SAP Data Migration Using Business Objects Information Management Software. A White Paper by Bloor Research

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1 SAP Data Migratin Using Business Objects Infrmatin Management Sftware A White Paper by Blr Research Authr: Philip Hward Review Date: 17 July 2008

2 Executive summary This paper is abut using infrmatin management sftware frm Business Objects, an SAP cmpany, fr SAP data migratin prjects, either fr upgrades frm ne versin f SAP t a newer ne, r frm ther envirnments t SAP. In practice, many f the cnsideratins that apply t SAP data migratins are n different frm thse that pertain generally t nn-sap envirnments. Hwever, there are sme particular requirements that apply t SAP implementatins, which we will discuss. A 2007 survey cnducted by Kgniti fund that 72% f UK financial services rganizatins believe data migratin prjects t be t risky and t cstly, and the reprt fund similar levels f trepidatin acrss the retail, manufacturing, and transprt sectrs. This is true regardless f the reasn fr the migratin whether the migratin is based n a change f applicatin (such as mving frm Oracle Applicatins t SAP), a change f database prvider, a cnslidatin f multiple applicatins f the same type, r even when upgrading frm ne versin f an applicatin t anther. Organisatins fear migratins because experience has taught them that migratins ften verrun their budgets, are delivered late, d nt meet user expectatins, and, in sme cases, fail cmpletely. Mrever, it is nt simply a questin f a prject running ver time r ver budget there are als significant business risks assciated with verruns in terms f custmer relatins and user mrale, as well as applicatin-specific risks, such as ptential delays in intrducing new prducts. In rder t understand why these verruns ccur, it is imprtant t understand the varius elements that make up a migratin frm, say, ne versin f SAP R/3 t anther. The first part cnsists f the tw versins f R/3 themselves. Since SAP R/3 sftware is well knwn and understd, there is little applicatin develpment t be dne at this level ther than custmisatin. Hwever, there is a significant amunt f wrk t be dne at the data level, bth in the mvement and cleansing f the data that has t be migrated, and in the prcess invlved in the migratin. It is necessary t understand the relatinships that exist between different data elements s that yu can migrate business entities (such as a custmer with his rders) rather than treating these separately, which runs the risk that these becme discnnected. Of curse, if yu are develping a new applicatin r re-develping an existing ne, then there is cnsiderable risk assciated with this wrk at the applicatin level. Hwever, very many migratins d nt invlve much mre than custmisatin f the new applicatin and yet still cmpanies cntinue t experience verruns, delays, and failures. The cnclusin has t be that the migratin f the data is the issue. Research bears this ut. In 2006/2007, Blr Research cnducted a survey with Glbal 2000 cmpanies and fund that mre 80% f data migratin prjects ran ver time and/r ver budget. What is mre, The Standish Grup cnducted a similar study in 1999 and gt almst identical results. In ther wrds, the ability f the industry t prperly cnduct data migratins has nt imprved in seven years! Hwever, this des nt mean that it is impssible t undertake data migratin prjects that are successful and are delivered n time and n budget. Rather, successful data migratin requires the use f apprpriate tls and methdlgies, best practices, and expertise, and it is n these factrs that we fcus in this white paper. While there are sme specific requirements fr SAP envirnments that g beynd thse that might be necessary fr ther data migratin scenaris, the details and discussin pints in this paper therwise apply t any data migratin prject. Blr Research July 17, 2008 Page 2

3 In practice, many migratin prjects are delayed lnger due t the fear f prject failure. As a result, this nly makes them cmplex and time-cnsuming. It is ur view that with the apprpriate prcesses, tls, and peple in place (perhaps thrugh a migratin cmpetency centre), data migratin shuld becme rutine, s that migratins can be planned when they are mst useful fr the business and withut the cncern ver ptential failures that characterise them tday. Blr Research July 17, 2008 Page 3

