McCormick & Company: The Process from Data Archiving to a True Data Lifecycle Management Strategy

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Orange County Convention Center Orlando, Florida | June 3-5, 2014

McCormick & Company: The Process from Data Archiving to a True Data Lifecycle Management Strategy

Charlie Hoppa, McCormick & Company Katharina Perigo, Dolphin

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 Learn about the process of defining requirements from both an IT and business perspective

 Understand the key ingredients for a successful data management strategy from creation to destruction

 Gain insight as to why key stakeholders need to be involved from the beginning and how including them can help ensure successful implementation effort

 Hear about the availability of newer tools to enhance data management and how leveraging them can make data

instantly accessible, automate the archive process, and enhance audit readiness

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Centralized SAP systems covering many different countries  R/3 ECC 6.06  CRM 5.0  GTS 9.0  Mii 7.31  Enterprise Portal 7.02 SP13, 7.31  BW/BI 7.02, 7.31  GDS 7.0  HCM 6.06  PI 7.11  SCM 7.02

About McCormick

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About Dolphin

 Focus: SAP Only

 Proven solutions for the SAP customer leveraging SAP technology and certified by SAP

 Stature: 1/3 of Fortune 100TM companies running

SAP are Dolphin customers

 Stability: Employee owned; private; independent of other stakeholders; organic growth;

 Longevity: Established in 1995

 Global Solutions: Hundreds of scalable, flexible and cost effective deployments

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Learn about the archiving process

Key ingredients for a successful data management

strategy

Stakeholders need to be involved

Tools for data management

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This is about McCormick’s experience.

Your mileage may vary.

Now, about 12 years ago ….

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This is what our rate of growth was in 2006 - 2007

 Showing a great picture is worth a terabyte of words

The Beginning

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 Transferring completed SAP business data from primary storage media to a secondary storage media.

 Some terms used…

 “Residence Time” is when data is eligible to be archived.

Moved from the primary database store to a secondary data store

 “Retention Time” is when archived data is eligible to be

purged

What is SAP Data Archiving?

Datenbank

Database Archive Data

File System

Archive Data Storage System

Create Archive Store Delete

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 The management of your company’s data assets from creation until destruction. It happens when the data…

 …is created as a result of business activity

 …resides within the creating system until the residence time

has expired

 …is retained until the retention time has expired

 …is purged according to your company’s data retention policy

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Is There a Standard Approach?

 Yes.

 You work with your business partners to decide how to use

the standard SAP features to perform the Data Archiving tasks and data retrieval

 No.

 It depends on your business rules and processes, the SAP

industry solution your run, what archived data you need to access, and how you customized your solution

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The Standard Approach?

 Decide what the standard is for your company

 Analyze your data to determine the scope of the project

 Identify a project manager, project team members, and their responsibilities

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The Standard Approach?

 Are you traveling on this road alone?

 Do you have an internal expert?

 Will you use an external expert to be your guide and transfer

their knowledge to you?

 You may prefer to travel with an expert the first time.

 It can be a challenging trip if you are new to Data Archiving

and aren’t prepared well enough for the journey.

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The Standard Approach?

 Define your short term or startup goal

 What data do you need to archive to relieve your immediate

pain?

 Define ongoing processes

 What do you need to do to allow your business and data

archiving process to continue?

 Define your long term or strategic goal

 What data will you address in the future and how can you

make it easier for you to accomplish your goal?

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How Do You Develop Your Data Archiving Strategy?

 Many times you don’t. Data Archiving is implemented after it becomes very apparent you need to

 If you were planning…

 Identify a champion to support your efforts

 Partner with an Data Archiving expert

 Analyze your data to identify the growth pain points and the

areas to address first

 Become a salesperson with a mission

 Start the adventure

 Keep the communications open – keep telling your story

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Decide What to Address First

 Set your goals and expectations

 Identify the key individuals who need to be involved within your company

 Your business users of the SAP system

 Functional support team

 Operations support team (Basis)

 Legal and Tax Departments

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What Should You Address First?

 Provide clear communication on what is and what is not Data Archiving

 It’s not deleting the data, it’s just being sourced from another

data store and is still available for reporting

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What Should You Address First?

 How will end users access the archived data?

 This will define your residence times

 How long do you need to keep your data?

 That’s easy 7 years…everyone knows that…Right?

