copyright © 2003 americas’ sap users’ group sap records management & hr data archiving...
Post on 19-Dec-2015
232 views
TRANSCRIPT
Copyright © 2003 Americas’ SAP Users’ Group
SAP Records Management &HR Data Archiving
Session 109
John Walls, IXOS Software Inc.
Jim Malfetti, IXOS Software Inc.
Copyright © 2003 Americas’ SAP Users’ Group
SAP Records Management
Session 109
John Walls – IXOS Software
What is SAP records management?
Records Management enables all the documents and application objects for a
business process to be grouped together in one view:
Record
What is SAP Record Management?
Designed initially to manage records in the public sector
It’s SAP’s system for the electronic management of paper records
Records management can also integrate:
ArchiveLink Documents
SAP application objects
K-Pro Documents
SAP’s Workflows/Webflow
Objects from external systems
File Plans
Designed to manage any kind of SAP Business object as well as non-SAP business objects
The Record as a List of Contents
WorkflowScannedDocuments
Archived documents
Business objects
Reports
Paper Documents
URL
OfficeDocuments
Integrated Links
RECORD
RECORD
Disadvantages of a Paper office
“Single document access only” Only 1 person at a time can view, process or check out a document
The users has to be at the location the document is stored or additional user will have to retrieve and fax the document
Physical storage of paper documents takes TIME and SPACE Both of which accrue storage costs
Physical storage of a document is limited to “TWO Dimensional” filing. For example vender invoices could be filed first by Vendor and then by PO #
No Disaster Recover procedure (unless you photo copy the originals and store them offsite)--IF SO, WE NEED TO TALK!
On Average 19 copies are made of every document*
$20 in labor to file/retrieve/store a document over it’s lifetime*
7.5 % of all documents are lost (1 in 20)*
* Source: Coopers & Lybrand/Lawrence Livermore
Advantages to a Paperless Office
Any number of users can access and process a document at the same time, from different location
Much Lower Storage costs, Virtually no floor storage costs, or personnel costs involved in filing and retrieving documents
Electronic Documents can be crossed referenced when they’re filed. There not limited to 2 dimensional filing
Some instances, documents can be searched for key words before retrieval
Disaster Recovery- Documents are automatically backed up (probably at different locations)
Electronic Documents are available for use in SAP workflows
Electronic Documents are faster and easier to produce for audits
They automatically adhere to system configured retention policy- COMPLIANCE !
Overview of Record Structure
Service Providers
Element Types RMSTypes
Element
Logical Grouping Records ManagementSystem
1 to Many Relationship
RECORD
RECORD
Actual Data
Records
Every record is based upon a record model.
A record has a list of possible elements types
All like records have the same structure/format meaning a HR records can not contain information only found in SD records
A records contains Elements or “actual data”
A record contains meta data- attributes or index
A record can be role based, thus a record can have several views
What are Service Providers?
Service Providers They are responsible for a specific group of elements
types Service Provider basically controls the behavior of
element types during storage and retrieval
SAP supplies 12 standard service providers These providers can be broken down into 3 areas:
Elements that can be stored using SAP’s K-Pro
(SAP’s Generic document infrastructure)
Elements that are integrated from other SAP application systems
Elements that are integrated from the Internet
Elements
An Element is an item of information (object) that is integrated into a record. Scanned document, T-code or workflow
Elements can originate in other applications or can be created within a record
An element can be used in more then one record
An element is managed by its Service Provider
An element is defined or structured by it’s element type
An element contains attribute (Meta Data)
Elements belong to a Records Management System (RMS)
Element Types
Every Element type belongs to exactly one service provider
A service provider can contain any number of Element types
The elements types set the parameters for the service providers, for example the RFC destination or the work flow definition
Element types are the basis for checking new elements in or searching for existing elements
At least one element type must exist in order to use the provider
Record Models
Record Models- act like a template for a new record
It governs the record. It defines the record structure, so all records based upon the same model have the same structure
The Record model is used to determine; Which element types are allowed in the record and their
Frequency Attributes Order
The Record Model is also used to define the Authorization via roles
Release status for Record Models: Initial, Released, Final, Obsolete
Benefits?
Records Modeler
Record Models are created in the Records Modeler The Record Modeler is represented by a hierarchical
overview tree. Within the tree there are three possible node types Structure Nodes- These are headers or static nodes.
They can not have elements, they act as sub-folders within the record.
