EMC Documentum Business Activity Monitor

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1 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide P/N A02 EMC Corporation Corporate Headquarters: Hopkinton, MA

2 Copyright 2009 EMC Corporation. All rights reserved. Published March 2009 EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. All other trademarks used herein are the property of their respective owners.

3 Table of Contents Preface Chapter 1 Understanding Business Activity Monitor Understanding the monitoring process Deploying and configuring BAM with a new installation of Process Suite Deploying and configuring BAM within an existing installation of Process Suite Designing reports, alerts, and dashboards Monitor a running process Summary of the BAM Process Understanding the Business Activity Monitor architecture Understanding the event pipe Understanding business data monitoring Understanding the format engine Understanding the aggregation engine Understanding the alert engine Understanding the gap filler Understanding machine clock settings Understanding queue monitoring Understanding Process Reporting Services Understanding BAM dashboards Chapter 2 Configuring Business Activity Monitor Enabling processes for monitoring Assigning Audit Trail permissions Enabling structured data type attributes for monitoring Enabling objects contained in packages for monitoring Enabling simple process variables for monitoring Logging in to TaskSpace Configuring connection settings Activating process monitoring Deactivating process monitoring Updating monitored business data Configuring recovery periods Configuring data transfer latency Configuring maximum data transfer idle time Chapter 3 Defining Reports and Alerts with Process Reporting Services Understanding report entities Working with activity and process entities Working with activity and process aggregation entities Working with incomplete execution entities EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 3

4 Table of Contents Working with activity performer aggregation entities Working with queue entities Working with business data entities Working with alert entities Understanding entity relationships Working with entity fields and captions Understanding report entity filtering Understanding simple report types Working with pie charts and bar charts Working with gauge reports Working with bar + line charts Working with table charts Understanding chart types and visual properties Pie chart properties Bar and Bar + Line chart properties Gauge properties Table properties Understanding reports that use aggregation Understanding server aggregation Understanding business data aggregation Understanding single drill-down reports Understanding the importance of filtering Understanding multi-drill-down reports Logging into Process Reporting Services Navigating Process Reporting Services Creating a report category Creating a simple report Sorting report columns Modifying bar chart labels Choosing bar and pie chart colors Aggregating report data Removing report aggregation Adding computed columns to a report Adding a computed column Editing or deleting a computed column Previewing a data source Filtering report entities Using filter variables Creating a Crystal Report Creating a report based on an existing data source Publishing draft reports Auto refreshing reports Configuring single drill-down reports Configuring multi-drill-down reports Configuring Crystal Report drill-downs Editing reports Deleting reports EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

5 Table of Contents Exporting reports Importing reports Editing entity field captions Using the data source undo/redo feature Creating an alert category Creating an alert Testing an alert Publishing an alert Opening an existing alert Editing an existing alert Configuring business data aggregation Deleting business data aggregation Displaying BAM reports in an enterprise portal Option 1: Using a report ID Option 2: Using the path to the report Filter and maximum row parameters Export report to PDF and Excel formats Displaying process diagrams from within a J2EE web application Embedding a diagram as an object Embedding a diagram using iframes Chapter 4 Process Reporting Services Examples Designing a New Account Openings report Designing a Total Deposits per City report Calculating inter-activity duration Chapter 5 Designing a BAM Dashboard Understanding the report dashlet Understanding the process diagram dashlet Understanding the alert list dashlet Understanding the process simulation dashlet Understanding dashlet filters Understanding dashboard permissions Understanding the dashboard interface Creating sub-processes in Process Builder Creating a new dashboard application Designing a dashboard Adding a dashboard to an application Adding a dashboard tab Assigning dashboards permissions Configuring multi-drill-down reports in a dashboard Adding process diagrams to a dashboard Scheduling refresh periods Configuring dashlet filters Printing reports from a dashboard EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 5

