Seven Ways To Help ERP IN 2014 AND BEYOND

Transcription

1 Seven Ways To Help Data Migration During Implementation SPECial REPORT SERIES ERP IN 2014 AND BEYOND

2 CONTENTS INTRODUCTION 3 Develop a Data MigraTION Plan 4 PerfORM a ThOROUgh Gap Analysis 6 COMMIT ResOURCes to Data CleansINg 8 CapTURe Data ReqUIRements produce Detailed DocumeNTaTION for Data ConversIONs 12 Perform IteraTIve ConversIONs and Test them Repeatedly 14 Develop a Master Data ManagemeNT Strategy 16 your Best-PraCTICe Check List 18 CONClusION 20 ABOUT COLUMBUS 22 Columbus RapidValue 22 Columbus Care 23 Columbus Data Migration Studio 23

3 SPECIAL REPORT SERIES ERP IN 2014 AND BEYOND Introduction Data migration is one of the hardest parts of an ERP implementation project. It tends to present a high level of complexity and can be challenging to accomplish with the desirable accuracy and reliability. However, data migration is also one of the key turning points where you ready your ERP system to become an enabler of your growth and goals by bringing into it the wealth of data from your business history. Committing the appropriate strategic thinking and resources to data migration will help ensure your long-term ERP success. Because data migration is an important strategic concern, you need to ensure that you have the buy-in from all business stakeholders. All participants on your project team must understand their roles along with the sources and types of data they are responsible for. They also need to be aware of the potential risk to business operations and organizational viability if data is flawed or damaged. Every data migration project is different and every legacy system presents a specific source format with certain fields and tables. Of course, many tools and templates can help you with the importing and exporting of data, but they only go so far. There are no standard scripts available, and the bulk of the work needs to take place outside of your new ERP environment. To ensure that you get the right data into the new solution, in the right format, you need to set realistic time estimates for analysis, development, and testing. Based on our experience in thousands of challenging but successful ERP implementation and data migration projects, we have documented seven practical steps that will help keep your data migration on track and deliver the results you want. This is not a definitive list, but it will help you reduce the complexity challenge with some insight into the key areas you need to focus on. Remember what is at stake: Without the right, intact data in the right format, your new ERP solution will not be able to generate the business benefits you want to achieve with it. With the right data and a sound strategy to manage it, the ERP system can perform well in 2014 and for years to come. 3

4 ! Make sure the organization understands the importance of data migration find additional information here: actions Involve all key contributors and document their accountabilities plan data migration collaboratively in a practical workshop Develop a Data Migration plan Many experts agree that data migration should be seen as a separate project or sub-project to the main erp implementation This helps set the right mindset within the organization to appreciate the importance of this process The practical starting point is to establish a data migration project team and ensure that you have the right people involved, with support and buy-in from the board The participants of the project team do not need to be the same people who already take responsibility for the entire erp implementation But, as a group, they need to understand the strategic thinking behind your erp deployment and the goals for the new business management solution They also have to be fully familiar with your legacy systems and the kind of information that resides in them Just like the erp implementation, data migrations will involve your colleagues as well as third parties from consultants and contractors It often helps to build a matrix or spreadsheet to document the names, contact detail, roles, and accountabilities of these contributors you will also want to enlist the participation of the 4

5 SPECial REPORT SERIES ERP IN 2014 AND BEYOND IT specialists or consultants who perform the data cleansing we discuss below. Because data cleansing is a very complex sub-project, you should document and obtain sign-off for all the individuals and responsibilities involved. Once you have your team in place, you facilitate a data migration workshop to plan your data migrations in a collaborative manner. A data migration workshop is a meeting to set out the approach to be taken during the data migration project. It should take place as early in the ERP implementation project as possible, preferably at the same time as the scoping activities. A good time might be following any early solution familiarization for key users, because many of the required skills and architectural considerations will be fresh in attendees minds. The workshop should include all areas that matter for data migration, including the scope, data sources, roles and responsibilities, timescales, data repository, cleansing, gap analysis, data requirements capture, loading, testing, and future master data management. The output from the meeting is a data strategy document to be signed off by the project board. This document should detail the approach and plan for your data migrations along with roles and responsibilities. It will serve as a shared reference throughout the project. 5

