SAP Data Archiving and Image Archiving 101 SESSION CODE: 1423

Transcription

1

2 SAP Data Archiving and Image Archiving 101 Karin Tillotson The Coca-Cola Company Tom Riggs Warner Brothers John Walls Verbella CMG Linda O Connor - SAP SESSION CODE: 1423

3 LEARNING POINTS Learn about SAP Data Archiving and Image Archiving Hear some best practices for SAP Data Archiving and Image Archiving Hear from SAP about the SAP ILM (Information Lifecycle Management) Roadmap

4 Agenda SAP Data Archiving Getting Started SAP Database Analysis Accessing Archived Data Archiving Best Practices SAP Image Archiving Getting Started Background, Architecture and Terms Most Common Archiving Scenarios What Not to do! SAP ILM Roadmap

5 SAP Data Archiving Getting Started Slide courtesy of SAP Ken Campbell

6 SAP Data Archiving Getting Started SAP Data Management is needed: Curtail DB growth Improve ROI Improve performance Comply with policies and regulations

7 SAP Data Archiving Getting Started SAP Data Management includes: Standard SAP data archiving: ADK (Archive Development Kit) Data Archiving Process (DAP) for BW InfoCubes and ODS objects Housekeeping: Standard SAP programs to purge specific data within tables without archiving requirements Prevention, aggregation, and summarization of data An ILM (Information Lifecycle Management) Solution A strategy for managing data from creation to destruction

8 SAP Data Archiving Getting Started SAP Document Management: SAP standard functionality to manage incoming and outgoing documents in SAP Uses ArchiveLink interface to manage storage of documents SAP Document Management Includes: Generic Object Services Archiving Scenarios Printlists and outgoing documents

9 SAP Data Archiving Getting Started SAP Data Archiving is the process of moving: Static Rarely accessed Historical data from the transactional system (database) to other storage (file system, 3 rd -party external storage) while maintaining acceptable user access to the archived data

10 SAP Data Archiving Getting Started Archiving Terms Residence Time Retention Time Common misconceptions Once data is archived, it is no longer accessible 3 rd -party storage solution is required to support standard SAP data archiving

11 SAP Data Archiving Getting Started SAP provides approximately 800 standard SAP archiving objects Only a small % of archiving objects will address a large % of your SAP database Usually <20 Archive Objects will address most of your database Transactional data, rather than master data, is typically targeted for archiving, at least initially In order to qualify for archiving, data must be business/technically complete, and meet a defined residency time

12 SAP Data Archiving Getting Started Each archiving object addresses a single business object in SAP Technical Archive Objects IDOC s, Application Logs, etc. Transactional Archive Objects Financial Documents, Sales Orders, Purchase Orders, etc. Master Data Archive Objects Material Master, Vendor Master, etc. Custom Archive Objects

13 SAP Data Archiving Getting Started There can be dependencies between archiving objects Recommendation: SAP Network Graphic Example: Transactional Data before Master Data There are functional dependencies DART (Data Retention Tool) before relevant archiving objects (FI_DOCUMNT) Extract ERP data to BW before archiving Electronic storage of outgoing documents, such as Billing Documents (Customer Invoices)

14 SAP Data Archiving Getting Started Archive Configuration Key Steps Set up archive file definitions Logical file path definition Logical file name definition Detailed information in SAP Help Portal and SAP Note Set up archive object customizing settings Transaction SARA or AOBJ Set up content repository Transaction OAC0

15 Agenda SAP Data Archiving Getting Started SAP Database Analysis Accessing Archived Data Archiving Best Practices SAP Image Archiving Getting Started Background, Architecture and Terms Most Common Archiving Scenarios What Not to do! SAP ILM Roadmap

16 SAP Data Analysis Transaction DB02OLD Transaction DB02

17 SAP Data Analysis Transaction DB15

18 SAP Data Analysis Transaction TAANA

19 Agenda SAP Data Archiving Getting Started SAP Database Analysis Accessing Archived Data Archiving Best Practices SAP Image Archiving Getting Started Background, Architecture and Terms Most Common Archiving Scenarios What Not to do! SAP ILM Roadmap

20 Accessing Archived Data There are multiple options to access archived data Standard SAP Document Relationship Browser (DRB) transaction code: ALO1 Archive Information System (AS) transaction code: SARI/SARE Single document display Standard archive-enabled ABAP reports Report Writer archive-enabled queries Archive file browser

21 Accessing Archived Data 3 rd Party or Custom Solutions PBS OpenText Custom developed archived-enabled ABAP reports

22 Accessing Archived Data Available access methods impact: Transparency to end users Impact on business (training, communications, knowledge transfer, etc.) Response times Most methods provide very reasonable response times

