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Anatomy of an Archiving Project

Important Considerations

PeopleSoft & JDE Focus

SNUG MeetingNovember 3, 2006

Jesse Johnson

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Agenda: Addressing the Challenges

Key challenges for PeopleSoft sites-Performance and service levels

-Data retention compliance-Storage management-Data growth management-Application upgradesHow can archiving help?

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Common Symptoms

Missed deadlines for critical business processes

- End of period financial close- Payroll processing

Deterioration in ad hoc query performance

Recent audit findings around data retentionUnplanned IT budget variances

Upgrade projects on hold indefinitely

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Results from PeopleSoft Sites

Successfully archived millions of rows within batch window (<7 hours)CM_ACCTG_LINE : Was 26 million rows, Now 6 million rows

Chivas

Reduced scheduled MIPS upgrade by 50% or 4,000 MIPSHSBC

Archiving generated a first year ROI that exceeded our investment in archive software and labor

Giant Eagle

Implemented in to production in 2 months--by one staffer, part-time projectAIMCO

Financial reporting 50% fasterBausch and Lomb

500 GB PeopleSoft Financials database was reduced 50% Key functional processes now running 25% to 300% faster Upgrade run-time (7.5 to 8.4 Fin) reduced from 140 to 50 hours.

VOLT Information Sciences

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Components

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Strategic Issues for Implementation

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Assess

Evaluate priorities- Which modules exhibit symptoms ?- Which versions targeted for sunset?

Define project goals- May vary by module and version

- Examples: speed payroll processing, support audit readiness, optimize storage utilization, more

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Classify

Identify Complete Business Objects- Historical reference snapshot

Develop post-archive use cases- Who, what, how?- SLA for access- Retention requirements

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Classification Example

Paycheck processing data and balances

AuditYearly2Payroll

Billing inputTroubleshootingQuarterly1Billing Interface

InvoicesAudit; Trend analysis

Yearly3Billing

Vouchers, Payments, fully paid and posted

Audit; Trend analysis

Yearly3AP

Ledgers, Journals, fully posted

Audit; Trend analysis

Yearly3GL

Business ObjectsAccess Requirements

ArchivingRetentionApplication

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Journals

Complete Business Object Example

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Archive

Confirm processing accuracy- Prevent orphans!

Evaluate archive administration and controls - Functional condition checks- Application integration- Support for customizations

Determine operational practices- Frequency of archive- Automated or manual operations- Online or offline

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Store

Determine format of archives- DBMS vs. file

Define hardware targets- Number of tiers- Types of devices

Define file management - Across storage tiers

- Manual, or integrated storage controller (IBM Tivoli, Symantec)

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Infrastructure Example

DATADATA

DATADATA

Tier I

Archive Server

CAS OpticalTier III

DATATier II

DATA

DisposalTape

Financials v 8.4

Financials v 8.0 HCM v 8.3

HCM v 7.5

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Access

Analyze use cases vs. cost of access- Goal: match SLA to value to cost- Application independent access- Native application access

Communicate access terms & conditions- SLAs- Resource provisioning- Training on access paths

Retrieve from archive, reload to temporary environment

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Tune

Deletes are expensive

- Evaluate indexing and partitioning strategies

- Tune SQL to match constraintsPeriodically review progress

- Archive more modules, more data?

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Dispose

Build cross-functional team- Business, legal, audit, IT

- Business owns data, IT manages supporting infrastructure

Determine data deletion policies- Signoff by stakeholders- Which records to delete, and when

Ensure orderly disposal- Automated or manual delete- Audit trails

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Princeton Softech, the Leader in Enterprise Data Management

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Princeton Softech

Proven leader in Enterprise Data Management- Solving complex data management issues since 1989

- In-depth functional knowledge of mission-critical applications and the business rules that govern them

- Over 2,200 customers worldwideIncluding nearly half of the Fortune 500

- Only true enterprise solution: across applications, databases, hardware platforms and operating systems

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Evolution of Partnership

PeopleSoft Tools and Technology Partner - Regular meetings with PeopleSoft development- Pre-GA software access