4 Befre yu begin In ur research, we fund that arund 20% f cmpanies had n separate budget r timescale fr data migratin as ppsed t the applicatin element f their prjects a recipe fr disaster if ever there was ne. S, the first thing is that there must be a separate budget and timeline fr data migratin. Mrever, an apprpriate persn with data management expertise shuld be n the verall prject steering cmmittee frm the utset. If data management issues are left t users and/r applicatin develpers, it is all t easy fr the prject cmmittee t make unfunded and unwarranted assumptins abut the data elements f the prject, which can lead t precisely the difficulties yu want t avid. There remains the questin f hw yu estimate the timescales and resurces that will be required t achieve a successful migratin. There are three things that yu need t knw: 1. Where is the data cming frm t ppulate yur new applicatin? The answer t this may be simple, in that all the data is cming frm an existing applicatin, r it may be mre cmplex in that the data is cming frm multiple existing applicatins. In the latter case, if sme f the same data (fr example, custmer data) currently exists in multiple applicatins, then yu have t decide which versin f the custmer data yu are ging t use r hw yu are ging t cmbine data frm thse surces. In the wrst case scenari, yu may have data required fr the new applicatin that des nt exist in current applicatins but des exist in spreadsheets, Access databases, and ther end-user resurces spread arund the rganisatin that are nt knwn abut by the IT department. In this case, yu will need t find ut abut these resurces by talking t relevant end users. Finally, the new applicatin may be able t explit data that yu d nt currently have at all and yu will need t understand hw t use this new data. If the data is nt mandatry then it shuld nt affect initial implementatin, but therwise yu will need t knw whether the data can be created manually r surced frm a third party. 2. What srt f state is this data in? Once yu knw where the data is cming frm yu need t understand it bth in terms f the structure f the data and its quality. The frmer is imprtant because the number and cmplexity f the mappings that yu will cnstruct t take the data frm their existing surces t the intended target systems will depend, in part, n the structure f that data. The latter is imprtant bth in business terms (yu d nt want t be wrking with missing, invalid, duplicated, r incrrect data) and fr technical reasns. It is imprtant t understand this last reasn. With a different data mdel in the surce and target systems, there may be cnstraints upn the data in the new system that did nt apply in the riginal applicatin. Fr example, yu might have a custmer ID field that requires a numeric entry; if the previus applicatin did nt have the same cnstraint, then any nn-numeric custmer ID will either nt lad int the new applicatin r, if yu can lad it, it will nt run with the new applicatin it may even crash the new applicatin. 3. Hw will the data be structured in the new envirnment? This is the inverse f knwing the structure f the existing system and, cmbined with that infrmatin, can be used t derive the mappings and transfrmatins that will be required. Once yu have this infrmatin, yu need smene wh can interpret it. That is, yu need smene wh can estimate hw lng it will take (and what resurces will be required) t create the relevant mappings frm the surce t the target system, and hw lng it will take t clean up the data frm the surce systems s they are in a suitable frmat fr lading int the Blr Research July 17, 2008 Page 4

