HR - Human Resource Management

Transcription

1 HR - Human Resource Management HELP.CAARCHR Release 4.6B

2 SAP AG Copyright Copyright 2000 SAP AG. All rights reserved. No part of this brochure may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, WINDOWS, NT, EXCEL, Word and SQL Server are registered trademarks of Microsoft Corporation. IBM, DB2, OS/2, DB2/6000, Parallel Sysplex, MVS/ESA, RS/6000, AIX, S/390, AS/400, OS/390, and OS/400 are registered trademarks of IBM Corporation. ORACLE is a registered trademark of ORACLE Corporation, California, USA. INFORMIX -OnLine for SAP and Informix Dynamic Server TM are registered trademarks of Informix Software Incorporated. UNIX, X/Open, OSF/1, and Motif are registered trademarks of The Open Group. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium, Laboratory for Computer Science NE43-358, Massachusetts Institute of Technology, 545 Technology Square, Cambridge, MA JAVA is a registered trademark of Sun Microsystems, Inc., 901 San Antonio Road, Palo Alto, CA USA. JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, SAP Logo, mysap.com, mysap.com Marketplace, mysap.com Workplace, mysap.com Business Scenarios, mysap.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP, SAP Business Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit, SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies. 2 December 1999

3 SAP AG Icons Icon Meaning Caution Example Note Recommendation Syntax Tip December

4 SAP AG Contents...8 Introduction... 9 Background Information Reasons for Archiving Data...12 Archiving Requirements Basic Archiving Terms Optical Archiving Reorganization Residence and Retention Periods Backup/Restore Archiving Features Data Security During Archiving Data Compression Storage Space Gained by Archiving Archiving Without Database Backup Accessing Archived Data Converting Old Archive Files...25 Link to Optical Archive The Archiving Procedure Step 1: Create Archive Files Step 2: Execute Delete Program Step 3: Store Archive Files The Archiving Object Sample Data Description Used by the FI Document The Data Object Archive Management The Archive Development Kit (ADK) The Archive Management Menus Archive Management: The Initial Screen Archive Management: Preprocessing Archive Management: Create Archive Files Archive Management: Execute Delete Program Archive Management: Postprocessing Archive Management: Reload Archive Archive Management: Start Reporting Program Archive Management: Index Archive Management: Archiving Session Overview Archiving Session Detail Archive File Detail User Authorization Checks...54 DB Tables Maintain Start Date and Spool Parameters The Network Graphic The Standard Log Accessing Archived Data December 1999

5 SAP AG Database Actions to Take Before and After Archiving Database Actions to Take Before Archiving Database Actions to Take After Archiving or Deleting Data Performing an SQL Trace Archive Selection Selecting Archive Files Customizing General Customizing Customizing: Logical File Names Object-Specific Customizing...73 Customizing: Logical File Name Customizing the Archive File Size Customizing: Linking to Archive Systems Customizing Delete Program Settings Customizing: Postprocessing Settings Customizing: Server Selection Archiving Procedure Archiving Checklist Scheduling Postprocessing Reloading Data Deleting Data Scheduling Preprocessing Program Create Archive Files Call Archive Session Management Passing Files to ArchiveLink...89 Retrieving Files from ArchiveLink Calculating Storage Space Gained Maintaining Spool Parameters Maintaining the Start Date Displaying Archive File Details...94 Displaying Archiving Session Details Creating Indexes Removing Indexes Calling the Network Graphic...98 Determine Linked Tables Archive Information System (SAP AS) Archive Retrieval Configurator (ARC) Field Catalogs Create Field Catalogs (One Source Table) Create Field Catalogs (More Than One Source Table) Archive Explorer Reporting Ad-hoc Reporting Use of List Variants Using the Archive Information System Create Information Structures Activate and Deactivate Information Structures Fill and Empty Information Structures Reporting Information Structures December

