David Quirk , EIM Solution Management Simer Grewal , EIM .

[Governing Reference Data in SAP System LandscapesDavid Quirk , EIM Solution ManagementSimer Grewal , EIM Centre of Excellence

[ Learning PointsWhat is Corporate Reference DataDemand / Need to Govern Corporate Reference DataSAP Master Data Governance (MDG) –Capabilities provided by the tool for centrally governing bothreference data and master dataWhat have customers done so far and how can you getinvolvedReal Experience. Real Advantage.2

[ Aligning Reference Data Across the OrganizationGerman Automotive Supplier Business in “273 countries”(according to codes in their systems) 25 different local ERP clients 6.176 entries of country codesIssuesDifferent ISO code / same country– Codes change over time but are notmaintained synchronously in all clients– New countries with preliminary codesSystems treat countries differently– Separate country or– part of another country (e.g. Hong Kong)Real Experience. Real Advantage.ISO (2003)CS Serbia-MontenegroISO (2006)XM MontenegroXS SerbiaISO (2008)ME MontenegroRS SerbiaXK Kosovo

[ What is Corporate Reference Data?Characteristics Codes for Countries/Languages,Material Type, Currency Code,Plant, Location, PaymentConditions, Commodity Code, Real Experience. Real Advantage.Reference DataMaster DataTransaction DataReportingLogsFrequency of changesSAP ERP ExamplesDegree of sharing Harmonized definition and valuesacross corporate group Maybe defined in externalstandards Simpler structure, less volume andchange frequency than master data Often master data attributes usedfor categorization Often used across several types ofmaster data & business processes May control business processes(SAP customizing)

[ Controlling Corporate Reference DataWhy? Efficiency: only maintain once centrally Consistency: distribute same values foruse across all business processesHow?Make one person/organizationresponsible (per „reference data type“)Run a well-defined maintenanceprocess (per „reference data type“)Business BenefitAvoid breakdowns across distributedbusiness processesFoster corporate best-practiceEnable company-wide reportingReal Experience. Real Advantage.

[ Change Request Management with SAP Solution ManagerProcess exampleChange Request ManagementService DeskSAP Solution ManagerServiceDeskEmployeeIT ExpertTesterITOperatorReal Experience. Real tFeedbackRequesterChangeManagerPRDControlled transportsTaskListQASControlled transportsMaintenance CycleDEV

[ Reference Data Goes Beyond SAP CustomizingLearned at a large high-tech companyMaterial Group(in SAP Customizing) Simple table with 5 columns Maintained in transaction OMSF Managed via Solution ManagerCommodity Code(in company’s real life)16 attributes on highest levelPlus nested structures, 100 attributesValidity dates and timesDid a successful PoC andmodeled maintenance withSAP Master Data GovernanceReal Experience. Real Advantage.

[ Customer Engagement Initiative for Reference DataInvolved several customers from ASUG and DSAGCurrent SAP MDM productsIndustriesHigh-TechAutomotive SupplierConsumer ProductsTechnology and ServicesHealthcare, Lifestyleand Lighting Healthcare Energy Automotive (Main Contributors,Additional Feedback) Using / not usingSAP NetWeaver MDM Implementing / not startedto implement SAP MDGBiggest Pain PointsBroad Range ofPerspective !Current Solution forGoverning Reference Data No additional Tools beyond SAP Using / not using SAP SolutionManager in this context Homegrown Tools 3rd Party SolutionsReal Experience. Real Advantage. Diverse reference data typesProcess control & flexibilitySAP and non-SAPDifferent distribution meansTask-specific UIsAuditing of changes

[ Findings of the Customer Engagement InitiativeSome needed capabilities go beyond SAP Solution ManagerSome Reference Data is not SAP Customizing and Cannot be TransportedSolution Manager controls and monitors reference data in customizing views in aTemplate system that shall be replicated via BC-Sets or transports to local operationalsystemsDifferent Data Should be Governed Than Defined in SAPAdditional attributes needed that are not in standard customizing view, perhaps the datais not even stored in any SAP systemConsistent Distribution to SAP and Non-SAPReference data should only be maintained once and then consistently distributed to SAPand non-SAP systems, using the appropriate distribution channel for each systemWell-defined Governance Processes, but Each Optimized for Different DataSometimes many different types of references data: How can I achieve the neededflexibility and still keep control of the maintenance processes?Different User Interfaces for Different Contributing PeopleE.g. requestors need much simpler user interfaces than specialists that maintain the dataEnsuring Compliance of Changes on Reference DataWho changed what, when, why? (SAP and non-SAP attributes, regardless of distribution means)Real Experience. Real Advantage.

[ Different Data Types Need to be Treated DifferentlyDifferent handling in SAP, for example? Plant (SAP dependency based customizing, can betransported to SAP systems)Ref.DataHub Material Group (SAP standard customizing, can betransported to SAP systems) Bank Code (not SAP customizing, cannot .Implications Different system of origin: Customizing Master,Development System, Production System, Different ways of distribution across systems:SAP (Customizing) Transports, ALE, Quality?ProductionReal Experience. Real Advantage.?

