Operation Modes

7/31/2019 Operation Modes

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System Administration Made Easy 16 –1

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Overview .................. .................. .................. .................. .................. ................... ...16 –2

Check that All Application Servers Are Up (Transaction SM51)......................16–2

Background (Batch) Jobs ....................................................................................16–3

Background Jobs (SM37)...................................................................................16–15

Operation Modes.................................................................................................16–21

Backups ...............................................................................................................16–36

Checking Consumable Supplies .......................................................................16–42



Chapter 16: Operations

Overview

Release 4.6A/B16 –2

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Operations is a generic category that refers to the tasks that wou ld be don e by a compu teroperations group . These are the tasks that the p eople in th e “glass room” in a d ata centerwou ld be doing. If you d o not have a d ata center, these tasks do not disapp ear; they mu st beassigned to the app ropr iate emp loyees.

This chap ter is imp ortant because opera tions is a crucial par t of system ad ministration.While learning to ma nage op erations, read ers will learn how to perform:< Batch jobs< Background jobs< Operation m odes< Backups

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Transaction SM51 allows you to look at all the servers in your system (for examp le, the PRDdataba se server and all of its app lication servers). You do not h ave to log into each serverindividually.

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The ability to look at the servers is impor tan t because if:< One of your d ialog app lication servers is not up, the u sers who u sually log on to that

app lication server w ill not have a server to log on to.< The batch app lication server is dow n, batch jobs that are sp ecified to r un on tha t server

will not run.




Background (Batch) Jobs

System Administration Made Easy16 –3

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1. In the Command field, enter transaction SM51 and choose Enter

(or from th e SA P standard menu , choose Tools →

Admin istration→

Monitor →

System monitoring →

SM51 - Servers ).

2. Review the list of instances un derServer name .

Verify th at all your instances arelisted. If it is listed, it is up andrunning.

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In the R/ 3 System, a batch job is referred to as a backgroun d job. This job ru nsindep end ently of a user being logged on .

There are two kind s of background jobs:< Regular

These are jobs that are ru n on a regular schedu le.< Ad hoc

These are jobs that are run as needed or required .

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Background jobs are u sed for th e following reasons:< Users have the flexibility of scheduling jobs when they a re out of the office.< The program can be run w ithout locking a user session.

< Jobs that ru n for a long time w ould time out if executed on line.

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reports). In su ch cases, the rep orts may finish sooner if they are run sequentially, ratherthan in para llel.

< For global operation, consider the local time of your users.

For examp le, scheduling a resou rce intensive backgrou nd job to start at 1:00 a.m. PST in

California (0900 GMT) correspon ds to 10:00 a.m. CET in Germ any . This time m ay begood for Americans who are n ot working, but it is the midd le of the workd ay morn ingin Germany.

When these jobs ru n can be critical, for tasks su ch as backing up operating system-levelfiles, because of the following :

A backup of these files may require that th e file not be chang ed or u sed d uring th ebackup, or the backup will fail.Program s attemp ting to change the file will fail because the ba ckup h as the filelocked.

Make a cha rt that conver ts you r local time to th e local time for all affected global sites. Withthis chart you can qu ickly see wh at the local time is for locations that wou ld be affected by a job (see following example):

A corporate “ma ster clock” (or time) should be d efined for a comp any w ith operations inmu ltiple time zones.

Two comm on m ethods are:< The time zone wh ere the corporate office is located.

For SAP in Walldor f, Germ any th is is Centra l Eur opea n Time (CET).For United Airlines in Chicago, IL, this is Centr al Standa rd Time (CST).

< Coordinated Universal Time (UTC), formerly kn own as Greenw ich Mean Time (GMT).

This comm on time is used by global operations, such as th e airlines.

The chan ge to and from “d aylight savings time” does not occur on the same d ay in allcountries. During that interim time, the “offset” time could be d ifferent.

The time conversion table (based on a 24-hour clock) below shows selected times ar ound theworld.






The Microsoft Excel file for this table is includ ed on this gu ide’s comp anion CD, wh ich islocated inside th e back cover of this book.

< Highlight the column for your local time zone, so you d o not acciden tally read thewrong colum n.

< Using a 24-hour clock eliminates the comm on A.M./ P.M. confusion.

If you u se daylight savings time, you n eed to be awar e of the da ys when the time chan ges:< Daylight savings time starts

A one-hour time p eriod will “d isappear.” Jobs sched uled to ru n in this missing hou rmay either not ru n or run as a late job. Any tasks following this change, which rely on a

job sched uled to ru n during the m issing h ou r, need to be review ed .