6 SAP AG Procedure for Reloaded Archives Status Archiving PA Long-Term Documents (PA-PA) Technical Data (PA-PA) Application Customizing (PA-PA) Archiving Periods and Criteria (PA-PA) Variant Settings for Restoring (PA-PA) Dependencies (PA-PA) Authorizations (PA-PA) Archiving HR Data (PT/PY/FI-TV) Archiving Group (PT/PY/FI-TV) Archived Objects (Infotype 0283) (PT/PY/FI-TV) Archiving Date (PT/PY/FI-TV) Retroactive Accounting Limit (PT/PY/FI-TV) Authorizations (PT/PY/FI-TV) Log (PT/PY/FI-TV) Release Upgrade (PT/PY/FI-TV) Archiving Procedure (PT/PY/FI-TV) Access Data Archiving (PT/PY/FI-TV) Create Archiving Group (PT/PY/FI-TV) Access Archiving Menu (PT/PY/FI-TV) Change Archiving Group (PT/PY/FI-TV) Change Description of Archiving Grp (PT/PY/FI-TV) Delete Archiving Group (PT/PY/FI-TV) Assign Personnel Numbers (PT/PY/FI-TV) Canceling the Assignment of Personnel Numbers (PT/PY/FI-TV) Test HR Preparations for Archiving (PT/PY/FI-TV) Release for HR Preps for Archiving (PT/PY/FI-TV) Perform HR Preps for Archiving (PT/PY/FI-TV) Undo HR Preparations for Archiving (PT/PY/FI-TV) Exit HR Preparations for Archiving (PT/PY/FI-TV) Display Archiving Status of Pers Nos (PT/PY/FI-TV) Perform Archiving (PT/PY/FI-TV) Exit Archiving (PT/PY/FI-TV) Archiving Payroll Results (PY) Application Customizing (PY) Archiving Periods and Criteria (PY) Archiving - Maintain Variant (PY) Analyzing - Maintain Variant (PY) Authorizations (PY) Currency Changeover to the Euro (PY) Country-Specific Information (PY) Germany: Archiving Payroll Results (PY) Great Britain: Archiving Payroll Results (PY) Switzerland: Archiving Payroll Results (PY) Spain: Archiving Payroll Results (PY) USA: Archiving Payroll Results Archiving Time Evaluation Results (PT) December 1999

7 SAP AG Application Customizing (PT) Archiving Periods and Criteria (PT) Archiving - Maintain Variant (PT) Analyzing - Maintain Variant (PT) Authorizations (PT) Archiving Trip Data (FI-TV) Application Customizing (FI-TV) Archiving Periods and Criteria (FI-TV) Archiving - Maintain Variant (FI-TV) Analyzing - Maintain Variant (FI-TV) Authorizations (FI-TV) Archiving Posting Documents (PY-XX-DT) Application Customizing (PY-XX-DT) Archiving Periods and Criteria (PY-XX-DT) Archive Posting Documents (PY-XX-DT) Archiving - Maintain Variant (PY-XX-DT) Post-Processing - Maintain Variant (PY-XX-DT) Analyzing - Maintain Variant (PY-XX-DT) Authorizations (PY-XX-DT) Archiving Index Files (PY-XX-DT) Application Customizing (PY-XX-DT) Archiving Periods and Criteria (PY-XX-DT) Archiving Index Files (PY-XX-DT) Archiving - Maintain Variant (PY-XX-DT) Display Archived Index Files (PX-XX-DT) Authorizations (PY-XX-DT) CA Application Data Archiving December

8 SAP AG The following table gives you an overview of the archiving objects that are available within Human Resource Management: Objects in HR Management Archiving object PA long-term documents PA_LDOC [Page 121] Payroll results PA_CALC [Page 164] Time evaluation results PA_TIME [Page 182] Trip data PA_TRAVEL [Page 189] Posting documents PA_PDOC [Page 197] Index files for posting data to Accounting PA_PIDX [Page 207] See also: Introduction to Data Archiving [Page 9] Component Overview for Archiving [Page 214] 8 December 1999

9 SAP AG Introduction Introduction Archiving removes data from the database that the R/3 System no longer needs online, but which must still be accessible at a later date if required. The following graphic illustrates the archiving process: archiving objects are used to write documents to archive files, which can be stored on other media. Analyse R/3 DB Documents Archiving object Archive files Archiving session Data in the R/3 Database can only be archived using archiving objects, which describe the data structure and context. Integration Financial Accounting documents are, for example, archived using the archiving object FI_DOCUMNT. It includes the document header, company code-dependent postings, change documents, SAPscript texts, and other elements. The SAP Data Archiving concept is based on the Archive Development Kit (ADK). The ADK provides the technical basis for the archiving transaction. You can call the archiving transaction via System administration Administration Archiving, or directly from the application component. If archive management is called from the application component, application-specific settings (such as programs and archiving objects) are activated automatically. Archiving objects for each application component are predefined in the system. Their structures are described in the application-specific sections. Features The archiving procedure has two main steps: Create archive files The data to be archived is written sequentially to a newly created file. These archive files can be passed to an archive system, for example via ArchiveLink. December

10 SAP AG Introduction Run delete program The delete program reads the archive files and deletes the data from the database. You can schedule archiving programs as background tasks or run them online. You do not need to shut down R/3 to archive data. 10 December 1999

11 SAP AG Background Information Background Information This section gives you additional background information about archiving in the R/3 system: Reasons for Archiving Data [Page 12] Archiving Requirements [Page 13] Basic Archiving Terms [Page 14] December

12 SAP AG Reasons for Archiving Data Reasons for Archiving Data There are both system and statutory reasons for archiving data. R/3 s archive management: resolves storage space and performance problems caused by large volumes of transaction data makes master data easier to handle and to keep up to date ensures statutory data retention rules are observed ensures that data can be re-used at a later date, for example in new product development. See also: Basic Archiving Terms [Page 14] 12 December 1999

