Archiving Strategy

ArchivingStrategy

Overview TheoverallobjectiveofanSAPERParchivingistomanagethegrowthoftheSAPERP databasetherebyensuringlong-termsystemstabilityandperformanceaswellas implementadocumentarchivingsolutiontoensurethatlegalandbusinessrequirements aresatisfied. Archivingremovesobsolete,expired,orrarelyaccesseddatafromthedatabase.Regular archivingensurestheaccesstimeforon-lineinformationiskepttoaminimum,allows  jobstobeprocessedfaster,andmakesmoreefficientuseofmemoryresources,storage andbackupfacilities. SAPERPallowstheclienttoarchivedatafromtheapplicationwhileretainingitonthe systemforinterrogationorreloading.Datainthearchivefilescanbedisplayedusing eithertheapplicationorreports.Datatobearchivediscopiedtoanewlocationandthen deletedfromtheSAPERPdatabase.Thistwo-stepprocessprovidesdatasecurity.The archiveddatacanstillbedisplayedon-linebutcannolongerbemodified. Archivingisnottheonlysolutiontomanagingdatabasegrowthandimproving performanceandshouldnotbeseeninanisolatedmanner.AnoverallDataManagement Strategyevaluate StrategyevaluatesDataPreven sDataPrevention,DataAgg tion,DataAggregation,a regation,andDataDele ndDataDeletionaswellas tionaswellasData Data Archiving.

ArchivingProjectImplementationRoadmap Thefollowingdiagramdepictstherecommendedphasesforplanningandexecutingan SAPDataArchivingproject.

ThefollowingtablesetsoutthetasksrequiredtodesignandimplementanSAP Archivingproject. ProjectTasks No. Task 1. EstablishArchivingTeam Theprojectteammustbeestablishedandthearchivingplandocumented andcommunicatedtotheteamwithactivities,timelines,deadlinesand roles&responsibilities.Anarchivingkick-offmeetingshouldbe conductedwithallparticipants. Archivingprojecttechnicallead(consultant) Archivingadministrator(customer) BusinessProcessTeamrepresentatives(customer) Legal/auditrepresentatives(customer) ITrepresentatives(customer) 2. ArchivingWorkshops Archivingworkshopsshouldbeconductedtodefinetheobjectsoneshould archiveandtheresidencyrequirementsforeachobjectidentified.The • • • • •

ProjectTasks No. Task requirementforarchivingisbothtechnicalandbusinessdriven.The businessrequirementsforarchiveddatawillbecapturedinthisprocess. Theprimaryinformationtobegatheredisdatathatcanbearchivedand theidentificationofresidenceperiodsforthisdata. 3. DesignArchivingManagementStrategy Inthistaskthebusinessprocessownersfurtherdefinethearchivingcycles fortheapplicationsascapturedintheArchivingWorkshop.Thefollowing affectthestrategyforarchivingapplication(business)data: Technical-Identifydatavolumesthatensuresoptimumthroughput fromthetechnicalimplementationperspective.Thiscanbeidentified basedonhistoricalSAP4.5bvolumesandonSAPrecommendations forfastgrowingtables. Business–Identifybusinessdatathatmustbestoredinthelive ERP2005Systemforinternalanalysis,tomeetcommercialandlegal requirements,ortomeetgrouprequirements.Identifyresidenceand retentionperiods. Inaddition,variousmigrationapproachesforcurrentlyarchivedSAPR/2 datawillbeevaluated.Thiswillbeperformedinconjunctionwiththedata conversionteam. 4. IdentifyBusinessObjectTypes Basedondatatobearchivedasidentifiedintheprevioustask,relatedSAP BusinessObjects(BOs)areidentified. ThistaskdefinesallSAPstandardBOtypesinuse(transactionormaster data)forwhichthearchivingmanagementwillberequired. TheoutcomefromthistaskisalistofBOtypesinthevariousmodules. 5. DefineResidencePeriodforBusinessObject(BO)Types TheaimofthistaskistodefineresidenceperiodsforallSAPstandardBO typesinuse(transactionormasterdata).Thiswillbebasedoncurrent residenceperiodsinSAPR/2andtherequirementscapturedintheBPDs. 6. EvaluateandSelectArchiving/StorageSolutionforArchiveFiles Thistaskdeterminesasolutionforboththestorageandretrievalof archiveddata.TheevaluationincludestheSAPstandardsolution(ie.no externalstoragesolutionandnothirdpartyquerysoftware). 7. CreatePreliminaryArchivingManagementConcept Theaimofthistaskistocreatethedefinitionofthepreliminaryarchiving managementconceptforselectedBusinessObjecttypes. ForeveryselectedBOtype,anarchivingmethodhastobeidentified.In mostcases,therewillbeanArchivingObject(AO)available. Basedonthegatheredinformation,apreliminaryconceptisdefinedand documentedasabasisfortheprototype. 8. CreateArchivingManagement Theprocessofarchivingbusinessdataisdefinedbytheexternal applicationifused.Thepurposeofthisactivityistodeterminethe archivingstrategyforthecorebusinessprocessesintheR/3Systeminthe •

