mySAP Technology Data Archiving in SAP Retail

ChewAndrew Chew-Walter

Technical Application Consulting SAP Retail Solutions

SAP AG 2001, Performance Workshop, Andrew Chew-Walter 1

Agenda

Overview
SAP Data Archiving

Data Archiving Projects SAP Retail Summary and Preview

SAP AG 2001, Performance Workshop, Andrew Chew-Walter 2

A Typical Retailer ...

Articles ~103 - 105 Vendors ~102 - 103

InfoRecords & MM Conditions

Sites ~102 - 103

Listing & SD Conditions

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Examples Of Fast-Growing Tables

BSIS VBRP COEP MSEG CKMI1 RFBLG S120 VBFA BSIM KOCLU EKPO S121 VRPMA BSAS EKBE 88 GB 60 GB 59 GB 49 GB 22 GB 21 GB 20 GB 19 GB 10 GB 8 GB 8 GB 8 GB 7 GB 6 GB 4 GB Accounting: Sec. Index For G/L Accounts Line Items Of Billing Documents CO Line Items Line items of material documents Index For Accounting Docs For Materials Cluster For Accounting Documents Sales As Per Receipts POS Inbound Sales Document Flow Sec. Index, Documents For Material Cluster For Cond. In Purchasing & Sales Line Items Of Purchasing Documents Material Aggregation POS Inbound SD Index: Billing Items Per Material Acc.: Sec Index For G/L Acc. (Cleared item) History Of Purchasing Documents

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Benefits

Value Generation
when using mySAP Technology Data Archiving is achieved by:

System Availability
Faster and easier upgrade to higher software releases. Faster Euro conversion and shorter runtime for backup and recovery.

Use of Resources
Reduced hardware costs for Disk, CPU, Memory as well as administration costs.

Response Times
Shorter response times in dialog mode for all employees.
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Agenda

Overview
SAP Data Archiving

Data Archiving Projects SAP Retail Summary and Preview

SAP AG 2001, Performance Workshop, Andrew Chew-Walter 6

SAP Data Archiving

Online
Access
Display Database Application Data Data Object

File System

Offline/ Nearline

Archive Files

Storage System

Archive and Delete

Store

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Archiving Object
n Definition of logical units in business processes n All programs required for archiving, for example preprocessing, read, write and delete programs n Definition of required Customizing
Archiving Object

Customizing

Data

Programs
SAP AG 2001, Performance Workshop, Andrew Chew-Walter 8

Writing and Deleting Data

Archive and delete in parallel
SAP Database
Archiving program

Delete program Delete program

Archive file Archive file

SAP Database

Delete after all write jobs are finished

Delete program Delete program

Archive file Archive file

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Storage Of Archive Files

mySAP.com System

External Storage System

ArchiveLink Database Application data Data objects File system

Archive System

HSM System Alternative Storage system

SAP

3rd Party (optional)

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Positioning

Data Archiving for a "healthy" System

Data archiving should not be seen as the last chance to prevent system collapse after all possible hardware upgrades have been exhausted

Consider Data Archiving early in the planning stage

Maintain R/3 System performance

Data Archiving is an interdisciplinary process

Data archiving requires a high degree of cooperation between user departments and the IT department
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Auditing


Data archiving is not designed to support auditing

To support auditing, SAP provides the Audit Information System - AIS

n Collection of structured and pre-configured standard SAP reporting programs n Drilldown to individual documents n Data export of
u document u account u balance

data

balances sheet data

External Audit

Internal Audit

System Audit

Data Security

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ADK - Archive Development Kit



Set of function modules with archiving functionality

Development tool for Data Archiving solutions

n SAP AG
u application

developers integrate archiving functionality into the application

n Customers
u archiving u extend

solutions for customer-specific tables

standard R/3 functionality

l Reporting l Single Object Access

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SAP AS - Archive Information System



Browsing through archive files Configurable retrieval based on infostructures

n Ad-hoc access to archive files n Using database tables for fast access

Direct access to single data objects Access to original documents via SAP ArchiveLink Early availability as transport down to SAP Release 3.1I

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SAP AS Components
Archive Information System
Archive Retrieval Configurator Archive Explorer

create Archive Information Structure

read

Archive files

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SAP DRB - Document Relationship Browser

