ASUG PPT Ensuring a Successful Data Migration_Final
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SHERRYANNE MEYER[
ASUG INSTALLATION MEMBER
MEMBER SINCE: 2000
ANUP MAHESHWARI[
ASUG INSTALLATION MEMBER
MEMBER SINCE: 2008
AJAY VONKARERY[
ASUG INSTALLATION MEMBER
MEMBER SINCE: 1999
Ensuring a Successful Data Migration
Todd Conrad
Data Migration Lead
St. Jude Medical, Inc
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Agenda
St. Jude’s Journey with Data Migration
Data Verification Process
Technology Requirements
Leading Knowledge Workers
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St. Jude Medical, Inc
St. Jude Medical develops medical technology and services that focus on
putting more control into the hands of those who treat cardiac,
neurological and chronic pain patients worldwide
Global Headquarters: St. Paul, Minnesota
Website: www.sjm.com
2008 Net Sales: $4.363 billion
Global Reach: Has operations and manufacturing facilities worldwide, with
products sold in more than 100 countries
Employees: Approximately 14,000 employees worldwide
SAP Environments: ECC 6.0; SCM 4.1; GTS 7.2; CRM 5.0; & BI 7.0
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St. Jude’s First Data Migration Experience
Project goals missed
Business frustrated with results
Project team morale declined
Project and SAP image tarnished
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St. Jude’s Recent Data Migration Experience
Three successful data migrations and go-lives to date
Most recent was considered “boring” by Project Management
Office (PMO)
More than 35 million records loaded and with just 1,390
failures (99.996% successful)
$140 million inventory load with less than $5 variance
Data Migration Process was removed as a top concern for a
successful SAP implementation
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Data Migration Learning Points
Verification
Selection
Leadership
Technology Process
People
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Data Migration Process
Developers build process to transform
the data and manage the flow into SAP
Business and SAP
Expert determines
requirements
Legacy Term = 45
SAP Term= Z300
SAP Expert explains
how the data will
work in SAP
Business verifies data
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Data Verification Key Elements
Business owners’ involvement critical as they own the data
Take a risk-based approach as not all data requires the same
verification activities
Used one document to verify the migration process and the
data
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Business Verifies the Data
1. Business verifies source data
was pulled correctly
2. Business verifies data was
staged correctly
3. Business verifies target data
was loaded correctly
Business verifies
data was loaded
correctly
Business verifies
source
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Sample of Data Verification Form
Legacy Customer Number SAP Partner Number Legacy Terms Code SAP Payment Terms
89070573 1000038776 1 Z300
89001362 1000038698 11 Z300
89055346 1000039442 19 Z600
89000405 1000040089 45 Z300
66004177 1000040021 75 Z750
89000241 1000039961 85 Z120
88005529 1000039253 90 Z900
89067484 1000038905 Z300
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Data Verification: Lesson Learned
The business signing verification documents dramatically
improves the actual verification activity
The verification process needs to be practiced and
documented
There are other opportunities for feedback, so load good data
in as many environments as you can
Modeling
Business Day in the Life
Training
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Technology Checklist
Support the golden rule that the business owns the data
How can you get the business comfortable with the data migration process
and it meets their requirements?
How will it help identify issues?
Support a Repeatability Extraction, Translation, and Load Process
How will the data be extracted from the legacy system?
How will you construct missing data?
Can you identify data that will not load?
What load techniques will you use?
How will you determine the load was successful?
Reusable code?
Change control tracking?
Is flexible and allows for late discoveries?
Easy to Learn and Support
Does it use standard development languages?
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Technology: Lesson Learned
The balancing act between
cost and benefits
Verification Reports
Number and Timing of
Loads
Late Changes
Cleansing Activities
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People: Managing Geeks
Their personalities
Their work
Your leadership model
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Their Personalities
Problem Solver
Independent
Competitive
Sense of Humor
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Their Work
Failure is the Norm
Ambiguity Rules
Creativity Required
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Your Leadership Model
Create a sub-culture: “The Flying Pigs”
Short straw, but important work
Determine when the solution is done
Perfection limits
Know when to manage the Ends and
when to manage the Means
Load and defect communication process
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Key Learning Points
Business Ownership
key in verification
process
Technology that
supports your migration
model
Leadership required
for people to succeed
Technology Process
People
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Thank you for participating.
SESSION CODE:
1709
Please remember to complete and return your
evaluation form following this session.
