Student Lifecycle Management: Archiving and Deletion

Student Lifecycle Management: Archiving and Deletion

Applies to: Student Lifecycle Management EHP 4

Summary This guideline provides an overview on the basic steps that need to be considered for archiving data in Student Lifecycle Management. Please note that this document is neither a general introduction to archiving in the SAP system nor can it serve as an introduction to the SAP Student Lifecycle Management Product. It contains additional information that is considered useful for data archiving and deletion for Student Lifecycle Management. Basic knowledge of the Student Lifecycle Management applications and data archiving are a prerequisite for this document.

Author: IBU Higher Education and Research, SAP AG

Company: SAP AG

Created on: 01 October 2008

SAP DEVELOPER NETWORK | sdn.sap.com BUSINESS PROCESS EXPERT COMMUNITY | bpx.sap.com © 2008 SAP AG 1


Table of Contents Basic Concept.....................................................................................................................................................4 1. Business Scenarios for Archiving and Deletion..............................................................................................5

1.1. Archiving FI-CA Documents for given company code posted before a specified date............................6 1.2 Archiving Internet Service Requests (notifications) older than x days......................................................6 1.3 Archive Student Correspondence that is older than X years ....................................................................7 1.4. Archiving Change Documents after X years............................................................................................7 1.5. Archiving Lower-Level Appraisals for Module Grading on the given academic years and academic sessions ..........................................................................................................................................................9 1. 6. Delete student event bookings finished before a given date for selected students or for all students.10 1.7. Archive activity documents of selected activity types which were created before a given date for selected students ..........................................................................................................................................10 1.8. Archive student contract object and contract account master data for inactive students......................10

1.8.1. Further archiving objects in component FI-CA.................................................................................................11 1.9. Archiving fee calculation documents created before a specified date for selected students or for all students.........................................................................................................................................................12 1.10. Archiving student study details for inactive students ...........................................................................12 1.11 Archiving complete student master records for inactive students ........................................................13 1.12. Archiving student related persons........................................................................................................13 1.13 Archiving Audit Runs.............................................................................................................................14 1.14. Archiving Requirement Profiles............................................................................................................14

2. Programs ......................................................................................................................................................15 2.1 RFKKAR10 – Archive FI-CA Documents................................................................................................15 2.2. RQARCNMA – Archive General Notifications .......................................................................................15 2.3 RFKKCO03 – Archive FI-CA Correspondence.......................................................................................17 2.4 CHANGEDOCU_WRI – Archive Change Documents ............................................................................17 2.5 RHIQAGR_ARCH_PREPARE – Flag Appraisals for Archiving..............................................................18 2.6. RHIQAGR_ARCH – Archive Lower-Level Appraisals ...........................................................................18 2.7 RHIQST_BOOKING_DELETE – Delete Student Event Bookings .........................................................19 2.8 RHIQPROC_ARCH – Archive Activity Documents.................................................................................20 2.9 RHIQFEE_ARCH – Archive Fee Calculation Documents ......................................................................20 2.10 RHIQST_ARCHIVING_PREPARE – Flag Students for Archiving........................................................21 2.11. BUSOBARCH – Archive Contract Objects ..........................................................................................22 2.12. BUSOBARCH – Archive Contract Account .........................................................................................23 2.13. BUSOBARCH – Archive Student Master Records and/or Related Persons .......................................23 2.14. RHIQSTUDYDETAIL_ARCH_WRI – Archive Study Details ...............................................................24 2.15 RHIQAUDR_ARCH_WRI – Archive Audit Runs...................................................................................24 2.16 RHIQAUDF_ARCH_WRI – Archive Requirement Profiles ...................................................................26

3. Tools .............................................................................................................................................................28 3.1 Selection Methods for Choosing Modules ..............................................................................................28 3.2 Selection Methods for Choosing Students..............................................................................................28

3.2.1. User Defined Search with Selection Method ‘ST01’.........................................................................................29 3.2.2. STAT – Choose Students according to Personal and Status Data ..................................................................29



3.2.3. STNS – Choose Students via Student Number ...............................................................................................30 3.2.4. DE00 – Choose Students w/o Sessional Registration .....................................................................................30 3.2.5. ADM1 – Choose Students according to Admission status ...............................................................................31 3.2.6. REG1 – Choose Deregistered Students ..........................................................................................................31 3.2.7. AR01 – Choose Students by Archivable Status ...............................................................................................32

4. Data not relevant for Archiving .....................................................................................................................33 5. Appendix.......................................................................................................................................................33

Archiving Objects relevant for Student Lifecycle Management ....................................................................33 HR Archiving Sub-objects relevant for Student Lifecycle Management: ......................................................33 Important Transactions .................................................................................................................................34 Additional Sources of Information .................................................................................................................34

6. Glossary........................................................................................................................................................35 Copyright...........................................................................................................................................................38



Basic Concept Data Archiving removes mass data that is no longer required online from the data base. The data must still be accessible at a later date if needed. These documents are deleted from the database and written to archive files.

The archiving procedure is divided into three main steps:

1. Creation of archive files: the data to be archived is written sequentially to a newly created archive file.

2. Storage of archive files: the newly created archive files can then be moved to a storage system or copied to a tape. The removal to an external storage system can be triggered manually or automatically.