Simultaneous access to archived and online data Start in new transaction ALO1 or in AS User authorization Early availability as transport down to Release 3.1I All common archiving objects are connected
n SD: Sales activities, Sales orders, Delivery documents, Billing documents n FI: Accounting documents n CO: Controlling documents n MM: Purchase requisitions, Purchase orders, Material documents, Logistics invoice verifications
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Exception: Reload to Database

The reload function is not available for all archiving objects Scenario 1 Reload immediately after data archiving
n Restoring the database due to an error (incorrect selection, incorrect customizing of residence periods)

Scenario 2 Reload some time after data archiving

n Can result in business inconsistencies

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Agenda

Overview
SAP Data Archiving

Data Archiving Projects SAP Retail Summary and Preview

SAP AG 2001, Performance Workshop, Andrew Chew-Walter 18

Find the Right Time to Start



Why Data Archiving should not be postponed?

n the project gets more complex the bigger the database has grown n the archiving programs need more resources n longer recovery time in case of disaster n the maintenance windows for data hygiene tasks might become insufficient n increased down time when installing higher software releases n several archiving objects can be used soon after going live n slower system response time makes all online users less efficient

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Who Should Be Involved ?

Basis / database person Business process expert Document retention person Tax experts
n n

IRS Federal tax State and Local tax

Security person Auditors Internal / external consultants

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Phases of an Archiving Project

Build project team

n Project leader n IT area n User area (audit) n Application representative n External

Data analysis

Design and conception

n Documentation concept (audit) n Archiving concept K Business K Technical n Implementation plan K Activities K Schedule n Long-term archiving schedule K Management of archive files n n n n n n n n

Test
SAP Notes Transports Variants Server configuration Customizing Storage system Carry out archiving session Postprocessing if required

Implementation
n Test phase evaluation n Preparations n Implementation n Follow-up

n Table size n Growth rate n Accompanying archiving object n Dependencies n Legal requirements n Residence time n Access requirements n Authorizations n Storage system/medium

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Considerations Before Data Archiving

Yes

Is the data required?

No

Can the data be summarized?

No

Yes

Summarize data

Yes

Deactivate the creation of the data

Can the data be archived?

No

Yes

Data remains in the database

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Archive data!

Agenda

Overview
SAP Data Archiving

Data Archiving Projects SAP Retail Summary and Preview

SAP AG 2001, Performance Workshop, Andrew Chew-Walter 23

Main Retail Processes

SAP Retail System

HQ
Assortment Planning

DC
Delivery Notes Transport Orders Goods Issues MRP Purchase Order Goods Receipts

Customer
Sales Order Invoice

Vendor
Stock Transport Orders

Goods Receipts

Store
POS-Interface Outbound Master data, Assortment List POS Interface Inbound Sales Data, Store Order
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"R/3 Store"
Replenishment Planning Purchase Orders Goods Receipts

POS-Inbound: Affected Modules

SD

Billing

Profitability Analysis Profit Center Acctng

Replenishment

WPUBON01

Goods Movements

Stock Ledger G/L Accounts Accounts receivable Credit Card Proc. Accounts payable

MM

S271

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BW

S086, S123, S124 S077, S080, S083, S105 S078, S081, S084, S106 S120 S121 S122

RIS

S272

FI

CO

Cost Center Acctng

POS-Inbound: Affected Modules

Report RARCCOA1 Report RARCCOA2 Report RARCCOAA Report RARCCOAP SAP Note 138688

Replenishment

MM

IDOC

MM_MATBEL2

FI_DOCUMNT

Transaction MCSX MC_Sxxx

RIS

Transaction MCSX MC_Sxxx

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BW

FI

CO

SD_VBRK SAP Note 131051

SD

POS-Inbound: Archiving & Deletion



Archive IDocs with status 53

n Archiving Object IDOC

Delete Messages Relating To IDocs Already Archived

n Report RWPUDLST

Delete Status Information Of IDocs Already Archived

n Report RWPUDTST

Delete Links between archived IDocs & Application Objects

n SAP Note 149367 n for Rel. < 4.6
u Type-C

Workitems With Status Completed u Report RSWWCIDE (RSWWWIDE) u Report RSWWHIDE

n Rel. 4.6
u Workitem-Tables

and Table IDOCREL u Report RSRLDREL u SAP Note 505608

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POS-Inbound Data Avoidance I

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POS-Inbound: Data Avoidance II



