The path forward for SAP S/4HANA and beyond: What happens to the data left behind?

Hello, everyone, and we'd like to welcome you all for today's webinar. I'm Mariel, and I'm part of the marketing team here at EPI-USE Labs. And joining us today is Golf, regional solutions architect. And Golf will be walking us through sunsetting old systems without losing access to the data and reports sitting within them. Whether you're midway through your s four HANA journey or you're still weighing up on a migration, this session is especially for you. And for any new faces, just a quick introduction on who we are. EPI-USE Labs is a global company, and we provide software solutions, IP led transformation, and privacy as well as security, along with custom innovation services. We actually operate across fifty countries with more than one thousand nine hundred clients worldwide, and we help clients transform and optimize the performance, management, and security of their SAP and SAP SuccessFactors systems. And we're also a proud member of Group Elephant, where we contribute one percent of our revenue to ERP. That's a nonprofit organization, which is really close to our hearts. And before I hand over to Golf, one quick housekeeping note would be that everyone is muted throughout the discussion. But for any questions, please feel free to submit them through the control panel, and we will answer them at the end. Over to you, Golf. Alright. Thank you, Mario. Hi. Good morning. Good afternoon, everyone. Yeah. Welcome to the webinar here for AHRQ High Central, how to sunset your data. Okay. I'm one of our solution architect in my EPI-USE Lab. I am I myself based in Bangkok, Thailand. Yeah. Happy to see you. K. Okay. Before I jump into the agenda, yeah, just previewed or something. Right? In as of today, right, I understand that every organization, we're dealing with the transformation projects. The legacy system inventory need to be decommissioned, requiring reliable strategy to manage and maintain that data. You know, for example, most of the case, we are moving our s two solution to s four HANA on cloud. So it's mean you have to dealing with the large amount of data. If you migrate all ten or twenty years of historical data into their HANA cloud, yeah, your hardware cost will be increased significantly. Yeah. However, you cannot just delete this old data. Yeah. Company needs to keep this data for audit purpose and laboratory compliance. So today, we will look into how you can solve this challenge using a high central from EPI-USE Lab. Okay. Our nearest quick look at our agenda today. Yeah. We will cover five main points to help you understand how to manage your history code data effectively. Yeah. We start first with the we will discuss why our organization keep legacy system running even after you move to the newer platform already. Second, we will look at the real cost of our legacy system, yeah, including the hidden expenses that many company overlook. Third, one, we will explore how you can achieve system decommissioning through smart data archiving. Fourth, we will show you how to retain access to your important data without the need to keep the old system alive. Finally, we will introduce a high central, yeah, ours, specialized solution, decide to solve these exact challenges for your business. And I will also jump to the demo sys system as well to let you see the real archive central as screen comparing with the screen from the SAP system, which we which is the short legacy system. Okay? Okay. So let's start with the our first topic. Right? Why do organization keep legacy system running? When we move to a new platform already, yeah, the ideal goal is to shut the old one down. Yeah. However, in Liberty, the business often feel forced to keep old on premise server online because of three main reasons. The first one, yeah, legal retention period. Yeah. There are strict legal mandate that require company to store transitional data for decade or at least three or five years. Because of this, deleting the data is not an option. The second, audit readiness. Company need fast and reliable access to their his history whenever, like, regulatory sorry. Yeah. The company need to faster fast and reliable access to their his history whenever a laboratory team or leader come to review them. Yeah. Keeping the old system alive ensure that they can display information without delay. Yeah. The last one, the business continuity. There is a strong fear of losing critical business context and historical knowledge. This is especially true during complex chain, like business merger, diverse or on get ongoing digital transformation. So in short, these three pressure explain why so many IT team continue to maintain all costly system even after upgrading. So now we understand why organization need to keep this system. Yeah. Let's look at the next important question. What are your challenger? Your challenges. Okay. From our experience, yeah, most company face one or more of these four main challenges. Yeah. Let's go into the first one. Right? First, the sunset current legacy system. Yeah. The challenge here is to safely shut down all system to reduce operation operational cost and weeks. Even when you do not use them heavily, you are still paying for licenses, support, hardware, and constant maintenance or upgrade. Yeah. We all know that the older hardware mean more expensive ex a maintenance fee, yeah, of course. The second one, the business divestiture. Yeah. When business spreads, both buyer and seller often need this pay only access to specific data better than everything. The third one, this is all system transformation. Yeah. This