3. Deletion from the database: The delete program reads the data from the archive files and then deletes it from the database.

All processes relating to data archiving are accessible in the Archive Administration transaction (SARA):

SAP Menue-> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Administration.

Precondition for accessing archived data with the archiving information system is that there is an active archiving info structure.



1. Business Scenarios for Archiving and Deletion Archiving can be done for the following business scenarios:

1. Archive FI-CA documents for given company code posted before a specified date.

2. Archive internet service requests that are older than x years.

3. Archive student correspondence that is older than x years.

4. Archive change documents after x years.

5. Archive lower-level appraisals for module grading on the given academic years and academic sessions.

6. Delete student event bookings finished before a given date for selected students or for all students.

7. Archive activity documents of selected activity types that were created before a given date for selected students.

8. Archive student contract object and contract account master data for inactive students.

9. Archive fee calculation documents created before a specified date for selected students or for all students

10. Archive student study details for inactive students

11. Archive complete student master records for inactive students.

12. Archive student related persons

13. Archive audit runs

14. Archive requirement profiles



1.1. Archiving FI-CA Documents for given company code posted before a specified date

Archived FI-CA documents can be displayed using the archive information system, or straight from document display via the Read from Archive pushbutton.

In the account balance display, documents that have already been archived can be displayed by setting the with Archive indicator

Process Steps:

Check Preconditions:

• Maintain the document type validity period and activate the archive information structure in IMG: Financial Accounting -> Contract Accounts Receivable and Payable -> Basic Functions -> Postings and Documents -> Archiving.

• Note that several checks are carried out during the archiving program. Only documents that fulfill all those checks are archived. A detailed description of the checks can be found in the online documentation of report RFKKAR10 in se38.

To archive the FI-CA documents go to SAP Menue -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive FI-CA Documents or

Transaction SARA: archiving object FI_MKKDOC.

The associated programs are:

o RFKKAR10

o RFKKAR11

1.2 Archiving Internet Service Requests (notifications) older than x days

Archiving object NM_QMEL can be used to archive general notifications that no longer need to be accessed in the system. The archived notifications can be displayed in the Archive File Browser (Transaction: AS_AFB).

The workflow of notifications is archived using the archiving object WORKITEM and is subsequently deleted. Archiving of workflow is not part of this guideline.

Process Steps:

Check preconditions:

• The notification has been marked as “completed” in Change Notification X days before.

• The notification completed X days before has been marked as “Blocked by Archiving” via report RQARCNM3.

1. To archive notifications, go to transaction SARA. The archiving object for Notification is NM_QMEL.

2. Click on the Write button in the initial screen of Archive Administration to start an archive session of archiving notifications.


• RQARCNMA – Archive Notifications

• RQARCNMD – Delete Notifications



1.3 Archive Student Correspondence that is older than X years

To delete correspondence from the database and write it to an archive file proceed as follows.

Process Steps:


• You have maintained the validity period for the individual correspondence types.

• If you also want to display archived correspondence from the archive in the correspondence history, you also have to activate the archive information structure. (See the Implementation Guide Financial Accounting -> Contract Accounts Receivable and Payable -> Basic Functions -> Correspondence -> Archiving).

To archive student correspondence, go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive FI-CA Correspondence or directly to transaction SARA.

The archiving object for correspondence archiving is FI_MKKCORR.

Notice the correspondence type for Student Correspondence is CM00 and for Admission Correspondence is CM01.


• RFKKCO03 - FI-CA: Correspondence archiving, archiving correspondence

• RFKKCO04 - FI-CA: Correspondence archiving, deleting correspondence

1.4. Archiving Change Documents after X years

To delete change documents from the database and write them to an archive file follow the following steps:

Process Steps:


• If you want to display archived change documents from the archive via archive explorer, you have to activate the archive information structure SAP_CHANGEDOCU1.

Go to transaction SARJ, enter SAP_CHANGEDOCU1 as the Archive Info Structure and press Activate button

To archive change documents, go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Administration. You can also go directly to transaction SARA. The archiving object for Change Documents is CHANGEDOCU.

You will be asked to specify the change document object and change Document Value when you archive change documents. The associated change document objects are listed as below:

