impact at scale low-code, no-code design WORRY-FREE BUSINESS EMPOWERMENT Platform administrators Control licenses and access, oversee usage, define policies, run audit reports Solution authors Build and modify solutions without technical SAP programming skills Business users Use forms or Excel to get work done faster and improve data quality
- 35. Get more visibility Process dashboards & reporting • Develop dashboards and reports for process participants and management with your tool of choice • View status of in-process projects to keep projects on track • View historical data to continuously improve processes
- 36. Be more agile Flexible, extensible solutions architecture • Support different process and data needs in one solution • Start small and expand your automation footprint over time • Modify solutions quickly and easily without technical IT resources or expensive SI engagements
- 37. Post-migration
- 38. Post-migration • Continuity checks • Review and implement process changes • Implement automation solutions • Automate Studio • Automate Evolve
- 39. Case studies
- 40. SOLUTION • Used Precisely to complete two cycles of mock conversions and production cutover in 4 months, meeting go-live deadlines. • Migrated master data objects & transactional data. CHALLENGE • Migrating to SAP S/4HANA from over 30 different legacy systems with poor data quality. • Due to industry downturn, data migration project had to be completed internally. • Unsuccessful first approach using LSMW. RESULTS • Migrated over 15 million master data records into HANA using Precisely exclusively. • After go-live, using Precisely for ongoing data maintenance (over 60 transactions in HR, MM, PM, PP, SD, and FICO). Tight timeline met for S/4HANA implementation
- 41. “ IT Manager, SAP Applications Scientific Drilling International Without Precisely, we could never go live on time, we could never finish our data migration conversion successfully – without Precisely I probably would not be working for the company anymore.
- 42. CHALLENGE A smarter transition to S/4HANA in the logistics industry • Global conversion to S/4HANA. • Slow, error-prone manual process to migrate existing SAP ERP data to S/4HANA. • High dependency on expensive external service providers. SOLUTION • Implemented Automate Studio to automate mass data transfers to and from SAP. RESULTS • Migrated 34 companies to S/4HANA in just 5 months. • Reduced time to create and test templates from 6 weeks to 3-4 days. • Improved data quality during the migration and reduced dependency from external service providers.
- 43. Considerations • 3 stages of S/4 HANA migration 1. Pre-migration: Data Cleanup & Material Ledger 2. Migration: Data movement 3. Post-migration: Continuity
- 44. Automate these strategic data processes and any business process across your SAP landscape Materials management & product launches Plant maintenance assets, plans & processes Customer onboarding & maintenance Vendor onboarding & maintenance Finance & accounting data and processes
- 45. “The pace of change has never been this fast, but it will never be this slow again.” Justin Trudeau Prime Minister of Canada
- 46. Let’s continue the conversation… Contact us Set up a 30-minute personalized demo +1-877-700-0970 “Get in touch” on www.precisely.com www.precisely.com Demos White Papers Case Studies
- 47. Thank You
- 48. 48
Editor's Notes
- Note to sales: Use this slide to outline the main value propositions we deliver when it comes to materials and product data.
- Used as an opening slide to all presentations – this is why Precisely Automate exists – to help business teams in the largest organizations in the world make a real impact, whether it’s at a personal, departmental or company level. Audience: All.
- What are we going to talk about today… Agenda: (Note to sales: You will likely modify this to fit your specific customer meeting needs)
- [General finance and accounting audiences - Can be used to intro your audience specific impact slide] As enterprises become more and more reliant on data and the volume of data we use to manage our businesses grows exponentially, it is more important than ever for companies to be able to react and move quickly. And CEO’s are acknowledging this need to be more agile and able to quickly respond to changes in the business climate.
- Story points --- Businesses rely on trusted data to make good business decisions. Key business initiatives in 2022 revolve around transforming customer experiences, applying AI to proven business cases to derive new insights and increase efficiency, leveraging the power of location to solve new problems (optional light call out to covid-19 problems being solved), and ensuring that the business is secure and compliant. Each of these initiatives is heavily dependent upon integrated, clean, accurate, contextualized, enriched data in order to deliver the maximum benefit to the organization. (Transition to next slide showing stats on data challenges.)
