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