6 Table of Contents Modifying dashboards Removing dashboards Deleting dashboards Applying dashlet filters Updating the status of an alert Customizing a dashboard cascading style sheet (css) Chapter 6 Working with Preconfigured Dashboards Understanding the Process Monitor dashboard Understanding the List of Process Instances report Understanding the Count of Started, In-flight, and Completed Processes report Understanding the Count of In-flight Processes report Understanding the Count of Processes Started within the Last Month report Understanding the Process Instance Details report Understanding the Process Duration report Understanding the Process Summary dashboard Understanding the Count of Processes per State report Understanding the Count of Activities per State report Understanding the In-flight Process Statistics report Understanding the In-flight Activity Statistics report Understanding the Tasks Completed by Performer within the last 24 Hours report Understanding the Tasks Pending for each Performer report Understanding the Alert Monitor dashboard Understanding the Alert List dashlet Understanding the Alert Resolution report Understanding the Alerts per Process report Understanding the Alerts per Activity report Localizing the preconfigured dashboards Chapter 7 Working with BAM in a Production Environment Deploying BAM to a production environment Monitoring BAM database table space Modifying the number of records returned in a results set Scheduling BAM database purging Purging the Audit Trail database Enhancing BAM system performance Chapter 8 Creating Custom Aggregation, Report, and Filter Entities Configuring BAM custom aggregation Creating custom report entities Creating custom report entities Creating relationships between two entities Adding a field to an existing entity Adding a field to an existing entity using a database function Creating custom filter entities Creating filter entities Creating filter tabs Creating filter token items Defining filter entity relationships EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

7 Table of Contents Creating PRS client filter tree items Dynamic filters: relating children levels to the parent Creating web client filter tree items Create business data filters in the dashboard Understanding report entity tables Appendix A Entity Relation Diagrams Appendix B Report Entities Activity Process Queue Alert Activity Aggregation Process Aggregation Performer Aggregation Appendix C Database Views EXEC_ACTIVITY_EVENTS_VIEW V_FLT_QUEUE_END V_FLT_QUEUE_START EXEC_QUEUE_MANAGEMENT_VIEW EXEC_ACTIVITY_INSTANCE EXEC_PROCESS_EVENTS_VIEW EXEC_QUEUE_EVENTS_VIEW V_EXEC_PROCESS_INSTANCE V_ACT_EXECUTION V_INC_ACTIVITY_INSTANCE EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 7

8 Table of Contents List of Figures Figure 1. Scenario 1: All components of Process Suite deployed simultaneously Figure 2. Scenario 2: Process Builder and BAM deployed separately Figure 3. Implement a BAM solution Figure 4. Monitor process Figure 5. Business Activity Monitor technical architecture Figure 6. Actor, BAM configuration interaction diagram Figure 7. Select the Config Audit extended privilege Figure 8. Gap filler recovery period Figure 9. Data transfer latency Figure 10. Maximum data transfer latency Figure 11. BAM reporting components Figure 12. Report designer interaction diagram Figure 13. Alert definition interaction diagram Figure 14. PRS palette Figure 15. Entity relationship example Figure 16. Entity fields Figure 17. PRS filter window Figure 18. Process duration bar chart Figure 19. Process duration gauge Figure 20. Process duration dial gauge data source Figure 21. Bar with line report Figure 22. Table charts Figure 23. Report aggregation Figure 24. Aggregation function and group-by Figure 25. Business data aggregation Figure 26. Multi-drill-down report in a dashboard Figure 27. PRS connection parameters Figure 28. Process Reporting Services navigation Figure 29. Select report category and name Figure 30. Select entity fields Figure 31. Data Source Preview Figure 32. Format data series Figure 33. Bar and pie chart color palette Figure 34. Aggregating report data Figure 35. Aggregation in data source editor Figure 36. Computed columns report entity Figure 37. Computed column expression EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

9 Table of Contents Figure 38. Computed columns results Figure 39. Add computed column Figure 40. Edit computed column Figure 41. Preview data source Figure 42. Define data source entity filter Figure 43. Select Report Location Figure 44. Add report entity Figure 45. Dynamic filter expression Figure 46. Drill-down window Figure 47. Multi-drill configuration in PRS Figure 48. Multi-drill configuration in a dashboard Figure 49. Caption editor Figure 50. Alert Builder user interface Figure 51. Data Source Builder Figure 52. Alert Properties window Figure 53. Business data aggregation Figure 54. New account openings data source Figure 55. New account openings aggregation settings Figure 56. New account openings chart type settings Figure 57. New account openings chart data settings Figure 58. Total deposits per city data source Figure 59. Total deposits per city aggregation settings Figure 60. Total deposits per city chart type settings Figure 61. Total deposits per city chart data settings Figure 62. BAM dashboard architecture Figure 63. Dashboard designer and dashboard user interaction diagram Figure 64. Report dashlet Figure 65. Process diagram dashlet Figure 66. Alert dashlet Figure 67. Process simulation dashlet Figure 68. Multi-drill configuration in PRS Figure 69. Multi-drill configuration in a dashboard Figure 70. Add process diagram to dashboard PRS Figure 71. Add process diagram to dashboard Figure 72. Add business data report entity Figure 73. Sample DQL Figure 74. Process Monitor multi-drill-down report configuration Figure 75. Process Instance List report dashlet configuration Figure 76. Count of Processes per State filter configuration Figure 77. In-flight Process Statistics filter configuration Figure 78. Tasks Completed by Performer filter configuration Figure 79. Tasks Pending for Each Performer filter configuration Figure 80. Composer import window EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 9

