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Case Study

Data Migration from SAP to Microsoft Navision at Karlsberg using Vise DMW

How Vise DMW allowed the work estimated for about 5 full-time employees to be replaced by one Visehub specialist supervising the tool.

Client

Karlsberg

A local German brewery, which employs 1100 people in Germany and operates in several European countries.

The company made a strategic decision to change its main Enterprise Resource Planning (ERP) system.

Undisclosed

Implementation Partner

A consulting company specializing in ERP system implementations.

They were the main partner responsible for implementing the new ERP system – Microsoft Navision – at Karlsberg. Their task was the configuration and launch of the target system.

Migration Solution Provider

Visehub

A consulting company specializing in ERP system implementations.

Visehub was engaged directly by Karlsberg as an independent expert for data preparation for migration, focusing on the most complex and critical data areas that neither the client nor the main implementation partner could handle effectively on their own. Visehub was responsible for the process of extraction, cleansing, transformation, and preparation of the final files for loading by the implementation partner.

Tool Used: Vise DMW

Characteristics

Visehub's proprietary platform for:
  • Managing data migration
  • Enabling the automation of complex data processing tasks
  • Implementation of business rules
  • Data cleansing, deduplication, and transformation

Application in Project

The key tool used to automate the preparation process for:
  • Customer and BOM data
  • Handle complex transformation rules
  • Ensuring the repeatability of the process across different project stages

Executive Summary

The German brewery Karlsberg, aiming to optimize operational costs, decided to migrate from the SAP ERP system to Microsoft Navision.

The key challenge proved to be data migration, particularly in the area of Customers (scattered, inconsistent, duplicated data) and complex production BOMs.

Karlsberg engaged Visehub to prepare this critical data using its expertise and the Vise DMW tool. Visehub effectively cleansed, integrated, and transformed data from multiple source systems, delivering consistent and ready-to-load files.

The use of Vise DMW allowed for process automation, significantly reducing the time and resources required for the task on the client's side and ensuring high data quality for the new Navision system.

Business Challenge

//01

Project Motivation - Cost Reduction

The main reason for the migration was the desire to lower the costs associated with maintaining and licensing the ERP system. The choice fell on Microsoft Navision, which, although less advanced than SAP, offered significant savings.
//02

Complexity of Data Objects

The migration process involved many objects, but Customer data and BOMs (Bills of Materials - product structures) were identified as particularly problematic. Their structure, relationships, and business logic in the SAP system were complex, hindering straightforward migration. The implementation partner was able to migrate simpler objects, but these required a specialized approach.
//03

Fragmentation and Quality of Source Data

Customer data at Karlsberg was historically stored in several different systems, leading to a lack of consistency and difficulties in obtaining a unified customer view. Additionally, even within single systems, duplicates existed, often differing only by minor details (e.g., spaces, commas), requiring advanced deduplication mechanisms. It was necessary not only to merge the data but also to thoroughly cleanse and verify it.
//04

Need for Advanced Transformation

The migration required not just data transfer, but primarily its transformation to fit the structure and logic of the Navision system. This included changing formats, but also implementing complex business rules, e.g., mapping different customer roles from SAP (such as payer, ship-to party) to the appropriate structures in Navision. This logic often depended on the values in specific source data fields.
//05

Client's Competency and Resource Gap

The Karlsberg team, although knowledgeable about their business data, lacked sufficient human resources, specialized know-how, and tools to independently carry out such a complex data preparation process within the required timeframe and with the expected quality.
//06

Synchronization with Implementation Schedule

The data migration process had to be closely integrated with the overall Navision implementation project schedule, which included standard testing phases (Quality, Acceptance) before the production launch (Production). This required timely delivery of data for testing and final loading.

Solution: Visehub and Vise DMW Tool

Targeted Expert Support

Visehub was selected to carry out the most difficult part of the data migration, focusing on Customer and BOM objects, where the risk of errors and delays was highest.

Vise DMW Platform as the Core Solution

Vise DMW served as the central platform for managing the entire data preparation process. It allowed for defining, automating, and monitoring all steps – from extraction to final file preparation.

Analytical-Workshop Process

A key stage was understanding both the source data structure in SAP and the target system requirements in Navision. Visehub conducted workshops and working sessions:

  • With the implementation partner: to thoroughly understand the technical aspects of Navision and define field mappings.
  • With the Karlsberg team: to establish business rules, data cleansing criteria, deduplication logic, and validate the prepared data.

