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ASUG SAP ILM Demo System Documentation

Auritas™, LLC ● 4901 International Parkway, #1001 Sanford, FL 32771 ● (407) 834-8324 ext.1 ● Fax: (206) 666-3195 ● [email protected] www.auritas.com

Hello & Welcome to the SAP ILM Demo Service provided by ASUG, Freudenberg IT, OpenText and AURITAS.

If you need assistance please contact Bill Murdoch at Auritas [email protected] (407)834-8324 x 121.

Information Lifecycle Management provides many functions for Compliant Data Retention Management. You will be able to see retention rules, legal hold overrides and data destruction procedures. This is an SAP

IDES system and the data is limited but this will give you a good feel of what SAP’s ILM product provides to allow COMPLIANCE to corporate policy and laws of the land.

Please logon with your user ID and password provided in the ASUG email. User IDs start with demoilm__ (like demoilm6).

Use this link from any browser for testing ILM on a Live EhP 7 system :

http://www.eval12.freudenberg-it.com/nwbc

The intial screen will look like this : (it is way more than you’ll need)

We start with an audit area which defines the business information to be stored for auditing purposes, for example for financial audits, warranty or product liability claims.



Audit Areas group ILM objects from a business aspect, according to common criteria for storage and for queries (such as tax audits). You can define the rules only for ILM objects in active audit areas.

More information can be found on this link and the links within

https://help.sap.com/saphelp_nw70ehp1/helpdata/en/b0/3f9fd868c14b5696554766234884f8/content.htm?frameset=/en/b5/ffabcac14249e5b40d17baed759328/frameset.htm&current_toc=/en/35/aaef16745644c397ec0024b31fb191/plain.htm&node_id=3&show_children=f

alse

To start the Demo, please Select > Audit Areas & Process audit areas

Create your own z____ Audit Area by clicking on the Z_AURITAS line (you may need to scroll down)

then the Copy button . Add your z___ name & Description & hit OK button. (Use your number of your ID to make unique & identifiable so others do not touch

your areas).

<<< hit Yes.

Note : Transport requests may appear to save data throughout the testing. Simply hit Ok to proceed.

You should see a successful copy message:

Select your newly created Audit Area line



then hit Continue

then hit

Policy Category should say “Retention Rules” not “Residence Rules” (from the selected template).

If not, hit the back button and come back into this area.

You can scroll & turn objects ON or OFF ILM control by checking the “Object Assignment” boxes. Be sure that the objects are checked that you would like to test your retention policies. You can always come back to this later as

well. Scroll to find objects in alphabetic order (checked/ON first then unchecked/OFF). You may want to select one that is unchecked as a better option as only 1 can be LIVE per object. Note: some browsers such as Google Chrome have recent updates to their scrolling

mechanism that get an error because the SAP rendering engine is not working with this new version. If an option, please try another browser or let us know as OSS notes are always being created to address the web browser compatibilities.

You can Select Tables and Fields (for most objects) if you want to test being more selective within SAP Archiving Objects. Click the line of the object you would like to see the tables and field options.

Example 1: AM_ASSET (hit select your choices and Save and Close)

Edit.

Example #2 FI_DOCUMNT – select that line

& then



Check as appropriate to test then

&

Be sure to Save your Audit Area prior to proceeding.

In SAP ILM, time-based data lifecycle management is performed with the help of rules that you define in the context of policies. With data archiving based on ILM-enabled archiving objects, the system interprets the relevant ILM rules for each data object. The system uses the retention rules to determine the retention period, the storage location of the archive files

and the archive hierarchy.

Rules define the duration of the retention period as well as the time reference and the time offset for determining the start date. You can use conditions to restrict the validity of each rule.

http://help.sap.com/saphelp_snc_uiaddon_10/helpdata/en/ef/e0726fd1ca49289c8399c7eff6fc4e/content.htm

Open ILM Rules and click on Process retention policies.

Fill in as below (pick your z____n Audit Area and an ILM object selected above) and New (or Continue to change).



You may need to open the window to find your object or scroll right then down or simply type it in “ILM Object”.

Fill in a new z___n policy name & pick field lines from the and the arrow to select; then .

Example:

Policy rules have an operative effect on the data only if the policy has the status “Live”. You cannot make changes to a live policy. To make changes, you need to reset the policy status to Not Live.

Hit Edit Rules and fill in as you’d like or similar to below and Save.



You can only change when in “Not Live” Policy status so you can toggle with “Change Status” button. You can also only have one LIVE policy per object.

The audit areas, ILM rules, and holds defined with the help of Retention Management functions affect both live data as well as data in the ILM store. These enable time-based lifecycle management of your data objects up to the time they are

destroyed.

You can display Data Destruction & Legal Hold to see the options. This system is for seeing options & not really using the functionality like destroying SAP IDES data but play around and provide us feedback at [email protected] if you’d like.

