PBS archive add ons for SAP solutions. White Paper

PBS archive add ons for SAP solutions White Paper

Page 2 Information Lifecycle Management with PBS archive add ons Information Lifecycle Management with PBS archive add ons for SAP ERP Efficient Information Lifecycle Management (ILM) in SAP ERP environments requires the usage of adequate solutions to fulfill different ILM needs. In addition to display and evaluation features also for already archived SAP application data legal requirements such as access to tax-relevant data for audits and storage policies (Compliant Storage) have to be considered. PBS Software GmbH provides with its software solutions a large portfolio of tools which are specifically designed to comply with the requirements of an efficient ILM in SAP ERP. Data Archiving with Standard SAP Tools SAP provides the Archive Development Kit (ADK), a development and operating environment that allows to remove data related to completed business transactions from the SAP database. Information that is no longer updated and only needed for analysis and evaluation purposes is stored in compressed form as archive files in the file system of the SAP server and subsequently deleted from the database. Since only read access to archive files is necessary, external storage systems or inexpensive media can be used for storage and backup of archived data. Structure and content of the generated ADK archive files ensure that archived information can be read and evaluated independently of release levels. This enables long-term access to archived data and supports legal requirements for external audit purposes. After data was removed from the database, retrieval with standard display and analysis transactions is only possible with limited functionality. Complete archive data access and comfortable navigation within document chains are no longer possible once one of the several linked documents was archived. In many cases, the limited display functionality for archived data leads to conflicts of interest between the IT department and end users. The inability to resolve this conflict between database volume reduction goals and data access requirements can delay the implementation of data archiving and results in additional expenses for hardware and system maintenance. Retrieving Archived Data with Standard SAP Tools With the Archive Information System (SAP AS), SAP provides a generic tool that can be used to implement display and analysis functionalities for archived data. However, to meet typical end user requirements, significant programming effort is necessary since SAP AS only contains basic display screens for archived information. In addition to the initial development effort, adjustments for modifications in updates and release upgrades are required, which can lead to substantial expenses. Retrieving Archived Data with PBS archive add ons PBS provides enhanced standard SAP transactions and reports for access to archived data. In addition to data stored in the database, PBS archive add ons also display information from archive files. PBS transactions contain the same user interface as original SAP transactions, resulting in a high acceptance level among end users. PBS archive add ons are standard software packages; necessary adjustments to new SAP releases and updates are provided to customers as part of a support services agreement. Data Archiving versus Document Archiving Scanned original documents, outgoing SAP script forms and print lists are stored and displayed with document archives. These documents are linked to SAP business objects and can be accessed with standard SAP transactions via the SAP ArchiveLink interface. PBS archive add ons also support SAP ArchiveLink. This enables access to images in document archives, even after the corresponding business object has been removed from the database. With the lean interface solution PBS ContentLink, compliant archive systems such as EMC Centera, NetApp Filer, IBM DR550 and others can be used to store all SAP ArchiveLink-enabled files and documents.

PBS archive add ons for SAP ERP Page 3 PBS archive add ons for SAP ERP PBS archive add ons are standard software solutions. They en - hance SAP transactions and reports with the functionality to display and analyze archived data. PBS archive add ons are completely implemented using exclusively standard SAP development tools. The only requirement to use PBS archive add ons are existing SAP ADK archive files. PBS archive add ons have the same modular layout as the SAP system. They consist of standard SAP transactions with an additional parameter for data selection. This parameter allows users to select the data source for each transaction (1 = database + archive, 2 = database only, 3 = archive only). Archived and database data is displayed in an integrated list. The PBS archive indicator (*) marks documents retrieved from archive. Calculations like totals or subtotals are always performed on the complete list, including both database and archive data. To support end user navigation, PBS provides a menu containing all supported transactions. Furthermore, some PBS archive add ons such as CFI provide additional useful features, e.g. the correct retrieval of historical master data which significantly exceed SAP standard functionality. The Company PBS is a software company specialized in the development of add-on solutions for Information Lifecycle Management (ILM) with SAP solutions. An experienced team of developers and support engineers guarantees high product quality and excellent customer care. PBS was founded in 1991 by Dipl-Math. Günther Reichling. Today, PBS has more than 1000 customers worldwide. Partnership with SAP AG SAP AG and PBS have established a successful and lasting partnership for SAP data archiving. PBS is an SAP software partner and PBS archive add ons have been certified by SAP AG since 1999. Distribution and Consulting Partnerships Our partners support customers and prospects with SAP data archiving projects and on-site demonstrations of PBS software solutions. Please visit the partner section of the PBS homepage for further information. Database data Archive data Data source selection Total from database + archive

