SAP DATA ARCHIVING

A Guide to decision making

Page 1

10/27/2011

.............................................................................. LIMITATIONS....................5 2........ COMPLIANCE WITH RETENTION POLICIES....................................... UPGRADE COMPATIBILITY..............................................................................................3.............8 4........7 3......................... PROJECT TASKS AND TIME LINES .......................3............1......................................................................... THE RIGHT MOMENT....... CRITICAL SUCCESS FACTORS............................................................ EFFICIENT USE OF RESOURCES...................................................... SAVINGS AND COST REDUCTION.........................................2...............................12 5.......................................13 5...................................... DOCUMENT OBJECTIVES.................................................................................................................5 2.........................................................................................................4................................................................................4 1..... INCREASED SYSTEM AVAILABILITY....................................... SCOPE.................................................................6 3..............4....4 1...................8............10 5...............................................................................................1....................... LEGAL AND TAX REQUIREMENTS.... MOST RELIABLE METHOD FOR DATA RETIREMENT......................................... EASIER DISASTER RECOVERY....................................................................................... MAINTENANCE COSTS....... INTEGRITY OF DATA............................ CONSIDERATIONS IN ARCHIVING DATA................................ ARCHIVING PROJECT – WHAT DOES IT TAKE?.........1........................... MAINTENANCE ISSUES..........................................9 4...............................7.......13 5.............................................................................................................2..........................4..5 2................................................................................3........................................ LEGAL COMPLIANCE........ BUILDING THE PROJECT TEAM.................................................................................................6........................................................................................................................................................TABLE OF CONTENTS 1.......................................................................................................................7 3.4 2..............................................................6. WHY DATA ARCHIVING..........................13 14 6............................................4 2.....8 4..........................................3...................8........................................................................................... DATA MANAGEMENT STRATEGY..................6........................................5.......................................... SUPPLEMENTARY SOLUTIONS......6 3.............................................................. PRE-REQUISITES...................................... DATABASE SIZE AND GROWTH........................................................................4 1.....................................1........................................................................14 Page 2 10/27/2011 ........4 2.................................................................................................................2....5 3..................................................9 5.......................... PROJECT COST CONSIDERATIONS...........6 3.... CORPORATE DATA RETENTION POLICY.......................................................................................................... EARLY ARCHIVING.............................................................................................................4 2........................................................................................7 3....10 5.................................................5 2........ THE RIGHT MOMENT................2........8 4.................................... LATE ARCHIVING............................ IMPROVED SYSTEM PERFORMANCE................................................................7.....5 2..............4... IMPLEMENTATION COSTS....................................................3........................6 3............. INTRODUCTION.5............................................................................................5.............................................................................................................................4 1....... RESOURCE REQUIREMENTS...................6 3...........................................2...........11 5..........................................................................1.................................................

........................................16 8................15 6..................... NOT SUITABLE FOR REMOVING ORGANIZATIONAL UNITS............................................ RIGHT RESIDENCE AND RETENTION TIMES...........................................................15 6.............15 6...................................................1..................................................................7..... PROJECT MANAGEMENT EXPERTISE............................................................................. INVOLVING ALL EFFECTED PEOPLE.................................14 6...16 Page 3 10/27/2011 ......... GLOSSARY....................................................................15 7............................................1...6......5...................................................................................... TOP MANAGEMENT COMMITMENT.................... LIMITATIONS OF DATA ARCHIVING........................................4.....................................3............................................................. DATA ARCHIVING IS COMPONENT SPECIFIC......................................... EXPERIENCED PROJECT TEAM..................6............................................................15 6..............2....15 7. CORRECT SEQUENCE OF OBJECTS...... COMMUNICATION AND CHANGE MANAGEMENT............................................15 7.............................................................................................14 6.............2..............................................................