5 new applicatin. It is wrth nting at this pint that this is nt a pipedream: sme rganizatins specializing in data migratin will give yu a fixed price qute and fixed delivery schedule, prvided that they have the infrmatin just utlined. Nte that we are nt necessarily advcating such an apprach; we are simply pinting ut that nce yu knw all abut the data, and given relevant expertise, then yu knw everything yu need t knw t abut the likely csts and resurces that will be invlved in the migratin. In practice, pints 1) and 3) are relatively easy particularly when yu are migrating between knwn envirnments, such as an SAP R/3 upgrade r a migratin frm a third-party applicatin t SAP R/3, because bth sides f the equatin are well-knwn and dcumented. Where there is an issue is with pint 2), because mst cmpanies d nt knw what state their data is in and this is cmplicated further if there are multiple surce systems such as when cnslidating several applicatins f the same type. The prcess f understanding yur data is knwn as prfiling. Tls As we have intimated in the previus sectin, managing a successful migratin prject is nt simply abut the tls that yu use but als abut the skills and expertise f the peple invlved. Our research indicates that the average cmpany in the Glbal 2000 undertakes 4.5 migratin prjects each year in which case it might be wrth cnsidering the establishment f a migratin cmpetency centre r, at the least, requiring that data migratin specialists get recgnitin and rewards cmmensurate with the imprtance f accmplishing successful and timely migratins. The skills pssessed by such individuals will mitigate the risk invlved in migratins and reduce any wrries assciated with them. This shuld mean that businesses can chse t migrate when it best serves the business rather than being cnstrained by fear f failure. Nevertheless, while expertise is imprtant, s t are tls and the facilities they prvide. The apprpriate use f tls will nt nly assist in prject estimatin and scping but als in cleansing and transfrming the data, dcumenting the prcesses invlved, and in ensuring that data lineage is prvided fr cmpliance reasns. The main tls required are data prfiling, data cleansing and matching, and transfrmatin and data mvement tls. These infrmatin management tls are prvided by Business Objects in the frm f: BusinessObjects Data Insight, which prvides facilities fr prfiling and analysing the data in yur surce systems. T put it simply, BusinessObjects Data Insight allws yu t discver the extent f the prblem yu will have when migrating the data. Histrically, and even tday in very many cmpanies, prfiling has been dne manually (that is, by visually inspecting the data and cmparing it with what yu expect t see). There are a number f prblems with this apprach: it is easy t miss things, it is time-cnsuming, it is labur-intensive, and it is bring. In particular, the fact that it is bring means that nbdy wants t d it, s it tends t be given t less experienced persnnel wh are less likely t d a gd jb. In ther wrds, yu get a vicius circle. In particular, cmpanies wh use manual prfiling never d enugh prfiling and when we say never, we mean never! We have never, ever met a cmpany that did an adequate jb f manual prfiling. Thus, we cnsider the use f autmated data prfiling t be mandatry. BusinessObjects Data Quality Management, which prvides data cleansing, matching, de-duplicatin, and similar capabilities, as well as the ability t enrich the data frm utside surces such as Dun & Bradstreet. BusinessObjects Data Quality Management Blr Research July 17, 2008 Page 5

6 includes metrics management and dashbard capabilities s that yu can mnitr the quality f yur data as yu prceed thrugh the data migratin prject. BusinessObjects Data Integratr, which is the cmpany s tl fr accessing any data surce, defining apprpriate transfrmatins, and scheduling and running the actual prcess f mving the data. BusinessObjects Data Services, which is a single prduct prviding all the functinality f BusinessObjects Data Integratr and BusinessObjects Data Quality Management using a cmmn develpment, runtime, and management envirnment. In additin, Business Objects ffers an extractin, transfrmatin, and lad (ETL) mapping tl, BusinessObjects Cmpser, and the SAP NetWeaver Master Data Management cmpnent. While we d nt intend t spend time discussing these individually, since the technlgies invlved are well-knwn, it is wrth briefly cmmenting n the applicatin f master data management (MDM) t migratin scenaris, in that the data cnsistency prvided by MDM shuld make future data migratins much easier. Mre bradly, the implementatin f data gvernance shuld mean that data surces are understd, and f gd quality, prir t the cmmencement f any migratin prject, thus significantly reducing the effrts required in migratin prjects. Business Objects is ne f the leading vendrs f infrmatin management sftware fr data prfiling, data quality, and data integratin prducts. Here we highlight the key features that are especially apprpriate in data migratin envirnments in general, and in SAP envirnments in particular: Cnnectivity The ability t cnnect t a variety f surces and targets is imprtant fr any data migratin prject. This includes databases, file systems, message queues, and s n, supprting structured, semi-structured, and unstructured data. It is als useful t be able t ffer adapters that have a deep understanding f applicatin envirnments, such as SAP (see next bullet), Siebel, Oracle, and s frth. The reasn is that cnnectivity adapters facilitate the discvery f metadata during the data prfiling stage and, indeed, are useful during the mvement phase als because they enable understanding f the data mdel underlying the applicatin. SAP Applicatin Interfaces It is imprtant t shield the data migratin develper frm having t knw abut specific SAP cnstructs such as ABAP, BAPI, and idocs, bth because this reduces the skill level required f the develper and als because it reduces the cmplexity f the prject and shuld, therefre, speed up the delivery f the prject. Business Objects prvides apprpriate applicatin interfaces that have been certified by SAP. Nrmalisatin SAP applicatin envirnments are strictly nrmalised. That is, they adhere clsely t frmal relatinal standards. Hwever, many third-party applicatins d nt have that requirement and it is ften the case that databases are de-nrmalised fr a variety f reasns. Thus, it is imprtant when yu are migrating t SAP that the sftware yu use has the ability t nrmalise the data. This is a facility within BusinessObjects Data Integratr. Data Auditing and Validatin The ability t check if yur data successfully laded int the target envirnment is necessary fr any data migratin jb. With BusinessObjects Data Integratr, an auditing feature allws yu t check the sum and rw cunt f data leaving the surce system and entering the target envirnment. Als, the ability t ensure that unwanted data des nt enter the target system is crucial t ensuring the success f a data migratin lad. BusinessObjects Data Integratr als prvides the ability t set up Blr Research July 17, 2008 Page 6