For ongoing education on this area of focus, visit the Year-Round
Community page at www.asug.com/yrc
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APPENDIX
Todd Conrad Contact Information
BackOffice Associates Contact Information
Data Migration Truths
Data Success Factors
Data Verification Activities – Low Risk
Data Verification Activities – High Risk
ANSI Standards
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Todd Conrad
St. Jude Medical, Inc
Data Migration Lead
14900 Minnetonka Industrial Road
Minnetonka, MN 55345
tconrad@sjm.com
651-756-6041
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Todd Kyle
BackOffice Associates, LLC
Account Executive
South Harwich, MA 02661
T 774-408-3482
C 978-766-7617
www.boaweb.com
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Data Migration Truths
The business owns the data through the entire migration
process
Data loads are not about data, but the whole cutover activity
Data is required to run SAP and poor data can lead to
catastrophic failure
Business knows how their data runs in legacy, but not in SAP
SAP Experts (Functional Team) know SAP data requirements,
but do not know legacy data
Data migration is an iterative process
How many data loads do you want before Go-live?
Learning must occur after each load to improve the migration
Legacy data has gaps, inconsistencies and redundancies
Data Cleansing and Consolidating project will cause data migration
scope creep
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Data Migration Success Factors
John Morris – Practical Data Migration
Experienced Staff (People)
Standardized Method (Process)
Flexible, business-driven migration solution (Technology)
Four Golden Rule
Data migration is a business issue
The business knows best
No one can afford perfect data
If you can’t count it, it doesn’t count
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Data Verification Activities CranSoft – High Risk
Data Verification Worksheet
The Data Verification Worksheet is the signature document that states the Business has completed the appropriate data verification and
the load process meets their requirements. The worksheet will document the environment the verification occurred. The Business
completes the verification activity and signs the document. The document will be scanned and attached to the appropriate requirement
in Ascendant.
Data Migration Review - Quality Environment
The Data Verification Form (DVF) will be used to verify that CransSoft method has correctly met the requirements as defined in the
Data Map. After the data has been loaded into a Qualified Environment, an extraction from the SAP Target Table(s) will occur. Then a
DVF (all columns, but a sample of the entire load), which compares the Source Fields to the Target Fields, will be reviewed by the
Business. The DVF will be attached to the corresponding requirement in Ascendant. Defects related to a Qualified Environment are
logged in Quality Center.
Data Verification Reports (DVRs)
In addition to the Data Verification Form, other reports may be created to verify the migration process. Example include: a) the total
number of records extracted to the total number of records to be load to the total number of records that were load; b) exception
report that list the data elements that did not met a SAP configuration or a Business Readiness Rule; c) Summaries of key attributes of
the data that will be or were loaded. These reports can be reviewed before the data is loaded into SAP (pre-load) or after the data has
been loaded (post load). Pre-load reports sources will be the Data Staging Warehouse and the Post Load Report source can include an
extract from SAP. The Business defines and reviews the DVRs.
Design Review
Data Team Developers will review a standard checklist to determine the load sequences documents follow appropriate methodology for
CransSoft loads. Design reviews will be completed prior to loads into Production and will be attached to appropriate requirement in
Ascendant.
Data Migration Review – Production Environment
After loading into a Quality Environment and it is determined that the load meets the business requirements (pass) the sample size may
be decreased for the Production Verification. A load is considered pass if there are no design defects, which affect the CranSoft rules,
created and implemented after the load into a Qualified Environment. The Date Verification Form and Data Verification Worksheet will
be attached to the corresponding requirement in Ascendant. Defects for Production are logged in Remedy and assigned to appropriate
SAP Expert for disposition.
Load Errors
A review of the standard target reports that identify if any of the Data Object failed during the load process. If a load error occurs when
loading into the Production Client, a remedy ticket will be created and assigned to appropriate SAP Expert for disposition.
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Data Verification Activities CranSoft – Low Risk
Data Verification Worksheet
The Data Verification Worksheet is the signature document that states the Business has completed the appropriate data
verification and the load process meets their requirements. The worksheet will document the environment the verification
occurred. The Business completes the verification activity and signs the document. The document will be scanned and
attached to the appropriate requirement in Ascendant.
Data Migration Review
The Data Verification Form (DVF) will be used to verify that CransSoft method has correctly met the requirements as
defined in the Data Map. After the data has been loaded into a Qualified Environment, an extraction from the SAP Target
Table(s) will occur. Then a DVF (all columns, but a sample of the entire load), which compares the Source Fields to the
Target Fields, will be reviewed by the Business. If the load does not pass in a Qualified Environment, then a DVF must also
be completed in the Production Environment. A load is considered pass if there are no design defects, which affect the
CranSoft rules, created and implemented after the load into a Qualified Environment. The DVF will be attached to the
corresponding requirement in Ascendant. Defects related to a Qualified Environment are logged in Quality Center. Defects
for Production are logged in Remedy and assigned to appropriate Functional Team for disposition.
Data Verification Reports (DVRs)
In addition to the Data Verification Form, other reports may be created to verify the migration process. Example include: a)
the total number of records extracted to the total number of records to be load to the total number of records that were
load; b) exception report that list the data elements that did not met a SAP configuration or a Business Readiness Rule; c)
Summaries of key attributes of the data that will be or were loaded. These reports can be reviewed before the data is
loaded into SAP (pre-load) or after the data has been loaded (post load). Pre-load reports sources will be the Data Staging
Warehouse and the Post Load Report source can include an extract from SAP. The Business defines and reviews the DVRs.