Change Document Change Document Object Change Document Value

Business Address Services: Address Type 2 + Comm. Data

ADRESSE2 ‘BP ‘ + Person number + Address number

Business partner: Addresses BUPA_ADR Business partner number

Business Partner: Central Data BUPA_BUP Business partner number

Business partner: Student Data BUPA_PSCM Business partner number

Business partner: Student Data for US

BUPA_PSUS Business partner number



Business partner: Related Person Data

BUPA_PSCI Business partner number

Contract Account: Central Data MKK_VKONT Contract account number

Contract Account: Due Date Schedule

FICA_PSDD Contract account number

Contract Object: Central Data FMCA_PSOB Contract object number

Contract Object: Accounts Receivable and Accounts Payable Data

FMCA_PSOBVKK Contract object number

Contract Object: Due Date Schedule

PSOB_PSDD Contract object number

Change Document Object for Infotype 1000

HR_IT1000 Version (00) + Client + Object Type + Object ID + Plan Version + *

Change Document Object for Infotye 1001 and Additional Data

HR_IT1001 Same as above

Change Document Object for Infotype 1002


Change Document Object: Infotype 1701


























Change Document Object: Infotype HR_IT1769 Same as above



1769













Change Document Object: Appraisal

PIQAGR Client + Appraisal ID

Requirement Profile PIQAUDF GUID of Requirement Profile

Audit PIQAUDR GUID of Audit

Change Document Object for Assessment Process

PIQCMPR Client + Assessment Process Key Fields


• CHANGEDOCU_WRI – Write archive for change documents

• CHANGEDOCU_DEL – Delete archived change documents from database

1.5. Archiving Lower-Level Appraisals for Module Grading on the given academic years and academic sessions

The database load can be reduced at any time by archiving lower-level appraisals below top appraisal (from 2nd hierarchy level onwards) for module grading on the given academic years and academic sessions. These lower-level appraisals are then written to archive files and deleted from the database.

You can view archived lower-level appraisals in the module grading dialogue and not change them anymore.

Process Steps:


• You activated the archive information structure (IMG: Student Lifecycle Management -> Basic Settings -> Tools -> Data Archiving -> Activate Archive Infostructure for Lower-Level Appraisals).

To archive lower-level appraisals, go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Lower-Level Appraisals or directly to transaction SARA.

The archiving object for lower-level appraisals archiving is HRIQ_AGR.

Follow the following steps of the archiving process

1: Set/Reset archiving status by pre-processing report (You can also Set/Reset archiving status in extended academic work maintenance dialogue)

2: Create archive file

3: Delete archived lower-level appraisals




• RHIQAGR_ARCH_PREPARE – Flag Appraisals for Archiving

• RHIQAGR_ARCH – Write Archive for Lower-Level Appraisals

• RHIQAGR_ARCH_DELETE – Delete Archived Lower-Level Appraisals from Database

1. 6. Delete student event bookings finished before a given date for selected students or for all students.

Bookings that students (object type ST) have made for events (object type E) and time-independent events (object type EL) which end before or on the specified selection date can be deleted from the database and written to an archive file.

Process Steps:

To delete business event bookings, go to SAP menu -> Student Lifecycle Management -> Tools -> Delete Data -> Delete Business Event Bookings of Students.

You can also execute report RHIQST_BOOKING_DELETE directly to delete student event bookings.

1.7. Archive activity documents of selected activity types which were created before a given date for selected students

Activity documents can be written to archive files and deleted from the database. Archived change documents can be displayed in the student file.

Process Steps:

1. Check preconditions:

You have activated the archive information structure (IMG: Student Lifecycle Management -> Basic Settings -> Tools -> Data Archiving -> Activate Archive Infostructure for Lower-Level Appraisals).

2. To archive the Activity Documents, go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Activity Documents or directly to transaction SARA.

The archiving object for activity documents archiving is HRIQ_PROC.


• RHIQPROC_ARCH – Write Archive for Activity Documents

• RHIQPROC_ARCH_DELETE – Delete Archived Activity Documents from Database

Note: It is recommended that you archive the change documents related to activity documents only via the archiving object CHANGEDOCU. If you archive the change documents in this way, you can navigate to archive explorer from activity document details to display the archived change document. Otherwise, you can not display the archive change documents within activity document details.

1.8. Archive student contract object and contract account master data for inactive students

Account data can be written to archive files and is then deleted from the database. The student grant evaluation documents will also be archived when you archive student contract accounts. Archived contract objects and contract accounts (from a technical view) are displayed using the archive information system.

Process Steps:

Check Preconditions



• You have created a customer-specific test run variant and production run variant in the Customizing settings (transaction AOBJ) for archiving object FMCA_PSOB (contract object) and FI_FICA (contract account).

• You have activated the archive information structure for the contract object (IMG: Student Lifecylce Management -> Basic Settings -> Tools -> Data Archiving -> Activate Archive Infostructure for Contract Objects).

• You have activated the archive information structure for the contract object (IMG: Student Lifecycle Management -> Basic Settings -> Tools -> Data Archiving -> Activate Archive Infostructure for Contract Accounts).

Follow the archiving process as described below:

1: Set Archiving Flag for Student Account Data

Go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Set Archiving Status for Student.

2: Archive and Delete Contract Objects

Go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Contract Objects.

3: Archive and Delete Contract Accounts

Go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Contract Account.

You can also go directly to transaction SARA to archive contract objects and contract account.

The archiving object for contract objects archiving is FMCA_PSOB and for contract account archiving is FI_FICA.


• RHIQST_ARCHIVING_PREPARE – Flag Student Accounts for Archiving

• BUSOBARCH – Create Archive File

• BUSOBARCH_DELETE – Delete Archived Data from Database

1.8.1. Further archiving objects in component FI-CA

The following archiving objects exist in FI-CA. They are not described in detail in this guideline.

