Information Life Cycle in ERP Systems and Introduction to Controlled Disposition in...

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Information Life Cycle in ERP Systems and Introduction to Controlled Disposition in SAP

• Your Feedback

• Our first time

• How Many SAP Users

• What role, RIM, IT, Legal, Business Operations

• Any experience in ILM or DVM

• Document Management vs. Data Management


Our customer’s challenges


Our Customer’s Experience


Data Management Drivers

Criticality

Valu

e at

sta

ke

DB-Size

DB-Growth

Clean up Legal/Data

Compliance

Performance

The Prevention/Escalation Quadrant

Discontinued article master - Retail

Data has to bedeleted after 6 years

Gbyte DB growth eachmonth

DB has a total size of 2 Tbyte after 1 yearin production

• Poor response times in FI

• DB-Handling


Current State Desired State


ILM in ERP - Tools

Tools Available1. Prevention

2. Aggregation

3. Deletion

4. Archiving


DiskStorage

Performance - System

Performance - Staff

DowntimeRisk of Compliance

Total Cost of Data

Cost of Data


Various(Training, other costs)

10%

Environment(Electricity, physical space)

3%

Storage Mgmt (Soft- & Hardware)

19%

Hard disk 23%

Personnel45%

“Administration costs for 1 Terabyte storage are five to seven times higher thanthe storage costs” (Source: Dataquest/Gartner)

“Hard disk costs represent less than a quarter of storage costs.”

(Giga Information Group)

Distribution of Storage Costs


Impact of Down Time

** Source SAP AG


Importance of Maintaining Manageable Data bases

• The IT Process Institute's Visible Ops Handbook reports that "80% of unplanned outages are due to ill-planned changes made by administrators ("operations staff") or developers." (Visible Ops)

• Enterprise Management Association reports that 60% of availability and performance errors are the result of misconfigurations.

• A recent Gartner study projected that "Through 2015, 80% of outages impacting mission-critical services will be caused by people and process issues, and more than 50% of those outages will be caused by change/configuration/release integration and hand-off issues." (Ronni J. Colville and George Spafford Configuration Management for Infrastructures)

Yearly Cost Metrics Industry Average LaggardsBusiness interruption events 3 3.5

Time per business interruption event (hours) 47 8.4

Total discruption (hours) 14.1 29.4

Average cost per hour of disruption $110,000 $98,000

Total cost of business interruption events $1,550,000 $2,880,000

Source: Aberdeen Group, Month 2010


Growth Rate and Performance Calculator

Year Growth rate of data/month (assume 10% increase / year)

Increase in storage requirement per year (all systems)

Size of database (all systems)

Target year for Archiving

Estimate data archived (all systems)

Effective growth rate

Savings

2007 14 672 3216 2000 321 351 $30,495 2004 15.4 740 3956 2001 381 359 $36,195 2005 16.9 812 4768 2002 456 356 $43,320 2006 18.6 892 5660 2007 504 388 $47,880 2010 20.5 984 6644 2004 555 429 $52,725 Total 4100 2217 1883 $210,615

T‐CodeDialogue Response

sec

Average Dialogue Step

per hour

Average Response Delay

per hour

Average response

delay per day

Cost per day

Total per year

ME23N 0.935 secs 1,995 1,827 secs 3.5 hours $185 $207KBefore Archiving

After Archiving

Change


What is SAP

• 10% of data types related to Retention Policy• 80% of data volume related to Retention Policy


Data Analysis


The gap between DA and Disposition

• Content of Archive Files– Open Items– Cleanup vs. maintenance– Unfocused variants

• Changes over time• Legal Hold


Data Archiving Validation Methods• Sample Internal Checks – Not including Master Data

– FI_DOCUMNT• Sample, recurring and parked documents are not included. The program also checks if the document is a sample, recurring or a parked document. These

types of documents will not be archived. Exception: Parked documents of the type 'Z' can be archived as a separate object while the parked documents of the type 'V' remain in the system.

