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Archive IFM Data

Archive IFM Data. Belinda Daub Senior IT Consultant belinda.daub@cistech.net. Belinda Daub. Professional Experience 20+ Years in Information Technology 15 Years XA Experience IBM i5 Technical Certification Software Design and Development MAPICS Expertise Installation and Migration

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Archive IFM Data

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  1. Archive IFM Data Belinda Daub Senior IT Consultant belinda.daub@cistech.net

  2. Belinda Daub • Professional Experience • 20+ Years in Information Technology • 15 Years XA Experience • IBM i5 Technical Certification • Software Design and Development • MAPICS Expertise • Installation and Migration • XA Operations and Maintenance • iSeries and XA Security Concepts • Technical Strategies for working with XA • Recent Customer Success • Vestas Wind Systems – implemented XA Enhanced Security Tools for SOX • Teledyne Technologies – beta implementation for XA R7.8 My technical background in the iSeries/XA environment allows me to help IT professionals manage their computer systems to support users in day-to-day operations while implementing new technologies for continued business success .

  3. Agenda • Why Archive IFM financial data? • IFM Archive Concepts • Planning and Preparation • Archive Process • Viewing Historical Data • FRx Considerations

  4. 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!

  5. IFM Archive Concepts • Work with Archive Procedures • Remove old data from the system • Only if not required by records in other parts of the application • Run in specific order to free up dependent records • Printed reports identify records no longer needed (eligible to purge) • Files are reorganized when the archive is completed • Consists of one or more phases • One or more actions that call programs to remove data from files • Must be run individually (cannot be automated) • Run in batch • Submit on delay

  6. IFM Archive Concepts • Shipped procedures: • Transactions • Entities • Personal Accounts • The Report Generator • Field Headings • Narrative • Audit Stamps

  7. IFM Archive Concepts • Archive does not purge • Administrative Divisions, Units, Natures, Periods or other master files • Contain small amounts of data • Delete capabilities exist for the file • You are responsible for checking for dependencies • 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 • IFM uses a relational database • Complex relationships between files • Not practical to archive an individual files • Archive involves multiple procedures: • Copy IFM data from live library to archive library • Remove current data from copy • Remove old data from production

  9. IFM Archive Concepts LIVE 2007/08 AMFLIBy ARCHIVE CYCLE – By the book Current transactions building in live with last year’s data CPYLIB5 SON 2006 TWOAGO CPYLIB4 Father At year-end: • Use CPYDTA phases to roll archive history to libraries for previous years • Purge current data from Son and Purge old data from Live 2005 THREEAGO CPYLIB3 Grand Father 2004 FOURAGO CPYLIB2 Great Grand Father 2003 FIVEAGO CPYLIB1 Great-Great Grand Father 2002 SIXAGO

  10. IFM Archive Concepts • Points to consider • Archived data cannot be restored to environment • No built-in functionality to view archived data • Archived data is still using disk space There are simpler methods…

  11. IFM Archive Concepts • Common techniques • Archive data to a single archive library to be saved to tape and removed from the system • Copy selected archive file data to your mod library and create Integrator objects for inquiry • Be sure to use different file names • Each year, archive and add to the history files • Provide for regular cleanup: • Mass change to add purge year to records for each object • Use mass delete to delete oldest records for each object

  12. IFM Archive Concepts LIVE ARCHIVE CYCLE – simplified Live data AMFLIBy 2007-2008 Current transactions building in live with last year’s data CPYLIB5 SON IFM Archive IFM2007 At year-end, perform archive, copy specific files for inquiry and remove the archive library from the system. Browser view of Historical data History Inq IFMHIST

  13. IFM Archive Concepts • Planning is important • Archive tools are very flexible and complex • Chapter 13 - IFM User Guide for rules and guidelines • Who should be involved? • IT - plan and perform archive tasks • Financial Users - approve plan and identify master records to be purged • Master records are not identified until each purge step is completed

  14. Planning and Preparation • Obtain latest PTF’s for archive process from Infor Support • Plan for downtime (dedicated system is 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

  15. Planning and Preparation • Perform in test environment • First time • Establish benchmarks for scheduling • Identify master records to be purged ahead of time

  16. 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 • How you will access archived data if needed

  17. 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

  18. Archive Process • CPYDTA – Copy data libraries • Roll your archive data • Copy Great Grandfather to Great-Great Grandfather • Copy Grandfather to Great Grandfather • Copy Father to Grandfather • Copy Son to Father • Copy live data to Son • Or just Phase 5 if you save libraries to tape and remove • First, specify the library names

