Anatomy of a PeopleSoft Archiving Project Top Issues to Consider Jerry Schorn Princeton Softech
Agenda:  Addressing the Challenges <ul><li>Key challenges for PeopleSoft sites </li></ul><ul><ul><li>Performance and servi...
Common Symptoms <ul><li>Missed deadlines for critical business processes </li></ul><ul><ul><li>End of period financial clo...
Components
Strategic Issues for Implementation
Assess <ul><li>Evaluate priorities </li></ul><ul><ul><li>Which modules exhibit “symptoms”? </li></ul></ul><ul><ul><li>Whic...
Classify <ul><li>Identify Complete Business Objects </li></ul><ul><ul><li>Historical reference snapshot </li></ul></ul><ul...
Complete Business Object Example Journals
Classification Example Paycheck processing data and balances Audit Yearly 2 Payroll Billing input Troubleshooting Quarterl...
Subset and Mask <ul><li>Extract specific business objects for testing </li></ul><ul><ul><li>Subsets save space, speed iter...
Archive <ul><li>Confirm processing accuracy </li></ul><ul><ul><li>Prevent orphans! </li></ul></ul><ul><li>Evaluate archive...
Functional Condition Checks Example Archive  Invoices  (as well as consolidated Invoices) for any  Accounting Date  and  B...
Store <ul><li>Determine format of archives </li></ul><ul><ul><li>DBMS vs. file   </li></ul></ul><ul><li>Define hardware ta...
Infrastructure Example Tier I Tape Financials v 8.4 Financials v 8.0 HCM  v 8.3 HCM  v 7.5 DATA DATA DATA DATA Archive Ser...
Access <ul><li>Analyze use cases vs. cost of access </li></ul><ul><ul><li>Goal:  match SLA to value to cost </li></ul></ul...
Access Example Year 11 Years 3 - 10 Year 2 Current Year Asset Input (AM) Year 11 Years 6 - 10 Years 3 – 5 Current – 2Y Ret...
Dispose <ul><li>Build cross-functional team </li></ul><ul><ul><li>Business, legal, audit, IT </li></ul></ul><ul><ul><li>Bu...
Princeton Softech Optim ™ <ul><li>Single solution for managing  enterprise application data throughout  the information li...
Princeton Softech <ul><li>Proven leader in Enterprise Data Management </li></ul><ul><ul><li>Solving complex data managemen...
Evolution of Partnership <ul><li>PeopleSoft Tools and Technology Partner  </li></ul><ul><ul><li>Regular meetings with Peop...
Optim:  Widest Support for PeopleSoft Enterprise <ul><li>Financials </li></ul><ul><ul><li>G/L, A/P, A/R, Billing, Asset Ma...
Princeton Softech Clients – ERP Archiving Puerto Rico  Federal Affairs Administration State of Georgia
 
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  • How to use this presentation: This is a slide deck for a public event such as a user group presentation, or for a client meeting with a cross-functional business and IT team. For a public forum, use only the “idea” slides; for a client meeting, also incorporate the product-specific slides. The purpose of the deck is to set blocks and traps for the competition. The slides illustrate how our solution is different , so that the client can decide if our solution is better .
  • Managing PeopleSoft for maximum business value at lowest cost Consistently achieve Service Level Agreements (SLAs) Complete key business processes on time, every time Avoid over-provisioning of costly IT resources Automating PeopleSoft data retention What do we keep, and for how long? How can we “prove” retention compliance? Planning the “Path to Project Fusion” How can we reduce the risk and cost of upgrading? How can we safeguard our historical business records as we progress toward Project Fusion?
  • There are many components to an Enterprise Data Management project. For each component or aspect of a project, clients must consider multiple questions and options, and determine the approach that best meets their needs. Once they know which approach works best, they can evaluate solution alternatives that meet that approach. Hint: for every component, Optim is the only solution that supports the full range of alternatives from which the company will want to choose.