10 Table of Contents Figure 81. Import artifacts from repository Figure 82. Select BAM artifacts Figure 83. Install Documentum project Figure 84. Select target repository Figure 85. Filter display in PRS Figure 86. Activity execution report entity filter Figure 87. BAM database tables Figure 88. BAM report entities EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

11 Table of Contents List of Tables Table 1. The TaskSpace URL variables Table 2. Report entity filters Table 3. JEP operators Table 4. Automatic purgers Table 5. Segments of report entity query Table 6. Segments of report entity query Table 7. Segments of entity relations query Table 8. Filter entity segment descriptions EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 11

12 Table of Contents 12 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

13 Preface This document describes how to configure, deploy, and maintain a process monitoring solution with Business Activity Monitor (BAM). BAM gives business users insight into processes executing in Documentum Process Engine. It provides the ability to generate alerts in real time and creates a dashboard view that shows process status and performance statistics. This guide contains the following chapters: Chapter 1, Understanding Business Activity Monitor Chapter 2, Configuring Business Activity Monitor Chapter 3, Defining Reports and Alerts with Process Reporting Services Chapter 4, Process Reporting Services Examples Chapter 5, Designing a BAM Dashboard Chapter 6, Working with Preconfigured Dashboards Chapter 7, Working with BAM in a Production Environment Chapter 8, Creating Custom Aggregation, Report, and Filter Entities Intended Audience The intended audience for this document includes all roles involved with implementing a Business Activity Monitor solution, including: Process Designers this persona uses Process Builder to design processes. Designing processes with Process Builder is out of scope for the document, however, there are a few BAM configuration procedures that are completed in Process Builder. These procedures are addressed in Chapter 2, Configuring Business Activity Monitor. Process Administrator this persona uses a specific set of functions available in the Administration tab of TaskSpace to configure BAM, which is also addressed in Chapter 2, Configuring Business Activity Monitor. Report Designers this persona uses Process Reporting Services to design reports and alerts. All PRS topics are presented in Chapter 3, Defining Reports and Alerts with Process Reporting Services. EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 13

14 Preface Dashboard Designers this persona uses the dashboard component within TaskSpace to design dashboards. Chapter 5, Designing a BAM Dashboard describes how to build a BAM dashboard; Chapter 6, Working with Preconfigured Dashboards describes each of the three preconfigured dashboards and their dashlets. Database Administrator this persona is responsible for creating custom report and filter entities, if required. Chapter 8, Creating Custom Aggregation, Report, and Filter Entities contains procedures used by BAM Database Administrators. Each chapter can involve one or more personas. Revision History The following changes have been made to this document. Revision Date Description March 2009 Made several corrections to Chapter 8 December 2008 Initial publication Support information EMC Documentum s technical support services are designed to make your deployment and management of Documentum products as effective as possible. The Customer Guide to EMC Software Support Services provides a thorough explanation of Documentum s support services and policies. You can download this document from the Powerlink website ( by navigating to: Support > Request Support > Software Customer Guide and Offerings. Note: You must register online at Powerlink before using it. Related documentation The Business Activity Monitor technology monitors processes executing in the Process Engine. In addition to this manual, the documentation set for this product includes: Documentum Business Activity Monitor Installation Guide Documentum Business Activity Monitor Release Notes Documentum Process Builder User Guide Documentum Composer User Guide Documentum TaskSpace Configuration Guide 14 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