- If we simplify the transition roadmap into S/4HANA in just 3 stages, we would have a first phase where we need to understand what are the benefits that the new system can bring us and what’s going to be the initial scope. And what we have seen at this stage is that, as this is a technology-driven project: the move into a new ERP system, companies tend to take an IT-centric approach that involves guesswork and assumptions—most of which will remain hidden until very late in the project when the data fails to load properly. That’s why engaging the business is critical at this stage. Actually according to a recent data migration customer survey by Bloor Research, half of the respondents identified Business Engagement as the most critical success factor. And this shouldn’t be surprising: it is business people that understand customers and products and how they inter-relate, not IT. It’s business people that understand the business rules and can resolve data quality issues. So, making these key resources in the business (usually the SAP super users) available from early stages is vital to the success of our migration project, and Precisely as a tool designed for business users, facilitates this. Ask Todd: What has been your experience with engaging the business on migration projects? Other important factor at this stage, specially if we are moving from and ECC system, will be all those customizations that we you have been collecting fort the past years. The second phase would be where the whole data movement happens, but also where we need to do all the testing before going live. Traditional data migration solutions can help with the heavy lifting, but they also have significant gaps, specially around ensuring data quality. According to the same survey by Bloor Research, 1 in 3 respondents listed data related issues, such as poor data quality, as the main cause for project overruns. Data needs to be cleaned up before migration. Companies need a solution that not only address the initial data cleansing during migration, but also the ongoing data movement activities that will follow. With Precisely’s data validation functionalities, the benefits go far beyond reducing time and costs during a big migration project. Improving data enables you to take out costs permanently and to make sure decisions are based on correct and reliable data. Ask Todd: Can you speak to your experience with focusing on data quality during this phase? And finally, when we go live it seems like the job is done, but we still need to make sure everyone is trained and user adoption is as high as possible. And we might also get additional requirements for objects that were not included in the initial scope. With traditional migration tools, development freezes after go-live, permissions are revoked, and the skills needed are probably even gone. Organizations need a flexible tool that can help during the migration project but also for continuous improvement in the business. Ask Todd: And what about business engagement post go-live?
- Review changes = things such as Business Partner ACDOCA (Universal Journal) in Finance Data clean-up and archiving Archive Redundant Company Codes Delete Sample Company Codes Delete unwanted Clients Extension Ledger Planning Extract of Critical Tables Review Fiori Apps Material Ledger
- Review changes = things such as Business Partner ACDOCA (Universal Journal) in Finance Data clean-up and archiving Archive Redundant Company Codes Delete Sample Company Codes Delete unwanted Clients Extension Ledger Planning Extract of Critical Tables Review Fiori Apps Material Ledger
- Multiple SAP ERP systems into a single SAP S/4HANA instance
- Able to extract data from one SAP system and post to a different one. Use macros for data transformation, updates and changes If you want to update records
- Review changes = things such as Business Partner ACDOCA (Universal Journal) in Finance Data clean-up and archiving Archive Redundant Company Codes Delete Sample Company Codes Delete unwanted Clients Extension Ledger Planning Extract of Critical Tables Review Fiori Apps Material Ledger
- Standard SAP tools can do much of the work, but they are not perfect and do not transfer all of your data Errors need to be corrected Examples include: Conversion errors when moving to BP (Next Slide) Reconciliation of FI and MM in Material Ledger Uploading transactional data for legacy assets Or…Use Precisely
- Recommendation for Companies Not Using Material Ledger in ECC Archive Purchase Order History records (table MLWERE) and obsolete Purchase Orders (MM_EKKO) Close Open Production Orders (transaction COHV) Clear any GR/IR account differences (transaction MR11) Update the Exchange Rates for the Currencies of the Company Code(s) Ensure that all General Ledger Accounts that are configured as Inventory Accounts (transaction key BSX) have been created.
