AI makes the difference: Efficient SAP S/4HANA data migration

The migration to SAP S/4HANA is a monumental task for many companies. Data migration, in particular, is often considered a “time-consuming” process and a source of potential errors. However, a recent customer project impressively demonstrates how the use of Artificial Intelligence (AI) can not only accelerate this process but also sustainably improve data quality.

The challenge: Greenfield approach and data chaos

As part of a comprehensive SAP project, our customer decided on a Greenfield approach. The goal: to leave behind old Z-transactions and custom developments in order to start afresh with standardized processes.

However, this fresh start required an enormous migration effort. For master data alone (material, customer, supplier), hundreds of fields across numerous spreadsheets had to be filled in. Handling this task manually would not only have required an enormous amount of effort, but would also have significantly increased the risk of errors and duplicates.

The solution: an AI-based migration tool

To overcome these challenges, the project team relied on a modern AI solution that significantly simplified this complex process. The tool acted as an intelligent assistant during the migration process and impressed with its versatile features.

What does the tool accomplish specifically?

• Harmonization & standardization: Artificial intelligence identifies different formats (e.g., units or languages) and converts them into a unified target structure.
• Efficient duplicate check: Instead of manually comparing each entry against thousands of others, AI automates this process and even recognizes semantic similarities.
• Processing unstructured data: Artificial intelligence can extract not only structured information from tables but also data from emails or photos, transforming it into the required formats.
• Automatic template filling: Data is directly transferred into the formats required for the SAP Data Migration Cockpit.

Impressive results

The use of artificial intelligence led to significant savings in time and resources:

• Duplicate check: Manual effort was reduced by almost 70% – from an estimated 368 days to 120 days.
• Overall migration (master data): Effort was cut in half, from 392 days to 181 days.

Thanks to the scalability of the tool, the processing time for migration waves was significantly reduced, as the valantic AI tool operates independently of human capacities.

Data protection and "human in the loop" as success factors

Despite automation, humans remain a central part of the process. Artificial intelligence provides suggestions that are reviewed by specialist departments either through spot checks or targeted validation of critical data. A “human in the loop” approach ensures that data quality remains at the highest level.

Clear solutions were also established regarding data protection: Data flows remain controlled, are transmitted in encrypted form, and prioritize GDPR-compliant open-source models.

Conclusion: AI as a gamechanger for migration

The experience gained from this project shows that AI is an indispensable tool for modern IT transformations. Three key insights can be derived:

1. Start early: Even with artificial intelligence, migration requires thorough professional and technical preparation.
2. Integrate AI directly: The technology should be utilized early in the transformation process. The potential for the journey to SAP S/4HANA is too great to be wasted.
3. Start with a proof of concept: Small amounts of data help build confidence in AI results.

Targeted use of AI not only ensures fast and error-free migration, but also lays the foundation for a high-quality database in the new SAP S/4HANA system.