sap archiving training manual -...

Company Confidential. ©2010 Nokia. 1

SAP Archiving Training Manual

Ganesan Chidambaram

Company Confidential. ©2010 Nokia 2

Agenda

SAP Data Archiving overview Advantages of Archiving Archiving development Kit(ADK) Data Archiving Data archiving Process Transaction / Master data Analysis Depandancies Archiving Objects Structure of archiving object Archiving procedure Archiving objects in scope Automated runs Templates to be accessed and updated Other Instructions Table analysis Period end closing & Long Maintanence activities. System Refresh Activitities Print list Archiving Overview ITSM & SoX control Points DaRT GTS Global Trade services Travel Archiving New systems to come


SAP Data Archiving Overview

SAP Data Archiving helps in removing the data which is no more needed from the database

and made available on a later date for any audit and reporting requirements.

SAP’s Archive Development Kit (ADK) provides pre-existing programs to remove transactional

and master data from the R/3 system.

ADK retrieval programs and/or third party Document Imaging tools provide the means to displayarchived data necessary to fulfill legal and business retention requirements.


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Advantages of Archiving

Improved system performance and response time Faster backup and recovery time Reduces time for client copies and refreshes. Reduced Maintenance and administration cost Reduced Hardware Costs by Reducing Growth


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Archiving Development Kit

The SAP Data Archiving concept is based on the Archive Development Kit (ADK). ADK, aservice of my SAP Technology, is the software layer that encapsulates the technical aspects ofdata archiving programs. ADK provides an application programming interface, that customersand partners can use to develop their own archiving solutions.

The ADK provides the technical basis for the SAP standard archiving transaction (SARA). IfArchive management is called directly from the application component, application specificsettings (suchas programs and archiving objects) are activated automatically.

The SAP features include:

High level of data protection No system downtime during archiving Independence of hardware and archiving software (Supports all third party vendors) Read access to archived data Interface to external storage systems

Note: Restore of archived data back to database is not recommended.


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Data archiving

Data archiving involves the physical removal of data from the SAP system’s Database tables.This type of archiving allows information to be moved to a non production environment andstored on a separate storage device . However, for business and legal reasons, it is likely thatthe most of the extracted data must remain accessible.


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Data archiving process

The data archiving process in the SAP system can be divided into the following steps:

Data is written to the archive

The data to be archived is read from the database and written sequentially to newly created archive files.

Data is deleted from the database

The delete program deletes the data from the database after it has been completely written to the archive files. To ensure the integrity of the archived data, the delete session is not started until the created archive files have been read and confirmed.

Archive files are stored

The archive files that were created during the write phase can be moved to storage systems or to tertiary storage media. Another option would be to start the storage phase before the deletion phase.


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Transaction and Master dataMaster Data:

Master data is data that remains unchanged over a period of time. It contains information that is always needed in the same way. For example Customer master, Vendor Master etc.

Transaction data:

Data relating to the day-to-day transactions. For example Purchase order, Sale order, Billing Document, Material Document etc.


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AnalysisA clear data management approach will help in maintaining a stable system with less performance issues.

Data Prevention

Technically it is possible to deactivate updating for certain types of data. If, from a business point of view, the data is not required, the updating of the data should be deactivated. Data AggregationIn some cases data can be aggregated at a higher level, for e.g. by generating totals. Aggregation should be implemented, if it provides sufficient level of information that is required for the business process

Data Deletion / House keepingMany data could be deleted soon after it is created in the system, for e.g. spool data

Data ArchivingData Archiving should be performed for data which is not required for the live operation of the system.


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DepandanciesDue to the relational nature of the R/3 database, data that is archived and deleted from one area of the system can affect data in other areas. If, for example, Sales Orders are deleted before billing documents relating to those Sales Orders, data in the database would become corrupted, as the billing documents refer to sales that no longer existed.

SD_VTTK

RV_LIKP

SD_VBRK

SD_VBAK


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Archiving objectArchiving objects are the essential ingredients for archiving SAP data. An archiving object can be defined as a logical unit, which is obtained from SAP data objects. When data objects are combined on the basis of requirements, a business object is formed, which then can be archived.

