Archiving WF Work Item

Archiving of Workflow Work Items
David Weston - Clockwork Tony Gramelspacher Anhueuser-Busch Marcel Landry New Brunswick Power William Reilly - IBM
2000 ASUG Business Workflow Fall Meeti ng W e s t i n I n n i s b r o o k R e s o r t a m p a F l o r i d a
October 25-27, 2000
A M E R I C A S
S A P
U S E R S
20002000 Copyright G R O U P Copyright
Archiving work items

Data Archiving: General Principles Types of Work items When to archive ?, when to delete work items ? Work item Archiving process using transaction SARA SAPNet Notes Screencam Demo Customer Experiences: Anheuser Busch IBM NB Power
2000 ASUG Business Workflow Fall Meeting
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Data Archiving Process

Business Transactions / Reporting
Read Archived Data
Database Data Objects Archive Files
Application Data Archive to Archive Files
Delete from Database

O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
What is an Archiving Object?

1010101011101011 0001101100100001 1010100011101010 1001101011100011 0000101110101101 1001100011100010 1001011010101011
WORKITEM
Archiving Objects SARA Customizing
Data
Programs
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Storage Alternatives for Archive Files

File System
Applikationsserver Applikationsserver Archive Files
Application Server
SAP ArchiveLink / Content Management Service (CMS)
Tape
Hierarchical Storage Management (HSM)
Database
Storage System
SAP System
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Archiving Work items

Data Archiving: General Principles Types of Work items When to archive ?, when to delete work items ? Work item Archiving process using transaction SARA for archiving object WORKITEM SAPNet Notes Screencam Demo Customer Experiences: Anheuser Busch IBM NB Power
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Types of Work items

Work item types to be archived: W - Work item with dialog. Runtime representation of single-step tasks that require interaction with the user and runtime representation of user decisions D - Missed deadline. Work item for notification of missed deadline A - Work Queue. A work queue is a list of objects to be processed once and together in a limited time frame. F - Workflow. Runtime representation of a multistep task. B - Batch item. Runtime presentation of a single-step task that runs in the background P - Remote work item Work item that represents a remote work item (proxy WI) N - Notification item no longer used. E - Wait step work item. Runtime representation of a wait step in the workflow definition C - Container anchor. This type of work item is required to enable the links between the SAP business applications and an IDoc. It does not normally appear in the workflow environment. Work items of this type should be regularly deleted or archived.
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Handling of Type C Work items

Type C work items are not archived and deleted using the WORKITEM archiving object using SARA. Up to release 4.6A Type C work items form the link between the SAP Business Applications and the IDoc e.g. Purchase Order, Invoice etc. Type C work items ONLY must be deleted separately using a new ABAP called RSWWCIDE as the existing deletion ABAP called RSWWWIDE is too slow. See SAPNet note 153205 for the ABAP source code. The RSWWWIDE report deletes all types of work item. As of Release 4.6 links are stored in table IDOCREL. Entries can be deleted from this table using report RSRLDREL. The report is available as of Release 4.6B. See SAPNet notes : 49545, 126678, 149367, 153205
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

Data Archiving: General Principles Types of Work items When to archive ?, when to delete work items ? Work item Archiving process using transaction SARA for archiving object WORKITEM SAPNet Notes Screencam Demo Customer Experiences: Anheuser Busch IBM NB Power
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
When to archive ?, when to delete work items ?

Deletion of work items Deletion of work items is carried out using ABAP report RSWWWIDE or transaction SWWL. Delete the work item history using report RSWWHIDE. RSWWHIDE deleted a work item's history, even if the work item still exists (you can see the work item but not its history). RSWWWIDE can also delete the work item history by selecting the appropriate selection screen parameter. Should only be run in NON-PRODUCTION R/3 systems. Should only be run for type C work items, even better is to run report RSWWCIDE as explained previously which only deletes type C work items. Work items should really be archived in production systems using the archiving object WORKITEM using transaction SARA except for those of type C. Archived work items cannot be reloaded into the production system.
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
When to archive ?, when to delete work items ? (RSWWWIDE)

Select work items by: Type Task Status (Error, Completed etc) Agent
Choose test run and delete log file option
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

