1. SAP Records Management & HR Data Archiving
Session 109
John Walls, IXOS Software Inc.
Jim Malfetti, IXOS Software Inc.

2. SAP Records Management
Session 109
John Walls – IXOS Software

3. What is SAP records management?
Records Management enables all the documents and application objects for a business process to be grouped together in one view:
A record is: recorded information produced or received in the initiation, conduct, or completion of an activity and that comprises content, context, and structure sufficient to provide evidence of activity, regardless of the form or medium.
Record

4. What is SAP Record Management?
Designed initially to manage records in the public sector
It’s SAP’s system for the electronic management of paper records
Records management can also integrate:
ArchiveLink Documents
SAP application objects
K-Pro Documents
SAP’s Workflows/Webflow
Objects from external systems
File Plans
Designed to manage any kind of SAP Business object as well as non-SAP business objects
Records management can integrate all of the following,
T-Codes,
Reports,
Scanned paper documents,
Printlist (stored report),
Workflows/Webflow,
Index information for stored paper documents,
Electronic documents such as and excel spread sheets,
Internet/Intranet pages

5. The Record as a List of Contents
Office
Documents
Paper Documents
Business objects
RECORD
Archived documents
Integrated Links
URL
Workflow
Scanned
Documents
Reports

6. Disadvantages of a Paper office
“Single document access only” Only 1 person at a time can view, process or check out a document
The users has to be at the location the document is stored or additional user will have to retrieve and fax the document
Physical storage of paper documents takes TIME and SPACE Both of which accrue storage costs
Physical storage of a document is limited to “TWO Dimensional” filing. For example vender invoices could be filed first by Vendor and then by PO #
No Disaster Recover procedure (unless you photo copy the originals and store them offsite)--IF SO, WE NEED TO TALK!
On Average 19 copies are made of every document*
$20 in labor to file/retrieve/store a document over it’s lifetime*
7.5 % of all documents are lost (1 in 20)*
* Source: Coopers & Lybrand/Lawrence Livermore

7. Advantages to a Paperless Office
Any number of users can access and process a document at the same time, from different location
Much Lower Storage costs, Virtually no floor storage costs, or personnel costs involved in filing and retrieving documents
Electronic Documents can be crossed referenced when they’re filed. There not limited to 2 dimensional filing
Some instances, documents can be searched for key words before retrieval
Disaster Recovery- Documents are automatically backed up (probably at different locations)
Electronic Documents are available for use in SAP workflows
Electronic Documents are faster and easier to produce for audits
They automatically adhere to system configured retention policy- COMPLIANCE !

8. Overview of Record Structure
Service Providers
RECORD
1 to Many Relationship
Types
Element Types
RMS
Logical Grouping
Records Management
System
Element
Actual Data

9. Records Every record is based upon a record model.
A record has a list of possible elements types
All like records have the same structure/format meaning a HR records can not contain information only found in SD records
A records contains Elements or “actual data”
A record contains meta data- attributes or index
A record can be role based, thus a record can have several views

10. What are Service Providers?
They are responsible for a specific group of elements types
Service Provider basically controls the behavior of element types during storage and retrieval
SAP supplies 12 standard service providers
These providers can be broken down into 3 areas:
Elements that can be stored using SAP’s K-Pro
(SAP’s Generic document infrastructure)
Elements that are integrated from other SAP application systems
Elements that are integrated from the Internet
K-Pro Service Providers. All contain 3 POID parameters
Document ID,
Version,
Variant.
Standard documents- MS Word documents that can be modified or deleted. Versioning possible
Notes--Maintained for elements
Administration of paper based documents--Description of the documents physical location
Records- Other existing records could also be maintained as part of the existing record
Records Models- Used for managing records
File Plans- Records are structured in a hierarchy and are assigned attributes based upon that plan.
Application Service Providers
ArchiveLink Documents--Scanned/Faxed in paper documents, SAP generated out going documents, Printlists and/or E-Content- such as word documents or . Stored via a 3rd party vendor integrated into SAP via SAP’s ArchiveLink
Business Workflow--“Workitem History” Fully Integrated
Reports- Any SAP report program with Variant
Transactions Codes
Business Objects- They can be found in the BOR Business Object Repository. They represent business concepts found in the business world. These concepts can be either concrete or abstract or even activates. For example: A single order
Internet Service Providers
URL’s- Content of a Web page can be called

11. Elements
An Element is an item of information (object) that is integrated into a record. Scanned document, T-code or workflow
Elements can originate in other applications or can be created within a record
An element can be used in more then one record
An element is managed by its Service Provider
An element is defined or structured by it’s element type
An element contains attribute (Meta Data)
Elements belong to a Records Management System (RMS)

12. Element Types
Every Element type belongs to exactly one service provider
A service provider can contain any number of Element types
The elements types set the parameters for the service providers, for example the RFC destination or the work flow definition
Element types are the basis for checking new elements in or searching for existing elements
At least one element type must exist in order to use the provider