< Daylight savings time end s

This period creates a pr oblem wh ere a one-hou r p eriod of time repeats itself. Forexamp le, at 3:00 a.m., the clock resets back to 2:00 a.m. This time p eriod will occur tw ice.

One w ay to avoid pr oblems when d aylight savings time is switched on and off is to use

UTC (formerly know n as GMT) as your master clock. If you are in a U.S. state that d oes notuse d aylight savings time, such as H aw aii, it is not a concern.

See the following SAP not es:< 7417 - Changing to daylight savings time an d back < 102088 - End of daylight savings time: the “dou ble” hour

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Background jobs are u sed for th e following reasons:

< Users have the flexibility of scheduling jobs when they a re not in the office.< The program can be run w ithout locking a user session.< Jobs that ru n for a long time wou ld time out if run on line.

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< The job class det erm ines the start p riority of the job.

For examp le, a “class A” job wou ld sta rt before a “ class B” job, and a “class B” job wou ldstart before a “class C” job.

< Once started, all job classes hav e equa l priority.

A “class A” job will not take pr ocessing r esour ces away from a “class B” job to finishfaster.

< Jobs in the start queu e d o not a ffect runn ing jobs.

A “class A” job in the start qu eue w ill not rep lace a curren tly runn ing “class C” job.

Avoid “p laying p riority gam es” with the job class. If you make every job a “ class A” job,there is no p riority, because every job will be at the sam e priority level.

The recomm end ed m ethod is to assign all jobs to job “class C”. The exception s to thisrecommend ation are those jobs that n eed the priority. This priority increase should beproperly justified.

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A batch job ma y requ ire that a var iant be created to execute th e job.






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1. In the Command field, enter transaction SM36 and choose Enter (or from th e SA P standard menu , choose Tools → CCMS → Jobs → SM36-Definition ).

2. In Job name , enter a job nam e.

Using the standard namingconvention makes it easier to man age

jobs.

3. In the Job class , enter C .

“Class C” is the stand ard job class.

4. Choose Start condition .

5. Choose Date/Time .

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6. For Schedule start , in Date an d Time , enter the start date and time.

The Schedule start is the date and timeon the d atabase server, not the localtime.

7. On N o start after , enter the dateand time by w hich time theprogra m m ust start. If theprogram d oes not start by thespecified d ate and time, then it

will not start at all.

8. If you have a job tha t will runperiodically, perform steps 9 –13 .

If not, choose Imm ediate and skipto step 14 .

9. Select Periodic job .

10. Choose Period values .

11. Choose the app ropriate periodbutton (for examp le, Daily ).

12. Choose Check .

13. Choose Save .

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14. Choose Check .

15. Choose Save .

16. Choose Step .

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22. Choose Print specifications .

23. Enter the printer nam e or choose

to select the pr inter.

24. Select the appropriate Spool control

options.25. Under Print settings :

< Lines an d Columns values aregenerated by the report.

< For Format , choose to selectthe valu e that most closelymatches the Lines an d Columns value.

26. Choose .

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27. Choose Save .

28. Choose Save .

29. A message will appear in th estatus bar ind icating that the batch

job h as been created .

30. Choose Back .

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Background Jobs (SM37)


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Background jobs are batch jobs sched uled to run at specific times du ring the d ay.

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If you are ru nning critical jobs, you need to know if the job failed because there m ay beother p rocesses, activities, or tasks th at d epend on th ese jobs.

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You sh ould hav e a list of all the critical jobs tha t are sched uled to ru n. For each of these jobs,you shou ld have a list that shows:< When th e jobs are sched uled to ru n

< The expected run time< An em ergency contact (names and ph one nu mbers) for job failure or p roblems< Restart or problem pr ocedu res






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1. In the Command field, enter transaction SM37 and choose Enter (or from th e SA P standard menu , choose Tools → CCMS → Jobs → SM 37 - Maintenance) .

2. In Job name , enter * to get all jobs.

3. Enter one of the following option s:< * (for all user s) < User ID that the batch jobs run

un der (to limit the d isplay tothose schedu led und er aspecific user ID in User name ).

4. Under Job status , select:< Active< Finished < Canceled

5. In Fr ., enter a start d ate.

6. In To , enter an end date.

7. In after event , choose and select* .

8. Choose Execute .

9. Check for failed or cancelled jobs.

Analyze w hy jobs failed or werecancelled an d m ake the necessarycorrections.