• FI_MKKEXTD - FI-CA: Official Document

• FI_MKKPAYL - FI-CA: Payment Lot

• FI_MKKRET - FI-CA: Returns Lot

• FI_MKKREHI - FI-CA: Returns History

• FI_MKKDUNN - FI-CA: Dunning History

• FMCA_INVH - IS-PS-CA Invoice History

• FI_MKKCREG - FI-CA: Check Management

• ISU_BCONT - Business Partner Contacts (Contract A/R + A/P)

• FI_MKKORDR - FI-CA: Requests

• FI_MKKREVD - FI-CA: Revenue Distribution

• FKK_GENREV - FI-CA: Generic Tax Reporting – Revenue

• FKK_GENREP - FI-CA: Generic Tax Reporting

• FI_MKKGENS - FI-CA: Generic Tax Reporting - Add. Data Table



1.9. Archiving fee calculation documents created before a specified date for selected students or for all students

Archived fee calculation documents are displayed using the archive information system, or straight from fee calculation history via the pushbutton Display Archived Data.

To ensure the fee calculation documents are archived before archiving the corresponding FI-CA documents, you can assign the function module CMAC_SAMPLE_0500 to FI-CA event 0500. See IMG -> Financial Accounting -> Contract Accounts Receivable and Payable -> Program Enhancements -> Define Customer-Specific Function Modules.

Process Steps:

To archive student fee calculation documents, go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Fee Calculation Documents.

You can also go directly to transaction SARA. The archiving object for fee calculation document archiving is HRIQ_FEE. The associated programs are:

• RHIQFEE_ARCH – Archive fee calculation documents

• RHIQFEE_ARCH_DELETE – Delete fee calculation documents

1.10. Archiving student study details for inactive students

Assessment processes are part of student study details data that can be archived.

Archived study details are displayed in the student file and academic work overview. Correspondence can still be generated based on the archived data to printout transcripts.

In case the student transcript needs to be changed after archiving or the student comes back to take another degree, the study details can be rebuilt from the archive file via the menu entry in the student file Rebuild Study Details from Archive.

Process Steps:


• You have activated the archive information structure (IMG: Student Lifecycle Management -> Basic Settings -> Tools -> Data Archiving -> Activate Archive Info Structure for Study Details).

• You have already archived the lower-level appraisal for the students whose study details are to be archived.

The archiving process consists of three steps:

1. Set/Reset archiving status by pre-processing report (You can also Set/Reset archiving status for study details in student file for individual student)

2. Create archive file, go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Study Details. You can also go directly to transaction SARA. The archiving object for study details archiving is HRIQ_STYDT.

3: Delete archived study details


• RHIQST_ARCHIVING_PREPARE – Set/Reset Archiving Status for Study Details

• RHIQSTUDYDETAIL_ARCH_WRI – Write Archive for Study Details

• RHIQSTUDYDETAIL_ARCH_DEL – Delete Archived Study Details from Database



1.11 Archiving complete student master records for inactive students

Archived student master records can be displayed in the archive information system via archive info structure HRIQ_BUPA1.

Process Steps:

Check Preconditions: You have activated the archive information structure (IMG: Student Lifecycle Management -> Basic Settings -> Tools -> Data Archiving -> Activate Archive Info Structure for Business Partner).

The archiving process consists of the following three steps:

1. Set/Reset archiving status by pre-processing report (You can also Set/Reset archiving status for student master records in student file for individual student)

2. Create archive file, go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Student Master Records. You can also go directly to transaction SARA. The archiving object for student master records archiving is CA_BUPA.

3. Delete archived student master records


• RHIQST_ARCHIVING_PREPARE – Set/Reset Archiving Status for Student Master Records

• BUSOBARCH – Write Archive for Student Master Records

• BUSOBARCH_DELETE – Delete Archived Student Master Records from Database

1.12. Archiving student related persons

You can display archived related persons master records in the archive information system via archive info structure HRIQ_BUPA1.

Process Steps:


• You have activated the archive information structure (IMG: Student Lifecycle Management -> Basic Settings -> Tools -> Data Archiving -> Activate Archive Info Structure for Business Partner).

• You have already archived the students to whom the persons related.

Follow the following steps to archive student related persons:

The archiving process consists of three steps as below.

1. Set/Reset archiving flags by pre-processing report (You can also Set/Reset archiving flag for individual related person in related person maintenance dialogue.)

2. Create archive file, go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Related Persons. You can also go to transaction SARA directly. The archiving object for related person archiving is CA_BUPA.

3. Delete archived related person.


• RHIQST_ARCHIVING_PREPARE – Set/Reset Archiving Flag for Related Persons

• BUSOBARCH – Write Archive for Related Persons Master Records

• BUSOBARCH_DELETE – Delete Archived Related Persons from Database



1.13 Archiving Audit Runs

The database load can be reduced by archiving audit runs. These audit runs records are then written to archive files and deleted from the database.

Process Steps:


• You have activated the archive information structure (IMG: Student Lifecycle Management -> Basic Settings -> Tools -> Data Archiving -> Activate Archive Info Structure for Audit Runs).

• You have already marked the student study details or student master data as archivable if you want to archive official audit runs.

To archive audit runs, go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Audit Runs.

You can also go directly to transaction SARA. The archiving object for audit runs archiving is HRIQ_AUDR. The associated programs are:

• RHIQAUDR_ARCH_WRI – Archive audit runs

• RHIQAUDR_ARCH_DEL – Delete audit runs

1.14. Archiving Requirement Profiles

Process Steps:


• You have activated the archive information structure (see IMG structure: Student Lifecycle Management -> Basic Settings -> Tools -> Data Archiving -> Activate Archive Info Structure for Requirement Profiles).