Integration Page 4 PBS Archive Access Comfortable, Fast and Integrated Access to Archived Data Following the SAP standard, PBS archive add ons provide a high degree of integration for related business documents. With PBS transactions, users can easily navigate to preceding or subsequent documents within a document flow, even if some or all documents have already been archived. Linked original documents (for example scanned incoming invoices) are displayed via the SAP ArchiveLink interface. The integrated access to archived data eliminates any crossfunctional impact of data archiving in one module for end users in other departments. For example, accounting documents can be archived without affecting the data access requirements in purchasing, sales or controlling departments. Users in these departments can easily display archived accounting documents with PBS transactions. Technical Details of the PBS archive add ons After an SAP data archiving job has been completed, a PBS indexing program creates index information for the SAP archive files. The indexing program reads the SAP archive files, creates necessary indices, and stores the index data in compressed format on magnetic disks outside the SAP database. The database is only used to store a small amount of administrative information. PBS utilizes the SAP Archive Development Kit (ADK) to store index information. Taking advantage of the SAP ADK format makes all features of SAP archiving objects available to PBS index information, including release and hardware independence. PBS indexing programs also support SAP ArchiveLink: archive files can be stored either in the local file system or on a compliant archive system, e.g. on EMC Centera via PBS ContentLink. SAP System Direct Access via SAP ArchiveLink + PBS ContentLink for Storage Systems Storage Systems Compliant Storage System SAP Archive Files PBS Index Files Fast Access to Archived Data Response times for accessing archived data via the PBS indices are comparable to database accesses. Accessing archived data does not put any load on the SAP database since archive data (ADK files) and PBS indices are stored outside the database. If archive data is stored on an external archive system, the archive software vendor has to ensure that ADK files can be accessed with good performance. In SAP systems that already suffer from volume related performance issues, archiving data and data retrieval with PBS archive add ons will typically result in a significant performance improvement. SAP Database SAP Archive Files in the File System PBS Index Files in the File System ECM Systems SAP Archive Files PBS Index Files The implementation of PBS archive add ons supports archiving of SAP data with short online residence periods without any loss of information or functionality for end users. Short online residence periods result in a smaller database volume, leading to significant savings of hardware and operating costs. The runtime for backup jobs is substantially reduced and system dialog response times can be improved considerably. Additional cost savings can be achieved by using the same PBS index files for multiple SAP systems. This functionality provides access to archived data in multiple systems (for example production, quality assurance, and training) without the need to store redundant information. Accessing one set of archived data from several systems multiplies the archiving related cost savings (reduced disk space, shorter backup times, lower system load). Customer-specific Reporting To support customer-specific reporting functionality, PBS archive add ons include archive-enabled logical databases for each module as well as the PBS Conversion Tool. Logical databases delivered by PBS automatically extend database access with the selection of archive data. To use this functionality, the name of the logical database in report attributes simply has to be changed to the corresponding PBS version. The PBS Conversion Tool can be used to enhance customerspecific ABAP SQL reports with archive data access. Standard SAP reporting is already completely adapted and supplied by PBS. As a result, a large number of reports are available immediately after the installation of PBS archive add ons. Optimized Disk Space and Cost Savings Compared to SAP secondary indices in the database, the PBS indices only require about 10 % of the disk space. For example, 6 million FI documents can be stored in approximately 4 gigabytes (SAP archive files including PBS indices). PBS indices, like SAP archive files, are stored outside the database. Only very few administrative information is stored in the database for fast data retrieval. To further reduce the operating costs, inexpensive hard disks can be used as a storage medium for PBS index data.

