The PBS Portfolio in Practice. Walter Steffen, PBS Software GmbH

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1 GDPdU and Decommissioning The PBS Portfolio in Practice Walter Steffen, PBS Software GmbH

2 Agenda Business Case "GDPdU" - Challenges Strategy Z1 Access in Practice Strategy Z3 Access in Practice Business Case "System Decommissioning" - Challenges Strategy System Decommissioning in Practice What we have planned 2 PBS Software GmbH, June 8, 2010

3 Agenda Business Case "GDPdU" - Challenges Strategy Z1 Access in Practice Strategy Z3 Access in Practice Business Case "System Decommissioning" - Challenges Strategy System Decommissioning in Practice What we have planned 3 PBS Software GmbH, June 8, 2010

4 Business Case "GDPdU" -Challenges Source Z1 Z3 Analysis Software SAP Database PBS Index ADK File AIS/DART File PBS archive add ons Extract stock from DART or PBS DEI IDEA,TaxAudit, ACL... Audit periods are a long way in the past Data must be able to be destroyed at the end of the ILM Type of dialog access including archive data connection Enhanced data access by the fiscal authority No or unclear statement about data volume New additional international requirements Diversity of interfaces Reconciliation of extraction scope 4 PBS Software GmbH, June 8, 2010

5 Agenda Business Case "GDPdU" -Challenges Strategy Z1 Access in Practice Strategy Z3 Access in Practice Business Case "System Decommissioning" Challenges Strategy t System Decommissioning i i in Practice What we have planned 5 PBS Software GmbH, June 8, 2010

6 Strategy Z1 Access in Practice Organization of Data Access to Archive Data File System Storage System SAP Database ADK File Period Main Index Long-term Index Index inactive Delimitation Data Archiving i Org.Element for ex. "To fiscal year" PBS Index PBS Index Up-to-date Up-to-date - 1 Delimitation Data Indexing "To archive date" PBS Index PBS Index aktuell Up-to-date - 2 aktuell Up-to-date - n Audit 6 PBS Software GmbH, June 8, 2010

7 Strategy Z1 Access in Practice Form of the Authorization Profile Administrator Transaction authorization /PBS/* S_ARCHIVE = 01 (create) S_DATASET = 01 (create) User/Auditor Transaction authorization /PBS/* S_ARCHIVE = 03 (display) S_DATASET = 33 (read) Form of the Audit Period Maintain SAP standard customizing via the transactions TPC2 (user), TPC4 (application), TPC6 (period). Customizing is also applied in PBS. Form of Auditor Roles Enhancement of single roles SAP_AUDITOR_TAX_* or composite role SAP_AUDITOR_TAX (AIS tax audit) for an integrated access to the dataset of the audit period 7 PBS Software GmbH, June 8, 2010

8 Strategy Z1 Access in Practice Form of Auditor Roles = PBS version available 8 PBS Software GmbH, June 8, 2010

9 Strategy Z1 Access Enhanced Data Access by the Fiscal Authority 2009 Source: DSAG manual, recommendation to use GDPdU (legal regulations in Germany), version 3.01, 2009 Technical Z1/Z2 Access... Using transactions SE16, SE16N, SE16 derivatives and SE17, you can carry out table evaluations that render the taxpayer's classification for tax purposes irrelevant. For example, the external auditor could view all company- code-dependent data in table xxxx and the restriction to company code nnnn that is contained in the user role would not take effect. This way, the audit scope defined in the tax audit notice would be exceeded. Comment of Fiscal Authority: These transactions are important for the audit, for example, to check if any other tax-relevant data exists that is not contained in the auditor role (especially SAP users' own developments in tables, reports, etc.). These transactions or others with the same content are to be released so that an overview of the entire system is enabled. The DSAG has already been informed of this on a number of occasions. 9 PBS Software GmbH, June 8, 2010

10 Strategy Z1 Access - PBS SE16_PERSONAL SE16 for end user by SPLIT of function into Administration and Application End user SAP Database Layout Definition:. Table range. Value sets. Authorizations. Selection fields. Output fields User-specific User Master Assignment User Master Data Transaction Data Customizing Data Customer Tables / Table Views Highlights: Snapshot datasets, date-related authorization check Table template for fast Go Live 10 PBS Software GmbH, June 8, 2010

11 Agenda Business Case "GDPdU" - Challenges Strategy Z1 Access in Practice Strategy Z3 Access in Practice Business Case "System Decommissioning" - Challenges Strategy System Decommissioning in Practice What we have planned 11 PBS Software GmbH, June 8, 2010

12 Strategy Z3 Access in Practice SAP Database ADK File PBS Extractors PBS CDART DART Extract AIS File AIS File ACL IDEA EXCEL SAP BW PBS CMM - Materials Management PBS CPCA - Profit Center Line Items PBS CFICA - Contract Account PBS CBW - DART Extrakt Business Warehouse PBS NAI-Q - Datei Query Tool PBS CDART - Data Retention Tool PBS CSD - Sales PBS CWM - Warehouse Management PBS CAB - Agency Business PBS CISU - Utilities PBS CFI - Financial Accounting PBS ECS - Content Extractors 12 PBS Software GmbH, June 8, 2010