13 SAP AG Archiving Requirements Archiving Requirements Data archiving must do more than just save the contents of database tables. Archiving must also meet the following requirements: Statutory requirements Data must be archived in such a way that it can be accessed later. In some countries, for example the USA, the tax authorities require that the data be stored transparently so they can analyze the data with their own computer systems. Hardware dependence Because the encoding of numerical fields depends on the hardware being used, archiving must ensure that information about hardware is appended to the archived data so that the data can be displayed later with different hardware. Release-dependence Because the data structure may depend on the version of R/3 you are using, record structure and field definition information must also be archived. Data dependencies Data objects often depend on other data objects, therefore archiving must determine whether archiving a particular data object requires that other objects also be archived. Enterprise and business structure Some data only makes sense if you know something about how the organization is structured, for instance, how it is divided into different areas for sales. Archiving must therefore insure that this information is also archived. This list makes it clear that data archiving requires a detailed knowledge of data semantics. For this reason, R/3 s application-integrated archiving approach is superior to archiving products that are not integrated into R/3 (database tools). December

14 SAP AG Basic Archiving Terms Basic Archiving Terms This section defines some basic archiving terms. Optical Archiving [Page 15] Reorganization [Page 16] Residence and Retention Periods [Page 17] Backup/Restore [Page 18] 14 December 1999

15 SAP AG Optical Archiving Optical Archiving You can use ArchiveLink to archive documents in optical storage systems or to store archive files. You can store scanned original documents, outgoing documents, or print lists in optical systems using ArchiveLink. You can also display the archived documents and lists with ArchiveLink, but you cannot analyze them with R/3 tools or load them into R/3. Archive files containing data objects which were created by R/3 Data Archiving can, with the help of ArchiveLink, be removed, analyzed and if necessary reloaded. See also: Passing Files to ArchiveLink [Page 89] Retrieving Files from ArchiveLink [Page 90] December

16 SAP AG Reorganization Reorganization The term reorganization comes from R/2, where data was saved and then reloaded in order to optimize the physical data distribution on the disk. During this procedure, unnecessary data was often archived and deleted. 16 December 1999

17 SAP AG Residence and Retention Periods Residence and Retention Periods The retention period is the entire time that data spends in the database before it is archived. The residence period is the minimum length of time that data must spend in the database before it is eligible to be archived. If the residence time is a month, data that has been in the system for two months will be archived. Data that is only three weeks old remains in the database. December

18 SAP AG Backup/Restore Backup/Restore A backup is a copy of the database that is made so you can restore the database if part or all of the data is lost or damaged. Backups are usually made at regular intervals according to a standard procedure. Reloading the saved data into the database is called restoring the data. Releases 2.1 and 2.2 of R/3, required you to backup the database before archiving data. This safety measure is no longer required from Release December 1999

19 SAP AG Archiving Features Archiving Features The key features of data archiving are: Data Security During Archiving [Page 20] Link to Optical Archive [Page 26] Data Compression [Page 21] Archiving Without Database Backup [Page 23] Accessing Archived Data [Page 60] Converting Old Archive Files [Page 25] December

20 SAP AG Data Security During Archiving Data Security During Archiving Archiving is a two-step procedure. In the first step, the data is written to archive files. In the second step, the system reads the archived data from the archive files and deletes it from the database. This two-step process guarantees data security if problems occur during the archiving process. For example, the procedure traps network data transfer errors between the database and the archive file. If an error occurs, you can restart the archiving process because the data is still either in the database or in an archive file. This means that you can usually archive parallel to the dialog application, that is during normal system operation, without backing up the database first. 20 December 1999

21 SAP AG Data Compression Data Compression During archiving, data is automatically compressed by up to a factor of 5. However, if the data to be archived is stored in cluster tables, no additional compression takes place. December

22 SAP AG Storage Space Gained by Archiving Storage Space Gained by Archiving Increased storage space in the database and the resulting performance gains in the application programs are the most important benefits of data archiving. Therefore it is useful to know how much space the data to be archived takes up in the database. Cluster tables are stored in a compressed form in the database. It may also help to know in advance how much space the archive files that you create will need. Data is compressed before it is written to the archive file. The extent of the compression depends on how much text the object contains. Optimal compression can achieve a factor of five. Estimates of the size of an individual data object are provided in the application-specific sections of this documentation. You can, however, also make a rough approximation of how much space the data to be archived occupies in the database and how much space the archive files will require. For further details, see Calculating Storage Space Gained [Page 91] See also: Archive Management [Page 35] 22 December 1999

23 SAP AG Archiving Without Database Backup Archiving Without Database Backup You can archive data without backing up the database first. December

24 SAP AG Accessing Archived Data Accessing Archived Data Because archived data has only been removed from the database and not from the application component itself, the data is always available. Archive management allows three types of access: 1. (Read) access to a single data object (for example, an accounting document) 2. Analysis of an archive file (sequential read) 3. Reload into the database (not possible for all archiving objects) See also: Reloading Data [Page 84] 24 December 1999

