Data Transfer Questionnaire

Data Transfer Made Easy C1

Appendix C: Data Transfer Questionnaire

Contents

Overview ................................................................................................................. C3Instructions............................................................................................................. C3General.................................................................................................................... C3G/L Account Master ............................................................................................... C4Vendor Master ........................................................................................................ C4Open A/P items....................................................................................................... C6Customer Master.................................................................................................... C6Open A/R Items ...................................................................................................... C8Customer Credit Management.............................................................................. C8G/L Balances .......................................................................................................... C9Material Master....................................................................................................... C9Storage Bins ......................................................................................................... C11Batch Numbering ................................................................................................. C11Inventory Levels................................................................................................... C11Open Contracts .................................................................................................... C14Open Sales Orders:.............................................................................................. C15Information Records............................................................................................ C15SD Pricing ............................................................................................................. C16Production BOMs................................................................................................. C16Routings................................................................................................................ C17Unpresented Checks ........................................................................................... C18

C

Appendix C: Data Transfer QuestionnaireOverview

Release 4.0B-4.5xC2

Cost Center Plans / Budgets............................................................................... C18Human Resources - Personnel Records ........................................................... C19Project System - Work Breakdown Structure Elements .................................. C20Quality Management Module .............................................................................. C20Auditing and Reconciliation ............................................................................... C21

Appendix C: Data Transfer QuestionnaireOverview

Data Transfer Made EasyC3

Overview

Instructions

This questionnaire can be used as a tool to collect information about your business that will be useful fortailoring the R/3 System to your business needs. You will need Microsoft Word for Windows to work withthis document. This document is on the disk that comes with this guide. Enter your answers in the fieldsafter the questions, using the TAB key to move from field to field. You may save and later change youranswers in this questionnaire, just as you would with any other Word document.

General

Timing of conversion (Business) Year End Mid Year

Is the customer prepared to go withthe general policy of leaving theconversion of historical data untilafter the go-live date?

!

Are there any exceptions tothis? (Business)

Yes!

No

Is it possible that historical data canbe stored in another format besidesSAP? Hardcopy, microfiche, in thelegacy system, in the SAPinfostructures, etc? (Business)

!

How many different legacysystems do you have? Please listthe different systems: (Technical)

!

1.

What data integrity/duplicityproblems exist in the legacysystems? (Technical) Here we aretrying to determine how muchcleanup of data will be required.

! An example would be if two legacysystem files do not reconcile,therefore the data must always betaken from one file rather thananother.

!

Appendix C: Data Transfer QuestionnaireG/L Account Master

Release 4.0B-4.5xC4

G/L Account Master

Will the chart of accounts beredefined or similar to the one thatalready exists?

!

If it is to be redefined, this shouldbe a manual conversion rather thanautomated. (Business)

!

If it is being redefined, it isimportant to communicate to thecustomer that they should try tomap old to new numbers forconversion of G/L balances, POs,A/P invoices, etc. (Business) This isespecially important if there arevery high volumes of open POs,etc.

!

Are you aware of the Pre-Configured Client (PCC) and itspredefined chart of accounts and itspotential benefits?

!

Vendor Master

How many different systems willthis data come from?(Business/Technical)

!

What is the current volume ofvendors in the legacy system?(Technical)

!

What is the frequency at whichvendors are created and changed(get this by location)?

! This should help to determine howearly the final extract of data can bedone. If they are currentlymaintained centrally, this also helpsin coordinating this activity.(Business)

!

Appendix C: Data Transfer QuestionnaireVendor Master


Is it possible to report on allcreations and changes to this datafrom a particular date? These couldthen be added manually dependingon the volumes. (Technical)

!

How many of these vendors havenot been used in the last year?(Technical)

!

Is it possible to ignore these fromthe conversion if there are no openitems against them? (Business)

!

Are there significant duplicationissues?

Can this be quantified?(Business/Technical)

!

!

How are partner functionscurrently defined within the legacysystems?

Are these relationships defined?(Business / Technical)

!

!

What is the format of the oldvendor number? (Business/Technical)

!

Is there a requirement for users tobe able to search the SAP numberby the old number?