13 Strategy Z3 Access in Practice Taxpayer Data scope Transfer process Data Interface Standardization Tax Auditor Retention Management Data set for audit Business Case "GDPdU" Harmonization of legal requirements and requests within the legal external tax audit 13 PBS Software GmbH, June 8, 2010

14 Strategy Z3 Access in Practice Recognizable trends for harmonizing the data volume within the scope of Z3 external audits International ti example Standard Audit File Tax (SAFT) National example Lower Saxony Braunschweig Model International example North Rhine-Westphalia Data model of tax auditor for big enterprises and groups 14 PBS Software GmbH, June 8, 2010

15 Strategy Z3 Access in Practice International example Standard Audit File Tax (SAFT) Definition The Standard Audit File Tax is a standardized file that contains reliable data exported from the accounting system. Both the contents and the data format of the export file are defined in the Standard Audit File Tax Basics for SAF-T standards OECD policies Guidance for Standard Audit File Tax Guidance on Tax Compliance for Business and Accounting Software Contents contains all entries in an accounting system (business operations, opening balance sheet, transfer and follow-up postings) added by master data Usage Austria, Great Britain, The Netherlands, Spain (optional), Portugal (mandatory) 15 PBS Software GmbH, June 8, 2010

16 Strategy Z3 Access in Practice Standard Audit File Tax for Portugal (SAF-T-PT), SAP HW , Contains Data from FI, Materials Management and Sales Based on DART extracts in the SAP Standard SAP-DART PBS CDARTbzw. PBS CDART DART Extract SAP Report until 2009: RTXDART_PT from 2010: RSAFT_PT_XML XML File Comp.Code = PT SAP Database PBS archive add on CFI ADK File PBS problem number: PBS Software GmbH, June 8, 2010

17 Strategy Z3 Access in Practice National example Lower Saxony Braunschweig Model Target: Display of a virtual Accounting in IDEA Raw data is based on 23 DART segments Recommendation for DART by the fiscal authority Recommendation for PBS extracts by the fiscal authority (new) DART Extract Import Raw Data from Braunschweig Model for DART PBS AIS File Import Raw Data from Braunschweig Model for PBS Data Export Interface Check makro of Lower Saxony's fiscal authority PBS problem number: PBS Software GmbH, June 8, 2010

18 Strategy Z3 Access in Practice PBS problem number: PBS Software GmbH, June 8, 2010

19 Strategy Z3 Access in Practice National example North Rhine-Westphalia Data model of tax auditors for big enterprises and groups Fiscal authority recommends the IDEA enhancement TaxAudit TaxAudit enables simulation of external tax audit using configured audit cases Automatization of data transfer to the audit software by a manufacturer-specific interface (HSS interface) Field catalog from master and transaction data with fixed field name PBS TaxAudit Extract Monitor PBS AIS File XML File PBS HSS Interf face 19 PBS Software GmbH, June 8, 2010

20 Strategy Z3 Access in Practice Transaction /PBS/CFI_HSSM HSS Extract Monitor PBS problem number: PBS Software GmbH, June 8, 2010

21 Strategy Z3 Access in Practice Targets of the external tax audit during the Z3 data access SAP Dynamics/ Navision Sage External tax audit by data extraction Standardization of the auditing procedures Comparability of industries Industry 1 Company 1 Company 2 Industry 2 Company 3 Company 4 DATEV... Acceleration of auditing cycles Standardization of the data contents Industry n Company x Company y 21 PBS Software GmbH, June 8, 2010

22 Strategy Z3 Access in Practice Typical audit steps within the external tax audit during the standardization 1. Import of raw data from different audit years 2. Makro-based setup of links between transaction data, master data and financial statement versions 3. Calculation of profit/loss from revenue and expense accounts per fiscal year 4. Comparison of profit/loss with the reporting data of the period in question from the advance return for tax on sales/purchases 5. Comparison of period values per G/L account line item and detailed analysis via individual movements of the account 22 PBS Software GmbH, June 8, 2010

23 Strategy Z3 Access in Practice Example customs external audit 1. Export duration total stock business processes: 35 hours 2. Export customer accounts with country code <> DE Export monitor Activity-related extract Dynamic selections 3. Export duration business processes due to customs audit: 80 minutes 23 PBS Software GmbH, June 8, 2010

24 Strategy Z3 Access in Practice Minimum retention periods Substantial time between creation of a tax-relevant procedure and its audit by a third party. End of auditing activities does not relieve information from the minimum retention period according to the German Commercial Code (HGB), IFRS, etc. Compliant storage of documents, data, print lists, and extracts has to be enhanced by a protection mechanism against (un)deliberate destruction of information before the end of the retention periods. 24 PBS Software GmbH, June 8, 2010

