proceed south africa sap user group · 5/5/2020 · sap netweaver information lifecycle management...

ProceedSouth Africa SAP User Group

5th May 2020

❑ Who are Proceed

❑ ILM & IQ

❑ Moving to HANA and/or the cloud

❑ Deep Dive of SAP/ILM GDPR

❑ Content Management – Extended ECM

❑ Vendor invoice management

❑ Q&A

Agenda

South Africa SAP User Group – 5th May

Who Are Proceed Group?

PROCEED GROUP

PROCEED WHO WE ARE – CUSTOMER & INDUSTRY EXAMPLES

SAP ILM

Non-SAP System Decommissioning

Landscape Harmonization

System Decommissioning

End-of-Life System

Retention Management

End-of-Life Data

Data Archiving

Data Volume Management

EVOLUTION FROM SAP DATA ARCHIVING TO ILM

SAP NETWEAVER INFORMATION LIFECYCLE MANAGEMENT 3 PRIMARY USES

Information Lifecycle Management

Manage Database Volume

▪ Analyze data volumes

▪ Securely move data from the database to the archive

▪ Comfortably access archived data

End-Of-Life Data

▪ Manage all retention policies across the enterprise

▪ Manage the responsible destruction of data based on policies

▪ Enforce retention policies

▪ Perform e-Discovery and set legal holds

▪ GDPR

End-Of-Life System

▪ Decommission legacy systems

▪ Enforce retention policies on data from shut-down system

▪ Run reporting on data from shut-down system

▪ Use predefined BW tax content and reporting interface

▪ Benefit from independently understandable archive

Data Archiving Retention Management System Decommissioning

SAP NETWEAVER INFORMATION LIFECYCLE MANAGEMENT

Retention Time

Supporting your data life cycle end-to-end

▪ Set of residence times (time data needs to be kept online in your database)

▪ Retention time (time data needs to be kept in your archive)

▪ Destruction date (date on which data get physically destroyed in your archive)

▪ Exception handling through legal case management (data is prevented from getting destroyed even if

your retention date is expired)

SAP NetWeaver Information Lifecycle ManagementInformation Retention Manager

Maintain Separate Archives per Retention Period▪ Create multiple data archives for each

data expiration date

Apply Hold on Data▪ Automatically prevent data deletion or

destruction▪ Apply holds to archives and current

database

Perform e-Discovery▪ Search for information in response to

legal requests

Manage and enforce retention policies▪ Set policies for automatic data retention

and subsequent destruction▪ Retain data according to set policy▪ Responsibly destroy data when expiration

date has been reached

Retention PolicyManagement

Finance Data

ProcurementData

PayrollData

SAPQueries

SAP ILMSoftware

Open Text ILM-Certified Document management and or SAP IQ

Local Reporting

SAP Transactions

Archive files

Archives Archives Archives

The Archiving Process with ILM

ALL PART OF THE SAME SAP SYSTEM

Retention Management - OverviewRuns on your live

SAP ERP 6.0 greater than EhP 6

or S/4Hana

Audit Area Management▪ Including predefined audit areas

Policy engine (IRM)▪ Manage policies and rules

▪ Import and Export of rules

ILM-enhanced archiving programs and functions▪ Archiving programs integrate with policy engine for

automated, rule-based archiving

Destroy Function▪ Database

▪ Archive

▪ Attachments

Legal Case Management (LCM)▪ Perform e-Discovery

▪ Manage legal holds

WebDAV-based ILM interface▪ Connect to ILM-aware storage for secure and legally

compliant retention of data

ArchiveFile

ArchiveFileArchive

FileX

ILM-certified storage system▪ Enforces retentions and holds, executes destruction

▪ Connect to WORM-like storage for secure and legally

compliant retention of data

IRM

SA

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etW

eaver

IL

MP

art

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Open Text or

SAP IQ

SAP NetWeaver ILM

WebDAV interface

ILM WITH IQ OR OPENTEXT

Moving to HANA and/or the Cloud

S/4HANA

Cloud

AS YOUR ENTERPRISE GROWS … SO DOES YOUR DATA GROWS …

INFORMATION LIFECYCLE MANAGEMENTIDENTIFYING OPPORTUNITY

Every organisation large or small should be looking at ILM. There are lots of good business reasons:

Manage database TCO and performance

Is your database over 1TB and has been running for more than 3 years?

