Table of Contents

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Foreword by the Fathers of SAP ILM
15
Foreword by DSAG
17
Foreword by SAP SE Chief Financial Officer
19
Preface
21
Target Audience
21
Objective
22
Structure of the Book
22
Acknowledgments
24
1 Introduction to SAP Information Lifecycle Management
25
1.1 From Data Archiving to Information Lifecycle Management
25
1.2 Retention and the Law
32
1.2.1 Organization and Retention in Accounting
32
1.2.2 Organization and Social Partnership
33
1.2.3 Retention in Human Resources
34
1.2.4 Retention and Data Privacy
35
1.2.5 Retention and Special Legal Sources
37
1.3 Summary
38
2 Basic Functions in SAP ILM
39
2.1 Archiving Object and Data Destruction Object
39
2.2 SAP ILM Object: The King of the Retention Rules
40
2.3 Audit Area: A Reason to Define Retention Rules
45
2.3.1 List of Existing Audit Areas: Transaction ILMARA
46
2.3.2 View and Modify Audit Areas
48
2.3.3 Create Audit Areas
49
2.3.4 Copy or Merge Audit Areas
50
2.3.5 Object Assignment
52
2.3.6 SAP ILM Actions Group in the Archive Write Program
55
2.3.7 Compatibility with Archiving Objects
58
2.4 Policy Categories
60
2.5 Policies
63
2.5.1 Object Category
63
2.5.2 Create Policy: Transaction IRMPOL
64
2.5.3 Special Characters in Condition Fields: Transaction IRM_CUST_CSS
67
2.5.4 Creating Rules in a Policy
69
2.5.5 Differences between Retention Rules and Residence Rules
76
2.5.6 Facilitating Rule Maintenance with Rule and Object Groups
77
2.5.7 Overview of Your Policies
84
2.5.8 Transferring Policies and Rules
85
2.5.9 Cross-Client and Client-Specific Objects in Information Retention Manager
85
2.6 WebDAV, BC-ILM Certification, and SAP ILM Store Browser
86
2.6.1 Structured and Unstructured Data in the SAP ILM Store
88
2.6.2 Definition of SAP ILM Stores
93
2.6.3 Storage and Retention Service for SAP ILM Stores
98
2.6.4 When Are Archive Files Stored in the SAP ILM Store?
100
2.6.5 Treatment of Existing Files and Original Documents
102
2.6.6 Conversion of Archive Files
103
2.6.7 SAP ILM Store Browser
108
2.6.8 Archive Routing and SAP ILM
111
2.7 Data Destruction Functions
113
2.7.1 Methods of Data Destruction
113
2.7.2 Destruction from the Database via an Archiving Object
115
2.7.3 Destruction from the Database via a Data Destruction Object
116
2.7.4 Archive Files from the Certified SAP ILM Store
120
2.7.5 Transaction ILM_CHANGE_RET
128
2.7.6 Enhancement Spot ES_ILM_DESTRUCTION
132
2.8 Required Business Functions
136
2.9 Required HTTP Services
138
2.10 SAP ILM Roles and Transactions
140
2.11 Summary
141
3 Additional Functions in Retention Management
143
3.1 SAP ILM Notifications
143
3.1.1 Deleting Distributed Data Issue
144
3.1.2 Relevance of Simplified Blocking and Deleting Personal Data
145
3.1.3 Functions and Configuration of SAP ILM Notifications
146
3.2 SAP ILM Enhancements for Archive Management
151
3.3 SAP ILM Work Center
154
3.3.1 Archiving and Prerequisites
155
3.3.2 SAP ILM Archiving Work Center
157
3.4 SAP ILM Store
169
3.4.1 Architecture Overview
169
3.4.2 Settings in the SAP ILM Store System for Structured Data
169
3.4.3 Settings in the Leading System for Structured Data
173
3.4.4 Settings in the SAP ILM Store System for Unstructured Data
177
3.4.5 Settings in the Leading System for Unstructured Data
179
3.4.6 Further Information
182
3.5 Data Controller Rule Framework
182
3.5.1 Business-Related Abstraction
183
3.5.2 Functions and Configuration of the Data Controller Rule Framework
187
3.5.3 Advantages of Using the Data Controller Rule Framework