includes major IT chain, success or system merger or split or moving to s four HANA greenfield enrollment or changing your technology vendor entirely. Yeah. Imagine moving from one major ERP provider to a completely different one. The biggest challenge here is that your old data cannot fit into the new vendor system structure. Keeping the old vendor system running just to look at historical data mean paying double for maintenance. Yeah. Or this is where our high central can help you. And the last one, there are continuous archiving. This involve archiving data from your FT production system on ongoing on an ongoing basis. By doing this, you can keep your system footprint minimal and keep your overall cost low. But just to update you, to remind you that for the most of the session today, we will focus on this archiving solution for sensitive system. It's not for not yet for the continuous archiving. Yeah. But this part of the solution is still ongoing. Yeah. We are working on that, yeah, in the ramp up phase. Once the solution is ready, yeah, we will announce to you again. Yeah. But today, we focus on the archiving solution for a Lethi system or system. Okay? So okay. What legacy system do you still have? Yeah. Look at the global data. Keeping this old system bring major challenges. Yeah. First, okay, high cost. Yeah. The cost nearly forty thousand dollar on error list to maintain just one legacy system this year. Wow. Second, yeah, security risks. More than twenty five percent of tech professional worry about security vulnerability. And the third one, the cloud adoption. Over forty percent are already moving forward using our AWS or Google Cloud platform. And finally, yeah, integration. Forty four percent struggle to connect this old legacy system with the newer technology. Yeah. So now I would like to emphasize on this part because our solution is run on top of the our IP that work deeply and on the day SAP data structure. We have the business object workbench. Yeah. And a high x a high extractor, the key engine to bring our solution work perfectly. K. Okay. Look at the high cost and security leaks from previous slide. The biggest question for any IT leader is how can we safely extract this sorry. How we how can we simply extract this massive amount of historical data without losing any quality of meaning? Yeah. This bring us to the core engine of AkiCentral. The business object workbench or we call BOL and our Aki extractor. This combined technology allow us to extract data from your legacy SAP system smoothly and save safely. It is not just a solution on paper. Yeah. It's the it's success is proven by these incredible number of customer. Yeah. So first, the bow contain more than three thousand seven hundred and fifty SAP standard based on object. Yeah. This object cover many different module, different industry ensuring that your legacy data match global SAP stand up perfectly. Second, this technology is highly mature. It has been used successfully in live production enrollment for more than twenty five thirty five years. Yeah. And third, all we over hundred over eight hundred client across more than forty nine countries. Yeah. Clearly, it's fast and use the bold to manage their data transformation. Finally, you know, we have our sole more than five thousand five hundred software licenses globally for product built on the bold framework. Yeah. By using a high extractor, yeah, powered by bold, then you can completely sure that your historical data is extract accurately, structure correctly, and ready to be view secure in a high central. So okay. Okay. Or you might be worried that does a high central only work for SAP ABAP system? Yeah. The answer is no. Yeah. A high central fully support non ABAP enrollment. Yeah. Through our three flexible method. Yeah. The first one, yeah, our growing extractor library, yeah, as I mentioned, we use the API extractor. Right? We have been maintained the number of object in the bowl to make the API extractor work perfectly. We apply our proven framework to popular third party system like SuccessFactors, Workday, IFS, Concur, and MYOB. Yeah. Second, the customer the custom development. Yeah. Custom development. This is due for highly customized or in house legacy platform. Yeah. Our team will build a dedicated extractor just for your system. Yeah. And the last one, the client led export. Yeah. Best for the team with a strong in house IT capacity or strict secure security policy. Your team simply provide data export in CSV format based on our certification. Yeah. So really easy. I mean, we can after the workshop, our labs team will provide you, like, the template. And then the customer can extract the legacy non SAP system in the form in the format that we provide to you. And then we just use that CSV file and ingest into the file central. This is for example. So on this whole data, Apphai Central go far beyond SAP, yeah, giving your flexibility to safely decommission any legacy platform in your network. So it doesn't matter if your data sit on the left hand side with the traditional SAP ABAP system, like our s four HANA SAP ERP, the b w. Yeah. Or even the older version, like a four sixty. Yeah. Or if the your system is sitting to the right hand side with the other system like SAP Arriba, SuccessFactors, Workday, or even the non SAP system. Yeah. In the end, yeah, our extractor framework, security standard, and storage method remain exactly the same. This unify approach to eliminate our IT complexity, save your team time, and ensure a smooth transformation across your entire software landscape. So now yeah. Now that we know that how we can extract data