AAA Keeps their JDE System and Files Humming with Data File Purge Processes
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AAA Keeps their JDE System and Files Humming With Data File Purge Processes Facilitator Mike Guerin, President, TeamCain Presenter (In Absentia): Allen Hall Senior Business Systems Analyst AAA Presented at Florida RUG, November 1, 2013
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Discover how AAA approached their process for keeping their JD Edwards data files clean, enabled the ability to view archived transactions directly within their Production environment, and how using a tool that works just like JD Edwards saved them external costs and allowed them to have a simple, repeatable process. If you are considering data file purging and archiving, or just want to get some best practice ideas, this is the session for you.
Transcript of AAA Keeps their JDE System and Files Humming with Data File Purge Processes
AAA Keeps their JDE System and Files Humming With Data File Purge Processes
Facilitator Mike Guerin, President, TeamCain
Presenter (In Absentia): Allen Hall
Senior Business Systems Analyst AAA
Presented at Florida RUG, November 1, 2013
Agenda Introduction to AAA Our JDE set up and environment Why we decided to purge and archive our JDE data
Selection, decision and implementation process Current process JDE purge and archive
Summary of benefits and lessons learned Overview of Purge-IT! courtesy of Mike Guerin Wrap up and Questions
About AAA Established in 1902 Through a network of over 50 clubs, provide services to
over 54 million members at over 1,100 facilities Core service was and is roadside assistance Operate travel agencies, publish travel guides and maps Offers to its clients insurance, credit cards, travellers
checks, vacations, discounts … and so much more!
Went live initially on World 5.2 in 1992, went B7333 (OneWorld) in 2000, upgraded several more times
Migrated to JDE EnterpriseOne with 9.0 in 2011 JDE Modules Used at AAA:
• Financials (AP, AR, GL), Fixed Assets • Distribution / other (PO, SOP)
Average about 300 total users, 60 heavy users JDE support staff size is 3 in total Use I-series (AS400) as the Enterprise Server (Power7 with V7R1) now, with DB2 Have about 1 TB of DASD, running about 50% WIN 2008 R2 VM for enterprise, deployment, HTML and logic servers
Our JDE set up, environment and upgrade
Always (back to World days) had a purge schedule in place
Had a solution in place, but found it was not as easy to work with as we liked; needed to bring in consultants each year to help out.
Wanted something in EnterpriseOne that was easier to work with and that we could pick up and use ourselves (no outside help)
Why we looked for a purge and archive solution
Alternatives reviewed, decision factors
Saw Purge-it! at a user conference and on a JDETips webinar; seemed like would be a good fit.
Liked that it was OVI Looked like JDE and worked like JDE Investment was low, did not need lots of outside help Would be able to largely self install and carry on going forward Spoke to two references to confirm and get their view on Purge-it!
Solution selection and implementation
Decisions and process: • Installed as the ASU (simple) • Ran from “outside in” – so Purchasing and Sales first, then AP and
AR, then GL • Keep current + 2 in PROD, and 7 years in total; beyond 7 is deleted • Keeping more than 7 was a liability (historical proof on this!) • Ran in the usual proof mode then final mode • Not much involvement from the business (now); original processes
(years ago) did involve the business
Solution implementation
Our experience: • Installed the ASU, package build and deploy • Got a couple of hours training from Klik IT for config and processing
options / jobs • One hiccup with creation of the supplied tables (data for the UDC tables
used), easily resolved • Started in Sept after installing in Aug 2012, then did the sequence of
purges. • Completed install, proof and final modes within a calendar month. • Integrity reports run before and after purge to make sure no issues /
everything still in balance. • We are using the “FYK” set up – easy access to archive data in production
Solution implementation
Still doing an annual purge and archive
Move one year to archive, and one year off archive
Do it all ourselves
Have the custom module but have not used yet – will in the future
Our Purge / Archive process now
Purge-IT: features we liked Other key points
• Uses JDE menus for access and set up – what we and our users are used to
• Single job runs the whole process • Archive access – choice available for how to do this (we chose FYK
method) • Installed as ASU – in our comfort zone • As we upgrade, will just get the new Purge-it! version for the JDE
release and move forward; new Purge-it! releases include updates to archived FYK tables for new release
We received the following payback from implementing Purge-it!:
With the PROD access to archived data, more users can access this data Virtually no consulting “drag” for implementing Upgrade assistance will be minimal
Our payback …
User Perspective: – Easy access to archived data – Confidence in the process and the integrity of the data post
purge
IT Perspective: – Simple to install and use – Works just like JDE – contributing to the ease of use: processing options,
data selection, JDE menu access, inquiry screens for archived data
What we like about it
Our “lessons learned”
Easy to get busy and leave purge and archive as a “somewhere down the road” project – don’t do this!
