-deepak kumar senior consultant, infosys technologies ltd.hosteddocs.ittoolbox.com/archiving...
TRANSCRIPT
SAP R/3 : Archiving Requirement Essentials
-Deepak KumarSenior Consultant, Infosys Technologies Ltd.
SAP R/3 : Archiving Requirement Essentials
Agenda
Data management approach
Archiving process overview
Archiving requirement analysis
Key decisions
Recommendations
Proposed Roadmap
SAP R/3 : Archiving Requirement Essentials
Scope of Work
Determine current and projected dB growth
Identify largest and high growth tables
Identify relevant Archiving objects
Identify tables without Archiving objects
Archiving requirement essentials and key decisions
Evolve a housekeeping framework
Recommendations and Proposed Roadmap
SAP R/3 : Archiving Requirement Essentials
Agenda
Data management approach
Archiving process overview
Archiving requirement analysis
Key decisions
Recommendations
Proposed Roadmap
SAP R/3 : Archiving Requirement Essentials
Data Management Approach
Is the data really needed ?
Data PreventionNo
Can the data be aggregated ?
Data AggregationYes
Can the data be deleted ?
Data DeletionYes
Can the data be archived ?
Data Archiving
Yes
Hous
ekee
ping
Fram
eww
ork
No
Data staysin dB
No
Perio
dic
YesNo
SAP R/3 : Archiving Requirement Essentials
Data Prevention
•Data is generated that is not required by business
•Deactivate certain tables in SAP from being updated
•This prevents online db to be updated unneccessarily
•Should be done after business confirmation
Example: Spool can be deleted automatically after their output (TST03), Summarised accounting data from MM to FI module
Table ACCTHD,ACCTCR ,ACCTIT etc.
SAP R/3 : Archiving Requirement Essentials
Data Aggregation
• High volume data can be aggregated as totals with sufficient levels of details
- Have data aggregated at header level instead of also having at item levels
• Obtain business confirmation for the identified data
• Data created in future would only be agregated. Previous data may still need to be archived
Example: Profit centre accounting data (table GLPCA), CO line items by period (table COEP) , profitability analysis tables
SAP R/3 : Archiving Requirement Essentials
Data Deletion
• Data which is not required for archiving is deleted shortly after its creation
• Ensure the data to be deleted is not refrenced by other set of data
• For tables where deletion is performed, check database indexes for fragmentation if system response is slow. Regenerate indexes on weekly basis
Example: SAP office data (table SOC3), RFC call data (table ARFCSDATA), Spool data (table TST03) etc.
SAP R/3 : Archiving Requirement Essentials
Evolve Housekeeping Framework
• Required for periodic housekeeping jobs
• Identify the tables which needs to be managed
• Take approval for any business object related table
• SAP provides many standard jobs
• Monitor the housekeeping jobs
In addition to the housekeeping, perform archiving periodically
SAP R/3 : Archiving Requirement Essentials
Agenda
Data Management Approach
Archiving process overview
Archiving Requirement Analysis
Key decisions
Recommendations
Proposed Roadmap
SAP R/3 : Archiving Requirement Essentials
Archiving Process: Schematic flow
Online dB File System OpticalArchive
ArchivingObject
External StorageSystem
SAP Archive Link
Data Archiving
Archive Files
Archiving is moving data from online database via archive file and storing it on the file system or an external storage system so that it remains accessible to the users and auditors
SAP R/3 : Archiving Requirement Essentials
Benefits of Archiving
• Important for long term database management
• Improved system response time and performance
• Faster backup and recovery time, Faster release upgrades
• Reduced time for client copies and client refresh• Enhanced Users productivity • Reduced maintenance and administration cost – Lower TCO
-Administration cost are 5 – 7 times more than the cost of storage hard disks
-Better usage of resources e.g. Network, CPU, memory because of reduced data in dB - lower or no investments
SAP R/3 : Archiving Requirement Essentials
Archiving Process Overview
Identify Archiving Objects. These have linked programs to
enable archiving process.
