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Advanced Data
Archiving and Data
Management
Techniques for
SAP Administrators

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Jim Malfetti
Brandywine Data Management Group

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2008 Wellesley Information Services. All rights reserved.

Introduction

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We will explore many advanced archiving topics that will


benefit companies that have already started their
archiving activities, as well as those just getting started
We will explore the analysis phase of the archiving
project in great detail, as well as the prototyping through
implementation phases
We will also explore nonstandard solutions to common
archiving problems that are offered by various SAP
Certified Partners
Brand new SAP archiving functionality will also be
explored, as well as the future direction of SAP with
regard to archiving, Information Lifecycle Management
(ILM), BI, etc.
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What Well Cover

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Support of ongoing archiving activities


Advanced analysis techniques
Prototyping, testing, and production scheduling
Nonstandard requirements and typical solutions
Nonstandard retrieval of archived data
Archiving projects of the future
Wrap-up

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Scheduling and Monitoring Archiving Jobs

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Preprocessing jobs
Write jobs
Delete jobs
Post-processing jobs
Store jobs
Archive Information System (AIS) load program
PBS indexes (possibly)
Data Retention Tool (DART) extracts and
views (possibly)

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New Objects

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Most companies already have 15-30 archiving objects


in production
Mature projects typically add 6-8 new archiving objects
per year
Many new large or fast-growing tables can be addressed
through SAP Note-available programs and not archiving
objects
Complete database, table, and index analysis is required
at least once a year

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SAP Note Identification and Application

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SAP Notes must be reviewed for archiving objects even


after initial implementation
Many SAP Notes that are not contained in Support
Packages have multiple application paths depending on
if youve already archived data or are preparing to,
for example
Support Packages most likely contain SAP Notes that
affect existing archiving objects
Not all Support Package corrections and enhancements
are automatically available, some require explicit
activation of Business Configuration (BC) Sets Don't

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Forget
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Storage Administration

Maintaining storage media

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WORMS
New Magnetic Media (e.g., Hard Disk Write Once)

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Maintaining file systems, directories, etc.


Creating new logical archives
Upgrading SAP

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May require upgrading of third-party Content Server software


May require upgrading of storage protocol (RFC HTTP)

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Upgrading archive servers and other hardware

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SAP Upgrades

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New data archiving functionality available:

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SAP R/3 4.6C


SAP R/3 4.7
SAP NetWeaver 7.0 BI Nearline Storage (NLS)
SAP ERP 6.0 (ILM)

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Well discuss new archive file


routing in the last section!

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New Applications

SAP CRM considerations

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Archiving is available and recommended in most cases


Image integration is likely

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SAP BW

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Many standard extractors cannot load from archived SAP


R/3 data
f Can be done, but it is a mini-project
SAP BW data can be archived using the familiar ADK process
or the new NLS interface available in SAP NetWeaver 7.0 (usage
type BI)

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Other Impacts on Archiving

Company acquisitions, mergers

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Combining archive systems and strategies

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Company spin-offs, subsidiaries, downsizing

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Special archiving requirements

SAP consolidation projects

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Merging SAP systems


Merging SAP archived data

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New Projects

Information Lifecycle Management

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Expiring data
f Certificate of destruction
Identifying data
f Legal discovery
Holding data
f Exceptions to retention rules and destruction

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Material Safety Datasheet (MSDS) solution

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Avoid unacceptable growth in specific tables


f DRAO
Maintain integrity of documents and standard retrieval
transactions

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What Well Cover

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Support of ongoing archiving activities


Advanced analysis techniques
Prototyping, testing, and production scheduling
Nonstandard requirements and typical solutions
Nonstandard retrieval of archived data
Archiving projects of the future
Wrap-up

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Research Historical Database Growth

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Launch DB02
and click on
Space
statistics