• You have already archived and deleted audit runs which are based on the requirement profiles to be archived.

• You have already marked the student study details or student master data as archivable if you want to archive official requirement profiles.

To archive requirement profiles, go to SAP menu -> Student Lifecycle Management -> Tools -> Data Archiving -> Archive Requirement Profiles.

You can also go directly to transaction SARA. The archiving object for requirement profiles archiving is HRIQ_AUDF. The associated programs are:

• RHIQAUDF_ARCH_WRI – Archive requirement profiles

• RHIQAUDF_ARCH_DEL – Delete requirement profiles



2. Programs

2.1 RFKKAR10 – Archive FI-CA Documents

Document Numbers must be specified when you archive FI-CA documents. The contents you entered in the Archive Description (Note) will be stored in the archive. This note will make it easier to select archive files.

2.2. RQARCNMA – Archive General Notifications

Specify your own Notification Type and Scenario when archive Notifications. The contents you entered in the Comment will be stored in the archive. This comment will make it easier for you to select archive files.





2.3 RFKKCO03 – Archive FI-CA Correspondence

The correspondence type for Student Correspondence is CM00 and for Admission Correspondence is CM01. The contents you entered in the Archive description (note) will be stored in the archive.

2.4 CHANGEDOCU_WRI – Archive Change Documents

You must specify the Change Document Object to archive change documents. The contents you entered in the Archiving Session Note is stored in the archive and will make it easier for you to select archive files.



2.5 RHIQAGR_ARCH_PREPARE – Flag Appraisals for Archiving

The select option of academic year for module booking is mandatory. If the academic session is not specified, all the academic sessions will be taken into account.

You can choose the modules via the selection method. If the modules are not specified, all the modules will be taken into account.

All the lower-level appraisals for the modules that booked during selected periods will be archived and deleted from the database after the archiving status have been set if the top appraisals are completed.

If you check the addition options “Not Completed”, the program will set archiving status also for not completed appraisals. Once lower-level appraisals are archived, neither top nor lower-level appraisals can be changed any more.

You can also reset the archiving status by choosing radio button Reset.

A list as the report log will be given out by the standard archiving log interface after the report running. You can get an overall statistics information in the log – for example how many appraisals are marked. If the check box Detail Log is checked, an additional list of marked appraisal IDs will be given out in the log.

2.6. RHIQAGR_ARCH – Archive Lower-Level Appraisals

The check box Delete with Test Variant will appear if the customizing is set to start the deletion job automatically. If it is checked, the delete program – RHIQAGR_ARCH_DELTE will be started with the test mode variant stored with the archiving object HRIQ_AGR. Otherwise, the delete program will be started with the productive mode variant.

A list as the report log will be given out after the report running. You can get an overall statistics information in the log – for example how many lower-level appraisals are archived. If the check box Detail Log is checked, an additional list of archived appraisal IDs will be given out in the log.

The contents you entered in the Archiving Session Note will be stored in the archive. This note will make it easier for you to select archive files.



2.7 RHIQST_BOOKING_DELETE – Delete Student Event Bookings

You need the authorization on transaction PIQST_BOOKING_DEL to run this report. This report will not consider structural authorization for booking records.

Parameter of “Bookings To” date is mandatory. All the bookings for specified students finished before (include) this date will be deleted. The system will compare this date with the end date of the booking record (relationship 025, 040 and 547).

If you choose to delete event bookings for all students, then you don’t need to specify the selection method and selection variant. They will be grayed out.

You can maintain some categories in IMG (Student Lifecycle Management -> Student Lifecycle Management Master Data -> Academic Structure -> Business Event Types -> Maintain Categories that not be deleted). If the event or time-independent event belongs to the event type of category that maintained in this table, the bookings on it will never be deleted.

If you choose to run the report in test mode, no database updates will be done. But you can get a list of booking records to be deleted.

A list as the report log will be given out after the report running. You can get an overall statistics information in the log – for example how many events booking records are deleted. If the check box Detail Log is checked, an additional list of the bookings deleted (Relationship 025, 040 and 547) will be given in the log.



2.8 RHIQPROC_ARCH – Archive Activity Documents

You need the authorization on the authorization object S_ARCHIVE to run this report. There are three fields in the authorization object: ACTVT – Activity, APPLIC – Application, ARCH_OBJ – Archiving Object. The authorization on activity 01, application IS and archiving object HRIQ_PROC is needed.

The Student, Activity and “Created To” Date can be specified.

The selection method for student is optional. If it’s empty, activity documents of all students will be archived.

The Activity (type of activity documents) is optional. If it’s empty, all types of activity documents are archived.

Field Created To is mandatory. All the activity documents before this date (include) will be archived. It will be compared to the date that derived from the time stamp (Field TIMESTAMP of table PIQPROC_DH).

If you choose to run the report in test mode, no database updates will be done. You can only get a log to see if the archiving will be successful or not.