FIAggregation of FI-Documents
n SAP Note 36353

Deactivation of ACCT*-Tables ACCT*n SAP Note 48009

Avoid Links between IDocs and Application Objects

n Object types IDC0, IDC1, IDC4, IDCB n SAP Note 384660

Avoid Application Logs during Data Load via IDocs

n SAP Note 183960
u Complete

deactivation of Application Logs

n SAP Notes 393667, 373688

u Create

Application Logs only when errors occur

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POS-Inbound: Data Avoidance III



If CO, Profit Centre Accounting are active

n SAP Note 178919 Table GLPCA: How To Reduce The Data Volume n SAP Note 198519 Simulating Summarisation of GLPCA n SAP Note 147766 Summarisation In CO n SAP Note 350149 Parallel Mass Processing Of IDocs In The CO-PA n SAP Note 361896 Performance/DB Growth: POS Inbound + CO-PA

See SAP Note 213546 HPR Collective Note: POS Inbound

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POS Outbound - Archiving & Deletion



IDocs With Status

n Archiving Object IDOC

03 Data passed to port OK 12 Dispatch OK

or

POS status information

n Status information is required for monitoring the processing of outbound POS data. n After outbound POS data has been successfully processed, the data can be deleted (transaction WDSR). Change pointers only relevant for POS outbound processing are also deleted.

ALE change pointers

n From the POS outbound processing perspective, change pointers indicate that the latest data has to be transferred to the stores. n Change pointers that have been processed for all applications involved can be deleted (transaction BD22).

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Prevent Creation Of Change Pointers

TA: SALE 1 2

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Supply Chain Management Process Overview

Sales Data (POS Upload) Replenishment Planning

Store Order

Purchase Requistion

Stock Transfer Order

Purchase Order

Delivery
processing at DC

Transfer Order

Goods Issue

Goods Receipt

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Supply Chain Management Archiving Objects

see POSInbound Replenishment Planning

Store Order

MM_EBAN

MM_EKKO

MM_EKKO

RV_LIKP
processing at DC

RL_TA

MM_MATBEL FI_DOCUMNT

MM_MATBEL FI_DOCUMNT

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Procurement for DC (MRP) Process Overview

Forecast MRP
Purchase Requisition

Purchase Order Goods Receipt

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Procurement for DC (MRP) Archiving/Deletion

Run report RMCPMLOE to delete old forecast versions

! Report RMPR2001 363284 SAP Note 363284 !

MRP MM_EBAN MM_EKKO MM_MATBEL FI_DOCUMNT

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Customer Orders Process Overview

Customer Order Delivery Transport Order Billing Document Goods Issue

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Customer Orders Archiving Objects

SD_VBAK RV_LIKP RL_TA SD_VBRK MM_MATBEL FI_DOCUMNT

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A Typical Retailer ...

Articles Vendors

InfoRecords & MM Conditions

Sites
Listing & SD Conditions

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A Typical Retailer ...

MM_MATNR FI_ACCPAYB

MM_EINA

WS_ACSITES
Report RWSORT53 SD_COND

SAP AG 2001, Performance Workshop, Andrew Chew-Walter 40

Listing / article master data

Table WLK1 listing conditions
Client 014 014 014 ArtNr. R100001 R100001 R100001 Site R151 R152 R153 Date..

Listing in site X

Articles

Table MARC
Client 14 14 14 ArtNr. R100001 R100001 R100001 Site R151 R152 R153 ....

Table MBEW
Client 14 14 14 ArtNr. Val. Area Val. Type R100001 R001 R1 R100001 R001 R2 R100001 R001 R3

Table MVKE
Client

. . . . . . . . .

ArtNr.

. . . . . . . . .

Sales O. Dist. Ch.

. . . . . . . . .

. . . . . . . . .

. . . . . . . . .

....

