1 / 40

Archiving IFM Data improve application performance

Archiving IFM Data improve application performance. Belinda Daub, Senior Consultant Technical Services. Archiving IFM Data. Why Archive IFM financial data? IFM Archive Concepts Planning and Preparation Annual Archive Process Viewing Historical Data FRx Considerations Summary.

mariepope
Download Presentation

Archiving IFM Data improve application performance

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Archiving IFM Dataimprove application performance Belinda Daub, Senior Consultant Technical Services

  2. Archiving IFM Data • Why Archive IFM financial data? • IFM Archive Concepts • Planning and Preparation • Annual Archive Process • Viewing Historical Data • FRx Considerations • Summary

  3. Why Archive IFM Data • Tune application performance for increased user productivity • Reduce disk utilization and prevent unnecessary hardware upgrades • Reduce time for environment maintenance • Less downtime for backups • Less time to migrate data to R7 Routine archiving should be part of your regular system maintenance strategy!

  4. IFM Archive Concepts • Archive Procedures • Remove unwanted data from the system • Run in batch • Submit on delay • One or more archive phases • Must be run individually (cannot be automated) • One or more archive actions • Actions call the programs that remove data from files

  5. IFM Archive Concepts • IFM shipped with procedures for archiving: • Transactions • Entities • Including all its contacts, entity data, bank details… • Personal Accounts • The Report Generator • Field Headings • Narrative • Audit Stamps

  6. IFM Archive Concepts • Files to clean up manually: • Administrative Divisions, Units, Natures, and Periods (and other master files) • Contain small amounts of data • Delete capabilities exist for the file • You are responsible for checking for dependencies • Files that are not archived: • Numerators that are used to assign identifiers • Menu and command trail files

  7. IFM Archive Concepts • IFM uses a relational database • Not practical to archive an individual file • Copy entire library and remove unwanted data • Archive does not remove summary data • GL Summary • GL account balances • Primary source for report generator • Entity Statistics • Information on transactions posted to each personal account • Data used to calculate number of days to settle invoices

  8. IFM Archive Concepts Current transactions building in live with last year’s data Live data AMFLIBy 2007-2008 ARCHIVE CYCLE – Option 1 Son TWOAGO At year-end, archive history is rolled to libraries for previous years. The last archive will drop off. Father THREEAGO Grandfather FOURAGO GrtGrandfather FIVEAGO

  9. IFM Archive Concepts • Points to consider • You cannot restore archived data back to the environment • There is no functionality to view the archived data • Archived data is still using disk space • Common techniques • Archive data to a single library • Copy certain history files to another library in the environment • Save archived data to tape and remove from the system • Build Integrator objects over history for user inquiry • Each year, archive and add to the history files

  10. IFM Archive Concepts ARCHIVE CYCLE – Option 2 Live data AMFLIBy 2007-2008 Current transactions building in live with last year’s data IFM Archive IFMARC At year-end, perform archive, copy specific files for inquiry and remove the archive library from the system. Browser view of Historical data History Inquiry IFMHIST

  11. IFM Archive Concepts • Planning is crucial • Archive tools are very flexible • And quite complex • Use an organized, controlled approach for best success • Reference IFM User Guide for rules and guidelines (Chapter 13) • Who should be involved? • IT - plan and perform archive tasks • Financial Users - approve plan and identify master records to be purged

  12. Planning and Preparation • Obtain latest PTF’s from Infor Support • Plan for downtime (dedicated system required) • Expected Timeline • 1-2 days of planning • 1-2 days per environment for archive procedures • Depending on number of divisions to archive • Authority for user performing the archive • Rights to the financial divisions being archived • Rights to the archive menu and functions

  13. Planning and Preparation • You must decide • How often will you archive • How you will handle previous years on first archive • Separate archive libraries • One archive library • How will you name your archive libraries • Which financial divisions to archive • How many years will remain in the live file • Note dates for first and last period for each year to be archived • Periods specified as yyyypp • How long will you retain IFM archived data

  14. Archive Process • Run the shipped procedures in this order • CPYDTA – Copy data libraries • TRNARC – archive transactions (archive library) • TRNCUR – archive transactions (live library) • PRSACC – archive personal accounts • ENTDTA – archive entities • RPTGEN – archive report generator • FLDHDG – archive field headings • NARDTL – archive narrative • AUDSTM – archive audit stamps

  15. Archive Process • CPYDTA – Copy data libraries • Five archive phases • Copy CPYLIB4 to CPYLIB5 • Copy CPYLIB3 to CPYLIB4 • Copy CPYLIB2 to CPYLIB3 • Copy CPYLIB1 to CPYLIB2 • Copy live data to CPYLIB1 • Or just Phase 5 if you save libraries to tape and remove • First, specify the library names

  16. Archive Process 1 - Work with Archive Procedures

  17. Archive Process 12 - Work with Archive Phases

  18. Archive Process 12 - Work with Archive Actions

  19. Archive Process 2 - Change

  20. Archive Process F4 – Prompt Command to change library name(s)

  21. Archive Process • Submit the archive run • Option 19 on Work with Archive Phases screen • Same method for all phases • Enter run options • Prompting • Schedule • Use Option 13 to reset status • Allows you to rerun a phase

  22. Archive Process 19 – Submit Archive Run for selected phase

  23. Archive Process Enter parameters for the run

  24. Archive Process • TRNARC – archive transactions (archive library) • Deletes unwanted records from the ‘son’ archive library • Includes transaction lines and any batches that no longer contain transactions • Uses transaction effective date to determine the period • Run once for each administrative division/financial division • Three archive phases • DLTFWDTRN – deletes transactions after (including) specified period • DLTOLDTRN – deletes transactions prior (including) specified period • RGZPFM – recovers deleted space • Phase 2 not required for simplified archive where archive library is saved to tape and removed • Period specified as yyyydd