  • This slide refers to both as the clients need to classify their applications first and the SLA to access archived data AS WELL as the business objects. Business objects within application have different values based on time as depicted in the original graphic. This slide expands the scope of an evaluation to multiple applications AND makes the point that access to archived data should be at different SLAs. Sub-second response is not required or desirable, so you do not need to store archives in a DBMS. Classify is a key aspect of a data management project. Clients will want to assemble a cross-functional team including line of business representatives, DBAs, application owners, legal, risk management and potentially other stakeholders as well. Key thread here is that the business owns the data, but IT owns the infrastructure and must choose a solution that meets the requirements of the line of business. Key points here: What business objects or transactions do you want to archive? For example: payments, vouchers, paychecks, etc. Solution must capture the complete business object, including both the transaction detail and the master &amp; reference information (e.g., referentially-intact subset). Solution must also support functional integrity checks that indicate when it is safe and appropriate to archive a business record. For example, you can’t archive a payment just because it is old. You need to make sure it is fully paid and posted. What are the retention requirements? Here, cross functional consensus is key – include risk management, legal counsel, line of business representatives and IT. Considering regulations, corporate guidelines and industry best practices, determine not only what records to retain, but also their value at different points in time, and when to delete them (e.g., to prevent information assets from becoming information liabilities). Once you’ve determined what to archive and how long to keep it, you can assign discrete service levels for each class of transaction record. The services levels will depend on who is accessing and using the data, and for what purpose. These are the “post archive use cases.” For example, for archive financials that are 2 – 5 years old, the main purpose may be to generate trend analysis reports. So, you might want to enable self-help, on-demand access with canned reports and queries. To respond to an audit inquiry on historical transaction records that are 5 – 7 years old, perhaps you have a 24 hr turnaround from IT. Determine, communicate and monitor performance to the SLAs. You may also need to retrieve data from the archive and reload it to a temporary DBMS. Make sure the chosen solution supports this option.
  • This is an example of one client’s ILM infrastructure. They leveraged an enterprise toolset for archiving and managing data across different applications and storage devices. Data is moved from tier to tier based on the company’s business rules. Also in this slide, discuss the flexibility provided by having a separate archive server. The Server option presents a cleaner architectural configuration and makes it easier to standardize data management across applications and storage platforms.
  • While data does lose value over time, the value rarely falls to zero. Only when legal counsel requires data to be destroyed would the value actually become zero. Since there is usually a value, the need to access or otherwise retrieve the data must be deployed. The issue of data retrieval is not trivial and is not to be taken lightly. Retrieval methods, like storage methods have changed quickly and dramatically over the last ten years and will continue to change at the same pace. The issue of retrieval is both how often and at what frequency aged data will be needed. While government regulations require information to be ‘accessible’, the intent is not online, sub-second retrievals. A practical and pragmatic approach to the retrieval issue must be found. Information that can be retrieved within 3 days and showed in the original format as the day it was created will most likely suffice for most business transactions. For this reasons, retrieval service levels need to be developed in conjunction with the business community. Issues to be considered are: What are the retrieval SLAs for each business object? How will the business community know information has been archived? Do I need application access to aged data? How will access impact our operational service levels? What tools should I deploy? How will I be able to adapt to changing storage technologies? How will new access methods be deployed? Should the archive be able to be retrieved in a stand alone environment? Can archived data be loaded into a temporary DBMS for prolonged analysis? Who is allowed to access the aged information? What about security?
  • More than 100 predefined archive templates for the following modules: Human Capital Management Financials Supply Chain Management PeopleSoft Versions 7.5 to 8.8 Databases: Oracle, DB2, SQL Server, DB2 UDB, Sybase, Informix Native Platforms: Unix, Microsoft, z/OS
  • © 2005 Princeton Softech, Inc. Anatomy of a PeopleSoft ...