25 Strategy Z3 Access in Practice Retention Management with PBS Content Link Definition of minimum retention periods per object type via enhanced standard customizing Applicable for all ArchiveLink storage scenarios from SAP release 4.6C Storage date + minimum retention period = expiry date Expiry date can be extended as far as required but not shortened Implementation in the current SAP standard storage processes including (DART) and PBS extractors (extract management) Scenarios to synchronize retention periods for documents and data in preparation Scenarios to destruct/destroy irrevocably information objects are performed within particular customer projects 25 PBS Software GmbH, June 8, 2010

26 Strategy Z3 Access in Practice TA: /PBS/PCL_FTWL Function: Extend retention period 26 PBS Software GmbH, June 8, 2010

27 Agenda Business Case "GDPdU" - Challenges Strategy Z1 Access in Practice Strategy Z3 Access in Practice Business Case "System Decommissioning" - Challenges Strategy System Decommissioning in Practice What we have planned 27 PBS Software GmbH, June 8, 2010

28 Business Case "System Decommissioning" - Challenges SAP Information System SAP Live System (NON)-SAP Retrieval System Transactional Access Query-based Data Access Many 'concurrent' Users Sporadic Data Accesses Obsolete Hardware SAP Independency SAP Knowhow is kept Company (partial) sale 28 PBS Software GmbH, June 8, 2010

29 Agenda Business Case "GDPdU" - Challenges Strategy Z1 Access in Practice Strategy Z3 Access in Practice Business Case "System Decommissioning" Challenges Strategy System Decommissioning in Practice What we have planned 29 PBS Software GmbH, June 8, 2010

30 Strategy System Decommissioning in Practice PBS ECS SAP Server Local File System Storage System 30 PBS Software GmbH, June 8, 2010

31 Strategy System Decommissioning in Practice Task: Extensive and complete Data Extraction A large number of Content extractors based on SAP archiving objects are provided d using PBS ECS. Content extractors take data from archive and database into account during the data selection 31 PBS Software GmbH, June 8, 2010

32 Strategy System Decommissioning in Practice Automated link between Content extract file and standard view in ECS Repository 32 PBS Software GmbH, June 8, 2010

33 Strategy System Decommissioning in Practice Task: Transfer of all company data due to (partial) sale SAP Server 2. Generate new Content via ArchiveLink PBS ContentLink Version NAS ECS Server ECS Server Components Structured Data Documents Print Lists Metadata 1.Migration of existing Content (Repository A Repository B) Local File Administration for SAP Business Objects Storage System 33 PBS Software GmbH, June 8, 2010

34 Agenda Business Cases "GDPdU" - Challenges Strategy Z1 Access in Practice Strategy Z3 Access in Practice Business Case "System Decommissioning" - Challenges Strategy System Decommissioning in Practice What we have planned 34 PBS Software GmbH, June 8, 2010

35 What we have planned Enhancement of Nearline Analytic Infrastructure by audit components 1. Validation of Z3 data extracts PBS Data Export Interface 2. Decommissioning scenarios AIS FILE PBS Content Extractors 3. Monthly/Year-end closing reporting Ad hoc standard reporting replaces batch processes Nearline Database TemSe 35 PBS Software GmbH, June 8, 2010

36 Thank you very much for your attention! ti PBS Software GmbH Schwanheimer Strasse 144a Bensheim Phone: Fax: Internet: 36 PBS Software GmbH, 8. Dezember 2010

37 Copyright Copyright 2010 PBS Software GmbH. All rights reserved. No part of this presentation may be reproduced or transmitted in any form or for any purpose without the written permission of PBS Software GmbH. The information contained herein may be changed without prior notice. Microsoft, Windows are registered trademarks of Microsoft Corporation. IBM, IBM DR550, IBM TSM and SSAM are trademarks or registered trademarks of IBM Corporation. Linux is a registered trademark of Linus Torvalds in the USA and other countries. UNIX is a registered trademark in the USA and other countries, licensed exclusively through X/Open Company Limited. HP, HP-UX11 Apache are trademarks or registered trademarks of Hewlett-Packard Company. EMC, EMC Centera, EMC Celerra are trademarks or registered trademarks of EMC Corporation. Hitachi, Hitachi HCAP, Hitachi HCP are trademarks or registered trademarks of Hitachi Ltd. NetApp, NetApp Filer are trademarks or registered trademarks of NetApp Corporation. Sybase IQ is a registered trademark of Sybase Inc. PBS archive add ons is a registered trademark of PBS Software GmbH. SAP, R/3, SAP NetWeaver, SAP NetWeaver Business Warehouse, SAP Industry Solutions and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. PBS Software GmbH shall not be liable for errors or omissions with respect to the materials. The only warranties for products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. 37 PBS Software GmbH, June 8, 2010

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