Plan for tables without Archiving Objects.
Create archive files
Transfer the archive files to external storage system.
Data is deleted from online dB.
Access the archive data as and when required
SAP R/3 : Archiving Requirement Essentials
Archiving Object
• Archiving object are SAP standard objects that facilitates the process of archiving (have linked programs)
• Archiving object defines which database tables must be handled together as single business object
• 1 Archiving object = 1 Business object
Business Object Archiving ObjectMaterial Document MM_MATBELSales Order SD_VBAKSales Invoices SD_VBRTFI Documents FI_DOCUMNTWorkflows Workitem
(Facts and Figures for illustration purpose only)
SAP R/3 : Archiving Requirement Essentials
Archiving Object: Relationship with Tables
• Archiving Object is linked to multiple tables and access / removes data from the same during archiving
• 1 Archiving Object = n tables
Example: Archiving Object MM_MATBEL consists of 3 tables
SAP R/3 : Archiving Requirement Essentials
Agenda
Data management approach
Archiving process overview
Archiving Requirement Analysis
Key decisions
Recommendations
Proposed Roadmap
SAP R/3 : Archiving Requirement Essentials
Analyse : Database facts
• Current dB Size– Allocated Space 605 GB– Used Space 586 GB– % Used : 97
(Facts and Figures for illustration purpose only)
• Identify Natural Growth say of XXX GB/month • Estimate Projected Growth of XXX GB by period (e.g. year end)- Take into account additional load from new or current
Project Go-Live
Used Space in Database
400
450
500
550
600
650
Alllocated Space (GB) Used Space (GB)
Size
(GB
)
SAP R/3 : Archiving Requirement Essentials
Analyse : Current and Projected DB Growth
Current and Projected Database Growth
-100.00200.00300.00400.00500.00600.00700.00800.00900.00
Dec-04
Jan-05
Feb-05
Mar-05
Apr-05
May-05
Jun-05
Jul-05
Aug-05
Sep-05
Oct-05
Nov-05
Dec-05
Time
Size
(GB
)
Linear Growth + New Projects
(Facts and Figures for illustration purpose only)
SAP R/3 : Archiving Requirement Essentials
Analyse : Allocated and Used Space
DB Allocated and Used Space
-
100.00
200.00
300.00
400.00
500.00
600.00
700.00M
ar-0
4
Apr
-04
May
-04
Jun-
04
Jul-0
4
Aug
-04
Sep
-04
Oct
-04
Nov
-04
Dec
-04
Jan-
05
Feb-
05
Mar
-05
Apr
-05
May
-05
Jun-
05
Time
Size
(GB
)
DB Allocated SpaceDB Used Space
(Facts and Figures for illustration purpose only)
SAP R/3 : Archiving Requirement Essentials
Determine : Largest Table
• Use tocde DB02/DB15
• Prepare largest Table list
• Focus on Tables > 1GB
Analysis:
(Facts and Figures for illustration purpose only)
SAP R/3 : Archiving Requirement Essentials
Determine : Fast Growth Table
• Identify tables growth rate > 10 MB/day• These may not be largest table• Generally indicates fast growing tables• A table which is also large and fast
growing is a definite candidate for Archiving
(Facts and Figures for illustration purpose only)
SAP R/3 : Archiving Requirement Essentials
Identify : Priority Areas that need Archiving• Suggested Priority Areas: Based on the analysis for largest tables :
-Application Logs (All Modules)-Unit/Item Costing (CO)-Spool Data (All Modules)- Idocs (All Modules)-SAP Office Items (All Modules)-FI Documents (FI)-Workflow Items (MM)-Material Documents (MM)-Profitablity Analysis (COPA)-SD Delivery and Invoices (SD)-Purchasing Documents (MM)
Finalise withBusiness
and IS
(Facts and Figures for illustration purpose only)
SAP R/3 : Archiving Requirement Essentials
Analysis : Identify Archiving Objects
• Identify Archiving objects for the tables to be managed
(Facts and Figures for illustration purpose only)
SAP R/3 : Archiving Requirement Essentials
Analyse : Tables without Archiving Objects
• Certain large tables do not have archiving object in SAP• Archiving is not possible for these tables• Such tables have different data management approach• Identified tables are as follows:
Table Name Size (GB) Description Data Management Possibility
TST03 13.91 Spool Data Deletion/PreventionSOC3 11.73 SAP Office Deletion/Archiving through program and
not through Archiving Object
ARFCSDATA 3.15 ARFC Call Data Deletion/Prevention
(Facts and Figures for illustration purpose only)
SAP R/3 : Archiving Requirement Essentials
Unsatisfactory Table and dB Intensive Transactions – Input to Archiving/Data Mgt.