15 Preface Documentum Administrator User Guide EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 15

16 Preface 16 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

17 Understanding Business Activity Monitor Chapter 1 The Documentum Process Suite is a term used to describe the technologies involved in designing, executing, and monitoring business processes. One component, Process Builder, is a graphical tool used by process designer to develop business processes. A fully designed business process is a process template or abstract process that is executed by Process Engine. Each process that executes is called a process instance. Process instances are composed of a specific set of activity instances (also called work items) completed by one or more users. Business Activity Monitor (BAM) collects and stores process execution data, prepares it for reporting, and provides a real-time dashboard display environment. Another component of Business Activity Monitor is Process Reporting Services (PRS), a tool used for generating and formatting reports and alerts displayed in the dashboard. BAM enables organizations to detect problem conditions that may exist in executing processes, to diagnose these problems to determine their root cause, and to correct them. It also provides valuable historical information about process execution to enable long-term process improvement. The underlying assumptions of BAM are: A process has been developed either in a development environment, a QA environment, or exists in production. At a minimum, Documentum Content Server, the BAM database, BAM server, TaskSpace, and Process Reporting Services must be deployed Note: BAM deployment and PRS installation are addressed in Documentum Business Activity Monitor Installation Guide. For a complete set of system requirements please see the Documentum Business Activity Monitoring Release Notes. A BAM administrator is defined in the repository and assigned the BAM Admin role. This provides access to the BAM configuration options available in the Administration tab of TaskSpace. A user in the repository is assigned the ts_designer role. This role has control over designing reports in PRS and creating dashboard in TaskSpace. This chapter provides an overview of BAM. Specifically, this chapter includes the following sections: Understanding the monitoring process, page 18 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 17

18 Understanding Business Activity Monitor Understanding the Business Activity Monitor architecture, page 23 Understanding the monitoring process Implementing a process monitoring solution can be described as a process. First, the BAM technology must be deployed and configured. BAM can either be deployed within the context of a new installation of Process Suite, or within the context of an existing system. Each use case is described in the following sections. In both cases, configuration takes place in both Process Builder and within a specific set of functions available in the Administration tab of TaskSpace. Only users with permissions can complete configuration in the administration tab. Then, reports and alerts are defined and displayed in a dashboard environment. From here, users continuously monitor executing processes and address process-related issues as they arise. This section describes each phase in greater detail. Deploying and configuring BAM with a new installation of Process Suite In this scenario BAM is deployed at the same time as other components of the Process Suite (Process Builder, Process Engine, and TaskSpace). After deployment a process designer uses Process Builder to develop business processes. Once development is complete processes and business data are enabled for monitoring in Process Builder. The term business data refers to Structured Data Types (SDTs), objects contained in packages, and simple process variables that are collected as a process executes. BAM can be configured to monitor values captured in each data field. Configuration concludes in TaskSpace where monitoring is activated. In essence this turns BAM on. Understanding the Business Activity Monitor architecture, page 23 provides more information about the technical architecture of BAM. Chapter 2, Configuring Business Activity Monitor provides detailed configuration procedures. 18 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

19 Understanding Business Activity Monitor Figure 1. Scenario 1: All components of Process Suite deployed simultaneously Deploying and configuring BAM within an existing installation of Process Suite The second scenario assumes that Process Builder, Process Engine, and TaskSpace components of the Process Suite are deployed and in use before BAM is installed. This means that processes are designed in Process Builder and may even be working in a production environment, where real world users are completing work. Once BAM is installed process and business data configuration in Process Builder is the same as for the first scenario. The primary difference between these two scenarios, however, is with respect to an additional step where a feature called the gap filler is configured in TaskSpace. The gap filler serves an important purpose. Process data can be written to the Audit Trail database even if BAM is not installed. This leads to a backlog of data that can be monitored once BAM is up and running. The gap filler is the mechanism responsible for taking existing data and formatting it. The gap filler recovery period is defined as the amount of time BAM should go back to monitor data. The default recovery period is seven days, although this can be changed by a user in the Administration tab of TaskSpace. EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 19

20 Understanding Business Activity Monitor Figure 2. Scenario 2: Process Builder and BAM deployed separately Designing reports, alerts, and dashboards Process data is captured and stored once BAM configuration is finalized. This data is stored in specific tables of the BAM database where it is available for reporting. Report designers use Process Reporting Services (PRS) to define reports and alerts. Reports can be formatted as pie charts, bar charts, and tables. Chapter 3, Defining Reports and Alerts with Process Reporting Services provides detailed reporting procedures. Published reports can be consumed by a dashboard that displays the report results to end users. A BAM dashboard is an application within TaskSpace that is configured by a dashboard designer. Dashboards are also capable of displaying alerts and process diagrams. The logic of an alert is defined in PRS. When an alert is triggered an notification is sent to one or more individuals. Detailed information about the alert and its status is available within the dashboard. In addition, a dashboard can hold process diagrams that graphically display the status of individual processes as they execute. The image of a process diagram is generated by the Process Engine. In some cases it may be necessary to adjust the placement of activities within the process so it is easier to read. This could involve simplifying a diagram to hide it s technical complexity in favor of a more business-oriented view of the process. Once a dashboard is built it can be deployed to a production environment. Chapter 5, Designing a BAM Dashboard contains procedures for building BAM dashboards. Chapter 7, Working with BAM in a Production Environment addresses production-oriented concepts and procedures. 20 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

