What Is Selective Data Transition for SAP S/4HANA?

Selective data transition is an alternative to the new implementation or system conversion approach and is relevant for companies moving from an existing SAP ERP solution to SAP S/4HANA.

As its name implies, this approach involves transferring data from one or more existing SAP ERP solutions to a new SAP S/4HANA solution.

Complex scenarios, such as consolidating multiple systems into a single SAP S/4HANA, require the involvement of SAP Services and Support and its specialized tools and services. Less complex business requirements indicate the use of SAP Business Transformation Center, which comes without additional subscriptions. In addition, some partners have their own tools and services. Note that this post focuses on selective data transition using SAP tools.

The data selectively transferred can include the following:

• ABAP repository of objects and developments
• Configuration (Customizing) data
• Master data
• Transaction data (historical closed items and open items)

There are two common approaches for the target system creation within selective data transition: shell conversion and mix and match. In shell conversion, a shell copy of a production system is made without master data and transaction data and is converted to SAP S/4HANA. In mix and match, a new SAP S/4HANA install is created, and then elements of the configuration and ABAP repository are transported or manually transferred. Both scenarios require data migration to follow, including master data, balances, and open items. A comparison of the approaches is shown in this table.

The data is moved using Data Management and Landscape Transformation (DMLT) software and related services. For more than 10 years, DMLT tools and services have provided well-established solutions for organizational changes, acquisitions, divestitures, or harmonization of SAP landscapes. The software provides highly automated processes that move large amounts of data between SAP instances quickly. Similar software and services are provided by third-party vendors but fall outside of SAP’s support arrangements.

Next to DMLT and third-party vendors, the SAP Business Transformation Center offers standard SAP tooling for selective data transition approaches.

Selective data transition should be considered when organizations need to do the following:

• Go live in phases (e.g., by country or business unit)
• Reduce the risk of a big-bang go-live
• Split or merge existing SAP ERP instances
• Leave behind large amounts of old data—for example, to reduce the duration of system conversions and cutovers
• Reduce reimplementation effort by reusing elements of the solution while redesigning others

The split and consolidation of SAP ERP instances is a large topic and won’t be covered in detail in this blog post. Instead, this post focuses on how selective data transition can be used to phase go-lives and accelerate projects. This may be required in SAP ERP solutions with large data volumes or with many users in multiple countries.

The starting point is to create a parallel SAP S/4HANA sandbox or development system. A new clean install of SAP S/4HANA can be used (mix-and-match approach). Alternatively, you can use DMLT tools to create a shell copy of an existing SAP ERP system (shell conversion). The shell contains the ABAP repository and configuration data without master data or transactional data. A system conversion is done to turn this into an SAP S/4HANA instance. The conversion process is simpler and faster without the master data and transactional data, and certain simplification items can be more easily implemented without business data.

DMLT or SAP Business Transformation Center are used for selective data migration of master and transactional data. If no historical transactions are required and only open transaction items are needed, the SAP S/4HANA migration cockpit (direct transfer scenario) may be the best option. DMLT allows a time slice of historical transactional data to be migrated.

Let’s consider an example project scenario using shell conversion. This assumes a two-stage project. The first stage is a technical transition followed by a second stage to implement business transformation innovations.

Let’s walk through the phases of the first (technical) stage, which is led by a technical team:

Prepare Phase

In the prepare phase of a selective data transition using shell conversion, you perform the following activities:

• Engage the DMLT team or a partner to advise you on the approach. This may lead to preparation work in the existing SAP ERP system.
• Analyze DMLT source system functionality.
• Analyze the existing landscape using SAP Readiness Check for SAP S/4HANA, SAP Business Transformation Center, and SAP Signavio Process Insights for SAP S/4HANA transformation.
• Execute the SAP S/4HANA preparation activities in the existing SAP ERP solution; for example, archive data to reduce the data footprint and remove unwanted custom code and configuration. In addition, perform CVI to make the business partner the lead object.

Explore Phase

In the explore phase of selective data transition using shell conversion, you perform the following activities:

• Create a new SAP S/4HANA sandbox system. Create a shell copy using a recent copy of a production SAP ERP instance.
• Perform an SAP S/4HANA system conversion of the shell system.
• Make configuration changes required to execute the planned workshops.
• Conduct fit-to-standard analysis and design, focusing on mandatory SAP S/4HANA simplification items.