  19. Archive Process 1 - Work with Archive Procedures

  20. Archive Process 12 - Work with Archive Phases

  21. Archive Process 12 - Work with Archive Actions

  22. Archive Process 2 - Change

  23. Archive Process F4 – Prompt Command to change library name(s) Press ENTER to save and return

  24. Archive Process • Next, submit the archive phases to copy the data • Same method for all phases in all procedures • Option 19 on Work with Archive Phases screen • Enter run options • Prompting if applicable • Schedule • Use Option 13 to reset status • Allows you to rerun a phase

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

  26. Archive Process Enter parameters for the run

  27. Archive Process • TRNARC – remove transactions in archive library • Deletes current 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/financial division • Three archive phases • DLTFWDTRN – deletes transactions after (including) specified period • DLTOLDTRN – deletes transactions prior (including) specified period • RGZPFM – recovers deleted space

  28. Archive Process • TRNARC – First, specify selections for these phases • Opt. 12 – work with archive phases for TRNARC • Opt. 12 – Work with action for DLTFWDTRN • Opt. 2 – Change the DLTFWDTRN action • Use F9 to Run Program • Select FWDARC to delete current records from archive library • Enter library name, administrative/financial divisions and period • If necessary, repeat for DLTOLDTRN • Select OLDARC to delete old records from archive library • Use F4 on the Change Archive Action RGZLIB for the RGZPFM phase to specify the name of the archive library

  29. Archive Process F4 DLTFWDTRN – Prompt Command

  30. Archive Process • When entering Periods • FWDARC – transactions in the specified period or later will be deleted • Enter the FIRST period of the next financial year • Example: If archive library will contain 2006 data, enter the first period of 2007 • OLDARC – transactions in the specified period or earlier will be deleted • Enter the LAST period of the previous financial year • Example: If archive library will contain 2006 data, enter the last period of 2005 NOTE: Refer to the IFM User Guide for additional information

  31. Archive Process • TRNCUR – archive transactions from live • 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

  32. Archive Process • TRNCUR – First, specify selections for these phases • Opt. 12 – work with archive phases for TRNCUR • Opt. 12 – Work with action for FLGTRN • Opt. 2 – Change the FLGARCTRN • Use F9 to Run Program • Select OLDCUR to delete old records from current library • Enter live library name, administrative/financial divisions and period • Use F4 on the Change Archive Actions for the other 3 phases to specify the name of the live data library

  33. 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

  34. Archive Process • PRSACC – archive Personal Accounts • Removes unwanted personal accounts from the live library (using library list) • Includes secondary files - Personal Account Data and Entity Diary • Three archive phases • PRTLST – prints a list of all personal accounts 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 • No parameters are required for this procedure • Financial User should be ready to review and flag personal accounts to be archived (change status to ‘3’) • If no records will be selected for archiving, this procedure may be omitted

  35. 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

  36. 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 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 • No parameters are required for this procedure • Will not remove associated vendor or customer records from the XA master files • Financial User should be ready to review and flag Entities to be archived (change status to ‘3’) • If you do not plan to archive Entities, this procedure can be skipped

  37. 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

  38. 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 or you can skip this procedure • No parameters are required for this procedure

  39. 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)

  40. 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

  41. 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

  42. 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 • IMPORTANT: Exit IFM to release the lock on the Audit Stamp file • Submit the jobs on hold • Exit IFM • Release the jobs to run

  43. Viewing Historical Data • Viewing Archived Historical Data • Copy these six files from the archive library 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 CHANGE THE NAMES SO THEY ARE DIFFERENT FROM THE IFM FILES

  44. Viewing Historical Data • Viewing Archived Historical Data • Build Integrator business objects • Create relationships between other IFM and history files to allow seamless navigation • Create views, subsets and sorts for user inquiry • Each year-end, copy/add records to historical files • Strategy for purging data over time • Add purge year or date to the records • Use mass-delete capabilities and create user exit programs to remove old records

  45. Viewing Historical Data

  46. Viewing Historical Data

  47. FRx Considerations • Recommendations from our FRx Consultants • Backup your FRx data • Run trial balances from FRx for all years to be purged and store in a secure place • Run IFM Archive process • Run FRx full download to clean up FRx data • Backup your FRx data again

  48. Thank You! • Technical Information • Belinda Daub • belinda.daub@cistech.net • 704-814-0004 • Sales Information • Ben McCormick • ben.mccormick@cistech.net • 704-814-0016

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