Make the right-size move to S/4HANA: organisations planning to migrate to S/4 can minimise the cost and time of the migration by removing obsolete data that can be archived or deleted. Implementing a proper Data Management strategy from the early stages can decrease in the TCO of your SAP HANA landscape. These are the slides used in the webinar called "Data Management: The cornerstone to succeed in the move to S/4HANA" hosted by the SAP User Group of UK&Ireland and TJC Group on the 17th September 2020. If you want to know more about how to tackle these challenges, get in touch with contact@tjc-group.com

1. Data Management:
The cornerstone to succeed
in the move to S/4HANA
Followed by a live Q&A session
Hosted by:

2. KEY FACTS
• + 23 years of experience in Data Volume Management
• SAP Certified solutions to overcome DVM challenges
• Thought Leadership in Data Archiving & GDPR and
Retirement of legacy systems
• SAP Partners
• +500 clients
Genuine experts in Data Volume Management
TJC Company Overview
www.tjc-group.com

3. TJC Group: 4 areas of expertise
Make the right-sized move to S/4HANA and Lower the TCO of S4,
Automation of recurring Data Archiving for long-term benefits
.
DATA ARCHIVING & SAP ILM
01
Manage data in your SAP systems to comply with General
Data Protection Regulations.
GDPR DATA MANAGEMENT
02
• For SAP and non-SAP systems
• Based on SAP Cloud Platform
RETIREMENT OF LEGACY SYSTEMS
03
• Compliancy with tax and audit regulations
• FEC AND SAF-T regulations
COMPLIANCY: TAX & AUDIT READINESS04
www.tjc-group.com

4. Today’s Agenda
• Is your Organisation ready for S/4HANA move?
• Legacy Systems: Retain or Decommission?
• Will your data be trackable and traceable?
• TCO: have all the aspects been considered?
• Q&A Session

5. POLLS
1. Is your Organisation ready for S/4HANA move?
A) Yes, we plan to move to S4
B) We are already on S4
C) No, we intend to move to another ERP
D) We haven’t considered it yet
E) I don’t know
2. When are you planning to move to S4?
A) Before 2023
B) By 2025
C) Later than 2025
D) I don’t know

6. Ready for S/4HANA ?

7. EXPERTISE WORK PROCESS CONTINUITY
Global DVM Strategy by TJC Group
with archiving automate ASC in ECC,
BW, EWM,APO,CRM or Solman
Copy/Paste your DVM strategy
with installation of ASC on
S/4HANA whether On-premise
or Cloud
Safe license path for ASC to
S/4HANA access to ECC6 archived
files & volume growth controlled
through archiving automation
ECC6 TJC Workscope S/4HANA
DVM: Value Proposition for S4 move

8. Case Study
Preparing SAP ECC6 for the Future

9. Dunelm: Preparing for the move to S4

10. Dunelm: Preparing for the move to S4
Reducing DV
to improve
Performance
Secured data
in archive
files for legal
retention
Archive files
replicated
in AWS
Cloud
All work
serves as
preparation
for S4
• Data Archiving program on technical & business Objects
• TJC Archiving Sessions Cockpit [ASC] for workload
automation
• Database Volume reduction for performance improvement
• Archive files located on AWS for cost-savings and resilience
Direct savings on AWS storage relocation from On-premise –
2.1TB archive files – savings £8,000 per annum with the benefit
of double capacity for resilience within that price

11. DATA ARCHIVING
STARTED BY DUNELM
TJC TO STREAMLINE DATA
ARCHIVING RESULTS
AWS CLOUD STORAGE
Data Archiving started in-house manually but It was identified
they required more specific knowledge & resources to move it
forward for greater benefits.
TJC expertise turbocharged the results by identifying and
working on more archive objects and larger volume reductions
The Big Win: automating manual processes with the Archiving
Sessions Cockpit, [an application certified by SAP] reduces the
long-term costs
Further reducing costs and energy consumption moving
archive files into the cloud and with duplication for resilience.
Dunelm: Takeaways
GREATER RESULTS WITH THE ASC
ARCHIVE SESSIONS COCKPIT