• Tax check. The archive program checks, if the document is booked for a company code which calculates the taxes in an external system using the tables TTXI and TTXY. The document can only be archived, if it has already been transferred to the external system.

• Withholding tax check. Documents with withholding tax must meet country-specific retention requirements. They have to remain at least 15 months in the system (exactly 455 days; sys_qsskz).

• If these conditions are fulfilled for all document headers, the checks for each line item are started:• Open items: Only if all open items of a document are cleared, the document can be archived. Of course, this check does not refer to documents that have

no open item management.• Account life according to table T071 (transaction OBR7). The account life must be exceeded for all items of a document. Otherwise the document cannot

be archived. Account type document life has been set to 1095 days.– PM_ORDER

• Check 1: Delete flag must be set. Delete flags may be set manually by the user or via the archiving Preparation job. • Check 2: Delete Indicator must be set on the Maintenance Order. Delete indicator is set by the archiving Preparation job. • The following checks are made before a delete flag can be set on a Maintenance Order.• Check 3: Any manually added purchase requisitions or purchase orders for the order must be deleted.• Check 4: There must not be a balance for the order. The deletion flag can only be set when the order has been settled or when there are no actual costs

for the order. This means that the balance of the actual costs for the order must be zero.• Check 5: Commitments relating to the order must be deleted. Commitments include HR transfer, Goods Receipt, Goods Issue, Failed Goods Movement,

Actual Costs, and Failed Costs.• Check 6: Unprocessed (open) and incorrect goods movements relating to the order must be processed.

– MM_EKKO• …• Check 8: If the system does not find an entry in Customizing for a document, the latter cannot be deleted, and a message is issued in the log. • Check 9: If the deletion indicator has been set manually for an item, the system always checks the second residence time, in this case 0 days.• Check 10: PO item may not be archived if it belongs to the document that is noted as the current document number in a purchasing info record. • Check 11: POs on hold which were created with ME21N are dealt with as though they are not on hold during archiving (Note 335486).


Casual• Brookshire’s• Cavalier

Moderate• San Luis Obispo• Multnomah County

Critical• SAIC• Peabody

Spectrum of Requirements


Controlled Disposition

DefinitionDefinition

Flexible Over Time

DispositionDispositionDiscoveryDiscovery

ILM Components

DiscoveryPerformance and

timelinessAlerts and Audits Flexibility over time Flexibility of criticality

Identification and Mapping

Analysis of requirements business and regulatory Data retention policies Security audit Chain of custody

Legal HoldDivestitureData and file splittingSample text goes here

Retention Management

Execute and Audit

Scheduling and WorkflowApproval and escalationReportingSample text goes here


Mapping of Retention Policy into SAP

Example:


ARM®

1. Primary consideration to be audit compliant– Workflow or Report based approval process– Audit reporting, process reporting, management reporting etc.

2. Product is part of ILM and based on Data Archiving– Data archiving is a prerequisite– Mapping retention policy to SAP data– Defining Rules

3. ARM® is built for highly regulated clients as well as more casually regulated clients– Data compliance as primary driver, flexibility over time– Or growth and performance maintenance – particularly Info Structure tables.

4. Can be implemented with any third party storage system5. Fully capable to support legal/tax hold6. Can be implemented for any type of SAP data including Master Data

– Supports divestitures, article retirement7. Designed to work with old archive files, new archiving, future archiving


ARM® Considerations

Data types and policy1. High volume date based

transactions

2. Master Data

3. Retail Cleanup or Divestiture

4. Contracts and Cases


ARM®

• Developed on ABAP Platform• Does not require BW or Portal • Works on all SAP applications (ECC,

SRM, CRM)• Uses SAP Workflow


Rules


Discovery


Disposition


Auditor’s Disposition Report

Information Life Cycle in ERP Systems and Introduction to Controlled Disposition in...

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