Session 105Session 105SAP R/3 Data Archiving SAP R/3 Data Archiving - Best Practices- Best Practices

Monday, May 19, 20034:00 PM - 5:10 PMContent Area: Archiving

SAP R/3 Data ArchivingSAP R/3 Data Archiving

Best Practices at BD Best Practices at BD – and other companies – and other companies

ObjectiveObjective

Agenda:

Introduction – Dave and Ruth

BD’s Technical Environment

Why, who and when to archive?

Education and Preparation of technical environment

Archiving Approach at BD

Retention Rules

Best Practices - Review

Who are we?Who are we?

Name: Dave ShawgerTitle: Archiving Project ManagerCompany: BDExperience: Prior to leading the SAP Archiving effort I was the Basis, Operating Systems and Database Manager.

Name: Ruth SwartzbaughTitle: Data Archiving SpecialistCompany: Archeion, LLCExperience: Over 5 years and 15 production clients - DaRT and data archiving projects

Who is BD?Who is BD?

• Who is BD?– Major Medical Supply Manufacturer

– $4 Billion Annual in Revenue

– Global Business. 50% U.S - 50% Rest of World

– What Products? ACE® Bandages, Market Leader in Syringe market, Diagnostic Products, Thermometers, Diabetes Monitoring Products, Surgical Products, Biosciences.

“To help all people live healthy lives"

What other companies?What other companies?

• Office Max• Flowers Foods• Moen• Lubrizol• Conseco Finance• Lucent Technologies• W.W. Grainger• Ferro Corporation• IMG• Lamson & Sessions• Travel Centers of America

BD’s Technical EnvironmentBD’s Technical Environment

SAP 4.0B - Global InstanceMM, PP, SD, FI/CO, QM, LO

HR 4.6C – not archiving from HR now

Oracle Database: 1.3 Terabytes and growing at a rate of 30G per month

Operating System: Sun – Solaris

Reasons to archiveReasons to archive

• TECHNICAL REASONS– Ensure System Availability

• Reduce Backup / disaster recovery• Reduce the time of Database Reorgs

– Maintain System Performance• Maintain / control database growth

– Control System Resources• Need for additional disk space / storage• Need for additional CPU’s• This leads to REAL $$$ savings

Reasons to archive - continuedReasons to archive - continued

• End-User Requirements– Slow system response time– Performance bottlenecks

• Business and Legal Requirements– IRS, Tax, Audit

– Infrequently need to access old and historic information

Understand all of your reasons for archiving

Who is part of the Team?Who is part of the Team?

• Archiving involves many areas of ERP Team– Project Management (1) Lead Full time– IT / Basis (3) Part time (1 Lead, 2 support

functional/objects, DART)

– Functional/End-User (7) 25% of Time(1 FI and

DART, 1 MM – Logistics, 1 MM – PUR, 1 SD,

1 PP, 1 PM, and 1 HR)

– Audit / Control as needed

– Security as needed

– Application Owners as needed

Cross functional data archiving team is a MUST

How to organize the team?How to organize the team?

• Obtain upper management sponsorship for the project– CIO at BD– Use your ‘reasons to archive’ benefits

• Involve the user community• Communicate clearly and frequently• Get technical management buyoff

Upper management sponsorship is critical

When should you Archive?When should you Archive?

• Archiving should be done in Phases and BEFORE problems arise

• Proactive not Reactive Solution!– Implementing Data Archiving

is not an “overnight solution”

– Requires planning and

coordination between the Basis,

the Functional, and the End-User

teams

Education is the keyEducation is the key

• Your one stop shop for information on SAP R3 data archiving– http://service.sap.com/data-archiving– You must have an OSS logon

• Required reading :– Archiving Your SAP Data – SAP Press– Managing SAP Data Archiving Projects– SAP AS information (Note #99388)– Document Relationship Browser (#217404)– Data Prevention Checklist– Bigger Isn’t Always Better

Prepare the technical environmentPrepare the technical environment

OSS Notes research/application is critical • Use an established methodology and:

– Keep good documentation of notes applied

– Research and document sequence of notes

– Thoroughly test after notes application

BD’s approachBD’s approach

• First Steps: Detailed Data Analysis – Basis team to identify critical growth tables and

objects:• Standard /DB02 analysis – top tables sorted descending• Archiving team to match the top tables back to archiving

objects

– Functional / Business teams to identify:• Identify objects that are not needed for day-to-day business

Displaying / accessing archived data (use PBS, other?)• Time periods for archiving objects• Establish archiving criteria – Based on business / functional requirements

Online / Archive AvailabilityOnline / Archive Availability

Can you use data prevention to control your database growth?

0

200

400

600

800

1000

1200

1400

1999 2000 2001 2002 2003

Not Needed

Needed

Scenario:- 1.3 TB database- Growth rate is 30 GB a month (360GB a year)

Database Size in GB

BD’s approach - continuedBD’s approach - continued

• Identify which objects to archive first– Dependency sequence using network graphic, refer to OSS

note #391350

Start with ‘less complicated’ objects. (IDOC, ACCTIT)• We picked PCA_OBJECT due to our established

business requirements

• We needed to reorganize the way a custom object was collecting data so we restructured Z_REBATES.

• Then we went after SPECIAL LEDGER

Low Hanging FruitLow Hanging Fruit

• PCA_OBJECT 35 Gig• ZREBATE 35 Gig• ACCTIT 30 Gig• MATBEL 30 Gig• SPECIAL LEDGER 30 Gig

BD – Related Work and IssuesBD – Related Work and Issues

• DaRT - Gain in storage (25 Gig)• Precursor to data archiving – how does

your company provide financial tax reporting?

• Providing for federal, state and local?

• Issues• Language Considerations

• Conflicts on time, priority of work – one end user can be responsible for multiple archiving objects

• Printing

• AS and DRB limitations

Record Retention terminologyRecord Retention terminology

• Online - Active in the database - editable

• Near line - Stored in an archive file - viewable, but not changeable.

• Offline - Manually Request access.

Record Retention at BDRecord Retention at BD

• What are best practices for online and offline retention?– We worked with data collected from ASUG member

companies.– BD worked with a company that has a policy to have

every object online for 2 years.

Create and communicate the retention strategy all over the business

Retention Rules for all companiesRetention Rules for all companies

• Proposal for collecting information from ASUG member companies.– Web Survey tool.– Proposal to be reviewed and discussed later at

Business Meeting.

BD Specific Best PracticesBD Specific Best Practices

• We openly share information with Gartner Best Practices group (https://bp.gartner.communispace.com/)

Review of ‘Best Practices’Review of ‘Best Practices’

1. Thoroughly understand the reasons for archiving

2. Build a cross-functional data archiving team

3. Obtain strong corporate sponsorship

4. Education is imperative!

5. OSS Methodology - Network graphic limitations

6. Data prevention – review

7. Start simple while you learn the process (IDOC)

8. Create and communicate the retention strategy

9. Networking via ASUG/Gartner, etc…

Data Archiving Best PracticesData Archiving Best Practices

Questions ?

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Session Code: 105 / SAP R/3 Archiving Best Practices