6 Perform a Thorough Gap Analysis Data migration involves much meticulous work that takes time and needs careful planning. There are no quick answers or accelerators. Proven, reliable tools, templates, and the knowledge of experienced consultants will help the process run smoothly, but it still needs your company and team to make a substantial commitment of time and resources. A thorough gap analysis, performed very early in the data migration process, is a critical juncture where many companies fall short because they underestimate its importance or the amount of work needed to complete it. The purpose of a gap analysis is to ensure that your migration will capture all data that is essential for the new ERP system, as well as all customer data. ACTIONS Realistically plan for the resources and tools you need in data migration Involve data cleansing teams to help ensure all data is captured as needed Analyze source data against data schemas in the new ERP solution! Find additional information here: 6

7 SPECial REPORT SERIES ERP IN 2014 AND BEYOND To verify this, it is necessary to analyze and compare the source data against the new ERP data schemas. An efficient way to do so is by extracting key tables within the scope of the migration out of the ERP system into Microsoft Excel for field-by-field comparison with the source data. Any major gaps you find here should be communicated to the cleansing teams, who need to make sure that data is captured properly. Fields with customer information are fundamental to the functioning of the business. If there is no acceptable, simple workaround when any such customer data fields are missing from the new ERP system, once again your data cleansing and project teams need to become involved. They will then need to investigate which modifications are necessary to ensure complete data capture. 7

8 actions ensure buy-in and commitment from technical and business stakeholders plan for data cleansing early in the process Create a process to maintain consistently excellent data quality Commit Resources to Data Cleansing The first step in your data migration should be ensuring that the data you want to bring into the new erp solution are of sound quality and uncompromised Basic cleansing of data sources should take place as promptly as possible after your data migration workshop following an analysis of the source data, certain obvious issues and gaps will become apparent immediately The cleansing teams should address these as soon as they can some of the data quality issues you are likely to run into are fairly predictable for example, the structure of the tables may be different Concepts at work in one system may not be present in another The data itself may be of poor quality, with lots of outdated, incorrect, or redundant information given changes in the business and the way it takes advantage of technology, the way the organization will use the new erp system might not even be compatible with the data in legacy systems! find additional information here: 8

9 SPECIAL REPORT SERIES ERP IN 2014 AND BEYOND The decisions and practical steps needed to perform successful data cleansing that effectively supports the ERP deployment require the agreement and, very possibly, a significant effort from your cleansing teams. Of course, many of the people involved will need to perform their regular jobs in addition to this assignment. The company and everybody working on the ERP deployment should understand that good data husbandry pays off and needs to become a part of the regular IT process. Data of any real worth to a business usually does not exist in isolation. As soon as it is clean, there is the immediate risk of it becoming compromised again. Therefore, you will need to find a way to monitor continuously that the data you wish to bring into the new ERP environment is within your quality criteria. Doing so will require regular reviews of the data against the operational rules that apply to your deployment project. 9

10 Capture Data Requirements You need to document data requirements table by table and field by field. The result of this step should be a document which combines the new ERP database schema with any new tables or fields which are being added to the solution. We recommend that you place all documentation generated in capturing data requirements under change control in the same central repository where you maintain all essential documents related to the ERP deployment. Foundation data should also be included in the scope at this stage. Foundation data documentation should be subject to change control as well. Ideally, any additional values required in any lookup table should be communicated by means of a formal change request. Following this practice will help ensure that all data environments remain in sync and the change request will receive the proper attention. ACTIONS Establish a change process to keep foundation data in line with business needs Document data requirements in a centralized reference resource! Find additional information here: 10

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12 Produce Detailed Documentation for Data Conversions ACTIONS Once you have defined the schema of the target ERP database and modifications become available according to a release plan, technologists can document how data conversion will take place. The output of this step is a specification document which details the mapping and transformation of data from the source to the target format. The target format should be one which the standard ERP import routines can recognize. For that reason, it should be based on previously taken extracts. This avoids the need for custom loading scripts. Maintain complete documentation of data conversion mapping and steps Perform additional data cleansing as it becomes necessary Consider generic source formats to simplify conversions! Find additional information here: 12