13. Record Models Record Models- act like a template for a new record
It governs the record. It defines the record structure, so all records based upon the same model have the same structure
The Record model is used to determine; Which element types are allowed in the record and their
Frequency
Attributes
Order
The Record Model is also used to define the Authorization via roles
Release status for Record Models: Initial, Released, Final, Obsolete
Benefits?
When creating a record, it must be assigned to a record model
User interaction is simplified if all records based upon the same record model have the same structure

14. Records Modeler Record Models are created in the Records Modeler
The Record Modeler is represented by a hierarchical overview tree. Within the tree there are three possible node types
Structure Nodes- These are headers or static nodes They can not have elements, they act as sub-folders within the record.
Model Nodes- Determine which element types are permitted. Frequency
Instance Nodes- These are fixed elements for the record. Not often used. Internal doc
At each Node, the following can also be configured
Attributes
Allowed view via assigned Roles

15. Element Type
Structure Nodes
Model Nodes
Roles
Node Attributes

16. Records Management System
RMS or Records Management System is a sub-division of Records Management
Records can then be secured at the RMS level
Elements can only be displayed with in the RMS that they have been entered
Used to Separate different business areas, or units. Much like Company Codes and/or Business Areas
Example: A company has both internal and external projects. External projects involving customer records of are ok for general viewing. However internal projects involving business areas and personnel are only available to those with the proper access
A user has to enter an RMS ID when they first log on

17. The Model Defines the Record
An Overview
Element Types
The Model Defines the Record
ArchiveLink
HR Record Model
Documents
Workflow
HR Record
Scan
Docs
Appraisals
PAF
Workflow
Elements “Data”

18. Records organizer The “Go To” screen for in Records Management
Activities
Creating Records
Inserting new element for an existing records
Searching existing elements via attributes
Displaying and editing elements and records
Features
Where used list
History- Access to the last 30 elements edited
Favorites list

19. Record Attributes
Last 30

20. Record ID

21. ArchiveLink Documents
K-Pro Documents
ArchiveLink Documents
Reports
Business Objects
Workflow
Paper Documents
SAP’s ECL Viewer
T-Codes

22. Log Entries
Version

24. Click to view linked Archived Document
Total Processing time
Workflow History
Click to view linked Archived Document

25. Physical Location of the Paper Document

27. Logs and Transaction Codes
An Access log is updated each time a Record is accessed
Logging must be turned on in the IMG
Transaction code SRMPROTOVIEW
Application Log T-Code SLG1
Records Management T-Code ORGANIZER
Customizing Records Management T-Code SRMCUSTOMIZING
Registry Maintenance T-Code SRMREGEDIT

29. When is it available?
Available in SAP’s Enterprise 4.7 Release
NOW!

30. Session 109 Jim Malfetti – IXOS Software
HR Data Archiving
Session 109
Jim Malfetti – IXOS Software

31. HR Data Archiving Intro / Comments
May have to wait until 4.6B/C to archive significant HR tables (payroll, time, and travel) for US and Canada.
Business requirements sometimes prohibit archiving for recent data (2-5 yrs.)
HR tables are complex (difficult to understand relationships)
cluster tables
Special Configuration
PU22
Archive Files
generally low compression, if at all.
Analysis more difficult
Cannot archive master data (employee and applicant master data)
Cannot archive Country-Specific data stored in addition to the payroll results

32. HR Data Archiving Intro
HR Archiving Objects
PA_LDOC – PA Long Term Documents
PA_PDOC – Posting Documents
PA_PIDX – Index Files for Posting to Accounting
PA_PFUND – Pension Fund Data
PA_CALC – Payroll Results
PA_TIME – Time Evaluation Results
PA_TRAVEL – Trip Data
CATS_DATA – Time Sheet Data

33. HR Tables PA_PIDX PA_CALC PA_TIME PA_LDOC PA_PDOC PA_TRAVEL CATS_DATA
PPOPX
PPOPX
PPIDX
PTRV_HEAD
CATSDB
PPOIX
PPOIX
PPDIT
PTRV_PERIO
PCALAC
PCALAC
PPDMSG
PPDST
PCL2*
PCL2*
PCL4*
PCL1*
* LA, LB Clusters
* Rx Cluster
* B2 Cluster
* TE Cluster

34. Archiving Possibilities
3.0C/F
PA_LDOC
3.1I
PA_TIME*
PA_CALC – (Germany, Switzerland, Spain)
4.0B
PA_TRAVEL*
PA_CALC – (France)
4.5B
PA_PDOC
PA_PIDX
4.6B/C
PA_PFUND – (Switzerland, Netherlands)
PA_CALC – (US, Canada, Great Britain, Japan, Argentina, Brazil, Mexico, Venezuela, Austria, other countries)
*If Time and/or Travel Management are integrated in your system, you must archive PA_TIME and/or PA_TRAVEL as of the release in which PA_CALC can be archived for your country.