 As you proceed track your progress and expand your scope as necessary

 Keep a historical view of your data growth and the positive

impact your archiving activities are having

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Show your impact over time.

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The Right Champions Can Pave a Smooth Road to

Travel

 Who might the champions be at your company? Think across your enterprise.

 Financial Management

 Records Information Management (RIM)

 General Console

 Tax Department Management

 CIO, IT Functional and Operations Management

 Any combination or all of the above or more

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The Right Champions Can Pave a Smooth Road to

Travel

 Build a strong relationship with your champion(s)

 Start with Finance, but don’t forget RIM, Tax, and Legal

 Prepare an archiving sample you can use to sell your case – allow your champions to test drive and recruit them to the sales team

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The Right Champions Can Pave a Smooth Road to

Travel

 Allow your champions to link you with the business partners in their areas of influence

 Handle the relationship with care and trust is important

 Remember the business owns the data

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2007 growth rate after the team’s archiving activities

 Sometimes showing a great picture is worth 2 terabyte of words

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 Archive enabled transactions/reports – Finance, Purchasing, Profit Center Accounting

 (DART) Data Retention Tool – to create data extract files for tax audits

 Archive Info Structures (AIS) – Indexes of data archive files

 Data Relationship Browser

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 How to access data after it is archived?

 SAP standard functionality

 Limited availability

 Additional user training required

 3rd Party tools for archive retrieval

 PBS Archive add ons for ERP

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 Transparent and user-friendly software solution to enhance SAP data archiving features

 Direct end user access to archived data via PBS index

 Integrated display transactions: Simultaneous retrieval of database and archive data

 Effective navigation options to subsequent data (document flow)

 Advanced data extraction for audit needs

 Compliant storage option for archived data

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 Display Vendor Line Items

PBS Archive add ons for SAP ERP – cont.

Selection results

Database data

Archive data via PBS index

Totals from archive + database

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 Navigation from the Line Item List

PBS Archive add ons for SAP ERP – cont.

Environment:

- Further assignments - Object links

Drill-down via Double-click

Line Item (Detail View)

Document Overview Display Original

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 Your SAP Data Archiving strategy is defined and established. What now?

 When and how often will archive runs be performed?

 Who will set up, execute and monitor the archive jobs?

 Efficient data volume management requires in-depth knowledge and a significant time commitment from system administrators.

 If qualified resources are not available to complete these tasks, archiving benefits are at risk.

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 The Archive Sessions Cockpit (ASC) schedules and manages archive runs, freeing the SAP staff from repetitive manual archiving operations:

 Variant creation

 Job release

 Running follow up and corrective actions

 ASC fully automates the complete archiving process.

 Eliminates errors

 Facilitates scheduling

 Automatic recovery and restart in case of interruption

 Reduces the need for a dedicated archiving expert

 Provides control of the archiving process

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Portal to manage the retention and end-of-life disposition of data and documents in SAP

 Compliance driven

 SAP based application

 Supports any ArchiveLink certified repository

 Search and discovery made easy

 Legal hold management automatically excludes records from destruction

 Other features included:

 Time and event dispositioning

 Record disposition workflow

 Record of activity

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 An Unusual Case

 Archiving process for Handling Units (LE_HU) had to be

stopped during the deletion steps, resulting in a partially deleted archive session

 New Handling Units got created for those that already had

been deleted.

 But what to do with the incomplete LE_HU archive session?

 Using Legal Case Management to split archive session

 ARC is adaptable!

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Just a destination - comparing then and now

Results From Data Archiving

2008 - 2009

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Determine how to gain your expertise

Find your champions and develop the relationship

with your business partners

Work your plan adjusting your directions as

necessary

Communicate your progress and success

Leverage available tools and automate when

possible

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“Well, I’ve wrestled with reality

for 35 years, Doctor,

and I’m happy to state

I finally won out over it”

Elwood P. Dowd from “Harvey”

 Keep your sense of reality and humor – you’ll need both

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Please feel free to contact us

 Charlie Hoppa  charlie_hoppa@mccormick.com  Katharina Perigo  Katharina.perigo@dolphin-corp.com

Contact Information

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THANK YOU

THANK YOU FOR PARTICIPATING

Please provide feedback on this session by completing

a short survey via the event mobile application.

SESSION CODE: 0606

For ongoing education on this area of focus,

visit www.ASUG.com

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