23 Accessing Archived Data Some SAP transactions are archive-enabled Transaction KOB1 -> Extras -> Data source

24 Accessing Archived Data Document Relationship Browser (DRB) Transaction ALO1 (letter o not zero)

25 Accessing Archived Data Archive Information Structures Transaction SARI or SARE

26 Accessing Archived Data Transaction SARI/SARE continued

27 Accessing Archived Data PBS Archive Add-On

28 Agenda SAP Data Archiving Getting Started SAP Database Analysis Accessing Archived Data Archiving Best Practices SAP Image Archiving Getting Started Background, Architecture and Terms Most Common Archiving Scenarios What Not to do! SAP ILM Roadmap

29 Archiving Best Practices A thorough technical analysis will ensure your archiving project is headed in the right direction with the right archiving objects The technical analysis is the foundation of your archiving project Map tables to archive objects Examine dependencies (SAP Network Graphic) Research relevant SAP OSS Notes

30 Archiving Best Practices Research available documentation such as SAP s Performance Aspects of Data Archiving Don t assume your largest tables are your biggest win Do not underestimate the amount of time to get business approval to archive Data Archiving is not a one-time-event, it is an ongoing process.

31 Archiving Best Practices SAP Database analysis should be done yearly SAP Data Management Guide is a great resource for analysis Many tables may be addressed through SAP supplied programs, not archiving objects ASUG Archiving & ILM SIG discussion forum is a great resource

32 Agenda SAP Data Archiving Getting Started SAP Database Analysis Accessing Archived Data Archiving Best Practices SAP Image Archiving Getting Started Background, Architecture and Terms Most Common Archiving Scenarios What Not to do! SAP ILM Roadmap

33 Getting Started with Imaging Unlike Data Archiving - Document Imaging in SAP does require third party Software in some form. Document Scanning required Scanning Software and a ArchiveLink Certified Repository Document Imaging also includes: Outgoing document directly from SAP stored as PDF Examples include: Customer Invoices, PO, Delivery Notes Printlist Reports generated by SAP stored directly in ALF format Examples: anything you can send to the printer, Compact Journal Report*

34 Agenda SAP Data Archiving Getting Started SAP Database Analysis Accessing Archived Data Archiving Best Practices SAP Image Archiving Getting Started Background, Architecture and Terms Most Common Archiving Scenarios What Not to do! SAP ILM Roadmap

35 Common Terms ArchiveLink (Static Information) A service integrated in the SAP Web Application Server to link archived documents with the business object entered in the SAP system Knowledge Provider (KPro) (Dynamic Information) A cross-application and media-neutral information technology infrastructure within the SAP R/3 Basis Provides the general infrastructure for storing and administrating documents in the SAP Content Server WebDAV (Web Distributed Authoring and Versioning) Permits you to work directly on documents that are stored on remote servers from different geographic locations Used in SAP ILM - Connect to ILM-aware storage for secure and legally compliant retention of data

36 Common Terms (cont.) Content Server Server at the core of SAP s document storage and management concept Provides the technical infrastructure for all document-centric applications Content Repository (aka Logical Archive) A way to logically manage content, usually by retention period or by storage media Document Types (ArchiveLink) Backbone of ArchiveLink customizing They are 10 characters in length Used to describe the actual image Security can be base on document type Act as pointers to different logical archives Workitems are routed to the appropriate processor via document types in the early archiving scenario

37 Typical Configuration Third Party OpenText/IXOS, IBM/FileNet, Documentum, etc. SAP R/3 Server Clients CAS / NAS / SAN Storage 3 rd Party Scanning Clients 3 rd Party Viewer Retrieval via SAP GUI Clients SUPPORTS: ArchiveLink, WebDAV 3.0, K-Pro

38 PBS Content Link and KGS PBS Content Link CAS Storage Centera IBM DR-550 Storage NetApp Filer NAS Storage SAP R/3 Server Clients Scanning Kofax Clients HITIACH HCP SharePoint Retrieval SAP GUI Clients SUPPORTS: ArchiveLink, WebDAV 3.0, K-Pro

39 SAP Content Server SAP Content Server File system or database HTTP HTTP SAP Cache Server HTTP SAP R/3 HTTP No Scanner Interface for SAP Content Server Kofax Capture would be needed for Scanning Retrieval of documents through the SAP GUI or the ECL Viewer SUPPORTS: ArchiveLink and K-PRO