Step-by-Step Implementation with Low Operating Costs Module Implementation Page 5 PBS currently offers add-on solutions for many standard SAP components such as FI, SD, MM, CO, HR, PP etc. PBS additionally supports industry solutions, currently IS-U, FI-CA, IS-Retail and others. With CBW NLS, PBS provides a dedicated Nearline Storage solution for SAP NetWeaver BI, thus inabling comfortable SAP query access to online and archived InfoCubes and DS objects. The modular design of the PBS archive add ons, corresponding to SAP standard modules, allows to implement individual combinations according to specific requirements in customer systems. Initial Support for Archiving Projects The PBS Database Analyzer PLUS can be used to determine current disk space requirements for individual archiving objects as well as the document distribution across time or organizational units. The analysis results provide the qualitative and quantitative information necessary to determine which archiving objects and which PBS modules provide the best efficiency for a company s archiving strategy. Language Support Currently, PBS archive add ons support English, French and German as part of their core functionality. The PBS Translation Tool provides functionality to copy texts from standard SAP programs and thus supports all additional languages beyond English, French and German. Release and System Versions PBS archive add ons provide display transactions and analysis reports for archive data in different releases from SAP R/3 4.x to SAP ERP 6.0. User Training Since the PBS transactions are almost identical to the corresponding standard SAP transactions, no additional end user training is necessary. Users simply call the same transactions in the PBS namespace instead of the original SAP transactions (e.g. /PBS/FBL1N instead of FBL1N). In addition, access to PBS transactions is provided through PBS menus. Starting with SAP release 4.6, PBS menus can be assigned to user roles. Administration To install PBS archive add ons, only SAP basis administration skills are necessary. Customers can install PBS modules by following the detailed description of all installation steps in the administrator manual. Due to the integration of PBS archive add ons into the SAP system environment, no functional customizing is necessary. All SAP users can immediately work with the PBS functionality. Access to archived data is protected by the same data security checks as access to data in the database. Standard SAP authorization checks are integrated in all PBS transactions and reports. To avoid updates of user profiles, the name of the original transaction is used instead of the PBS transaction name for authorization objects that include the transaction name in one of their fields. PBS archive add on Supported Archiving Objects CAB Agency business WBU WRECH WREG WZR CCMD Customer master data FI_MONTHLY, FI_TF_DEB, FI_ACCPAYB CVMD Vendor master data FI_MONTHLY, FI_TF_CRE, FI_ACCRECV CCO CO line items CO_ITEM CCOPA Costing-based profitability analysis COPA1_xxxx CCU Master data changes CHANGEDOCU CDOC Archived print documents PBS-specific archiving object CFI Financial accounting FI_DOCUMNT MM_MATBEL CFICA Contract account documents FI_MKKDOC CISU IS-U / CCS documents ISU_PRDOCH ISU_PRDOCL ISU_BILL ISU_BILLZ ISU_BBP ISU_BCONT ISU_EABL ISU_PROFV CHR HR archiving objects PA_LDOC PA_CALC CML Material ledger documents CO_ML_BEL CO_ML_DAT CO_ML_SPL CMM Purchasing MM_EKKO MM_EBAN MM_EINA MM_REBEL CMT Material master data, batches, special stocks and BOMs MM_MATNR MM_SPSTOCK CS_BOM COO CO order CO_ORDER CPCA Profit center line items PCA_OBJECT EC_PCA_ITM CPCP Product cost planning CO_COPC CPM Plant maintenance PM_ORDER PM_QMEL SM_QMEL PM_EQUI PM_OBJLIST CPP Production orders PP_ORDER CPR Process orders PR_ORDER CPS Project system PS_PROJECT CQM Quality management QM_CONTROL QM_QMEL CRW Routing and work center PP_PLAN PP_WKC CSD Sales and distribution SD_VBAK RV_LIKP SD_VBRK SD_VTTK LE_HU CSL Special ledger documents FI_SL_DATA CUSTOM Customer-specific tables (Z tables) Customer-specific archiving objects CWM Warehouse management RL_TA RL_TB RL_LUBU

Page 6 Document Flow Navigation in Online and Archived Data With PBS transactions, archived documents can be displayed in the same way as online data with standard SAP transactions. The high level of integration enables the simultaneous display of online and archived documents. It is possible to navigate to the preceding and subsequent documents within the same module (as shown in the example below for the module CSD) as well as to related documents from other modules, for example CFI, CMM or CPP. In addition, all transactions support the display of linked archived original documents in a document archive. Navigate to detail display From the menu to the order selection List of sales orders