13 SPECIAL REPORT SERIES ERP IN 2014 AND BEYOND It is necessary to define the source format for each table. In ERP deployments that involve multiple companies or multiple legacy systems, you may need to define a generic source format which each source system must follow. This step will also provide you with a repeatable conversion process for each company. Detailed data conversion documentation may surface additional cleansing and completion requirements that you need to pass on to your very busy data cleansing team. The immediately subsequent task for them, of course, will be to plan the appropriate actions to address these requirements. 13

14 Perform Iterative Conversions and Test Them Repeatedly Each source of data in your operation may well require a different method of conversion. Some data sources may be a good fit for automatic conversion with readily available software tools, and others may need to be manually converted by team members who follow the specification documents. There is no one recommended, optimal method of developing a conversion script. Technologists may want to use a combination of tools to complete conversions, including SQL Server Integration Services, third-party code-building products, custom code in X++ or other languages, and Excel macros. Test conversions repeatedly, and then again Evaluate the actual benefits and costs of fully converting legacy data ACTIONS Closely define conversion actions and responsibilities in your plan Set proper expectations for conversion results and timelines! Find additional information here: 14

15 SPECIAL REPORT SERIES ERP IN 2014 AND BEYOND Your conversion execution plan should define who is responsible for the conversion of each data table and, most important, the sequence in which conversions should take place. In the conversion plan, you want to clarify and define the target environment as well as the company or companies affected by the planned conversions. Your planning should also document for the project team what data conversions are scheduled for which times. It may not be possible to release a full data set in the first instance of a conversion, and a phased release may be necessary. You want to set the right expectations to make sure your stakeholders understand that the loading process using Excel imports can be time-consuming. Other methods which avoid these delays require more specialized developer skills. Your ERP implementation partner should be able to assist with resources and expertise. We cannot emphasize enough how critical the testing of your conversions is. Once a converted data set exists in a company, it should first be sense-checked before being released for testing by the project team. You need to allocate enough time in the project plan for conducting tests of key processes to ensure that the conversion is valid. In an activity of this complexity, re-work is inevitable and not at all an indicator of failure. But you need to allow time for it as well. We recommend that you plan for at least two releases of data. Many organizations are anxious to transfer their transactional history data so that they have a complete record in the new ERP system. However, the benefit of doing so is never as great as the time and cost it requires. Therefore, when it comes to converting your legacy or historical data, you should carefully weigh its benefits and costs. We recommend that you migrate legacy data into a separate, referenced SQL database or cube for cross analysis with the new system. Once legacy data is reliably archived, you can think about the best business intelligence tools to access and make sense of the information. As an alternative, you could simply leave the data in the old database for user reference. 15

16 Develop a strategy for managing information throughout the ERP lifecycle ACTIONS Consider the value of master data management for your organization Develop a Master Data Management Strategy Much like the initial implementation is just one critical step in the long lifecycle of the ERP solution, data migrations are one phase in the life of your organization s wealth of data. Your data projects should not end with the solution s go-live date. Strategic, consistent data management is vital throughout the life of the ERP solution to help your company obtain the business benefits it seeks to achieve with ERp Standardized workflows, process maps, templates, and mandatory fields all help to ensure that users enter the right kind of data at the right time and do not develop bad habits, such as taking short cuts. Involve your technology partner in helping you plan information management Throughout the life of your ERP solution, you need to have the assurance that a team or person in the organization takes responsibility for monitoring and analyzing the cleanliness and integrity of your data so that your ERP solution can always enable the best possible business results. If your organization does not yet have a master data management strategy, the implementation of an ERP solution would be an opportune time to articulate it and put it into practice. As opposed to transactional data, master data pertain to the people, things, places, and concepts that are essential to your business.! Find additional information here: 16

17 SPECIAL REPORT SERIES ERP IN 2014 AND BEYOND Closely connected to your business processes and strategic objectives, master data management primarily includes the processes and technologies you use to create and maintain accurate and consistent master data. Within your master data management discipline, you define data formats, sources, use models, and users; devise a data governance program; monitor and maintain data quality and integrity; manage data hierarchies; keep data stewards informed and accountable; and other important tasks. Many consultancies and technology providers offer valid, proven tools and approaches to assist your master data management. Your ERP implementation partner will be the best resource to get you started. 17

