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SAP R/3 : Archiving Requirement Essentials

-Deepak Kumar
Senior Consultant, Infosys Technologies Ltd.

Agenda

Data management approach

Archiving process overview

Archiving requirement analysis

Key decisions

Recommendations

Proposed Roadmap

SAP R/3 : Archiving Requirement Essentials

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

SAP R/3 : Archiving Requirement Essentials

Agenda

Data management approach

Archiving process overview

Archiving requirement analysis

Key decisions

Recommendations

Proposed Roadmap

SAP R/3 : Archiving Requirement Essentials

Data Management Approach


Is the data

No

Data Prevention

Yes

Can the data

Yes

Data Aggregation

be aggregated ?
No

Can the data

Yes

Data Deletion

Housekeeping
Framewwork

really needed ?

No

Data stays
in dB

No

Can the data

Yes

Data Archiving

be archived ?

SAP R/3 : Archiving Requirement Essentials

Periodic

be deleted ?

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.

SAP R/3 : Archiving Requirement Essentials

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
SAP R/3 : Archiving Requirement Essentials

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.
SAP R/3 : Archiving Requirement Essentials

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

SAP R/3 : Archiving Requirement Essentials

Agenda

Data Management Approach

Archiving process overview

Archiving Requirement Analysis

Key decisions

Recommendations

Proposed Roadmap

SAP R/3 : Archiving Requirement Essentials

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 that
it remains accessible to the users and auditors

SAP Archive Link

Archive Files

External Storage
System

Archiving
Object

File System

Online dB

Optical
Archive

Data Archiving

SAP R/3 : Archiving Requirement Essentials

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
SAP R/3 : Archiving Requirement Essentials

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


SAP R/3 : Archiving Requirement Essentials

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 Object

Material Document
Sales Order
Sales Invoices
FI Documents
Workflows

MM_MATBEL
SD_VBAK
SD_VBRT
FI_DOCUMNT
Workitem

(Facts and Figures for illustration purpose only)

SAP R/3 : Archiving Requirement Essentials

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

SAP R/3 : Archiving Requirement Essentials

Agenda

Data management approach

Archiving process overview

Archiving Requirement Analysis

Key decisions

Recommendations

Proposed Roadmap

SAP R/3 : Archiving Requirement Essentials

Analyse : Database facts


Used Space in Database
650
600
Size (GB)

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

550
500
450
400
Alllocated Space (GB)

Used Space (GB)

(Facts and Figures for illustration purpose only)

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

SAP R/3 : Archiving Requirement Essentials

Analyse : Current and Projected DB Growth

Size (GB)

Current and Projected Database Growth


900.00
800.00
700.00
600.00
500.00
400.00
300.00
200.00
100.00
-

Linear Growth +
New Projects

Dec- Jan- Feb- Mar- Apr- May- Jun- Jul- Aug- Sep- Oct- Nov- Dec04 05 05 05 05 05 05 05 05 05 05 05 05
Time
(Facts and Figures for illustration purpose only)

SAP R/3 : Archiving Requirement Essentials

Analyse : Allocated and Used Space


DB Allocated and Used Space
700.00
600.00

400.00
300.00

DB Allocated Space
DB Used Space

200.00
100.00

SAP R/3 : Archiving Requirement Essentials

Jun-05

Apr-05

Mar-05

Feb-05

Jan-05

(Facts and Figures for illustration purpose only)

May-05

Time

Dec-04

Nov-04

Oct-04

Sep-04

Aug-04

Jul-04

Jun-04

May-04

Apr-04

Mar-04

Size (GB)

500.00

Determine : Largest Table


Analysis:

Use tocde DB02/DB15


Prepare largest Table list
Focus on Tables > 1GB

(Facts and Figures for illustration purpose only)

SAP R/3 : Archiving Requirement Essentials

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
(Facts and Figures for illustration purpose only)

SAP R/3 : Archiving Requirement Essentials

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 with
Business
and IS

(Facts and Figures for illustration purpose only)

SAP R/3 : Archiving Requirement Essentials

Analysis : Identify Archiving Objects


Identify Archiving objects for the tables to be managed

(Facts and Figures for illustration purpose only)

SAP R/3 : Archiving Requirement Essentials

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
SOC3

13.91
11.73

Spool Data
SAP Office

Deletion/Prevention
Deletion/Archiving through program and
not through Archiving Object