Document Flow Page 7 Navigate to the order confirmation stored in an external archive system Navigate to the display of the complete document flow From the document flow directly to the FI document display From the document flow to the invoice display

Page 8 Data Extraction from the SAP System Data Extraction from the SAP System Legal regulations in several countries require SAP users to extract financial data from their SAP system and to submit the extracted information in machine-readable/electronic format on external data carriers to fiscal authorities for evaluation without access to the SAP system. PBS Data Export Interface Data extraction and storage in external files can be performed easily and very flexibly with the PBS Data Export Interface, which is part of the PBS archive add on CFI. The PBS Data Export Interface supports on-demand extraction of financial accounting data, both from the database and from archive files. The extracts include master and transaction data, customizing data, master data changes and changes to FI accounting documents. Archived data from other areas (e.g. sales, purchasing, controlling, etc.) can be integrated into PBS data extracts if the corresponding PBS module is implemented. Through the support for extraction of archived data, the PBS Data Export Interface allows users to meet legal requirements independently of the implemented archiving strategy. Core element of the PBS Data Export Interface is a reporting pool with the capability Definition of the field catalog via ABAP List Viewer (ALV) Administration of field catalogs Variable field list configuration No length or column limits Download in SAP audit format Transaction data Identification of data dependencies by PBS data export monitor Master data Customizing data Open items

Data Extraction from the SAP System Page 9 to extract from the SAP database and from archive files. Extracted information is stored in sequential files in the SAP file system. Users can dynamically select the fields to be exported by defining field catalogs via the ABAP List Viewer (SAP ALV). Further processing of the extracted information can be performed with a suitable analysis program (for example IDEA) after the transfer of extract files into the PC environment. All extracts are stored in SAP AIS format. Data structure information is available in additional XML files. PBS Database Export Interface PBS also provides this extract functionality, limited to database data only (no archive access), in a separate utility, the PBS Database Export Interface. PBS archive add on CDART With the SAP Data Retention Tool DART, already archived data has to be reloaded into temporary database tables in order to include archived data in DART extracts. Due to the reload process, DART extracts have extremely long runtimes, put a high load on the database server and require a large amount of disk space in the database for reloaded data. In productive SAP environments, the necessary resources are frequently not available. To support customers in this situation, PBS has developed the PBS archive add on CDART in cooperation with SAP. CDART creates data extracts directly from archive files without reloading archived data into the database. SAP ALV Layout management Output option Select files for import PC analysis program

Page 10 PBS Long-Term Archiving Concept, Connection to Compliant Storage Systems PBS Long-Term Archiving Concept Many users need to keep their archive data accessible via the PBS archive add ons for many years due to audits and/or legal requirements (Germany: 10 years). Nevertheless, a reasonable runtime to generate the PBS index and a short response time when retrieving the data needs to be ensured. For this purpose, PBS deployed the socalled Long-Term Archiving Concept : The PBS index data is split into a main archive and active/inactive long-term archives. Thus, some of the indexing runs of the PBS archive add ons can be deactivated from the online access without deleting the PBS index data. A current PBS main archive file can easily be changed into a longterm archive file. This file can either be active, thus online accessible, or inactive without access opportunity. The deactivated PBS index runs (PBS index files plus SAP archive files) can be stored on any storage medium, e.g. external archive system. Once access to these deactivated data is necessary again, they can easily be activated and data can be retrieved with the usual PBS functionality. With the PBS long-term archiving concept, new index information will only be merged with the main archive (not the long-term archive). This ensures to keep the PBS index generation runtime within a well manageable range. Main Archive Active Inactive Long-Term Archive PBS Connection to Compliant Storage Systems SAP System Direct Access via SAP ArchiveLink + PBS ContentLink for Storage Systems Storage Systems Compliant Storage System SAP Archive Files SAP ADK archive files and PBS index files can seamlessly be integrated into an existing storage infrastructure. The files can either be managed by an HSM system or stored on an external archive system via SAP ArchiveLink. Please consider a possible increase of response times to access the data when storing the archive/index files on external archive systems. SAP Database SAP Archive Files in the File System PBS Index Files in the File System PBS Index Files ECM Systems SAP Archive Files PBS Index Files With the interface solution PBS ContentLink for Storage Systems, you can connect e.g. the Content Addressed Storage (CAS) system EMC Centera to store and maintain these archive/ index files. This ensures good retrieval response time as well as compliant (secure) and economic storage of the data. Furthermore, ContentLink enables to store and retrieve print lists, incoming / outgoing documents, DART files and others. For details please see the dedicated PBS ContentLink white paper.

