sap usage policy - 125.99.89.152
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SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 1 of 15
1. INTRODUCTION SAP was implemented in 2006-07 and Alok went live in April, 2007 across all the
locations. We currently use ECC 6.0 (EHP 0) on Oracle database (ORACLE
11.2.0.2.0) and AIX Version 6.1.
SD, MM, PP, FI, PM and QM were rolled out in April 2007. However, HCM
was implemented only in 2010. Add-on solution IVL is used for export
documentation. Application is out of support since 2014.
There is no dedicated functional team to support users. We also have a large
number of cross functional users who transact in various modules (specially
at plants). Project to re-implement SAP is expected to be initiated soon.
2. SCOPE OF SAP DEPLOYMENT
a. Modules
Sales and Distribution (SD)
Materials Management (MM)
Production Planning (PP)
Finance (FI)
Plant Maintenance (PM)
Quality Management (QM)
Human Capital Management (HCM)
b. User Base
We have a user base of 1680 users with concurrency of
approximately 700 users. Out of these 152 are employee
licenses and deployed for report users. Following is the current
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 2 of 15
license matrix
Deployment Date Quantity Prof. Ltd. Prof. Emp.
24-06-2005 200 100 70 29
31-12-2005 200 100 70 30
31-03-2008 300 150 105 45
01-12-2008 200 100 70 30
15-06-2009 60 30 21 9
18-12-2009 60 30 21 9
18-06-2009 450 180 270 0
15-09-2011 210 84 126 0
1680 774 753 152
3. LANDSCAPE We have a 3 system landscape consisting of development, quality and production environments. Solution Manager Infrastructure is also installed at the main data centre. Data is replicated on off-site DR servers using Oracle log shipping and Double Take application.
Type Instance/Client Server Model
Solman Solution Manager IBM P5-P520
Development 20/200,300,400 & 500 IBM P5-P550 & V-5000
Quality 00/500 IBM P5-P550 & V-5000
DB/CI 20/500 - Clustered IBM P6-P560 & V-5010
DB/CI 25/500 - Clustered IBM P6-P560
Apps 3 30/500 IBM P5-P520
Apps 4 25 & 30/500 IBM P6-P550
Apps 5 25& 30/500 IBM P6-P550
DR-Vapi Oracle Log Shipping IBM P5-P520 & V-5010
DR-Bangalore Double Take IBM P7-P570 & V-7000
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 3 of 15
4. ADMINISTRATION/BASIS SAP being the core business application running across all business
functions, uptime and support for SAP is one of the top priorities for IT
department.
Authorization for administration with full rights is granted to 3 resources (IT
Head, Basis Administrator & ABAP Development Lead). They are not part of
any specific functions and hence shall not do any functional transactions in
the system. However, they do execute functional tcodes, to diagnose
functional/technical issues jointly with specific users, on a need basis. These
3 resources, are granted rights to execute administrative tasks required to
keep the systems up and running with best possible performance on 24x7
basis. A common id for this task is discouraged to identify tasks executed by
each resource. This shall be checked periodically to ensure compliance.
Key responsibilities of basis team are:
User creation and authorization
Transport management
User account maintenance
Performance monitoring
Deployment of patches/notes, Upgrade etc.
Shutdown-Restart on need basis
Backup
DR-Synchronisation monitoring
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 4 of 15
User creation and authorisation: 1. Create users only on submission of a formal request approved by the
HOD. Maintain the initial password of “init1234” to be changed when
users login first time.
2. Our operation requires some generic ids to be maintained for users
(regular and contract employees) who work in multiple shifts. To optimize
license usage, generic ids are used in such cases. In the event of any
misuse or policy violations, actual user on duty on that specific day and
shift at a specific work centre can be traced through HR records. In these
cases SAP Personnel Number of employees are not maintained in user
master. For all other cases, SAP Personnel Number is maintained in “Fax
No.” of employee master. BKPF users are also checked to ensure that
such users have not passed any manual financial entries in the system
(customized modules used by them for production confirmation etc. may
trigger automatic entries in the system).
3. It is the responsibility of users to maintain the secrecy of their password.
Periodical forced password change may not be convenient to users.
4. Considering the operational issues and generic users working in multiple
shifts, automatic forced reset of password change is disabled.
Transport management: 1. Restrict the authorization for transport only to IT team (IT head, Basis and
Abap Lead).
2. Any configuration changes should be transported only if it is supported by
a document as per the standard template.