Archiving objects instruct the SAP archiving system to get the right tables when archiving specific R/3 business objects. They are defined using transaction AOBJ.

The archiving objects are defined for different modules of a SAP system. For example, financial accounting documents are archived via the archiving object FI_DOCUMNT, which comprises the document header, company-code-dependent postings, change documents, SAPscript texts and other elements.


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Structure of Archiving object


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Archiving procedure

In T Code SARA select the WRITE Option

In the Variant screen enter the required fields as per your Archiving object & Save it. Below is the example for MM_EBAN.


Archiving procedure

In the variant creation screen, select the Start Date option. Enter the date & time as per your requirement & Continue.


Archiving procedure

Next select the Spool Parameter option. Enter the required fields & Continue.


Archiving procedure

Then Execute the job for your Variants


Archiving procedure

Checking Spool DATA

In the screen menu you will find the job option click on that.

There you will find your job which you have scheduled, select it & Go to Job Logs option.


Archiving procedure

To get more details about you job go back of the screen & select the Spool option.

Click on abap list to get detailed information


Archiving procedureGraphical display of spool list

Next step is to proceed with deletion run from SARA by clicking the delete button and selecting the archive file and executing the same by maintaining the schedule parameters and spool parameters


Archiving procedure

From SARA Transaction click on the Delete button

Click on archive selection and you will get a pop up for the selection of file and click the file check box which needs to be deleted.Maintain the start date and spool parameteres and then click on execute


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Archiving objects in ScopeThe following are the archiving objects in scopeP10:

•Idoc archiving is automated and workitem deleted.

P60(GTS):

Archiving Object BusinessArea Object type

SPL_AT Audit logs

CUHD MM

BUS2012-Purchase orderBUS2013-Purchase scheduling agreementBUS2014-Purchase ContractLIKP-DeliveryBUS2032-SaleorderBUS2096-Debit Memo


Archiving objects in ScopePT4(Travel System):

IDOC some message types are deleted COGRP1,COGRP6,COSMAS,PRCMAS,YINTORDOUT2,YPROJOUT2,EXCHANGE_RATE,YRPRCCC,HRMD_A,USERCLONE

PB2:IDOC less than 14 days are deleted from the system and not archived.

PSM: Idoc less than 93 days for message type USERCLONE are deleted in client 005,006 and 007.

Archiving object Archived

IDOC Message type ACC_EMPLOYEE_EXP & ACC_EMPLOYEE_PAY less than 93 days are archivedWORKITEM work item less than 14 days are archived

US_PASS User data changes less than 731 days are archivedUS_AUTH User master change documents less than 731 days archivedUS_PROF User master profile changes less than 731 days are archivedUS_USER user authorisation changes less than 731 days are archived

CHANGEDOCU PFCG object data less than 731 days are archivedPA_TRAVEL Trip related travel data less than 15 months are archived

YHR_TRVSTA Travel workflow status table data less than 15 months archived


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Automated Runs – P10 & PB2Some of the archiving runs are automated and are monitored on daily basis for the completion status and the runs are listed below according to each system.P10:

PB2:


Automated Runs – PT4


Automated Runs – PSM

Client Job Name Data Frequency Job Start time

5 BC_ARC_IDOC_005_LESSTHAN_93 DAYS IDOC deletion Weekly Sunday @ 22:00 PM



In PSM system client 005,006 and 007 the idoc deletion runs are automated so that all idoc less than 93 days with message types USERCLONE is deleted automatically


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Templates to be accessed and Updated

Nokia IT has custom templates which needs to be checked and updated before and after any archiving activities.For instance we may have some company codes to be on hold and same are updated in ftp under the folder frequently updates filesArchiving on hold list and a check on meeting memo is also advisable so that we dont archive any data which should be in database.\R3_Archiving\Archiving\Documentation\Frequently updated files\Archiving hold on list.xls

Also the archiving status needs to be updated in the custom template ARCH_STAT Updated by last onsite person under Frequently updated files.\R3_Archiving\Archiving\Documentation\Frequently updated files

For FISDMM we also need to track the Archiving % and same need to be updated in the link mentioned below under the file P10 ARCH % FI_ SD_MM.\R3_Archiving\Archiving\Documentation\Frequently updated filesFor archiving periodicty and any changes in archiving related object frequency or retention to be refered and updated in the link mentioned below.