21 Understanding Business Activity Monitor Figure 3. Implement a BAM solution Monitor a running process The final phase of a BAM implementation focuses on the real-time, continuous monitoring of executing processes. As process instances are executed BAM reports displayed in the dashboard are updated. These reports are available for executives and operations personnel (and other personnel, as needed) who need to understand how processes are performing. Executing processes may also trigger alerts that should be resolved by a responsible party. Responsible parties are automatically notified by way of if an alert is triggered. EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 21

22 Understanding Business Activity Monitor Figure 4. Monitor process Summary of the BAM Process In general, implementing a Business Activity Monitor solution involves: 1. Designing processes in Process Builder. Using Process Builder is not in scope for this documentation. Please refer to the Documentum Process Builder User Guide for more information. 2. Once a process is designed it must be configured for monitoring. Chapter 2, Configuring Business Activity Monitor addresses configuration in both Process Builder and the Administration tab of TaskSpace. 3. Once configuration is complete, you must run at least one process instance so that the audit trail is populated with data. It is recommended that you run multiple process instances. At this point, BAM reports can be defined. Chapter 3, Defining Reports and Alerts with Process Reporting Services addresses designing BAM reports and alerts. 4. BAM reports, alerts, and diagrams are the building blocks of a dashboard application designed in TaskSpace. Chapter 5, Designing a BAM Dashboard addresses building a new dashboard application. 5. Alternatively (or in addition to a new dashboard), a preconfigured dashboard can be deployed and used out-of-the-box. The instructions for deploying the preconfigured dashboard are available in the Business Activity Monitor Installation Guide. Chapter 22 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

23 Understanding Business Activity Monitor 6, Working with Preconfigured Dashboards describes each of three preconfigured dashboards, their organization, and each report that is displayed. 6. Once your BAM solution is tested in a development environment, it can be deployed to a production environment. Chapter 7, Working with BAM in a Production Environment provides a deployment procedure and other content related to a working with BAM in production. 7. There may be times when out-of-the-box report and filter entities do not meet your particular requirements. If this is the case, custom report and filter entities can be created. Chapter 8, Creating Custom Aggregation, Report, and Filter Entities addresses these topics. Understanding the Business Activity Monitor architecture Once BAM configuration is complete process data is written to the Documentum Audit Trail database. This data is then transferred over an event pipe to the format engine component of the BAM server. Once formatted, this data is inserted into execution tables of the BAM database. The BAM database schema is created when Business Activity Monitor is deployed. BAM deployment is addressed in Documentum Business Activity Monitor Installation Guide. The execution tables store process instance data. From here, this data is aggregated and inserted into aggregation tables. Aggregating execution data means that process instances are collapsed into groups for which one or more arithmetic functions apply. For example, aggregation allows users to calculate the average duration for processes that began within the last hour, week, or year. For more information on aggregation, please see Understanding the aggregation engine, page 26. The alert engine, together with the format engine and aggregation engine, is also a function of the BAM server. The alert engine scans data stored in both execution and aggregation tables for alert conditions. Alerts are defined in PRS. For more information on defining alerts please see Creating an alert, page 103. The gap filler is the final component of the BAM server. Should the BAM server be down for any reason, the gap filler is responsible for going back in time, taking unformatted data from the Audit Trail database and formatting it. The gap filler recovery period can be specified by the user. This section describes each component of BAM architecture in more detail. EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 23

24 Understanding Business Activity Monitor Figure 5. Business Activity Monitor technical architecture Understanding the event pipe As business processes execute in the Process Engine, event data is written to the Audit Trail database. On a periodic basis (such as every 5 seconds), the BAM server extracts recent events from the Audit Trail and inserts them into the BAM database, specifically into its integration table. Once this information is in the integration table, data formatting can then take place. The process of extracting and inserting process data into the integration table is referred to as the event pipe. The BAM server controls the operation of the event pipe. So, if the BAM server is down or ceases operation for any reason, then the event pipe cannot operate and no data will be transferred to the BAM database. This creates a gap between the data that has already been written to the integration table and the data that has not yet been extracted from the Audit Trail database. A special process called gap filling is used to address these situations. The gap filler allows the BAM server to catch up on its work, quickly extracting the events that it has missed while it was down and inserting them into the integration table. For more information on the gap filler please see Understanding the gap filler, page 27 and Configuring recovery periods, page EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

