McCormick & Company: The Process from Data Archiving to a True Data Lifecycle Management Strategy

Transcription

1 Orange County Convention Center Orlando, Florida June 3-5, 2014 McCormick & Company: The Process from Data Archiving to a True Data Lifecycle Management Strategy Charlie Hoppa, McCormick & Company Katharina Perigo, Dolphin

2 In this session Learn about the process of defining requirements from both an IT and business perspective Understand the key ingredients for a successful data management strategy from creation to destruction Gain insight as to why key stakeholders need to be involved from the beginning and how including them can help ensure successful implementation effort Hear about the availability of newer tools to enhance data management and how leveraging them can make data instantly accessible, automate the archive process, and enhance audit readiness

3 About McCormick

4 About McCormick

5 About McCormick

6 About McCormick Centralized SAP systems covering many different countries R/3 ECC 6.06 CRM 5.0 GTS 9.0 Mii 7.31 Enterprise Portal 7.02 SP13, 7.31 BW/BI 7.02, 7.31 GDS 7.0 HCM 6.06 PI 7.11 SCM 7.02

7 About Dolphin

8 About Dolphin Focus: SAP Only Proven solutions for the SAP customer leveraging SAP technology and certified by SAP Stature: 1/3 of Fortune 100 TM companies running SAP are Dolphin customers Stability: Employee owned; private; independent of other stakeholders; organic growth; Longevity: Established in 1995 Global Solutions: Hundreds of scalable, flexible and cost effective deployments

9 What we ll cover Learn about the archiving process Key ingredients for a successful data management strategy Stakeholders need to be involved Tools for data management

10 Just a Note This is about McCormick s experience. Your mileage may vary. Now, about 12 years ago.

11 The Beginning This is what our rate of growth was in Showing a great picture is worth a terabyte of words

12 What is SAP Data Archiving? Transferring completed SAP business data from primary storage media to a secondary storage media. Some terms used Residence Time is when data is eligible to be archived. Moved from the primary database store to a secondary data store Retention Time is when archived data is eligible to be purged Create Archive Store Delete R1 R2 R3 Datenbank Database Archive Data File System Archive Data Storage System

13 What is Information Lifecycle Management? The management of your company s data assets from creation until destruction. It happens when the data is created as a result of business activity resides within the creating system until the residence time has expired is retained until the retention time has expired is purged according to your company s data retention policy

14 Information Lifecycle Management Is There a Standard Approach? Yes. No. You work with your business partners to decide how to use the standard SAP features to perform the Data Archiving tasks and data retrieval It depends on your business rules and processes, the SAP industry solution your run, what archived data you need to access, and how you customized your solution

15 Information Lifecycle Management The Standard Approach? Decide what the standard is for your company Analyze your data to determine the scope of the project Identify a project manager, project team members, and their responsibilities

16 Information Lifecycle Management The Standard Approach? Are you traveling on this road alone? Do you have an internal expert? Will you use an external expert to be your guide and transfer their knowledge to you? You may prefer to travel with an expert the first time. It can be a challenging trip if you are new to Data Archiving and aren t prepared well enough for the journey.

17 Information Lifecycle Management The Standard Approach? Define your short term or startup goal What data do you need to archive to relieve your immediate pain? Define ongoing processes What do you need to do to allow your business and data archiving process to continue? Define your long term or strategic goal What data will you address in the future and how can you make it easier for you to accomplish your goal?

18 Information Lifecycle Management How Do You Develop Your Data Archiving Strategy? Many times you don t. Data Archiving is implemented after it becomes very apparent you need to If you were planning Identify a champion to support your efforts Partner with an Data Archiving expert Analyze your data to identify the growth pain points and the areas to address first Become a salesperson with a mission Start the adventure Keep the communications open keep telling your story

19 Information Lifecycle Management Decide What to Address First Set your goals and expectations Identify the key individuals who need to be involved within your company Your business users of the SAP system Functional support team Operations support team (Basis) Legal and Tax Departments

20 Information Lifecycle Management What Should You Address First? Provide clear communication on what is and what is not Data Archiving It s not deleting the data, it s just being sourced from another data store and is still available for reporting

21 Information Lifecycle Management What Should You Address First? How will end users access the archived data? This will define your residence times How long do you need to keep your data? That s easy 7 years everyone knows that Right? As you proceed track your progress and expand your scope as necessary Keep a historical view of your data growth and the positive impact your archiving activities are having