\R3_Archiving\Archiving\Documentation\Retention timesupdated.xlsxContent repository list needs to be refered and updated if any new content repository created in the link mentioned below. The same can be used for after refresh related activity to send the certificates.

\R3_Archiving\Archiving\Documentation\Frequently updated files\CONTENT REPOSITORIES.xls


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Other InstructionsFor detailed information for some other usefull instructions as listed below refer the attached power point.

Background Job Creation.Change Content Repository.Delete scheduler.Data activation.Data deactivation.Delete all using background user.FI secondary Index DeletionFile storing to archiving system

INSTRUCTIONS


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Table analysis (TAANA)

Table analysis helps to analyze how entries for a table have been distributed to selected fields. Table analysis counts the table entries and assigns the number of entries found to the selected field values (such as organizational units or periods).

TAANA provides generic analysis functionality for all transparent tables of your database (at least it is counting entries on client level). Own variants are also freely configurable (but must be transported). This makes it to a very powerful tool.

For more information on how to create virtual field and analysis varaint please refer the document attached below.

TAANA


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Period end closing & Global Maintanence windowPeriod end closing:

Every month during period end freeze ,there should not be any archiving runs in the P10 system.

The automated runs (IDOC & WORKITEM) should be rescheduled to start after the period end freeze in both P10 & PT4 system.

Exception -The ARFCRSTATE ,change pointer deletion, RL_TA,RL_TB,RL_LUBU runs can go on during the period end freeze in P10.

As there are no archiving run during freeze time we have made catchup runs to start after the freeze period which will help in cleaning the data for that period freeze gap .

Once the catch up runs gets completed, the normal automated runs should be executed as normal agreed frequency.

The IDOC runs which goes in PB2 system can go on

Long Maintanence window:

During long maintanence break (24 hours)ensure to reschedule the IDOC & Workitem run to start after maintanence break.

Short Maintanence window:

During short maintanence break (4 hours)there is no need to reschedule the IDOC & Workitem.


Period end Freeze & Long Maintanence Break


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System Refresh ActivitiesNew document to be attached soon.This slide will be updated once finalised with new process.


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Print List ArchivingPrint list archiving functionality is used to archive statutory reports in electronic format to the print list archive. Statutory reports required by local authorities are stored to the print list archive according to legal archiving storing requirements.

Normally Business teams are involved in archiving the reports and IT archiving team monitors them and take corrective actions if any problem and also involved in archiving some reports specific to Data retention tool (DaRT).

With the print list archiving, you can:Archive SAP R/3 report in electronic format as a print list

Retrieve archived report from print list archive in electronic format, print report from print list archive on paper format and save report from print list archive to local hard drive.For detailed information please refer the document attached below.

Printlist archiving user guide


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ITSM & SoX control Points

ITSM is a set of process that details best practices to enable and optimize IT services in order to satisfy business requirements and manage the IT infrastructure both tactically and strategically.

ITSM ticket queue for our team need to monitored periodically and take corrective action and update the validation points and status of the tickets and take it to closure.

There are some SoX validation points and approvals to be obtained depending on the type of an ITSM ticket.

For detailed information please refer the document Electronic archiving system for SAP minor customizing list.ppt .Path for the same is mentioned below.

\R3_Archiving\Archiving\Documentation\3. ARCHIVING TEAM INSTRUCTIONS\SoX


SoX Control Points

5510 - Approval to start Approval is the first step before starting any kind of activity in the SAP system according to the incident received. 5550 Business sign off After the completion User acceptance testing and get the business sign off to move the transports to production. 5560 Audit trial Onsite coordinator will do the Audit trial. 5570 Implement to production Whoever releases the transport request to production they need to update the 5570 information. 5580 Validation Validation required for each and every incident handled by our team. Requestor provides the sign-off after the validation. Note: IT change control points vary depending on the requests.

Refer the attached Powerpoint and Link for detailed information.