Data Archiving: General Principles Types of work items When to archive ?, when to delete work items ? Work item Archiving process using transaction SARA for archiving object WORKITEM SAPNet Notes Screencam Demo Customer Experiences: Anheuser Busch IBM NB Power
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Archiving Object WORKITEM

For archiving object WORKITEM in SARA: Customizing Network Graphic application dependencies Job Overview DB Tables Information System Archive Object Management
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Customizing in SARA
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
DB Tables (DB15)
Which archiving object(s) for selected DB table(s)?
Which tables are archived?
Space info for tables Online space Space statistics

O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Work Item Archiving Steps

In transaction SARA: Archive Create a variant to create the archive files. Execute report RSWWARCA. Delete Choose the archive run data to delete. Select a start date and the spool parameters. Execute report RSWWARCD. Analyze Execute report RSWWARCR to read and display work items from the archive. Once work items are archived you can use transaction SWW_ARCHIV (RSWWARCP) to read work items from the archive, starting from an object or task THERE IS NO RELOAD ARCHIVING REPORT !! Next steps: Archive the associated R/3 business application data
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
General Rules
The system archives all data that belongs to a work item and that is not purely runtime data. Work items should not be archived without an application reference. Therefore, in a production system not only the work items but also the application archiving objects associated with these work items should be archived. The data archived includes log data, workflow manager data, and work items that depend on another work item (for example, the work items in a workflow or the lines of a work queue). The objects in the container of a work item are archived as references only. The same applies to the work item attachments. The attachments themselves are not archived because attachments can be objects outside R/3, such as Microsoft Word files. Archiving is not currently supported for such data. When the archived work items are deleted, the attachments (not archived) are also deleted. You can only archive work items that have one of the following statuses: Completed Logically deleted (cancelled)
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
SAPNet Notes
49545 - Deleting unnecessary work items 67366 - Deletion of work items is incomplete 76431 - Measures for optimizing the upgrade runtime 4.x 117191 - Work item log is not deleted from archiving 126678 - Archiving or deleting work items type C 133943 - Update termination when deleting a work item 145291 - Performance of deletion from archive file 149367 - IDoc: Link and archiving 153205 - Direct deletion of type C work items 159065 - Data selection for work item archiving 180683 - Work items in Subworkflows are not deleted 182204 - Short dump when archiving work items See also the standard upgrade notes in application area BC-UPG-RDM
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

Data Archiving: General Principles Types of work items When to archive ?, when to delete work items ? Work item Archiving process using transaction SARA for archiving object WORKITEM SAPNet Notes Screencam Demo Customer Experiences: Anheuser Busch Tony Gramelspacher IBM William Reilly NB Power Marcel Landry
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Archiving work items at Anheuser-Busch

OSS note research and application Test Review OSS for updates Security profiles Opened security for all archive objects Separated security by archive object, i.e. WORKITEM Retention period of work items Identified stakeholders Attained user agreement on retention period Strived for one period for all work items (60days)
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

Testing Development test Functional verification Identify security issues Consolidation (system) test Simulate production run Estimate production performance Plan carefully Walk through procedures step by step to avoid duplicate runs Use small amounts of data - once its gone, its gone! Separate archive and delete steps Use alternative system test environments
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

User sign offs Educated stakeholders on what will be archived Only the work item is purged Work item purge does not remove the business object, i.e. actual purchase orders or invoices are not removed Attained sign off from stakeholders via accept/reject email Clean ups / purges Identified end users with large inboxes Select from table V_ORG_WI Communicate importance of executing notification work items to end users Completed/canceled work items either manually or through custom program
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

Clean ups / purges (continued) Executed before setting up recurring archive jobs Eliminated 3.5 years worth of work items Recovered 17.6 GB of disk space Reorganized SWW tables at the database level to fully recover space Noticed workflow runtime improvement
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

Most Critical Issues / Lessons Learned Attaining retention period agreement from stakeholders Auditing point - purging data from system for good, no way to restore work items User involvement - explanation of work items, status of a work item in progress, reserved, completed, canceled, etc. Purging only work items, not the business objects associated with the work item, i.e. P/Os, Invoice, Idoc SARA work item purge program limitation Internal table filling up due to volume of data being purged SARA jobs would terminate Had to reduce the deletion period down to a day in some cases
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