! Explore this area more beforeanswering a quick yes. Forexample, explore the use ofmatchcodes by name, etc. Ensure theperson answering the questionunderstands the options availableusing standard matchcodes.

!

Appendix C: Data Transfer QuestionnaireOpen A/P items

Release 4.0B-4.5xC6

Open A/P items


!

What is the current volume in thesystem? (Technical)

Under 100

100-500

Over 500

!

Volume expected at conversiontime (Business)

Under 100

100-500

Over 500

!

Is the customer open to the optionof paying all open items out of theold system prior to conversion?

Yes No

What historical data is eventuallyrequired in the system?

!

Customer Master


!

What is the current volume ofcustomers in the legacy system?(Technical)

!

What is the frequency at whichcustomers are created and changed(get this by location)?


!

Is it possible to report on allcreations and changes to this datafrom a particular date. These couldthen be added manually depending

!

Appendix C: Data Transfer QuestionnaireCustomer Master


on the volumes. (Technical)

How many of these customers havenot been used in the last year?(Technical)

!

How many of these customers havenot been used in the last 2 years?(Technical)

!

Is it possible to ignore these (1 or 2years) from the conversion if thereare no open items against them?(Business)

!



!

!

How are partner functionscurrently defined within the legacysystems?

Are these relationships defined?(Business / Technical)

!

!

What is the format of the oldcustomer number? (Business/Technical)

!

Is there a requirement for users tobe able to search the SAP numberby the old number?

! Explore this area more beforeanswering a straight yes. Forexample, explore the use ofmatchcodes by name etc. Ensure theperson answering the questionunderstands the options availableusing standard matchcodes.

!

Appendix C: Data Transfer QuestionnaireOpen A/R Items

Release 4.0B-4.5xC8

Open A/R Items


!

What is the current volume in thesystem? (Technical)

Under 100

100-500

Over 500!


Under 100

100-500

Over 500!

Does the customer have cashunapplied items? (Business)

Yes No

Volumes? !

Does the customer wish to convertany customer history in the future?(Business)

Yes No

Customer CreditManagement

If credit management is being usedin R/3, how well is the old systemmatched to SAP? (Business)

! This may be difficult to answer inthe Blueprint phase and may have tobe revised later when the user has abetter understanding of what SAPoffers.

!

Appendix C: Data Transfer QuestionnaireG/L Balances


G/L Balances


!

What level of conversion isrequired? (Business)

Transaction Details

Monthly Balances / Movement

Opening Balances only

Comments: !

If the conversion is at year-end, is itpossible to only convert openbalance sheet and refer to thelegacy system for P&L balances?

! This simplifies the conversiongreatly in terms of the mapping ofold departments to cost centers, etc(Business).

!

Material Master


!

What is the current volume ofmaterials in the legacy system?(Technical)

!

How many of these materials havenot been used or had an inventorybalance/forecat/demand in the lastyear? (Technical)

!

Is it possible to ignore these fromthe conversion if there are noinventory balances/noforecasts/no demands againstthem? (Business)

!

Appendix C: Data Transfer QuestionnaireMaterial Master

Release 4.0B-4.5xC10

What are the new organizationalunits in which the materials have tobe created?

! This helps to estimate the volume. Ifyou create all materials in allorganizational units for several ofthem it much more volume thancreating a material only in one ofthem.

!

What is the frequency at whichmaterials are created and changed(get this by location)?


!

Is it possible to report on allcreations and changes to this datafrom a particular date.

These could then be addedmanually depending on thevolumes. (Technical)

!



!

!

Do the types of materials in thelegacy system relate well to thematerial types in SAP? The answerto this may come from the MMquestionnaire.

!

What is the format of the oldmaterial number? (Business/Technical)

!

Is there a requirement for users tobe able to search the SAP numberby the old number? Note that astandard matchcode exists to

!

Appendix C: Data Transfer QuestionnaireStorage Bins


search the materials database byold number.

Storage Bins


!

What is the current volume of binsto be managed in MM-WM?

!

If warehouse management is beingused, what is the numberingconvention of current storage bins?

! If this is very regular, then thegenerate function within SAP shouldbe used rather than a conversion.Work with the applicationconsultant in this area since this mayoverlap with their questionnaire.