• Unsatisfactory table performanceTable Name Program/Report Name
RBKP SAPLMRMC
EDIDCRBDAPP01
SWWWIHEAD RSWWCOND
EBAN SAPLZEPB_PMFUNCTION
• Database intensive transactionsReport /Transaction Name DB AccessTime as % of
overall Response Time (Above 40)
RBDAPP01 88.2
RSWWCOND 80.8
SDBONT06 44.4
MIRO 64.9
(Facts and Figures for illustration purpose only)
SAP R/3 : Archiving Requirement Essentials
Agenda
Data Management Approach
Archiving process overview
Archiving Requirement Analysis
Key decisions
Recommendations
Proposed Roadmap
SAP R/3 : Archiving Requirement Essentials
Important: Determine Residence/Retention time
Data which can be Archived depends upon:
Residence Time Retention Time
Residence Time : Time between Object creation and moving to archive
Retention Time : Time between moving to archive and deletion from archive
Archiving Deletion from ArchiveObject Creation
SAP Online dB External Storage System
-Legal/Audit requirements-Internal requirements-Business requirements
-Business requirements-IT requirements
Archiving Prerequisite: Business completion of document AND Residence time is expired
SAP R/3 : Archiving Requirement Essentials
Important: Determine Residence/Retention time
• Take Input from Corporate Data Retention Policy
The Retention period would need to be agreed with Business, Legal and Audit departments. The requirements varies from country to country.
(Facts and Figures for illustration purpose only)
SAP R/3 : Archiving Requirement Essentials
Archiving Object: What details it contains•Technical programs/settings
- Preprocessing Program- Read , Write , Delete Programs- Parameters for control of Archiving process
•Customisation settings- Maximum single file size (e.g. 10 MB)- Maximum number of data objects (e.g.10,000)- Settings for delete (online database) program- Sequence of copying and deletion- Path for file system/content repository
SAP R/3 : Archiving Requirement Essentials
Important : Identify right Archiving Object
• Find right Archiving objects for a table which is shared by multiple Archiving objects
• Perform Data Distribution Analysis across Archiving objects and tables
• Use OSS Notes and SAP standard programs
• Use Third-party analysis tools- PBS Analyser Tool (www.pbs-software.com)- IXOS DB Analysis Tool (www.ixos.com)
SAP R/3 : Archiving Requirement Essentials
SAP standard tools for Archiving• Database size, growth (tcode DB02)
• Table size analysis (tcode DB02)
• Table and Archiving Object relationship (tcode DB15)
• Data Distribution by Archiving object (OSS programs, tcode TAANA, tcode SARA)
• Archiving Development Kit (ADK) (tcode SARA)
• Archiving Information System (tcode SARI)
• Archiving Object setails (tcode AOBJ)
• Document Relationship Browser (DRB) (tcode ALO1)
• SAP R/3 uses SAP Archive Link to connect to external storage system
SAP R/3 : Archiving Requirement Essentials
Challenge : Identify right Archiving Object ?