25 Understanding Business Activity Monitor Understanding business data monitoring In addition to process and queue data, BAM supports the monitoring of three forms of business data: Structured Data Types (SDTs), objects contained in packages, and (simple) process variables. Without business data monitoring, the data collected during process execution is constrained to default process data. Default process data is the set of data automatically captured while a process executes for example, process and activity durations, information about performers, queue data, and started/finished date information. Business data adds to this information by monitoring attribute values associated with a process instance. This data is used by report designers to generate very sophisticated reports to answer questions like: How much revenue was generated by each region over the last day, week, month? and What is the average process duration for each state?. Business data is also used in alerts. For example, an alert that is triggered when the number of company shares traded exceeds a certain value. SDTs and objects contained in packages are considered complex process variables comprised of multiple attributes. Process variables can also be simple in structure, with only a single attribute. As a result, there are some differences in monitoring of SDT and object contained in packages as opposed to simple process variables. First, SDT and objects contained in packages reporting entities can be used as base entities in a report. A base entity is the first entity used to define a report in PRS. A simple process variable report entity is, in contrast, always nested under the Process Execution report entity. Working with business data entities, page 53 describes business data reporting entities. In addition, SDTs and objects contained in packages can be aggregated. Aggregation is not available for simple process variables. Business data aggregation is configured in PRS and applies only to SDTs and objects contained in packages. Understanding the aggregation engine, page 26 describes the concept of aggregation. Configuring business data aggregation, page 109 outlines the aggregation procedure in PRS. And finally, SDTs and objects contained in packages can also be updated with the BAM database when there are changes. The update operation is not required for simple process variables.updating monitored business data, page 41 explains how to use the update feature. All business data monitoring configuration options are available in Process Builder. Therefore, it is usually the process designer that specifies which attributes to monitor. Once configured, data is written to the BAM database. For more information on configuring business data monitoring, please see Enabling structured data type attributes for monitoring, page 34,Enabling objects contained in packages for monitoring, page 35, and Enabling simple process variables for monitoring, page 36. EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 25

26 Understanding Business Activity Monitor Understanding the format engine The event pipe inserts process execution data into the integration table of the BAM database. Each row of the integration table contains data about one process instance, including activities, performers, queues, and business data. The format engine extracts information from the integration table and maps it into a series of execution tables. BAM reports and alerts will then be written against these tables. For example, some data will be mapped to the process table, other data will be mapped to the activity table, and yet other data will be mapped to business data tables. In fact the format engine consists of several formatters that run simultaneously: Process formatter Activity formatter Business data formatter Queue definition formatter Once the formatting job is done, the data can be aggregated. Understanding the aggregation engine The execution tables populated by the formatting process can eventually contain thousands of rows of data. This means that some BAM reports may take quite a long time to run. The aggregation engine creates summaries of execution data so that these reports can run against summary data, with much better performance. For process, activity, and performer entities the aggregation engine calculates the following metrics: Average duration (milliseconds and seconds) Count of completed instances Count of failed instances Count of ongoing instances Count of started instances Maximum duration Minimum duration Note: Aggregation entities can also be created for business data objects. These calculations are made for a series of time intervals, based on when the process instances start: 5 minutes 15 minutes 30 minutes 26 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

27 Understanding Business Activity Monitor Hourly Daily Weekly Monthly Quarterly Yearly This summary information is then inserted into the aggregation tables. Understanding reports that use aggregation, page 65 contains much more information about the concept of aggregation. Understanding the alert engine The purpose of the alert engine is to scan execution data for alert conditions, and, if a problem presents itself generate an notification. Every time the alert engine runs, it receives a list of active alerts (alerts can be inactive, too) from PRS. Alerts can scan either instance or aggregated data. The report engine executes the alert and receives a result. For each row the alert engine evaluates the alert expression. If the alert expression is True for a row, then the process instance is added to the alert instance table of the database. A positive evaluation also generates an that is sent to all designated recipients. If configured, the alert engine can invoke a new process within Process Engine. The alert engine also provides services utilized by the BAM dashboard. Alerted processes are displayed in a diagram dashlet and alert icons are placed on the diagram indicating those activities that require attention. In addition, an alert dashlet displays all alert instances. The alert status can be updated by a user within the alert dashlet. Understanding the gap filler A gap filler is used whenever the BAM server is down, but events are still being written to the database. Without the BAM server up and running this data is not formatted or aggregated. A gap filler recovery period must be configured. Once the server is started, the gap filler begins its work formatting data within the recovery period. For example, if the BAM server was down for one month, a user can specify to have only events from the last 10 days to be formatted. The BAM server will then catch up and return to normal operation. The gap filler recovery period is specified in the Administration tab of TaskSpace. For more information on configuring the gap filler, please see Configuring recovery periods, page 42. EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 27

