Archive IFM Data Belinda Daub Senior IT Consultant
Archive IFM Data Belinda Daub Senior IT Consultant belinda. daub@cistech. net
Belinda Daub My technical background in the i. Series/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. Professional Experience 20+ Years in Information Technology 15 Years XA Experience IBM i 5 Technical Certification Software Design and Development MAPICS Expertise Installation and Migration XA Operations and Maintenance i. Series 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 R 7. 8
Agenda • • • Why Archive IFM financial data? IFM Archive Concepts Planning and Preparation Archive Process Viewing Historical Data FRx Considerations
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 • 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
IFM Archive Concepts Shipped procedures: • Transactions • Entities • Personal Accounts • The Report Generator • Field Headings • Narrative • Audit Stamps
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
IFM Archive Concepts • IFM uses a relational database – Complex relationships between files • Not practical to archive an individual files – Archive involves multiple procedures: 1. Copy IFM data from live library to archive library 2. Remove current data from copy 3. Remove old data from production
IFM Archive Concepts LIVE ARCHIVE CYCLE – Current transactions building in live with last year’s data By the book 2007/08 AMFLIBy SON CPYLIB 5 2006 TWOAGO 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 Father CPYLIB 4 2005 THREEAGO Grand Father CPYLIB 3 2004 FOURAGO Great Grand Father CPYLIB 2 2003 FIVEAGO Great-Great Grand Father 2002 SIXAGO CPYLIB 1
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…
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
IFM Archive Concepts ARCHIVE CYCLE – simplified LIVE Live data AMFLIBy Current transactions building in live with last year’s data 2007 -2008 SON CPYLIB 5 IFM Archive IFM 2007 At year-end, perform archive, copy specific files for inquiry and remove the archive library from the system. History Inq IFMHIST Browser view of Historical data
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
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
Planning and Preparation • Perform in test environment • First time • Establish benchmarks for scheduling • Identify master records to be purged ahead of time
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
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 – Roll your archive data 1. 2. 3. 4. 5. Copy Copy Great Grandfather to Great-Great Grandfather to Great Grandfather Father to Grandfather Son to Father live data to Son – 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) Press ENTER to save and return
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
Archive Process 19 – Submit Archive Run for selected phase
Archive Process Enter parameters for the run
Archive Process 2. 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 1. DLTFWDTRN – deletes transactions after (including) specified period 2. DLTOLDTRN – deletes transactions prior (including) specified period 3. RGZPFM – recovers deleted space
Archive Process 2. TRNARC – First, specify selections for these phases 1. 2. 3. 4. Opt. 12 – work with archive phases for TRNARC Opt. 12 – Work with action for DLTFWDTRN Opt. 2 – Change the DLTFWDTRN action Use F 9 to Run Program a) Select FWDARC to delete current records from archive library b) Enter library name, administrative/financial divisions and period 5. If necessary, repeat for DLTOLDTRN a) Select OLDARC to delete old records from archive library 6. Use F 4 on the Change Archive Action RGZLIB for the RGZPFM phase to specify the name of the archive library
Archive Process F 4 DLTFWDTRN – Prompt Command
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
Archive Process 3. 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 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
Archive Process 3. TRNCUR – First, specify selections for these phases 1. 2. 3. 4. Opt. 12 – work with archive phases for TRNCUR Opt. 12 – Work with action for FLGTRN Opt. 2 – Change the FLGARCTRN Use F 9 to Run Program a) Select OLDCUR to delete old records from current library b) Enter live library name, administrative/financial divisions and period 5. Use F 4 on the Change Archive Actions for the other 3 phases to specify the name of the live data library
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 (using library list) • Includes secondary files - Personal Account Data and Entity Diary – Three archive phases 1. PRTLST – prints a list of all personal accounts 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 – 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
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 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 – 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
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 or you can skip this procedure – No parameters are required for this procedure
Archive Process • To be eligible for deletion – Components must • Have a Record Status ‘ 3’ (please archive) • Have no pending analysis runs or inquiries • • Not be referenced by an analysis, unless it is also eligible for deletion Have no run pending • • 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) – Analyses must – Extracts must – Structure must
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 – IMPORTANT: 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 from the archive library 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 CHANGE THE NAMES SO THEY ARE DIFFERENT FROM THE IFM FILES
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
Viewing Historical Data
Viewing Historical Data
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
Thank You! Technical Information Belinda Daub belinda. daub@cistech. net 704 -814 -0004 Sales Information Ben Mc. Cormick ben. mccormick@cistech. net 704 -814 -0016
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