Case: Find right Archiving objects for a table which is shared by multiple Archiving objects
• Step 1: Use tcode DB15 for identifying archiving object for a table or vice versa. See below objects for table COEP :
SAP R/3 : Archiving Requirement Essentials
Challenge : Identify right Archiving Object ?
Step2 : Check for analysis programs in SAP R/3. SAP provides analys programs for many tables. Example: Analyse CO tables
SAP R/3 : Archiving Requirement Essentials
Challenge : Identify right Archiving Object ?Step4 : Identify tables to be analysed.
Example: CO tables
SAP R/3 : Archiving Requirement Essentials
Challenge : Identify right Archiving Object ?Step4 : Display the analysis for Archiving objects vs Tables
SAP R/3 : Archiving Requirement Essentials
Challenge:Right archiving object/data distribution
Check for OSS notes for analysis : Examples
• CO Tables (COEP, COEJ, COSP, COST, COST)
CO_COSTCTR or CO_ITEM or CO_ORDER or PP_ORDER
Note_138688_CO tables.txt
• GLPCATables (GLPCA, GLPCP, GLPCT)
EC_PCA_ITM or FI_SL_DATA
Note_203545_GLPCA.txt Note_317219_FI Ledger.txt
• Understanding data distribution – Object MM_ACCTIT
How data is disctributed for org. unit and periods in tables
Note_316468_Accounting Interface.txt
SAP R/3 : Archiving Requirement Essentials
Important: Archived Data Retrieval
• Ascertian retrieval frequency of data from users, auditors, customer service groups
• Retrieval frequency affects choice of storage media-Hard Disk (fast) or WORM
• Identify the data retrieval steps upfront
• For all modules archived data can be retrieved through SAPapplication menupath
SAP R/3 : Archiving Requirement Essentials
Archiving – Data Retreival• For All Modules: Archived data can be retrieved through :
– Archiving Information System (AS) (tcode SARI)– Data Relationship Browser (DRB) (tcode AlO1)– Archiving Development Kit (ADK) (tcode SARA)
• FI and MM module provide Single Document Display– FI document display – from normal dispaly tcode– MM module menupath for Purchasing documents, Material
Documents etc.
• Using Printlists – All modules– Any report can be stored as printlist using ArchiveLink– Retrieval through Archivelink
SAP R/3 : Archiving Requirement Essentials
Data Retrieval : Archive Information System • For all modules. Use tcode SARIExample: Retrieve archived Idocs
Step 1: Enter Archiving object and Infostructure
Step 2: Enter search/relevant
parameters
Different views to dsiplay data:
1. Technical View2. Business view3. User defined view
SAP R/3 : Archiving Requirement Essentials
Data Retrieval : Document Relationship Browser (DRB) • For SD/MM/FI documents only. Use tcode ALO1
SAP R/3 : Archiving Requirement Essentials
Archiving – Module level direct retrival
• FICO Module– FI document display – from normal display tcode FB99
SAP R/3 : Archiving Requirement Essentials
Archiving – Module level direct retrival
• MM Module– Purchasing Documents – Material Documents– Material Master– Purchase Info Records
• SD Module – Billing Documents
SAP R/3 : Archiving Requirement Essentials
Important: Identify Data Dependencies
• R/3 Archiving programs normally check data integrity
-Documents needs to be closed/completed before these can be archived
-Residence time is checked
-Subsequent document dependency is checked
• To Identify data dependencies:- Search OSS notes by Archiving object- Use SAP`s ADK network graphic tool(ADK: Archiving Development Kit)
- Third party analysis tools
SAP R/3 : Archiving Requirement Essentials
Identify Data Dependencies using ADK network graphic tool
• Tcode: SARA • Dsiplays dependency between Arichiving objects• Displays whether an archiving object is ready for archiving or not
SAP R/3 : Archiving Requirement Essentials
Important: External Storage System Requirement
• Need for external storage system
-Must if printlists are used for archiving
-Seggregation of data based on retrieval fequency
-Durability of Storage media
-Increased data security (original and backup discs)
-Jukebox configuration faciliates data management
-Should be compatible with SAP Archivelink
-Scalable system
-Adequate response times
-May be a long lead item
SAP R/3 : Archiving Requirement Essentials
Important: Key Technical Decisions
• Naming convention for archive files
• Maximum size for archive files
• Maximum number of objects in single archive file
• Archiving job execution plan: parallel or serial
• Evaluate need for custom Archiving objects if required
• Storage media: a) Worm platters b) Hard disk or c) Tapes d)other optical disc or combination of these
SAP R/3 : Archiving Requirement Essentials
Agenda
Data Management Approach
Archiving process overview
Archiving Requirement Analysis
Key decisions
Recommendations
Proposed Roadmap
SAP R/3 : Archiving Requirement Essentials
Formulate Recommendations• Identified largest tables/archiving object should be archived
• Identified tables where archiving is not possible should be managed using other data management procedures
• Data management approach should be followed as applicable:
-Data Deletion, Data Prevention, Data Aggregation-Evolve and Implement Housekeeping Framework-Data Archiving
SAP R/3 : Archiving Requirement Essentials
Recommendations (contd.)
