DATA MIGRATION SCOPING

QUESTIONNAIRE TEMPLATE
PROJECT IDENTIFICATION
Project Name

CPI Project Number

<Project Name>
Customer Name

Customer Number

<Customer Name>
SAP Project Manager

Customer Project Manager

<SAP Project Manager>

<Customer Project Manager>

DOCUMENT IDENTIFICATION
Author

Document Location (repository/path/name)

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Version

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Date (YYYY-MM-DD)

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0.1

Final

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Internal

REVISION HISTORY
Version

Date

Description

0.1

June 28,2011

Reformatted to the latest format

0.2

TABLE OF CONTENT
Questionnaire................................................................................................................................................. 3
Open A/P items................................................................................................................................................. 4
Open A/R Items................................................................................................................................................ 5
Customer Credit Management.......................................................................................................................... 6
G/L Balances.................................................................................................................................................... 6
Storage Bins..................................................................................................................................................... 7
Batch Numbering.............................................................................................................................................. 7

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Questionnaire Instructions:

This questionnaire is used as a tool to collect information about your business that will be useful for tailoring
the R/3 Solution to your business needs. Enter your answers in the fields after the questions, using the TAB
key to move from field to field. You may save and later change your answers in this questionnaire, just as
you would with any other Word document.

Questionnaire
General

Timing of Migration (Business)

Is the customer prepared to go with the general
policy of leaving the migration of historical data
until after the go-live date?
Are there any exceptions to this? (Business)
Is it possible that historical data can be stored in
another format besides SAP? Hardcopy,
Microfiche, in the legacy system, in the SAP Info
structures etc? (Business)
How many different legacy systems do you have?
Please list the different systems: (Technical)
What data integrity/duplicity problems exist in the
legacy systems? (Technical) Here we are trying
to determine how much cleanup of data will be
required.
An example would be if two legacy system files do
not reconcile, therefore the data must always be
taken from one file rather than another.

Year End

Mid Year

Yes

No

G/L Account Master

Will the Chart of Accounts be redefined or similar

to the one which already exists?
If it is to be redefined, this should be a manual
migration rather than automated. (Business)
If it is being redefined, it is important to
communicate to the customer that they should try
to map old to new numbers for migration of G/L
balances, POs, A/P invoices etc. (Business) This
is especially important if there are very high
volumes of open POs, etc.
Are you aware of the pre-configured client and its
predefined chart of accounts and its potential
benefits?

Vendor Master

How many different systems will this data come

from? (Business/Technical)
What is the current volume of vendors in the
legacy system? (Technical)
What is the frequency at which Vendors are
created and changed (get this by location)?
This should help to determine how early the final

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extract of data can be done. If they are currently

maintained centrally, this also helps in
coordinating this activity. (Business)
Is it possible to report on all creations and
changes to this data from a particular date?
These could then be added manually depending
on the volumes. (Technical)
How many of these vendors have not been used
in the last year? (Technical)
Is it possible to ignore these from the migration if
there are no open items against them? (Business)
Are there significant duplication issues?
Can this be quantified? (Business/Technical)
How are partner functions currently defined within
the legacy systems?
Are these relationships defined? (Business /
Technical)
What is the format of the old Vendor Number?
(Business /Technical)
Is there a requirement for users to be able to
search the SAP number by the old number?
Explore this area more before answering a quick
yes. Eg., Explore the use of matchcodes by
name etc. Ensure the person answering the
question understands the options available using
standard matchcodes.

Open A/P items

How many different systems will this data come

from? (Business/Technical)
What is the current volume in the system?
(Technical)
Volume expected at Migration Time (Business)
Is the Customer open to the option of paying all
open items out of the old system prior to
migration?
What historical data is eventually required in the
system?

under 100
100-500
under 100
100-500
Yes

over 500

over 500

No

Customer Master
How many different systems will this data come from?
(Business/Technical)

What is the current volume of Customers in the legacy

system? (Technical)

What is the frequency at which Customers are created

and changed (get this by location)?
This should help to determine how early the final
extract of data can be done. If they are currently
maintained centrally, this also helps in coordinating this
activity. (Business)

Is it possible to report on all creations and changes to

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this data from a particular date. These could then be

added manually depending on the volumes. (Technical)
How many of these Customers have not been used in
the last year? (Technical)

How many of these Customers have not been used in

the last 2 years? (Technical)

Is it possible to ignore these (1 or 2 years) from the

migration if there are no open items against them?
(Business)

Are there significant duplication issues?

Can this be quantified? (Business/Technical)

How are partner functions currently defined within the

legacy systems?
Are these relationships defined? (Business /
Technical)

What is the format of the old Customer Number?

(Business /Technical)

Is there a requirement for users to be able to search

the SAP number by the old number?
Explore this area more before answering a straight
yes. Eg. Explore the use of matchcodes by name etc.
Ensure the person answering the question
understands the options available using standard
matchcodes.