Reference List Page 11 Extract of PBS Customer List ADAC, D-München Agrana Beteiligungs AG, A-Wien Air Liquide Deutschland GmbH, D-Krefeld Akzo Nobel Coatings GmbH, D-Stuttgart ALTANA Pharma AG, D-Konstanz AUDI AG, D-Ingolstadt AXA Versicherungs AG, D-Köln BASF AG, D-Ludwigshafen BBT Thermotechnik GmbH, D-Wetzlar Beit Systemhaus GmbH, D-Espelkamp Belgacom, B-Brüssel Berliner Wasserbetriebe, D-Berlin BMW Group, D-München Boehringer Ingelheim Pharma KG, D-Ingelheim Bosch Rexroth AG, D-Lohr BS Energy, D-Braunschweig Campina Melkunie, NL-Zaltbommel Cemex Deutschland AG, D-Ratingen Clariant International, CH-Muttenz Continental AG, D-Hannover Continental Teves, D-Frankfurt DAK, D-Hamburg Degussa AG, D-Trostberg DESY (Deut. Elektronen-Synchrotron), D-Hamburg Deutsche Flugsicherung, D-Langen Deutsche Post AG, D-Darmstadt Deutsches Reisebüro GmbH, D-Frankfurt Deutsche Telekom AG, D-Euskirchen Diehl Informatik GmbH, D-Nürnberg Dow Chemical, USA-Midland Dr. August Oetker KG, D-Bielefeld EADS, D-Ulm Eastman Chemical, USA-Kingsport ebm - papst GmbH & Co. KG, D-St. Georgen Eckes & Granini GmbH & Co. KG, D-Nieder-Olm EKO Stahl GmbH, D-Eisenhüttenstadt E.ON Ruhrgas AG, D-Essen ERCO Leuchten GmbH, D-Lüdenscheid EvoBus GmbH, D-Ulm FACKELMANN GmbH & Co., D-Hersbruck Fenwick-Linde, F-Elancourt Cedex FERROSTAAL Maintenance, D-Eisenhüttenstadt Fresenius Netcare, D-Bad Homburg Freudenberg IT KG, D-Weinheim Fujitsu Siemens Computers, D-Augsburg GE Lighting, GB-London Goodyear Tire & Rubber Company, USA-Akron First Data International GmbH, D-Bad Vilbel Halliburton Energy Services, USA-Houston HeidelbergCement AG, D-Heidelberg Heraeus infosystems GmbH, D-Hanau Hessischer Rundfunk, D-Frankfurt Honda Motor Europe (North), D-Offenbach Hülsta-Werke Hüls GmbH & Co. KG, D-Stadtlohn Imperial Oil Canada, CAN-Toronto JAB Josef Anstoetz KG, D-Bielefeld Jungheinrich Moosburg GmbH, D-Moosburg Knauf Information Services GmbH, D-Iphofen KONE International S.A., B-Kraainem Kraft Foods, D-Bremen Linde Material Handling Ltd., GB-Basingstoke Maas International B.V., NL-Eindhoven MAN Roland Druckmaschinen AG, D-Offenbach Media Saturn IT Services GmbH, D-Ingolstadt Merck KGAA, D-Darmstadt Mewa Textilservice, D-Wiesbaden Mobil Oil Australia, AUS-Melbourne Möbel Pfister AG, CH-Suhr Oerlikon Contraves AG, CH-Zürich Österreichische Bundesbahnen, A-Wien Orga GmbH, D-Karlsruhe Paul Hartmann AG, D-Heidenheim PCI Augsburg GmbH, D-Augsburg Philip Morris, USA-Richmond Prego Services GmbH, D-Saarbrücken Procter & Gamble, USA-Cincinnati RB Presse Data, D-Düsseldorf Reemtsma Cigarettenfabriken, D-Hamburg Rewe Deutscher Supermarkt, D-Rosbach Rhodia Industrial Yarns AG, CH-Emmenbrücke RI-Solution GmbH (BayWa), D-München Röhm GmbH, D-Darmstadt R+V Allgemeine Versicherung AG, D-Wiesbaden Saint Gobain Isover, D-Ludwigshafen Sanacorp Pharmahandel AG, D-München Schott AG, D-Mainz Shell Europe Oil Products, NL-Den Haag Siemens AG, D-München Siemens Business Services, D-München SIG Information Technology, D-Linnich Signal Iduna Gruppe, D-Hamburg South African Post Office, SAF-Pretoria Stadtwerke Hannover AG, D-Hannover Stadtwerke München GmbH, D-München Stiebel Eltron GmbH & Co. KG, D-Holzminden Südzucker, D-Mannheim Techem Energy Services, D-Eschborn Techniker Krankenkasse, D-Hamburg TÜV Service GmbH, D-Köln Uniklinik des Saarlandes, D-Homburg Saar Vaillant GmbH, D-Remscheid Vattenfall AG, D-Berlin Viessmann Werke GmbH & Co., D-Allendorf Vodafone D2 GmbH, D-Düsseldorf Wacker Chemie GmbH, D-München Wieland Werke, D-Ulm Wintershall AG, D-Kassel Würth & Co. KG, D-Künzelsau Zürich Gruppe, D-Frankfurt Zweites Deutsches Fernsehen, D-Mainz