25 SAP AG Converting Old Archive Files Converting Old Archive Files When archived data is read, the system automatically makes the conversions required by hardware and software changes. When old archive files are accessed, the Archive Development Kit (ADK) can make allowances for changes to database structures (field types, field lengths, new fields, and deleted fields) after the data was archived and for changes to hardware-dependent storage formats. This is only done during read access. The data in the archive file is not changed. The following items are changed (if necessary) during automatic conversion: Database table schema (new and deleted columns) Data type of a column Column length Type of file (ASCII, EBCDIC, and so on) Number format (such as the use of the integer format on various hardware platforms) If database structures have changed more than the ADK can handle (for example, if fields have been moved from one table to another or if a table has been divided into several tables), then a program is provided by the application for the permanent conversion of existing archive files. December

26 SAP AG Link to Optical Archive Link to Optical Archive ArchiveLink Archive files can be stored on tertiary storage media (usually WORM) via ArchiveLink. This can be done manually or automatically. Hierarchical storage management systems (HSM systems) Archive files can be transferred to an HSM system, which may also use optical storage media to manage archive files. After transfer, the archived files are managed from the HSM system. See also: Passing Files to ArchiveLink [Page 89] Retrieving Files from ArchiveLink [Page 90] 26 December 1999

27 SAP AG The Archiving Procedure The Archiving Procedure Purpose This process describes the basic archiving procedures. Process Flow Archiving is carried out in three steps: Step 1: Create Archive Files [Page 28] Step 2: Execute Delete Program [Page 29] Step 3: Store Archive Files [Page 30] December

28 SAP AG Step 1: Create Archive Files Step 1: Create Archive Files R/3 Database Archiving program Archive file In step one, the archiving program creates an archive file. The data to be archived is then read from the database and is written to the archive file in the background. This process continues until one of following three events occurs: 1. All the data is written to an archive file 2. The archive file reaches the maximum size specified in Customizing 3. The archiving is not yet finished, but the archive file contains the maximum number of data objects specified in Customizing If in cases 2 and 3 there is still data to be archived, the system will create another archive file. If the event 2 or 3 occurs, then archive management continues with step 2 (assuming that the option Start Delete Program Automatically is set). For further information see Create Archive Files [Page 87] 28 December 1999

29 SAP AG Step 2: Execute Delete Program Step 2: Execute Delete Program R/3 Database Archiving program Delete program Archive file Archive file After closing the first archive file, the archive management system creates a new archive file and continues with the archiving process. While this happens, another program reads the archived data from the completed archive file and deletes it from the database. This procedure guarantees that only data that has been correctly saved in the archive file is deleted from the database. R/3 Database Delete program Delete program Archive file Archive file When the last archive file is closed, a delete program is also executed for this file. The graphic shows that several delete programs are running simultaneously. Because the archiving program makes no changes in the database, it creates new archive files faster than the delete programs can process them. This decreases the total archiving runtime because the database is used more efficiently. For further details, see Deleting Data [Page 85] December

30 SAP AG Step 3: Store Archive Files Step 3: Store Archive Files R/3 Database Delete program Archive file Archive file Archive files can be stored in various ways, depending on the hardware available: ArchiveLink If a third-party archive system is connected via ArchiveLink, it is instructed to automatically store the archive files after the delete program has been run. Archive files can also be stored manually. HSM systems If you maintain the file path of an HSM system in Customizing, you don t need to communicate with the archive system using ArchiveLink because the HSM system stores the files autonomously. Manual storage You can manually copy archive files to tape. For further information, see Passing Files to ArchiveLink [Page 89]and Retrieving Files from ArchiveLink [Page 90] 30 December 1999

31 SAP AG The Archiving Object The Archiving Object Definition The archiving object is the core of the R/3 Data Archiving concept. The archiving object determines which data is archived and how. It also describes which database objects must be handled together as a single business object and which must be interpreted independently. Use An archiving object has a name of up to ten characters in length. You need this name to access archiving for the object in archiving management. However, the function for calling archiving management is often integrated in the application menu, where the archiving object name is set as the default so that you do not need to enter it yourself. Structure The R/3 System contains programs (some of which are optional) for the following actions: Preprocessing (optional) Some archiving objects require a program that prepares the data for archiving. This program flags data to be archived, but it does not delete any data from the database. Preprocessing programs must always be scheduled manually and are started in archive management. Create archive files This program creates archive files and writes data to them. It does not delete the data from the database. You can specify in archiving object-specific Customizing, whether the delete progam is automatically started after an archive file is created. Delete program This function can include several processes. The processes are always dependent on the existing archive files. The data is usually deleted from the database, but in some circumstances, the archived data is only flagged for deletion in the database. You can specify in Customizing for archive objects, whether archive files are to be automatically passed to an archive system via ArchiveLink after processing. Postprocessing (optional) The Postprocessing function can be performed asynchronously with Execute delete program. If the data has not yet been deleted from the database by the Execute delete program function, it is deleted by the postprocessing program. The postprocessing program can also perform other functions. Note that not all archiving objects provide this function. For more information see the documentation for the specific object. Reload archive (optional) You can reload archived data from the archive files into the database using this function. It is not provided by all archiving objects. December

