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E-Business on Solid Ground. Purging and Archiving. Rocky Mountain User Group March 7, 2002 Brian Roberts . Purging and Archiving. What? Why? Why not? Assess? Review Data? Solutions Lawson Purge Programs. What—Purging & Archiving. Summary
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Purging and Archiving Rocky Mountain User Group March 7, 2002 Brian Roberts
Purging and Archiving What? Why? Why not? Assess? Review Data? Solutions Lawson Purge Programs
What—Purging & Archiving Summary • Purging – Removing core Lawson data from the system. • frees up additional space on the server • allows upgrades to run faster • rids systems of old/outdated data • Archiving – Storing the data (which is being removed) in a format that allows the user to continue to access it based on their requirements. (backup tape, separate Unix box, CD’s,…)
Why—Purging & Archiving Summary • Impact of Database Size • Day to Day Operations • Impact on upgrades and cyclicals • Ability to continue to access the information
Why Not —Purging & Archiving Summary • Don’t need to (not broken) – No plan to purge • Restrictions on purging • Users don’t want to. • Don’t have time. • Haven’t thought about it
Assess—Purging & Archiving Summary • Running Lawson for over 3 years without assessing/purging the data • Prior to Upgrading • Have large database files or perform a lot of transactions
Review Data —Purging & Archiving Summary • Data • Transactions – can they be summarized? • Is the data in the correct state? • Maintaining Data Integrity? • Does it need to be kept in Lawson?
Impacts of Database Size • Database Size Impacts • Reduce/Increase disk space/database space requirements • Improve/Reduce performance of inquiries • Reduce/Increase time needed for backup • Solutions • More Hardware • Improvements to Upgrade/Cyclical process • Less Data (purging/archiving)
Day-to-Day operations • More data = more space - Need more disk drives - More time doing database maintenance • Affects performance - More data slows database inquires • Solutions - Need more hardware to improve performance - More DBA work
Impact on Upgrades/Cyclicals • More data = Increased complexity during upgrade • Additional Space Requirements for upgrade • Terminology • Upgrade • Move between major releases • Requires significant amount of data manipulation • Cyclical Update • Move between cyclical releases • incorporates minor database changes • may require database reorganization
Upgrade “philosophy” • Emphasize database integrity • Database and platform independent • Use base Lawson environment tools • Level of complexity similar to other aspects of Lawson system
Restrictions on Purging • Legal reporting restriction • Tax related • State, Federal, local requirements • Industry specific • Company-specific requirements • What access to older data is needed?
Possible Alternatives - Data • Ask “Does the data really need to be kept in the Lawson system?” • May only need limited access • May not need access to raw data • Detailed data may also be stored in a summarized form
Solutions • General ideas can be reviewed by all companies • But solutions for YOUR needs may be specific to YOUR company • Develop purging strategy to meet your needs • Consider purging rather than add new hardware
Identify where problem is • Monitor data growth • Identify problem areas • Determine what data is used for • Develop a plan/strategy • Test! • Test!
Data Storage • Data Warehousing - Remove data from Lawson system and put in system with limited inquiry and reporting capabilities, but large storage space • Separate Product Line - Move old Lawson data to separate product line used just for reporting • Issue during upgrade (but not time critical) • Still requires disk space, etc.
Archive Summarized Data Steps: 1. Generate report 2. Archive electronic or paper version 3. Purge data from Lawson Example: Generate past year W-2 files and archive print file • Look for ways to use reports, etc. to meet legal/company regulatory requirements (without keeping data in Lawson)
Change procedures/setup • Change application setup to post data in summary rather than detail format • Incorporate procedures to regularly purge non-critical data that may accumulate over time. • Plan purging process rather than react
Custom Purge Process • Write custom purge programs to fit your situation and reporting needs • Don’t compromise data integrity!!!!!
Lawson Purge Programs • Each Lawson system has purge programs • usually XX3nn series - ex. GL300 • Features may vary by system code and release level • Generally don’t operate across system codes
Lawson Purge Programs • May allow selection of records by date • May allow you to create archive file (in release specific format) • May allow report mode
Lawson Purge Programs • Financials • GL300 - GL History (GLTRANS and other) purge • AC310 - Activity Purge • AM300 - AM Historical purge • AM310 - AM Book Purge • CU300 - Currency Rate History Delete • GL110 - GL Company Delete • GL122 - GL Account Delete
Lawson Purge Programs • Distribution • AP300 - AP History Purge • AP305 - AP Company Purge • CB300 - Cash Ledger History Purge • IC300 - Inventory History Purge • MA300 - Purchase Order Purge • RQ300 - Requisitions Purge
Lawson Purge Programs • Supply Chain • AR300 - AR Transaction Purge • AR301- AR Customer Purge • BL320 - Billing Invoice Purge • BL330 - Billing Recurring Invoice Purge • OE310 - OE Order History Purge • OE330 - OE Returns History Purge • SA300 - Sales Analysis Detail Purge • SA310 - Sales Analysis Summary Purge • TX300 - Tax History Delete
Lawson Purge Programs • Human Resources • BN430 - Benefit Purge • HR125 - Employee Audit Purge • PA115 - Employee Purge • PA120 - Applicant Purge • PA125 - Employee History Purge • PR300 - Payroll History Purge • TA300 - Time Accrual Transaction Purge • TA310 - Employee Plan Purge
Questions? • Questions and answers?