Archiving IFM Data improve application performance Belinda Daub

Archiving IFM Data improve application performance Belinda Daub, Senior Consultant Technical Services

Archiving IFM Data • • Why Archive IFM financial data? IFM Archive Concepts Planning and Preparation Annual Archive Process Viewing Historical Data FRx Considerations Summary

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 R 7 Routine archiving should be part of your regular system maintenance strategy!

IFM Archive Concepts • Archive Procedures – Remove unwanted data from the system – Run in batch – Submit on delay – One or more archive phases • Must be run individually (cannot be automated) • One or more archive actions – Actions call the programs that remove data from files

IFM Archive Concepts • IFM shipped with procedures for archiving: – Transactions – Entities • Including all its contacts, entity data, bank details… – Personal Accounts – The Report Generator – Field Headings – Narrative – Audit Stamps

IFM Archive Concepts • Files to clean up manually: – Administrative Divisions, Units, Natures, and Periods (and other master files) • Contain small amounts of data • Delete capabilities exist for the file • You are responsible for checking for dependencies • Files that are not archived: – Numerators that are used to assign identifiers – Menu and command trail files

IFM Archive Concepts • IFM uses a relational database – Not practical to archive an individual file – Copy entire library and remove unwanted data • Archive does not remove summary data – 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

IFM Archive Concepts ARCHIVE CYCLE – Option 1 Current transactions building in live with last year’s data Live data AMFLIBy 2007 -2008 Son TWOAGO At year-end, archive history is rolled to libraries for previous years. The last archive will drop off. Father THREEAGO Grandfather FOURAGO Grt. Grandfather FIVEAGO

IFM Archive Concepts • Points to consider – You cannot restore archived data back to the environment – There is no functionality to view the archived data – Archived data is still using disk space • Common techniques – Archive data to a single library – Copy certain history files to another library in the environment – Save archived data to tape and remove from the system – Build Integrator objects over history for user inquiry – Each year, archive and add to the history files

IFM Archive Concepts ARCHIVE CYCLE – Option 2 Live data AMFLIBy 2007 -2008 Current transactions building in live with last year’s data IFM Archive IFMARC At year-end, perform archive, copy specific files for inquiry and remove the archive library from the system. History Inquiry IFMHIST Browser view of Historical data

IFM Archive Concepts • Planning is crucial – Archive tools are very flexible – And quite complex – Use an organized, controlled approach for best success – Reference IFM User Guide for rules and guidelines (Chapter 13) • Who should be involved? – IT - plan and perform archive tasks – Financial Users - approve plan and identify master records to be purged

Planning and Preparation • Obtain latest PTF’s from Infor Support • Plan for downtime (dedicated system 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

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

Archive Process • Run the shipped procedures in this order 1. CPYDTA – Copy data libraries 2. TRNARC – archive transactions (archive library) 3. TRNCUR – archive transactions (live library) 4. PRSACC – archive personal accounts 5. ENTDTA – archive entities 6. RPTGEN – archive report generator 7. FLDHDG – archive field headings 8. NARDTL – archive narrative 9. AUDSTM – archive audit stamps

Archive Process 1. CPYDTA – Copy data libraries – Five archive phases 1. Copy CPYLIB 4 to CPYLIB 5 2. Copy CPYLIB 3 to CPYLIB 4 3. Copy CPYLIB 2 to CPYLIB 3 4. Copy CPYLIB 1 to CPYLIB 2 5. Copy live data to CPYLIB 1 – Or just Phase 5 if you save libraries to tape and remove – First, specify the library names

Archive Process 1 - Work with Archive Procedures

Archive Process 12 - Work with Archive Phases

Archive Process 12 - Work with Archive Actions

Archive Process 2 - Change

Archive Process F 4 – Prompt Command to change library name(s)

Archive Process • Submit the archive run – Option 19 on Work with Archive Phases screen – Same method for all phases – Enter run options • Prompting • Schedule • Use Option 13 to reset status – Allows you to rerun a phase

Archive Process 19 – Submit Archive Run for selected phase

Archive Process Enter parameters for the run

Archive Process 2. TRNARC – archive transactions (archive library) – Deletes unwanted 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 division/financial division – Three archive phases 1. DLTFWDTRN – deletes transactions after (including) specified period 2. DLTOLDTRN – deletes transactions prior (including) specified period 3. RGZPFM – recovers deleted space – Phase 2 not required for simplified archive where archive library is saved to tape and removed – Period specified as yyyydd