10. Check critical jobs such as MRP,check paym ent jobs, etc.

To do this check, you need toknow th e job name.

11. From this point, you m ay do one

of the following ta sks:< Check th e job log< Get basic job inform ation

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To get basic job inform ation a t aglance using th e job tree:

1. Select the job.

2. Choose .

3. A job tree is displayed showinginforma tion such as:< Job class and status< Target server< Job step s< Job start cond itions

4. Choose .5. Choose Back .

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The graph ical job mon itor is useful wh en coordinating m any ba ckground jobs because itallows you to see individ ua l job statistics.

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The graph ical job m onitor is a visual format w here statu s is indicated by the followingcolors:< Aborted job (red)< Active job (blue)

If a job ran past its expected end time, and other jobs are schedu led to start, the grap hical jobmon itor lets you see the conflict.

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1. In the Command field, enter transaction RZ01 and choose Enter (or from th e SA P standard menu , choose Tools → CCMS → Control/Monitoring → RZ01-Job Scheduling

Monitor ).

2. Choose Time unit → Hour to get amore usable time scale.

3. Choose Legend to get a popu plegend of the colors or p atterns

used.

4. Choosing Timer ON will up datethe display every three minutes.

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This transaction shows jobs that n eed to be p rocessed or started, and jobs with errors th atneed to be resolved.

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This transaction is importan t because it alerts you to batch inp ut jobs that ar e:< New

These are jobs that a re w aiting to be pr ocessed (for example, a posting from an interfacefile). If not p rocessed, the d ata w ill not p ost to the system.

< Incorrect

These are jobs that have failed d ue to an error. The danger is that only a p ortion of the

job m ay have p osted to th e system. This p ar tia l postin g increases th e p oten tia l for datacorrup tion of a different sort, since only part of the d ata is in the system.

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1. In the Command field, enter transaction SM35 and choose Enter (or from th e SA P standard menu , choose Tools → Administration → Monitor → SM35-Batch Input ).

2. Enter a start date of at least a week ago (or even further back if peopleare not good about resolving these

jobs) in th e From field.

3. Choose .

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Operation Modes


4. Choose the N ew tab.

A list of batch inp ut sessions thatneed to be processed aredisplayed.

5. Choose the Incorrect tab.

A list of incorrect batch inp utsessions are displayed .

6. Contact the responsible user tonotify them or d etermine w hythese jobs are in:< New Sessions< Incorrect sessions

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Operation m odes allow the R/ 3 System configurations to be adapted to differentrequiremen ts. The configur ation is the mix of the nu mber of dialog (online) and batchprocesses at different times of the d ay.

When switching operation mod es, the R/ 3 wor k processes are automatically redistributed ,withou t stopping an d r estarting the instance. Only the w ork pr ocess type changes. Forexample, a work p rocess used a s a dialog process can be switched for use as a backgroundprocess. The total number of work p rocess remains the sam e.

The new process type is not activated un til the p rocess is free, which mean s that a p rocessmay not be imm ediately switched. Instead, it is set for switching a t the ear liest possibletime. For exam ple, if all backgroun d p rocesses to be switched to d ialog processes still have

jobs ru nning, the p rocesses ar e in d ividually switch ed when th e jobs are com pleted .Processing is not interrupted and normal system operation continues uninterrupted duringthe operation mode switch.

Operation m ode switches are recorded in the system log. The old pr ocess type and th e newprocess type are recorded for each switched wor k process.

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A batch job run s on a batch work p rocess until it is completed and does not “time share” thework process. Therefore, to increase the nu mber of batch jobs that are p rocessed d uring agiven period, you need to increase the num ber of batch w ork p rocesses. To achieve this

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Operation Modes


increase, you m ust also decrease the nu mber of d ialog (online) work p rocesses by the sam eamount.

This process is usua lly d one to increase the nu mber of batch sessions available to processbatch sessions at night, when m ost of the online users have gone home an d you have m anybatch jobs to run. Du ring the d ay the op posite situation occurs. The num ber of batch w ork processes is reduced, and the nu mber of dialog work p rocesses is increased to accomm odatethe nu mber of online users.

For example:

Mode Dialog WP Batch WP

Day 5 2

Night 2 5

There should alw ays be a minimu m of two d ialog processes. Do not redu ce the value belowtwo.

