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Audit Extraction Cockpit

Audit Extraction CockpitThe software to extract SAP online and archived

data for audit and fiscal issues

This certified solution allows auditors, or the SAP Competence Centre, under the control of the system administrator, to

easily retrieve any table based online or archived data from SAP. It helps you respond quickly to requests from a tax auditor

or internal/ external auditor. The principle is to not waste time on technical procedures but to enable the auditors to monitor

and analyse all extractions before their final storage or transfer. Your database is a goldmine for anyone who wants to

analyze and identify productivity gains or financial savings, which will sometimes amount to millions.

In the Define Content tab, choose the fields to include in the extract,

do this for all tables.

Description

In the popup screen use the icons to move

the fields from the list of available fields (right

hand side) to the list of included fields (left

hand side). Key fields are in blue and are

always included. Several search options make

field selection easy.

Create the Variant (filter)

On the ‘Define Variant’ tab, enter a variant description. Click on the ‘options’ button for the field you want to use as a

filter and choose the filter option. You can do this for any field. Key fields are displayed by default. You can add any field

included in the extract content as a filter.

To add an additional filter, choose the

table name and field to include as

follows:

Empty filter fields are deleted at this

stage.

The field is now available to use as

a filter:

• The auditors can carry out data extraction using

a dedicated SAP transaction and can start it without

« disturbing » the SAP CC and system administrators.

• File size and job timing are validated by the system administrator in

advance.

• No risk of system performance problems or shut down.

• The system returns the result for smaller extracts within seconds.

• The files are available in a windows directory or on a

content server (can be used directly by another audit solution).

• The AEC has table based extract logic, as required by auditor’s logic.

• Time gains through automation.

Characteristics

In the File Specifications Tab, define parameters, extract location

and format. The filename is created by default.

The extract file storage directory can be defined by the user following

certain restrictions defined in the AEC_ADMIN transaction. File

destination is secured.

Several file formats can be selected for your extract file:

• SAP AIS : SAP standard file format AIS (Audit Information System).

• CSV: The CSV format is required for importing data extracts to Excel.

• Direct: A basic SAP AIS format with no field formatting.

• Custom: A client specific file format can be defined.

It is good practice to use the ‘Create separate header file’ functionality, this will create a second file with important

information about the extract for later reference. Anyway, AEC keeps an audit trail of all data as a standard feature.

Selecting ‘Display/Print’, a preview of the

data is displayed.

AEC will create a background job to run the extract. If this job has been

blocked by admin parameters you will see it under ‘Pending Extracts’.

In this case it will be started automatically by AEC as soon as possible.

When the job has ended it will appear under ‘Finished Extracts’. You

can filter ‘Finished Extracts’ to just show extracts from your user or

for one day etc. Remember the extract number information from the

right side of the screen when you start your extract, it will make it

easier to identify your extract, in this case Extract ID 8, Variant ID 1

Run ID 1. The extract will be copied automatically to the audit server.

• Links between tables.

• Field choice and order, automatic header and line joins with data

selection at the field level.

• Classic selection criteria and flexible variants.

• Extract size checks.

• Run on-demand or periodic (daily, weekly, monthly, per fiscal

period, quarterly, annually).

• Status display of running, planned and periodic extracts.

• File splitting for large extracts (based on number of lines or

volume).

Traceability for auditors

Here, fiscal period field from related table is added and used as

selection parameter.

If you defined a date and time the extract will be started as a

background job to run on the date defined. You can define periodic extracts to start on a daily, weekly, monthly, yearly, quarterly or

fiscal period basis.

The field BUDAT from the related table BKPF has

been chosen, AEC displays the F4 flexible select

screen for date fields.

In this case the select is defined as the present

date minus one day for a depth of one day.

In this case the select is defined as the present

date minus three day for a depth of one day.

• No volume limit for data extracts.

• Compliant with SOX environnents.

• Fully automated (extracts are executed and run automatically).

• Forbidden dates (fixed or variable) and time slots can be defined.

• Max. Number of processes/ extracts per table.

• Unicode and non-Unicode systems.

• No extra server is necessary.

• Session time optimised.

• Optimised file size for AIS format.

• Authorization management.

The ‘System management’ block contains access to functionality useful for SAP system administrators.

Here you choose which parameter you want to define :

•  ‘General parameters’ to set-up file size limits, and the application directory path.

•  ‘Prohibited fixed dates’ to enter on which dates should not be run.

•  ‘Prohibited variable dates’ variable dates, sorted by Factory Calendar and by workday.

•  ‘Prohibited time slots’ to optimize performance during business hours.

•  ‘View logs’ to see messages from AEC containing information such as run time errors or if an extract was deleted.

The ‘Extract management’ block contains access to functionality useful for Auditors.

•  ‘General parameters’ to define the default file name or date format, and to decide the storage location for extracts.

•  ‘Users’ to allocate user authorizations and client access.

•  ‘Storage directories’ to define server directories where specific user groups are allowed to send their extracts. This

ensures that your SAP data only goes where you want it to go.

•  ‘Table relationships’ to define links between tables.

•  ‘Restricted Access Fields’ to manage access to specific fields or tables.

•  ‘Custom separators’ to define your own file formats.

Settings for system administrators

www.tjc-software.comE-mail : contact@tjc-group.com

Tel. : +33 (0) 4 91 91 95 56Fax : +33 (0) 4 91 95 56 50 SEE US ON

SAP EcoHub

John Bower,

Group Internal Audit Manager IT,

SMURFIT KAPPA GROUP

AEC was selected as the solution for

Data Extraction due to its functionality,

ease of use and cost effectiveness. We

already had an excellent experience with

TJC for our archiving project and so we

were confident that they could deliver

on this very important project. The main

advantages that we found were the ease of use of

the product, quick to implement and easy to train

appropriate staff, both IT and Database adminis-

trators. It also allows independence from the

database department to rapidly perform data

extractions from live or archived environments.

The AEC solution allowed us to analyse the full

scope of data and reinforce our day-to-day

knowledge of the business. In addition, TJC have

always provided us with support in an efficient

and professional manner.

AEC is an innovative product because it responds to a demand which was not

covered by the market and is needed by customers and tax auditors. AEC

has transformed the life of its users and their colleagues in the SAP centre

of competence. The extraction of small or large, archived or online tables is

no longer a source of conflict, all this while retaining the most rigorous SOX

procedures.

• Time gains during data extraction and analyses.

• Real opportunities for fiscal gains and/or significant financial savings

due to better use of the information in your data base.

• Automation of extractions/recurrent analyses.

• Guaranteed system performance since the technical customizing for

extracts is defined during installation by the system administrator.

• AEC was developed to respond to requests for data extraction from

databases of several dozen terabytes of data.

They trust us

Innovation

Benefits

Testimonial

Akzonobel • Alcan • Amcor • Antalis • Bastide • Bouygues Telecom • Brake • Brico Depot • Bridgestone • Bsh •

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Fabricom • Felda • Fenwick • Fnac • Galeries Lafayette • Go Sport • Heineken • John Hopkins University

• Kraft & Food • Kronenbourg • Mac Cormick • Monash University • Nexans • Pomona • Pôle Emploi • Petit Bateau •

Téréos • Tech Data • SmurfitKappa • Sodexo •