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ProjectTasks No. Task contextofthetechnicalimplementationprocess. Thistaskestablishesanarchivingmanual,basedontheinformation gathered,torecordstandardproceduresandschedules,andwhattodoin exceptionalcircumstances. 9. PrototypeArchiveManagementConcept Thistaskprototypesthepreliminaryarchivingmanagementconceptwith allbusinesscases/scenariosontheclientwheretheconsideredBOtypes willbeused,coveringbotharchivingandretrievalfunctionality. Duringtheprototyping,initiallydefinedSAPresidenceperiodscanbe challenged.Thetimetokeepdataonlinemightbereducediftheavailable retrievalfunctionalityisdemonstratedtousers. 10. ConstructArchivingManagement Theaimofthistaskistoset-uparchivingmanagementintheSAPsystem byperformingtherequiredapplication,technicalandbasiscustomisingfor eachArchivingObject 11. TestArchivingProcedures Thistasktestsarchivingforeachbusinessprocedureandarchivingobject. Thestepstotakewillbeagreedwiththeapplicationteammembers responsible. 12. ReviewArchiving Reviewofthearchivingsessionsdefinedinthearchivingmanual,and releaseofthestandardprocedureforarchivingbasedonthetestsinthe previousstep.Theownersoftheapplicationsmustbeinvolvedin reviewingarchiving. 13.. FinalizeArchivingManagementConceptandSignoff Finalizethearchivingmanagementconceptandobtainproject managementapproval/signoff.

Post-ProjectTasks No. Task 14. InitialArchiveinProduction Inthistask,theinitialperiodicarchivingrunwillbeperformed.This includesareviewofthearchiverunsbybusinessrepresentativesandthe productiondeletionrun. 15. EvaluateEffectivenessofArchiving AspartofthePost-implementationreview,itisimportanttoreviewthe adequacyoftheimplementedArchivingprocedures.Thisshouldincludea reviewofdatabaseandtablegrowthratestoidentifyanyadditionalobjects thatshouldbearchived.Thisshouldalsoincludeareviewofbusiness processprocedurestoensurethattransactiondataisprocessed appropriatelytoallowforarchiving,ie.transactionsareclosedcorrectly.

Thefollowingtablesgiveanoverviewoftheobjectsthatareavailablewithineach businessprocessarea.

FI-FinancialAccounting  ObjectsinFinancialAccounting

ArchivingObject

Assetdata

AM_ASSET

Bankdatastorage

FI_ELBANK

Bankmasterdata

FI_BANKS

Accountingdocuments

FI_DOCUMNT

Budgethierarchydocuments(FundsManagement)

FM_BUDHIE

COpostingdocuments(FundsManagement)

FM_DOC_CO

Customermasterdata

FI_ACCRECV

Lineitems(consolidation)

FI_LC_ITEM

FIaccountingdocument(FundsManagement)

FM_DOC_FI

Cashjournaldocuments

FI_TCJ_DOC

Vendormasterdata

FI_ACCPAYB

Earmarkedfundsdocuments(FundsManagement)

FM_FUNRES

Commitmentandfundstransferdocuments(Funds Management)

FM_DOC_OI

G/Laccountmasterdata

FI_ACCOUNT

Checkdata

FI_SCHECK

Totalsrecords(Consolidation)

FI_LC_SUM

Totalsrecordsandlineitems(consolidation) (Reload,delete,andreadonly)

FLC_OBJECT

Totalsrecordsandlineitems(SpecialPurpose Ledger)

FI_SL_DATA

Transactionfigures

FI_MONTHLY, FI_TF_CRE, FI_TF_DEB, FI_TF_GLC, FI_TF_GLF

Paymentrequests

FI_PAYRQ

SD-SalesandDistribution ObjectsinSD

Archivingobject

Salesdocuments

SD_VBAK

BillingDocuments

SD_VBRK

Salesactivities

SD_VBKA

Conditions

SD_COND

Customermasterdata

FI_ACCRECV

Controlling Objects in Controlling

Archiving Object

COlineitems

CO_ITEM

Lineitems/Totalsrecordsfromreconciliation ledger

CO_CEL_RCL

Lineitems(costcenter)

CO_ITEM

Totalsrecords(costcenter)

CO_TOTAL

Masterdata(costcenter)

CO_CCMAST

Fullyreverseddocuments(costcenter)

