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Copyright © 2003 Americas’ SAP Users’ Group
Data Archiving: 101
Terry Knowles – Flowers Foods
Rob Jackson – Owens Corning May 19, 2003
Introduction:
Terry Knowles – Flowers Foods
Archiving / DART Project Manager – 2 years
Over One Terabyte Archived
Rob Jackson- Owens Corning
Archiving Project Manager - 6 years
Chairperson ASUG Archiving SIG
Over One Terabyte Archived
Purpose of this Presentation
A “101” Primer for those new to Data Archiving.
A general overview of some of the common terms and processes used in a Data Archiving project.
Some lessons learned by two “seasoned” Project Mangers.
The basics of what you’ll need to know if you are going to, or currently leading, and Archiving initiative.
WOW! Finally, A “HOW TO” Book!!
“Archiving Your SAP Data”
SAP Press
Available at the ASUG Bookstore or SAP Press
Required Reading!!
What is Data Archiving?
Data archiving is the process of migrating data from the on-line transactional database to a different form of storage, while maintaining access to all or part of the data as required by Business processes.
( of course the storage system may also be the “bit bucket” in some instances)
What is Document Archiving?
Scanning Incoming Documents and Storing them in an Archive System.
Archiving Outgoing Documents ( in a PDF or similar format) and Storing them into an Archive System.
A lot of Vendors at the Vendor Fair will be more than happy to show you this functionality.
Benefits of Data Archiving:
Storage Costs.
System Availability.
Resource Usage.
Records Retention.
System Performance.
Speed up your Upgrade.
Identifies Open-ended Business Processes.
A Common Statement......
“Hard disks are inexpensive! If I need more database space, I’ll add another disk to my storage system.”
Q.C. System Staging System
Production System
D.R.S. System
Typical Environment results in DB growth X 4 !!!
COPIES from Production
Database Growth: With and Without
Database Volume Forecast
0,0
200,0
400,0
600,0
800,0
1000,0
1200,0
1400,0
Timeline
Vo
lum
e (
GB
)
Volume withArchiving
VolumewithoutArchiving
Nip it in the Bud…..
Data Prevention
Is the data still required?
Is the data still required?
Data remains in the
database
Data remains in the
database
N
Deactivate the creation
of the data
Deactivate the creation
of the data
N
Summarize data
Summarize data
Y
Can the data be
archived?
Can the data be
archived?
N
Y
Archive data
Can the data be summarized?
Can the data be summarized?
Y
Data Archiving Basics:
The Parts and Pieces of Archiving:
ADK: The “Basis” of Archiving
ADK (Archive Development Kit).
Central Archive Administration.
The Software Layer between the SAP Applications and the Archive.
A Toolkit you can use for a Customer Specific Archiving Requirements.
Archive Development Kit – ADK
Development tool for Data Archiving solutions
SAP AG Application developers integrate archiving functionality into the applications.
Customer Archiving solutions for customer-specific tables.
Archive files
ADK Adjustment of code page, number format, structure changes, compression, file handling, job scheduling
Database
Application Application datadata
mySAP.comApplications
ADK
SARA: Archiving “Console”
SARA
Executes programs:
Prepare
Archive
Delete
Post-processing
Reporting (analyze)
Reload (exception)
Storage
Archiving Session Display
Central Archiving Management : SARA
The Business Object
Business Object
Usually a “Transaction” in SAP, such as:
PO’s
Financial Documents
Production Orders
Etc.
Business Objects consist of Data from many different related tables. For Example, for an FI Document:
BKPF, BSEG, BSIK, BSAS, BSAK, etc.
Usually has DEPENDANCIES!
Ex: Production Orders to Sales Orders etc.
The Archiving Object
The “Archiving Object”
Each ARCHIVE OBJECT is required to have a silly name.
Examples:
FI_DOCUMNT – Financial Doc’s.
MM_MATBEL – Material Doc’s.
SD_VBRK – Sales Billing Doc’s.
MM_ACCTIT – MM/FI Interface Data
The “Archiving Object”:
Contains programs used when archiving a specific “Business Object”.
Pre-processing
Write
Delete
Post-processing.
Analyze (Sequential Read)
Customer Specific Customizing.
Retention times, storage parameters, etc.
Handles checking dependencies in most cases.