40 Agenda SAP Data Archiving Getting Started SAP Database Analysis Accessing Archived Data Archiving Best Practices SAP Image Archiving Getting Started Background, Architecture and Terms Most Common Archiving Scenarios What Not to do! SAP ILM Roadmap

41 e End Results Displaying a Document from FB03

42 Go to the Generic Object Services Attachment List

43 How does SAP know what to Display?

44 Three Common SAP Archiving Scenarios Early archiving Uses workflow to route images to processors Once processed the image is linked to the newly created SAP R/3 document Late archiving Uses indexing fields to link image to existing document Late archiving with barcode Uses barcodes to link image to previously created SAP R/3 document

45 Early Archiving AKA - Storing for Subsequent Entry

46 Scanning with Kofax Early Archiving

47 Kofax Ascent Capture Batch Manager

48 Automatic Release to SAP Released to SAP

49 SAP User Workflow Inbox

50 Process Workitem - Key from Image POST

51 SAP User Workflow Inbox

52 Early Archiving Summary Advantages Distribute work to others and eliminates paper Allows for ad hoc approval process Standard reporting on end-user processing Drawbacks Most complicated of the standard supplied archive scenarios Processing faster with dual monitors Uses SAP s workflow Workflow needs to be initialized and An organization structure may have to be used

53 Late Archiving AKA - Assign and Store

54 Late Archiving with 3rd-Party Solutions

55 Late Archiving with 3rd-Party Solutions

56 Late Archiving Content Server

57 Late Archiving Content Server (cont.)

58 Late Archiving Content Server (cont.)

59 Late Archiving Content Server (cont.)

60 Late Archiving with Barcode AKA - Late Archiving with Barcode

61 3 rd Party REQUIRED for Barcode Archiving Requires a 3 rd party Scanning interface that is ArchiveLink Certified Third Party Certified Content Management solutions Include a Scanning Application that is certified Example: OpenText Enterprise Scan IBM/FileNet Datacap The SAP Content Server or PBS Content Link Need to purchase a certified stand alone scanning application Example: Kofax Capture

62 Barcode Scenario- Explained Invoice IIIIIIIII Barcode is entered With SAP transaction 1 Barcode Number and SAP Key fields Added to BDS_BAR_IN Table 2 Matching barcode entries are deleted and an entry in the Link Table TOA01 is made 3 Image is Stored on Content Server with DocID 4 Doc and ID and Bar code are sent to SAP BDS_BAR_EX Table

63 Enter Barcode

64 Manual Bar Code Entry

65 Processing Solution Steps Images Scan Recognition Validate Release SAP Content Server Barcode is read Barcode and image are released to SAP

66 Kofax Ascent Capture

67 Classification and Extraction of Index Fields Recognition

68 Kofax Ascent Capture

69 Automatic Release to SAP AR4ERP Released to SAP

70 Late Archiving with Barcode Summary Advantages Does not change the existing Business process Requires very little training Scanning is much more efficient No indexing No scanning separator sheets Identifies documents that have not been scanned Multiple SAP objects can be linked to a scanned document Individual document indexing/categorizing is eliminated Drawback Need to manage and print/buy barcodes

71 Agenda SAP Data Archiving Getting Started SAP Database Analysis Accessing Archived Data Archiving Best Practices SAP Image Archiving Getting Started Background, Architecture and Terms Most Common Archiving Scenarios What Not to do! SAP ILM Roadmap

72 Create Attachment

73 Create Attachment

74 This is Generally a Bad Idea

75 SOFFCONT1 & CRMORDERCONT TABLES

76 Why is this a Bad Idea? Standard SAP Stores Business Attachments directly to the SAP DB- Some SAP Customers have a TB of Data stored this way System performance is impacted System Back Up and System Copies take much longer Resulting in more administration costs More Disk Space is required Images / Files are not protected - they can be changed and deleted In most cases if the leading object is archived you will not be able to retrieve the images easily

77 Storing a Business Document

78 Storing a Business Document

79 Agenda SAP Data Archiving Getting Started SAP Database Analysis Accessing Archived Data Archiving Best Practices SAP Image Archiving Getting Started Background, Architecture and Terms Most Common Archiving Scenarios What Not to do! SAP ILM Roadmap

80 SAP ILM Roadmap

81 SAP ILM Roadmap

82 SAP ILM Roadmap

83 STAY INFORMED Follow the ASUGNews team: Tom Chris Craig

84 THANK YOU FOR PARTICIPATING Please provide feedback on this session by completing a short survey via the event mobile application. SESSION CODE: 1423 For ongoing education on this area of focus, visit For more information on Imaging John.Walls@verbellacmg.com ktillotson@coca-cola.com