more the time it is available to users. you avoid the gradual impairment of system performance and poor response times that comes with keeping too much data.3. the issues discussed in the document could help as a guideline to develop one. Increased System availability There is an inverse relationship between the availability of system to users and the size of the database i. Data Archiving helps to address this issue in a systematic way. 2. One of the major reasons for deterioration in system performance is the increase in database size. It is not possible to set a standard cost benefit equation that would be applicable to all situations.e. the smaller the database. Introduction Document Objectives The process of decision making involved in selecting the right Data archiving solution can get complex with the multitude of variables effecting the decision as well as the options available.2. Technical issues and solutions related SAP data archiving are not covered in the document. 1.4. 2. Why Data Archiving Improved system performance By data archiving. Page 4 10/27/2011 . An attempt is made to highlight various considerations for and against Data Archiving. 1. 1. components and architecture is essential to understand the issues discussed in document. Pre-requisites Basic understanding of SAP R/3 system. It would also be useful for the reader to have awareness of the SAP Data Archiving. 2. it’s functioning.1. However.1. Data Archiving in the context of SAP R/3 system is only addressed in this document. It also highlights the benefits of archiving on the one hand and the costs involved in implementing it and the limitations of SAP data archiving.2. 1. This document is intended to assist in analyzing and evaluating different issues involved in selecting an archiving solution for SAP R/3 Data. Limitations Every organization operates in a unique environment and hence the considerations would also be different.1. It is also intended to assist in understanding Key challenges involved in Data Archiving projects. Scope This document discusses the main drivers in deciding to go for SAP data archiving.

Easier Disaster Recovery Huge database carry higher risk of program terminations and system crashes compared to smaller databases.7. SAP data that has long retention time could be moved to external storage systems or. could be purged using the archiving programs. or the need to deny end user access to certain areas temporarily. Efficient Use of Resources Resources. Legal Compliance SAP provided features like DART helps to comply with audits and legal requirements. As an extra benefit. 2. 2. Compliance with Retention policies Data archiving helps to comply with the corporate retention policies regarding business data. 2. 2.3.6. Functionality required for archiving SAP data is available in the standard Page 5 10/27/2011 . which keeps your overall IT costs down Less data would mean less programming. if expired. This is mainly due to the operations that require the application system to be shut down.Reduced database size would make it easier to maintain the database. Upgrade compatibility Data archiving is “Future-proof”. 2. If the database is wiped out or corrupted for some reason. Certain data like Financial Accounting documents need to be retained for a long time to comply with legal requirements. reduced data volume reduces administrative work. it takes longer time to lay it down from tape with large databases. DART was developed by SAP in coordination with ASUG primarily for complying with the IRS requirement for retention of financial accounting data. CPU and networks are used more efficiently.8. memory. less testing and not having to worry about getting every bit of computer horsepower working together to get it moved as fast as possible. 2. These delays could be worse when upgrading to a newer software release or when recovering data after a system crash. Most reliable method for data retirement Data archiving is the only method supported by SAP for removing data from SAP system consistently. A lien and healthy database ensures easy recovery in case of any disasters. This could be easily achieved without effecting system performance by archiving the data and storing it outside SAP system. Metadata is saved in the archive file along with the actual application data so that the archive file can be read long after it was created and even after the system is upgraded. such as hard drives. that is independent of hardware and software release levels.4.5. The stop and restart time would be less and the maintenance windows could be smaller.

