1. Session 105 SAP R/3 Data Archiving - Best Practices Session 105 SAP R/3 Data Archiving - Best Practices Monday, May 19, 2003 4:00 PM - 5:10 PM Content Area: Archiving

2. SAP R/3 Data Archiving Best Practices at BD – and other companies Best Practices at BD – and other companies

3. Objective Agenda: Introduction – Dave and Ruth BD’s Technical Environment Why, who and when to archive? Education and Preparation of technical environment Archiving Approach at BD Retention Rules Best Practices - Review

4. Who are we? Name: Dave Shawger Title: Archiving Project Manager Company: BD Experience: Prior to leading the SAP Archiving effort I was the Basis, Operating Systems and Database Manager. Name: Ruth Swartzbaugh Title: Data Archiving Specialist Company: Archeion, LLC Experience: Over 5 years and 15 production clients - DaRT and data archiving projects

5. Who is BD? –Major Medical Supply Manufacturer –$4 Billion Annual in Revenue –Global Business. 50% U.S - 50% Rest of World –What Products? ACE® Bandages, Market Leader in Syringe market, Diagnostic Products, Thermometers, Diabetes Monitoring Products, Surgical Products, Biosciences. “To help all people live healthy lives"

6. What other companies? Office Max Flowers Foods Moen Lubrizol Conseco Finance Lucent Technologies W.W. Grainger Ferro Corporation IMG Lamson & Sessions Travel Centers of America

7. BD’s Technical Environment SAP 4.0B - Global Instance MM, PP, SD, FI/CO, QM, LO HR 4.6C – not archiving from HR now Oracle Database: 1.3 Terabytes and growing at a rate of 30G per month Operating System: Sun – Solaris

8. Reasons to archive TECHNICAL REASONS –Ensure System Availability Reduce Backup / disaster recovery Reduce the time of Database Reorgs –Maintain System Performance Maintain / control database growth –Control System Resources Need for additional disk space / storage Need for additional CPU’s This leads to REAL $$$ savings

9. Reasons to archive - continued End-User Requirements –Slow system response time –Performance bottlenecks Business and Legal Requirements –IRS, Tax, Audit –Infrequently need to access old and historic information Understand all of your reasons for archiving

10. Who is part of the Team? Archiving involves many areas of ERP Team –Project Management(1) Lead Full time –IT / Basis (3) Part time (1 Lead, 2 support functional/objects, DART) –Functional/End-User (7) 25% of Time (1 FI and DART, 1 MM – Logistics, 1 MM – PUR, 1 SD, 1 PP, 1 PM, and 1 HR) –Audit / Controlas needed –Securityas needed –Application Owners as needed Cross functional data archiving team is a MUST

11. How to organize the team? Obtain upper management sponsorship for the project –CIO at BD –Use your ‘reasons to archive’ benefits Involve the user community Communicate clearly and frequently Get technical management buyoff Upper management sponsorship is critical

12. When should you Archive? Archiving should be done in Phases and BEFORE problems arise Proactive not Reactive Solution! –Implementing Data Archiving is not an “overnight solution” –Requires planning and coordination between the Basis, the Functional, and the End-User teams

13. Education is the key Your one stop shop for information on SAP R3 data archiving –http://service.sap.com/data-archivinghttp://service.sap.com/data-archiving –You must have an OSS logon Required reading : –Archiving Your SAP Data – SAP Press –Managing SAP Data Archiving Projects –SAP AS information (Note #99388) –Document Relationship Browser (#217404) –Data Prevention Checklist –Bigger Isn’t Always Better

14. Prepare the technical environment OSS Notes research/application is critical Use an established methodology and: –Keep good documentation of notes applied –Research and document sequence of notes –Thoroughly test after notes application

15. BD’s approach First Steps: Detailed Data Analysis –Basis team to identify critical growth tables and objects: Standard /DB02 analysis – top tables sorted descending Archiving team to match the top tables back to archiving objects –Functional / Business teams to identify: Identify objects that are not needed for day-to-day business Displaying / accessing archived data (use PBS, other?) Time periods for archiving objects Establish archiving criteria – Based on business / functional requirements

16. Online / Archive Availability Can you use data prevention to control your database growth? Scenario: - 1.3 TB database - Growth rate is 30 GB a month (360GB a year) Database Size in GB

17. BD’s approach - continued Identify which objects to archive first –Dependency sequence using network graphic, refer to OSS note #391350 Start with ‘less complicated’ objects. (IDOC, ACCTIT) We picked PCA_OBJECT due to our established business requirements We needed to reorganize the way a custom object was collecting data so w e restructured Z_REBATES. Then we went after SPECIAL LEDGER

18. Low Hanging Fruit PCA_OBJECT35 Gig ZREBATE35 Gig ACCTIT30 Gig MATBEL30 Gig SPECIAL LEDGER30 Gig

19. BD – Related Work and Issues DaRT - Gain in storage (25 Gig) Precursor to data archiving – how does your company provide financial tax reporting? Providing for federal, state and local? Issues Language Considerations Conflicts on time, priority of work – one end user can be responsible for multiple archiving objects Printing AS and DRB limitations

20. Record Retention terminology Online - Active in the database - editable Near line - Stored in an archive file - viewable, but not changeable. Offline - Manually Request access.

21. Record Retention at BD What are best practices for online and offline retention? –We worked with data collected from ASUG member companies. –BD worked with a company that has a policy to have every object online for 2 years. Create and communicate the retention strategy all over the business

22. Retention Rules for all companies Proposal for collecting information from ASUG member companies. –Web Survey tool. –Proposal to be reviewed and discussed later at Business Meeting.

23. BD Specific Best Practices We openly share information with Gartner Best Practices group ( https://bp.gartner.communispace.com/ )

24. Review of ‘Best Practices’ 1.Thoroughly understand the reasons for archiving 2.Build a cross-functional data archiving team 3.Obtain strong corporate sponsorship 4.Education is imperative! 5.OSS Methodology - Network graphic limitations 6.Data prevention – review 7.Start simple while you learn the process (IDOC) 8.Create and communicate the retention strategy 9.Networking via ASUG/Gartner, etc…

25. Data Archiving Best Practices Questions?

26. Thank you for attending! Please remember to complete and return your evaluation form following this session. Session Code: 105 / SAP R/3 Archiving Best Practices