Note: the Browser Back button may not work on some browsers and some screens but you can always simply go back to the menu on the left side of each screen or

a right click will show options.



Click on to open up to

Pick these 2 options to see the choices. Right click to execute.

some screens display better when executed in ECC 6 vs a portal or better in Firefox vs IE (you may see this in some browser versions)

or IE

Firefox displays much better : (sorry but we can’t control browser settings or your corporate security settings).



Example expired & “destructable” ADK file:

Example expired & “destructible” invoice:

and you could add an expiration date to a file that does not currently have an expiration date(shown as “unknown” in SARA Management view).

Snapshots are non-business complete data. This is new to data archiving with ILM.



Destruction example showing years breakdown (2004-2007) as well as company code 1374 and 1371 within the same object as the companies could have differing retentions even within the same type data:

and Destruction execution log example :

Here is another example of the expired data report. You can see the system U6P, the client 499, ad/archived ADK files, objects, company codes 1371 & 1374, years, files, expiration dates & Mandatory Destruction dates:



Litigation HOLD :

Click on to see options for overriding data expirations based on your retentions assigned. You can hold data from being destroyed because of Litigation relative to certain objects, ADK files, company codes, country, by years, etc. for Legal purposes.

You can Click Set legal holds then double click to “display” the pre-built example.

You can right click in this area above to switch between Display & Change.



The E-Discovery button now appears at the bottom right :

As an example you can see ADK files for Sales order 4971& 4972 :

This populates table LHM_PROGAGATE :

To apply the HOLD, program ARC_LHM_PROPAGATE_LEGAL_HOLD is executed:

Many times you may need to right click to pull up other options such as “Execute” or “Back” :



You can hit Help or F1 at any time to see behind the scenes (in many but not for all functions).

Note: as mentioned above, the Browser Back button may not work on some browsers and some screens but you can always simply go back to the menu on the left side of each screen. Also, you may see the following if you use Internet Explorer as your browser.

You can copy & paste the URL to Google Chrome or Mozilla Firefox and this should resolve the IE formatting issue.

Many options take you to

It is possible that you may see a logon screen if the demo ID is not authorized for the chosen function. This shows some Favorites and many of the ILM transaction codes. We can’t show all of them in this document. If you think one

should work, run the SU53 transaction and send to us. We hope that you can get an idea of SAP’s ILM functionalities (once licensed and turned on in the switch framework).



You can try SARA tcode and this will show the new ILM functions of Snapshot & Destruction. Snapshots are the creation of an ADK file with non-business complete data that was not possible pre-ILM.

SARA is under on the far left menu.

Click on

The SARA customization should look like this (not all objects are configured but the most common objects have been adjusted):

Enter an Archiving object (you won’t have authorizations for all objects). Or pick one of these : (other users are in this system too so be aware that changes are possible & may show differently than these screen prints + browser differences ;}



Click on “Write”

click on green check mark to proceed if you see this Warning.

Pick a variant for the dropdown and hit Maintain button.



Each ILM enabled object will have these 2 extra button options. You can X out to close the window or right click to go Back.

Click on Snapshot & F1 for SAP Help ( x to close):

And Data Destruction button & F1 :

The ILM Store browser may work depending on your browser settings. You may need to change your “Compatibility View settings” to add the website.



<<<<<<<

This is a very good example of an ADK file with an expiration date, a compulsory destruction date and a Legal Hold.



This matches the SARA management view of the file and dates :

This demo system is not set up to do all functions like a real “productive” landscape. We wanted to leave some pieces of Decommissioning too like data Transfer from a Legacy SAP system.

Below is also an example of the ILM conversion process that breaks apart the ADK files based on year(for expirations of course) and other selection criteria such as company code, country, etc. The split maybe be required to apply a Legal Hold to some of the records of an archive file. The SARA Management view shows the converted ADK archive files, Snapshot files (non-business

complete data or if destroying invalid/bad data) and the Replaced sessions/old files before being broken down by year etc.



Below is an example of conversion tcode and output showing objects and sessions. The lights show as red, yellow or green so that

you can visualize the status of the objects. Much better than earlier releases and the use of Excel spreadsheets.

But of course that doesn’t make sense for 1 system to be both ILM LIVE and ILM Decommissioned. ILM can handle non-SAP data & unstructured data as well. This system isn’t completely set up with non-SAP or Printlists etc. but you can see the

options/functions.

Logoff is the “power-like” button near the top right of the screen :



Please don’t attempt any Configuration changes. We wanted to leave the security authorizations as open as we could for your trial purposes. Have fun. Show the Basis team, Legal Department, Retention or Compliance officers etc. Let us know if anyone needs

further instructions or any help. Thank you.

The AURITAS Team [email protected]

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