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Txn
DB02

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Projected Database Growth

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Projected Database Growth

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6000

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5000

GBs

4000

2000

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3000

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1000

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0
0 5 - 05 - 05 r- 05 -05 -0 5 l-05 - 05 - 05 - 05 -0 5 -0 5 -0 6 - 06 - 06 r- 06 -06 -0 6 l-06 - 06 - 06 - 06 -0 6 -0 6 -0 7 - 07 - 07 r- 07 -07 -0 7 l-07
v
t
t
v
r
r
r
n
c
n
n
n
c
n
ny
b
y
b
y
b
Ju
J u A ug S ep Oc No De
J u A ug S ep Oc No De
J a Fe Ma Ap Ma
Ju
Ju
J a Fe M a A p M a
Ap Ma
Ju
J a Fe Ma

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New functionality June 2005

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Upgrade to mySAP ERP June 2006

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New Business Unit (acquisition) October 2006

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Identify Largest and Fastest-Growing Tables

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Launch DB02
and click
on Space
statistics

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Identify Largest and Fastest-Growing Tables (cont.)

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Identify Largest and Fastest-Growing Tables (cont.)

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Identify Largest and Fastest-Growing Tables (cont.)

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Identify Largest and Fastest-Growing Tables (cont.)

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Download the
report to a local
spreadsheet file

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Identify Largest and Fastest-Growing Tables (cont.)

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Identify Largest and Fastest-Growing Tables (cont.)

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Identify Largest and Fastest-Growing Tables (cont.)

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Look at both table size and growth rate

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Fastest-growing tables may not be your largest tables


f Might be due to new functionality

Don't
Forget

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Size in KB

Top 25 Tables by Growth

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18,000,000
16,000,000
14,000,000
12,000,000
10,000,000
8,000,000
6,000,000
4,000,000
2,000,000
0

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Size

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APQD
S871
BSAS
S022
AFVC
SOC3
COKA
JEST
COBK
CKIT
S852
AFVV
RESB
JCDS
RFBLG
MSEG
AUSP
CDCLS
BSIS
ACCTIT
COSS
COEP
COSP
CKIS
GLPCA

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Table Name

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Other Considerations

Tables with poor performance may not always be the


largest tables

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Therefore, it is important to identify your performance


bottlenecks

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Identify most active tables

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ST03(N) Database performance

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ST10 Table call statistics

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Identify response time issues

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ST05 Performance trace

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Identify tables or programs in slow transactions

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Map Tables to Archive Objects

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DB15

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Txn
DB15

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Identify Your Archiving Objects

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Map archiving objects


to your tables ...

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Txn
DB15

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Identify Your Archiving Objects (cont.)

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Warning

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Tables in yellow will require


additional analysis

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Multiple Archive Objects per Table

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DB15

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Which is the correct object?

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Multiple Archive Objects per Table (cont.)

Some common tables map to more than one


archive object

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Choosing the correct archiving object is not obvious, and


will require additional analysis
Sometimes more than one archive object may legitimately map
to one table (e.g., CDCLS)

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Depends on:

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Release of SAP R/3


Actual composition of data in table

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Example tables are:

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COEP, COEJ, COSP, COSS, COST, GLPCA


CDHDR, CDCLS, AUSP, VBAP, NAST, etc.

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Multiple Archive Objects per Table (cont.)

CO tables

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Profit Center Accounting or Special Ledger?

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Purchasing or sales?

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VBFA, VBPA, VBUK, VBUP

CO_COSTCTR, CO_ITEM, PP_ORDER, or PS_PROJECT?

CDCLS, JCDS Change docs


JEST, JSTO Status
KOCLU Condition records

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GLPCA

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Orders, deliveries, or billing?

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RESB Reservations
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Archive Object Mapping for CO Tables

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Tables COEP, COEJ, COSP, COSS, COST

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Each of these tables may map to multiple archive objects


SAP has developed a series of programs that will map these
tables to appropriate archive objects (RARCCOA1,2,3)
SAP Note 138688 will describe the procedure for mapping each
CO** table to the appropriate archive object

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Archive Object Mapping for CO Tables (RARCCOA2)

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Archive Object Mapping for Table GLPCA

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Table GLPCA

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This table maps to either Profit Center Accounting or