and a comprehensive data management strategy helps to address these in totality. 3.4. BSIS are difficult to be reorganized because they cannot be exported/imported in the allowed maintenance windows. the longer it takes to stop and restart the database. Page 6 10/27/2011 . The smaller the database. Consequently the down time would increase in proportion to the growth in database size. 3.2. Larger database directly impacts dialog transactions and reports resulting in longer wait time for users. Performance issues and performance tuning activities take up significantly more time if the database size is huge.1. 3. 3.3. Data Management strategy Given the importance of data in today’s workplace. This causes slower response on the system because the tables cannot be reorganized.system and is supported by SAP. Tax and business requirements. SAP also ensures integration of data retrieval with standard business transactions in many cases.. Near-line storage systems etc. Different options are available to suit these varying requirements like Data warehouse. but my cause huge problems in large SAP databases. the better the system performance. more and more companies are expanding the Data archiving project to become a total data management project. One of the important considerations in implementation of Data archiving projects is the corporate data retention policy. especially those with high growth rates. Large tables like COEP. 3. Standard SAP system consists of archiving objects to remove data from almost every application area. where you are trying to squeeze every performance efficiency possible. Legal. The requirement for data may vary from management reporting to Legal requirement to keep the data. Maintenance issues The more the data. Inefficiencies in software code may not show up in smaller databases. This policy needs to be drafted considering all relevant aspects including the Audit. Data archiving helps organizations to ensure compliance with the corporate data retention policies. This helps to accomplish the goals with least or even no development work. Considerations in archiving data Database size and growth System performance is seriously impacted by the growth in database size. Corporate Data retention policy More and more organizations are considering it important to have a clearly spelt out Information Management and Retention policy.

storage and retrieval of SAP data. Even with faster hardware it would still take multiple days to move. Additionally. Using SAP Data Archiving. Custom objects could be created for archiving custom tables. 3. Storage solutions provided by IBM’s Commonstore are highly compatible with SAP. 3.5. especially in data retrieval. LIS structures etc.6. Archiving objects are designed taking into account the technical dependency of data in R/3 tables for consistently removing data from the database. audit and tax requirements for the data. Other solutions like CDART enhance the functionality provided by SAP. it takes much longer to apply new functionality to the database. Supplementary solutions Third party solutions are available for supporting the process of archiving. Solutions are available from vendors like PBS software. also satisfy the legal requirements for storing archived data. HSM systems etc. The volume of SAP data directly relates to the amount of time it takes to refresh production test environments. Page 7 10/27/2011 . important business objects such as accounting documents and material master records can be selectively removed from the database in such a way that the user does not have to worry about the underlying physical table design. Storing Archived data could be done using SAP Content Management Service (CMS). you may have to work with many disk packs instead of a few during any kind of file system maintenance. Legal and Tax requirements Another important consideration while deciding to archive data is the Legal . Integrity of data SAP Data Archiving is highly integrated with application modules and automatically ensures integrity of remaining data in the system. Archiving functionality provided by SAP addresses the requirement in most cases. A good archiving system must help to ensure that the archived data complies with this multitude of requirements. It would be hard to move to a different hardware platform. which highly integrate the archived data with the SAP standard retrieval transactions. since a different hardware platform means you have to export the database and import it.There is more maintenance involved if the database volume is large. networks etc.7. Archive link interface facilitates storing of archived data in external storage systems. Retrieval of archived data is another area where many supplementary solutions are available. For example. 3. Steady growth of database would require frequent upgrade in system resources like servers. DART was co-developed by SAP in association with ASUG for supporting some important requirements specified by IRS.

It cannot be expected to return a database to high performance state after all other resources are exhausted. Various components affecting the cost of an Archiving project is explained in Point 5. at an early stage. In almost all cases.8. Each and every organization has unique dynamics. it certainly plays an important role in the decision making process. Conversely. Together with knowledge of the existing system. Instead. it is possible to estimate the number of documents and quantity of accompanying data. Data Archiving should be considered in the early stage of the SAP R/3 implementation during the sizing phase. the decision to implement data archiving can therefore be made at an early stage and the necessary steps implemented. Country-specific considerations and additional requirements for external audits must also be taken into account. unnecessary problems and costs arise if archiving is only carried out to resolve performance and administrative bottlenecks. by removing unnecessary data from the database. Even before a system or a process is live. Even though a cost benefit analysis is not always the deciding factor in an Archiving project. Ideally. the need to archive data is addressed in the early stage of a system or process.Generally auditing or controlling department helps to identify the legal requirements of the archived data from the legal point of view. Project Cost Considerations Another important consideration in evaluating an archiving project is the cost involved in implementing it. The aim is to keep database volumes to a minimum.1. external and internal. Page 8 10/27/2011 . The employee responsible for the application or process knows the business processes and is familiar with the data objects that are linked with those processes in R/3. Early Archiving In this scenario. Data Archiving is primarily a preventive tool for keeping the database healthy and fit. 4. and it is not pragmatic to apply a common yardstick to all situations. 3. the cumulative data quantities should be estimated for the future. The right Moment Data archiving should not be seen as the last resort to prevent system collapse after all possible hardware upgrades have been implemented. such as setting up a plan for regular archiving. Generally two scenarios can be identified: ⇒ Early implementation of the archiving project ⇒ Late implementation of the archiving project 4. data archiving should be part of the regular maintenance procedures. such as backup or database reorganization.