Incentives needed to start Work Item Archiving Started with C Type Work Items (IDOC related Work Items) Gathered Business Retention Requirements for Workflow Work Items Archiving Workflow Work Item Procedures Lessons Learned, Problems encountered
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Incentives needed to start Work Item Archiving

Performance problems, especially with IDoc processing Runtime Utilization Table status (SWUF) showing large number of records - SWW_CONTOB > 45M Could not perform upgrade to SAP 4.5B due to large table sizes Users Inboxes (especially those of administrators) too full to be useful, or to read in some cases
Better be a good reason for this!
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Started with C Type Work Items

Ran RSWWCIDE to catch up with old C type work items OSS Note 153205 for 3.1 - 4.5 Much faster than RSWWWIDE Can run multiple jobs in parallel, separated by From / To Dates or Work Item Ids uncheck DISP when deleting After catch up, linked to existing IDoc archiving strategy OSS note 126678 to 3.1 system; already in 4.x When Archive IDoc then related C type work item set to COMPLETED Ran RSWWWIDE and RSWWHIDE on C type work items with status COMPLETED
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Gathered Retention Reqs. for WF Work Items

Needed retention requirements for the following areas which utilized SAP Workflow Material Management Pricing Order Management Credit Management Export Regulations Contracts IDOC Error Handling (IT support) Billing Scheduling Potential of variant / batch job for each areas Workflow(s) Most functional areas wanted 3-6 months retention period due to work item reporting and Inbox retention Exception was IDOC Error Handling 1 month or less retention - Not as much use for history after IDOC errors resolved Occasional specific runs to remove large number of work items due to large number of related IDOC errors
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Archiving Workflow Work Item Procedures

Decided not to run SARA to archive work items Setup batch job and variant for RSWWWIDE; our variants setup as follows: ID of work item (default) Type of work item = W, B, F, D, A, E (and P for 4.x) Status of work item = Error, Committed, Completed, Cancelled Date created / Creation date = desired retention period, e.g. current date - 90, current date Time created / Creation time (default) Executive agent, ID of task = <blank> (default) No. of WIs to be delet. Per LUW = 50 (default) In initial test runs, can run with Display list only checked to ensure correct work items list to be deleted; after that remove this flag to run deletion
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Archiving Workflow Work Item Procedures (conted)

Setup batch job and variant to run RSWWHIDE Will remove the Work Item Log History of work items that were previously deleted (tables: swwlogpara, swwloghist) ID of work item = 1 to 999999999999; Uncheck Display list only Run re-organization of runtime table indexes See OSS Note 72873 for table indexes Run after each archiving run, performance gains are realized here Ad-hoc deletion of work items Use RSWWWIDE (and then RSWWHIDE) to delete specific Tasks and / or Workflows work items (e.g. TS00008068, WF550000062) Can end specific Workflow or Tasks work items (end manually or Logically delete) via SWI2 (work item reporting) or Inbox Deleting of WF or WS work items will delete the lower level WF, WS, T and TS work items
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Lessons Learned, Problems encountered

Have a procedure to cleanup the Work Items early, do not wait for performance problems If have heavy IDoc traffic, will have large number of C type work items Attaining agreement for deletion procedures and attaining the retention period from functional areas proved to be most difficult obstacles Decide on whether to archive work item data Can not re-load deleted work items Determine requirements for data retention and access SARA selection criteria does not allow for Type of work item or Status of work item Archiving can be performance intensive Enhance example report (RSWWARCR) which reads archived work items for more useful information if decide to archive
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Environment at NB Power
Electric Utility: 300,000 customers. 1997 - SAP R/3 Rel 4.0B FI/CO/MM/SD (No Workflow). 1999 - IS-U/CCS 1.2 Add-on module + workflows. OS / DB: Windows NT / Microsoft SQL Server Users: 900+ Majority of workflows originate from IS-U/CCS module. Average volume: 2000 new workflows / day. First archiving exercise almost one year after go live.
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Issues Encountered
Workflow and container tables growing at rapid pace. WF Table monitoring (swuf) showing yellow lights on most tables. Neglect - Always saw archiving as something to do later No policy in place for WIs - had to fast track our approach. Ownership of WF data not well defined. Archiving misunderstood by client - actually purging. Client concerned about impact on WIS. Large volume of stale workitems in place as a result of initial data creation. Had used WI deletion program to manage size of WF inbox Ooops!
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Preparation / Testing
Applied OSS notes to improve archiving performance. Educated client on WI log data and its usage - not impacted. No business documents removed as result of WI archiving. Enabled security for object Workitem only. Confirmed that WIS in not impacted by archiving - tested in DEV environment. Agreed on data retention period of 8 weeks from completion date. (client uses WF logs for investigation of WF errors) Volume tested on QA system (Prod Copy) - measured performance. Ensured that enough space was available for creation and storage of archive files.
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Archiving - The Results