32 SAP AG The Archiving Object Index (optional) This function constructs an index that allows individual access. It is not included in every archiving object. Management The Management function displays object-specific management information as a list that you can analyze. You have the following options: - Determine or specify the location of the archive files - Pass archive files to or get archive files from an archive system using ArchiveLink - Make notes for archive files - Set the management data delete flag - Check the status of archive files (index, storage, and so on) 32 December 1999

33 SAP AG Sample Data Description Used by the FI Document Sample Data Description Used by the FI Document The archiving object data structure is described here using Financial Accounting as an example. To archive FI documents so that they can be accessed in the future, you must make sure that the environment is stored in the archive file. This is guaranteed by the FI-document archiving object (FI_DOCUMNT.) The archiving object for FI-documents (FI_DOCUMNT) includes the following data: Document header Document segment accounting Document segment control data Posting procedures that depend on company codes Document segment variable data Document segment change data Change documents SAPscript texts See also: The Archiving Object [Page 31] December

34 SAP AG The Data Object The Data Object Definition A data object is an instance of an archiving object, that is, an archiving object filled with concrete application data.the archiving object only describes the data structure, that is, it determines which data belong logically together, whereas the data object contains real data from the database, such as all table entries belonging to an FI document. Use The ADK ensures that data objects are written sequentially to an archive file. All data objects in an archive file have the same structure, which is described in the archiving object. See also: The Archiving Object [Page 31] 34 December 1999

35 SAP AG Archive Management Archive Management Use You perform all archiving functions from archive management. There are two ways to call archive management: via Tools Administration Administration Data Archiving directly from the application When you call archiving from the application, the associated archiving object is automatically specified. Otherwise, you must specify it manually. The archiving object definition specifies which actions can be performed from archive management. See also: Scheduling Preparation Programs [Page 86] Archiving Data [Page 87] Deleting Data [Page 85] Scheduling Postprocessing [Page 83] Reloading Data [Page 84] Call Archive Session Management [Page 88] Passing Files to ArchiveLink [Page 89] Retrieving Files from ArchiveLink [Page 90] Introduction [Page 9] December

36 SAP AG The Archive Development Kit (ADK) The Archive Development Kit (ADK) Definition Archive management is based on the Archive Development Kit (ADK), which is located between the application and the archive. The ADK provides all the functions required for archiving data and accessing archived data. Use The ADK automatically performs the hardware-dependent adjustments and structural changes that are required when archive files are created. It also temporarily converts data that was archived with previous versions of R/3 when that data is accessed later. Integration The following graphic illustrates the ADK and archive management concept. Database R/3 Application Archive management ADK: Adjust Codepage, structure changes and number format Management data ArchiveLink Archive file manual Archive system with tertiary storage media 36 December 1999

37 SAP AG The Archive Development Kit (ADK) December

38 SAP AG The Archive Management Menus The Archive Management Menus Use The Archive Management menus provide various functions that enable you to carry out archiving transactions, such as Schedule preprocessing programs Archive data Run the delete program Reload archived files Run the reporting program Schedule postprocessing Create indexes Features The archive management menus are always the same, but not all options are always available from each screen. The table lists the possible options. Archive mgt. Edit Goto Exit Cancel Program doc [Ext.] Advice [Ext.] Network Graphic [Ext.] Customizing [Ext.] Job Overview [Ext.] ArchiveLink [Ext.] Back Management [Ext.] DB Tables [Ext.] See also: 38 December 1999

39 SAP AG The Archive Management Menus Scheduling Preprocesssing Programs [Page 86] Archiving Data [Page 87] Deleting Data [Page 85] Scheduling Postprocessing [Page 83] Reloading Data [Page 84] Call Archive Session Management [Page 88] Passing Files to ArchiveLink [Page 89] Retrieving Files from ArchiveLink [Page 90] Creating Indexes [Page 96] Removing Indexes [Page 97] Maintaining Spool Parameters [Page 92] Maintaining the Start Date [Page 93] December

40 SAP AG Archive Management: The Initial Screen Archive Management: The Initial Screen Use The initial screen provides access to programs associated with an archiving object. Prerequisites Archive management has been called, either from system administration, or from the application. Features For some archiving objects the system does not take you to the initial screen, but rather directly to the Archive Management: Create Archive Files screen. Enter the archiving object under Object name. The programs that exist for the archiving object you specified are displayed in the Action group box. When you call archive management from system management, the Archive, Delete, and Management actions are displayed in the Action group box. The Delete option is only available when archive files from a previous archiving session are present. The table lists the available menu options. Archive mgt. Edit Goto Exit Cancel Network Graphic [Ext.] Customizing [Ext.] Job Overview [Ext.] ArchiveLink [Ext.] Back DB Tables [Ext.] Info System [Ext.] 40 December 1999