ARFCSDATA

3.15

ARFC Call Data

Deletion/Prevention

(Facts and Figures for illustration purpose only)

SAP R/3 : Archiving Requirement Essentials

Unsatisfactory Table and dB Intensive


Transactions Input to Archiving/Data Mgt.
Unsatisfactory table performance
Table Name

Program/Report Name

RBKP

SAPLMRMC

EDIDC

RBDAPP01

SWWWIHEAD

RSWWCOND

EBAN

SAPLZEPB_PMFUNCTION

Database intensive transactions


Report /Transaction Name

DB AccessTime as % of
overall Response Time
(Above 40)

RBDAPP01

88.2

RSWWCOND

80.8

SDBONT06

44.4

MIRO

64.9

(Facts and Figures for illustration purpose only)

SAP R/3 : Archiving Requirement Essentials

Agenda

Data Management Approach

Archiving process overview

Archiving Requirement Analysis

Key decisions

Recommendations

Proposed Roadmap

SAP R/3 : Archiving Requirement Essentials

Important: Determine Residence/Retention time


Data which can be Archived depends upon:
Archiving

Object Creation

Residence Time
SAP Online dB

Residence Time :
Time between Object
creation and moving to
archive
-Business requirements
-IT requirements

Deletion from Archive

Retention Time
External Storage System

Retention Time :
Time between moving to
archive and deletion from
archive
-Legal/Audit requirements
-Internal requirements
-Business requirements

Archiving Prerequisite: Business completion of


document AND Residence time is expired
SAP R/3 : Archiving Requirement Essentials

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.
(Facts and Figures for illustration purpose only)

SAP R/3 : Archiving Requirement Essentials

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
SAP R/3 : Archiving Requirement Essentials

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 R/3 : Archiving Requirement Essentials

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
SAP R/3 : Archiving Requirement Essentials

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 :

SAP R/3 : Archiving Requirement Essentials

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

SAP R/3 : Archiving Requirement Essentials

Challenge : Identify right Archiving Object ?


Step4 : Identify tables to be analysed.
Example: CO tables

SAP R/3 : Archiving Requirement Essentials

Challenge : Identify right Archiving Object ?


Step4 : Display the analysis for Archiving objects vs Tables

SAP R/3 : Archiving Requirement Essentials

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

SAP R/3 : Archiving Requirement Essentials

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 SAP
application menupath

SAP R/3 : Archiving Requirement Essentials

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
SAP R/3 : Archiving Requirement Essentials

Data Retrieval : Archive Information System


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 dsiplay


data:
1.

Technical View

2.

Business view

3.

User defined view

SAP R/3 : Archiving Requirement Essentials

Data Retrieval : Document Relationship Browser


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

SAP R/3 : Archiving Requirement Essentials

Archiving Module level direct retrival


FICO Module
FI document display from normal display tcode FB99

SAP R/3 : Archiving Requirement Essentials

Archiving Module level direct retrival


MM Module
Purchasing Documents
Material Documents
Material Master
Purchase Info Records
SD Module
Billing Documents

SAP R/3 : Archiving Requirement Essentials

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

SAP R/3 : Archiving Requirement Essentials

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

SAP R/3 : Archiving Requirement Essentials

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
SAP R/3 : Archiving Requirement Essentials

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

SAP R/3 : Archiving Requirement Essentials

Agenda

Data Management Approach

Archiving process overview

Archiving Requirement Analysis

Key decisions

Recommendations

Proposed Roadmap

SAP R/3 : Archiving Requirement Essentials

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

SAP R/3 : Archiving Requirement Essentials

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
SAP R/3 : Archiving Requirement Essentials

Recommendations (contd.)
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
SAP R/3 : Archiving Requirement Essentials

Recommendations (contd.)
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

SAP R/3 : Archiving Requirement Essentials

Agenda

Data Management Approach

Archiving process overview

Archiving Requirement Analysis

Key technical decisions

Recommendations

Proposed Roadmap

SAP R/3 : Archiving Requirement Essentials

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)
SAP R/3 : Archiving Requirement Essentials

Proposed Roadmap (contd.)


Archiving Project team formation and infrastructure set up
Estimated timeline for the archiving project is 4-6 months
Month

Pre-Project Activities
Analysis Phase
Implementation Phase

SAP R/3 : Archiving Requirement Essentials

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
SAP R/3 : Archiving Requirement Essentials

Thank You

SAP R/3 : Archiving Requirement Essentials

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