SAP S/4HANA data migration: Early planning is the key to success

Migrating data to SAP S/4HANA is more than just a technical process. Many companies underestimate the importance of early planning and data cleansing - a mistake that can lead to serious problems. Often, the migration is only prioritized when the actual conversion is imminent. By that point, messy, duplicate, or incomplete data has already become a major obstacle.

Without systematic preparation, companies may face the following issues:

• Project delays because faulty data must be corrected afterward
• Higher costs due to additional resources needed for data corrections
• Operational risks when inconsistent master data disrupts business processes

How can companies avoid these risks? The key lies in early, strategic preparation. This article explains which steps are crucial and what the consequences of neglecting proper planning can be.

What happens if data migration becomes a focus too late?

Many organizations concentrate on the technological challenges of SAP S/4HANA data migration and underestimate the importance of clean data. The consequences of dealing with data migration too late are severe:

1. Unclean master data leads to faulty business processes

Duplicate, outdated, or incorrect master data can significantly impair the functionality of the new system. This is especially critical in areas like SAP EWM (Extended Warehouse Management) or Finance, where faulty data can lead to incorrect inventory levels or inaccurate postings.

2. Unplanned project delays

If companies only realize late that their data is inconsistent or incomplete, they must take short-term measures to cleanse it. This results in:

• Unexpected additional effort, as extra personnel or external consultants become necessary
• Postponements of the go-live date, because migration can only proceed once data quality is ensured
• Delays in employee training, as processes cannot be tested properly with erroneous data

3. Rising costs due to subsequent corrections

Missing or inaccurate data cannot simply be transferred to the new system. Companies that address data migration too late often have to bring in data quality teams or external service providers at short notice to fix problems. These unforeseen costs could have been avoided through early planning.

Key steps for successful data migration preparation

To mitigate these risks, companies should strategically and proactively plan their data migration. The following steps are essential:

1. Inventory and analysis of existing data

Before starting an SAP S/4HANA or SAP EWM migration project, organizations should perform a detailed analysis of their existing data. Questions to clarify:

• Which data actually needs to be migrated?
• Are there outdated or duplicate records that should be cleansed?
• Are all relevant data sets complete and correct?

A Data Assessment Workshop with the relevant departments can help identify weaknesses early.

2. Data cleansing and harmonization

Based on the analysis, companies need to actively cleanse their master data. Important measures include:

• Duplicate removal: Eliminating or merging duplicate records
• Data completion: Ensuring all relevant fields are filled in
• Standardization: Defining a uniform format for product, supplier, inventory, or customer data

Early cleansing prevents later errors and simplifies a smooth migration.

3. Define clear governance and responsibilities

Data quality is not just an IT task. Companies should establish a Data Governance team responsible for the quality of master data. This team should:

• Conduct regular data audits
• Develop guidelines for data entry and maintenance
• Involve business units to ensure the right data is migrated

4. Establish a data migration strategy early on

Not all data necessarily needs to be transferred to SAP S/4HANA. Companies should ask themselves early:

• Which data is essential for current business processes?
• Which data can be archived or stored in separate systems?
• Which interfaces and integrations need to be considered?

A clear migration strategy helps avoid unnecessary baggage and keeps the system efficient.

5. Conduct test migrations and ensure data validation

Even with thorough preparation, unexpected issues can occur. That’s why multiple test migrations are recommended. Each run reveals new errors that can be fixed before the next cycle.

• Perform trial runs with real data
• Check migrated data in SAP S/4HANA for completeness and accuracy
• Train end-users to ensure new processes work properly with the migrated data

These tests should take place not just before go-live but in an early phase of the project.

Conclusion: Early planning saves time and money

Migrating data to SAP S/4HANA is not only a technical challenge - it requires thorough preparation to prevent errors, delays, and high costs. Companies that only focus on migration late in the process risk data chaos and unforeseen complications.

The key to success lies in a strategic approach that encompasses:

✅Early analysis of existing data
✅Cleansing and harmonization of master data
✅Clear responsibilities and data governance
✅Defining a well-thought-out migration strategy
✅Conducting test migrations for validation

Organizations that consistently implement these steps lay the foundation for a smooth and successful SAP S/4HANA migration—without unpleasant surprises.

 

Ready to future-proof your SAP S/4HANA migration? Get in touch now and let us guide you toward a smooth and cost-efficient transition.