Archive Process 3. TRNCUR – archive transactions (live library) – 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 1. FLGTRN – flags eligible transactions that are older (including) specified period 2. PRTLST – prints a list of all transactions to be deleted for review 3. DLTTRN – deletes all flagged transactions 4. RGZPFM – recovers deleted space • After all financial divisions

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

Archive Process 4. PRSACC – archive Personal Accounts – Removes unwanted personal accounts from the live library • Includes secondary files - Personal Account Data and Entity Diary – Three archive phases 1. PRTLST – prints a list of all personal accounts that are not selected to archive (Status 3) but are eligible for deletion 2. DLTOBS – deletes all eligible personal accounts that are flagged to be archived 3. RGZPFM – recovers deleted space – Financial User should be ready to review and flag personal accounts to be archived (change status to ‘ 3’) – No parameters are required for this procedure

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

Archive Process 5. ENTDTA – archive Entities – Removes unwanted Entities from the live library • Includes secondary files – Entity Data and Entity Contacts – Three archive phases 1. PRTLST – prints a list of all entities that are not selected to archive (Status 3) but are eligible for deletion 2. DLTOBS – deletes all eligible entities that are flagged to be archived 3. RGZPFM – recovers deleted space – Financial User should be ready to review and flag Entities to be archived (change status to ‘ 3’) – No parameters are required for this procedure

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

Archive Process 6. RPTGEN – archive report generator – Removes unwanted records from the live library, including • Analyses, Extracts, Nature Structures, Unit Structures, and Period Structures – Five archive phases 1. PRTLST – prints a list of extracts and structures and shows where they are used 2. EXCHKP – deletes jobs and details associated analysis and extracts 3. DLTOBS – deletes all eligible analyses, extracts and structures 4. DLTORP – deletes all secondary records – structure members and levels (if structure that owns them was removed) 5. RGZPFM – recovers deleted space – Financial User should be ready to review and flag Analyses, Extracts, and Structures to be archived (change status to ‘ 3’) – No parameters are required for this procedure

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)

Archive Process 7. FLDHDG – archive field headings – Removes unused field headings from the live library – Two archive phases 1. DLTOBS – deletes all field headings associated with deleted units, natures, periods, structure members, aging structures, aging periods, attribute classes, and value definitions 2. RGZPFM – recovers deleted space – No parameters are required for this procedure

Archive Process 8. NARDTL – archive narrative – Deletes unused narrative records from the live library – Two archive phases 1. DLTOBS – deletes all narrative associated with records that have been archived 2. RGZPFM – recovers deleted space – No parameters are required for this procedure

Archive Process 9. AUDSTM – archive audit stamps – Deletes unused audit stamps from the live library – Two archive phases 1. DLTOBS – deletes all audit stamps associated with records that have been archived 2. RGZPFM – recovers deleted space – No parameters are required for this procedure – Exit IFM to release the lock on the Audit Stamp file • Submit the jobs on hold • Exit IFM • Release the jobs to run

Viewing Historical Data • Viewing Archived Historical Data – Copy these six files to a work library in the environment library list • • YAB 7 REP – IFM Cash Line Detail YAA 7 REP – GL Detail Lines YABPREP – GL Summary File YAARREP – Transaction Header YAA 5 REP – Transaction Charge Lines YAA 4 REP – Transaction Settlement File YAB 5 REP – Transaction Allocation Lines YAA 0 REP – Transaction Tax Lines – Build Integrator business objects • Create views, subsets and sorts for user inquiry – Each year-end, copy/add records to historical files – Strategy for purging data over time

Viewing Historical Data

FRx Considerations • Backup your FRx data • Run trial balances from FRx for all years that will be purged and store in a secure place • Run IFM Archive process • Run FRx full download to clean up the FRx data • Backup your FRx data again

Summary • Routine archiving can – Improve application performance – Increase available disk capacity • IFM ships with archive procedures – Flexible – Must be run in a specific order – Users should participate • IFM Archive Cycle can be simplified – Save history to tape and remove from the system – No need to roll archive libraries • Historical data can be available for inquiry – Use Integrator to create views and subsets