Others: WLK2, MLAN

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Listing Archiving / Deletion / Data Avoidance



Assortment Modules/Listing Conditions

n Archiving Object W_SOR

Expired Listing Conditions Can Be Deleted Using Report RWSORT53

n For R/3 Release < 4.6B, see SAP Note 184190

Avoid Creation Of Change Documents during Listing (WSM8)

n Use Flag In Selection Screen (Rel. 4.6C) n Retrofit for Rel. 4.0B 4.6B
K

SAP Notes 201772, 201972, 201997 SAP Note 140255

n Archive Change Documents Using Archiving Object CHANGEDOCU

K

n Delete outdated Change Documents

K

Report RWSORT54 - Object Class WLK1 & ASMODULE K Report RSCDOK99 - for all object classes

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Allocation: Generation Of Follow-on Documents

Background Manual

Allocation Table

Worklist created/ updated

Generation

PO Worklist
(to external vendor)

Vendor Orders Warehouse Orders Deliveries

(Transport Orders Goods Issues/ Receipts)

Warehouse order list

Delivery due list

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Allocation: Archiving Objects

Background

Deletion of Allocation Tables (TA: WA09)

Allocation Table Worklist created/ updated

Generation

PO Worklist
(to external vendor)

Manual

MM_EKKO

Warehouse order list

MM_EKKO

Delivery due list

RV_LIKP
(RL_TA MM_MATBEL FI_DOCUMNT)

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Promotion: Process Overview

Promotion Planning

Supply source determination

Price activation

Allocation table

Announcement

Listing

Additionals

Price calculation

POS data

Assortment list

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Promotion: Archiving

Promotion Planning
W_PROMO

see Allocation
Supply source determination Price activation Allocation table Announcement

see Listing
Listing Additionals

Price calculation

POS data

Assortment list

W_KALK

see POS Outbound

Report RWBBVDEL

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Archiving Objects Developed For Retail



Master data
n W_SOR Assortment Modules And Listing Conditions (3.0D) n WS_ACSITE Site Master Record (4.0A) n W_PROMO Promotions (4.6A) available for 4.0/4.5 (see SAP note 202307)

Transactional data
n n n n W_KALK W_VKAB WTADDI W_MARKDOWN Pricing Document (4.0A) From Sales Price Calculation Sales Value Change Documents (4.5A) Additional Documents (4.5A) Markdown Plans (SAP Note 376791)

(LOAgency Business (LO-AB)

n n n n n WBU WLF WRECH WREG WZR Posting Lists (4.5A) Vendor Billing Document (4.5A) Invoice Lists (4.5A) Payer Request Lists (4.5A) Payer Requests (4.5A)

Objects are also used when Subsequent-Settlement is active

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Housekeeping Jobs


Administrative Data Of Background Jobs

n Report RSBTCDEL

Spool Data & Administrative Data Of Spool Jobs

n Report RSPO0041 / RSPO1041 n Report RSPO1043 - consistency-check, deletes inconsistent spool requests


see SAP Note 16083

Administrative Data For Batch Input

n Report RSBDCREO (SAP Note 18307, Rel. 3.0D 4.6B)

Runtime Statistics For Background Jobs

n Report RSBPSTDE

ABAPOld ABAP-Shortdumps
n RSSNAPDL

Application Logs
n Report RSSLG200, RSSLGK90 (For Rel. < 4.6)
K

client-dependent client-dependent

n Transaction SLG2 (as from Rel. 4.6)

K

n SAP Note 141244 ALE: Deactivating Application Log For Data Transfer (< 4.6)


Change Pointers
n Report RBDCPCLR (BD22) see also POS Outbound

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Agenda

Overview
SAP Data Archiving

Data Archiving Projects SAP Retail Solutions Summary and Preview

SAP AG 2001, Performance Workshop, Andrew Chew-Walter 49

Summary


Data Archiving plays an important role in keeping your system in a healthy state SAP Data Archiving comes equipped with tools which allow you to access archive files An archiving project takes time (6 - 9 months is the usual period of time) and should be started as early as possible Check the possibilities of data prevention An experienced archiving consultant with Retail knowledge should be a member of the project team important Involvement of the relevant application experts is very important Before data can be archived test runs are necessary. The results have to be checked by the application experts. It is recommended to install the latest relevant support package It might be possible to implement actual SAP notes objects Data Archiving in Retail uses mainly standard archiving objects

SAP AG 2001, Performance Workshop, Andrew Chew-Walter 50

Further Information


Trainings
n BC660: Data Archiving n BC670: Data Archiving - Retrieval Programming

SAPNet: SAPNet:
n Data Prevention Checklist n Guide To Data Archiving In SAP Retail n Retail - Supplement to 4.0/4.5 Documentation n Managing SAP Data Archiving Projects n SAP Data Archiving and the Euro

http://service.sap.com/datahttp://service.sap.com/data-archiving service

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