3. Reports may be transported to quality and then production on approval
from process owners/users, who have tested the program.
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 5 of 15
User account maintenance: 1. Delete all users who have not used the application during the last 90
days.
2. Block ids of employees, at the closing hours of their last working day.
They will then get deleted as mentioned above.
Performance monitoring:
All SAP admin related activities should be planned in consultation with IT
team and process owners at all locations.
Do not carry out any database activity during peak hours. Peak hours of
business are 10:00am to 7:30pm. Plants work on a 24x7 basis and hence
packing and dispatch transactions are done round the clock. Hence ideal
time for any database activity should be restricted after 10pm and before
4am. This is required to be reconfirmed with plants every time we plan to
carry out any activity.
Regular monitoring of performance through SMLG, SM66, SM13 etc. is
the prime responsibility of basis team. In the event of any slow down and
the server response is slow, long running report jobs may be terminated.
Response time above 1000 ms or quality near zero or negative is very
critical and need to be cleared immediately on noticing the same.
It has been observed that many reports including standard SAP reports
run slow often, because of our large database size. Monitor these reports
and check if proper indexes are being used. If the tables are read
sequentially, check for the where clause and look for matching indexes.
The users have been requested to call IT when they observe any slow
down. However, maintain a proactive check every 1 hour.
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 6 of 15
Deployment of patches/notes, Upgrade etc.
We are not entitled for any patches/notes, as we are out of maintenance
contract since 2014.
Shutdown/Startup:
All shutdown plans should be communicated to the IT department and
process owners well in advance. In case of emergency shutdowns, inform
them through phone.
Backup
Log of daily backup need to be checked in DB14 to make sure that the
process was completed without any error. The tapes then need to be
removed and secured.
In the event of any failure, diagnose, resolve and restart online backup
immediately.
DR-Synchronisation monitoring
Oracle archive logs are shipped DR server at Vapi. Shipping and
application of logs should be as online as possible. This is required to be
monitored every hour. This process may get impacted due to connectivity
issues, storage space issues or any other system failure at Vapi end.
Double Take application replicates data on the DR server installed at Sify
data centre, Bangalore.
Double Take facilitates snapshot to run SAP instance and is used
extensively to run reports. Though data replication is online, snapshot
considers data as at snapshot refresh time-hence should not be used for
any online real-time report. In the event of any requirement to run reports
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 7 of 15
with latest data on DR server, Basis resources may be contacted to
refresh the snapshot.
6. CHANGE MANAGEMENT Development of objects (ABAP)
Any change required in the current objects or any new requirement should
be submitted in writing through email or using ZSOLMAN tcode. However,
requests related to creation of storage location, payment terms etc may
be either directly done on production or through development-quality-
production on the basis of email requests.
Our development and quality systems are very old with limited storage.
Hence they are not refreshed with latest data from production server.
They were last refreshed in 2010. Hence data required to test many
scenarios do not exist on these systems. Also performance measurement
is a constraint considering limited data on these systems.
Changes to standard objects are discouraged and will be taken up if and
only if there is no other option available. This is not feasible for most of the
standard objects, as we do not have access key for most of the objects.
Specification should clearly mention all the exceptions required, especially
when it comes to outputs and reports. Certain outputs such as delivery
challan, invoice etc. may require plant specific formats and contents.
Please clearly specify these.
The person requested for the change needs to provide test data for the
developer to do unit testing.
The person requesting shall be responsible for testing and giving a final
approval. Transport to quality and production is done only after testing
and approval. The person giving final approval need to make sure that the
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 8 of 15
object is tested under various scenarios for various business requirements
before approval.
Developers take utmost care to make sure that the performance of the
object is highly optimized. However, it is possible that the application
slows down and affects other transactions/reports, in some scenarios.
Kindly monitor the performance of the application while testing and do not
transport to production, if the performance is not satisfactory.
Before you initiate any development request, look for similar reports
available in the system. It is possible that similar reports are available
under other functions. As we have many cross functional users, it is
possible that users from various departments look for similar details and
request for new reports. High level of interaction among process owners
and users is recommended in our environment and kindly consult others
before making any request.
Guidelines for ABAP development, Testing and Transport
Request description should strictly include Tcode as first string (eg.
ZGDR: Addition of Basic Amount, GST Amount and TCS Amount).
When code is changed, add a comment on top with date, user who has
requested the change, ZSOLMAN request number and the change
requested. Do not add this in between-objective is to view changes done
in the program on various dates when you open the program.