from any legacy platform using a single standard, like, let's explore on our final destination, Akai Central. Let's see how this platform protect your historical data and make it easy to use to these six key caps capabilities. So a high single is the deliver as the software as a service. It's the cloud based solution. Yeah. This mean your organization does not need to invest on in costly infrastructure or spend time maintaining servers. Akai Central is host on AWS Cloud as a software as a service solution. Sorry. Alright. As a software as a service solution, this mean you don't have to deal with AWS directly. Everything is fully managed under our service. When you move your data, the content and the data model are extract together with our goal. Yeah. Your history, whole information remain fully structured and meaningful. Yeah. Not just a collection of loose files. The user interface is decide to be highly familiar. Yeah. Your team can easily view past business object and land report without need needing complex thing technical training. The path the platform fully comply with the international data privacy law like GDPR. Yeah. It ensure that sensitive personal data is protected and accessed only by authorized user. So you can easily set up our automate rules for data removal as well. Yeah. For example, you can command the system to autumn automatically delete specific record after mandatory ten years period. Yeah. Okay. So I will back the presentation from here and then jump to the demo to let you see the real system, AkiCentral real system. This is our training system. Yeah. When you the user log on into the AkiCentral, it's the web based here. Yeah. Look and feel would be in this what I'm showing you. Yeah. So or in this screen, right, you can edit the banner, the man the banner to fit with your business or organization. Yeah. You can share the background feature, share the text here. Yeah. In the landing page here, yeah, you can see the collection. Yeah. The collection, they represent the data model or the data that we extract from the source legacy system. Yeah. Sometimes it's represent the SAP file section. Sometimes it represent the table. Yeah. Yeah. In the collection. And in the workspace here yeah. The workspace represent the is the logical area that you can grouping. The group so to you can group a set of data or the group for the group of user. Yeah. For example, yeah, we I have on my screen, I have a finance workspace that's dedicated for finance team. I have a SCM and SuccessFactors workspace that decide for HR team. Yeah. And so far, IFS and yeah. So I will show you okay. Let go to the finance one. Here. So under finance workspace, I can see the list of the collection that we extract from the source system. Yeah. Okay. Or in the SAP view, the SAP view is mean either the custom view that I work with the collection, and then I save it for the next time I can use this quickly. No need to go to the collection and adjust this again. K? So okay. Let me show our collection, and then I just bring you to our x d three. This is a customer master. Okay. Yeah. You can with the filter here, you can play with it to work with the other data. So for this case, I will filter for the customer number one thousand and one. I click apply. So I click to see detail. Okay. Yeah. To let you see your I will jump to the SAP system. Yeah. Let me send the source system that we extract the data out. I can go to the same transition code in x d zero three. Yeah. I put the same customer number one thousand and one. So you can see the structure of the data in AkiCentral can can be shown closely what you can what you see in SAP system. Yeah. So the this has it's contained header data and the different tabs inside the transaction. Yeah. The first tab is address. Right? Yeah. In a call center, you can see the same information, like a name, yeah, search term, street number. Yep. Yeah. It's user friendly. Yeah. The user can use it easily without any training. Yeah. If you jump to other tab, like a control data. Yeah. Everything same. Yeah. Same in transaction. Yeah. So as I mentioned, right, it's not just a dump table or a fixed table that you cannot work with it, but you can work you can access and display the data, say, the same way that we see in the SAP system. Yeah. Let me show you another example. Yeah. For HR, the SEM. Yeah. I select the show you the employee data. Yeah. The list down. So you can work with the the collection. Yeah. It's listen. It's work as the like, a new parting for you. You can adjust the field. You can add more column. If the send that one is not sure yet, you can add it. The data will show. Yeah. If you're happy with this format, you can create the same view for your own view. Next time, you can come and go to the same view. No need to go to this and adjust the column again. So the data, you can view that here. Yeah. When I click on the employee, it show the information. Yeah. It look like what you see in SAP system. Right? Okay. Or here, are there protection for the sensitive data or personal data? Yeah. With the authorization protect protecting. Yeah. If you the person the user doesn't have authorization, they cannot see the particular information. If they have authorization, they just click, yeah, to review the information. K. K. Alright. Show you the unstructured data. The unstructured data is mean the like, a PDF file or attachment that also can be in important to a high central and linked to the transition as well. Yeah. Like, we open the pay slip. Yeah. Pay slip is a PDF file. Yeah. You can work, and you can also download. Yeah. The data is quite interactive and