Archiving Requirement Essentials

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
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
Data management approach Archiving process overview Archiving requirement analysis Key decisions Recommendations Proposed Roadmap
Data Management Approach

Is the data really needed ?
Yes No
Data Prevention
Can the data be aggregated ?

No
Yes
Data Aggregation
Can the data be deleted ?

No
Yes
Data Deletion
Data stays in dB
No
Can the data be archived ?
Yes
Data Archiving
Periodic
Housekeeping Framewwork
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
Data Management Approach Archiving process overview Archiving Requirement Analysis Key decisions Recommendations Proposed Roadmap
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

External Storage System
Archiving Object
Archive Files
Online dB Data Archiving
File System
Optical Archive
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) handled together as single business object
Archiving object defines which database tables must be 1 Archiving object = 1 Business object
Business Object
Material Document Sales Order Sales Invoices FI Documents Workflows
Archiving Object
MM_MATBEL SD_VBAK SD_VBRT FI_DOCUMNT 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
Data management approach Archiving process overview Archiving Requirement Analysis Key decisions Recommendations Proposed Roadmap
Analyse : Database facts
Current dB Size
- Allocated Space 605 GB - Used Space 586 GB - % Used : 97
Size (GB)
Used Space in Database

650 600 550 500
450 400 Alllocated Space (GB) Used Space (GB)
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
Analyse : Current and Projected DB Growth

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
Size (GB)
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
Analyse : Allocated and Used Space

DB Allocated and Used Space
700.00 600.00 500.00 400.00 Size (GB) 300.00 200.00 100.00 Jun-04 May-04 Nov-04 May-05 Mar-04 Jan-05 Aug-04 Mar-05 Sep-04 Dec-04 Feb-05 Apr-05 Apr-04 Jun-05 Jul-04 Oct-04 DB Allocated Space DB Used Space
Time
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

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)
Suggested Priority Areas: Based on the analysis for

Finalise with Business 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)
TST03 SOC3 ARFCSDATA 13.91 11.73 3.15
Description
SpoolData SAPOffice ARFCCall Data
Data Management Possibility

Deletion/Prevention Deletion/Archiving through program and not through Archiving Object Deletion/Prevention
Unsatisfactory Table and dB Intensive Transactions - Input to Archiving/Data Mgt.
Unsatisfactory table performance

Table Name Program/Report Name RBKP EDIDC SAPLMRMC RBDAPP01 RSWWCOND SAPLZEPB_PMFUNCTION
SWWWIHEAD EBAN
Database intensive transactions

Report /Transaction Name DB AccessTime as % of overall Response Time (Above 40) 88.2 80.8 44.4 64.9 RBDAPP01 RSWWCOND SDBONT06 MIRO
Agenda
Important: Determine Residence/Retention time

Data which can be Archived depends upon:
Object Creation Archiving Deletion from Archive
Residence Time SAP Online dB
Retention Time External Storage System
Residence Time :
Time between Object creation and moving to archive -Business requirements -IT requirements
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
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 objects and tables
Perform Data Distribution Analysis across Archiving 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 :

Step2 : Check for analysis programs in SAP R/3. SAP provides analys programs for many tables. Example: Analyse CO tables

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

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
GLPCATables (GLPCA, GLPCP, GLPCT)

EC_PCA_ITM or FI_SL_DATA
Note_203545_GLPCA.txt Note_317219_FI Ledger.txt
Note_138688_CO tables.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 SAP
application 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 SARI

Example: Retrieve archived Idocs
Step 1: Enter Archiving object and Infostructure
Step 2: Enter search/relevant parameters
Different views to dsiplay data: 1. 3. Technical View 2. Business view User defined view
For SD/MM/FI documents only. Use tcode ALO1
Data Retrieval : Document Relationship Browser (DRB)
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
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
Data Management Approach Archiving process overview Archiving Requirement Analysis 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 months
Month Pre-Project Activities Analysis Phase Implementation Phase 1 2 3 4 5 6
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
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SAP R/3 : Archiving Requirement Essentials

-Deepak Kumar Senior Consultant, Infosys Technologies Ltd.

SAP R/3 : Archiving Requirement Essentials

SAP R/3 : Archiving Requirement Essentials

SAP R/3 : Archiving Requirement Essentials

Data Management Approach

Can the data be aggregated ?

Can the data be deleted ?

Can the data be archived ?

SAP R/3 : Archiving Requirement Essentials

SAP R/3 : Archiving Requirement Essentials

High volume data can be aggregated as totals with sufficient

Data which is not required for archiving is deleted shortly after

Ensure the data to be deleted is not refrenced by other set of

For tables where deletion is performed, check database

SAP R/3 : Archiving Requirement Essentials

Evolve Housekeeping Framework

SAP R/3 : Archiving Requirement Essentials

SAP R/3 : Archiving Requirement Essentials

Archiving Process: Schematic flow

SAP Archive Link

Online dB Data Archiving

SAP R/3 : Archiving Requirement Essentials

Archiving Process Overview

Create archive files

Access the archive data as and when required

Archiving object are SAP standard objects that facilitates the

(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 /

1 Archiving Object = n tables

SAP R/3 : Archiving Requirement Essentials

SAP R/3 : Archiving Requirement Essentials

Analyse : Database facts

Used Space in Database

450 400 Alllocated Space (GB) Used Space (GB)

SAP R/3 : Archiving Requirement Essentials

Analyse : Current and Projected DB Growth

SAP R/3 : Archiving Requirement Essentials

Analyse : Allocated and Used Space

(Facts and Figures for illustration purpose only)

SAP R/3 : Archiving Requirement Essentials

Determine : Largest Table

SAP R/3 : Archiving Requirement Essentials

Determine : Fast Growth Table

SAP R/3 : Archiving Requirement Essentials

Identify : Priority Areas that need Archiving

Suggested Priority Areas: Based on the analysis for

(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

Data Management Possibility

(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

Database intensive transactions

(Facts and Figures for illustration purpose only)