Model Nodes- Determine which element types are permitted. Frequency
Instance Nodes- These are fixed elements for the record. Not often used. Internal
doc At each Node, the following can also be configured
Attributes Allowed view via assigned Roles
Structure Nodes
Model Nodes
Node Attributes
Element Type
Roles
Records Management System
RMS or Records Management System is a sub-division of Records Management
Records can then be secured at the RMS level
Elements can only be displayed with in the RMS that they have been entered
Used to Separate different business areas, or units. Much like Company Codes and/or Business Areas
Example: A company has both internal and external projects. External projects involving
customer records of are ok for general viewing. However internal projects involving business areas and personnel are only available to those with the proper access
An Overview
HR Record
HR Record Model
Scan Docs
AppraisalsPAF
Workflow
Workflow
ArchiveLink
Documents
Element Types
Elements “Data”
The Model Defines the
Record
Records organizer
The “Go To” screen for in Records Management
Activities
Creating Records
Inserting new element for an existing records
Searching existing elements via attributes
Displaying and editing elements and records
Features
Where used list
History- Access to the last 30 elements edited
Favorites list
Last 30
Record Attributes
Record ID
Workflow
Reports
Business Objects
T-Codes
Paper Documents
K-Pro DocumentsArchiveLink
Documents
SAP’s ECL Viewer
Log Entries
Version
Workflow History
Total Processing time
Click to view linked Archived Document
Physical Location of the
Paper Document
Logs and Transaction Codes
An Access log is updated each time a Record is accessed
Logging must be turned on in the IMG
Transaction code SRMPROTOVIEW
Application Log T-Code SLG1
Records Management T-Code ORGANIZER
Customizing Records Management T-Code SRMCUSTOMIZING
Registry Maintenance T-Code SRMREGEDIT
When is it available?
Available in SAP’s Enterprise 4.7 Release
NOW!
Copyright © 2003 Americas’ SAP Users’ Group
HR Data Archiving
Session 109
Jim Malfetti – IXOS Software
HR Data Archiving Intro / Comments
May have to wait until 4.6B/C to archive significant HR tables (payroll, time, and travel) for US and Canada.
Business requirements sometimes prohibit archiving for recent data (2-5 yrs.)
HR tables are complex (difficult to understand relationships)
cluster tables
Special Configuration
PU22
Archive Files
generally low compression, if at all.
Analysis more difficult
Cannot archive master data (employee and applicant master data)
Cannot archive Country-Specific data stored in addition to the payroll results
HR Data Archiving Intro
HR Archiving Objects
1. PA_LDOC – PA Long Term Documents
2. PA_PDOC – Posting Documents
3. PA_PIDX – Index Files for Posting to Accounting
4. PA_PFUND – Pension Fund Data
5. PA_CALC – Payroll Results
6. PA_TIME – Time Evaluation Results
7. PA_TRAVEL – Trip Data
8. CATS_DATA – Time Sheet Data
HR TablesPA_CALC PA_TIMEPA_PIDX PA_LDOC PA_PDOC PA_TRAVEL CATS_DATA
PPOIX
PPOPXPPOPX
PCALAC
CATSDB
PCL4*
PPOIX
PCALAC
PCL2* PCL2*
PPIDX
PPDIT
PPDMSG
PPDST
PTRV_HEAD
PTRV_PERIO
PCL1*
* Rx Cluster * B2 Cluster * LA, LB Clusters
* TE Cluster
Archiving Possibilities
3.0C/F PA_LDOC
3.1I PA_TIME* PA_CALC – (Germany, Switzerland, Spain)
4.0B PA_TRAVEL* PA_CALC – (France)
4.5B PA_PDOC PA_PIDX
4.6B/C PA_PFUND – (Switzerland, Netherlands) PA_CALC – (US, Canada, Great Britain, Japan, Argentina, Brazil,
Mexico, Venezuela, Austria, other countries)
*If Time and/or Travel Management are integrated in your system, you must archive PA_TIME and/or PA_TRAVEL
as of the release in which PA_CALC can be archived for
your country.
PA Long-Term Documents
PA_LDOC
SARA
As of Release 3.0F
PCL4
LA (personnel numbers)
LB (applicant numbers)
Standard settings – Delete automatically
Each record is approximately 4k
P_ARCH_LDOC – authorization
SAP Notes – 161284, 392741, 519990, 11170
Long-Term
Documents
PA Long-Term Documents
4.6C
Archive Selection
Options…
Long-Term
Documents
PA Long-Term Documents
Change documents for…
Infotypes (table T585)
Activated logs
No technical prerequisites
Archive for any period
Estimated run times are
50-100mb/hr
Long-Term
Documents
PA Long-Term Documents
Archive display
through report
RPUAUD00…
Long-Term
Documents
PA Long-Term Documents
Reload available.