CO_ALLO_ST

Orderswithtransactiondata

CO_ORDER

Businessprocesses

CO_PROCESS

Settlementdocuments

CO_KABR

Materialcostestimatedata

CO_COPC

Baseplanningobjectdata

CO_BASEOBJ

Costobjectdata

CO_KSTRG

Materialledgerdata

CO_ML_DAT

Materialledgerdocuments

CO_ML_BEL

Materialledgerindexes

CO_ML_IDX

Transactiondataforcosting-basedprofitability analysis

COPAA_xxxs, COPAB_xxxx, COPA1_xxxx (obsolete)

Transactiondataforaccount-basedprofitability analysis

COPA2_xxxx

Profitabilitysegmentsforcosting-based/accountbasedprofitabilityanalysis

COPAC_xxxx

FundsManagement ObjectsinFundsManagement

ArchivingObject

Earmarkedfunds

FM_FUNRES

Budgethierarchydocuments

FM_BUDHIE

Budgetentrydocuments

FM_BUDENT

FIpostings

FM_DOC_FI

COpostings

FM_DOC_CO

Commitmentsandfundstransfers

FM_DOC_OI

Commitments/actualstotalsrecords

FM_ACTSUM

Budgettotalsrecords

FM_BUDSUM

LO–LogisticsGeneral  Objects in Logistics

Archiving Object

Materials

MM_MATNR

SpecialStocks

MM_SPSTOCK

StatisticalData

MC_Snnn

SelectionVersions

MC_SELVS

GeneralSiteData

WS_ACSITE

PricingDocuments

W_KALK

Singlesettlementrequests

WZR

Settlementrequestlists

WREG

VendorBillingDocuments

WLF

Postinglists

WBU

Remunerationlists

WRECH

Customersettlements

WCI

Expensesettlementdocuments

WSI

AdditionalsDocument

WTADDI

ChangeMasterRecords

LO_CHANGEM

Handlingunits

LE_HU

PackingInstructionsforHandlingUnits

VHU_PI

LE-LogisticsExecution ObjectsinLE

ArchivingObjects

WarehouseManagementRecords

RL_*

Deliveries

RV_LIKP

ShipmentDocuments

SD_VTTK

ShipmentCostDocuments

SD_VFKK

MM-MaterialsManagement ObjectsinMaterialsManagement

ArchivingObject

Purchaserequisitions

MM_EBAN

Externalpurchasingdocuments

MM_EKKO

Purchasinginforecords

MM_EINA

Servicemasterrecords

MM_ASMD

Materialdocuments

MM_MATBEL

Physicalinventorydocuments

MM_INVBEL

Historyrecordsforthestockvaluetables

MM_HDEL

Invoicedocuments

MM_REBEL

PlantMaintenance ObjectsinPlantMaintenance

ArchivingObject

Piecesofequipment

PM_EQUI

Functionallocations

PM_IFLOT

Serialnumberhistory

PM_OBJLIST

Measurementdocuments

PM_IMRG

Maintenancenotifications

PM_QMEL

Servicenotifications

SM_QMEL

Maintenanceandserviceorders

PM_ORDER

Tasklists

PM_PLAN

Maintenanceplans

PM_MPLAN

Object links

PM_NET

Installations

PM_IBASE

Workapprovals(WCM)

WCM_WAP

Applications(WCM)

WCM_WAPI

Workclearancedocuments(WCM)

WCM_WCD

PP-ProductionPlanningandControl ObjectsinPP BillsofMaterial ProcessOrders MasterRecipe ProductionOrders XSteps Routings WorkCentersand Capacities BackflushDocuments

ArchivingObject CS_BOM PR_ORDER PI_PLAN PP_ORDER CMX_XSTEPS PP_PLAN PP_WKC PP_BKFLUSH

PS-ProjectSystem ObjectsintheProjectSystem

Archivingobject

Operativeprojectstructures

PS_PROJECT

Standardnetworks

PS_PLAN

Documentsfortransferpriceagreementsand transferpriceallocations

CO_FIXEDPR

HR-HumanResources  Objects in HR

Archiving Object

PAlong-termdocuments

PA_LDOC

Payrollresults

PA_CALC

Timeevaluationresults

PA_TIME

Tripdata

PA_TRAVEL

Payrolldocumentsforpostingdatato Accounting

PA_PDOC

IndexfilesforpostingdatatoAccounting

PA_PIDX

Accountdataforpensionfund

PA_PFUND

HRobject

BC_HROBJ

Cross-Application Time Sheet

CATS_DATA

ReasonsforArchiving Therearebothtechnicalandlegalreasonsforarchivingapplicationdata.DataArchiving: •

•

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Resolvesmemoryspaceandperformanceproblemscausedbylargevolumesof transactiondata Ensuresthatdatagrowthremainsmoderatesothatthedatabaseremainsmanageable inthelongterm Ensuresthatcompaniescanmeetthelegalrequirementsfordatastorageinacostefficientmanner

PurposeofDataArchiving ThegoalofdataarchivingistoreduceorlimitdatagrowthinyourSAPsystemwhich allowsyoutolivewithinyourcurrentsystemresources.Theresultofnothavingadata managementstrategythatinvolvesprevention,aggregation,deletion,andarchivingmay leadtotheneedtoupgradeyourhardware,additionofdiskspace,expandedmain memoryorCPUimprovements.Thisresultsinagreatercostofmanagingyoursolution environment.