It is necessary to involve all of the groups involved in carrying out a joint analysis and creating a requirements catalog. this involves gathering information on the size and growth rate of database tables. Designing the archive involves incorporating the requirements that have been identified during the analysis phase in a uniform archiving concept and setting up a concrete archiving plan. During implementation phase. the data objects that are no longer required are removed from the database according to the previously created implementation plan. this statement is not true for two reasons. Issues Faced in Late Archiving • • • • • • • • It is highly essential to start archiving before exhausting all other resources Could be beneficial to monitor the growth for a while after implementation and start archiving Project gets more complex as the database grows bigger Data archiving programs need more resources Longer recovery time in case of disaster Maintenance windows for “data hygiene tasks“ might become insufficient Increased down time for upgrade of software releases Slower system response time makes all online users less efficient 4. Late Archiving In this scenario. The Right Moment Data Archiving is often thought to be worthwhile only after a system has reached a certain size or has been in life for a certain period. In the first instance.4. This situation occurs when performance or administration problems arise due to large data volumes. Next. you will experience the following additional problems when archiving data: ⇒ Longer runtimes for the archiving programs ⇒ Additional system load caused by archiving Data archiving requires more than just the physical removal of data from the database. However. the aim is to stabilize and reduce database volumes. A second step involves identifying the archiving objects that are assigned to these tables.2.3. If you are already experiencing system bottlenecks. the data objects are then checked for archival status and to determine what requirements are to be placed on the archived data. Page 9 10/27/2011 .

It is much more important to take into account the business environment in Page 10 10/27/2011 . It is usually the case that within 1-2 years from the time of R/3 system going live.1. WORKITEM. Archiving Project – What does it take? Building the project Team During data archiving. This is based on the assumption that: • • • 1400 1200 1000 Size in GB 800 600 400 200 0 1 2 3 4 Year 5 6 7 SAP R/3 was implemented in Year 1 Annual Database growth 200 GB Online retention for data 18 Months Not Needed Online Needed Online Within 3 years from going live about 50 % of the data is generally not required online and by the sixth year 3 out of four records is found to be achievable. This is primarily because most of the data stored in the system on closed business transactions are not required to be accessed except in exceptional circumstances. change in volume of business and specific requirement for online access to data. application areas or tables can grow very quickly and reach a significant size in a very short time. the data required online in the R/3 system nearly stagnates. it is not sufficient just to remove the relevant data objects from the database. 5. there are many archiving objects that can be used as soon as the initial implementation is completed e.First.g. 5. IDOC etc Second . even if the database grows moderately. The following Chart highlights the volume of data created by the R/3 system which is not required to be maintained online. The equation might vary based on addition of functionalities implemented. from a business point of view .