There must be at least two batch w ork pr ocesses on the system. An individu al instance,such as a d ialog ap plication server, could be configured withou t a batch w ork p rocess. Butthere mu st be batch w ork pr ocesses to use somew here on the system, or a task (such as atransp ort) will fail if it needs a batch work process to execute.

For small clients with little batch pr ocessing at n ight, the ad ditional pr ocess of configuringand maintaining operation mod es may not be necessary. Not using opera tion modesredu ces the level of administration required to maintain the system. Although on ce

configured a nd run ning, there is little maintenan ce required.

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To set up and use the operations modes:

1. Define the operation mod e ( RZ 04 ).

2. Assign the instance definition to an operation mod e ( RZ 04 ).

3. Define the distribution of wor k processes for the operation modes ( RZ 04 ).

This distribution is the mix of dialog and batch work processes.

4. Assign the operation mod es ( SM63 ).

Define or set the sched ule of wh en the mod es will switch and to w hat m ode it willswitch to.




Operation Modes


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1. In the Command field, enter transaction RZ04 and choose Enter (or from th e SA P standard menu , choose Tools → CCMS → Configuration → RZ 04 - OP M odes/instances ).

2. Choose .

3. In the Operation Mode field, ent er anam e or title description.

4. In Description , enter a shortdescription for the mod e.

5. Choose Save .

Make the name and descriptions meaningful, such as day mode an d night mode , which ma kes iteasier to select them later.

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Operation Modes


Productive Operation Modes are for normal R/ 3 operation.

Test Operation Modes are used for systems wh ere developmen t work or testing is being done.Test O peration M ode can be switched ma nu ally or by u sing the timetable.

6. The Operation mode (for example, day )is created.

7. Repeat the above steps for anyadd itional operation m odes (forexample, afternoon an d nite ) you need.

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Operation Modes


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The first time th e CCMS: Maintain Operation Modes and Instances screen is opened , there are no operationmod es. This process popu lates the screen.


2. Choose Inst ances/operation m odes .

3. To gener ate an instan ce definitionfor our host, from the menu bar,choose Settings → Based on current status → N ew instances → Generate .

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Operation Modes


4. The instances are pop ulated.

5. Choose Save .

6. Choose Back .

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Operation Modes


3. Choose any operation mod e.

4. Choose .

5. Choose Other operation mode .

6. Choose to select an oper ationmode.

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Operation Modes


7. Choose the new Operation Mode (for example, morning ).

8. Choose .

9. At this po int, you can also definethe w ork p rocess distribution (see

Defining Dist ribution of Work Processes later in this chap ter).

10. Choose Save .

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Operation Modes


11. Under Op M ode , the new oper ationmode, morning , appears.

12. Choose Save .

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2. Select the oper ation mod e youwish to define (for examp le, nite ).


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Operation Modes


4. Select an OP M ode , for examp lenite .

5. Choose .

6. Click in the Background field.

Do not change any other field.

Use the minus ( -) or plus ( + )buttons to red uce or increase thenum ber of Background work pr ocesses. This step autom aticallychanges the num ber of Dialog work processes by the opp ositeamou nt, to keep total nu mber of work p rocesses the same.

In this examp le, we increased th enum ber of background work pr ocesses from 1 to 3 .

7. Choose Save.

Remember that there should alw ays be a minimu m of:< Two d ialog pr ocesses on an instance< Two batch w ork p rocesses on a system

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Operation Modes


8. The changes now app ear on thisscreen.

9. Choose Save .

10. Rep eat for all the other op erationmodes.

11. Choose Save .

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Operation Modes


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1. In the Command field, enter transaction SM63 and choose Enter (or from th e SA P standard menu , choose Tools → CCMS → Configuration → SM63 – Operation modecalendar ).

2. Select Normal operation (24hr).

3. Choose Chan. (Change ).

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Operation Modes


4. This screen show s the timetab le.

The dashed arrow ( = => ) indicatesthe current time.

5. Double-click on the beginn ing andending times when the operationmod e should be in effect.

6. Choose Assign .

7. In Op. mode , choose .

8. Choose the mode to assign (forexample, day ).

9. Choose .

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Operation Modes


12. Repeat steps 5 –11 for the otheroperation mod e(s).

13. Choose Save .

14. When the Operation Mode switches,entries appear in the system log(transaction SM21 ).

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Backups


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3HULRGLF $UFKLYDOVAt the end of the quarter:< Mad e certain you get a usable backup at the end of the qua rter.< Send q uarter-end backup tap es offsite for an extended period.