dynamic. Yeah. K. Information. Yeah. You can go to see more detail for the pay period. Yeah. If you open another tab sheet and show the information that you just clicked on. Yeah. Yeah. Like I said, right, the way our a high extractor work based on the business object framework, basic object workbench. Yeah. Then inside, we have the data relationship between inside SAP. Then we when we extract the data out from the legacy system, it's not just to extract the task for end table out, but it's still keep our data relationship that linkage to each other that to make the data in a high central can work perfectly, yeah, to see information in the deep dive in the deep level. Okay. Yeah. Okay. Okay. Yeah. This is our the chat demo for you to let you see the a high central screen and how easy it is. Okay. Let me jump back to the presentation. Okay. Let's talk about our implementation. Yeah. So, yeah, you may have earned the question how we actually start this journey. Right? The answer lie on our very first step. This is the discovery phase. Yeah. This phase ensure that our implementation plan is highly accurate and practical rather than just the idea on payable. We divide our activity based on your system type. Yeah. On the left hand side, right, if your system is SAP or a bug system. Yeah. Yeah. Because we, our deep higher, heritage in SAP. Right? We work with SAP more than thirty years. We provide highly data driven approach here. We start by leveraging our proprietary system analysis report, yeah, to scan and understand your current landscape. Yeah. Then we compare this finding across our massive client base to gain deep insight. We bring industry specific best practices derived from this historical data to your project. And finally, we run workshop with your stakeholder to align your project goal with this proven best practice. So for the SAP system, right, or other system, we follow similarly structure and reliable processes. We begin with the landscape profiling using standardized questionnaire to analyze your data database and compliance requirements. Next, the discovery workshop, which dedicates sessions with the subject matter expert to map out both your business and technical needs. Finally, we reached our selection where we define the best extraction pillar for your system. Yeah. Whether it's to acquire custom solution or high end let export, as I mentioned earlier. Yeah. Let's look at our example project plan here. Yeah. The project earned can be varying from three month to six month, depend on the size of the system and the complexity of the business requirement or comply compliance requirements. Yeah. Just for example, to let you look and feel. Yeah. We start with the first phase. Yeah. In first month, yeah, open. We begin with the desired state. This require minimal involvement from your team, yeah, as we only need you to validate our proposed best practice, match your business logic. In the second phase, right, yeah, export and import. Yeah. This is where the heavy living happen. It is fully managed process where our team handle the extraction of data and import into their cloud, like high central, and the setup of data visualization. K. And our handover phase. Yeah. After the data is ready sorry. We conduct a final review with your team. We also run a concise in the moment workshop to train your user and hand over the platform smoothly. And the first five, yeah, hypercare. Following the type of care, we provide a dedicated post project support and stabilization. This ensure that the platform run perfectly in your daily operation and any initial question and quickly resolve. And the last one, so decommission. Yeah. This is our ultimate milestone. Right? Once the hypercare period is complete, we officially recommend a full legacy system shutdown. So, yeah. Okay. So since is to let you know about the pricing. Right? So there are two part of the the cost to implement a high central. The first part is the implementation cost. This is a one time off. So it's mean the cost for the team to implement the system for you. Yeah. This is our high central deployment. You know, we view provisioning their high central instant for you based on the preferred region, yeah, AWS region. And we provide the professional service to run the workshop, gather system requirement, combined requirement, and decide what data that we need to extract from the source legacy system and then import into the archive central and decide the dashboard or the collection that are on date for your auditor or compliance. Yeah. And include their Akai extractor licenses as well during the implementation. And another part is the subscription base. Yeah. This is a as the AkaCentral is the software as a service. Right? You have to subs subscription them. Yeah. So based on we have a start with the best subscription, which include the one source system. Yeah. It can be SAP or non SAP. Yeah. And this will come ingest the data inside, storing the high central database. With the best subscription, you have one billion low in quota. And you can have up to twenty five user to access the archive central system. And also, five hundred gigabyte spare for to store the unstructured data, like a PDF attachment, take file picture, and so on and so forth. But, of course, in case that the one billion low is not enough, yeah, that we will know from the you may need more than one billion. So the additional resource can be by separately. Even the adding more one billion low, add more storage for unstructured data or even by more than more additional system, yeah, for example. So to let you see how does it work. So yeah. Okay. In the left hand side is, for