28 Understanding Business Activity Monitor Understanding machine clock settings The Content Server (which is responsible for running Process Engine), BAM application server, and BAM database servers clocks must be synchronized to within 5 seconds with an outer limit of 30 seconds. This synchronization happens automatically except in high availability cases where two Content Servers are running on two clusters. In this case machine clocks must be synchronized manually. Understanding queue monitoring The Process Suite supports queue management. A queue is a container that holds work items (also known as activity instances) until they are completed by a performer. Performers are individuals responsible for completing specific steps within a process. Sometimes a process routes work items to a specific performer. Other times, any number of performers can complete a work item. This is where queues become useful. Instead of automatically routing work to a specific performer within a process, work items are routed to a queue where they can be selected and completed by any number of performers. Work items within a queue are usually processed in a first in, first out order. However, there are other factors (like the priority and age of the work item) that impact this order. Within the flow of a process a queue is assigned as the performer of a manual activity. Each queue is uniquely named and is characterized by thresholds (the maximum number of work items allowed in the queue), users (a list of performers that can claim work items within the queue), and policies (rules that govern how the queue operates). Queue work items are selected by performers for completion. Work items can exist in a number of different states, called events: Started Completed Aborted Acquired Unacquired Delegate Suspend Unsuspended Queue monitoring does not require any additional configuration. Note: All work items in a queue are monitored, even if the process to which the work item belongs is not monitored. If the parent process of the work item is not monitored, then you cannot report on the relationship between the work item and the process. 28 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

29 Understanding Business Activity Monitor For more information about queue reporting entities please see Working with queue entities, page 52. Understanding Process Reporting Services Process Reporting Services (PRS) is the component of BAM used for creating reports and alerts on monitored processes. PRS is used by report designers who select report entities from a palette, choose the data on which the report is based, and format the report. Reports can be formatted either in PRS or in an external Crystal Reports editor. Report entities are provided with the BAM software, although custom report entities can be created. Alerts are also defined in PRS. An entire chapter is dedicated to PRS. For more information, please see Chapter 3, Defining Reports and Alerts with Process Reporting Services. Understanding BAM dashboards A BAM dashboard is a display environment for monitoring executing processes in real-time. A dashboard is an application created within TaskSpace that contains dashlets. Dashlets display the contents of a specific report, diagram, or alert. Dashboards are created by dashboard designers who use a drag-and-drop interface to configure dashboards. Dashboard designers can also schedule dashboard refresh periods and configure dashlet filtering. Dashboard users interact with a dashboard to monitor processes. These users are granted permissions to view the content of a specific dashboard and can take action on alerts. Dashboard design is addressed in a separate chapter. For more information please see Chapter 5, Designing a BAM Dashboard BAM is also shipped with a variety of preconfigured dashboards that are already assembled. Each preconfigured dashboard contains a set of reports defined in PRS. Working with preconfigured dashboards is addressed in a separate chapter. For more information please see Chapter 6, Working with Preconfigured Dashboards. EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 29

30 Understanding Business Activity Monitor 30 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

31 Chapter 2 Configuring Business Activity Monitor BAM configuration refers to a set of features that enable process execution data to be collected, formatted, and aggregated by the BAM server. BAM configuration involves two personas and is divided into four phases: First, process designers enable processes and business data (SDTs and objects contained in packages) to be monitored in Process Builder. Once enabled, the structure of the business data must then be updated in the BAM database. Within the Administration tab of TaskSpace, process administrators must make sure that a connection with the BAM server is established. This allows monitoring to be activated. As processes are being monitored, it may be necessary for the process administrator to fine-tune BAM, especially in cases when either Content Server or the BAM server are down. This also takes place in the Administration tab of TaskSpace. Figure 6. Actor, BAM configuration interaction diagram This chapter addresses all aspects of BAM configuration. It includes the following sections: EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 31