41 SAP AG Archive Management: Preprocessing Archive Management: Preprocessing Use This screen is used to schedule and initiate the preprocessing program. Features The Schedule Preprocessing function is not available for every archiving object. The Archiving object group box contains the Variant input field and the Maintain, Start times and Spool parameters functions. The table lists the available menu options. Archive mgt. Edit Goto Exit See also: Cancel Program doc [Ext.] Advice [Ext.] Network Graphic [Ext.] Archive Directory [Ext.] Customizing [Ext.] Job Overview [Ext.] ArchiveLink [Ext.] Management [Ext.] DB Tables [Page 55] Info System [Ext.] Scheduling Preprocessing Programs [Page 86] December

42 SAP AG Archive Management: Create Archive Files Archive Management: Create Archive Files Use In this screen you schedule and execute archiving jobs. Features The Archiving object group box contains the Variant input field and the Maintain, Start date and Spool parameters functions. The table lists the menu options available. Archive mgt. Edit Goto Exit Cancel Program Doc [Ext.] Advice [Ext.] Network Graphic [Ext.] Archive Directory [Ext.] Customizing [Ext.] Job Overview [Ext.] ArchiveLink [Ext.] Management [Ext.] DB Tables [Ext.] Info System [Ext.] For further details see Archiving Data [Page 87]. 42 December 1999

43 SAP AG Archive Management: Execute Delete Program Archive Management: Execute Delete Program Use In this screen you can schedule and execute the delete program. Features The Test procedure checkbox and the Archive selection, Start date, and Spool parameters functions are available in the Archiving object group box. The table lists the available menu options. Archive mgt. Edit Goto Exit See also: Deleting Data [Page 85] Cancel Program doc [Ext.] Advice [Ext.] Customizing [Ext.] Job Overview [Ext.] ArchiveLink [Ext.] Back Management [Ext.] DB Tables [Ext.] December

44 SAP AG Archive Management: Postprocessing Archive Management: Postprocessing Use In this screen you can schedule and execute the postprocessing program. Features The Schedule postprocessing function is not available for every archiving object. You can maintain the variants, the start times, and the spool parameters in the group box. The table lists the available menu options. Archive mgt. Edit Goto Exit Cancel Program Doc [Ext.] Advice [Ext.] Network Graphic [Ext.] Archive Directory [Ext.] Customizing [Ext.] Job Overview [Ext.] ArchiveLink [Ext.] Management [Ext.] DB Tables [Page 55] Info System [Ext.] For further details see Schedule Postprocessing [Page 83]. 44 December 1999

45 SAP AG Archive Management: Reload Archive Archive Management: Reload Archive Use In this screen you can schedule and execute the archive reloading program. Features The Archiving object group box contains the Variant input field and the Archive selection, Start date and Spool parameters functions. The table lists the available menu options. Archive mgt. Edit Goto Exit Cancel Program Doc [Ext.] Advice [Ext.] Network Graphic [Ext.] Customizing [Ext.] Job Overview [Ext.] ArchiveLink [Ext.] Back Management [Ext.] DB Tables [Ext.] Infosystem [Ext.] For further details, see Reloading Data [Page 84]. December

46 SAP AG Archive Management: Start Reporting Program Archive Management: Start Reporting Program Use In this screen you can schedule and execute the analysis program. Features The Batch/Dialog and Read program input fields are available in the Archiving object group box. The Variants input field and the Maintain, Start times, and Spool parameters functions are available in the Backgr. proc. settings group box. The table lists the available menu options. Archiv mgt. Edit Goto Exit Cancel Program doc [Ext.] Advice [Ext.] Network Graphic [Ext.] Customizing [Ext.] Job Overview [Ext.] ArchiveLink [Ext.] Back Management [Ext.] DB Tables [Ext.] Info System [Ext.] 46 December 1999

47 SAP AG Archive Management: Index Archive Management: Index Use You can build or remove an index for existing archive files with the Index function. The index, which is normally constructed by the delete program while it reads the archive file, is saved in the database. Features Construct index An index cannot be created for every archiving object. The Archiving object group box contains the Variant input field and the Select archive, Start date and Spool parameters functions. For more information see Creating Indexes [Page 96]. Remove index The Archiving object group box contains the Variant input field and the Start date and Spool parameters functions. For more information see Removing Indexes [Page 97]. You can call the following menu options: Archive Mgt. Edit Goto Exit Cancel Program Doc. [Ext.] Job Overview [Ext.] Management [Ext.] DB Tables [Ext.] Info System [Ext.] December

