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Former Member
Apr 14, 2014 at 03:08 PM

What would you recommend I consider when looking at an archiving process/policy?

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I am a business user and part of a project team working on process improvements for our implementation of SAP. We are working on developing solutions for business challenges. One challenge is the length of processing time required to calculate WIP, Variances and Production Order Settlement. it is my understanding that these processes are impacted by the number of open production orders we have in our system. We have not archived production orders.

I have been tasked with reviewing the process/system and creating a recommendation for archiving production orders. Here is my understanding of archiving production orders.

When a production order is archived- the related production order data (components, operations, confirmations) are deleted from the system- but the information resides in an archive file. The process to archive begins when a production order meets the requirements to have status DLFL on the production order. To be in DLFL status the remaining balance must be zero, open confirmations (cogis) are cleared as are any other errors. A job is run that identifies prod orders that meet the requirements and markes them as DLFL. Once in DLFL, the prod order will stay in that status until the residency 1 time expires, Once that time expires the same job that placed the prod order in DLFL will put the prod order in DLT. The prod order will stay in DLT status for the length of time specified in residency 2. Once residency 2 expires - there is a second job that can be run to delete the prod order data from the system and create the archive file.

My questions are:

1) Is my general understanding correct?

2) Can you share how your company set the guidelines for archiving - i.e. frequency of job run, residency time, requirements for archiving.

3) What issues or concerns would you recommend I consider when looking at creating an archiving policy/process? for example- did you run into issues with shorter residency times or find that there were issues when archiving frequently? One item I am concerned about is the system resources required to archive- perhaps this should be a mid-month process so that there is no conflict with the financial closing process that occurs during the first few workdays of the month?

Thank you!