Special Ledger
This table may contain both PCA and SL data
SAP has developed a program that will help reveal the
composition of data from table GLPCA (ZAGLPCA1 and
ZAGLPCA2)
EC_PCA_ITM
f Ledgers 8a, 8c, 8e, or 8z
FI_SL_DATA
f Ledgers 0F (ZZ + Z tables)

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Archive Object Mapping for GLPCA (ZAGLPCA2)

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Notes and Tools

Understanding data type/distribution

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SAP Note 203545 GLPCA


SAP Note 317219 Special Ledger
SAP Note 316468 ACCTIT

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Performing data distribution analysis

TAANA ( 4.6C)
SE11
SE16
Third-party analysis tools (PBS Analyzer, IXOS Analyzer)
SAP Note programs

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Transaction TAANA

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4.6C table analysis: Assists with table to object


mapping, document distribution, and data type analysis

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Final Mappings

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Add final archiving objects


that were identified.
In the case where more than
one archive object maps to
the same table, split the table
size and growth
proportionally to your
findings.
Some other shared tables like
CDCLS, NAST, and AUSP will
remain. To map these tables
to the appropriate archive
object(s), with 100%
accuracy, data composition
must be determined.
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Final Technical Analysis Results

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Technical Analysis Tips

Dont just think your largest tables are your largest


archive objects

Tip

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Map at least your top 200+ tables to archive objects


f Surprising how many smaller tables add up to one large
archive object

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Sxxx tables can be mapped to Sxxx archive objects


Z table could be covered by FI_SL_DATA
Dont overestimate the effects of archiving

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Not every table mapped to an archive object will be subject to


deletion by that archive object

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Further time distribution analysis will reveal how much


data is archiveable, based on residency rules

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Analysis Summary

Complete analysis should be done at least yearly.

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Every six months is better!

SAP Data Management Guide is a great resource


for analysis.
Many tables may be addressed through SAP Note
programs, not archiving objects.
ASUG discussion forum is a great resource
for information.
PBS Software GmbH offers a Database Analyzer solution
and is the only certified SAP Partner solution available.

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What Well Cover

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Support of ongoing archiving activities


Advanced analysis techniques
Prototyping, testing, and production scheduling
Nonstandard requirements and typical solutions
Nonstandard retrieval of archived data
Archiving projects of the future
Wrap-up

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Seven Steps to Your Data Archiving Project

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Technical
Analysis

Build Project
Team

Functional
Analysis

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Craft
Archiving
Strategy

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Prototype

Testing

Implement

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We covered steps 1-4 in my


other session, A Detailed
Introduction to SAP
Data Archiving

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Prototype

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Prototype

Prepare Development client

Transports to QA

Exchange directory, file names, etc.

Prepare QA environment for archiving

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Logical archive, file size, automatic, job


variants, etc.
Object-specific config (document life)
Apply SAP Notes

Archive as you would in production

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Split jobs by retention

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Build Archive Information System (AIS)


structures, test Document Relationship
Browser (DRB), etc.

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Configure archiving objects

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Prepare all supported retrieval methods

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Share prototype with user community


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Testing
Testing

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Four key tests


1. Initial test plan

2.

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Validating representative archivable data in


QA environment
Identifying data that needs cleansing
Applying SAP Notes in QA
Representative cross-section of data
Can be performed before first workshop
with business

Unit test plan

End-user testing scenarios


Testing online transactions, reports,
and scenarios
Testing retrieval of archived data

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Testing (cont.)
Testing

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Four key tests (cont.)


3. Mass test plan

4.

Multiple jobs
Archive as you would in production
(splitting jobs)
Goal is to extrapolate production test
run times

Production test plan

Run archive object EXAMPLE first to test


exchange directory and storage
communications
Ensure jobs behave as expected in production
Ensure all configuration, customizing, and
SAP Notes are correct
Dont forget to activate your AIS structures! 44

Testing Tips

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Testing

Functional analysts should create the test


plans/scripts

A group of end users should perform


testing

Tip

And define online data and archived data to


support them

Theyre less familiar with the design


This is a form of training
Helps divide the work!