    1. 1. Anatomy of a PeopleSoft Archiving Project Top Issues to Consider Jerry Schorn Princeton Softech
    2. 2. Agenda: Addressing the Challenges <ul><li>Key challenges for PeopleSoft sites </li></ul><ul><ul><li>Performance and service levels </li></ul></ul><ul><ul><li>Data retention compliance </li></ul></ul><ul><ul><li>Storage management </li></ul></ul><ul><ul><li>Data growth management </li></ul></ul><ul><ul><li>Application upgrades </li></ul></ul><ul><li>How can archiving help? </li></ul>
    3. 3. Common Symptoms <ul><li>Missed deadlines for critical business processes </li></ul><ul><ul><li>End of period financial close </li></ul></ul><ul><ul><li>Payroll processing </li></ul></ul><ul><li>Deterioration in ad hoc query performance </li></ul><ul><li>Recent audit findings around data retention </li></ul><ul><li>Unplanned IT budget variances </li></ul><ul><li>Upgrade projects on hold indefinitely </li></ul>
    4. 4. Components
    5. 5. Strategic Issues for Implementation
    6. 6. Assess <ul><li>Evaluate priorities </li></ul><ul><ul><li>Which modules exhibit “symptoms”? </li></ul></ul><ul><ul><li>Which versions targeted for sunset? </li></ul></ul><ul><li>Define project goals </li></ul><ul><ul><li>May vary by module and version </li></ul></ul><ul><ul><li>Examples: speed payroll processing, support audit readiness, optimize storage utilization, more </li></ul></ul>
    7. 7. Classify <ul><li>Identify Complete Business Objects </li></ul><ul><ul><li>Historical reference snapshot </li></ul></ul><ul><ul><li>Examples </li></ul></ul><ul><li>Develop post-archive use cases </li></ul><ul><ul><li>Who, what, how? </li></ul></ul><ul><ul><li>SLA for access </li></ul></ul><ul><ul><li>Retention requirements </li></ul></ul>
    8. 8. Complete Business Object Example Journals
    9. 9. Classification Example Paycheck processing data and balances Audit Yearly 2 Payroll Billing input Troubleshooting Quarterly 1 Billing Interface Invoices Audit; Trend analysis Yearly 3 Billing Vouchers, Payments, fully paid and posted Audit; Trend analysis Yearly 3 AP Ledgers, Journals, fully posted Audit; Trend analysis Yearly 3 GL Business Objects Access Requirements Archiving Retention Application
    10. 10. Subset and Mask <ul><li>Extract specific business objects for testing </li></ul><ul><ul><li>Subsets save space, speed iterative testing cycles </li></ul></ul><ul><li>Mask confidential data to protect privacy </li></ul><ul><ul><li>Support compliance with government regulations and industry standards (HIPAA,, GLBA, PIPEDA, DDP, PCI) </li></ul></ul>
    11. 11. Archive <ul><li>Confirm processing accuracy </li></ul><ul><ul><li>Prevent orphans! </li></ul></ul><ul><li>Evaluate archive administration and controls </li></ul><ul><ul><li>Functional condition checks </li></ul></ul><ul><ul><li>Application integration </li></ul></ul><ul><ul><li>Support for customizations </li></ul></ul><ul><li>Determine operational practices </li></ul><ul><ul><li>Frequency of archive </li></ul></ul><ul><ul><li>Automated or manual operations </li></ul></ul><ul><ul><li>Online or offline </li></ul></ul>
    12. 12. Functional Condition Checks Example Archive Invoices (as well as consolidated Invoices) for any Accounting Date and Business Unit values Billing Archive Items and Payments for any Accounting Date and Business Unit values Accounts Receivable Archive Vouchers and Payments for any Accounting Period, Bank Set ID and Bank Code values Accounts Payable Archive Ledgers and Journals for any Accounting Period , Business Unit and Ledger Group values General Ledger
    13. 13. Store <ul><li>Determine format of archives </li></ul><ul><ul><li>DBMS vs. file </li></ul></ul><ul><li>Define hardware targets </li></ul><ul><ul><li>Number of tiers </li></ul></ul><ul><ul><li>Types of devices </li></ul></ul><ul><li>Define file management </li></ul><ul><ul><li>Across storage tiers </li></ul></ul><ul><ul><li>Manual, or integrated storage controller (IBM Tivoli, Symantec) </li></ul></ul>
    14. 14. Infrastructure Example Tier I Tape Financials v 8.4 Financials v 8.0 HCM v 8.3 HCM v 7.5 DATA DATA DATA DATA Archive Server CAS Optical Tier III DATA Tier II DATA Disposal
