archiving requirement essentials

8/2/2019 Archiving Requirement Essentials

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SAP R/3 : Archiving Requirement Essentials

-Deepak Kumar

Senior Consultant, Infosys Technologies Ltd.


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Agenda

Data management approach

Archiving process overview

Archiving requirement analysis

Key decisions

Recommendations

Proposed Roadmap



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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



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Agenda



Archiving requirement analysis

Key decisions

Recommendations

Proposed Roadmap



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Data Management Approach

Is the data

really needed ?

Yes

Can the data

be aggregated ?

No

Can the data

be deleted ?

No

No

Yes

Yes

Data Prevention

Data Aggregation

Data Deletion

Data stays

in dB

No Can the data

be archived ?

YesData Archiving

Framewwork

House

keeping

Period

ic


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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.



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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



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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 databaseindexes 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.



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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



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Agenda



Archiving Requirement Analysis

Key decisions

Recommendations

Proposed Roadmap



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Archiving Process: Schematic flow

Archiving is moving data from online database via archive file and

storing it on the file system or an external storage system so thatit remains accessible to the users and auditors

SAP Archive Link

External Storage

SystemArchive Files

Archiving

Object

OpticalOnline dB

Data Archiving

File System Archive


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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



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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



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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 ObjectMaterial Document

Sales Order

Sales Invoices FI

Documents

Workflows

Archiving ObjectMM_MATBEL

SD_VBAK

SD_VBRT

FI_DOCUMNT

Workitem

(Facts and Figures for illustration purpose only)


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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



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Agenda




Key decisions

Recommendations

Proposed Roadmap



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Analyse : Database facts

Used Space in Database

Current dB Size650

- Allocated Space 605 GB 600550

- Used Space 586 GB 500

- % Used : 97


450

400

Alllocated Space (GB) Used Space (GB)

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

Size(GB)

SAP R/3 A hi i R i t E ti l


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A l C d P j d DB G h


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Analyse : Current and Projected DB Growth

Current and Projected Database Growth

900.00

800.00

700.00

600.00

500.00400.00

300.00

200.00

100.00

-

Linear Growth +

New Projects

Dec- Jan- Feb- Mar- Apr- May- Jun- Jul- Aug- Sep- Oct- Nov- Dec-04 05 05 05 05 05 05 05 05 05 05 05 05

Time



Size(GB)


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A l All t d d U d S


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Analyse : Allocated and Used Space

DB Allocated and Used Space

700.00

600.00 500.00

400.00

300.00

200.00

100.00

-

Time


DB Allocated Space

DB Used Space


Size(GB)

May-04

Jun-04

Jul-04

Aug-04

Nov-04

Jan-05

May-05

Jun-05

Mar-04

Apr-04

Sep-04

Oct-04

Dec-04

Feb-05

Mar-05

Apr-05

D t i L t T bl


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Determine : Largest Table

Analysis:

Use tocde DB02/DB15

Prepare largest Table list

Focus on Tables > 1GB



Determine Fast Gro th Table


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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 forArchiving




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Analysis : Identify Archiving Objects


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Analysis : Identify Archiving Objects

Identify Archiving objects for the tables to be managed



Analyse : Tables without Archiving Objects


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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/Prevention

SOC3 11.73 SAP Office Deletion/Archiving through program and

not through Archiving Object

ARFCSDATA 3.15 ARFC Call Data Deletion/Prevention



Unsatisfactory Table and dB Intensive


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Transactions - Input to Archiving/Data Mgt.

Unsatisfactory table performance

Table Name

RBKP

EDIDC

SWWWIHEAD

EBAN

Program/Report Name

SAPLMRMC

RBDAPP01

RSWWCOND

SAPLZEPB_PMFUNCTION

Database intensive transactions

Report /Transaction Name

RBDAPP01

RSWWCOND

SDBONT06

MIRO

DB AccessTime as % of

overall Response Time(Above 40)

88.2

80.8

44.4

64.9

(Facts and Figures for il lustration purpose only)



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Agenda


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Agenda




Key decisions

Recommendations

Proposed Roadmap


Important: Determine Residence/Retention time


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Data which can be Archived depends upon:

Object Creation Archiving Deletion from Archive

Residence Time Retention Time

SAP Online dB External Storage System

Residence Time :Time between Object

creation and moving to

archive

-Business requirements

-IT requirements

Retention Time :Time between moving toarchive and deletion from

archive

-Legal/Audit requirements

-Internal requirements

-Business requirements

Archiving Prerequisite: Business completion of

document AND Residence time is expired



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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.



Archiving Object: What details it contains


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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


Important : Identify right Archiving Object


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p y g g j

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 standard tools for Archiving


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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


Challenge : Identify right Archiving Object ?


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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 :




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Step2 : Check for analysis programs in SAP R/3. SAP

provides analys programs for many tables. Example: AnalyseCO tables




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Step4 : Identify tables to be analysed.

Example: CO tables




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Step4 : Display the analysis for Archiving objects vs Tables


Challenge:Right archiving object/data distribution


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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_ACCTITHow data is disctributed for org. unit and periods in tables

Note_316468_Accounting Interface.txt


Important: Archived Data Retrieval


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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 SAP

application menupath


Archiving - Data Retreival


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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, MaterialDocuments etc.

Using Printlists - All modules

- Any report can be stored as printlist using ArchiveLink

- Retrieval through Archivelink


Data Retrieval : Archive Information System


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For all modules. Use tcode SARI

Example: Retrieve archived Idocs

Step 1: Enter Archiving object

and Infostructure

Step 2: Enter

search/relevant

parameters

Different views to dsiplaydata:

1. Technical View 2.

Business view

3. User defined view


Data Retrieval : Document Relationship Browser(DRB)


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(DRB) For SD/MM/FI documents only. Use tcode ALO1


Archiving - Module level direct retrival


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FICO Module

- FI document display - from normal display tcode FB99



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Important: Identify Data Dependencies


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R/3 Archiving programs normally check data integrity

-Documents needs to be closed/completed before thesecan 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


Identify Data Dependencies using ADK networkgraphic tool


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Tcode: SARA

Dsiplays dependencybetween Arichiving objects

Displays whether an

archiving object is ready for

archiving or not


Important: External Storage System Requirement


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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


Important: Key Technical Decisions


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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


Agenda


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Key decisions

Recommendations

Proposed Roadmap


Formulate Recommendations


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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


Recommendations (contd.)


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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




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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




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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 productionsystem before executing final archiving

Consider Z tables for archiving (if relevant)

Document & Compare performance parameters before andafter the Archiving project


Agenda


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Key technical decisions

Recommendations

Proposed Roadmap


Proposed Roadmap


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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)


Proposed Roadmap (contd.)


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Archiving Project team formation and infrastructure set up

Estimated timeline for the archiving project is 4-6 months

Month 1 2 3 4 5 6

Pre-Project Activities

Analysis Phase

Implementation Phase


SAP standard tools for Archiving

Database size growth (tcode DB02)


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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



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Thank You