\R3_Archiving\Archiving\Documentation\3. ARCHIVING TEAM INSTRUCTIONS\SOX

SoX control points


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Data retention tool(DaRT)DART (Data retention Tool):

DART is a tool used for meeting the legal and auditing requirements of a Company. Specifications for DART was developed by ASUG Tax user Group and SAP. In Nokia DART is used for USA,Canada and Germany .Portugal is new country in scope and has not yet been started.

NOTE:

Schedule the extract runs for the weekends. No corresponding archiving runs should go at the same time when extracts are being run. Monitor the archiving folder for DART extract and once it reaches 70 % ,store has to be done. Archiving runs and index deletions should go only after the DART Extracts are done. Once reports are stored the same need to be checked in OADD transaction for any errors .

For detailed Information refer the instruction documents in the link mentioned below.

\R3_Archiving\Archiving\Documentation\DART\DART instructions_new.doc

Updations to be done in ftp in the link mentione below in the file DART extract status \R3_Archiving\Archiving\Documentation\Frequently updated files


Data retention tool(DaRT)

IT Archiving team checkes from SAS for Valid company codes before start ing extracts. SAS team confirms the company codes. IT archiving team schedules the extracts on week end and complete the reports FTWE & FTWD. LSAS is responsible for all communication related to tax audit requirements and Communicate IT Archiving team with an ITSM ticket for changes to view file

configuration or new view file customisation. IT Archiving team Customise the view file according to requiremnt and release the transports to higher level systems after testings ,signoff and approvals. LSAS creates request IT Archiving team to Import the extracts and completes the tax audit files and are resposible for delivery the files in form of CD ’s to tax

authorities.


Data retention tool(DaRT)DaRT Steps for Extract and View Files

Create Extract Report execution Store extract files Define view Create view file Delete view file

For detailed instructions refer the document mentioned below.

Steps Transaction Description

Create Extract FTW1A For creation of extracts

Reports

FTWE Control Total verification

FTWD Check Sum

FTWL Export the extract to archive

FTWY Create or change view definition

FTWH Data extract view

FTWL Deletion of file

DaRT Instructions


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Global Trade Services (GTS)GTS:

Global trade services is an additional solution for standard SAP to support management ofregulatory compliance for import and export. It provides functionalities not available in standardSAP in areas of compliance and customs Management.

Data transfers from R3 system to GTS system for sale orders, invoices, outbound deliverydocuments, purchase orders and once transferred to GTS system ,all necessary screenings are done andtrade documents, customs declaration, duty calculations are created in GTS system data base size growthis more and hence we archive this customs documents and display archived reports to customs when required. CUHD and SPL_AT are the archiving objects in scope for the GTS system and for more information refer thePowerpoint mentioned below.

Also refer to the documents mentioned in the link below for more additional informations.

\R3_Archiving\Archiving\Documentation\4. Projects\GTS\R3_Archiving\Archiving\Documentation\4. Projects\GTS Upgrade 2010

GTS Instructions


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Travel ArchivingArchiving of travel data and report files will be done due to legal requirements. Data cleaning is needed in PT4 to avoid performances and disk space problems due to data growth. Data from SAP Travel Management system (PT4) will be archived into external storage system LEA/Centera. Archiving of data in Travel system PT4 is done by the SAP Archiving team. Travel Archiving will be done by personnel area. Only completed trips (status transferred to FI) will be archived.

For detailed information refer the document in the link below.

\R3_Archiving\Archiving\Documentation\4. Projects\Travel Management Tool\Concept blueprint training material\Travel Archiving User Guide for IT and SAS.docx

PA_TRAVEL Instructions:\R3_Archiving\Archiving\Documentation\4. Projects\Travel Management Tool\PA_TRAVEL variant for PU22 and SARA.docx


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New Systems to ComeSAP Upgrade:

For detailed information related to Upgrade related activities refre the documents as per the link mentioned below.

\R3_Archiving\Archiving\Documentation\4. Projects\SAP 2011 UPGRADE

Customer Relationship Management (CRM):

Archiving related activities is under work for the CRM system.

sap archiving training manual -...

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