E-Business on Solid Ground

1. E-Business on Solid Ground

2. Purging and Archiving Rocky Mountain User Group March 7, 2002 Brian Roberts

3. Purging and Archiving What? Why? Why not? Assess? Review Data? Solutions Lawson Purge Programs

4. 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 • frees up additional space on the server • allows upgrades to run faster • rids systems of old/outdated data • Archiving – Storing the data (which is being removed) in a format that allows the user to continue to access it based on their requirements.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,…)

5. Why—Purging & Archiving Summary • Impact of Database Size • Day to Day Operations • Impact on upgrades and cyclicals • Ability to continue to access the information

6. 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

7. 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

8. 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?

9. 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)

10. 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

11. 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

12. Upgrade “philosophy” • Emphasize database integrity • Database and platform independent • Use base Lawson environment tools • Level of complexity similar to other aspects of Lawson system

13. Restrictions on Purging • Legal reporting restriction • Tax related • State, Federal, local requirements • Industry specific • Company-specific requirements • What access to older data is needed?

14. 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

15. 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

16. Identify where problem is • Monitor data growth • Identify problem areas • Determine what data is used for • Develop a plan/strategy • Test! • Test!

17. 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.

18. 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)

19. 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

20. Custom Purge Process • Write custom purge programs to fit your situation and reporting needs • Don’t compromise data integrity!!!!!

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. Questions? • Questions and answers?