203
3.6 Legal Case Management
204
3.6.1 Overview and Display of Existing Legal Cases
205
3.6.2 BOR Object Types and Their Relation to SAP ILM Objects
205
3.6.3 Create or Modify Legal Case
206
3.6.4 Set Legal Case
212
3.6.5 Extraction of Data Objects with Legal Hold
214
3.6.6 Close or Delete Legal Case
216
3.7 Summary
217
4 Simplified Blocking with SAP ILM
219
4.1 How GDPR Influenced SAP ILM Innovation
219
4.2 Overview of Solutions
225
4.3 Preparatory Steps
228
4.3.1 Blocking Master Data in Transaction SPRO
229
4.3.2 Blocking Transactional Data in Transaction SPRO
237
4.3.3 Blocking Master Data in SAP ILM
237
4.3.4 Blocking Transactional Data in SAP ILM
244
4.3.5 Blocking and Deleting Master Data: Variants of Application Rules
247
4.3.6 Archiving Master Data and Transactional Data
254
4.3.7 Dependent and Central Master Data System
255
4.4 Blocking in the Business-Related View
259
4.4.1 Blocking Transactional Data in a Business Process
260
4.4.2 Viewing Blocked Transactional Data in a Business Process
260
4.4.3 Blocking Master Data in a Business Process
264
4.4.4 Local EoP Check (Interim Check without Setting Completion Flag)
271
4.4.5 Viewing of Blocked Master Data in a Business Process
273
4.4.6 Unblocking Master Data in a Business Process
278
4.4.7 Possible Combinations and Sequences
281
4.5 Summary
285
5 Blocking and Destruction with SAP ILM in SAP S/4HANA Cloud
287
5.1 SAP S/4HANA Cloud vs. SAP ERP and SAP S/4HANA
287
5.2 Required User Roles and Business Catalogs
289
5.3 Audit Areas
289
5.4 SAP ILM Objects
291
5.5 Policies
292
5.6 Object Groups and Rule Groups
293
5.7 Business Rules Management Application
295
5.8 Archiving
295
5.8.1 Planning Archiving Jobs
296
5.8.2 Planning a Destruction and Storage Job
303
5.8.3 Monitoring Archiving Jobs
303
5.8.4 Display of Archived Data
305
5.9 Blocking Master Data
308
5.10 Managing SAP ILM Business Rules
314
5.11 Data Destruction Functions
315
5.11.1 Data from the Database via an Archiving Object
315
5.11.2 Data from the Database via a Data Destruction Object
316
5.11.3 Stored Archive Files
319
5.12 Summary
321
6 Blocking and Destruction in SAP ERP HCM
323
6.1 Fundamentals and Special Characteristics of SAP ERP HCM
324
6.1.1 Historical Development
324
6.1.2 Laws and Regulations
325
6.1.3 Implementation Project
325
6.1.4 Analysis of Existing and Destruction-Relevant Data in SAP ERP HCM
327
6.1.5 Controlling Data in SAP ERP HCM according to Data Privacy Regulations
329
6.1.6 Test Management and Performance
330
6.2 Controlling Authorizations in a Specific Period in SAP ERP HCM
332
6.2.1 Time-Dependent Authorizations
332
6.2.2 Default Authorization Periods
337
6.2.3 Role-Specific Authorization Periods
338
6.2.4 Time-Dependent Access to Payroll Results
340
6.2.5 Additional Period-Dependent Enhancement Options
342
6.2.6 Time-Dependent Access Control in Reporting
344
6.2.7 Time-Dependent Access Restriction to Complete Personnel Files
345
6.3 Data Destruction in SAP ERP HCM with SAP ILM
347
6.3.1 Basics
348
6.3.2 Realization of Data Destruction in SAP ERP HCM
349
6.3.3 Deletion System
356
6.3.4 Configuration
357
6.3.5 Data Destruction Procedure
370
6.3.6 Example Scenario with the Archiving Objects HRTIM_ABS and HRTIM_QUOT
390
6.3.7 Sequence
392
6.3.8 Authorization Concept
394
6.3.9 Customer Extensions
394
6.3.10 HR Process Workbench for Data Destruction
398
6.3.11 Blocking the Destruction: Veto
405
6.4 Complete Deletion of a Personnel File in SAP ERP HCM
408
6.4.1 Classic Programs RPUDELPN and RPUDELPP
409
6.4.2 New Destruction Object HRPA_PERNR