DataManagement:Prevention,Aggregation,Deletionand Archiving Dataarchivingisaveryeffectivetoolforreducinglargedatavolumes.Howeverit shouldnotbetheonlyconsiderationinaDataManagementstrategy.Applyingthe followingfour-stepmethodisrecommendedtoreduceyourdatavolumesbeforeyou startarchiving.

1) DataPrevention Forcertaindataitistechnicallypossibletoswitchoffupdating.Thisisusuallyfordata thatisnotnecessaryfromabusinesspointofview.Anexampleisspooldatabeing immediatelydeletedaftertheiroutput. 2) DataAggregation Insomecasesitispossibletoaggregatedata,forexamplethroughformingsums.An exampleofhowtoapplythismethodwouldbeinlineitemaggregationinCO. 3) Deletion Somedatathatisnotrequiredcanbedeletedratherthanarchived.Anexampleofthis typeofdataisabatchinputfolder.Generallythesefoldersarecreatedduringabatch

transferandarenolongerneededafterthetransfer.Theseprocessedfolderscanbe deletedbyusingadeleteprogram. 4) Archiving

Archivingshouldbeusedfordatathatcannotbepreventednordeleted.Determinehow longyourdataneedstoremaininthesystemfromabusinesspointofview.Onlyarchive thedatathatisnolongerneededforprocessingintheproductionsystem.

Thefollowingfigurecanhelpyoudecidewhentousedataarchiving:

BasisDataArchivingFunctions Tobetterunderstanddataarchivingitisimportanttounderstandthetechnicalbasisofthe functionsandgetanoverviewoftherelevantprocessesandscopeofthefunctions

BasicTermsUsedinDataArchiving ThefollowingarethemostcommontermsinSAPdataarchiving.

ArchiveDevelopmentKit TheArchiveDevelopmentKit(ADK)isthetechnologyatthecoreofdataarchiving.Itis responsibleforcontrollingandmanagingthearchivingsessionsandmakessurethatthe dataremainsinterpretableinthelongterm.ADKisalsoaprogramminginterfacefor applicationprogramsanditisresponsibleforhandlingthearchivefiles.ADKisusedto create,open,write,readandclosethearchivefiles. ThefollowingfigureshowsADKintegrationfunctions.

ArchivingObjects Anothercentralcomponentofdataarchivingisthearchivingobject.Itdetermineswhich tablesareaccessedduringarchivingtomakesurethatabusinessobject,suchasan invoiceorafinancialaccountingdocument,canbecompletelyremovedfromthe database.Inaddition,anarchivingobjectalsocontainsthearchivingprogramsand Customizingsettings,necessaryforarchivingitscorrespondingbusinessobjecttype.

Anarchivingobjecthasthefollowingcomponents:

Datadeclaration Isusedtodefinewhichdatafromthedatabasemakesupabusinessobject.

Archivingprograms o o

o

o o

Writeprogram:Writesthebusinessobjectssequentiallytothearchivefiles. Deleteprogram:Deletesthebusinessobjectsfromthedatabaseafterithasread andconfirmedtheminthearchivefile. Preprocessingprogram(optional):Preparesthedataforarchiving.Thisincludes, forexample,thesettingofanarchivabilityindicator(alsocalledadeletion indicator). Readprogram:Isusedtodisplayanarchivedbusinessobject. Postprocessingprogram(optional):Isusedtoprocessdataafterarchiving;for exampletoupdatestatisticdataorindexes.

Reloadprogram(optional):Reloadsthearchivedbusinessobjectsintothedatabase.

CustomizingSettings Customizingsettingsareusedtodefinethearchiving-object-specificparametersfora specificarchivingsession.Thesesettingsdependonthearchivingobjectsandcan vary. Thefollowingfigureshowsthedifferentcomponentsofanarchivingobject.

Archivingclasses Anothercommontermusedindataarchivingis"ArchivingClasses”.Itreferstodata objectsthatarenotindependentlydefinedfromabusinessprocesspointofview,but whichbelongtogetherfromatechnicalpointofview;theseincludeSAPscripttexts, changedocuments,andclassificationdata.Thesedataobjectsarecreatedwhena businessobjectiscreatedormodifiedandtheyareusuallyarchivedtogether