Archive your carve-out(s) with us!

Are you facing the challenge of a carve-out? Then we have the solution for you.
Realize the carve-out with our ViewBox archiving system and let us archive the relevant data for you.

Introduction
Why do we need data carve-out?

If you are looking for a company that understands the carve-out of company codes, clients or plants or similar, then you have come to the right place. Carve-out is quasi the little brother of the complete archiving. This means that the carve-out is very similar to complete archiving in terms of the procedure and technical processes. In this respect, it was not surprising that after a few archiving and shutdowns of legacy systems, customers approached us with the request to also perform corresponding carve-outs. Carve-outs from existing systems such as SAP, Oracle, Navision require a very deep understanding of database structures and database models. A carve-out is always a technical challenge, which AvenDATA has been facing for many years. The backbone here is our experienced SQL Developer department consisting of about 50 people who deal exclusively with database models and their challenges on a daily basis.

Why carve-out is so significant in IT?

A carve-out in IT is the separation of a part of a company from an IT system. The necessity for this can arise from the fact of company sales or company acquisitions, but also for reasons of restructuring, e.g. S/4 HANA implementations. Often, carve-outs have to be carried out under time pressure, as system access cannot be granted for an unlimited period of time due to contractual regulations. It must be analyzed in detail how the data is linked to each other in order to be able to extract it. This in turn requires a deep understanding of databases and their structures. Decisive for the success of a carve-out is the fast and correct adaptation of the IT systems, as the data and mapping of business processes in IT systems often form the backbone of the company. AvenDATA has specialized in exactly this business area with its archiving solution.

What makes carve-out so complex?

Once the decision has been made to acquire or sell a company, it becomes necessary to transfer data out of and back into new IT systems. This is generally referred to as a carve-out. A carve-out is particularly complex because there are usually interlocks and dependencies with other IT systems. But not only that, there may already be dependencies within an IT system itself that make it necessary to develop and implement complex filtering as part of the carve-out. Basically, one must always first ask oneself the question: How are the current IT structures separated logically and in terms of content? This requires a high professional and technical understanding of the data content and data structures. AvenDATA has specialized in exactly this business area with its archiving solution.

What are the success factors of carve-out?

When business segments are sold within a group, this often presents a special challenge within IT. Systems and data streams must be analyzed before data can be separated out. To ensure that this succeeds, a concept should be developed beforehand. Checklists that can be worked through are suitable for this purpose. Careful and thoughtful project planning is essential for a successful carve-out. It must be analyzed in detail how the data is linked to each other in order to be able to extract it. This in turn requires a deep understanding of databases and their structures. As a specialist for carve-outs, AvenDATA can support you in exactly this project.

How does carve-out work properly?

Carve-outs, which are realized due to the sale of companies, are usually subject to a tight schedule and must be carried out during business operations. Therefore, it is important to use the right procedures and tools to avoid system failures or interruptions in data access. With the ViewBox, AvenDATA has developed the ideal tool for carve-outs and is happy to support you from the planning stage through to implementation and acceptance to ensure a smooth carve-out.

What happened when you decide for us?

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STEP 1

System analysis

At the beginning, a free system analysis takes place. The purpose of the system analysis is to enable us to estimate how much time we will need to archive your legacy system and what costs you will incur so that you have a basis for planning and decision-making. The result of the system analysis is always a fixed price offer, which you can accept or reject. In general, this analysis takes 90 minutes. The system analysis is divided into two parts:

Technical part for clarification

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access to the systems (VPN/Citrix ...)

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required rights in the systems

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coordination of contact persons (professional/technical)

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type/size of database (e.g. Oracle/721 gigabyte)

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definition of export memory/shared memory

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System version/name

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coordination of backup processes

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... and some more

Business part for clarification

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discussion/agreement/screen recordings of the required standard reports e.g. balance sheet, trial balance, sales order ...