Functional analysts should then compare


test results with initial analysis/tests
Always obtain final end-user acceptance
and signoff
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Implement

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Implement

Prepare production archiving schedule

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Ensure all configuration is applied


and correct
Ensure that you have proper authorizations
New functionality allows interruption of write
job for some objects

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Prepare required retrieval methods

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Activate InfoStructures

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Implement (cont.)

Implement

Storage considerations

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Do you have enough room in the exchange


directory?
Is a backup procedure in place?
If you are using WORM (optical) jukeboxes, do
you have enough platters, or open slots?

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Define production variants


Execute and monitor your archiving jobs

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External scheduling possible


f SAP Notes 458670, 133707, 205585

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Plan future archiving schedule

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What Well Cover

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Support of ongoing archiving activities


Advanced analysis techniques
Prototyping, testing, and production scheduling
Nonstandard requirements and typical solutions
Nonstandard retrieval of archived data
Archiving projects of the future
Wrap-up

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Standard Technical Dependencies

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SARA

Transaction code SARA

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Check the Network Graphic for technical dependencies


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Detecting Technical Dependencies

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Check SAP Note 391350 for more information on the Network Graphic
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Technical Dependencies Solutions

Implement the archiving objects in order

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Flexibility

Self-imposed dependencies

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Unique implementation order

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Analysis required for strategy

Additional checks are sometimes possible

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Can create custom archiving objects with dependencies


Industry-specific archiving objects and additional
dependencies

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ISU_BILLZ

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Detecting Functional Prerequisites and Issues

Need basic understanding of potential issues

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DART, SAP BW, interface prerequisites

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Testing might reveal:

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Business complete issues


Business process disruption
Additional retrieval requirements

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SAP DART Dependency for Live SAP R/3 Data

Data Retention Tool (DART)

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Identify DART requirements as early as possible.


DART can only be loaded from online SAP R/3 data!
DART extracts cannot be created from archive files.

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Common nonstandard DART requirements

Create DART extracts from archived data.


f Can be done as a mini-project
Source DART-relevant archived data into temporary tables
or an Archive Information System Structure
Can be very complex and stress the system
f PBS CDART solution
Requires purchase of software

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SAP BW Dependency for Live SAP R/3 Data

SAP Business Information Warehouse (SAP BW)

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SAP BW data can only be loaded online data


There is no standard way to load archived SAP R/3
into SAP BW

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Archive Information System bridge

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Create an Information Structure


Run transaction RS02 to create a DataSource in SAP R/3
Replicate the DataSource to SAP BW and assign to InfoSource
Schedule the extraction via an InfoPackage in SAP BW

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This is a great choice for data that is readily available in AIS


structures, and when you have the space and resources to
load the data

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Should We Archive Master Data Records?

Master data is traditionally not archived aggressively

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Master data usually has too many technical dependencies and


prerequisite archive objects
Most companies only archive master data records that were
created in error

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However, some companies do occasionally have the


need to archive material, vendor, and customer
master records

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Can be a very complex project

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In standard SAP, once a master data record is archived, you


can no longer create new master records with reference to
Issue the old one ...

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Creating Material with Reference to an Archived Material

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1. Standard SAP will not


allow a user to create
new material with
reference to an
archived material
master record (MM01)
2. PBS CMT (Material
Master Data,
Batches/Special Stocks
Module) transaction
code/PBS/ZHRM allows
a user to create new
material with reference
to an archived material
master record

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What Well Cover

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Support of ongoing archiving activities


Advanced analysis techniques
Prototyping, testing, and production scheduling
Nonstandard requirements and typical solutions
Nonstandard retrieval of archived data
Archiving projects of the future
Wrap-up

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Building a Successful Retrieval Strategy

Business teams/end users need access to data that has


been archived
Myth: SAP cant access data once its archived

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Result: Many companies keep too much data online


f And do not comply with retention policies

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Truth: SAP contains standard retrieval options

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They are sufficient most of the time


Custom development and third-party solutions offer even more
options ...