The check box Delete with Test Variant will appear if the customizing is set to start the deletion job automatically. If it’s checked, the delete program – RHIQPROC_ARCH_DELTE will be started with the test mode variant stored with the archiving object HRIQ_PROC. Otherwise, the delete program will be started with the productive mode variant.

A list as the report log will be given out after the report running. You can get an overall statistics information in the log – for example how many activity documents are archived. If the check box Detail Log is checked, an additional list of archived activity document IDs will be given out in the log.


2.9 RHIQFEE_ARCH – Archive Fee Calculation Documents

You need the authorization on the authorization object S_ARCHIVE to run this report. There are three fields in the authorization object: ACTVT – Activity, APPLIC – Application, ARCH_OBJ – Archiving Object. The authorization on activity 01, application IS and archiving object HRIQ_FEE is needed.

• The Fee Calculation Document Numbers and “Created To” Date can be specified.

• The selection method for student is optional. If it’s not filled, the fee calculation documents of all students will be archived.



• The Fee Calculation Document Number is optional. If it’s not filled, all the fee calculation documents created before the specified date will be archived.

• The field Created To is mandatory. All the fee calculation documents before this date (include) will be archived.

• If you choose to run the report in test mode, no database updates will be done. You can only get a log to see if the archiving will be successful or not.

The check box Delete with Test Variant will appear if the customizing is set to start the deletion job automatically. If it’s checked, the delete program – RHIQFEE_ARCH_DELTE will be started with the test mode variant stored with the archiving object HRIQ_FEE. Otherwise, the delete program will be started with the productive mode variant.

A list as the report log will be given out after the report running. You can get an overall statistics information in the log – for example how many fee calculation documents are archived. If the check box Detail Log is checked, an additional list of archived fee calculation document IDs will be given out in the log.


2.10 RHIQST_ARCHIVING_PREPARE – Flag Students for Archiving

You need the authorization on the authorization object S_ARCHIVE to run this report. There are three fields in the authorization object: ACTVT – Activity, APPLIC – Application, ARCH_OBJ – Archiving Object. The authorization on activity 01, application FI, archiving object CA_BUPA, HRIQ_STYDT, FI_FICA and FMCA_PSOB is needed.

The selection method and selection variant for choosing students are mandatory. If you choose Ignore Active Students, the archiving status will be set or reset only for the inactive students.

If you choose to run the report in test mode, no database updates will be done. But you can get a log to see if the archiving status setting will be successful or not.

A list as the report log will be given out after the report running. You can get an overall statistics information in the log – for example how many archiving status are set or reset. If the check box Detail Log is checked, an additional list of the object IDs on which the archiving status are set or reset will be given out in the log.



2.11. BUSOBARCH – Archive Contract Objects

As you have marked student account data for archiving in the previous step, you don’t need to specify the Contract Object numbers here for archiving. The contents you entered in the Short Text for Archive will be stored in the archive. This note will make it easier for you to select archive files.



2.12. BUSOBARCH – Archive Contract Account

As you have marked student account data for archiving in the previous step, you don’t need to specify the Business Partner number and Contract account numbers here for archiving. The contents you entered in the Short Text for Archive will be stored in the archive. This note will make it easier for you to select archive files.

2.13. BUSOBARCH – Archive Student Master Records and/or Related Persons

As you have marked student master data and related persons for archiving in the previous step, you don’t need to specify the Business Partner number (for students and related persons) here for archiving. The contents you entered in the Short Text for Archive will be stored in the archive.



2.14. RHIQSTUDYDETAIL_ARCH_WRI – Archive Study Details

You need the authorization on the authorization object S_ARCHIVE to run this report. There are three fields in the authorization object: ACTVT – Activity, APPLIC – Application, ARCH_OBJ – Archiving Object. The authorization on activity 01, application IS and archiving object HRIQ_STYDT is needed.

The selection method for student is optional. If it’s not filled, all the students study details marked for archivable will be archived.


The check box Delete with Test Variant will appear if the customizing is set to start the deletion job automatically. If it’s checked, the delete program – RHIQSTUDYDETAIL_ARCH_DEL will be started with the test mode variant stored with the archiving object HRIQ_STYDT. Otherwise, the delete program will be started with the productive mode variant.

A list as the report log will be given out after the report running. You can get an overall statistics information on the archived study details in the log. If the check box Detail Log is checked, an additional list with student numbers whose study details have been archived will be given out in the log.

The contents you entered in the Archiving Session Note will be stored in the archive.

2.15 RHIQAUDR_ARCH_WRI – Archive Audit Runs

You need the authorization on the authorization object S_ARCHIVE to run this report. There are three fields in the authorization object: ACTVT – Activity, APPLIC – Application, ARCH_OBJ – Archiving Object. The authorization on activity 01, application IS and archiving object HRIQ_AUDR is needed.

You can choose audit runs via selection methods of student/study object and/or assessment processes. The audit type, execution mode and process part will work as filters.

Field Created To is mandatory. All the audit runs performed before this date (include) will be archived. It will be compared to the Created On date of the audit runs.


The check box Delete with Test Variant will appear if the customizing is set to start the deletion job automatically. If it’s checked, the delete program – RHIQAUDR_ARCH_DEL will be started with the test mode variant. Otherwise, the delete program will be started with the productive mode variant.



