DATA MIGRATION

STRATEGY GUIDE
DATA MIGRATION STRATEGY OVERVIEW
The goal of the data migration project is to convert a company’s data from legacy systems to enterprise resources planning (ERP). To achieve this objective,
a data migration strategy has been developed to outline a plan for the successful execution of data migration. The core tasks involved in the data conversion
will be based on the execution of the ETL process:

Transfer (T) Load (L)

Extract (E) Transform Load data
Extract data data to into ERP.
from legacy facilitate
systems. migration.

The key definitions and assumptions for the data migration project are documented in the data migration
strategy document that will be reviewed and approved by the implementation PMO.

2
PROJECT TEAM AND GOVERNANCE

The data migration project team will be the core team responsible for executing the end-to-end
data migration activities

The project team will meet

weekly with the following
objectives:
− Walk through the project
plan and track progress.
− Discuss upcoming items
ERP Data
and deliverables.
SME
− Address any open
Business ERP Data questions or issues.
Data Owner Load Lead The team will be responsible for
maintaining the following
documentation to provide
Data Migration transparency through the overall
Project Team data migration plan:
− Data Migration Strategy
Legacy
Legacy Data Data SME − Data Migration Tracker
Analyst − Project Plan
Data − Data Mapping Document
Migration − Load Templates
Lead
− Validation Documents
− Cutover Plans
The data migration status
report will be presented to the
steering committee.

3
 ROLES AND RESPONSIBILITIES

Role Responsibilities

ERP Data Subject- • Define ERP data requirements and load orders.
Matter Expert (SME) • Provide solutions for mapping data to ERP.

ERP Data Load • Execute data loading.

Lead • Finalize load templates.

• Identify source data.

• Communicate business requirements as it relates to data
Legacy Data SME
migration.
• Define cleansing and extraction requirements.

Legacy Data • Execute data cleansing activities.

Analyst • Execute data extraction and staging.

Business Data • Sign off on ERP load templates and mapping documents.
Owner • Perform pre-load and post-load validation.

• Execute data migration plans.

Data Migration Lead • Track progress and provide visibility into the project plan.
• Perform mock cutover and cutover plans.

4
DATA MIGRATION SCOPE

Source System (Intact, The project team

Excel, Etc.) will identify and ERP Multitenant
The legacy systems are define four key
components to The ERP system will be set up
the source for all data with various environments and
objects that will be establish the true
scope of data clients. The data migration project
migrated to the ERP plan is prepared and executed
system. migration.
accordingly.

Master Data Transactional Data (Projects,

(Customers, Assets and Purchase orders, Contracts)
Materials)
This includes static data This includes data objects
objects that are used to records that are used to
define business elements represent business events
often used in business within the organization.
transactions.

5
DATA MIGRATION PROCESS

Legacy Data Data Staging and Test Loading Target

Environment Environment Environment

Performance Dashboards and

Analysis Business
Reporting

Staging Area
Flat Files/
Excel
Pre-Built Load
Routines for
Data Services Platform Load
ERP Objects
Files

Databases Cleanse Transform Validate and

Name Parsing Load
Address Parsing Business
Transform Scripts
Extract & Correction
Data into ERP Validation ERP
and Material/Product
structure Rules
Parsing
Profile
Matching Automatic
Applications ERP Config
Validation
Configuration
Reconciliation
Common Table
Extraction

XML

6
DATA MIGRATION AND CONVERSION APPROACH
Data conversion activities are a significant risk to any implementation and should be documented and outlined early in the implementation plan as part of the
data conversion strategy. Our approach is outlined below to give a sense of the complexity we’ve seen and potential validation and control points throughout
the process.

Extract and Understand Data Cleanse and Transform Load and Validate

Discovery and Profiling Manual Cleansing and (Pre-Load Validation, Load and
Automated Transform Post-Load Validation)

Extract Profile Data Clean Data Validate Load Post-Load

Data Validation
Iterative
• Conformity Manual
Legacy • Uniqueness • Data Standardization
Sources • Missing Data values
• Completeness
• Relationships • Transformation Rules Intermediate
Excel
• Matching and Document
Consolidation (IDoc)
Source
Legacy
Extracts
Sources Legacy System
Flat File Migration
ERP
Workbench
Profiling Stage Load (LSMW)
Results
Cleansing Cleansing and
Legacy
Requirements Preparation File
Sources BAPI
Repository

Initial Data
Cleansing Example Control Questions:
• Has a data conversion strategy been documented and approved?
• Incorrect Data values • How are data extracts validated for completeness and accuracy?
• Data Enrichment • Are automated and manual transformation rules appropriately documented?
• Duplicate Removal • How is data validated pre-load and post-load?

7
DATA MIGRATION APPROACH
Each data object will follow the defined migration process. Although the progress is monitored object by object, the plan request the all-primary
object be ready for testing during system integration test.

Functional Mapping Clean/

Migration Methodology

Load Template Transformation Load Validation

Requirement Document Extraction

Object Field Definition Legacy Translation Quality and Sourcing Preparation Migration Completeness and Accuracy
Requirements

Each step of the data migration process has associated deliverables that will culminate in project documentation and provide quality controls
through the life cycle of the implementation.