Archiving Object
Customizing
Programs
Data
The Basic Archiving Process
Prepare
Archive
Delete
Post-processing
Storage
Reporting
Display Access
Reload (exception)
Simple Archiving Process
ArchivingprogramDatabase
Deletogram
Archivefile
Archivefile
Deleteprogram
WriteProgram
The Typical Archiving Run
DatabaseWrite
Program
Archive-File
DeleteProgram
DeleteProgram
DeleteProgram
CurrentArchivefile
Archive-File
Archive-File
Archive-File
Storage of Archive Files
File System
Tape
HSM System
ArchiveLink Interface via Third-party software
Process with ArchiveLink
ArchivingprogramR/3
DatabaseArchive
fileArchive
file
Deleteprogram
Delete Program
ArchiveLink
InterfaceThird Party Software
Archivefile
Archivefile
Archivefile
Archivefile
Archivefile
Archivefile
Archivefile
Archivefile
Archivefile
Archivefile
Archivefile
Archivefile
ArchiveLink Third Party Software Providers
Several to meet at the Vendor Fair.
Complete list at :
http://www.sap.com/global/scripts/softwarepartnerdir/directory.asp?softcat
(Choose Archiving and Imaging)
Well that was easy….
Oh, you wanted to still see the Archived Data???
Access to Archived Data
Using PRINTLISTS(in combination with an optical storage system)
REPORTING from the application
Accessing SINGLE OBJECTS from the application
Implementing the ARCHIVE INFORMATION SYSTEM – AS (SAP Note 99388)
Implementing the DOCUMENT RELATIONSHIP BROWSER – DRB (SAP Note 217404)
THIRD PARTY SOLUTIONS. Stop by the Vendor Fair, they’ll be more than happy to show you!
Archive Information System
Browsing through archive files
Configurable retrieval based on infostructures
Ad-hoc access to archive files
Using database tables for fast access
Direct access to single data objects
Transportable down to SAP Release 3.1I via OSS note 99388
Archive Information System
Archive Information System
Archive Retrieval Configurator
Archive files
create read
Archive Explorer
Archive Information
Structure
Access to Archived Data w/A.S.
Archive Information System – Access
Show scanned documents
Document Relationship Browser
Simultaneous access to archived and online data
Start via transaction ALO1 or in AS
User authorizations can be checked
Must configure A.S. first, which is used as a basis for the archived data indexes.
Can Transport down to Release 3.1I OSS note 217404 (and others)
All common archiving objects are connected
SD: Sales activities, Sales orders, Delivery documents, Billing documents
FI: Accounting documents
CO: Controlling documents
MM: Purchase requisitions, Purchase orders, Material documents, Logistics invoice verifications
DRB – Access : Two Ways
Access via AS
Access viatransaction ALO1
DRB – Access via AS
“Related Items”
DRB – Access via AS
DRB – Access via ALO1
DRB – Access via ALO1
DRB – Access via ALO1
Project Management Stuff
Project Risks:
Lack of Business Commitment and/or Management Sponsorship
Inexperienced Project Manager
Limited functionality in older versions of SAP (especially <4.0)
“Glitzy” projects take priority.
B.W., CRM, Web Portals, etc.
Archiving Data that is still required to be on-line.
Lack of Archiving Skills on Project Team.
Management Commitment
Clearly Defined Project Charter.
C-Level Approval of Project.
Visibility of Management during the Project.
Attending meetings
E-mail updates
Etc.
Business Commitment
Recruit your legal department
Compliance with records retention policies is important to the business
Build confidence
Strong leadership
Broad and repeated communication
Attention to detail
Engage the business people
Signed project charters must clearly outline business involvement
Gaining Experience
Start with easy, low-risk archive objects
Build experience with these, then move on to harder areas
Go slow…start with just a few objects
Older Versions of SAP
Archiving is less developed in older versions of SAP
More OSS notes are required
Stick to the most commonly used archive objects
Do it anyway – it will help your upgrade
Especially: IDOCs, MM_ACCTIT, WORKITEMS
Managing the Project…..
Building your Project Team
Who Should Lead the Project???
Strong Project Manager
Technically Oriented
Well Sponsored
Build your Team
BASIS / DBA person(s).
For each one of your “chosen objects” you will need a functional person with expertise in that corresponding module.
Business process expert(s) for each module.
Document retention person.
Security person.
Auditors; Internal, External?
Build your Team
Tax Experts:
IRS Federal tax
State and Local tax
Asset management
Foreign (if necessary)
Create a Project Charter
Identify a Specific Goal.
Part of this goal should be to develop a process for engaging additional Archive Objects.
Documentation Repository
Shared Network Drive.
Kinds of Documentation you may expect:
Transport “Cookbook”
OSS Research Log.
White Papers, Training material, Presentations.
“Object Specific” items.
Matrix of Object Details
Object specific Customizing Details
Testing data, retention times, etc.
Technical Evaluation
Technical Evaluation
Analyze SAP database
Map large tables to archive objects
Research archive objects
Test Test Test !!!!
