Erftverband makes its IT landscape future-proof with SAP S/4HANA

In October 2024, Erftverband successfully converted to SAP S/4HANA. This was preceded by a detailed preparation phase, which focused on analyses, cleansings, and several test conversions, among other things. This approach helped to avoid unforeseen surprises during the system conversion. Erftverband drew on the experience and expertise of IBsolution for the SAP S/4HANA implementation. The Heilbronn-based SAP consulting company supported the project as a planning partner.

As a public water association in the Rhineland region, Erftverband is committed to protecting the Erft habitat and promoting holistic water management. With more than 150 years of experience, it creates the basis for species-rich river landscapes and treats wastewater for over a million people. With more than 600 employees, Erftverband plans, builds, and operates groundwater measuring stations, sewage treatment plants, sewer networks, as well as rainwater overflow and flood retention basins. In addition, it maintains and renatures the watercourses in the Erft and Jüchener Bach river basins. The association’s members consist of cities, municipalities, districts, commercial enterprises, the electricity industry, and water suppliers in the association’s area.

Early evaluation of SAP S/4HANA

In order to better meet the requirements of a modern water management service provider, Erftverband successfully completed the introduction of SAP S/4HANA with its go-live in October 2024. “In view of the approaching end of maintenance for SAP ECC at the end of 2027, we began examining SAP S/4HANA at an early stage,” says the Erftverband project management team. “Our goal was to make the migration to SAP S/4HANA early on in order to be technically up to date.” IBsolution was the partner of choice for planning the SAP S/4HANA implementation.

System conversion with a brownfield approach

As early as 2021, Erftverband was already working on the migration to SAP S/4HANA as part of a conception phase that included system and data analyses. The brownfield approach to system conversion quickly emerged as the preferred method for implementing SAP S/4HANA. Since it did not require a redesign of established processes, the system conversion offered the opportunity to move to the new system as quickly as possible and with limited effort. Erftverband successfully completed the necessary preparatory work, such as the conversion to SAP Business Partner, in an early phase of the project.

In addition, the preparatory phase also included data analysis of the system, comprehensive data cleansing, and the adaptation of customer-specific ABAP programs. Two sandbox conversions were used to perform extensive technical and functional tests on the new system. Among other things, the conversion to the Universal Journal and the new asset accounting system were also intensively tested during the sandbox conversions. “Thanks to our approach, we were able to enter the main project phase as well prepared as possible,” explains the project management team. “This meant we had laid the foundations for a smooth migration while keeping the workload for the business department to a minimum.”

In spring 2023, the intensive second phase of the project finally began, which included further sandbox conversions and culminated in the go-live. “Erftverband used this stage to test functionalities, interfaces, and processes with the business departments,” explains Martin Nußbaumer, Senior Solution Architect at IBsolution. “The conversion data was thoroughly checked and the results evaluated. The customer-specific programs were adapted for SAP S/4HANA.” Finally, the development system and the test system were converted in June 2024, followed by the conversion of the production system at the beginning of October 2024. After the successful go-live, the 2024 annual financial statements could be prepared on the new system for the first time.

“One of our goals was to make the productive conversion as smooth as possible,” explains the Erftverband project management team. “That’s why the actual SAP S/4HANA implementation was preceded by an extensive test phase with several sandbox conversions. This allowed us to gradually fix any errors that arose, so that there were hardly any difficulties when the system went live.” Following the go-live, Erftverband and IBsolution are focusing more on the functional development of the system. This includes, among other things, SAP Fiori.

Move to SAP HCM for SAP S/4HANA

As part of the SAP S/4HANA conversion, the HR software was also moved to SAP HCM for SAP S/4HANA (H4S4). This was because Erftverband would only have been able to use the previous SAP HCM as a compatibility pack until December 31, 2025. With regard to H4S4, the strategy of keeping the time window for the productive conversion and the associated development freeze as short as possible also paid off. This is because, particularly in the case of HR systems, it is often necessary to install updates at short intervals, for example, when legal requirements change and need to be mapped accordingly in the HR software.

Conclusion: A stable foundation for future innovations

From the Erftverband’s perspective, the project has been a resounding success. “The open, respectful interaction with each other was definitely a key success factor in our SAP S/4HANA conversion,” says the project management team. In terms of the technical approach, the extensive test runs proved their worth. As a result, the productive conversion was completed within a short period of time.

With the implementation of SAP S/4HANA, Erftverband has achieved its goal of upgrading its enterprise software to the current technical platform and creating a stable foundation for future innovations. Throughout the entire project, the company succeeded in involving employees from the business department in the conversion in a profitable manner without placing undue strain on their capacities.

Photo: Erftverband