PBS Product Overview The following tables provide an overview of the PBS archive add ons and the PBS software components for SAP systems. PBS Software Component Description SAP Component Database Analyzer PLUS Check database capacity, document distribution, archivability SAP ERP, R/3 BI Database Analyzer Check database capacity and data distribution for SAP BI objects SAP BI Database Export Interface Data extraction from the SAP database SAP ERP, R/3 Database Export Interface IS-U Data extraction from the SAP IS-U database IS-U/CCS Fiscal Year Reporter Effective fiscal year management for FI accounting FI IDA SAP independent DART access All Enterprise Content Store SAP independent data access (decommissioning) All ContentLink Interface to external archive systems via SAP ArchiveLink All SE16_PERSONAL Table-based process analysis All SE16_PERSONAL ISU Table-based process analysis for SAP IS-U IS-U/CCS PBS archive add on Description SAP Component CAB Agency business (SAP IS-Retail) LO-AB CBW SAP Business Information Warehouse SAP BW 3.x CBW NLS ADK SAP NetWeaver BI - ADK-based NLS solution SAP BI 7.x CBW NLS IQ SAP NetWeaver BI - NLS solution with Sybase IQ SAP BI 7.x CCMD Vendor master data FI CCO CO line items and totals records CO CCOPA Costing-based profitability analysis CO/PA CCU Master data changes SAP ERP, R/3 CCU-IS Master data changes for SAP Industry Solutions SAP IS CDART Archive enhancement for Data Retention Tool (DART) SAP ERP, R/3 CDOC Archived print documents SAP ERP, R/3 CFI Financial accounting and material documents FI, MM CFICA Contract Accounting FI-CA CHR HR archiving objects HR CISU ISU / CCS documents ISU / CCS CML Material ledger documents CO CMM Purchasing documents MM CMT Material master data, batches, special stocks and BOMs MM COO CO order CO CPCA Profit center line items EC-PCA CPCP Product cost planning CO CPM Plant maintenance PM CPP Production orders PP CPR Process orders PP CPS Project system PS CQM Quality management QM CRW Routing and work center CO CSD Sales and distribution SD CSL Special ledger documents FI CUSTOM BW Customer-specific tables (Z tables) SAP BI CUSTOM ERP Customer-specific tables (Z tables) SAP ERP, R/3 CUSTOM IS Customer-specific tables (Z tables) for SAP Industry Solutions SAP IS CVMD Customer master data FI CWM Warehouse management LE Copyright 2008, PBS Software GmbH PBS White Paper 022008 E - production www.topidentity.de germany - SAP, R/3, BW, SAP NetWeaver, SAP ERP and other are registered trademarks of SAP AG, Walldorf/Germany - EMC and Centera are registered trademarks of EMC, Hopkinton, USA. PBS archive add ons is a registered trademark of PBS Software GmbH, Bensheim PBS Software GmbH Schwanheimer Strasse 144 A 64625 Bensheim, Germany Phone: +49-6251-174-0 Fax: +49-6251-174-174 email: info@pbs-software.com www.pbs-software.com