48 SAP AG Archive Management: Archiving Session Overview Archive Management: Archiving Session Overview Infosystem [Ext.] Use You can display and change the following information from this screen: Archive files File status Archive files saved with ArchiveLink flag Archiving session notes File residence File size in megabytes Number of objects Archive file name and path Features The table lists the menu options available. Archive mgt. Edit Goto Exit Cancel Customizing [Ext.] Job Overview [Ext.] ArchiveLink [Ext.] DB Tables [Ext.] Info system [Ext.] The sessions use a traffic light icon. Sessions with errors These are the archiving, conversion, or reload sessions that have not created archive files. Complete sessions These are sessions that have been completed successfully. This may also include sessions where no archiving files have been created. Replaced sessions 48 December 1999

49 SAP AG Archive Management: Archiving Session Overview These are sessions that have been reloaded or converted and for which another session has been created.. Sessions flagged for deletion The deletion flag ensures that the management data is archived and then deleted the next time the BC_ARCHIVE archiving object runs.= Invalid sessions. The status of these sessions was changed manually from Archived to invalid. You can display additional information in the following screens: Archiving Session Detail [Page 50] Archiving File Detail [Page 51] For further details see: Call Archiving Session Management [Page 88] December

50 SAP AG Archiving Session Detail Archiving Session Detail Use You can display detailed information for each archiving session. Features The dialog box contains the following information: Archiving session ID Session date, time, and user Status: The session can take one of the following statuses: Finished. The archiving session has been completed. Cancelled. The archiving session was terminated with an error or is not yet finished. Reloaded. The archiving session was terminated with an error or is not yet finished. Converted. The archiving session has been converted by a program and replaced by another session whose ID is entered in the text field. Changeable Settings: You can create a note and a long text for the session or flag it for archiving or as invalid. You should flag a session as invalid when, e.g. you discover after archiving that the data selection was incorrect. Only sessions with the status archived can be given the status invalid. Invalid sessions are no longer offered for archive selection. See also: Displaying Archiving Session Details [Page 95] 50 December 1999

51 SAP AG Archive File Detail Archive File Detail Use You can display an archive file status dialog box for all archiving sessions except for incomplete sessions where no archive files have been created. Features The dialog box contains the following information: archive file name archiving session date and time number of data objects in the file archive file size in megabytes status of the archive file information for storing the file in an optical archive index status The dialog box also contains the following additional information: a user note; the archiving platform-independent path set in archiving object-specific customizing; physical file name; access methods. Archiving Status File status takes one of the following values: Archiving finished The archive files have been written, but the data objects in the database have not been deleted. Delete finished Data objects have been deleted from the database. Reloaded Data objects in the archive file have been reloaded into the database. December

52 SAP AG Archive File Detail Converted The conversion program for this archiving object has been run and is finished. Storage Status The storage status of a file takes one of the following values: Not stored The archive file is still in the file system. Request assigned The request to store the archive file in an optical archive is running. Stored The archive file has been successfully stored in an optical archive. Request cancelled The archive file has not been successfully stored. Reload request The request to reload the archive file in the file system has been issued. Reload error The file could not be reloaded into the file system. Index The file index can have the following status: No index exists Index constructed Index deleted See also: Displaying Archive File Details [Page 94]. 52 December 1999

53 SAP AG Archive File Detail December

54 SAP AG User Authorization Checks User Authorization Checks Definition An authorization object (S_ARCHIVE) controls access to the programs for an archiving object. The ADK performs a check when an archive file is opened for one of the following actions: Write Delete Read Reload Use The following authorizations can be given per archiving object and application component: Everything is allowed Write, read, and reload archives; execute delete programs; change mode in archive management Change mode in archive management Maintain notes Read and analyze archives and display mode in archive management There may also be additional access authorization checks for specific application components. 54 December 1999

55 SAP AG DB Tables DB Tables Use This function lets you define all of the archiving objects which archive the contents of a specific table, or lets you display all of the tables for a specific archiving object. Furthermore, you can display information on storage space in the database or report existing statistics. Scope of Functions Archiving object Define all of the archiving objects for a specific table. Tables from which you are going to archive data Define all of the tables which are linked to a specific archiving object, and from which data records will be deleted during an archiving session. Storage space (online) Provides detailed information on occupied storage space and additional general information on archiving sessions. Storage space (statistics) Provides information from SAP tables which are filled by statistics-definition runs. DB Tables is a Computer Center Management Systems (CCMS) function. For more detailed information, see the CCMS documentation in Data Archiving [Ext.]. December

56 SAP AG Maintain Start Date and Spool Parameters Maintain Start Date and Spool Parameters Use You can maintain the start date and the spool parameters on the following screens: Create archive files Preparation Postprocessing Reload archive Start analysis program Features The Start date and Spool parameters functions are followed by a traffic light icon and a note. The table lists the three possibilities. Traffic Light Note text Meaning Not maintained Maintained Maintained The values are not maintained The values have already been maintained in this session, for the current action. The values are maintained. See also: Maintaining Spool Parameters [Page 92] Maintaining the Start Date [Page 93] 56 December 1999