  25. Archive Process • TRNCUR – archive transactions (live library) • Deletes old records from the live library • Includes transaction lines and any batches that no longer contain transactions • Uses transaction effective date to determine the period • Run once for each financial division • Four archive phases • FLGTRN – flags eligible transactions that are older (including) specified period • PRTLST – prints a list of all transactions to be deleted for review • DLTTRN – deletes all flagged transactions • RGZPFM – recovers deleted space • After all financial divisions

  26. Archive Process • To be eligible for deletion, a transaction • Must be posted or cancelled • If it belongs to a batch, the batch must be posted • Must be complete (no further processing expected) • Transactions will not be deleted if • There is outstanding allocation or settlement balance • It has an un-reconciled cash line • It has prepayments in future period • It is an accrual waiting to be reversed • It has GL lines for other financial divisions not yet archived • It relates to a payment list not yet complete

  27. Archive Process • PRSACC – archive Personal Accounts • Removes unwanted personal accounts from the live library • Includes secondary files - Personal Account Data and Entity Diary • Three archive phases • PRTLST – prints a list of all personal accounts that are not selected to archive (Status 3) but are eligible for deletion • DLTOBS – deletes all eligible personal accounts that are flagged to be archived • RGZPFM – recovers deleted space • Financial User should be ready to review and flag personal accounts to be archived (change status to ‘3’) • No parameters are required for this procedure

  28. Archive Process • To be eligible for deletion, a personal account must • Have a Record Status ‘3’ (please archive) • Have a zero ledger balance • Not currently exist in data extracted by an attribute analysis • Have no settlement lines • Not be attached to a Customer Order Management (COM) customer

  29. Archive Process • ENTDTA – archive Entities • Removes unwanted Entities from the live library • Includes secondary files – Entity Data and Entity Contacts • Three archive phases • PRTLST – prints a list of all entities that are not selected to archive (Status 3) but are eligible for deletion • DLTOBS – deletes all eligible entities that are flagged to be archived • RGZPFM – recovers deleted space • Financial User should be ready to review and flag Entities to be archived (change status to ‘3’) • No parameters are required for this procedure

  30. Archive Process • To be eligible for deletion, an Entity must • Have a Record Status ‘3’ (please archive) • Not be referenced in the Entity Bank Details of another entity • Not be referenced by a bank or unit • Not be referenced as the ‘group headquarters’ of another entity • Have no personal accounts, transactions, payment details or payment list diagnostics • Not currently be present in data extracted by an attribute analysis

  31. Archive Process • RPTGEN – archive report generator • Removes unwanted records from the live library, including • Analyses, Extracts, Nature Structures, Unit Structures, and Period Structures • Five archive phases • PRTLST – prints a list of extracts and structures and shows where they are used • EXCHKP – deletes jobs and details associated analysis and extracts • DLTOBS – deletes all eligible analyses, extracts and structures • DLTORP – deletes all secondary records – structure members and levels (if structure that owns them was removed) • RGZPFM – recovers deleted space • Financial User should be ready to review and flag Analyses, Extracts, and Structures to be archived (change status to ‘3’) • No parameters are required for this procedure

  32. Archive Process • To be eligible for deletion • Components must • Have a Record Status ‘3’ (please archive) • Analyses must • Have no pending analysis runs or inquiries • Extracts must • Not be referenced by an analysis, unless it is also eligible for deletion • Have no run pending • Structure must • Not be referenced by an extract, unless it is also eligible for deletion • Not be referenced by a budget or a budget profile (period structures)

  33. Archive Process • FLDHDG – archive field headings • Removes unused field headings from the live library • Two archive phases • DLTOBS – deletes all field headings associated with deleted units, natures, periods, structure members, aging structures, aging periods, attribute classes, and value definitions • RGZPFM – recovers deleted space • No parameters are required for this procedure

  34. Archive Process • NARDTL – archive narrative • Deletes unused narrative records from the live library • Two archive phases • DLTOBS – deletes all narrative associated with records that have been archived • RGZPFM – recovers deleted space • No parameters are required for this procedure

  35. Archive Process • AUDSTM – archive audit stamps • Deletes unused audit stamps from the live library • Two archive phases • DLTOBS – deletes all audit stamps associated with records that have been archived • RGZPFM – recovers deleted space • No parameters are required for this procedure • Exit IFM to release the lock on the Audit Stamp file • Submit the jobs on hold • Exit IFM • Release the jobs to run

  36. Viewing Historical Data • Viewing Archived Historical Data • Copy these six files to a work library in the environment library list • YAB7REP – IFM Cash Line Detail • YAA7REP – GL Detail Lines • YABPREP – GL Summary File • YAARREP – Transaction Header • YAA5REP – Transaction Charge Lines • YAA4REP – Transaction Settlement File • YAB5REP – Transaction Allocation Lines • YAA0REP – Transaction Tax Lines • Build Integrator business objects • Create views, subsets and sorts for user inquiry • Each year-end, copy/add records to historical files • Strategy for purging data over time

  37. Viewing Historical Data

  38. Viewing Historical Data

  39. FRx Considerations • Backup your FRx data • Run trial balances from FRx for all years that will be purged and store in a secure place • Run IFM Archive process • Run FRx full download to clean up the FRx data • Backup your FRx data again

  40. Summary • Routine archiving can • Improve application performance • Increase available disk capacity • IFM ships with archive procedures • Flexible • Must be run in a specific order • Users should participate • IFM Archive Cycle can be simplified • Save history to tape and remove from the system • No need to roll archive libraries • Historical data can be available for inquiry • Use Integrator to create views and subsets

More Related