    15. 15. Access <ul><li>Analyze use cases vs. cost of access </li></ul><ul><ul><li>Goal: match SLA to value to cost </li></ul></ul><ul><ul><li>Application independent access </li></ul></ul><ul><ul><li>Native application access </li></ul></ul><ul><li>Communicate access terms & conditions </li></ul><ul><ul><li>SLAs </li></ul></ul><ul><ul><li>Resource provisioning </li></ul></ul><ul><ul><li>Training on access paths </li></ul></ul><ul><li>Retrieve from archive, reload to temporary environment </li></ul>
    16. 16. Access Example Year 11 Years 3 - 10 Year 2 Current Year Asset Input (AM) Year 11 Years 6 - 10 Years 3 – 5 Current – 2Y Retired Assets (AM) Year 11 Years 6 - 10 Years 3 – 5 Current – 2Y Invoices (AR) Year 11 Years 6 - 10 Years 3 – 5 Current – 2Y Payments (AP) Year 11 Years 6 - 10 Years 3 – 5 Current – 2Y Vouchers (AP) Year 11 Years 6 - 10 Years 3 – 5 Current – 2Y Journals (GL) Year 11 Years 6 - 10 Years 3 - 5 Current – 2Y Ledgers (GL) Delete Application Independent Access – Queries (24 Hr IT Turnaround) Application Independent Access (Standard Reports – On Demand) Native Access Business Object Access SLAs
    17. 17. Dispose <ul><li>Build cross-functional team </li></ul><ul><ul><li>Business, legal, audit, IT </li></ul></ul><ul><ul><li>Business owns data, IT manages supporting infrastructure </li></ul></ul><ul><li>Determine data deletion policies </li></ul><ul><ul><li>Signoff by stakeholders </li></ul></ul><ul><ul><li>Which records to delete, and when </li></ul></ul><ul><li>Ensure orderly disposal </li></ul><ul><ul><li>Automated or manual delete </li></ul></ul><ul><ul><li>Audit trails </li></ul></ul>
    18. 18. Princeton Softech Optim ™ <ul><li>Single solution for managing enterprise application data throughout the information lifecycle </li></ul><ul><li>Applies business rules to assess, classify, archive, subset, de-identify, store, retain and access enterprise application data </li></ul><ul><li>Supports and scales across applications, databases, operating systems and hardware platforms </li></ul><ul><li>Optimizes the business value of your IT infrastructure </li></ul>
    19. 19. Princeton Softech <ul><li>Proven leader in Enterprise Data Management </li></ul><ul><ul><li>Solving complex data management issues since 1989 </li></ul></ul><ul><ul><li>In-depth functional knowledge of mission-critical applications and the business rules that govern them </li></ul></ul><ul><ul><li>Over 2,200 customers worldwide </li></ul></ul><ul><ul><ul><li>Including nearly half of the Fortune 500 </li></ul></ul></ul><ul><ul><li>Only true enterprise solution: across applications, databases, hardware platforms and operating systems </li></ul></ul>
    20. 20. Evolution of Partnership <ul><li>PeopleSoft Tools and Technology Partner </li></ul><ul><ul><li>Regular meetings with PeopleSoft development </li></ul></ul><ul><ul><li>Pre-GA software access </li></ul></ul><ul><li>January 2006: Oracle Consulting partnership to speed deployment of Optim™ enterprise data solution </li></ul><ul><li>Only Oracle partner offering a single, consistent data management solution – validated by Oracle and applicable across entire Oracle stack </li></ul><ul><ul><li>E-Business Suite, Oracle E-Business Suite, JD Edwards EnterpriseOne, Retek, Siebel </li></ul></ul><ul><ul><li>All custom/packaged applications running on Oracle DBs </li></ul></ul><ul><ul><li>Provides a future-proof path to Project Fusion </li></ul></ul>
    21. 21. Optim: Widest Support for PeopleSoft Enterprise <ul><li>Financials </li></ul><ul><ul><li>G/L, A/P, A/R, Billing, Asset Management, Purchase Orders, Project Costing </li></ul></ul><ul><li>Human Resources </li></ul><ul><ul><li>North American Payroll, Base Benefits, Benefits & Administration, Time & Labor, Recruit Workforce, Global Payroll (Base, France, UK, Australia, Hong Kong), Canadian Payroll </li></ul></ul><ul><li>Supply Chain Management </li></ul><ul><ul><li>Inventory, Order Management </li></ul></ul><ul><li>7.5 and Above </li></ul><ul><li>Oracle, SQL Server, Sybase, Informix, UDB, DB2 z/OS </li></ul>
    22. 22. Princeton Softech Clients – ERP Archiving Puerto Rico Federal Affairs Administration State of Georgia

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