7 rules that filter unwanted data. It als prvides a dashbard fr yu view statistics n the percentage f data which passed and didn t pass yur rules. Templates What wuld be especially useful t supprt SAP migratins wuld be a template f the target applicatin, with the relevant data mdel built-in t the template. This wuld significantly imprve migratin timescales. In practice, n vendr currently supplies such a starter fr migratin, even thugh SAP has encuraged them t d deliver such a capability. Hwever, SAP and Business Objects are jintly develping such a facility. Managing the migratin A migratin prject may cnsist f multiple elements. Fr example, yu may be migrating acrss perating systems, hardware platfrms, databases, and applicatins as well as migrating the data. Hwever, regardless f the cmplexity f the migratin envirnment (and, actually, it is a gd idea t simplify it, migrating as few elements as pssible within a single prject). The verall prcess can be likened t the design f a car: whatever the chassis, bdywrk, r interir trim, it is the engine that makes a car g; and it is the data that makes applicatins g. It is a gd idea t bear this analgy in mind. Fr example, it is pr practice t reallcate staff frm the data migratin team t ther grups within a prject just because the applicatin part f the migratin is running behind schedule this gives the impressin that the applicatin is mre imprtant than the data and thse that wrk n the latter are less imprtant. This kind f practice will be cunterprductive if yu wish t establish a data migratin cmpetency centre r its equivalent. Mre generally, yu will need cnventinal prject management tls fr this purpse, either frm a third-party supplier r using built-in features, such as thse prvided by BusinessObjects Cmpser. Nte that just as data migratin shuld have its wn budget and timescales, s it shuld be managed as its wn subprject. Cnclusin Our research shws that many IT prfessinals delay applicatin migratin and upgrade decisins due t fear f failure, even when a delay may nt be in the best interest f the business. Hwever, with the apprpriate tls, methdlgy, and expertise, data migratins can prceed smthly and n time. Of the abve three requirements, all are imprtant but, perhaps mst especially, expertise is imprtant. Cmpanies need t build up a cre f experienced data migratin staff that are recgnised and rewarded as such, s that the business determines the pace f upgrades and migratins, rather than wrries abut IT failure. In this cntext, it is wrth nting that Business Objects ffers experienced data migratin staff and cnsultants as well as an established migratin methdlgy, s the cmpany can prvide exactly the required expertise either n an n-ging basis r fr knwledge transfer. With respect t SAP in particular, a cuple f technical requirements may mean that the envirnment differs frm sme thers. Clearly, as an SAP cmpany, Business Objects is wellplaced t service these needs. Mrever, we can expect t see even clser links between the data integratin facilities prvided by Business Objects and the applicatin needs f SAP nw that they frm a single cmpany. In time, we expect Business Objects t ffer data migratin Blr Research July 17, 2008 Page 7

8 facilities (such as templates) fr SAP envirnments that are nt available elsewhere, making BusinessObjects Data Services sftware the de fact standard fr SAP data migratins. Blr Research July 17, 2008 Page 8

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