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Governing Reference Data in SAP System Landscapes
David Quirk , EIM Solution ManagementSimer Grewal , EIM Centre of Excellence
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Real Experience. Real Advantage.
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2
Learning Points
What is Corporate Reference DataDemand / Need to Govern Corporate Reference DataSAP Master Data Governance (MDG) –
Capabilities provided by the tool for centrally governing both reference data and master data
What have customers done so far and how can you get involved
Real Experience. Real Advantage.
[ Aligning Reference Data Across the Organization
ISO (2003) ISO (2006) ISO (2008)CS Serbia-Montenegro
XM Montenegro ME MontenegroXS Serbia RS Serbia
XK Kosovo
German Automotive Supplier• Business in “273 countries”(according to codes in their systems)
• 25 different local ERP clients• 6.176 entries of country codes
IssuesDifferent ISO code / same country– Codes change over time but are not
maintained synchronously in all clients– New countries with preliminary codes
Systems treat countries differently– Separate country or – part of another country (e.g. Hong Kong)
Real Experience. Real Advantage.
[ What is Corporate Reference Data?
Characteristics• Harmonized definition and values
across corporate group• Maybe defined in external
standards • Simpler structure, less volume and
change frequency than master data• Often master data attributes used
for categorization• Often used across several types of
master data & business processes• May control business processes
(SAP customizing)
SAP ERP Examples• Codes for Countries/Languages,
Material Type, Currency Code, Plant, Location, Payment Conditions, Commodity Code,…
Master Data
Transaction Data
Reference Data
Reporting
Logs Freq
uenc
y of
cha
nges
Degree of sharing
Real Experience. Real Advantage.
[ Controlling Corporate Reference Data
Why?• Efficiency: only maintain once centrally• Consistency: distribute same values for
use across all business processes
How?Make one person/organization responsible (per „reference data type“)Run a well-defined maintenance process (per „reference data type“)
Business BenefitAvoid breakdowns across distributed business processesFoster corporate best-practiceEnable company-wide reporting
Real Experience. Real Advantage.
[ Change Request Management with SAP Solution ManagerProcess example
SAP Solution Manager
Change Request
Service Message
DEV
QAS
PRD
Controlled transports
Controlled transports
Serv
ice
Des
kC
hang
e R
eque
st M
anag
emen
t
ChangeDocument Task
List
Feedback
Maintenance Cycle
RequesterService
Desk Employee
ChangeManagerIT Expert
Tester
ITOperator
Real Experience. Real Advantage.
[Reference Data Goes Beyond SAP CustomizingLearned at a large high-tech company
Material Group (in SAP Customizing)• Simple table with 5 columns• Maintained in transaction OMSF• Managed via Solution Manager
Commodity Code (in company’s real life)
16 attributes on highest level Plus nested structures, > 100 attributesValidity dates and times
Did a successful PoC and modeled maintenance with SAP Master Data Governance
Real Experience. Real Advantage.
[ Customer Engagement Initiative for Reference Data Involved several customers from ASUG and DSAG
Industries• High-Tech• Automotive Supplier• Consumer Products• Technology and Services • Healthcare, Lifestyle
and Lighting• Healthcare• Energy• Automotive
(Main Contributors, Additional Feedback)
Broad Range of Perspective !
Biggest Pain Points• Diverse reference data types• Process control & flexibility• SAP and non-SAP• Different distribution means• Task-specific UIs• Auditing of changes
Current SAP MDM products• Using / not using
SAP NetWeaver MDM• Implementing / not started
to implement SAP MDG
Current Solution for Governing Reference Data• No additional Tools beyond SAP• Using / not using SAP Solution
Manager in this context• Homegrown Tools• 3rd Party Solutions
Real Experience. Real Advantage.
[ Findings of the Customer Engagement InitiativeSome needed capabilities go beyond SAP Solution Manager
Some Reference Data is not SAP Customizing and Cannot be TransportedSolution Manager controls and monitors reference data in customizing views in a Template system that shall be replicated via BC-Sets or transports to local operational systems
Different Data Should be Governed Than Defined in SAPAdditional attributes needed that are not in standard customizing view, perhaps the data is not even stored in any SAP system
Consistent Distribution to SAP and Non-SAPReference data should only be maintained once and then consistently distributed to SAP and non-SAP systems, using the appropriate distribution channel for each system
Well-defined Governance Processes, but Each Optimized for Different DataSometimes many different types of references data: How can I achieve the needed flexibility 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 data
Ensuring 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 Differently
Different handling in SAP, for example• Plant (SAP dependency based customizing, can be
transported to SAP systems)• Material Group (SAP standard customizing, can be
transported to SAP systems)• Bank Code (not SAP customizing, cannot be
transported)
Implications• Different system of origin: Customizing Master,
Development System, Production System, …• Different ways of distribution across systems:
SAP (Customizing) Transports, ALE, …
Dev.
Quality
Production
Custom.Master
Ref.DataHub
SAPSolutionManager
? ?
?
?
?
Real Experience. Real Advantage.
[ Distribution of Customizing Data with Solution Manager
Solution 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)
Customizing Template
IDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3…
IMG
Cust.Attribute 3
IMG
Solution Mgr.
Transport
Real Experience. Real Advantage.
[ Governing Reference Data that is Customizing(e.g. plants)
SAP Master Data Governance extends the existing process with governance Start 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)
Customizing Template MDG Reference Data
IDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3…
IMGIDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3…
WebUI
Transport Data ReplicationFramework
Cust.Attribute 3
IMG
Solution Mgr.
Transport
Data Replication
Real Experience. Real Advantage.
[ Governing Reference Data that CANNOT be Transported(e.g. bank codes)
Customizing Template
MDG 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 needed
MDG for Reference Data
IDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3…
WebUI
Data ReplicationFramework
optional, if needed
Transport
Data Replication
Real Experience. Real Advantage.