- Benefits of Material Ledger for your Finance Teams Price changes during the period are now possible without using the Late Price Change (LTPC) functionality There is no longer a distinction between Single- and Multi-level variances Monthly closing process is significantly faster Transfer Pricing for Group and Profit Center purposes Monthly closing process is significantly faster Standard Price changes during the period are now possible without using the Late Price Change (LTPC) functionality There is no longer a distinction between Single- and Multi-level variances
- That is the veery quick version of what to consider in the pre-migration phase - Understanding the impact of the changes moving to S/4 will have on your organization - Data cleanup and archiving Finance: Implementing Material Ledger
- Standard SAP tools can do much of the work, but they are not perfect and do not transfer all of your data Errors need to be corrected Examples include: Conversion errors when moving to BP (Next Slide) Reconciliation of FI and MM in Material Ledger Uploading transactional data for legacy assets Or…Use Precisely:
- Standard SAP tools can do much of the work, but they are not perfect and do not transfer all of your data Errors need to be corrected Examples include: Conversion errors when moving to BP Reconciliation of FI and MM in Material Ledger Uploading transactional data for legacy assets Or…Use Precisely
- [Note to sales:] The puzzle pieces are the top-level capabilities that make us unique in the marketplace. There is a slide on each of these in the first section of the slide library. Here are some points you might want to weave in that positions what Automate Evolve does compared to business process automation (BPA) platforms (like K2, Nintex, Pegasystems, etc.) and master data management (MDM) platforms like SAP MDG: Traditional business process automation platforms streamline processes but do little or nothing to improve data quality. They’re also not designed to handle complex, strategic SAP data processes. Master data management platforms are great at improving the quality of a few core data attributes but are not designed to automate complex business processes that span data objects and business functions. Precisely Evolve provides the right combination capabilities and enables enterprise organizations to create and maintain strategic data assets faster—data like materials, customers, suppliers, and equipment—while ensuring that data adheres to business rules and company and regulatory procedures.
- Note to sales: This slide is made to point out that Automate Evolve includes Studio, but that customers can still use as a standalone solution to get some quick wins while they are developing workflow solutions in Evolve. Note that the slide has a couple of builds in it to help you get the point across easier.
- Note to sales: Use this slide to explain our key data stewardship capabilities for both web form and Excel front ends. This is a great way to set up or summarize a demo.
- Note to sales: Use this slide to highlight the key aspects of our SAP integration capabilities. This is a big differentiator for us compared to generic BPA tools.
- Note to sales: Use this slide to explain that Automate Evolve is designed to enable people without SAP programming skills to build solutions, enabling organizations to scale up their automation efforts while still maintaining tight controls of what users can do. This is a big differentiator against heavy-lift technical MDM products like SAP MDG.
- Note to sales: Use this slide to explain our key data stewardship capabilities for both web form and Excel front ends. This is a great way to set up or summarize a demo.