18 Your Best-Practice Check List: Make sure the organization understands the importance of data migration. Involve all key contributors and document their accountabilities. Plan data migration collaboratively in a practical workshop. Realistically plan for the resources and tools you need in data migration. Analyze source data against data schemas in the new ERP solution. Involve data cleansing teams to help ensure all data is captured as needed. Plan for data cleansing early in the process. Ensure buy-in and commitment from technical and business stakeholders. Create a process to maintain consistently excellent data quality. Document data requirements in a centralized reference resource. Establish a change process to keep foundation data in line with business needs. Maintain complete documentation of data conversion mapping and steps. Consider generic source formats to simplify conversions. Perform additional data cleansing as it becomes necessary.! Find additional information here: 18

19 SPECIAL REPORT SERIES ERP IN 2014 AND BEYOND Closely define conversion actions and responsibilities in your plan. Set proper expectations for conversion results and timelines. Test conversions repeatedly, and then again. Evaluate the actual benefits and costs of fully converting legacy data. Develop a strategy for managing information throughout the ERP lifecycle. Consider the value of master data management for your organization. Involve your technology partner in helping you plan information management. 19

20 Conclusion Successful data migration strategies are as individual as the companies that implement ERP systems. In every case, they require a significant commitment of resources and careful planning. If you perform these critical steps diligently, take the time for extensive testing and quality assurance, and keep business stakeholders involved in critical decisions, your ERP deployment enjoys a high probability of being able to deliver the business results the company hopes to achieve in 2014 and future years. Your trusted technology partner will be your best go-to resource to plan data migrations in line with your goals for the ERP implementation. The practical guidelines we share here from our experience reinforce that data migration is a critically important task, but they can also help you tame its complexity and speed you on your way to generating measurable benefits from your ERP solution. Contact us to find out more or receive assistance with your ERP project. You may also find the other papers in our ERP in 2014 and Beyond series helpful: Seven Ways to Avoid ERP Failure Seven Ways to Optimize Your Existing ERP Solution Seven Reasons to Consider ERP Deployment in the Cloud Seven Ways That Business Process Management Can Improve Your ERP Implementation! Find additional information here: 20

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22 About Columbus Columbus is an industry-based consultancy and award-winning technology developer focused on the manufacturing, food processing, and retail industries. We are the preferred consultancy for ambitious companies wanting to streamline business processes, improve operational efficiencies, reduce costs, and improve visibility into their businesses. Our approach to solving our clients issues can best be described as proactive. We challenge our clients traditional ways of thinking, help them see new opportunities for improvements, and take responsibility to drive change in their organizations. We ve delivered these business benefits for over 25 years to many of the leading companies worldwide. Columbus RapidValue Columbus is a long-time developer of award-winning industry software and has recently become well known for developing Columbus RapidValue. RapidValue is a business process management tool that drives increased client value for ERP solutions. It delivers a shorter implementation with more predictable results by incorporating hundreds of best industry practices accumulated through in over 6,000 Columbus implementations. This allows Columbus to focus on streamlining the processes that make our clients unique. Companies all over the world are investing in RapidValue and enjoy the benefits of shorter times to value, quicker and less risky implementations, and the industry leadership and knowledge acquired from the thousands of Columbus deployments that preceded theirs.! Find additional information here: 22

23 SPECIAL REPORT SERIES ERP IN 2014 AND BEYOND ColumbusCare ColumbusCare is unique to Columbus it is how we take care of our clients, 24/7 worldwide. With ColumbusCare, you get a well-trained team dedicated to improve your system s efficiency, cost-effectiveness, and risk resistance. Whether you re looking for enterprise-level support, upgrade options, or system enhancements, ColumbusCare provides flexible service levels to meet the needs of your business. Columbus Data Migration Studio Columbus Data Migration Studio enables streamlined and cost-effective migrations that minimize difficulties, time and costs, while ensuring the reliability and integrity of your data. Data Migration Studio can help you unleash the potential of your ERP solution and enable your organization to efficiently migrate large amounts of data quickly and easily. 23

24 special RepORT series: erp IN 2014 and BeyOND seven Ways To avoid erp Implementation failure seven Reasons To Consider erp In The Cloud seven Ways To help Data Migration During Implementation seven Ways To Optimize your existing erp solution seven Ways That Business process Management Can Improve your erp Implementation Columbus is a part of the registered trademark Columbus it