[ Distribution of Customizing Data with Solution ManagerCustomizing TemplateIMGIDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3 Solution Mgr.Cust.Attribute 3IMGSolution Manager controls the distribution of the “SAP Template”Maintain global attributes in the IMG in the customizing master systemTransport the changes to Development, later Test, later Production systemsComplement local attributes (that are different per system landscape)TransportReal Experience. Real Advantage.

[ Governing Reference Data that is Customizing(e.g. plants)Customizing TemplateMDG Reference DataIMGIDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3 WebUITransportSolution Mgr.Data ReplicationFrameworkIDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3 Cust.Attribute 3IMGSAP Master Data Governance extends the existing process with governanceStart business-driven governance process on some attributes in MDG (ID, description,some “global” attributes)Add all “SAP Template” attributes in the IMG in the customizing master systemComplement local attributes (that are different per system landscape)TransportData ReplicationReal Experience. Real Advantage.

[ Governing Reference Data that CANNOT be Transported(e.g. bank codes)Customizing TemplateMDG for Reference DataWebUIData ReplicationFrameworkIDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3 optional, if neededMDG can also handle and distribute reference data that cannot be transportedMaintain “global” attributes in the same framework as for transport-enabled dataDistribute directly to production systems (using your established technologies: ALE, PI, )Distribute to template, development, or quality systems only if neededTransportData ReplicationReal Experience. Real Advantage.

[ Different Data Should be Governed, Than Defined in SAPNot all SAP Attributes GovernedSAP Material Group The governance process shall cover only asubset of the defined SAP standard tablesand fields (i.e. just a part of a customizingview)Non-SAP Attributes or Entities Governance needed for additional attributesthat are not in standard customizing view(SAP or customer-specific attributes) Some reference data are custom-specificobjects and no SAP customizing objects,perhaps the data is not even stored in anySAP system Data with a different definition or broadermeaning than in SAP (e.g. one type “location”referring to functional location, storagelocation, supply area, and others in SAP)Real Experience. Real Advantage.Custom Commodity Code

[ Master Data Governance Application FrameworkAdapting standard or creating your own governanceStandard models providedPre-configured data models, user interfaceconfigurations, workflows, and datadistribution are available – today with focuson some master data domains.Changes expectedYou can extend existing models with yourown attributes, change UI configurations toyour users’ needs, and customize theworkflow and distribution to define yourspecific governance processes.Define your ownTools allow you to define new objects andrelated processes in order to govern youradditional data domains.The framework is integrated in SAP ERP,provides full DDIC re-use, and allows tomake use of your existing additions to SAP.But it is also flexible enough to modelattributes that do not exist in SAP.Real Experience. Real Advantage.

[ Consistent Distribution to SAP and Non-SAPMaintain Only OnceReferenceData Hub Maintain reference data only onceregardless of target systemsHomeGrownSystemsKeep SAP and Non-SAP in Synch Replication to SAP Suite systems(regardless of type or release level) Replication to non-SAP systemsSAP Use established / appropriate technicalchannels: ALE, RFC, Web service, ABAPtransports, Also support scenarios were the receivingsystem triggers the distribution (“pull”)Real Experience. Real Advantage.LandscapeOtherVendor

[ Consistent Distribution to SAP and Non-SAPCombining the strength of SAP MDG and Solution ManagerCustomizing TemplateMDG for Reference DataIMGIDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3 WebUITransportSolution Mgr.Data ReplicationFrameworkValue MappingIDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3Non-SAP Attr. 4Cust.Attribute 3IMGGlobal attributes maintained only once and distributed to SAP and non-SAPMaintain global attributes in MDGDistribute to the customizing master system for additional “SAP Template attributes”Distribute to non-SAP systems using ALE, Web Services or Files (mapping attributes to“non-SAP terminology” if needed)TransportData ReplicationReal Experience. Real Advantage.

[ Managing the Governance Process for MANY Types84 Reference Data Types,– and Still Counting84 different types of corporatereference data identified with theneed for governance in onecompany. More expected.5 Process PatternsAt the same time only 5 differentprocess patterns were identifiedSequential AssessmentsParallel AssessmentsInitial Approval and Parallel AssessmentsParallel Assessments and Final Approval Parallel Assessments, Initial / Final ApprovalReal Experience. Real Advantage.

[ Managing the Governance Process for MANY TypesSAP MDG allows for process control and flexibilityDefine the Patterns Only OnceUse different workflow templates foreach process pattern (5) and re-usethem across multiple reference data typesReferenceData TypeChangeRequestTypePurchasingOrganizationPUR ORGFunctional AreaFUNC AREAFiscal YearVariantFISCY VARActivityTypeACT TYPECurrency CodeMAT GRPDefine Specifics where NeededMDG “Change Request Types” allowfor specific data models, user interfaces,assignment of processors appropriatefor each reference data type (84)BenefitsWell-defined governance processes,optimized for each Reference Data TypeSmall number of workflow templatesto be managedReal Experience. Real Advantage.WorkflowTemplate

[ Task-specific User InterfacesPeople along the Process NeedDifferent User InterfacesRequest For example, very simple UI for therequestor of new reference data Complete UI for the specialist to maintainall attributesCreate different UI configurationalong MDG’s governance processWhen creating an MDG process for specificreference data, the system will generate acomplete user interface, which can then beadapted to users’ needsYou can overrule that process’ UI byconfiguring a dedicated UI for a taskReal Experience. Real Advantage.Maintain