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discussion / agreement / screen recordings of additional reports

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define the company codes

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... and a little more

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STEP 2

The carve-out project

After the system analysis has been successfully done, you ask yourself whether you want to start the project. Once you have decided for doing a project, there will be a kick off meeting in which your team will get to know our experienced project manager. In this kick off the following points will be voted on:

It is important to us that we burden your resources as little as possible when archiving. The following topics will be discussed during the kickoff.
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introduction of all participants

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access to the network

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presentation of the process model

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coordination of a project plan

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access to the system

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coordination of a weekly jour fix

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access to the database

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and some more...

After the kick off meeting, the project starts. Due to our extensive experience, we can also support you if you are stuck in a few places. The following essential milestones are part of the project realization. Each milestone is subject to its own quality assurance.

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access to the system

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setting up the web address or VPN access

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data export protocol /hash values

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user training

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data transfer

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documentation of the entire project

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data import

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coordination with accountants / auditors

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creation of samples

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creation of the commissionedviews / reports

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and some more...

Depending on the complexity, a project lasts 2-6 months. We are also happy to support you in coordinating with your business or auditors.

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STEP 3

Pickup and shutdown

The last step is acceptance by you. In doing so, you will probably test samples and check the completeness log and documentation. Furthermore, we would be happy to provide you with all of our samples. You then already have an extensive set of test data. If everything is correct so far, you will receive an acceptance report from us and you can cut the access to the old system, since all the necessary information can then be called up via the viewbox and properly archived. From that moment on, the risks of the old system are gone and you start saving money (maintenance/electricity/staff…). Even after acceptance, we are of course still there for you through our support. We support, for example, when an exam is announced, or if further training is required, e.g. due to a change of employees.
archiving of legacy systems BY AvenDATA

ViewBox by AvenDATA: Fulfills legal
requirements – and individual requests.

The AvenDATA GmbH specializes in the carve-out in accordance with the law. With the ViewBox, tried and tested software solution companies can build up a global archive for any kinds of old applications. Apart from complete archiving there is also the possibility to sort out single clients precisely and archive them securely.
BENEFITS & FEATURES

Advantages of ViewBox

FIXED PRICE

Each of our archiving projects is fixed price based, allowing you perform the necessary planning and budgeting. The fixed price includes migration and ongoing costs.

Merge & Acquisitions

The ViewBox can be used not only for decommissioning systems, but also for carve-outs required due to company acquisitions.

SAVING YOUR IT RESOURCE

By decommissioning legacy systems, internal resources are freed, which means they can be used for productive systems or other projects. As a result, your internal resources are no longer burdened.

Switch off legacy system

The main goal of archiving is to be able to subsequently decommission the legacy system. After a project with us, this refers to the application both on the old server and the old database.

DOCUMENTATION

You will receive project documentation for every archiving project, which serves as an essential evidence for the internal audit and the auditors. It takes into account evidence for data integrity, data completeness and audit security.

Multi-client capability

The archiving software is multi-client and can therefore be used for different clients and systems from a wide range of manufacturers. You are able to build an archive for all your legacy systems.

separation of ERP systems

Over 18+ years of experience.
Over 200+ different systems.

Whether SAP, Oracle Financial or Navision: We offer you a comprehensive know-how in the
separation of ERP systems. Within the scope of carve-outs we can clearly separate clients and
accounting areas within the ViewBox. Eventual legal conflicts concerning the provision of the
data prior to sales in the case of sales are thus avoided. ViewBox solutions can be provided in
form of an on-premise supply or as a secure cloud hosting solution – ISO 27001, ISO 9001 and
ISO 50001 certified.

General Data Protection
Regulation (GDPR)

Perfectly prepared. ViewBox is
compliant with the new EU-GDPR.

From May 25th, 2018 the data protection act (GDPR) of the European Union (EU) is also
valid in Germany. The essential innovations include the ‘right to be forgotten’ which
implies the deletion claims of affected persons directly at the storing place. With the
ViewBox such data can be made unrecognizable in the sense of EU-GDPR. Companies
will additionally get an expanded accounting duty for the handling of data. And in case
of risk-afflicted data processing a ‘data protection-subsequent evaluation’ must be
carried out according to certain criteria. With the ViewBox by AvenDATA – unlike with
other systems – you are prepared for these new legal basic requirements very well.