-deepak kumar senior consultant, infosys technologies ltd.hosteddocs.ittoolbox.com/archiving...

SAP R/3 : Archiving Requirement Essentials

-Deepak KumarSenior Consultant, Infosys Technologies Ltd.


Agenda

Data management approach

Archiving process overview

Archiving requirement analysis

Key decisions

Recommendations

Proposed Roadmap


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


Agenda



Archiving requirement analysis

Key decisions

Recommendations

Proposed Roadmap


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


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.


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


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.


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


Agenda



Archiving Requirement Analysis

Key decisions

Recommendations

Proposed Roadmap


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


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


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


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)


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


Agenda




Key decisions

Recommendations

Proposed Roadmap


Analyse : Database facts

• Current dB Size– Allocated Space 605 GB– Used Space 586 GB– % Used : 97


• 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

)


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



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



Determine : Largest Table

• Use tocde DB02/DB15

• Prepare largest Table list

• Focus on Tables > 1GB

Analysis:



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



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



Analysis : Identify Archiving Objects

• Identify Archiving objects for the tables to be managed



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



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



Agenda




Key decisions

Recommendations

Proposed Roadmap


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


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.



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


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 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


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 :


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


Challenge : Identify right Archiving Object ?Step4 : Identify tables to be analysed.

Example: CO tables


Challenge : Identify right Archiving Object ?Step4 : Display the analysis for Archiving objects vs Tables


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


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


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


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


Data Retrieval : Document Relationship Browser (DRB) • For SD/MM/FI documents only. Use tcode ALO1


Archiving – Module level direct retrival

• FICO Module– FI document display – from normal display tcode FB99


Archiving – Module level direct retrival

• MM Module– Purchasing Documents – Material Documents– Material Master– Purchase Info Records

• SD Module – Billing Documents


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


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


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


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


Agenda




Key decisions

Recommendations

Proposed Roadmap


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


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



• 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



• 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


Agenda




Key technical decisions

Recommendations

Proposed Roadmap


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)


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 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


Thank You