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Options for Retrieving Archived SAP Data

Standard retrieval options

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Single document display


Document relationship browser
Archive information system
Analyze reports
Printlists
Display of original outgoing document (.pdf)

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Additional custom or third-party retrieval add-ons

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Custom Archive Information System/DRB enhancements


Custom retrieval reports and programs
PBS archive add-ons

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Available Retrieval Solutions

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Standard SAP retrieval is evolving to provide archiveenabled reporting and transactions


Although more rare, there are legitimate circumstances
where standard SAP retrieval is not sufficient
PBS Software GmbH offers a packaged add-on
corresponding to groups of archiving objects that
provides additional access options

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Provides access to archived data in near replicas of the original


transaction most seamless access available
PBS offers the only SAP-certified solutions for access to
archived data

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PBS Retrieval for Archived Purchase Order

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Standard SAP
Transaction Code ME23
will not allow the user to
display an archived PO
PBS CMM (Purchasing)
Transaction Code
/PBS/ME23 will allow the
user to view archived PO
in the original view

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* Indicates PO
was archived

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PBS Retrieval for Archived Purchase Order (cont.)

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Double-Click

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Drill-down
relationships
remain intact

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Other Custom Retrieval Solutions

Archive Information System modifications

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Custom InfoStructures
Custom field catalogs

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DRB modifications

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Offers limited opportunity

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DART views

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Custom DART views and extracts can be developed not only to


meet tax or audit requirements, but for internal business
reporting needs as well

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What Well Cover

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Support of ongoing archiving activities


Advanced analysis techniques
Prototyping, testing, and production scheduling
Nonstandard requirements and typical solutions
Nonstandard retrieval of archived data
Archiving projects of the future
Wrap-up

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Current and Future Archiving Integration

Upgrades

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One customer has 150 archiving objects in production

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Expiring qualified data in accordance with retention policies and


other regulations
Preserving data subject to Legal Holds (LH)

Image integration

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ILM projects

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SAP (new archiving functionality)


Storage media or devices
ArchiveLink storage servers

More and more archiving objects

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The same common ADK archiving foundation, as well as NLS

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Current and Future Archiving Integration (cont.)

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Special archiving requirements to remove Company Codes


(CCs), for example

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Merging SAP systems


Merging SAP archived data

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Decommissioning legacy systems

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COLD and ArchiveLink integration

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SAP consolidation projects

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Combining archive systems and strategies

Company spin-offs, subsidiaries, downsizing

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Company acquisitions, mergers

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New document types or workflow, may change DB/Table


dynamics and require new data archiving objects

DART, SAP BW, SAP NetWeaver 7.0 (usage type BI), CRM

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Outgoing documents

Invoices
POs, etc.

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Current and Future Archiving Projects

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ILM projects

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Identifying expired data


Expiring data by retention
f Certificate of destruction
Identifying data that needs to be excluded from destruction
f Legal hold orders
File splitting?
Preparing for expiration before archiving
f Archive File Routing SAP NetWeaver 7.0

_________________________________
_________________________________
_________________________________
_________________________________
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_________________________________
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_________________________________
67

New SAP XML Archiving for ABAP and Java

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________

Source: SAP, 2006

68

ADK vs. XML Archiving

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________

Source: SAP, 2006

69

New SAP WebDAV-like Archive Hierarchy

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________

Source: SAP, 2006

70

Information Lifecycle Management Requirements

_________________________________

The information lifecycle ...


Documents
or data are
created in
SAP R/3

Creation of
subsequent
data or
documents

_________________________________
Data or
documents
are cleared
and business
complete

_________________________________

Online
residence
time
requirements
expire

_________________________________
_________________________________
_________________________________

Data is
archived

Archived data
is retrieved
and viewed by
users

Retention of
online and
archived data
or documents
expire

_________________________________

Data or
documents
are
destroyed

_________________________________
_________________________________
_________________________________
71

How to Destroy Data in SAP

_________________________________

1. Expired data must be archived

_________________________________

2. Expired data must be located

_________________________________

3. File can be deleted if on file system

_________________________________

4. File can be physically destroyed if located on a

_________________________________

unique platter

_________________________________

Assuming no other data resides on that platter with a


shorter retention period or legal hold

_________________________________

5. Run archive object BC_ARCHIVE to clean up final

_________________________________

traces of data in SAP


6. Perform retrieval cleanup (AS InfoStructures, PBS
indices, etc.)

_________________________________
_________________________________
72

Preparation for Archive Management Data Deletion

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
73

Archive Management Data Deletion

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
74

Legal Hold Orders

Legal hold order

_________________________________

Process by which an organization must preserve and prepare


all forms of electronic information when litigation is anticipated
or confirmed
Federal Rules of Civil Proceedings (FRCP)
f Updated December 1, 2006