• Third party dB analysis tools are recommended as these follow focussed approach and would save effort and time
• Finalise data residence and retention time in consensus with Business and Data retention policy before archiving
• For External storage system, jukebox with mutli-storage media should be used to store archived data
• Tables with unsatisfactory performance should be first checked for indexes fragmentation
SAP R/3 : Archiving Requirement Essentials
Recommendations (contd.)
• Analysis of Interdependencies and data distribution across Archiving object and associated tables should be performed
• Apart from project testing procedures, initial test run should be performed in the production system for sample load
• Data retrieval strategy should be based on requirements from Business, Auditors, Customer Service and IS
• Archiving Project team should have R/3 technical and functional expert, audit and business representation
SAP R/3 : Archiving Requirement Essentials
Recommendations (contd.)
• Evaluate impact of performing archiving in R/3 on other systems/applications of landscape and vice versa
Example: If archiving is being performed in R/3 system, its impact on other applications like APO,EBP,BW should be considered
• Perform archiving on sample/small data set in production system before executing final archiving
• Consider Z tables for archiving (if relevant)
• Document & Compare performance parameters before and after the Archiving project
SAP R/3 : Archiving Requirement Essentials
Agenda
Data Management Approach
Archiving process overview
Archiving Requirement Analysis
Key technical decisions
Recommendations
Proposed Roadmap
SAP R/3 : Archiving Requirement Essentials
Proposed Roadmap
• Pre-project Activities :-Evolve Housekeeping Framework-Finalize norms and convention for Archiving object configuration/technical settings-Finalize residence and retention time with Business, Legal and Audit departments-Finalize data and frequency of retrieval from Business, Legal and Audit users-Formulate the Archiving jobs execution strategy-Plan for Test systems readiness-Plan for Hardware Infrastructre (e.g. Storage System)
SAP R/3 : Archiving Requirement Essentials
Proposed Roadmap (contd.)
• Archiving Project team formation and infrastructure set up
• Estimated timeline for the archiving project is 4-6 monthsMonth 1 2 3 4 5 6
Pre-Project Activities Analysis PhaseImplementation Phase
SAP R/3 : Archiving Requirement Essentials
SAP standard tools for Archiving• Database size, growth (tcode DB02)
• Table size analysis (tcode DB02)
• Table and Archiving Object relationship (tcode DB15)
• Data Distribution by Archiving object (OSS programs, tcode TAANA, tcode SARA)
• Archiving Development Kit (ADK) (tcode SARA)
• Archiving Information System (tcode SARI)
• Archiving Object details (tcode AOBJ)
• Document Relationship Browser (DRB) (tcode ALO1)
• SAP R/3 uses SAP Archive Link to connect to external storage system
SAP R/3 : Archiving Requirement Essentials
Thank You