32 Configuring Business Activity Monitor Enabling processes for monitoring, page 32 Assigning Audit Trail permissions, page 33 Enabling structured data type attributes for monitoring, page 34 Enabling objects contained in packages for monitoring, page 35 Enabling simple process variables for monitoring, page 36 Logging in to TaskSpace, page 37 Configuring connection settings, page 39 Activating process monitoring, page 40 Deactivating process monitoring, page 40 Updating monitored business data, page 41 Configuring recovery periods, page 42 Configuring data transfer latency, page 43 Configuring maximum data transfer idle time, page 44 Enabling processes for monitoring Processes must be enabled for monitoring in Process Builder. Monitoring begins when process data is written to the Audit Trail database. The process designer enables monitoring in the Process Template Properties dialog box. This window provides basic information about the workflow. For more information, please see the Documentum Process Builder User Guide. For more information about auditing in Documentum software, please see the Documentum Content Server API Reference Manual. Caution: The user responsible for turning the Audit Trail on and off must have the Config Audit extended privilege assigned to them. Otherwise, these options are grayed out. Assigning Audit Trail permissions, page 33 provides guidance in assigning the config audit extended privilege to a user. To enable a process for monitoring 1. Log into Process Builder. 2. Open a process template. 3. Select Process Properties from the Tools menu or click the Template Properties icon on the toolbar. 4. Select the General tab. Basic template information appears as read-only text at the top of the template. 32 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

33 Configuring Business Activity Monitor 5. Turn on (or off) the template Audit Trail Settings by clicking the appropriate option. Note: Auditing must be turned on to enable the system to publish reporting data to the BAM database. 6. Click Ok to close the Process Properties window. Assigning Audit Trail permissions Users that turn the Audit Trail on and off must be granted the Config Audit extended privilege. This privilege is granted in the User Properties dialog in TaskSpace. This privilege cannot be granted to oneself; you must log in as another user with administrative rights first, and then assign the privilege to your user. For example, if you want to grant the dmadmin user this privilege, you would first have to log in to TaskSpace as any other administrative user and then assign this extended privilege to dmadmin. To assign the Config Audit extended privilege 1. Log into TaskSpace as a user with administrative rights. 2. Click the Administration tab. 3. Expand User Management on the tree menu. 4. Select Users. 5. Navigate to and select the user to which the config audit extended privilege is being assigned. 6. Click Properties. 7. Select Config Audit from the Extended Privileges drop-down. 8. Click Ok. EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 33

34 Configuring Business Activity Monitor Figure 7. Select the Config Audit extended privilege Enabling structured data type attributes for monitoring Structured data type attributes are one form of business data that can be monitored by BAM. Configuring an SDT attribute to be monitored involves both the Structured Data Type window and the Activity Inspector window. Selecting an SDT attribute to be monitored in the Structured Data Type window only gives the attribute the potential to be monitored it does not fully enable the attribute to be monitored. The attribute must also be selected in the Activity Inspector window. Note: If an attribute is selected in the Activity Inspector window but is not selected in the Structured Data Type window, the attribute will not be monitored. Once an attribute is enabled for monitoring, the process designer must update the attribute with the BAM database. Updating prompts BAM to create execution tables in the BAM database, and corresponding report and filter entities. Updating monitored business data, page 41 addresses how to perform the update operations within both Process Builder and the Administration tab of TaskSpace. 34 EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide

35 Configuring Business Activity Monitor Caution: Process Builder supports the ability for SDT attribute values to consist of up to 4000 characters. This is supported for a BAM database installed on MS SQL Server and Oracle databases. For a BAM database installed on DB2 only 256 characters are supported. SDT attribute values greater than 256 characters will be truncated in the BAM database for DB2 only. To enable an SDT attribute for monitoring 1. Log into Process Builder. 2. Right-click a data type within the Structured Data Type selection panel. 3. Select View Detail... from the menu. The Structured Data Types dialog box appears and displays the details of the structured data type. 4. Locate the attribute(s) to be monitored. 5. Select the Reportable checkbox for each attribute you want monitored. 6. To update the SDT with the BAM database, select the Update BAM Database tables based on this SDT definition checkbox. This updates the BAM database with the attribute definition. Note: The update operation applies to all attributes and not just the selected attribute. 7. Click Ok to close the Structured Data Type window. 8. Open the Activity Inspector window for each activity to be monitored. 9. Click the Data tab. 10. Locate each attribute to be monitored and select the Report checkbox. 11. Click Ok to close the Activity Inspector window. Enabling objects contained in packages for monitoring Objects contained in packages are one form of business data that can be monitored by BAM. Monitoring this data requires a separate configuration than is required for structured data types. Once an object contained in a package is enabled for monitoring, the process designer must update the attribute with the BAM database. Updating prompts BAM to create execution tables in the BAM database, and corresponding report and filter entities. Updating monitored business data, page 41 addresses how to perform the update operations within both Process Builder and the Administration tab of TaskSpace. EMC Documentum Business Activity Monitor Version 6.5 SP1 Implementation Guide 35

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