Success factor clearing out: how to make the S/4 Hana transformation a success

Existing SAP customers must complete their migration to S/4 by 2027 and many have already started planning or even implementing the transformation. Whether SAP, renowned consulting firms or analysts, they all recommend starting the conversion process by cleansing the data. This applies in particular to companies with large, historically grown databases and the associated legacy data. However, it is not uncommon for disillusionment to set in during this first step of the project - namely when it comes to evaluating, prioritizing and, if necessary, cleaning out the existing data before the transformation. It is clear that data cleansing is necessary for technical and economic reasons. But how? The solution is called housekeeping.

There are different definitions of housekeeping. For example, when SAP talks about housekeeping, it typically means cleaning up the temporary SAP data that the system produces on a daily basis. Cleaning up this data is a sensible measure, but at best it is only half the battle. Basically, all data and information should be scrutinized so that the new S/4 system is not burdened with legacy data from the outset. In addition, there is often data in the legacy systems that should not be moved for compliance reasons or, in the worst case, should not exist at all. When it comes to housekeeping, it is worth taking a closer look at the inventory than just cleaning up logs.

Housekeeping at Natuvion is much more detailed than at SAP. Here, all data in the systems is analyzed on a scheduled basis - not only to reduce the data inventory, but also to optimize data quality. The aim is to identify data quality problems, determine and reduce the volume of data and increase system performance. Six strict criteria are set for data quality in this housekeeping process: Completeness, consistency, accuracy, availability, uniqueness and validity.

As with any move, the success of the project depends on effective planning in advance. The larger the project, the more precise and detailed the preparation needs to be. However, the scope of the planning phase poses challenges for many companies, especially from a resource perspective. There is also a lack of experience, which means that too little attention is paid to important planning steps. The result is sobering. In the 2023 transformation study conducted by SAP partner Natuvion, 45% of companies in the DACH region stated that they had only partially achieved their transformation goals or had not achieved them at all. Given the tight time frame and the importance of new functions in S/4 Hana, such results are not an option.

Housekeeping projects should therefore be clearly and purposefully structured from the outset. A planning and scoping process includes the following steps: Defining the goal(s) of the housekeeping project; identifying which system(s) need(s) restructuring; defining roles and responsibilities; deciding how quality controls will be performed and which system(s) and databases, as well as time and personnel resources, will need to be available for this; and, of course, implementing the project plan. Even with smaller and even more so with larger SAP infrastructures, it is not an option for companies to analyze the existing databases and structures manually. Neither the resources nor the time are available for this, which is why special software has to be used. Natuvion, for example, has developed its own solution with Sophia.

With over 500 integrated analysis scenarios, the tool enables a holistic review and analysis of all systems and databases. It provides the necessary transparency to go through the actual transformation after housekeeping.

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