January 2006: Oracle Consulting partnership to speed deployment of Optim enterprise data solution

Only Oracle partner offering a single, consistent data management solution validated by Oracle and applicable across entire Oracle stack

- E-Business Suite, Oracle E-Business Suite, JD Edwards EnterpriseOne, Retek, Siebel

- All custom and packaged applications running on Oracle databases- Provides a future-proof path to Project Fusion

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Princeton Softech Optim

Single solution for managing enterprise application data throughout the information lifecycle

Applies business rules to assess, classify, archive, subset, de-identify, store, retain and access enterprise application data

Supports and scales across applications, databases, operating systems and hardware platformsOptimizes the business value of your IT infrastructure

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One Companys Compliance Challenge

Major publicly-held electric utility company

Subject to SEC and Nuclear Regulatory Agency data retention regulations

Maintaining multiple legacy versions of unsupported PeopleSoft applications Failed Deloitte and Touche SOX Audit

- Unsupported vendor versions posed unacceptable risk

- No single version of the truth

Ordered to establish repeatable, consistent, and unalterable transaction retention processes by year-end

- Else: SOX non-compliance at Government deadline

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Success: Sunsetting, Data Retention

Princeton Softech Optim- Archived historical business records for legacy

ERP systems; sunset unsupported versionsStandardized on current, vendor-supported version and common archive systemPassed Deloitte and Touche SOX audit

- Consistent, repeatable, unalterable financials retention

Established consistent reporting across application versions

- Business records preserved in audit-ready, snapshot in time format

- Respond accurately to discovery requestsArchiving support across future PeopleSoft upgrades

- Well positioned for their next upgrade, with less downtime

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ERP Client: Chiquita Brands

JD Edwards EnterpriseOne supports core banana business

- GL, AP, AR, Sales Orders, Work Orders, Purchase Orders, Project Management

- Single global instance for NA/SA, EMEA - 1000 users, 400 concurrent during peak periods

Proactive approach to handle future data growth impacts- Data growing 9 gb per month - Potential for slower query response, longer batch cycles

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Technical requirements- Integrated JD Edwards archive templates- Support for SQL database- Ease of implementation- Support for archiving architecture production, online archive, compliance

archiveBusiness requirements

- Corporate strategy purchase off the shelf softwareAvoid in-house development Resource drain

- PeopleSoft partner certificationCorporate standard for all 3rd party applications interfacing with ERP

- No loss of access to informationFacilitate year-over-year (YOY) reporting

Solution: Princeton Softech Optim

Chiquita: Archive Solution Requirements

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Chiquita: Archiving Architecture

Compliance Archive

Production

Online ArchiveProduction Database Archive

Database

EMC Centera

Native Application Access to Archives

SQL, XML, ODBC/JDBC,

Report Writers, etc.

Access to Archives via Standard Tools

Years 0 - 2 Years 3 - 5 Years x - y

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Chiquita: Implementation & Anticipated Benefits

ImplementationValidated implementation process for modules

- Example: how to implement standard G/L template out of the box and

- Leverage capability to incorporate site-specific customizations

Validated archive process based Chiquita s specificationsValidating access to data in archives

Anticipated BenefitsGrowing the business without growing the database

Avoid adverse impacts of data growth

Improve performance, online and offline Streamline database maintenance

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Chiquita: Lessons Learned

Develop cross-functional consensus on archiving project- Business owns the data, IT manages the infrastructure to support business

requirementsIdentify resources needed from each department

- Business owners for each module implemented- They play an active role in proof steps, understanding information lifecycle

flow, verify data integrityDemonstrate proof steps to resolve any concerns about access to information Focus on biggest bang

- Example: G/L and Sarbanes Oxley requirementsArchiving helps address the global business requirement of maintaining

a high performing ERP system during peak instances, such as Quarter Closes or Big Sales Days. Bottom line from IT, archiving will help us exceed our SLAs.

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Princeton Softech Clients ERP Archiving

Puerto Rico Federal Affairs Administration

State of Georgia

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