35. PA Long-Term Documents
PA_LDOC
SARA
As of Release 3.0F
PCL4
LA (personnel numbers)
LB (applicant numbers)
Standard settings – Delete automatically
Each record is approximately 4k
P_ARCH_LDOC – authorization
SAP Notes – , , , 11170
Long-Term
Documents

36. PA Long-Term Documents
Archive Selection
Options…
Long-Term
Documents

37. PA Long-Term Documents
Change documents for…
Infotypes (table T585)
Activated logs
No technical prerequisites
Archive for any period
Estimated run times are
50-100mb/hr
Long-Term
Documents

38. PA Long-Term Documents
Archive display
through report
RPUAUD00…
Long-Term
Documents

39. PA Long-Term Documents
Reload available.
ABAP Program: RPAR3R00
Long-Term
Documents

40. Time Sheet Data CATS_DATA SARA Table – CATSDATA
OSS Notes – many (check your release and items that pertain to your configuration)
Requires INDEX after archiving to ensure retrieval

41. Time Sheet Data
4.6C
Archive program selection options…

42. Time Sheet Data
Archive Display Program…
RCATS_ARCH_READING

43. Pension Fund Data PA_PFUND SARA As of Release 4.6C
(R/3 Support Package No. 27)
TCPK (PF Account Directory)
Contributions, interest, earnings, advances, incoming payments
Entries can be excluded
Only available for Switzerland and Netherlands (5/15/03)
Only locked periods can be archived
SAP Note – ,
Additional Archiving Object: PA_PFUNDNL (3/03)
Event Data

44. Payroll Results PA_CALC Prerequisite - PU22
Must reconcile archiving date and retroactive accounting limit
As of Release 4.6B/C
4.6B HR SP 23 –US
4.6C HR SP 14 – US
PPOPX, PPOIX, PCALAC
PCL2
Rx - (x = country specific letter)
CU transfer to CA (never archived)
Each record is approximately 4-8k
SAP Notes – 25622, , , ,

45. Payroll Results
4.6C
Archive Selection
Options…

46. Payroll Results Archive display through report H99_DISPLAY_PAYRESULT…
Displays both archived and non-archived data

47. Payroll Results
Conversion of archive files prior to release 4.0B available (RPAR1U40)
Reload possible in certain circumstances (request from SAP)
Not effected by Euro conversions
Archive selection only by personnel number (future – organizational Criteria
Customer-Specific Reports available use : (EXAMPLE_PNP_GET_PAYROLL)
Retroactive Accounting Limit must be considered
Country Specific Considerations
W-2c Reporting Considerations

48. PU22
Must Create Archiving Groups prior to archiving for PA_CALC, PA_TRAVEL, PA_TIME (Integration Considerations)
Personnel number assigned to group
Change, Change Description,
Delete
Example Groupings:
Terminated employees
Subsidiary employees
Retail employees
Setup Number Range Object:
HRARCHIVE
Prep Steps:
Test, Release, Perform, Exit
Additional (Undo, Display Status)

49. Time Evaluation Results
PA_TIME
Prerequisite - PU22
Must reconcile archiving date and retroactive accounting limit
If integrated with PA_CALC and/or PA_TRAVEL, you must keep in sync (may have to wait until 4.6B/C)
PCL2 B2
Each record is approximately 4-8k
SAP Notes – , , others…

50. Time Evaluation Results
4.6C
Archive Selection
Options…

51. Time Evaluation Results
Archive display through report RPCLSTB2…
Displays both archived and non-archived data

52. Trip Data PA_TRAVEL Prerequisite - PU22
If integrated with PA_CALC and/or PA_TIME, you must keep in sync (may have to wait until 4.6B/C)
PRTV_HEAD, PRTV_PERIO
PCL1 TE
Each record is approximately 4.5k
Data is buffered in PTRV_ARCH_HEAD and PTRV_ARCH_PERIO
SAP Notes – , , others…

53. Trip Data
4.6C
Archive Selection
Options…

54. Trip Data Archive display through report RPCLSTTE…
Displays both archived and non-archived data

55. Posting Documents PA_PDOC
Archives line items of transferred, posted, cancelled, or partially archived documents
Independent of Payroll Results
Document Header is read but not archived
Post-Processing Program deletes simulation and deleted line items.
PPIDX, PPDIT, PPDMSG, PPDST
No cluster tables
Each record is approximately 4k
SAP Notes – and
Additional Authorizations – P_PYEV_ALL, P_PYDOC_ALL,

56. Posting Documents
4.6C
Archive Selection
Options…

57. Posting Documents Archive display through report RPCIPS00…
Displays archived data only
Index Info is used
Line Item Confirmation

58. Index Files for Posting to Accounting
PA_PIDX
Archives index files used to assign payroll results for specific employees to posting document data
Only archive index files if their payroll result has been archived
PCALAC is read but not archived
Post-Processing Program deletes simulation and deleted line items.
PPOIX, PPOPX
No cluster tables
Each record is approximately 4k
SAP Notes – , and
Authorizations – P_PYEV_ALL, P_PYDOC_ALL
Display Archived Data – Payroll > Subsequent activities > Per payroll period > Reporting > Posting to Accounting > Edit Run

59. Index Files for Posting to Accounting
Archive Selection
Options…

60. Resources

61. Resources

62. Resources

63. Resources

64. Resources

65. Thank you for attending!
Please remember to complete and return your evaluation form following this session.
Session Code: 109