Open A/R Items

How many different systems will this data come from?
(Business/Technical)
What is the current volume in the system? (Technical)

under 100
100-500

over 500

Volume Expected at Migration Time (Business)

under 100
100-500

over 500

Does the customer have Cash Unapplied items?

(Business)

Yes

Volumes?
Does The Customer wish to convert any Customer
History in the future? (Business)

No

Yes

No

Customer Credit Management

If credit management is being used in SAP, how well is
the old system matched to SAP? (Business)
This may be difficult to answer in the Blueprint
phase and may have to be revised later when the user
has a better understanding of what SAP offers.

G/L Balances
How many different systems will this data come from?
(Business/Technical)

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What level of migration is required? (Business)

Transaction Details
Monthly Balances / Movement
Opening Balances only
Comments:

If the migration is at year end, is it possible to only

convert open Balance sheet and refer to the legacy
system for P&L balances?
This simplifies the migration greatly in terms of the
mapping of old departments to cost centers, etc
(Business).

Material Master
How many different systems will this data come from?
(Business/Technical)

What is the current volume of Materials in the legacy

system? (Technical)

How many of these Materials have not been used or

had an inventory balance/forecat/demand in the last
year? (Technical)

Is it possible to ignore these from the migration if there

are no inventory balances/no forecasts/no demands
against them? (Business)

What are the new organizational units in which the

materials have to be created?
This helps to estimate the volume. If you create all
materials in all organizational units for several of them
it much more volume than creating a material only in
one of them.

What is the frequency at which Materials are created

and changed (get this by location)?
This should help to determine how early the final
extract of data can be done. If they are currently
maintained centrally, this also helps in coordinating this
activity. (Business)

Is it possible to report on all creations and changes to

this data from a particular date.
These could then be added manually depending on the
volumes. (Technical)

Are there significant duplication issues?

Can this be quantified? (Business/Technical)

Do the types of materials in the legacy system relate

well to the material types in SAP? The answer to this
may come from the MM questionnaire.

What is the format of the old Material Number?

(Business /Technical)

Is there a requirement for users to be able to search

the SAP number by the old number? Note that a
standard matchcode exists to search the materials

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database by old number.

Storage Bins
How many different systems will this data come from?
(Business/Technical)

What is the current volume of bins to be managed in

MM-WM?

If warehouse management is being used, what is the

numbering convention of current storage bins?
If this is very regular, then the generate function
within SAP should be used rather than a migration.
Work with the application consultant in this area since
this may overlap with their questionnaire.

Batch Numbering
If batch management is being used, what will the

naming convention be?

If they are being retained from the old systems,

then
the batch can be created at time of converting
inventory, otherwise a separate migration of Batches

may be required. Work with the application

consultant in this area since this may overlap with their
questionnaire.

Inventory Levels

How many different systems will this data come

from? (Business/Technical)
Will a physical stock count be done prior to going
live to validate the legacy data? (Business)
Will there be any inventory which will not be held
in SAP because the materials are being converted
as Non-stock and therefore they are directly
expensed in SAP? (Business)
If there are, then a manual entry to an expense
account should be made for the value of these
materials.
If batch management or Warehouse management
is being used, it is important to know, since this
will help define how the initial inventory entry is
made and what fields are required.
If Warehouse management is used, the migration
of inventory onto specific storage bins requires a
second step in the inventory migration process.
(Technical)
At the time of migration, how much stock could be
in transit?
Does this need to be catered for in migration, or
can the business procedurally handle this?
Is there stock on consignment at customer
locations? (Bus) Volumes?
Does the customer have vendor consignment

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stock? (Bus) Volumes?

How is consignment stock identified in the existing
systems? (Tech/Bus)
Is it easily linked to the vendor or customer

number?
How are plants, locations, storage bins currently

defined in the existing systems?

This needs to be defined well, because often a
field in a legacy system may need to be mapped
to a mixture of plants, storage locations, storage
bins. (Business/Technical)
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 migration 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 the open PO item?
The Inventory can come straight in as movement type 561.
What issues do we have in terms of entering the invoice with reference 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 the open 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 linked to the PO?
Should the invoice be blocked for payment?
Open Contracts
Does The Customer have open contracts that
need to be converted?
How many different systems does this data get
stored in? (Technical/Business)
What history will eventually be required?
Open Sales Orders:
What are the current volumes of open SOs by
location? (Technical)
Volume Expected at Migration Time (Business)
How many different systems does this data get
stored in? (Technical/Business)
Does The Customer have the following categories
of data?