ILM can save money by archiving and improved data management

Migration to Suite on HANA or S/4HANA

Are you planning to migrate to HANA or Cloud?If yes you need ILM to: (a) “rightsize” your data before migration to HANA (b) Manage date once moved to HANA

Landscape simplification & TCO reductions

Do you have any legacy systems kept running only for occasional use?

ILM could save money by decommissioning them

GDPR /POPI CompliancePersonal data stored on SAP systems anywhere in the world falls under the GDPR/POPI rules

ILM helps meet important GDPR /POPI requirements

Other compliance –Sarbanes Oxley etc.

If you must only keep data for certain lengths of time according to various internal or external rules

This can become a risk to manage without ILM

INFORMATION LIFECYCLE MANAGEMENT (ILM) 3 SCENARIOS

SAP Information Lifecycle Management

Archiving of data with Retention Management

2

System Decommissioning3

Data Privacy & Protection1

E.g. GDPR: end-of-purpose, right-to-be-forgotten

OpenText

Cloud

SCENARIO #1: BUSINESS SUITE (ANY DB)“BROWNFIELD”

On premise

Step 1: Original state

Step 2: Archive data (ILM)

Step 3: Transfer & re-attach

Current operational data

Old / non-operational data

• Large volume of old data / high TCO

• Faster transfer of active SAP to Cloud

• No noticeable changes for users


ILM Archive

Current operational data[ ILM ]



ILM Archive

• ILM archive in Cloud / lower TCO

• SAP runs active on operational data [ ILM ]

Cloud Or

SCENARIO #2: BUSINESS SUITE TO S/4 HANA“BROWNFIELD”

CloudOn premise


Step 2: Archive data (ILM)

Step 3: Migrate & re-attach






ILM Archive

• ILM archive in Cloud / lower TCO

• SAP runs active on operational data [ ILM ]


ILM Archive

• Faster and risk-mitigated migration to S/4HANA

• Switch users “big-bang”

• Or in phases? (Some operations remain on premise / replicate data to S/4HANA)

Migratedoperational data

[ ILM ]

Or

Scenario #3: Business Suite to S/4 HANA“Greenfield”

• Use ILM System Decommissioning to move ALL previous data to retention warehouse

• Legacy data is available for periodic reporting

NEW operational data Retention

Warehouse

ILM[ ILM ]ILM System

Decommissioning

Old / non-operational data (multiple systems)

On premise


Step 2: Greenfield S/4HANA

Step 3: Decommission





Current operational data• Brand new instance of S/4HANA in Cloud

• Users work on NEW operational data

NEW operational data

Cloud Or

Deep Dive SAP ILM for GDPR & POPI

According to Article 4 of the GDPR, personal data is definedas “‘any information relating to an identified or identifiablenatural person (‘data subject’); an identifiable natural personis one who can be identified, directly or indirectly, inparticular by reference to an identifier such as a name, anidentification number, location data, an online identifier orto one or more factors specific to the physical, physiological,genetic, mental, economic, cultural or social identity of thatnatural person.”

The qualifiers of ‘directly or indirectly’ and ‘by reference to’are important to highlight, because it is often the context inwhich information exists that determines whether it canidentify someone. For example, by itself, the name JohnSmith may not always be personal data because there aremany individuals with that name. However, where the nameis combined with other information (such as an address, aplace of work, or a telephone number) this will usually besufficient to clearly identify one individual.

GDPR (POPI)

USING ILM FOR GDPR/POPI

ILM Functionality for non-H.R. Data:

ILM enables you to block and delete business partner,customer and vendor master data. The data is blockedas soon as the business activities for which the data isneeded are completed and the residence time for thisdata has elapsed. After this time, only users who areassigned additional authorisations can display theblocked data. After the retention period for the dataexpires, the personal data is deleted completely so thatit can no longer be retrieved.

ILM Functionality for H.R. Data:

ILM allows you to delete H.R. data but it does not allow you to archive it or block it.❑ ILM-enabled Archiving Objects exist for most Infotypes but some are not supported.❑ Most delete all records of a particular data type but some retain the last entry (e.g., addresses).❑ ILM Object HRPA_PERNR deletes leavers’ Personnel Numbers, including personal data, via a two-step process.❑ It is possible to set Legal Holds on Human Resources data to prevent it from being deleted even once it has

passed its retention period, if it is required for legal cases or for other reasons.