example, like, high central, and on the right hand side in the system that you plan to retire. In the first year, yeah, two thousand twenty four, you can start with the best system, which is SAP. Yeah. You have our best system. Then low to store SAP data. Okay. Next year, you will retire another system, you know, Microsoft a x. You just buy additional system, yeah, for subscription. And then you can continue using it until two thousand twenty seven. Yeah. So which mean your SAP system, you don't need to keep it anymore, then you just move it out. Then the Microsoft ax will come to your best system. And another year, you might have to retire another info system, then info system will become the your additional system. Yeah. This is a flexible subscription model that you can use this or not use this. Yeah. So I just want to show you some of our success story, yeah, that we did the project for them, and the customer is very happy. Yeah. The first one is the one of the leading European ally. Yeah. We after they migrate, moving from the s the HR, yeah, HR on premise, yeah, ECC payroll, yeah, to ECP, SuccessFactors ECP. Yeah. Then the historical data, yeah, can be extract and import into our high central in the display only mode. Right? Then the user can access and view the data in our AKSENTHRO, yeah, including your pay slip, the one that I just show you. And other, attachment, like a picture and the document delayed to employee. Yeah. So it mean the data can decide in the cloud based with the SQL maintenance. The customer can save a lot of administration cost, security cost, or hyper maintenance fee, yeah, by using a high central. Another example is the hospital. Yeah. The largest hospital in Netherlands. Yeah. They decide to sunset their SAP system. Yeah. Yeah. Same. We extract the legacy data, include the data that customer need, right, then import into a Python. So our customer, very happy. We have with the easy to use, the user friendly interface, the one that I just show you. Yeah. Only the team that require can access with the security control authorization based control, yeah, to ensure that data's keeping secure even you will not use it using it in anymore, but keep it in our solution at High Central. So this is the last slide of my side. Yeah. The product vision and evolution. Yeah. Of course, right now that I mentioned to you, today, we focus on the archiving solution for system or system. Right? But at the same time, we are still working with the continuous archiving, yeah, for SAP ABAP and non ABAP system because of a lot of demand from customer that they also need to archive the data from active system, yeah, to reduce the database side. Yeah. That would the thing that we are working on that. Yeah. And in the future vision, yeah, we will also go with the continuous archiving for non ABAP system as well, like the SuccessFactors. Yeah. The first, the one that I show you. Yeah. Okay. Okay. Now I come to the end of my presentation. Thank you, Gul. Now we're opening the session for any questions. I would like to start with one. So the question asks, can queries be run against the low level table data in Archive Central? Okay. Yeah. As it is the software as a service one. Right? But we still open to allow customer to use the API, yeah, to connect to their high central, yeah, with the provider API connection. Or in the easiest way, the customer can download the result, the data for archive central in CSV file, and then they can work in the further technique, like fire item and programming or break it as the with the other solution as well. This is still possible. Okay. And another question would be how long would the typical implementations project take? Yeah. Yeah. It's very based mainly on the urgency of the from the client. Right? In short project can be six or ten weeks. Yeah. With longer project take six month. Yeah. Offender, the migration to a new system take priority and decommissioning project. Stuckle for people times until that is switched off near nearly. Okay. Sorry for that pause. I just saw new questions coming in. So we have one asking, can our new system be integrated with Archive Central so that old data can be viewed through the new system? You mean the archive sorry. Can you come repeat the question again? Okay. So they're asking, can our new system be integrated with Archive Central so that old data can be viewed through the new system. Yeah. Yeah. This is the question that customer always ask. Right? The answer is since our solution as of today, this is the archiving solution for sunset system. Right? So it's mean there is no link between the AHANA central to the new solution. For example, the right with SAP S4HANA. Yeah. Because we we store the there's only the static information, the static data, we only data, which is cannot be retrieved to display on the SAP S4HANA RISE screen. Yeah. But in the future, if we go with the continuous archiving, that would be possible because the data that the user working on maybe need to retrieve from the archive storage to serve with the or the auditor or the system review. Yeah. That will be possible. But for now, for our system, it's not possible. Alright. And that's all that we have time for today. Thank you very much again, Golf, and thank you everyone for participating in today's webinar. We'd also like to let you know that the slides will be within a follow-up email. And if you want to know more about Archive Central and also Archive Extractor, we'd be happy to assist you with any of your questions. Just send us an email at that address showed on your screen. And that's it for me. Thank you, and take care. Bye. You. Bye, everyone.