In this case does the Customer need to see the

entire SO or is just the open SO item sufficient?
Information Records
Does the Customer currently store this
information? I.e. vendor/material specific pricing

Yes

No

Comment:

under 100
100-500

over 500

Open SO, no delivery, no billing

Volume:
Open SO, partial delivery, no billing
Volume:
Comments:
Yes

No

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etc.
Is it a requirement to convert this data?
How many different systems does this data get
stored in? (Technical/Business)
Expected volume (Business):

SD Pricing
At what level is their current pricing defined? I.e.
customer/material etc.
How many different systems does this data get
stored in? (Technical/Business)
Volume expected (Business)
Work with the application consultant to determine
how this would translate to in SAP and whether it
should be manual or automated. This is generally
a difficult migration to automate.
Production BOMs
How many systems does this data come from?
(Technical)
What is the volume of BOMs ? (Technical)
How many of these BOMs have not been used in
the last year? (Technical)
Is it possible to ignore these BOMs for migration?
(Business)
What is the frequency at which BOMs are created
and changed (get this by location)?
This should help to determine how early the final
extract of data can be done. If they are currently
maintained centrally, this also helps in
coordinating this activity. (Business)
Is it possible to report on all creations and
changes to this data from a particular date?
These could then be added manually depending
on the volumes. (Technical)
Are there significant duplication issues? Can this
be quantified? (Business/Technical)
What is the format of the old BOM number?
(Business /Technical)
Is there a requirement for users to be able to
search the SAP number by the old number? Note
that a standard matchcode exists to search the
materials database by old number.
Do you use Variant BOMs?
Routings
How many systems does this data come from?
(Business/Technical)
What is the volume of Routings ? (Technical)

Yes

No

under 100
100-500
Comments:

over 500

under 100
100-500
Comments:

over 500

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How many of these Routings have not been used

in the last year? (Technical)
Is it possible to ignore these Routings for
migration? (Business)
What is the frequency at which routings are
created and changed (get this by location)?
This should help to determine how early the final
extract of data can be done. If they are currently
maintained centrally, this also helps in
coordinating this activity. (Business)
Is it possible to report on all creations and
changes to this data from a particular date?
These could then be added manually depending
on the volumes. (Technical)
Are there significant duplication issues?
Can this be quantified? (Business/Technical)

What is the format of the old routing number?

(Business /Technical)
Is there a requirement for users to be able to

search the SAP number by the old number? Note

that a standard matchcode exists to search the
materials database by old number.
Unpresented Checks
What will the approximate volume of unpresented
checks at migration time be?
Cost Center Plans / Budgets
What is the expected number of cost centers to

be defined in SAP? (Business)

At what level is cost center planning currently

performed? (Business)
What format / systems is this data held in?

(Business/Technical)
What is the timing during the year that this activity
is done, versus when it is first needed in SAP?
(ie., Can it be done in post-implementation?)
(Business)
Who is responsible for planning? (Business)

This will effect the logistics of how this new

formatted data can be captured for SAP format. If
every Department manager does it, for example, it
will be difficult to create a simple spreadsheet to
capture this data.
Human Resources - Personnel Records
It is necessary to work closely with the application consultant in this area to define a Migration
Hiring event so that the correct infotypes are captured as personnel data is uploaded.
How many employees does the customer have?

What are the volumes broken down into?

(Permanent, Part Time, Temporary, etc.)
What dates should be used in the hiring event?
There are some limitations over backdating the
date of the hiring event.

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How many systems will this data come from?

(Technical/Business)
How many addresses are stored for an employee
currently? This will impact how many times the
same infotype will occur in the migration event.
If integration to CO is active, how will the mapping
of employees to Cost Centers be established?
If Payroll is being done externally to SAP, what

data is required to be stored in SAP to satisfy the

3rd party payroll requirements. E.g., with ADP,
there needs to be a file number.
Project System - Work Breakdown Structure Elements
What is the average and maximum numbers of

WBS Elements per Project Definition? If there are

more than 100, it becomes very slow and
inefficient to load these.
Total volume of projects?

Quality Management Module

How many different systems will this data come
from? (Business/Technical)
What is the frequency at which QM Master data is
created and changed (get this by location)? This
refers to the tests and inspection plans rather than
results.
This should help to determine how early the final
extract of data can be done. If they are currently
maintained centrally, this also helps in
coordinating this activity. (Business)
Is it possible to report on all creations and
changes to this data from a particular date?
These could then be added manually depending
on the volumes. (Technical)
What is the current volume of Master Inspection
Characteristics in the legacy system? (Business)
Work with the application consultant to
understand how different the existing data is. It is
very difficult to do a straight extract and upload
into SAP. Plan to extract the data as early as
possible to manipulate into a format more suitable
for SAP (e.g., General Characteristics, master
inspection chars, methods, classes, material
specs, inspection plans, certificate profiles).
Auditing and Reconciliation
How closely does internal audit want to be
involved with the migration process? (Business)
Are there any special audit or reconciliation
requirements? (Business)

Comments:

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