Project Phase Program set up Duration 1 Weeks Key Tasks • Assemble project team • Identify project objectives • Create Outline concept • Requirement analysis • Data Prevention possibilities • Retention/Residence times • Storage concept • Implementation plan • Archive and Retrieval design • Basis customizing • Application customizing • ArchiveLink customizing • Enhancements • System testing • Integration testing • User training • Transport settings • Create variants • Pre-processing Milestones Outline concept created Business sign off Blueprint Business blue print 3-4 Weeks Realization 4-6 Weeks User acceptance of system Go Live 2-4 Weeks Project Close Page 11 10/27/2011 . • • • • • • • • Database administration R/3 System administration / BASIS Finance and Controlling Internal auditing department / External auditing Information management and retention team Persons responsible for the application External service providers. such as consultancies SAP Remote Archiving Service 5. Project Tasks and Time Lines While it is neither possible nor pragmatic to prescribe a schedule to fit all projects. The following table lists the tasks involved and the time required in a typical project.2.which the data objects are embedded in order to understand the consequences of archiving. The following groups are possible participants in archiving projects. The exact composition of the groups will vary according to the size and the internal organization of the enterprise. As some application objects are used in cross-application process chains. it may often be useful to know the tasks and time involved in an archiving project. It is assumed that the organization has only the main SAP modules implemented and the business complexity is average. the persons responsible for individual applications should be involved in the archiving project.

It will also depend on the complexity of each business scenario and technical environment. It is assumed that the organization has only the main SAP modules implemented and the business complexity is average. Customization of Data retrieval or enhancement requirements would also effect the resource and effort required in a Data Archiving project. groups etc SAP R/3 application being used Basic understanding of SAP Data Archiving Project Management Change Management SAP R/3 application SAP Data Archiving Storage systems Business Analytical skills Communication skills SAP R/3 Functional Expertise (Including configuration and customization) SAP R/3 Technical Knowledge SAP R/3 Data Archiving expertise SAP R/3 ArchiveLink knowledge Data Base systems and storage systems Project management R/3 ABAP development experience Data Archiving knowledge Working knowledge of basic UNIX functions Knowledge of ALE/IDOC/Workflow Excellent verbal and written communication Team experience working with off-shore model R/3 BASIS experience DBA knowledge Knowledge of storage systems ArchiveLink experience Data Archiving knowledge preferred Working knowledge of basic UNIX functions All Phases Business blue print Realization Go Live Technical consultants Realization Go Live - BASIS consultants Realization Go Live - Page 12 10/27/2011 .3. Resource Project Manager – Customer (1) Project Manager – Consulting Partner (1) Data Archiving Consultants Project Phase All Phases Skill required Project Management Internal dynamics of the organization Key contacts for different divisions.• • • • Execute archiving Post processing Database re-organization Project close 5. Resource requirements Resource requirements on a Data Archiving project will generally depend on the modules that have been in use in the system.

Data Archiving projects in most cases considered as part of a enterprise wide Data Management Strategy.5.g.Stake holders ( to be available through project on part time basis ) Business blue print Realization Go Live - Business specific knowledge Data retrieval needs SAP User experience Legal and tax requirements 5.Type of storage ( e. Maintenance Costs • • • Costs Server upgrade costs Network upgrade costs Personnel costs • • • • Influencing factors Hardware costs / installation Software upgrade costs Consulting resources Employee / outsourcing expense 5.4.6.Nil ( Part of standard SAP application ) DBMS Solution Net working Storage system software ( e.g. Implementation Costs Costs Hardware Costs Software Costs – SAP R/3 Data Archiving / DART / ArchiveLink Software Costs – Storage system Deciding factors . HSM ) .Server sizing . IXOS ) Service Charges Consulting fees Training costs Project resource requirements Project timelines Number of modules in use Complexity of business environment Custom development for Data Retrieval Installation costs Consulting costs 5. Savings and cost reduction Considering the importance of data in today’s business . Corporate Information management and retention policy also plays an important role in deciding Page 13 10/27/2011 .