Whenever a request is given for transport, basis resource needs to check
if the description is made as mentioned above. Also, open the code and
check, if change details are mentioned as shown above. If these 2 are not
followed, do not transport any program.
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 9 of 15
Users need to strictly give test cases meeting multiple scenarios. For eg. if
there is a check on GST, test cases need to have a combination of
multiple GST codes to ensure that all are considered in the program. If
there is a report which reads multiple line items, test cases need to have
multiple line item scenarios. ABAP team should not accept any incomplete
test cases.
Most importantly, if any change request comes, first sort the list to check if
any earlier transport is pending. If any transport is pending, do not accept
the change request.
If any change request is pending for more than 1 week of any person, DO
NOT accept any further request from that person.
Always put appropriate titles in all modules. Use sentence case and
ensure spelling is correct in titles, headings, messages etc.
Basis - Change Management
No changes are permitted (except in very critical situations), as we do not
have any support available from SAP.
Direct Changes
Changes are carried out directly on production client or transported
directly from development server to production server (without routing
through zsolman) in exceptional cases such as addition/modification of
payment terms, factory calendar setting, creation of storage locations etc.
which do not impact any application configuration. These are done only on
receipt of a mail communication from respective functional persons (of
each business division). On such occasions, one of the administrators
open the client, carry out the change and close the client. Typically client
is never kept open for more than 15 minutes.
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 10 of 15
7. USAGE MANAGEMENT Usage Policy
We have configured the system to permit 3 sessions per user. However,
try and avoid using multiple sessions as each session will use resources.
Often, users retrieve records or run reports for reference in inactive
sessions and forget to close them. Please note that by doing so, you are
using up system resources which could be effectively used by someone
else.
If one session is running slow, please do not start another session and
start the same job again. The system would have slowed for some
reasons and additional load will make it slower.
Please be very clear about the parameters you select while running any
report. Most of the standard SAP report interfaces provide for open
selections. If you leave company, plant, storage location etc. blank/*,
system processes all the records for all companies/plants/storage
locations, which will block the server and network. Please be extremely
careful while making selections. Right selection will generate faster
outputs thus helping you and others.
Many reports, if run for longer period such as full financial year or multiple
material groups or materials take very long to execute. SAP recommends
execution of such jobs only during off peak time. Please schedule these
jobs to run at night, if it can be run as a background job. If the background
option is not feasible for any techno/functional constraints, please run
such jobs early morning so that it gets complete by 10:00am. 10:00am to
7:30pm is peak time for us and hence please execute these jobs only
during off peak time. You may run these on Sunday as well.
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 11 of 15
If queries (SQVI) are not made correctly, it can block the entire system.
Please be very careful when you make queries. Always consult a SAP
functional/technical consultant while making such a query.
Kindly notify IT department, whenever you come across any slowdown of
system. Most of the time, system slows down when many users run very
expensive SQL statements (complex reports). We have a concurrent user
base of about 750+ and even if 25% of users run complex reports without
proper parameter selection, the system may get blocked.
Standard reports of SAP are highly optimized and they generally do
perform very well. However, the customized reports do not perform as
good as standard reports if they are not optimized. Please try and use
standard reports as far as possible.
Our SAP landscape has one database server and 6 application instances.
A separate storage box (SAN) is attached to the landscape and data is
stored in this. All locations are connected through VPN. Like any other
communication system, there could be some incidences of disturbances
in connection occasionally. The guaranteed uptime by the service provider
is 99%. SAP runs on Oracle database and it does not permit any
incomplete transactions which can affect the data integrity. When any
communication break happens, there could be many updates which are
not completed and hence all further requests will get queued up. This
takes a while to get cleared once the network becomes steady. In such
instances, system would have given you a document number and when
you check the same document, system may respond that the entry does
not exist or is being locked by the user. This indicates that the database is
not yet updated and the requests are getting queued up. Please do not
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 12 of 15
panic at this stage and make duplicate entries or start new sessions
(either as new session or login again, disconnecting the previous login).
Such panic actions can cause further delay and system blockage. Inform
IT department and all your transactions will automatically get saved once
the network is restored.
Please remember that the success of any system depends on how
diligently we use it and it is our collective responsibility to make sure that
all the aspects of the system are taken care of. The environment needs to
be looked at in totality and IT needs your help to make sure that data is
safe and secure and the performance is best optimized.