- [Note to sales:] The main point we want to get across in this slide is that our flexible, extensible architecture enables organizations to become more agile—a key requirement in today’s fast-paced marketplace. Being able to create and modify automation solutions quickly and without big IT budgets is one of the main reasons customers replace homegrown or inflexible third-party solutions. Below are some points to clarify the bullets Support different process and data needs in one solution – examples: A vendor onboarding solution that applies different workflow logic depending on the country where products will be sold An NPI solution that supports different launch types and processes by plant or region Start small and expand your automation footprint over time – this ties back into our dynamic process linking capabilities. You can build a solution today that involves one or a few data objects and then add on over time. The classic use case for this is NPI, but it applies across the different business areas and data domains. Modify solutions easily without technical IT resources or expensive SI engagement – this enables organizations to keep up with changes in the business
- Continuity checks Did your data transfer properly Process changes In many cases S/4HANA represents an opportunity to re-engineer processes to be more efficient Integrate process automation Review Precisely scripts and update if needed
- [Data Migration to S/4HANA use case] Challenge In 2016 Scientific Drilling, an Oil and Gas company in Texas and one of the main leader providers in drilling services in the world, began its journey to S/4HANA from over 30 different ERP systems like GP Dynamics, Oasis and Infor, with really poor data quality. Due to industry downturn, (they are currently 1,500 employees, but just a few years ago before the oil price crisis they were over 2,500) they decided to complete the data migration project internally. They had a first approach using LSMW, where they spent 5-6 months going through multiple issues to load only 20,000 materials in just one manufacturing plant. SDI has 108 manufacturing plants in SAP, so it was pretty obvious that wasn’t going to work. They had to change the approach if the wanted to meet the deadline and go live in March 2017. Solution They changed the project lead in October last year and they assigned her a very difficult task: Complete the full data migration project in 4 months to meet the go-live date in March 2017. She evaluated different options, including SAP Data Services, but they didn’t have the time or expertise to define all the conversion rules needed with that tool. The had recently purchased Precisely for other reasons, as a data management tool for on-going business after going live. The newly appointed migration lead knew the potential of Precisely and decided to use it to address 100% of the data migration tasks, and managed to complete two cycles of mock conversions and production cutover in under 4 months, meeting the deadlines. And with WS’s flexibility and ease of use, they not only migrated master data objects (including materials, customer, vendor, equipment, employees, BOMs), but also transactional data (inventory stocks, sales orders, prod. orders). Results In total they migrated over 15 million records into HANA using Precisely. And they are using Precisely not just for migration, but also for ongoing data maintenance after go-live (over 60 different transactions automated in HR, MM, PM, PP, SD, and FICO). She finished her presentation at WUG in Atlanta with a slide saying: “Without Precisely, it would have been absolutely impossible to meet the go-live deadline.” Nancy Nan IT Manager, SAP Applications, Scientific Drilling International
- [Data Migration to S/4HANA use case]
- [Data Migration to S/4HANA use case] Imperial Logistics International B.V. & Co. KG is a global logistics company specializing in cross-industry transport and services. Challenge Imperial needed to introduce a uniform SAP system across the entire group of 80 subsidiaries. After the acquisition of Lehnkering GmbH, they were using two different versions of SAP R/3 in accounting and controlling which created complications. They decided to make the switch from SAP R/3 to S/4HANA throughout the company. This project was also challenging because they needed to migrate existing data and this had previously been an error-prone and rigid process which relied on very expensive external service providers. They needed a tool they could use themselves that provided more flexibility and could help accelerate the project. So they decided to search for a Microsoft Excel-based solution to streamline their migration. Solution Imperial implemented Studio in just one week after a three-day user training, and the accounting department conducted the first successful migration all on its own. It empowered the business with a user-friendly flexible tool that automates data transfers in and out of SAP, saving time and eliminating the need for external consultants. Results They were able to migrate 34 companies, including 15 large companies over to S/4HANA within just five months! They were able to create and test templates in just 3-4 days with Automate Studio. In the past, this would have taken around six weeks to perform the same job. Now once they create a template, it can be used for the same job over and over again. They were able to significantly improve data quality during the migration to S/4HANA and, thus, the productivity, while gaining more independence from service providers, what allows them to react faster. As a result of the accounting department’s success with Automate Studio, Imperial has started using it in their HR and master data teams
- What are we going to talk about today… Agenda: (Note to sales: You will likely modify this to fit your specific customer meeting needs)
- Note to sales: In this slide the key message is that you can use Automate Evolve to automate any SAP process, whether that process is one that involves strategic data, or more simple processes.
- Questions? Can you also do Vendor and Customer masters too? I’m on S4 Hana will this work with my system? I have custom fields in my material master, does this work for those? We often have fields that the business is missing can you make them require even if SAP doesn’t require them? We would love to speak to you in more detail about your product data processes and how we can help you make an impact to your business , so please feel free to reach out to us.