In a financial Cost Benefit analysis . Savings Server upgrade costs ( Avoidance / Postponement ) Key factors Hardware costs Installation costs Network upgrade costs DBA expenses Consulting expenses DBA costs Storage media costs Consulting resources Back up tapes DBA expenses Reduced down times Reduced wait times for users Less wait time for customers Maintenance costs Back up Costs Improved Performance availability and system - 6. Understanding of the multitude of issues involved becomes critical in understanding dependencies of data.archiving of Data. Page 14 10/27/2011 . 6. Involving all effected people Another key to successful implementation of Data Archiving projects is to turn the people effected into people involved from the beginning of the project. retention times. Critical Success Factors Experienced Project Team Archiving of business data is a highly critical and complex process and one of the major factor in ensuring it’s success is the experience of the project team in implementing Archiving projects. designing and testing of the system. Stake holders could valuable inputs in developing Business blueprint.1. 6. technical and data archiving knowledge in addition to the business functional knowledge. archive triggers and deciding implementation plan. It is important to take all the stakeholders into confidence and involve them in different project phases. Data Archiving team has to have the right combination of SAP application.2. the following are the key benefits accruing from data archiving projects.

Communication and Change Management Data Archiving projects effects almost every department in an organization. Right residence and Retention times To ensure the availability of data for internal and external requirements of an organization. 7. it is important to have the correct residence and retention time assigned to it. the data remain linked to the corresponding component. With far reaching implications. and more so in a Data Archiving project.1. Page 15 10/27/2011 . Limitations of data archiving Data Archiving is component specific After archiving. 6.4. Data cannot be transferred or processed by other components. Correct Sequence of objects Dependency of business processes with each other also results in dependency of the documents created by the processes. Deciding of retention times for data. The project manager should have expertise in managing SAP projects and preferably Data Archiving projects. One business that involves several application components cannot be archived as one over all process. the stakeholders effected by an archiving project does not find anything in it motivating them to give their commitment. Another factor that adds importance to the commitment of top management is the fact that.6. 6.5.3.7. especially with complex objects in CO like CO_COSTCTR. non availability of which could effect business functioning. Project Management Expertise Experience in managing complex information system projects is an important factor that will contribute to the success of archiving projects. 6. which adds to the importance of their commitment. it is important to give due priority to change management and communication aspects. 6. often. introduction of new user interfaces to access archived data are some areas where the change management and communication skill of the project team would be put to test. This assumes enormous importance when we consider the fact that the data being archived are business critical information. Top Management commitment The importance of commitment from top management for any successful project cannot be over emphasized.6. 7. Many times data archiving effects the way middle and senior management does reporting from the SAP system . While archiving business data it is critical to take this factor into account to ensure integrity and consistency of data.

FI_DOCUMNT (Financial Accounting Document) Optical archiving Electronic storage and management of documents such as original documents. Residence period Period that must elapse before application data can be archived. Retention period Total period of time that data is held in the database including in an Archive. Data that pass the retention time is considered expired and hence destroyed. This operation could be requested if a plant or a company division is sold and the corresponding data was no longer required to be maintained. outgoing documents. Restore Rewriting the backup copy to the database to recreate the original sate of the database after a system termination.2. WORMS. Archiving object Set of interdependent business data that is periodically extracted from the current system and archived according to individual criteria. The residence period can be based on various application-specific data. months or years. print lists in an external storage system that is usually based on optical media (CDs. SAP ArchiveLink Data interface that is embedded in the Basis component and that controls communication with an external storage system. Not suitable for removing organizational units Data archiving is not suitable for deleting organizational units from the system.7. E. goods issue date.g. 8. because the archiving objects rarely contain the exact data that needs to be removed. Data archiving cannot simply remove specific sub-areas from a system. weeks. posting period. Glossary SAP Data Archiving SAP Data Archiving is the process in which business objects such as accounting documents and material master records are selectively removed from the database in such a way that the user does not have to worry about the underlying physical table design. and so on). such as creation data. Enables access to stored documents Page 16 10/27/2011 . The period can be specified in days. Reorganization Reorganization refers to the restructuring of database tables with the aim of using memory space efficiently.

from the SAP application. Page 17 10/27/2011 .

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