22 Information Lifecycle Management Show your impact over time.

23 Find the Right Stakeholders The Right Champions Can Pave a Smooth Road to Travel Who might the champions be at your company? Think across your enterprise. Financial Management Records Information Management (RIM) General Console Tax Department Management CIO, IT Functional and Operations Management Any combination or all of the above or more

24 Find the Right Stakeholders The Right Champions Can Pave a Smooth Road to Travel Build a strong relationship with your champion(s) Start with Finance, but don t forget RIM, Tax, and Legal Prepare an archiving sample you can use to sell your case allow your champions to test drive and recruit them to the sales team

25 Find the Right Stakeholders The Right Champions Can Pave a Smooth Road to Travel Allow your champions to link you with the business partners in their areas of influence Handle the relationship with care and trust is important Remember the business owns the data

26 Results From Data Archiving 2007 growth rate after the team s archiving activities Sometimes showing a great picture is worth 2 terabyte of words

27 Accessing Archive Data - SAP Tools Archive enabled transactions/reports Finance, Purchasing, Profit Center Accounting (DART) Data Retention Tool to create data extract files for tax audits Archive Info Structures (AIS) Indexes of data archive files Data Relationship Browser

28 Accessing Archive Data How to access data after it is archived? SAP standard functionality Limited availability Additional user training required 3 rd Party tools for archive retrieval PBS Archive add ons for ERP

29 PBS archive add ons for SAP ERP Transparent and user-friendly software solution to enhance SAP data archiving features Direct end user access to archived data via PBS index Integrated display transactions: Simultaneous retrieval of database and archive data Effective navigation options to subsequent data (document flow) Advanced data extraction for audit needs Compliant storage option for archived data

30 PBS Archive add ons for SAP ERP cont. Display Vendor Line Items Selection results Database data Archive data via PBS index Totals from archive + database

31 PBS Archive add ons for SAP ERP cont. Navigation from the Line Item List Line Item (Detail View) Drill-down via Double-click Display Original Document Document Overview Environment: - Further assignments - Object links

32 The Archiving Challenge Your SAP Data Archiving strategy is defined and established. What now? When and how often will archive runs be performed? Who will set up, execute and monitor the archive jobs? Efficient data volume management requires in-depth knowledge and a significant time commitment from system administrators. If qualified resources are not available to complete these tasks, archiving benefits are at risk.

33 TJC Archive Sessions Cockpit (ASC) The Archive Sessions Cockpit (ASC) schedules and manages archive runs, freeing the SAP staff from repetitive manual archiving operations: Variant creation Job release Running follow up and corrective actions ASC fully automates the complete archiving process. Eliminates errors Facilitates scheduling Automatic recovery and restart in case of interruption Reduces the need for a dedicated archiving expert Provides control of the archiving process

34 Archive Retention Cockpit (ARC) Portal to manage the retention and end-of-life disposition of data and documents in SAP Compliance driven SAP based application Supports any ArchiveLink certified repository Search and discovery made easy Legal hold management automatically excludes records from destruction Other features included: Time and event dispositioning Record disposition workflow Record of activity

35 Archive Retention Cockpit (ARC) cont.

36 Archive Retention Cockpit (ARC) cont. An Unusual Case Archiving process for Handling Units (LE_HU) had to be stopped during the deletion steps, resulting in a partially deleted archive session New Handling Units got created for those that already had been deleted. But what to do with the incomplete LE_HU archive session? Using Legal Case Management to split archive session ARC is adaptable!

37 Results From Data Archiving Just a destination - comparing then and now

38 KEY LEARNINGS Determine how to gain your expertise Find your champions and develop the relationship with your business partners Work your plan adjusting your directions as necessary Communicate your progress and success Leverage available tools and automate when possible

39 A Last Thought Well, I ve wrestled with reality for 35 years, Doctor, and I m happy to state I finally won out over it Elwood P. Dowd from Harvey Keep your sense of reality and humor you ll need both

40 Contact Information Please feel free to contact us Charlie Hoppa Katharina Perigo

41 FOLLOW US

42 THANK YOU THANK YOU FOR PARTICIPATING Please provide feedback on this session by completing a short survey via the event mobile application. SESSION CODE: 0606 For ongoing education on this area of focus, visit