Map configuration to Business Requirements.
Include Retrieval Requirements.
Include Retention Time Customizing.
In SAP
In Archive System
Database Analysis
Get top 50 largest tables from your DBA
Don’t forget the indices!
Use the “DB Tables” button on SARA or DB15 to map large tables to archive objects.
Depends upon your version of SAP.
Estimate sizes (it’s not worth the extra time to be exact)
DB02: Tables & Indices
SARA: DB Tables
DB15
Research Pre-requisite: Read the Book First!
Read SAP Online Help
SAP Library Cross-Application Components Archiving Application Data
– Drill down by module
– Identify dependencies
• Search OSS
– Use archive object name
– Use program names
Common Objects
IDOC – EDI/ALE IDOCs
WORKITEM – Workflow documents
MM_ACCTIT – MM/FI documents
FI_DOCUMNT – Financial documents
FI_SL_DATA (formerly GLX-OBJECT) – Special ledger
MM_MATBEL – Material movements
SD_VBRK – Billing documents
PP_ORDER – Production orders
Easy Objects
IDOC – EDI/ALE IDOCs
WORKITEM – Workflow documents
MM_ACCTIT – MM/FI documents
Payment Media
Transaction F110, Payment Run -> Reorganization
Start by deleting payment proposals
Testing
Once data is gone, it’s gone…
Run data in test mode
Run archive program but not delete program
Need Production copy
Better performance estimates
Identification of data cleansing issues
Take advantage of system refreshes
Can run destructive tests prior to refresh
The ISSUES…..
Technical and Business Issues
Technical Issues to Think About…..
Did you modify SAP?
Do the Archive Object programs run with acceptable performance?
Are all of the objects within the selection criteria being archived?
Your Business Processes must be “technically” complete.
Technical Issues to Think About…..
Do you have any Bolt-ons?
Do you have Z-tables that belong to the Business Object you are archiving?
Inventory the SAP objects within the scope of the project.
Use number ranges and/or custom ABAPs to count the number of objects in a time period.
Ex: How many FI documents in CC 1000 for 1996 and 1997?
OSS Notes: 317219 (spec. ledger) 138688 (CO data)
Business Issues to Think About….
How is Archiving going to impact the way you do business?
Are you going to have to re-engineer (again) some of your business processes?
How will you handle the times when you absolutely must display archived data?
What can be a realistic “on-line” time for the chosen objects?
Business Issues to Think About….
How will you handle a request from a Business partner to reconcile an account?
Do I need any of this data in the Business Warehouse?
What interdependencies do these Archive Objects have with other Business Objects?
Tax and Legal Issues
Tax Issues
You will need to satisfy ALL taxing authorities. I.R.S.
State
Local
Foreign?
DART Tool. U.S. focused tool for Tax Relevant Data Retention.
New version for multiple countries.
Tax Issues
Your Tax Department MUST analyze the DART tool to make sure it will satisfy their requirements.
You will probably need to add fields and/or tables to the DART extracts.
Pay particular attention to the State and Local Use tax.
Tax Issues
Do you have a Retention Agreement with the I.R.S.?
Although it is possible to build a DART extract from an Archive file, it is not a “best practice”.
Stay current with DART patch levels.
Retention Issues
Does your company have a retention schedule? If not, create one.
Map your archive objects to the retention schedule.
Maintain flexibility in your retention process.
Make sure you can identify specific media that archive files from a specific fiscal year reside so they may be physically destroyed.
Legal Concerns
Check with your Legal Department to verify compliance with all legal issues.
Your business may require retention of certain data beyond what would be considered “normal”.
Different Countries have very different retention laws.
Auditing Issues
New A.I.S. system.
DART?
What are your Auditing Requirements?
Internal needs?
External needs?
Security/Risk Management
Display Access
DART files
Managing the risk associated with deleting data from the database:
Variants set up wrong.
Check and Balance procedure between I.S. and the Business Data Owners.
HELP!!!
Book: ARCHIVING YOUR SAP DATA
Available HERE!
Authored by Helmut Stefani
SAP Press
Excellent Source of Information
334 pages
Nice picture of Georg too!
http:service.sap.com/data-archiving
Documentation
Managing SAP Archiving Projects
Data Prevention Checklist
Guide to Data Archiving in mySAP Retail
Data Archiving and the Euro
http://service.sap.com/data-archiving
Media Center Literature
Presentations
SAP Data Archiving – Introduction
Data Archiving Projects
Data Archiving and mySAP Retail
http://service.sap.com/data-archiving Media Center Presentations
Copyright © 2003 Americas’ SAP Users’ Group
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Session Code: [102]