12. Moving to HEC, then S4?
Case Study

13. BT: The Move to S4

14. BT: The Move to S4

15. Data
Volume
Reduction
Reduced
Migration
Times
Data
Integrity
& Security
Reduced
projected
HANA
costs
• ECC business data reduced by 4.3 TB to support move to
HEC and reduced final S/4 HANA cloud platform costs
• Time-window compressed to assist HEC migration
period [& restore if required]
• Data secured in controlled archives and GDPR sensitive
data identified, selected, deleted/retained as per
Company Information Retention Policy
Capacity of data volume saved – 4.3TB and 6.1TB = 10.4TB
Typical cost for HANA memory/disk on cloud =
£31/GB/annum
Annual - £322,400 5 Years total - £1.55 Million
BT: The Move to S4

16. DATA ARCHIVING STARTED BY BT TO
SUPPORT MIGRATION TIMESCALES
BW: NLS ARCHIVING TO MANAGE
HANA COSTS IN TARGET S4 SYSTEM
GDPR: EXTENDED ARCHIVING WITH
ILM OBJECTS TO CONTROL DATA
Data Archiving started in ECC and automated to minimize
resources and maximise data volume reductions. Data secured,
named & traceable for Tax/Audit/Regulatory purposes.
TJC expertise enables a ‘bottom-up’ approach to SAP ERP
systems and select the identified GDPR sensitive data for
action(s) – Retention/deletion.
By removing significant data from BW reduces the target
system HANA requirements and thus the costs – this is a
permanent savings year on year as it creates a lower entry
point on HANA
Managing the data volumes in ECC & BW reduces HANA
requirements in the final S4 platform; impacts energy costs,
reduces timeframes on back-up/migrations/restores; enables
safer BAU routines on upgrades, enhancements and transfers.
BT: Takeaways
TOTAL COST OF OWNERSHIP:
ACCUMULATED GAINS

17. Retain or Decommission ?

18. POLLS
Have you thought of retaining your SAP legacy
systems or decommissioning these?
A) Retain
B) Decommissioning
C) We haven’t considered it yet
D) Don't know

19. Retain or Decommission ?

20. What is a Legacy System?
• A system that no longer retains the current/active business
data for day to day transactions
• A ‘read-only’ system that has the historical data to respond to
typically tax, regulatory and compliance enquiries
• A system that, if left, will incur more costs, servicing, energy and
all normal IT requirements for no returns, except
avoiding fines & penalties.

21. A legacy system may be
required to respond to
enquiries for many years
Why are legacy systems in-scope?
• Industry standards
• International
conventions/laws
• Tax Authority
• GDPR
• Health & Safety
• Legal requirements
Various regulations may
control the required
retention periods & content:
Different countries may
apply different laws,
retention periods
and content

22. Risks: Fines & penalties for non-compliance, often stated as up to 4% of
company turnover.
They also invoke Reputational & Brand damage with potential impacts
beyond the norms.
Legacy System: Retain or Decommission?
Retaining systems incurs costs, servicing,
energy and normal IT requirements for no
other direct returns than compliancy
Decommissioning must provide access to
all extracted [& complete] data but removes
the expense of retaining the system

23. • Extract all data via CSE [Complete
System Extraction]
• Secure data in Cloud repository
• Ensures secure remote access with
easy-search
© 2020 TJC SA. All rights reservedwww.tjc-group.com
Costs: Retaining vs Decommissioning
• SAP Licences
• SAP support
• O/S support
• Retain old SAP experts to understand
system
• Upgrades and Basis/Admin
• Energy/Datacentre costs
• Security/Access
control/authorisations
Typical cost £250K/annum Typical cost £60K/annum
Decommissioning a SystemRetaining a system
VS