!

Batch Numbering

If batch management is being used,what will the naming conventionbe?

! If they are being retained from theold systems, then the batch can becreated at time of convertinginventory, otherwise a separateconversion of Batches may berequired. Work with the applicationconsultant in this area since this mayoverlap with their questionnaire.

!

Inventory Levels


!

Appendix C: Data Transfer QuestionnaireInventory Levels


Will a physical stock count be doneprior to going live to validate thelegacy data? (Business)

!

Will there be any inventory thatwill not be held in SAP because thematerials are being converted asNon-stock and therefore they aredirectly expensed in SAP?(Business)

! If there are, then a manual entry toan expense account should be madefor the value of these materials.

!

If batch management or warehousemanagement is being used, it isimportant to know, since this willhelp define how the initialinventory entry is made and whatfields are required.

!

If Warehouse management is used,the conversion of inventory ontospecific storage bins requires asecond step in the inventoryconversion process. (Technical)

!

At the time of conversion, howmuch stock could be in transit?

Does this need to be catered forin conversion, or can thebusiness procedurally handlethis?

!

!

Is there stock on consignment atcustomer locations? (Bus)Volumes?

!

Does the customer have vendorconsignment stock? (Bus) Volumes?

!

How is consignment stockidentified in the existing systems?(Tech/Bus)

Is it easily linked to the vendoror customer number?

!

!

Appendix C: Data Transfer QuestionnaireInventory Levels


How are plants, locations, storagebins currently defined in theexisting systems?

! This needs to be defined well,because often a field in a legacysystem may need to be mapped to amixture of plants, storage locations,storage bins. (Business/Technical)

! !

Appendix C: Data Transfer QuestionnaireOpen Contracts


! Answer the following questions with the options listed below:! How many different systems does this data get stored in? (Technical/Business)! What are the current volumes of open POs by location? (Technical)! What is the estimated volume of open POs at conversion time? (Business)! Does the customer have the following categories of data? (Business)

" Open PO, no GR, no invoice receipt

Volume: !

" Open PO, partial GR, no invoice receipt

Volume: !

In this case, does the customer want to see the entire PO or just theopen PO item? !

The inventory can come straight in as movement type 561. !

What issues do we have in terms of entering the invoice withreference to GR and PO? If the customer has a lot of these situations,interim procedures must be put in place. !

" Open PO, partial GR, invoice receipt

Volume: !

In this case, does the customer want to see the entire PO or just theopen PO item? !

The Inventory can come straight in as movement type 561. !

Is the invoice receipt for the entire amount? Does it have to be linkedto the PO? !

Should the invoice be blocked for payment? !

Open Contracts

Does the customer have opencontracts that need to beconverted?

Yes No

How many different systems doesthis data get stored in?(Technical/Business)

!

Appendix C: Data Transfer QuestionnaireOpen Sales Orders:


What history will eventually berequired?

Comment:

Open Sales Orders:

What are the current volumes ofopen SOs by location? (Technical)

!


Under 100

100-500

Over 500


!

Does the customer have thefollowing categories of data?

Open SO, no delivery, no billing

Volume: !

Open SO, partial delivery, no billing

Volume: !

In this case does the customer needto see the entire SO or is just theopen SO item sufficient?

Comments: !

Information Records

Does the customer currently storethis information? For example,vendor/material specific pricingetc.

Yes No

Is it a requirement to convert thisdata?

Yes No


!

Expected volume (Business): Under 100

100-500

Over 500

Comments: !

Appendix C: Data Transfer QuestionnaireSD Pricing


SD Pricing

At what level is their currentpricing defined? For example,customer/material, etc.

!


!

Volume expected (Business) under 100

100-500

over 500

Work with the applicationconsultant to determine how thiswould translate to in SAP andwhether it should be manual orautomated. This is generally adifficult conversion to automate.

Comments: !

Production BOMs

How many systems does this datacome from? (Technical)

!

What is the volume of BOMs ?(Technical)

!

How many of these BOMs have notbeen used in the last year?(Technical)

!

Is it possible to ignore these BOMsfor conversion? (Business)

!