_________________________________
_________________________________
_________________________________
_________________________________

No fancy SAP solution yet

_________________________________

_________________________________

ASUG has formed an influence council to gather the


requirements for this and other related ILM issues

_________________________________

Procedures can be established to hold data in SAP

_________________________________

Standard options may increase legal liability

_________________________________
75

Plan for Retention Before Archiving

_________________________________

Example Scenario:

_________________________________

Archive Object FI_DOCUMNT


f Retention rules:
7 years for company code 1000
10 years for company code 1100
FI_DOCUMNT customizing only allows one content repository
f Unable to store archive files to different content repository in
SAP releases < SAP NetWeaver 2004
f Unable to selectively hold some data and expire other data
in most archive files

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
76

Need for Archive File Routing

_________________________________
_________________________________

Archive Object: FI_DOCUMNT


Company Code

Retention

100

7 Years

1100

10 Years

1200

15 years

Content
Repositories

_________________________________
_________________________________
_________________________________

F1

_________________________________

Previously, this functionality


was not available, until

SAP NetWeaver 7.0

_________________________________

F2

_________________________________
_________________________________
F3

_________________________________
77

SAP NetWeaver 7.0: Archive File Routing on Different Levels

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________

Source: SAP, 2006

78

What Well Cover

_________________________________

Support of ongoing archiving activities


Advanced analysis techniques
Prototyping, testing, and production scheduling
Nonstandard requirements and typical solutions
Nonstandard retrieval of archived data
Archiving projects of the future
Wrap-up

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
79

Resources

SAP Insider regular and special features columns:


Performance and Data Management, Information
Lifecycle Management (SAP Insider)

www.sapinsideronline.com

Quarterly, Yearly (Jan-March 2007 and 2008 edition)

_________________________________
_________________________________
_________________________________
_________________________________

www.asug.com/forums/

_________________________________

ASUG Annual (spring) and TechEd (fall)

_________________________________

ASUG Archiving Discussion Forum

_________________________________

_________________________________

BITI Archiving Track

Archiving Your SAP Data (seminar training CD)

_________________________________

www.sapinsidermultimedia.com/products/archiving_data

_________________________________
80

Resources (cont.)

SAP Data Management Guide

_________________________________
_________________________________

http://service.sap.com/ilm * > Data Archiving > Data


Management Guide

_________________________________

Your storage system vendor

Helmut Stefani, Archiving Your SAP Data (SAP PRESS,


July 2007, 2nd Edition, ISBN: 978-1-59229-116-8).

Brandywine Data Management Group

_________________________________

IXOS, Mobius, PBS, etc.

_________________________________
_________________________________
_________________________________
_________________________________

www.BrandywineDMG.com

_________________________________
_________________________________
* Requires login credentials to the SAP Service Marketplace

81

7 Key Points to Take Home

Most companies already have 15-30 archiving objects in


production and are increasing at a rate of 6-8 new
archiving objects per year
Complete analysis should be done at least yearly

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________

Every six months is better!

Many tables can be addressed through SAP Note


programs, not archiving objects
Third-party retrieval is sometimes required

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
82

7 Key Points to Take Home (cont.)

_________________________________

Prerequisites such as DART and SAP BW cannot be


ignored without increasing your organizations liability
Data retention/ILM issues are becoming more important
drivers than simply reducing the size and growth rates
of tables
Even if your organization has a current archiving
strategy, it should be revisited to ensure new matters,
such as compliance or new functionality, are taken
into consideration

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
83

Your Turn!

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________

How to contact me:


Jim Malfetti
Jim@BrandywineDMG.com

_________________________________
_________________________________
_________________________________
84

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