Load Errors
A review of the standard target reports that identify if any of the Data Object failed during the load process. If a load error
occurs when loading into the Production Client, a remedy ticket will be created and assigned to appropriate SAP Expert for
disposition.
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ANSI Standards
SAMPLE SIZE: ANSI Z1.4
Data Verification Form Sample Size
Load Quantity Qualified/Production Environment
Production Environment (If DLR Passed in a Qualified
Environment)
3 to 8 3 2
9 to 15 5 2
16 to 25 8 3
26 to 50 13 5
51 to 90 20 5
91 to 150 32 8
151 to 280 50 13
281 to 500 80 20
501 to 1,200 125 32
1,201 to 3,200 200 50
3,201 to 10,000 315 80
10,001 to 35,000 500 125
35,001 to 150,000 800 200
150,001 to 500,000 1250 315
500,001 and OVER 2000 500
Editor's Notes
WATCH MY S2S SPEAK. GMP, DLR, DVF, etc.
We also have HCM run on it’s own client and project
Question: how many of you have managed or worked on data migration in the past?
Return on Investment: Cost of Poor Data Migration
According to Bloor’s Phil Howard, Forbes 2,000 companies spend at least $5 billion per year on migrations, yet 80 percent of them still go over time or over budget
Can go live with out functionality, but going live with out data is tough
Data migration noted as a top concern for successful SAP implementation
A lot of hard work with less than desirable outcomes
Story: Person who made a comment that they wanted no part of “data” work
Isn’t this close to Six Sigma quality?
Tie the 99.996% load success in recent issue versus the load rate in Release 1.
Defined a risk based data verification process focusing on data elements with significant business impact:
Used a technology that ensured consistent migration process and supported our data validation approach
Engaged people will improve outcomes and work together to fix problems
Business verifies the data meets their requirements
Who owns the data before the migration?
Who will own the data after the migration?
Who will use the data after the migration?
Who should own the data during the migration process?
Data Team owned the technology and had the responsibility to perform the data load
SAP Experts were single point of contact and SAP data experts
In first release post survey, business noted the process needed to be improved
St. Jude is a Food and Drug Administration regulated company
Roles and Responsibility definition help in planning resources
The business had several opportunities to review and verify data. Using Pre and post load reports and standard SAP functionality
Good Manufacturing Practice
Data that is associated with our ability to track product and/or is covered by this FDA regulation
Complexity of the ETL process
The number of Translation Rules and number of Source Tables
Priority rating is a measure of the relative importance of the data for a successful go-live.
Data that impacts the organizations ability to take an order, to ship product, and to make product within the first 2 weeks after go-live
Only two possibilities: High or Low
Key document used for data verification
Legacy values compared to SAP values
Benefits:
Did not have to review the translation rules
Documented the data verification activity: State the plan, Execute the plan, Provide evidence the plan was executed
Increased SAP learning
Explain Business Day in the Life Testing
Question: what are some of your lessons learned?
Different environments have different configuration and thus load errors can occur. An error log is not good enough and is not a report at all.
Not only with reports, but also other opportunities
Early and Often for loads to get the variation out of the process to improve success rate. We tracked by the number of defects created.
Question: what else have you noticed about these workers?
Estimate mean Nothing
Failure but you have to have the spirit to keep on trying and improving.
Ambiguity: The business does not know the rules early sometimes: Map Legacy field Name to SAP Name, Map Legacy Address to SAP Address. Map Legacy Product Hierarchy Structure to TBD
Manager don’t know much
Question: does this make sense to you?
Question: what have some of you done to create an environment for this work to happen successfully?
Big head Todd and the Monsters
Know when fixing one issue causes risk to others
Cost of fixing small issues
Build process around behaviors that impact the whole team
Look for sign when creativity is not possible and call a time out
Leading geeks is different
We needed to defined a communication process for data load defects
Visibility
Accountability
Independently verified
Defined a risk based data verification process focusing on data elements with significant business impact:
Used a technology that ensured consistent migration process and supported our data validation approach
Engaged people will improve outcomes and work together to fix problems
Data Verification
Ensuring data migration meets the business requirements
Reports comparing Legacy and SAP fields
Ownership: Business
A business-centric data verification process:
Business owns the data
You must get them comfortable with verifying the data
The right technology to support your process
Iterative nature of data conversion
Report flexibility
Leadership required
Pull the story together:
I wished you good luck on our data migration journey. At St Jude, we went down the wrong path at first and then found by combining People, Process and Technology you can ensure a successful data migration and Go-live
Learn from our mistakes. The successes we had can be achieved by others.