Realize Phase

In the realize phase of selective data transition using shell conversion, you perform the following activities:

• Set up data migration tools and environment.
• Create a new SAP S/4HANA development system using a shell copy of the sandbox system.
• Set up a production support track for ongoing maintenance of the live solution.
• Make configuration changes required for simplification items.
• Adapt ABAP code for SAP S/4HANA.
• Implement any changes required for integration and analytics solutions.
• Execute multiple data migration test cycles using the selected tools.
• Set up a quality assurance system and production system with a copy of the SAP S/4HANA development shell without master data and transaction data.
• Test selective migration of master data and transaction data in the quality assurance system.
• Set up SAP Information Lifecycle Management (SAP ILM) and a retention warehouse to move old data into a low-cost infrastructure.
• Run testing previously planned, such as integration and UAT.

Deploy Phase

In the deploy phase of selective data transition using shell conversion, you perform the following activities:

• Rehearse the cutover.
• Migrate master data and, if required, historical transactional data into the production system.
• Cut over to the production system.
• Migrate open transaction item data and master data that have changed since the last migration cycle.

After the technical transition stage is complete, a second project stage can be kicked off to implement business transformation innovations (e.g., adoption of SAP Fiori apps). The second stage is led by the business.

This approach is flexible and can be adjusted depending on your organization’s requirements, for example:

• The first go-live could include the business transformation scope in addition to the technical conversion.
• The SAP S/4HANA preparation activities could be done in the sandbox rather than the existing SAP ERP solution.
• In the explore phase, you might jump straight to a development system instead of using a sandbox. (sandbox is still required later to do the test cycles of data migration).
• During the technical transition, configuration and ABAP code adaption could be done in the sandbox system and then could be moved to the development system. This can reduce the duration of the production support track.
• Multiple sequential go-lives could occur, with master and transaction data migrated as required (e.g., by country and company code).
• You can selectively transfer business data and master data from multiple source SAP ERP systems. Compatibility of the ABAP repository and configuration is a prerequisite for working with multiple source systems. Harmonization work is required in the prepare phase.
• You can use the SAP S/4HANA migration cockpit only for selective data migration (excluding historic transactions), which can provide a more application-focused approach when compared to the technical migration involved in DMLT services. Less harmonization work may be required.
• The old production system may be decommissioned to a dormant status to access historic data and archived data.

The following DMLT scenarios may be relevant in selective data transition. Scenarios 1 and 2 are used in our previous example.

• Create shell system: Create a copy of a system without master and transaction data, which includes configuration (Customizing) and the ABAP repository.
• Company code transfer: Transfer data related to one company code from a source SAP ERP 6.0 system to a single client in the target SAP S/4HANA system. The scope can include master data and transaction data only or configuration (Customizing) with or without master data. This can include custom tables. Because data is merged at a client level, organization structure mapping may be required.
• Client transfer: Transfer configuration (Customizing), master data, and transaction data from a source system and client to a target SAP S/4HANA system. Where there is more than one source system, a client merge is possible.
• System merge: Combine master data and transaction data from two or more clients from different SAP ERP source systems into a target SAP ERP system. Configuration data isn’t included. This is suitable for single and multiclient production systems.

In scenarios 2 to 4 with multiple source SAP ERP systems, the ABAP repository and configuration of the source systems must be compatible. These approaches require manual harmonization work in the source systems and target development system. Analysis tools that compare the source systems can identify the harmonization work required. The transformation can include data model conversion, Unicode conversion, and database changes to SAP HANA in one step. The project can take several months. Multiple test cycles are required in a dedicated sandbox system. SAP uses the test cycles to finalize configuration and generate programs to do the transfer.

Editor’s note: This post has been adapted from a section of the book SAP Activate: Project Management for SAP S/4HANA Cloud and SAP S/4HANA by Sven Denecken, Jan Musil, and Srivatsan Santhanam. Sven is the senior vice president and chief marketing and solutions officer for Industries & CX, SAP SE. He drives product marketing across SAP’s Industry & CX solutions, enabling customers’ digital transformation. Jan is the SAP Activate chief product owner at SAP. He leads a team of seasoned product managers responsible for SAP Activate, the innovation adoption framework aiding SAP customers and partners in deploying SAP solutions like SAP S/4HANA, SAP SuccessFactors, SAP Ariba, SAP Integrated Business Planning, and SAP Business Technology Platform. Srivatsan has been with SAP Labs, India, since 2004 where he is the head of the SAP Concur engineering product unit. He has two decades of industry experience and is one of the early pioneers and thought leaders in hybrid cloud/two-tier ERP landscapes within the SAP S/4HANA Cloud product space.