A list as the report log will be given out after the report running. You can get an overall statistics information on the archived audit runs in the log. If the check box Detail Log is checked, an additional list with archived audit run IDs will be given out in the log.

The contents you entered in the Archiving Session Note will be stored in the archive.



2.16 RHIQAUDF_ARCH_WRI – Archive Requirement Profiles

You need the authorization on the authorization object S_ARCHIVE to run this report. There are three fields in the authorization object: ACTVT – Activity, APPLIC – Application, ARCH_OBJ – Archiving Object. The authorization on activity 01, application IS and archiving object HRIQ_AUDF is needed.

You can choose requirement profiles via selection methods of student/study object and/or assessment processes. The audit type, requirement profile type and process part will work as filters.

Field Created To is mandatory. All the requirement profiles generated before this date (include) will be archived. It will be compared to the Created On date of the requirement profiles.


The check box Delete with Test Variant will appear if the customizing is set to start the deletion job automatically. If it’s checked, the delete program – RHIQAUDF_ARCH_DEL will be started with the test mode variant. Otherwise, the delete program will be started with the productive mode variant.

A list as the report log will be given out after the report running. You can get an overall statistics information on the archived requirement profiles in the log. If the check box Detail Log is checked, an additional list with archived requirement profile IDs will be given out in the log.






3. Tools Go to the transaction PIQSELT1 for testing the selection screens.

3.1 Selection Methods for Choosing Modules

You can use selection method SMQ1 to choose Modules when you flag Appraisals for archiving.

In TA PIQSELT1, select the selection method group 'ARSM' and the selection method 'SMQ1'. Create a selection variant with any name, e.g. 'test'. It will take you to the below screen. Click on the Object on the left hand side under Field group.

3.2 Selection Methods for Choosing Students

Go to the selection method screen in TA PIQSELT1 and select the selection method group 'ARST' for archiving Student Data. Use the following selection methods to choose students for the various tasks. Create variants in order to get to the respective screens:



3.2.1. User Defined Search with Selection Method ‘ST01’

3.2.2. STAT – Choose Students according to Personal and Status Data



3.2.3. STNS – Choose Students via Student Number

3.2.4. DE00 – Choose Students w/o Sessional Registration



3.2.5. ADM1 – Choose Students according to Admission status

3.2.6. REG1 – Choose Deregistered Students



3.2.7. AR01 – Choose Students by Archivable Status



4. Data not relevant for Archiving The following data are not considered in this document as they are currently seen as not relevant for archiving:

• Academic Calendar

• Academic Structure

• Qualifications

• Academic Scales

5. Appendix

Archiving Objects relevant for Student Lifecycle Management

Archiving Object Description Comment

CHANGEDOCU Change Documents

FI_MKKCORR FI-CA: Correspondence

FI_MKKDOC FI-CA: Document

FMCA_PSOB IS-PS-CA Contract Objects

FI_FICA FI-CA: Contract Accounts

NM_QMEL General Notification

HRIQ_AGR Student Lifecycle Management: Appraisals

HRIQ_PROC Student Lifecycle Management: Activity Documents

HRIQ_STYDT Student Lifecycle Management: Study Details

HRIQ_AUDR Student Lifecycle Management: Audit Runs

HRIQ_AUDF Student Lifecycle Management: Requirement Profiles

CA_BUPA Archiving Business Partners Can be used to archive student master records and related persons

HR Archiving Sub-objects relevant for Student Lifecycle Management:

Archiving Object Description Comment

HRIQ_STMD ISHERCM: Student Master

HRIQ_STYDT ISHERCM: Study Details



Important Transactions

Transaction Description Comment

SARA Archive Administration

AOBJ Archiving object definition

ACLA Archiving class definition

SARJ Archive Retrieval Configurator

SARI Archive Information System

SARE Archive Explorer

AS_AFB Archive File Browser

Additional Sources of Information Current information on data archiving in ERP and comprehensive documentations are available in the SAP Service Marketplace at the following address: http://service.sap.com/ilm -> Data Archiving.

Documentation for data archiving is available in the ERP Online Documentation for SAP NetWeaver 7 (2004s) -> SAP NetWeaver by Key Capability -> Data Archiving (CA-ARC).

Basic knowledge about data archiving in the SAP system is taught in training course BIT660


http://service.sap.com/ilm

http://help.sap.com/saphelp_nw70/helpdata/en/30/c4461ff69d5a438f1286e344b545fa/content.htm


6. Glossary Archive

The total of data saved in archive files.

Archive file

The file is created in the file system of the SAP system by the write program. It contains the archived data. The maximum size of an archive file can be determined by the user. It can have one or several data objects and belongs to exactly one archiving session.

Archiving session

An archiving unit which is made up of a write and delete phase and an optional storage phase. In addition to the actual archiving process the data set written to the archive during the write phase is also called the archiving session. This session can be viewed as a whole in archive management under a unique ID, the archive session number.

Archive administration

A function that is called using transaction SARA. It is the central starting point for most user activities in data archiving, such as the planning of write and delete jobs, storing and retrieving archive files.

Archive management

The area of the Archive Administration in which archiving sessions and archive files for a specific archiving object are displayed and managed. It can be reached via Archiving Administration (transaction SARA).