What is the frequency at whichBOMs are created and changed (getthis by location)?

! This should help to determine howearly the final extract of data can bedone. If they are currentlymaintained centrally, this also helpsin coordinating this activity.

!

Appendix C: Data Transfer QuestionnaireRoutings


(Business)


!

Are there significant duplicationissues? Can this be quantified?(Business/Technical)

!

What is the format of the old BOMnumber? (Business /Technical)

!

Is there a requirement for users tobe able to search the SAP numberby the old number? Note that astandard matchcode exists tosearch the materials database byold number.

!

Do you use variant BOMs? !

Routings

How many systems does this datacome from? (Business/Technical)

!

What is the volume of routings ?(Technical)

!

How many of these routings havenot been used in the last year?(Technical)

!

Is it possible to ignore theseroutings for conversion? (Business)

!

What is the frequency at whichroutings are created and changed(get this by location)?

! This should help to determine howearly the final extract of data can bedone. If they are currentlymaintained centrally, this also helps

!

Appendix C: Data Transfer QuestionnaireUnpresented Checks


in coordinating this activity.(Business)


!



!

!

What is the format of the oldrouting number? (Business/Technical)

!

Is there a requirement for users tobe able to search the SAP numberby the old number? Note that astandard matchcode exists tosearch the materials database byold number.

!

Unpresented Checks

What will the approximate volumeof unpresented checks atconversion time be?

!

Cost Center Plans /Budgets

What is the expected number ofcost centers to be defined in SAP?(Business)

!

At what level is cost centerplanning currently performed?(Business)

!

What format/systems is this dataheld in? (Business/Technical)

!

Appendix C: Data Transfer QuestionnaireHuman Resources - Personnel Records


What is the timing during the yearthat this activity is done, versuswhen it is first needed in SAP?(That is, can it be done in post-implementation?) (Business)

!

Who is responsible for planning?(Business)

! This will effect the logistics of howthis new formatted data can becaptured for SAP format. If everydepartment manager does it, forexample, it will be difficult to createa simple spreadsheet to capture thisdata.

!

Human Resources - Personnel Records

It is necessary to work closely with the application consultant in this area todefine a conversion hiring event so that the correct infotypes are captured aspersonnel data is uploaded.

How many employees does thecustomer have?

!

What are the volumes brokendown into? (Permanent, part-time,temporary, etc.)

!

What dates should be used in thehiring event? There are somelimitations over backdating thedate of the hiring event.

!

How many systems will this datacome from? (Technical/Business)

!

How many addresses are stored foran employee currently? This willimpact how many times the sameinfotype will occur in theconversion event.

!

If integration to CO is active, howwill the mapping of employees tocost centers be established?

!

Appendix C: Data Transfer QuestionnaireProject System - Work Breakdown Structure Elements


If Payroll is being done externallyto SAP, what data is required to bestored in SAP to satisfy the third-party payroll requirements. Forexample, with ADP, there needs tobe a file number.

!

Project System - Work Breakdown StructureElements

What is the average and maximumnumbers of WBS elements perproject definition? If there aremore than 100, it becomes veryslow and inefficient to load these.

!

Total volume of projects? !

Quality ManagementModule


!

What is the frequency at which QMmaster data is created and changed(get this by location)? This refers tothe tests and inspection plansrather than results.


!

Is it possible to report on allcreations and changes to this datafrom a particular date? These couldthen be added manually depending

!

Appendix C: Data Transfer QuestionnaireAuditing and Reconciliation


on the volumes. (Technical)

What is the current volume ofmaster inspection characteristics inthe legacy system? (Business)

!

Work with the applicationconsultant to understand howdifferent the existing data is. It isvery difficult to do a straightextract and upload into SAP. Planto extract the data as early aspossible to manipulate into aformat more suitable for SAP. Thatis, general characteristics, masterinspection chars, methods, classes,material specs, inspection plans,certificate profiles.

Comments: !

Auditing andReconciliation

How closely does internal auditwant to be involved with theconversion process? (Business)

!

Are there any special audit orreconciliation requirements?(Business)

!

Appendix C: Data Transfer QuestionnaireAuditing and Reconciliation


Data Transfer Questionnaire

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