[ Different Data Should be Governed, Than Defined in SAP
Not all SAP Attributes Governed• The governance process shall cover only a
subset of the defined SAP standard tables and fields (i.e. just a part of a customizing view)
Non-SAP Attributes or Entities• Governance needed for additional attributes
that are not in standard customizing view(SAP or customer-specific attributes)
• Some reference data are custom-specific objects and no SAP customizing objects, perhaps the data is not even stored in any SAP system
• Data with a different definition or broader meaning than in SAP (e.g. one type “location” referring to functional location, storage location, supply area, and others in SAP)
SAP Material Group
Custom Commodity Code
Real Experience. Real Advantage.
[ Master Data Governance Application FrameworkAdapting standard or creating your own governance
Standard models providedPre-configured data models, user interface configurations, workflows, and data distribution are available – today with focus on some master data domains.
Changes expectedYou can extend existing models with your own attributes, change UI configurations to your users’ needs, and customize the workflow and distribution to define your specific governance processes.
Define your ownTools allow you to define new objects and related processes in order to govern your additional data domains.The framework is integrated in SAP ERP, provides full DDIC re-use, and allows to make use of your existing additions to SAP. But it is also flexible enough to model attributes that do not exist in SAP.
Real Experience. Real Advantage.
[ Consistent Distribution to SAP and Non-SAP
Maintain Only Once• Maintain reference data only once
regardless of target systems
Keep SAP and Non-SAP in Synch• Replication to SAP Suite systems
(regardless of type or release level)• Replication to non-SAP systems• Use established / appropriate technical
channels: ALE, RFC, Web service, ABAP transports,…
• Also support scenarios were the receiving system triggers the distribution (“pull”)
SAP
Landscape
Home-Grown
Systems
Other Vendor
ReferenceData Hub
Real Experience. Real Advantage.
[ Consistent Distribution to SAP and Non-SAPCombining the strength of SAP MDG and Solution Manager
Customizing Template MDG for Reference Data
IDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3…
IMGIDDescriptionCust.Attribute 1Cust.Attribute 2Cust.Attribute 3Non-SAP Attr. 4
WebUI
Transport Data ReplicationFramework
Cust.Attribute 3
IMG
Solution Mgr.
Global 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)
Value Mapping
Transport
Data Replication
Real Experience. Real Advantage.
[ Managing the Governance Process for MANY Types
Sequential Assessments Parallel Assessments
Initial Approval and Parallel Assessments Parallel Assessments and Final Approval
84 Reference Data Types,– and Still Counting
84 different types of corporate reference data identified with the need for governance in one company. More expected.
Parallel Assessments, Initial / Final Approval
5 Process Patterns At the same time only 5 different process patterns were identified
…
Real Experience. Real Advantage.
[ Managing the Governance Process for MANY TypesSAP MDG allows for process control and flexibility
Reference Data Type
Change Request Type
Workflow Template
Purchasing Organization
PUR_ORG
Functional Area FUNC_AREA
Fiscal Year Variant FISCY_VAR
Activity Type ACT_TYPE
Currency Code MAT_GRP
Define the Patterns Only OnceUse different workflow templates for each process pattern (5) and re-use them across multiple reference data types
Define Specifics where NeededMDG “Change Request Types” allow for specific data models, user interfaces, assignment of processors appropriate for each reference data type (84)
BenefitsWell-defined governance processes, optimized for each Reference Data TypeSmall number of workflow templates to be managed
Real Experience. Real Advantage.
[ Task-specific User Interfaces
People along the Process Need Different User Interfaces• For example, very simple UI for the
requestor of new reference data• Complete UI for the specialist to maintain
all attributes
Create different UI configuration along MDG’s governance process
When creating an MDG process for specific reference data, the system will generate a complete user interface, which can then be adapted to users’ needsYou can overrule that process’ UI by configuring a dedicated UI for a task
Request
Maintain
Real Experience. Real Advantage.
[ Ensuring Compliance of Changes on Reference Data
Tracking Changes• Provide information who
changed what, when, and why? • Auditing across SAP and non-
SAP attributes, regardless of distribution channels
SAP MDG provides…• Attachments to MDG change
requests (why?)• History of change requests per
object (when?)• List of individual changes on
attribute level (what?)• Track of processors and
approvers (who?)
Real Experience. Real Advantage.
[ Process Analytics (with Ehp6)
Change Request ReportingDefinition of SLA: Max. processing time per change request type and priority
Reporting on change request duration and SLA compliance
Real Experience. Real Advantage.
[ Process ConfigurationConnected to the Data Model and User Interfaces
Work CenterServices (UI links)
Scenario Type
Data Model
Request Steps
Entity Types
Processor
Authorization
User InterfaceConfiguration
defines
related
WF StepsWorkflow (WF)
Real Experience. Real Advantage.
[
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Key Learnings
We learned of the demand to govern Corporate Reference DataManaging of some Corporate Reference Data is very well supported by Solution ManagerOur Customer Engagement Initiative showed that demand goes beyond
We discussed several areas where SAP Master Data Governance could helpThrough its flexibility in data models, processes, and user interfaces SAP Master Data Governance can support governance processes for reference data, for example for…
…different data than defined in SAP, or data that cannot be transported…consistent distribution to SAP and Non-SAP…processes control and flexibility with task-specific user interfaces…ensuring compliance
Companies start using SAP MDG for their Reference DataSome companies have done successful Proof-of-ConceptsFirst companies are running implementation projects for selected reference data
We will incorporate our learning in SAP MDGWe will take feedback we learned in the CEI, to further improve MDG for such use cases
Contact us to get in touch and find out more!
Real Experience. Real Advantage.
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[
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