MIS 5121:Business Processes, ERP Systems & Controls Week 10: Master Data & Migration. Edward Beaver ff
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1 MIS 5121:Business Processes, ERP Systems & Controls Week 10: Master Data & Migration Edward Beaver ff
2 Master Data 2
3 Table (Data) Types Configuration 3 Control
4 Data Types Transaction Data Data associated with single process event Evidence of an event / activity Logically Stored in process Documents (vs. outputs) Repetitive transactions (events) but data stored associated with each event / document Has a Time dimension Stored at various stages of a business process e.g. Customer orders, purchase orders, production orders, customer payments 4 Master Data e.g. Materials, Customers, Vendors Relatively stable Used repeatedly in same way Many transactions (see below)
5 Transaction Data Transactions flow down the river of time by SAP AG. All rights reserved.
6 Master Data Customer Master Material Master Vendor Master Master Data is centrally stored (shared across application modules) and is processed to eliminate data redundancy. When creating business transactions (like a sales order) the system copies information from master data. Three kinds of master data are critical to order processing: Customer: Defined by SD, shared with FI/CO Material: Defined by MM, shared with SD, PP, FI/CO Vendor Master: Defined by MM, shared with SD, PP, FI/CO
7 Master Data Internal Controls What Internal Controls would you recommend exist for Master Data?
8 Master Data Internal Controls Recommended Controls Process to define the true data - leveraging external data, business policies where possible Trained maker- checker enters / maintains the data including independent verification of source data Routine (quarterly?) review of critical field values changes (changes correct, authorized) Segregate maker- checker / maintainer access from those performing the process (transactions) Good to Have Controls Periodic (annual?) review of critical field values Validate data externally where possible (call phone # s, Dunn & Bradstreet review, ) Assure 1- time records only used 1- time (not routine)
9 Key Information Technology Risks System Security Information Security Administration Data Migration Data Interface Instance Profile Security Change Management Transport Security Table Security Data Dictionary, Program and Development Security Logs and Traces Firefighter access Powerful User ID s and Profiles Background Processing (Batch vs. foreground: real- time)
10 Data Migration: Control Concerns 10
11 Data Migration (Conversion) Migration Magic Legacy Systems New ERP System
12 Data Migration: Flow Legacy Systems Extract Clean Augment Transform Validate Load Data Migration Reconcile ERP Integrated System
13 Data Migration How??
14 Data Migration: Process Clean, Augment, Transform Analysis Solid understanding of both source and destination systems (data structure, how used) Differences in data layout, use between systems Differences in data definitions
15 Data Migration: Process Clean, Augment, Transform Data Mapping Source data fields to fields, format required by new system Scope: what data will be migrated vs. not (history, activity level, relevance, etc.) Master and open transactions History? Often involves logic (mapping rules) From / to transformations Transformation rules
16 Data Migration: Process Data Clean- up Clean, Augment, Transform Critical for successful migration (can move any data - > moving quality data that is business ready) Cleanse outdated, incorrect information from legacy systems Requires solid understanding of source data and destination requirements Define rules, requirements of high quality, business ready data
17 Data Migration: Process Clean, Augment, Transform Data Conversion (Complex) Transform programs Augment (as needed) Leverage a tool (e.g. BackOffice)
18 Data Migration: Process Data Load and Reconciliation Clean, Augment, Transform Meticulous planning and focused project management Dependencies (sequencing) (load and reconcile before proceed) Must be reconciled to legacy system (assure accurate, complete) Records, field values Quantities and $$ value Standard / custom reports not difficult but critical
19 Data Migration: Risks Legacy Systems Data Migration ERP Integrated System All data & sources required are not identified Data dependencies not understood (load sequence) Data gaps exist Translation rules not fully understood to migrate data Legacy data is not complete or inaccurate Data relationships in legacy data compromised during migration Data transfer data errors not discovered timely and resolved
20 Data Migration: Control Objectives Legacy Systems Data Migration ERP Integrated System Data migrated from legacy systems is Accurate All data migrated to target system is Complete Synchronize data between legacy and target systems Scope / Data Freeze Dual Maintenance Data migrated to target system is recoverable and auditable
21 Data Migration / Interfaces Overview Master Data Examples of Master data vs. Transaction data Controls (Few) Data Migration (typically Project oriented) Risks (Few) Controls (Few)
22 Extra Slides
23 Config: Organization Structure Operating Concern
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