Don’t be a “data hoarder” Make sure you purge with integrity so you don’t end up with integrity and
data issues Involve business users – for course of actions, what stays in prod and what
goes Stay on top of it – purge and keep clean each year Select the right tool
Questions ?
Purge and Archive Best Practices
Courtesy of Mike Guerin / TeamCain
Purge and archive best practices Why purge and archive?
• Performance • JDE is a batch system and transactional … performance can drop significantly
• Upgrade • Most common reason of late … purge before upgrade can reduce risk and speed things up (can
always migrate archived data later). Gets rid of “dirty data” too • Business change
• LOB sold off, plant / location closed • Disk and backup
• Disk is “cheap”, but not never ending. Backup implications • Spin off impact
• BI Data loads, disaster recovery … • If you have more than 10 years – it is probably just time to get it done. • Did you realize? 10 minutes per day for 50 people = 1 Full Time Equivalent
What to purge and archive?
• Look for the “heavy hitters” – larger transaction files (typically GL, AP, AR, PO, IN, SOP
• Run reports to show disk usage in descending order – record counts too
• Watch for tag files – often these are heavy disk use as well (F55 – F59)
• Add on systems?
• Master files? Often not (other implications) and often not large usage / performance implications
• Old / dead / dirty data that can be swept away?
Purge and archive best practices
When to purge and archive, and how far back?
• How much to keep – question for the business • Most common – current plus 2 in PROD; another 2 in Archive tables • Can be up to 7 in PROD depending on industry • Legislative – what MUST you keep and how accessible does it need to be? • Reverse also holds true – if the data is there you will have to produce it (exposure) • Users will almost always want more – ask the “why” question. Often can be satisfied in
other ways • Consider go-forward plans as well – how often (monthly, quarterly, annually) as a best
practice
Purge and archive best practices
Who is involved?
• A purge and archive project is a business project supported by technical staff • Users own the data, IT owns the process to manage it and deal appropriately with
storage and technical aspects • Business staff decide on purge and archive cut-off dates, companies / units to carve
off, legal interpretations, etc. • Business users should sign off on test purge results and validate the data • Outsourcing can make sense depending on schedules … but not the sign off by users
Purge and archive best practices
Watch out for / other points
• Integrity – Normal to keep, but sometimes need to break
• What to do with archived data – Who needs access / how often
• If upgrading – Benchmark time needed for data conversion
• Pre or post upgrade?
Purge and archive best practices
P - Purpose built JDE, release, module, no hardware, no MTR's
U - Update or proof Comfort and confidence
R - Reversible Whole, part
G - Get access to data Archive data in PD, safe, secure, no new Environments
E - Extendable Modular, Custom module, ASU install and updates, multi-server
I - Integrity Hard- and soft-coded, preserves data integrity
T - Toolset Middleware, CNC, easiest to configure and run
How can we help?? Come chat at our booth Get a copy of this presentation Arrange to speak with Allen at AAA File review for recommendations on what to purge One page “Benefits of a JDE purge and archive” document Recorded solution webinars on our site Specific presentation for you? Happy to provide investment estimate
About TeamCain? • Consulting service partner for JD Edwards customers since 1995 • Re-seller and/or implementer of Purge-IT! and other targeted value add products and services for the JDE (and other)
marketplace: – Global Software: Spreadsheet automation, distribution and dashboards for your ERP ; Enterprise Budgeting as
well – RF-SMART: automated data collection with direct integration to JDE – Oracle: Business Intelligence: Oracle’s pre-eminent BI tool – Halo BI: 100% browser based, ERP agnostic end to end BI solution – MAGIC Software: code free integration and business process orchestration … connectors for JDE, SAP,
SharePoint, Salesforce.com and more – Velocity: leader in hosted services, Disaster recovery .. Options include 30 day sandbox for upgrades and upgrade
hosting (can then port back)