8. BACKUP PROCEDURE
The database is online backed up on another SAN (Storage Area
Network) at Vapi through Oracle log shipping. Data is also replicated on
another SAN at Bangalore using Double Take application. We also take
scheduled backup on tape every night. This being online backups (copied
to tape while users are using the application), some transactions get
backed up as incomplete transactions. As per the standard backup policy,
we need to take offline backups as often as possible to have a copy of the
fully integrated database on a media which can be kept away from work
place. The system is required to be shut down for offline backup for 8-10
hours and hence this is not practiced.
Replication status of SAN at Vapi and Bangalore are monitored regularly
and documented every day evening.
The backup logs of tape are checked every day morning to confirm
successful completion of backup.
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 13 of 15
9. DISASTER RECOVERY(DR)
Production data is replicated on SAN installed at Vapi using Oracle log
shipping. Archive logs are shipped over MPLS link online. This is the
primary source for recovery of latest data. Data until last archive log (3
mins delay expected) is targeted to be available here.
Double Take replication at Bangalore is another source for recovery of
latest data. Data until a couple of minutes back is targeted on this
SAN.
Data centre is supported online UPS systems which can supply
uninterrupted power for 4-5 hours. Premises also have generator
systems backup.
RTO (Recovery Time Objective) with present infrastructure is high at
24-48 hours while RPO (Recovery point objective) is only a few
minutes (approximately <10 minutes data loss).
10. DOCUMENT RETENTION PERIOD Soft copies of all related documents/templates shall be retained by IT department
for a minimum period as mentioned in the following table.
Sr. Description Period
1. User Id creation – Annexure 1 1 Month
2. Request for new development or change 3 months
3. Basis change management 3 months
4. Daily monitoring check list 1 week
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 14 of 15
11. SUPPORT ESCALATION
Support Team (By Location)
Vapi-L1 Bhargav Kansara [email protected]
Silvassa-L1 Sumit Barik 9328672114 [email protected]
Vapi-L2 Hetal Desai 9909033470 [email protected]
Support Team (By Module)
SD-L1 Suhas Awad 9820546984 [email protected]
MM-L1 Vivek Adurkar 9869342227 [email protected]
FI/CO-L1 Vivek Adurkar 9869342227 [email protected]
PP-L1 Rajnish Kharkar 9833985523 [email protected]
QM/PM
HCM-L1 Geeta Ganpule [email protected]
Basis/ABAP Development
Basis-L1 Pavan Sharma 9930179499 [email protected]
ABAP-L1 Kushal Naik 9687000091 [email protected]
ABAP-L2 Mathew Thomas 9879550097 [email protected]
Escalation-L2 Shaji Varghese 9833213625 [email protected]
SAP USAGE POLICY
Approved by : CFO Date : 01 /03/2021
Issued by : Head-IT Date : 01/03/2021
Rev. No. : 01 Page: Page 15 of 15
Template for SAP user id creation (Submit original or mail scanned copy with signature to IT Department
[email protected]) Company ALOK Plant (eg. 1001)
SAP Employee No. Function SD/MM/FI/PP/CO/HR/PM/QM
Department Designation
Mobile Number Extn. No.
Email id @alokind.com
Usage Type Entry/Modification/Approval : Only Reports : Only View
Reference user id:
Tcodes for transaction and reports (required only where reference user id is not given):
Tcode Purpose Tcode Purpose
Requested by Approved By (HoD) Process Owner
Name
Signature
Date & Time
Note to users:
Please fill all the columns
SAP Personnel Number is mandatory to create SAP User Id
If user id is to be created similar to any existing users, please mention the reference user id.
Plant codes: 1001:HO, 1002:DELHI, 1003:SAILY, 1004:RAKHOLI, 1005:DADRA,
1006:MADEUP&GARMENTS, 1007:POY, 1008:SPINNING, 1009:VAPI processing
Note to IT (Basis):
SU01 mapping to be strictly followed: “Building”=Plant, “Floor”= Division, “Room”= Sub
Division (Eg. Building=1003 for Silvassa, Floor=POY for POY division, Room=Unit1-if there is a
further sub division)
Assign “Contractual User Type: AZ mySAP ERP Employee” for “Only Reports” or “Only View” users
Enter name exactly as mentioned in PA30
Email id should be strictly entered
Enter “Valid From” under “Validity Period” as the date of creation
Do not create any user id if information provided is incomplete.