411
6.5 Further Destruction-Relevant Data in SAP ERP HCM
418
6.5.1 Logging Infotypes
419
6.5.2 Processing Logs (Application Log)
420
6.5.3 Billing Data, Time Evaluation Results, and Travel Data
421
6.5.4 Work Items and IDocs
428
6.6 Information Request by an Employee
429
6.7 Overview of Functions and Transactions
431
6.8 Summary
431
7 Implementing an SAP ILM GDPR Project
433
7.1 Overview
434
7.2 Stages of an SAP ILM GDPR Project
435
7.2.1 Preparatory Steps
436
7.2.2 Analysis
445
7.2.3 Scope of Analysis
446
7.2.4 Limits of Analysis
448
7.2.5 Analysis as a Prerequisite for Planning the Implementation
449
7.2.6 Implementation and Testing
449
7.2.7 Go-Live and Productive Use
459
7.3 Complex System Landscapes in an SAP ILM GDPR Project
460
7.3.1 Replication of Personal Master Data between Systems
460
7.3.2 Managing Different Groups of Personal Master Data
462
7.3.3 Integrating Human Resources Systems
465
7.3.4 Integrating Non-ABAP Systems
467
7.4 Business Processes and Data Controller
468
7.4.1 Business Process of an Internet Company
468
7.4.2 Process Data and Retention Periods
470
7.4.3 Obligation to Disclose
472
7.4.4 Employee Authorizations
474
7.5 Summary
475
8 System Shutdown with the Retention Warehouse
477
8.1 Foundations and Definition
477
8.2 System Architecture
479
8.3 Replication of Data from the Legacy System
481
8.3.1 Configuration for Extraction in an SAP Landscape Transformation Replication Server System
482
8.3.2 Replication of Data from the Legacy System
486
8.4 Archiving Data from the Legacy System
490
8.4.1 Configuration
491
8.4.2 Running an Archiving Procedure via the Legacy Extraction Workbench
494
8.5 Transferring Archived Data to the SAP ILM Retention Warehouse System
499
8.5.1 Transferring Administration Data
501
8.5.2 Converting Files
502
8.5.3 Storing Files
503
8.6 Reporting in the SAP ILM Retention Warehouse System
504
8.6.1 Reporting Data and Process Flow
504
8.6.2 Reporting Tools
506
8.6.3 Reporting Example with Local Reporting
507
8.6.4 Accelerated Reporting and Use of SAP BusinessObjects BI
516
8.7 Summary
518
9 Managing the Data Lifecycle of Custom Code with SAP ILM
519
9.1 Decision Criteria for an SAP ILM Connection
519
9.2 SAP ILM Compatibility with the Archiving Object
523
9.3 SAP ILM Compatibility with the Archive Write Program
525
9.3.1 Prerequisite: Standardized Classical Archiving Object
525
9.3.2 Implementing the Three SAP ILM Actions
525
9.3.3 Enhancements for Calling ARCHIVE_OPEN_FOR_WRITE
528
9.3.4 Extensions When Running ARCHIVE_SAVE_OBJECT
529
9.3.5 Extensions When Running ARCHIVE_PROTOCOL_COLLECT
531
9.4 Data Destruction Object: An Alternative to an Archiving Object
531
9.4.1 Developing a Data Destruction Object
532
9.4.2 Developing a Data Destruction Program
536
9.4.3 Developing a Preprocessing Program
542
9.5 Creating an SAP ILM Object: Transaction IRM_CUST
542
9.5.1 Preparatory Steps
543
9.5.2 Overview of Required and Optional Steps
545
9.5.3 Time References to Determine the Beginning
547
9.5.4 Time Offsets for Start Determination
550
9.5.5 Standard Condition Fields
551
9.5.6 Optional Settings
552
9.5.7 Header Data of the SAP ILM Object
553
9.5.8 Additional Object Category-Specific Settings for the SAP ILM Object
556
9.5.9 Object Category-Specific Settings for the SAP ILM Object
565
9.5.10 Checking the Quality of the SAP ILM Object
586
9.5.11 Transaction ILMSIM: Simulation of Rule Evaluation
589
9.6 Summary
590
Appendices
591
A References
591
B The Authors
593
The Author
593
The Translator
593
The Coauthors
594
Index
597