Initial archiving run on weekend outside of batch window. Limited size of archive files to 25 Mb each (config). Archived one month at a time (limit impact in case of failure) Timing: Archive selection and identification: 6 hours. Deletion of identified records: 2 hours 1.5Gb of space required to store all archive files (60+). Total of 16,2 Million records removed from WF tables. Less data archived than expected ...many stale in process WIs. Many workitems of type C in tables ...not removed by archiving.
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Ongoing Activities and Future Steps
Archiving being done manually bi-monthly. Have report to change status of stale WI to cancelled Will allow archiving to pick up old items.. Setting-up batch job for archiving on weekly basis - small volumes. Planning the removal of Type C workitems. Developing strategy for archiving of IDOCS.
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000
Thanks !
O c t o b e r 2 5 2 7 , 2 0 0 0
Copyright 2000

Archiving WF Work Item

Caricato da

Informazioni sul documento

Descrizione originale:

Titolo originale

Copyright

Formati disponibili

Condividi questo documento

Condividi o incorpora il documento

Opzioni di condivisione

Hai trovato utile questo documento?

Questo contenuto è inappropriato?

Copyright:

Formati disponibili

Archiving WF Work Item

Caricato da

Copyright:

Formati disponibili

Archiving of Workflow Work Items

2000 ASUG Business Workflow Fall Meeti ng W e s t i n I n n i s b r o o k R e s o r t a m p a F l o r i d a

October 25-27, 2000

20002000 Copyright G R O U P Copyright

Archiving work items

2000 ASUG Business Workflow Fall Meeting

Data Archiving Process

Database Data Objects Archive Files

Application Data Archive to Archive Files

Delete from Database

What is an Archiving Object?

Archiving Objects SARA Customizing

Storage Alternatives for Archive Files

SAP ArchiveLink / Content Management Service (CMS)

Hierarchical Storage Management (HSM)

2000 ASUG Business Workflow Fall Meeting

Archiving Work items

2000 ASUG Business Workflow Fall Meeting

Types of Work items

Handling of Type C Work items

2000 ASUG Business Workflow Fall Meeting

Archiving work items

2000 ASUG Business Workflow Fall Meeting

When to archive ?, when to delete work items ?

2000 ASUG Business Workflow Fall Meeting

When to archive ?, when to delete work items ? (RSWWWIDE)

Choose test run and delete log file option

2000 ASUG Business Workflow Fall Meeting

Archiving work items

2000 ASUG Business Workflow Fall Meeting

Archiving Object WORKITEM

2000 ASUG Business Workflow Fall Meeting

Which tables are archived?

Space info for tables Online space Space statistics

Work Item Archiving Steps

Archiving work items

2000 ASUG Business Workflow Fall Meeting

2000 ASUG Business Workflow Fall Meeting

Archiving work items

2000 ASUG Business Workflow Fall Meeting

Archiving work items

2000 ASUG Business Workflow Fall Meeting

Archiving work items at Anheuser-Busch

2000 ASUG Business Workflow Fall Meeting

Archiving work items at Anheuser-Busch

2000 ASUG Business Workflow Fall Meeting

Archiving work items at Anheuser-Busch

2000 ASUG Business Workflow Fall Meeting

Archiving work items at Anheuser-Busch

2000 ASUG Business Workflow Fall Meeting

Archiving work items at Anheuser-Busch

2000 ASUG Business Workflow Fall Meeting

Archiving work items

2000 ASUG Business Workflow Fall Meeting

Archiving work items

2000 ASUG Business Workflow Fall Meeting

Incentives needed to start Work Item Archiving

Better be a good reason for this!

2000 ASUG Business Workflow Fall Meeting

Started with C Type Work Items

Gathered Retention Reqs. for WF Work Items

Archiving Workflow Work Item Procedures