Data Transfer Questionnaire

Appendix C: Data Transfer Questionnaire
Contents
Overview ................................................................................................................. C3
Instructions............................................................................................................. C3
General.................................................................................................................... C3
G/L Account Master ............................................................................................... C4
Vendor Master ........................................................................................................ C4
Open A/P items....................................................................................................... C6
Customer Master.................................................................................................... C6
Open A/R Items ...................................................................................................... C8
Customer Credit Management.............................................................................. C8
G/L Balances .......................................................................................................... C9
Material Master ....................................................................................................... C9
Storage Bins ......................................................................................................... C11
Batch Numbering ................................................................................................. C11
Inventory Levels................................................................................................... C11
Open Contracts .................................................................................................... C14
Open Sales Orders:.............................................................................................. C15
Information Records ............................................................................................ C15
SD Pricing ............................................................................................................. C16
Production BOMs................................................................................................. C16
Routings................................................................................................................ C17
Unpresented Checks ........................................................................................... C18
Data Transfer Made Easy
C1

Overview
Cost Center Plans / Budgets............................................................................... C18

Human Resources - Personnel Records ........................................................... C19
Project System - Work Breakdown Structure Elements .................................. C20
Quality Management Module .............................................................................. C20
Auditing and Reconciliation ............................................................................... C21
C2
Release 4.0B-4.5x

Overview
Overview
Instructions
This questionnaire can be used as a tool to collect information about your business that will be useful for
tailoring the R/3 System to your business needs. You will need Microsoft Word for Windows to work with
this document. This document is on the disk that comes with this guide. 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.
General
Timing of conversion (Business)
Is the customer prepared to go with
the general policy of leaving the
conversion of historical data until
after the go-live date?
Are there any exceptions to
this? (Business)
Year End
Mid Year
Yes
No
Is it possible that historical data can

be stored in another format besides
SAP? Hardcopy, microfiche, in the
legacy system, in the SAP
infostructures, 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.
1.
! 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.
C3

G/L Account Master
G/L Account Master

!
Will the chart of accounts be

redefined or similar to the one that
already exists?
If it is to be redefined, this should
be a manual conversion 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
conversion 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 PreConfigured Client (PCC) 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 extract of data can be
done. If they are currently
maintained centrally, this also helps
in coordinating this activity.
(Business)
C4
Release 4.0B-4.5x

Vendor Master
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 conversion if there are no open
items against them? (Business)
Are there significant duplication

issues?
Can this be quantified?

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. For
example, explore the use of
matchcodes by name, etc. Ensure the
person answering the question
understands the options available
using standard matchcodes.
C5

Open A/P items
Open A/P items

What is the current volume in the

system? (Technical)
Under 100
Volume expected at conversion

time (Business)
Under 100
100-500
Over 500
!
100-500
Is the customer open to the option

of paying all open items out of the
old system prior to conversion?
What historical data is eventually
required in the system?
Over 500
Yes
No
Customer Master

customers in the legacy system?
(Technical)

customers are created and changed

(Business)
from a particular date. These could
C6
Release 4.0B-4.5x

Customer Master

!
How many of these customers have

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

issues?

How are partner functions
currently defined within the legacy
systems?
!
!
Are these relationships defined?

(Business / Technical)
customer number? (Business
/Technical)

by the old number?
! Explore this area more before

answering a straight yes. For
example, explore the use of
matchcodes by name etc. Ensure the
person answering the question
understands the options available
using standard matchcodes.
C7

Open A/R Items
Open A/R Items

What is the current volume in the

system? (Technical)
Under 100

time (Business)
Under 100
100-500
Over 500
!
100-500
Does the customer have cash

unapplied items? (Business)
Volumes?
Over 500
Yes
No
Yes
No
Does the customer wish to convert

any customer history in the future?
(Business)
Customer Credit
Management
If credit management is being used
in R/3, 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.
C8
Release 4.0B-4.5x

G/L Balances
G/L Balances
What level of conversion is

required? (Business)
Transaction Details
Monthly Balances / Movement
Opening Balances only
Comments: !
If the conversion 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 conversion

greatly in terms of the mapping of
old departments to cost centers, etc
(Business).
Material Master

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 conversion if there are no
inventory balances/no
forecasts/no demands against
them? (Business)
C9

Material Master
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.
materials are created and changed

(Business)
from a particular date.
These could then be added

manually depending on the
volumes. (Technical)
issues?
C10
!
!
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.

material number? (Business
/Technical)

by the old number? Note that a
standard matchcode exists to
Release 4.0B-4.5x

Storage Bins
search the materials database by

old number.
Storage Bins
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 conversion.
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
conversion of Batches may be
required. Work with the application
consultant in this area since this may
overlap with their questionnaire.
Inventory Levels
C11

Inventory Levels
Will a physical stock count be done

prior to going live to validate the
legacy data? (Business)
Will there be any inventory that