At the end of the year:< Make certain to get a usable backup at year-end.< Send the backup tapes offsite for an extended period.

Be aware that you m ay have two year-end backup dates:< End of the calend ar or fiscal year< After the financial books are closed for the year

This period ma y be several month s after the end of the fiscal year.

The length of the “extend ed” p eriod should be d etermined by you r legal and finan cedep artmen ts, external aud itors, and others as approp riate in the compan y (for moreinformation, see discussion in chapter 3).

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See the p rocedu res in chap ter 3, 15, and 17.

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An offline backup of the entire server is don e at the operating system level. This processrequires that the R/ 3 System and th e database be dow n so that no files are open.

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Performing an offline backup is necessary for files that cannot be backed up if the R/ 3

System or th e databa se is active. With this full-server backup , you kn ow you have“everything” on the server. If you experience major system p roblems, you will have adefined point from wh ere everything is backed u p and from wh ere you can begin a restore.




Backups


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A full-server backup should be performed before and after major chan ges on the server,such as:<

Installing new softwa re< Upgrading installed software< Changing hardware

If a change has a catastrop hic effect (a disaster), you will need to recover the server to its“before-the-chan ge” state.

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To perform a full server backup:

1. Stop the R/ 3 System.

2. Stop the da tabase.

3. Stop all “services” (NT).

4. Execute the backup u sing your backup pr ogram (database and file system).

5. Check backup times and logs.

6. Cycle the server.






Backups


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1. In the Command field, enter transaction DB13 and choose Enter (or from th e SAP Standard Menu, choose Tools → CCMS → DB Administration → DB13-DBA PlanningCalendar ).

2. Look for the backup job tha t islisted und er each d ata square.

3. If the backup failed, the job will beindicated in red.

In Release 4.6, red-text jobs couldalso mean that th e job log isun available, and the job could stillbe running.

4. Select the entr y for the backup.

5. Choose Action logs .

This is the job log from thebackup.

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Backups


2SHUDWLQJ 6\VWHP /HYHO %DFNXSVThe gener al pr ocess is as follow s:

1. Record the usual or expected run time for the backup.

2. Comp are the actual backup time to the expected (usu al) run time for the backup .

If the backup takes longer or shorter than th is time, there may be a problem that need sto be investigated.

Any failed backup mu st be imm ediately investigated and resolved.

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For your U NIX-level backup , review the r esults using the a pp ropr iate UNIX backup

application.17

We assume that you are using the NTBackup ap plication. If you are u sing another progr am,use that pr ogram’s docum entation to determine its status after backup .

NTBackup records some log information in the NT event logs. A more sp ecific log is writtento a file as sp ecified wh en N TBackup is run.

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1. From the Window s NT desktop,choose Start → Programs →

Admin istrative tools → Event viewer.

Create a shortcut on your d esktop toth e Admin istrative tools group.

2. Choose Log →

A pplication .3. Under Source , look for th e

N TBackup entries.

4. Check for error messag es, wh ichare indicated in red .

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5. To view the details for a lineentr y, dou ble-click on the line.This view w ill give you a bit moreinformation.

5HYLHZ WKH 17%DFNXS ORJIf the event log ind icates pr oblems:

1. Review the N TBackup log to determine more specifically what the error was.

2. Using tha t informa tion, take corrective action.

The NTBackup log is by default: c:\ winnt\ backup.log. If the N TBackup writes to a different file or directory,you n eed to review th at file.

1. In Explorer , select the d irectoryc:\ Winnt .

2. Dou ble-click on Backup.log .

Backup.log is a text file. This stepassum es that you have N otepad associated w ith the extension log .

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Checking Consumable Supplies


3. Scroll thr oug h the file to look forany problems.

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Consum able supp lies are those that you u se regularly, such as:< Cleaning cartridges< Data cartridges (tape and disk)<

Laser p rinter toner< Ink cartridges< Batteries< Forms< Envelopes, etc.

Within the group of consumable sup plies are “critical sup plies.” If these supp lies run out,your bu siness operations could be affected or stop ped . Examples are prep rinted forms w ithyour comp any’s nam e or other special printing and magn etic toner cartridges. The amoun tof spare sup plies pu rchased and av ailable on-hand should be enough to accomm odatevarying u sage levels and to allow for time to pu rchase replacements.

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Running ou t of supp lies will create an inconvenience, or even an operational problem.

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If an item is critical, and you run out of it, business operation m ay stop.





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Operation Modes