57 SAP AG The Network Graphic The Network Graphic Use The network graphic displays the dependencies between archiving objects and schedules archiving sessions. Features You must account for dependencies between archiving objects in an archiving session. In general, you cannot archive data for an archiving object that has preceding objects until these preceding objects have been archived. The network graphic tells you whether the archiving object has preceding objects that must be archived first. The nodes in the network graphic represent the archiving objects. A node displays the following information: Archiving object name Application component name Short description Date of the last archiving The date is displayed in one of three colors: Green Archiving and deletion successful Yellow Successfully archived, but not yet deleted, or Archiving still running, or Deletion running, or Deletion cancelled Red Not yet archived, or Archiving cancelled Activities The system only displays those nodes whose components are active. You can use the network graphic to call archive management with the required object name: To call archive management, double-click on the action you want to perform (for example, archive or delete). This takes you to archive management. The name of the archiving object is copied automatically. You can now choose the action which you want to carry out and create the associated background job. For further information on the network graphic see Calling the Network Graphic [Page 98] December

58 SAP AG The Network Graphic 58 December 1999

59 SAP AG The Standard Log The Standard Log Definition A standard log is usually created during the archiving session, but you can also create a log for application components. See the documentation on specific archiving objects for more information. Structure The standard log contains the following information on each archiving session or archive file: Number of data objects archived Tables involved Number of table entries processed File size December

60 SAP AG Accessing Archived Data Accessing Archived Data Use Data that has been archived has only been removed from the database -- not from the application component -- therefore the archived data is still available to the application. Prerequisites A prerequisite of read access and reload access, is that the file can be found in the file system. You can check this in archive management. Features The uses of archived data described here are technically possible, but are not currently implemented in all application components. The sections on specific application components contain more information. Three types of access are possible: Read access to a single data object (e.g. accounting document) Direct access requires an index, which can either be constructed during the archiving or afterwards. A complex search over the documents stored in the archive files, in which all orders of an article in a particular batch are required for a product recall action, is not possible. Analysis of the archive file (sequential read) The analysis can be of one or more archiving sessions. You can also link current data in the database and archived data. Reload to the database Archived data does not usually need to be reloaded because it remains accessible by the applications. There is also a lot of data that cannot be reloaded or for which reloading is inappropriate. For this reason, reload programs do not exist for all archiving objects. 60 December 1999

61 SAP AG Database Actions to Take Before and After Archiving Database Actions to Take Before and After Archiving Purpose Archiving uses application software that depends on and affects the organization of the database. You should therefore organize the database before and after archiving. Process Flow Database Actions to Take Before Archiving [Page 62] Database Actions to Take After Archiving or Deleting Data [Page 63] December

62 SAP AG Database Actions to Take Before Archiving Database Actions to Take Before Archiving You should decide whether or not to archive after considering all the circumstances, because storing data can create new performance demands if the archived data must be accessed. To determine whether or not you should archive data, consider the following questions: Can the table be assigned more memory (MAXEXTENT, Tablespace)? If the answer is yes and if you will need to access the archived data and you have no performance problems, you should consider enlarging the table. This procedure is described in the BC Basis document Database Administration (SAPDBA for Oracle and Informix) or ABAP/4 Dictionary, section Tablespaces and Extents (database-independent parameters for ADABAS). Will you need to access the archived data again? How often? If you need to access the archived data often and there are no performance problems, assign more memory to the tables in question. Is the data accessed via an optimal index? An appropriate index may exist, but may not be used. This depends on the database optimizer. You can check which index is actually used to access data by Performing an SQL Trace [Page 64]. The BC Basis documentation ABAP/4 Dictionary contains more information about indices. Use the keyword Index. Does the application perform a full table scan on the tables that contain the data to be archived? If the answer is yes and the table is fragmented, it may help to reorganize the table before archiving so that new records and any records that remain in the database are physically contiguous. Reorganization takes a long time and may need to be repeated after archiving. Duration ca.: with exp/imp: with unload/load: ca MByte/hour. ca MByte/hour. 62 December 1999

63 SAP AG Database Actions to Take After Archiving or Deleting Data Database Actions to Take After Archiving or Deleting Data Oracle and Informix: Reorganize index If data has been archived or simply deleted and the associated tables were accessed via an index, the index should be reorganized. Deleting table entries leaves holes in the table which are still indexed. Reorganization can shorten the access paths, reducing response times. For databases with a cost-based optimizer: update the database statistics If your database uses a cost-based optimizer, you must choose Update Statistics to recalculate the access paths. Oracle and Informix: Reorganize tablespace Whether you should reorganize the tablespace depends on the reason for archiving. Do you expect a lot of new data for the archived tables? If so, you should not reorganize. If, on the other hand, you archived data that is no longer needed in the system and the table is otherwise rarely changed, you should reorganize. Do you want to make space for other tables? If so, you should reorganize the tablespaces of both the tables and the indices. The procedure is described in the Basis document Database Administration (SAPDBA, for Oracle and Informix databases) or ABAP/4 Dictionary, section Tablespaces and Extents (databaseindependent parameterization for ADABAS). December