1. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 1 SAP NetWeaver Information Lifecycle Management and SAP System Decommissioning 9/30/10

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5. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 5 System startup Decommissioning Archiving during running operation 1 2 3 4 Switch to “Best Effort Mode” Archiving via ILM Define “Best Effort”5 Focused on Best Effort Systems

6. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 6 Hardware failure : CPU damage Hard Disk crash – No disk mirroring Required spare parts no longer available(power supply) Software Upgrades: SAP release 4.6C is supported until end of 2010 Extended Support for Oracle 9.2 expired July 31,2010 Loss of Knowledge: Loss of “last” experts Loss of process expertise Best Effort Risks

7. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 7 ILM Objectives 1 2 3 4 D ata security / data integrity Compliance (Legal and Company) Retention time management Uniform user interface Legal hold management Cost reduction

8. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 8 ILM as per SAP Uniform BW View Using standard reports for reporting & analyses Retention Rules Legal Hold Management Business Data Master Data Customizing ILM Retention Warehouse End-of-Life System WORM-like storage X SAP BW View Interface ILM Interface Legal Cases Retent. Policies SAP ERP ILM Retention Management End-of-Life Data WORM-like storage ILM Interface Legal Cases Retent. Policies SAP ERP Data Archiving Data Volume Management storage SAP ERP

9. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 9 Why move HISTORICAL data to ILM Compliant data retention Share hardware & software costs One consolidated repository for ALL historical data One source for Customer queries, Legal & Audit matters and one system with data expiration policy enforcement.

10. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 10 Why move to ILM No risk of power down and not coming back up. No requirement to keep old systems supported by vendors Automatically insures no data update vs manual methods of limited Security & Authorization (Compliance?). Possibly no guarantee of system availability/SLA in Best Effort mode. Retention timeframes ?? 10-15 years ?

11. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 11 Why move to ILM Green IT – the practice of managing the IT asset lifecycle in a way that minimizes energy and resource consumption Green IT initiatives can contribute directly to significant IT cost reductions and lower business risk

12. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 12 ILM Ramp-Up Project Bayer DS Europe Bayer PUK 4.5b Bayer R/2 Bayer C83 3.1i Bayer HI3 4.6b N1P 4.6 C N2P MySAP Bayer DS Europe

13. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 13 Process Steps Copy SAP BW Dev ILE/ Prod ILP Archiving Customizing of Retention Rules Conversion & Storage Temporary Upload & BW View Source System I L M

14. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 14 ILM Implementation Strategy ILM requirements System is no longer used for daily requests Tax files are handled separately Legal approval of retentions ILM project 3-6 month for “standard” systems (FI/CO, AM, MM, SD) Check additional requirements (new modules, external archives) 3.1 - 4.6B not out of box (SAP 4.6C and up standard ILM) Minimize hardware and software expense

15. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 15 ILM Implementation Steps Archiving in Source System Customizing / Conversion in ILM / Storage in store 111012 01020304050607 09 08 20xx Month1Month2Month3 UAT Data Verification Data Upload into ILM Settings / Access

16. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 16 Process Flow Implementation of ILM Add-on if <4.6C Error correction for different releases ADK customizing CDE customizing Create ADK files and CDE files(master & customizing data) Rule maintenance in ILM Start Conversion runs in retention warehouse Store converted data to KGS store Technical data check Temporarily upload to BW if required User Acceptance Testing

17. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 17 Run SLO analysis on source system Transport ZSLO_ILM_CHECK New programs for ILM archive write.

18. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 18 AOBJ New programs for ILM archive write.

19. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 19 ILM Teams / Modules ILM Team ILM Team BW Team FI & AM CO SD MM Basis Team, Archiving

20. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 20 Bayer’s ILM Business Warehouse portal

21. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 21 Bayer’s ILM BW Financial reporting

22. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 22 Data Definition File

23. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 23 BW report example xxxwwmmmmmwmx wmwmwmwmwmwm

24. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 24 AM test example

25. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 25 Bayer’s ILM Production BW portal

26. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 26 Asset Master Data Example

27. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 27 Notes : Reduce DB residence times to minimum. Change the logical path from source system target to ILM shared drive. Don‘t use large file size (100 mb ok). Retentions are hard to map from business to object level. Can‘t define retentions for Snapshots(open data).

28. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 28 Notes : ILM is not intended for day to day business research. Archive Browser not as good for selection as Archive Explorer. Allow time for authorization changes. Testing & Transports may not be that easy as landscape may be already changed.

29. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 29 Compliance Compliance Compliance

30. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 30 REGULATIONS IRS Revenue Procedure 98-25 is the authoritative interpretation that clarifies record retention for electronic data. (full text attached) It basically says that you: Must keep records as long as they may be material Must keep at a detail enough level to find the underlying source document Records must be capable of being processed. (processed means read and analyzed by computers e.g. not just clip art) Most relevant sections are 98-25 Section 5. Retention: A taxpayer has the discretion to create files solely for the use of the Service. For example, a taxpayer that uses a DBMS (database management system e.g. SAP) may satisfy the provisions of this revenue procedure by creating and retaining a sequential file that contains the transaction level detail from the DBMS (DART Extract Files) and otherwise meets the requirements of this revenue procedure. A taxpayer that creates a file (e.g. DART Extracts) described in section 5.02(1) of this revenue procedure must document the process that created the sequential file in order to establish the relationship between the file created and the original DBMS records (why we validated against the database before we purged data via archiving).

31. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 31 Responsible Destruction Is a Must…

32. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 32 ROI

33. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 33 Summary Data must still be accessible for long periods of time for Legal reasons, Audits, Customers, COMPLIANCE,........ Hardware COSTS CAN BE REDUCED with decommissioning Strategic direction for Compliance globally

34. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 34 34 Questions?

35. Bill Murdoch and Ralf Brecht Bayer Business Services 2010 Information Lifecycle Management Page 35 Thank you for your attention!

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