Key Activities Performed by Visehub using Vise DMW

  • Extraction and Consolidation: Automated retrieval of data from multiple specified SAP source systems and their initial consolidation.
  • Cleansing and Deduplication: Implementation of cleansing rules (e.g., format standardization) and advanced deduplication algorithms capable of identifying duplicates despite minor differences in notation, aiming to create a "golden record" for each customer.
  • Implementation of Complex Transformation Logic: Development and implementation within Vise DMW of specific rules transforming the data. An example was an innovative logic based on values in one key field, which controlled the process of creating and assigning various customer roles and attributes in the Navision system, effectively mapping the complexity from SAP. This required a creative approach and in-depth data understanding by the Visehub team.
  • Automation and Process Repeatability: The greatest value was the automation of the entire workflow. Once defined in Vise DMW, the process could be run multiple times "on-demand" for subsequent test cycles, environments, or even for new companies implemented at a later stage, without the need for manual repetition of the same steps.

Adaptation to Project Specifics

Although Visehub had ready-made templates for SAP-related migrations, this specific scenario (migration from SAP to Navision) was the reverse of typical projects and required significant adaptation. Visehub's experience with SAP data accelerated the work, but the final solution was "tailor-made" to Karlsberg's needs and Navision's specifics.

Project Execution Process:

  • Duration and Phases: The entire data migration project carried out by Visehub lasted approximately one and a half years. It was synchronized with the overall Navision implementation schedule and involved iterative data delivery for subsequent system environments: development, quality testing (Quality), user acceptance testing (Acceptance), up to the production environment.
  • Multi-Stage Approach (Rollout): The project began with implementation in one selected German company (the "mother company"). The rules, processes, and Vise DMW configuration developed during this stage served as a template, which was then adapted and used for data migration for subsequent Karlsberg companies, including the unit in France.
  • Collaboration Model: Visehub maintained active communication with both parties:

    • With the implementation partner: Technical arrangements regarding Navision structure and requirements, formats of files to be loaded.
    • With Karlsberg: Defining business logic, verifying and accepting data, establishing cleansing and deduplication rules.
    • Regular meetings and information exchange ensured consistency of actions.
  • Division of Responsibilities: It should be emphasized that Visehub was responsible for the entire data preparation process – from extraction to delivering the final, clean files. However, the implementation partne, was responsible for the physical loading of these files into the Navision system.

Results and Benefits:

  • Reduction of Time Consumption and Costs: The most tangible benefit was the drastic reduction in time and effort required for data preparation compared to manual methods. Automation in Vise DMW allowed the work estimated for about 5 full-time employees to be replaced by one Visehub specialist supervising the tool. This saved Karlsberg significant costs and allowed their team to focus on other aspects of the implementation. Compared to potential alternative enterprise-class tools, the Visehub solution was also more cost-effective.
  • Ensuring High Data Quality: Thanks to advanced cleansing, deduplication, and validation mechanisms in Vise DMW, Karlsberg received consistent, reliable, and complete Customer and BOM data, ready for loading and effective use in the new Navision system. This minimized the risk of operational problems after the new system launch.
  • Process Efficiency and Scalability: The automated process in Vise DMW was not only fast but also repeatable. The ability to run the same process multiple times for different environments and subsequent companies without reconfiguring everything from scratch was key to the efficiency of the 1.5-year project. This contrasts with manual work, which would have had to be repeated each time.
  • Overcoming Technical Complexity: Visehub provided the necessary expertise and technology to process the most complex data objects, which was beyond the client's internal capabilities and the standard services of the implementation partner.
  • Positive References and Client Satisfaction: The project's success resulted in positive feedback from Karlsberg, confirming the value of the delivered solution and the quality of the collaboration.
  • Development of Visehub Competencies: Carrying out this project allowed Visehub to gain valuable experience and build proven solution components for the specific scenario of migrating from SAP to Navision. This constitutes added value for future Visehub clients facing similar challenges.
"Since the start of our ERP transformation project in 2021, Visehub has been a reliable and competent partner by our side. On the arduous journey from SAP to a new ERP platform, Visehub consistently supported us in an uncomplicated and goal-oriented manner with the extraction and transformation of our master data. A simple briefing combined with a deadline was enough to receive a high-quality result on time. Even in stressful situations, we could rely on Visehub’s quick and professional assistance.

Therefore, we can recommend the experts at Visehub to any company facing similar transformation, migration, or modernization challenges."

Jonah Back

Team Lead ERP & End-to-End-Business Processes @ Karlsberg

Conclusions

The data migration project at Karlsberg clearly demonstrates how crucial a strategic approach to data management is for the success of ERP system transformations.
Engaging a specialized partner like Visehub, equipped with an advanced tool like Vise DMW, allowed for effectively addressing the challenges related to data complexity, quality, and dispersion.

Process automation not only drastically reduced time and costs but also ensured high data quality in the new Navision system. This success was also a result of effective tripartite collaboration: Karlsberg – Visehub – implementation partner.

The experiences from this project confirm that investing in appropriate tools and expertise in the area of data migration is key to minimizing risks and maximizing the benefits of implementing a new ERP system, and Visehub possesses proven competencies in carrying out such complex tasks.
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