24. ELSA by TJC
01 Access to your old archive files to be
compliant with legal regulations:
• Data privacy regulations
• EU GDPR
• Tax and audit regulations
SAP Cloud Platform is the best solution?
Reliable – State of the art – Cloud native – UX (no GUI)
• Secure – no data breaches
• Long-term open Business Technology platform
(Cloud Foundry)
• S/4HANA extension for accessing legacy information
02

25. RETAINING A LEGACY SYSTEMS
MEANS KEEPING THE COSTS
KEEP THE REQUIRED DATA IN A
TRACEABLE AND TRACKABLE
EVIRONMENT
DECOMMISSIONING THE SYSTEM
TO AN EASY ACCESS, SECURE AND
FAST PLATFORM
REDUCING CURRENT & FUTURE
RISKS OF NON-COMPLIANCE
The need to retain a system is really only if you have to re-
access information very often [Hourly]; otherwise the value will
reduce certainly after Year one.
When a system is decommissioned, the Applications are lost
but the data is available, so understanding it can be quickly
searched and retrieved bring safety and confidence
When a system is archived and/or decommissioned, then
the records of who did what and when, means all data can be
traced back to its source, tracked and audited
Once all data is able to be demonstrated to be traced, tracked
and auditable then it is competent to answer compliancy &
regulatory questions with clear knowledge that it is ‘fit for
purpose’
Takeaways: Retain or Decommission

26. Trackable/Traceable ?

27. POLLS
Will you be able to demonstrate to your auditors that
your data is trackable and traceable from your current
system to your new system?
A) Yes, I am confident it will.
B) Yes but it could potentially cause us problems.
C) I am not confident in this.
D) No, this is an area of concern to us.

28. Trackable/Traceable ?

29. What can be done now?
Trackable / Traceable data in the current system
Managing data archiving with
automation enhances results
Archive files can
only be read by the
designated system
Archiving secures
data against time-line
Archiving per company code
ensures data is quickly
identifiable for tax and Mergers &
Acquisitions purposes

30. Includes the running
ILM objects functions
for deletion [GDPR]
Trackable / Traceable data in the current system
What can be done now? Automation [by ASC]
Ensures file naming
policy is applied &
adhered to
Is controlled to
work in ‘time -
windows’ that suit
the business,
avoiding peak loads
Provides a
record of archive
file history
Monitors the
archive ratio to
maintain volume
reduction

31. This is all preparation for
a ‘smart’ environment
for the S4 move
Trackable / Traceable data in the current system
What are the benefits now?
Archiving with the SAP
Objects ensures system
best SAP practice[s]
Archiving reduces
storage and improves
performance
This means less energy in the
datacentre is used
Less data means smaller back-
up/restore/migration
windows
Archive/ILM objects assist
in GDPR compliancy

32. Are these the right things that we should be considering?
What are the functions in your ERP?
When you bought your ERP, were you told about the
need to Decommission it?
• a document management system (open text) would
solve the issues?
• compliant storage (I wonder why, in these GDPR
times, that systems that block deletion of information
can still makes sense?)
• a content platform, where storage cost and effort is
low?
And what are the Technical teams looking at now?
Technologies like
• Vora
• Data Lake
• Hadoop
• Etc…….

33. Systems built 40 years ago [1980] would have been tapes and
IBM mainframes:
o At that time “SAP were R/2 on Mainframe with real-
time processing”.
o Do you remember ICL, DEC, Cabletron, 3Com??? All
of these companies are no longer with
us, in under 40 years!!!
But think about it? What is the REAL question?
1980
New technology NOW
Think about those technologies 40 years from now
– the end of a normal working life.
Old technology
TOMORROW
2060
Any doubts whether what you have will still be in service?
20602020

34. What matters is:
• How we extract information and what information we extract?
• TJC takes all information, then build tax archive (guess what, if it’s
good for a tax auditor, then it’s good for everyone)
• If it’s an interface, it’s dead/not needed.
• If there are empty tables; we extract it: otherwise how do you
prove table was empty? (We’ve been doing this for 11 years!)
• How we keep this information auditable (i.e. - not
tampered/changed)?
So what really matters?