8
DATA MIGRATION METHODOLOGY
The data migration plan will be executed in parallel with the ERP implementation as one of the key workstreams. The activities will converge at the
integration testing and will mark the beginning of the data loads. During testing, the project team will validate that the data loaded in ERP will be able to
support the business.

ERP Methodology

Integrati User
Prepare Explore Realize on Acceptance Deploy
Testing Testing

Strategy

Planning
Data Mapping

Integration
Load Template

Cleanse

Go Live
Extract Cutover
E
PL
A M
Transform
EX
Test Load/Unit
Testing
Data loads

9
RACI MATRIX
The purpose of the RACI (responsible, accountable, consulted and informed) matrix is to clearly define the responsibilities of the teams involved in the data
migration process. Each step of the data migration strategy and plan has been identified in the RACI matrix and each step has an accountable and
responsible party assigned.
Process Steps Company Data Migration Team SI
Data Migration Strategy and Scope

• Define the data migration strategy. • Accountable • Responsible • Consulted

• Identify source systems for extraction. • Accountable and Responsible • Consulted • Consulted
• Identify data objects for conversion. • Accountable • Responsible • Consulted
• Define ERP requirements for data migration activities. • Consulted • Consulted • Accountable and Responsible
• Rationalize data conversion. • Accountable • Responsible • Consulted
• Identify strategies for populating data elements in ERP. • Consulted • Consulted • Accountable and Responsible
• Define roles and responsibilities for the project team. • Accountable • Responsible • Consulted

Data Preparation

• Define rules for data cleansing. • Accountable • Responsible • Consulted

• Execute data cleansing activities in source system. • Accountable and Responsible • Consulted • Informed
• Provide mapping document templates. • Accountable • Responsible • Consulted
• Define extraction and transformation rules. • Accountable • Responsible • Consulted
• Execute extraction and transformation requirements. • Accountable and Responsible • Consulted • Informed
• Customize load file templates. • Consulted • Consulted • Accountable and Responsible
• Provide data load templates. • Consulted • Consulted • Accountable and Responsible
Data Conversion and Validation

• Prepare load files. • Accountable • Responsible • Informed

• Pre-load data validation. • Accountable • Responsible • Consulted
• Execute data loads. • Consulted • Consulted • Accountable and Responsible
• Perform post-load data validation. • Accountable and Responsible • Consulted • Consulted
• Perform error handling. • Consulted • Consulted • Accountable and Responsible

Cutover Execution and Test Plan

• Create overall plans for testing. • Consulted • Consulted • Accountable and Responsible
• Provide test scripts. • Accountable • Responsible • Consulted
• Execute and track the data migration plan. • Accountable • Responsible • Consulted
• Create cutover plans. • Consulted • Consulted • Accountable and Responsible
• Execute cutover plans. • Consulted • Consulted • Accountable and Responsible

10
DATA READINESS ASSESSMENT KEY ACTIVITIES
It’s important to understand your ERP data model and process transformation requirements and prepare your data to establish company foundation.

Conversion Planning Data Mapping and Conversion Preparation

Data Design Data Extraction Data Profiling Data Cleansing

• Conduct a series of workshops with •
data owners as well as functional
specialists organized by the ERP
functional area. Workshop
objectives include conducting an
inventory of legacy data sources
and tables, determining the criteria •
to be applied to filter the legacy
data.
• Develop a conversion plan using the•
scope of processes and
technologies.
• Identify data design requirements
for various conversion objects.
• Understand data models for the
processes (master data and
transaction data).
Understand the table/data element
structure of the data model for
each conversion object.
• Develop an extraction mechanism
for master and transaction data
using accelerators.
Connect it to the sources using our
data extraction accelerators for
data acquisition.
Custom conversion programs or
tools are used to transform the
data in the staging area into the
required ERP target format. When
mapping data, the data migration
team utilizes a “pull” data
conversion strategy. Using this
approach, the data needed in the
target ERP system will be identified
and then mapped for extraction
from the legacy systems.
• Prioritize and shortlist data quality • Knowing how many records are
dimensions for profiling the data.
• Profile the acquired data for data
quality checks, such as:
‒ Incompleteness
‒ Null Values
‒ Inaccurate Values
‒ Timeliness and Uniqueness
• Develop a data quality readiness
index for each conversion object.
• Data profiling results drive the
identification of business rules that
provide a more detailed evaluation • The validation process is valuable
of the source data vs. ERP’s
requirements and specific business
process requirements as identified
in the functional specifications.
• Define a data quality remediation
plan.
expected for a given object (e.g.,
customers, accounts and meters)
is critical, and even more
importantly, records that fail must
be captured, understood, and
corrected or re-entered.
• Data quality exceptions need to be
remediated as part of the data
profiling and business rule analysis
process; the appropriate cleansing
actions need to be applied to the
data.
for evaluating the loads of
production conversion data. In
order to test the validation and
reconciliation process, the
company should consider including
this activity as part of each test
conversion cycle to determine the
results of the process.

1. Develop Project Charter and Plan 1. Sources and Extraction Rules 1. Business Rules for Profiling 1. Data Quality Index Scorecards

2. List of Conversion Objects 2. Data Tables and Data Elements 2. Data Profiling Results and DQI 2. Data Remediation Plan

11