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 conversion of inventory onto
specific storage bins requires a
second step in the inventory
conversion process. (Technical)
At the time of conversion, how

much stock could be in transit?
Does this need to be catered for

in conversion, or can the
business procedurally handle
this?
Is there stock on consignment at

customer locations? (Bus)
Volumes?
Does the customer have vendor

consignment stock? (Bus) Volumes?
How is consignment stock

identified in the existing systems?
(Tech/Bus)
!
!
Is it easily linked to the vendor

or customer number?
C12
Release 4.0B-4.5x

Inventory Levels
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)
C13

Open Contracts
! 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 conversion 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)
C14
Yes
No
Release 4.0B-4.5x

Open Sales Orders:
What history will eventually be

required?
Comment:
Open Sales Orders:

What are the current volumes of
open SOs by location? (Technical)

time (Business)
Under 100

Does the customer have the

following categories of data?
Open SO, no delivery, no billing
Over 500
100-500
Volume: !
Open SO, partial delivery, no billing
Volume: !
In this case does the customer need

to see the entire SO or is just the
open SO item sufficient?
Comments: !
Information Records
Does the customer currently store
this information? For example,
vendor/material specific pricing
etc.
Yes
No
Is it a requirement to convert this

data?
Yes
No

Expected volume (Business):
Under 100
Over 500
100-500
Comments: !
C15

SD Pricing
SD Pricing
!
At what level is their current

pricing defined? For example,
customer/material, etc.
Volume expected (Business)
under 100
over 500
100-500
consultant to determine how this
would translate to in SAP and
whether it should be manual or
automated. This is generally a
difficult conversion to automate.
Comments: !
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 conversion? (Business)

BOMs are created and changed (get
this by location)?

C16
Release 4.0B-4.5x

Routings
(Business)
!

issues? Can this be quantified?
What is the format of the old BOM

number? (Business /Technical)

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)
How many of these routings have

(Technical)
Is it possible to ignore these

routings for conversion? (Business)

routings are created and changed

C17

Unpresented Checks

(Business)

issues?


routing number? (Business
/Technical)

old number.
Unpresented Checks
What will the approximate volume
of unpresented checks at
conversion time be?
Cost Center Plans /

Budgets
C18
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)
Release 4.0B-4.5x

Human Resources - Personnel Records
What is the timing during the year

that this activity is done, versus
when it is first needed in SAP?
(That is, can it be done in postimplementation?) (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 conversion 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.
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
conversion event.
If integration to CO is active, how

will the mapping of employees to
cost centers be established?
C19

Project System - Work Breakdown Structure Elements
If Payroll is being done externally

to SAP, what data is required to be
stored in SAP to satisfy the thirdparty payroll requirements. For
example, 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
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.

(Business)
C20
Release 4.0B-4.5x

Auditing and Reconciliation

master inspection characteristics in
the legacy system? (Business)

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. That
is, general characteristics, master
inspection chars, methods, classes,
material specs, inspection plans,
certificate profiles.
Comments: !
Auditing and
Reconciliation
How closely does internal audit
want to be involved with the
conversion process? (Business)
Are there any special audit or

reconciliation requirements?
(Business)
C21

Auditing and Reconciliation
C22
Release 4.0B-4.5x

Data Transfer Questionnaire

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Appendix C: Data Transfer Questionnaire

Data Transfer Made Easy

Appendix C: Data Transfer Questionnaire

Cost Center Plans / Budgets............................................................................... C18

Appendix C: Data Transfer Questionnaire

Is it possible that historical data can

How many different legacy

What data integrity/duplicity

! An example would be if two legacy

Data Transfer Made Easy

Appendix C: Data Transfer Questionnaire

G/L Account Master

Will the chart of accounts be

Are you aware of the PreConfigured Client (PCC) and its

What is the current volume of

What is the frequency at which

! This should help to determine how

Appendix C: Data Transfer Questionnaire

Is it possible to report on all

Is it possible to ignore these from

Are there significant duplication

Can this be quantified?

How are partner functions

Are these relationships defined?

Is there a requirement for users to

! Explore this area more before

Data Transfer Made Easy

Appendix C: Data Transfer Questionnaire

Open A/P items

What is the current volume in the

Volume expected at conversion

Is the customer open to the option

What is the current volume of

What is the frequency at which

! This should help to determine how

Appendix C: Data Transfer Questionnaire

on the volumes. (Technical)

How many of these customers have

Is it possible to ignore these (1 or 2

Are there significant duplication

Can this be quantified?

Are these relationships defined?

Is there a requirement for users to

! Explore this area more before

Data Transfer Made Easy

Appendix C: Data Transfer Questionnaire

Open A/R Items

What is the current volume in the

Volume expected at conversion

Does the customer have cash

Does the customer wish to convert

! This may be difficult to answer in

Appendix C: Data Transfer Questionnaire

What level of conversion is

If the conversion is at year-end, is it

! This simplifies the conversion

What is the current volume of

How many of these materials have

Is it possible to ignore these from

Data Transfer Made Easy

Appendix C: Data Transfer Questionnaire

What are the new organizational

! This helps to estimate the volume. If

! This should help to determine how