BUSINESS COMPLETE AND DATA DEPENDENCIES

H.R. Archiving Objects can mostly be implemented independent of one another, with several exceptions.

Most non-H.R. Archiving Objects must be implemented in a specific sequence. Even if not all are implemented, theblocking and deletion programs will check that all related data is business complete.

The below example illustrates related data pertaining to Customer Master Data and the sequence of any archiving:

DATA DELETION

Content Management and Extended ECM

MANAGING STRUCTURED DATA - WHY BOTHER?

As businesses grow, they must manage increasing unstructured data growth

• Regulations require more documents to kept and managed

• Internal and External audits require more information to be kept

• Data can only be used for the purpose it has been collected

What’s the risk of not taking action ?

• Data is not disclosed or destroyed when required

• The business can be fined for loss, unauthorised disclose or misuse

• Data will become isolated, lost or unused increasing the risks

• Access to data needs to be restricted to user who still require access

MANAGING UNSTRUCTURED DATA – LIFECYCLE

Capture• Electronic documents

• Scanning

• Indexing

• Selection/Rules

Usage• Location and viewing

• Updates

• Reference data

Destruction• Data

• Index

• Redaction

• Legal Holds

Data needs only be kept if there is a requirement for it❑Business requirement❑Regulation requirement

Redaction❑Some data in the document is required but other parts need to be

redacted before being shared or used

Destruction❑Data needs to be destroyed when it is no longer required ❑Legal hold, is required to prevent destruction if the data is part of

legal/audit cases

MANAGING UNSTRUCTURED DATA - COMPLIANCE

SAP AND UNSTRUCTURED DATA

OpenText Extended ECM

❑ Integration with multiple leading applications including SAP

❑ Exposes Leading application data to ECM users

❑ Full life cycle management

❑ Full document auditing

❑ Full data searching

SAP and Extended ECM integration

❑ Exposes SAP business data to ECM users

❑ Exposes ECM documents to SAP business users

❑ Seamless integration between ERP and ECM environments

❑ Secured access to data

❑ Managed data retention

SAP ACCESS TO ECM DATA

ECM ACCESS TO SAP DATA

OpenText - Vendor Invoice Management (VIM)

❑Enters documents from any source

❑Automates invoice data extraction

❑Optimizes the review and approval process

❑Leverages designated workflows

❑Automates invoice routing and sorting

❑Generates reports

❑Drills down into details

VENDOR INVOICE MANAGEMENT PRODUCT FEATURES

❑Accelerates invoice and order processing through rapid data capture and automated routing

❑ Increases ROI by reducing cycle times and eliminating late fees and deliveries

❑ Improves productivity through intelligent automation

❑Ensures compliance through defined business processes and a documented audit trail

VENDOR INVOICE MANAGEMENT BENEFITS

VENDOR INVOICE MANAGEMENT WORKFLOW

VENDOR INVOICE MANAGEMENT - Mobile Invoice Approval

EASY ACCESS TO THE RIGHT INFORMATION

SELF SERVICE

Lessons Learnt

❑ Don’t bite off more than you can chew - phased project

❑ Start with the simple – get used to data management

❑ Don’t do data management by committee – small dedicated team

❑ Take your users on the data management journey

❑ Make sure you meet your statutory requirements

❑ Try not to use the word “Archive”

❑ Data Management projects tend to start and stop

❑ Get the architecture right first time

LESSONS LEARNT FROM OVER 600 DATA MANAGEMENT PROJECTS

❑ Residency & Retention times a big headache

❑ Don’t do data management without a strategy – living document

❑ Business complete transactions

❑ Don’t forget to come up with a data destruction policy

❑ Don’t be tempted to do just a “technical archive” – potential big issue

❑ Users not getting the data back in the format they want

❑ Put data management into a BAU process & check the logs

❑ Turn on DVM in Solution Manager

❑ Document and once you have documented document some more

❑Test and once you have tested test some more

LESSONS LEARNT FROM OVER 600 DATA MANAGEMENT PROJECTS

African SAP User GroupOffice: +27 11 235 6000 | [email protected]

SAP Business Park, 1 Woodmead Drive, Woodmead, 2148

www.afsug.com

THANK YOU

Any Questions

proceed south africa sap user group · 5/5/2020 · sap netweaver information lifecycle management...

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