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SAP R/3 : Archiving Requirement Essentials
-Deepak Kumar
Senior Consultant, Infosys Technologies Ltd.
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Agenda
Data management approach
Archiving process overview
Archiving requirement analysis
Key decisions
Recommendations
Proposed Roadmap
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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
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Agenda
Data management approach
Archiving process overview
Archiving requirement analysis
Key decisions
Recommendations
Proposed Roadmap
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Data Management Approach
Is the data
really needed ?
Yes
Can the data
be aggregated ?
No
Can the data
be deleted ?
No
No
Yes
Yes
Data Prevention
Data Aggregation
Data Deletion
Data stays
in dB
No Can the data
be archived ?
YesData Archiving
Framewwork
House
keeping
Period
ic
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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.
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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
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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 databaseindexes 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.
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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
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Agenda
Data Management Approach
Archiving process overview
Archiving Requirement Analysis
Key decisions
Recommendations
Proposed Roadmap
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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 thatit remains accessible to the users and auditors
SAP Archive Link
External Storage
SystemArchive Files
Archiving
Object
OpticalOnline dB
Data Archiving
File System Archive
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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
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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
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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 ObjectMaterial Document
Sales Order
Sales Invoices FI
Documents
Workflows
Archiving ObjectMM_MATBEL
SD_VBAK
SD_VBRT
FI_DOCUMNT
Workitem
(Facts and Figures for illustration purpose only)
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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
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Agenda
Data management approach
Archiving process overview
Archiving Requirement Analysis
Key decisions
Recommendations
Proposed Roadmap
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Analyse : Database facts
Used Space in Database
Current dB Size650
- Allocated Space 605 GB 600550
- Used Space 586 GB 500
- % Used : 97
(Facts and Figures for illustration purpose only)
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
Size(GB)
SAP R/3 A hi i R i t E ti l
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A l C d P j d DB G h
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Analyse : Current and Projected DB Growth
Current and Projected Database Growth
900.00
800.00
700.00
600.00
500.00400.00
300.00
200.00
100.00
-
Linear Growth +
New Projects
Dec- Jan- Feb- Mar- Apr- May- Jun- Jul- Aug- Sep- Oct- Nov- Dec-04 05 05 05 05 05 05 05 05 05 05 05 05
Time
(Facts and Figures for illustration purpose only)
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Size(GB)
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A l All t d d U d S
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Analyse : Allocated and Used Space
DB Allocated and Used Space
700.00
600.00 500.00
400.00
300.00
200.00
100.00
-
Time
(Facts and Figures for illustration purpose only)
DB Allocated Space
DB Used Space
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Size(GB)
May-04
Jun-04
Jul-04
Aug-04
Nov-04
Jan-05
May-05
Jun-05
Mar-04
Apr-04
Sep-04
Oct-04
Dec-04
Feb-05
Mar-05
Apr-05
D t i L t T bl
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Determine : Largest Table
Analysis:
Use tocde DB02/DB15
Prepare largest Table list
Focus on Tables > 1GB
(Facts and Figures for illustration purpose only)
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Determine Fast Gro th Table
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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 forArchiving
(Facts and Figures for illustration purpose only)
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Analysis : Identify Archiving Objects
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Analysis : Identify Archiving Objects
Identify Archiving objects for the tables to be managed
(Facts and Figures for illustration purpose only)
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Analyse : Tables without Archiving Objects
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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/Prevention
SOC3 11.73 SAP Office Deletion/Archiving through program and
not through Archiving Object
ARFCSDATA 3.15 ARFC Call Data Deletion/Prevention
(Facts and Figures for illustration purpose only)
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Unsatisfactory Table and dB Intensive
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Transactions - Input to Archiving/Data Mgt.
Unsatisfactory table performance
Table Name
RBKP
EDIDC
SWWWIHEAD
EBAN
Program/Report Name
SAPLMRMC
RBDAPP01
RSWWCOND
SAPLZEPB_PMFUNCTION
Database intensive transactions
Report /Transaction Name
RBDAPP01
RSWWCOND
SDBONT06
MIRO
DB AccessTime as % of
overall Response Time(Above 40)
88.2
80.8
44.4
64.9
(Facts and Figures for il lustration purpose only)
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Agenda
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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
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Important: Determine Residence/Retention time
Data which can be Archived depends upon:
Object Creation Archiving Deletion from Archive
Residence Time Retention Time
SAP Online dB External Storage System
Residence Time :Time between Object
creation and moving to
archive
-Business requirements
-IT requirements
Retention Time :Time between moving toarchive and deletion from
archive
-Legal/Audit requirements
-Internal requirements
-Business requirements
Archiving Prerequisite: Business completion of
document AND Residence time is expired
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Important: Determine Residence/Retention time
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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)
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Archiving Object: What details it contains
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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
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Important : Identify right Archiving Object
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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)
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SAP standard tools for Archiving
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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 ?
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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 :
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Challenge : Identify right Archiving Object ?
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Step2 : Check for analysis programs in SAP R/3. SAP
provides analys programs for many tables. Example: AnalyseCO tables
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Challenge : Identify right Archiving Object ?
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Step4 : Identify tables to be analysed.
Example: CO tables
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Challenge : Identify right Archiving Object ?
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Step4 : Display the analysis for Archiving objects vs Tables
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Challenge:Right archiving object/data distribution
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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_ACCTITHow data is disctributed for org. unit and periods in tables
Note_316468_Accounting Interface.txt
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Important: Archived Data Retrieval
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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
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Archiving - Data Retreival
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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, MaterialDocuments etc.
Using Printlists - All modules
- Any report can be stored as printlist using ArchiveLink
- Retrieval through Archivelink
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Data Retrieval : Archive Information System
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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 dsiplaydata:
1. Technical View 2.
Business view
3. User defined view
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Data Retrieval : Document Relationship Browser(DRB)
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(DRB) For SD/MM/FI documents only. Use tcode ALO1
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Archiving - Module level direct retrival
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FICO Module
- FI document display - from normal display tcode FB99
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Important: Identify Data Dependencies
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R/3 Archiving programs normally check data integrity
-Documents needs to be closed/completed before thesecan 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
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Identify Data Dependencies using ADK networkgraphic tool
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Tcode: SARA
Dsiplays dependencybetween Arichiving objects
Displays whether an
archiving object is ready for
archiving or not
SAP R/3 : Archiving Requirement Essentials
Important: External Storage System Requirement
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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
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Important: Key Technical Decisions
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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
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Data Management Approach
Archiving process overview
Archiving Requirement Analysis
Key decisions
Recommendations
Proposed Roadmap
SAP R/3 : Archiving Requirement Essentials
Formulate Recommendations
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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
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Recommendations (contd.)
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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
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Recommendations (contd.)
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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
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Recommendations (contd.)
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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 productionsystem before executing final archiving
Consider Z tables for archiving (if relevant)
Document & Compare performance parameters before andafter the Archiving project
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Agenda
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Data Management Approach
Archiving process overview
Archiving Requirement Analysis
Key technical decisions
Recommendations
Proposed Roadmap
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Proposed Roadmap
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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)
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Proposed Roadmap (contd.)
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Archiving Project team formation and infrastructure set up
Estimated timeline for the archiving project is 4-6 months
Month 1 2 3 4 5 6
Pre-Project Activities
Analysis Phase
Implementation Phase
SAP R/3 : Archiving Requirement Essentials
SAP standard tools for Archiving
Database size growth (tcode DB02)
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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
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Thank You
SAP R/3 : Archiving Requirement Essentials