Management data

Additional information about archive files and archiving sessions. Management data is stored in the database. Examples: Number and size of data objects, archiving status, logical file path, physical file name, all archive files that belong to one archiving session, etc.

Archive explorer

A component of the Archive Information System. It is used to search for data within an archive information structure and allows to access and display archived data directly.

Archive information system

Abbreviation AS. A generic tool used to conduct searches in archives. It is integrated into the data archiving process. Searching and displaying the data is based on archiving information structure, which are defined by the user and can be filled with data from the archive.

Archive information structure

The central element of the archive information system. It is similar to an index which is created based on a field catalog and is used to find archive data in the archive.

Field catalog

A collection of fields that can be used to create or maintain an archive information structure.

Direct access

Also called Single document access. A read access to individual data objects in the archive. The pointer is positioned at the beginning of the data object within the archive file. Here only the data object specified during the selection is read (for example Invoice). This method uses an index, which can be generated with, for example, the Archive Information System.

Archive programs

The general term for all programs used during archiving, such as write, delete, read and reload programs.

ADK

The Archive Development Kit (ADK), the technical framework and basis for the SAP data archiving concept. ADK is a software layer between the SAP application and the archive. It is the runtime and administration



environment for most of the functions of SAP data archiving. ADK also provides a programming interface (ADK API) for the development of archiving programs by SAP or customers.

Archiving class

A mechanism used to archive certain data shared by different business objects, together with data objects from application. Examples of archiving classes are SAPscript texts, change documents and classification data.

Archiving object

A logical object that encompasses all the application data linked through a business process that must be written to archive files and then deleted from the database. In addition if comprises the corresponding archiving programs and the Customizing.

Business object

The representation of central business object from a real life scenario, such as an order or an invoice. From a technical viewpoint a business object is an instance of a business object type with concrete values. Business objects are managed in the Business Object Repository. See also Data object.

Data object

The logical data processing unit used in ADK. It contains application data that is linked through a business process. During data archiving it is written as a whole to the archive file by the write program. It is similar to a business object in an application context (see Business Object). The archiving object determines from which database tables data records are incorporated into the data object (see also Archiving object).

ArchiveLink

The interface used to control communication between an SAP application and an external storage system. It can be used to store data and documents created within SAP applications, and also to access this data.

Storage system

A storage or archive system connected to the SAP System via a certified interface. It is used to store the archive files that created during the write phase. A store system can contain a variety of different storage media, but in general it is based on optical storage media such as CD ROMs and WORMS.

HSM system

The abbreviation used for Hierarchical Storage management System. This storage solution automatically distributes data according to individual rules (for example frequency of data accessed) across a hierarchy of different storage media (such as hard disc, MO disc, magnetic tapes). To the accessing system the HSM system is a file system that stores files under a logically unchangeable file path.

Optical archiving

A widely used, although unfitting, term for document storage. The storage system used in this process is based on optical media, such as CDs and WORM, which is why the expression refers to “optical” archiving.

Print list

The result of an application program, presented in list form. The print list can be printed on paper and/or stored in a storage system using SAP ArchiveLink.

Residence time

The amount of time that has to have passed, before application data can be archived. The basis for calculating the residence time can be the entry date, the posting period, the goods issue date, depending on the application. It is usually expressed in number of days.

Reorganization

In the R/2 environment it described the physical deletion of application data during a restructuring of the database tables. Now, this applies generally to the restructuring of database tables with the aim of using memory space efficiently.

Restore



Rewriting the backup copy to the database to recreate the original state of the database after a system termination.

BDT Framework

Business Data Toolset, programming environment used for the development of the application objects Business Partner, Contract Account and Contract Object.

HR Framework

Term used for the Toolset to develop so-called PD object types and infotypes. This framework is used for Organizational Management, Training and Event Management and also for parts of the Student Lifecycle Management Product.




Copyright © 2008 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.

Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation.

IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, System i, System i5, System p, System p5, System x, System z, System z9, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix, i5/OS, POWER, POWER5, POWER5+, OpenPower and PowerPC are trademarks or registered trademarks of IBM Corporation.

Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries.

Oracle is a registered trademark of Oracle Corporation.

UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.

Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc.

HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology.

Java is a registered trademark of Sun Microsystems, Inc.

JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.

MaxDB is a trademark of MySQL AB, Sweden.

SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.

These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

These materials are provided “as is” without a warranty of any kind, either express or implied, including but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

SAP shall not be liable for damages of any kind including without limitation direct, special, indirect, or consequential damages that may result from the use of these materials.

SAP does not warrant the accuracy or completeness of the information, text, graphics, links or other items contained within these materials. SAP has no control over the information that you may access through the use of hot links contained in these materials and does not endorse your use of third party web pages nor provide any warranty whatsoever relating to third party web pages.

Any software coding and/or code lines/strings (“Code”) included in this documentation are only examples and are not intended to be used in a productive system environment. The Code is only intended better explain and visualize the syntax and phrasing rules of certain coding. SAP does not warrant the correctness and completeness of the Code given herein, and SAP shall not be liable for errors or damages caused by the usage of the Code, except if such damages were caused by SAP intentionally or grossly negligent.