ABAP Program: RPAR3R00
Long-Term
Documents
Time Sheet Data
CATS_DATA
SARA
Table – CATSDATA
OSS Notes – many (check your release and items that pertain to your configuration)
Requires INDEX after archiving to ensure retrieval
Time Sheet Data
4.6C
Archive program selection options…
Time Sheet Data
Archive Display Program…
RCATS_ARCH_READING
Pension Fund Data
PA_PFUND
SARA
As of Release 4.6C
(R/3 Support Package No. 27)
TCPK (PF Account Directory)
Contributions, interest, earnings, advances, incoming payments
Entries can be excluded
Only available for Switzerland and Netherlands (5/15/03)
Only locked periods can be archived
SAP Note – 382126, 552234
Additional Archiving Object: PA_PFUNDNL (3/03)
Event Data
Payroll Results PA_CALC
Prerequisite - PU22
Must reconcile archiving date and retroactive accounting limit
As of Release 4.6B/C
4.6B HR SP 23 –US
4.6C HR SP 14 – US
PPOPX, PPOIX, PCALAC
PCL2
Rx - (x = country specific letter)
CU transfer to CA (never archived)
Each record is approximately 4-8k
SAP Notes – 25622, 330055, 314929, 184774, 211294
Payroll Results
4.6C
Archive Selection
Options…
Payroll Results
Archive display through report H99_DISPLAY_PAYRESULT…
Displays both archived and non-archived data
Payroll Results
Conversion of archive files prior to release 4.0B available (RPAR1U40)
Reload possible in certain circumstances (request from SAP)
Not effected by Euro conversions
Archive selection only by personnel number (future – organizational Criteria
Customer-Specific Reports available use : (EXAMPLE_PNP_GET_PAYROLL)
Retroactive Accounting Limit must be considered
Country Specific Considerations
W-2c Reporting Considerations
PU22
Must Create Archiving Groups prior to archiving for PA_CALC, PA_TRAVEL, PA_TIME (Integration Considerations)
Personnel number assigned to group
Change, Change Description,
Delete
Example Groupings:
Terminated employees
Subsidiary employees
Retail employees
Setup Number Range Object:
HRARCHIVE
Prep Steps:
Test, Release, Perform, Exit
Additional (Undo, Display Status)
Time Evaluation Results PA_TIME
Prerequisite - PU22
Must reconcile archiving date and retroactive accounting limit
If integrated with PA_CALC and/or PA_TRAVEL, you must keep in sync (may have to wait until 4.6B/C)
PCL2
B2
Each record is approximately 4-8k
SAP Notes – 327091, 124583, others…
Time Evaluation Results
4.6C
Archive Selection
Options…
Time Evaluation Results
Archive display through report RPCLSTB2…
Displays both archived and non-archived data
Trip Data PA_TRAVEL
Prerequisite - PU22
If integrated with PA_CALC and/or PA_TIME, you must keep in sync (may have to wait until 4.6B/C)
PRTV_HEAD, PRTV_PERIO
PCL1
TE
Each record is approximately 4.5k
Data is buffered in PTRV_ARCH_HEAD and PTRV_ARCH_PERIO
SAP Notes – 338428, 211294, others…
Trip Data
4.6C
Archive Selection
Options…
Trip Data
Archive display through report RPCLSTTE…
Displays both archived and non-archived data
Posting Documents PA_PDOC
Archives line items of transferred, posted, cancelled, or partially archived documents
Independent of Payroll Results
Document Header is read but not archived
Post-Processing Program deletes simulation and deleted line items.
PPIDX, PPDIT, PPDMSG, PPDST
No cluster tables
Each record is approximately 4k
SAP Notes – 447208 and 194428
Additional Authorizations – P_PYEV_ALL, P_PYDOC_ALL,
Posting Documents
4.6C
Archive Selection
Options…
Posting Documents
Archive display through report RPCIPS00…
Displays archived data only
Index Info is used
Line Item Confirmation
Index Files for Posting to Accounting PA_PIDX
Archives index files used to assign payroll results for specific employees to posting document data
Only archive index files if their payroll result has been archived
PCALAC is read but not archived
Post-Processing Program deletes simulation and deleted line items.
PPOIX, PPOPX
No cluster tables
Each record is approximately 4k
SAP Notes – 447208, 424918 and 194428
Authorizations – P_PYEV_ALL, P_PYDOC_ALL Display Archived Data – Payroll > Subsequent activities > Per payroll
period > Reporting > Posting to Accounting > Edit Run
Index Files for Posting to Accounting
4.6C
Archive Selection
Options…
Resources
Resources
Resources
Resources
Resources
Copyright © 2003 Americas’ SAP Users’ Group
Thank you for attending!
Please remember to complete and return your evaluation form following this session.
Session Code: 109