35. So what else matters?
What else matters is:
• Is what you extracted; what you expected; Did
your CRC checksums confirm? What
happened when you last transferred the file?
• How we enforce data privacy on this information? It’s not dead
data : you still have to apply data privacy (masking, deletion,…)
and also track access to information. This is not
usually compatible with a tax archive methodology – it is
different.
• Yes you need an audit report, but not only an audit report the
day you decommission, but audit reports 20 or 30 or 40 years
from now, and an most importantly an audit report when you
decommission your decommissioning solution, like TJC ELSA

36. MANAGE AND DELETE AS PER IRP
WITH RECORDS OF
WHO/WHEN/WHY
ARCHIVING/ILM IN YOUR CURRENT
SYSTEM IS A GOOD STEP
DO YOU HAVE A
PRACTICAL & USABLE IRP
SYSTEMS & COMPANIES CHANGE
- BE CAREFUL NOT TO SELECT A
’DEAD-END’
The more you do now, the better placed you are for the
future, whether than is S4 or a change to another system –
being ‘smart’ is good practice
Retaining data was always the ‘watchword’; but now we
HAVE to delete some data, so having an Information
Retention Policy [IRP] and deleting when data reaches
that point will offer security, confidence and reduce those
very long-term costs
The life of a system and the number of times that it
changes has to reflect on how you retain and mange the
data you have to keep
What matters is – knowing what you have; knowing what
to keep and for how long and recording/audit trail from
beginning to end
Takeaways: Trackable/Traceable

37. Total Cost of Ownership
Variants?
Total Cost of
Ownership
Variants?

38. Data Volume Management
38
TCO Components
ERP System performance
ERPOptimisation
Storagecapacity
Depreciation
Decrease the hardware infrastructure
Regulatory, fines and penalties
Duplicate Disaster Recovery system
Production Copies for Pre-Prod, QA, Dev etc.
Dataprivacy
GDPRcompliance
Industry Sector Regulation/compliance
Tax compliance
Audit – Internal/External
Downtime
Backup times / Restore times
Migration times
Energy consumption
Riskmitigation
Extended Record Retention
memory, disk, CPU storage

39. Data Volume
Management Trackable data
1
2
Energy consumption
Archive volume
reduction
Decommissioning
On-premise/Cloud
ILM Deletion [GDPR]
Traceable data
Complete Data
Extraction
DART /Tax / SAFT
Automation
11
TJC: TCO variables archiving/ILM impact

40. STORAGE CAPACITY
REDUCTIONS
AUDITABLE DATA - SAFE ,
SECURE, TRACEABLE
ENERGY CONSUMPTION
SAVINGS
LESS DATA; LESS RISK
We have clients than have savings greater than £2.5
Million on their archiving projects by removing 55TB In to
archive
The same client has saved 149% of their current energy
consumption removing the 55TB in to archive
Securing in to archive, prepares data, using the standard
SAP technology, for long term retention and retains a
clear record of what was done, when and by whom.
Archiving/ILM as the key platform underpinning the IRP
means retention & deletion are enacted to reduce risks of
non-compliance
Takeaways: TCO

41. Final thoughts

42. Final Thoughts
• S/4HANA Platform: Is your Organisation considering
the savings on their HANA memory costs?
• Legacy System: Have you considered the cost of not
decommissioning and the risks of retaining the
system?
• GDPR/Tax/Audit: Is your data safe, secure, trackable
and traceable to avoid the risks of penalties?
• TCO: Have you considered all aspects like volume
reductions/energy savings/HANA memory costs?

43. Q&A
Mani Singh
Project Manager and
Data Archiving Consultant
Msingh@tjc-group.com

44. Steve Peirce
speirce@tjc-group.com
+44 (0) 7833 122778
www.tjc-group.com
Contact us