The use of SAP Information Lifecycle Management (ILM) for ... · SAP NetWeaver Information Lifecycle Management (SAP NetWeaver ILM) enhances the SAP standard delivery with the ability

The use of SAP Information Lifecycle Management (ILM) for GDPR compliance

Stian Windsland, SBN Webinar, 07-June-2018

2SAP ILM | Stian Windsland | 07-June-2018 © 2018 Capgemini. All rights reserved.

What is SAP ILM?

Features

Prerequisites

Nessesary steps

Initial analysis

Setup ILM rules/Policies

Issues and considerations

Demonstration

Content

What is SAP ILM?


SAP Information Lifecycle Management (ILM) enables you to manage data volumes and compliance with legal and regulatory mandates at the same time. It also helps you apply retention times and destroy data after the expiration date is reached.

SAP NetWeaver Information Lifecycle Management (SAP NetWeaver ILM) enhances the SAP standard delivery with the ability to manage the lifecycle of live and archived data based on rules. SAP NetWeaver ILM uses the ILM-specific, enhanced functions of data archiving.

SAP ILM can help streamline your IT infrastructure by decommissioning legacy systems and automating data retention according to rules you define, minimizing risk with control over your data:• Archive obsolete data to enhance performance and

reduce database size and administration costs• Support data retention rules by creating separate

archives based on varying data lifetimes• Reduce IT management costs by consolidating systems

and decommissioning legacy systems• Preserve compliance auditing and reporting capabilities

for decommissioned systems• Reduce the cost and risk of legal discovery by automating

data collection for legal cases

Definition What can it do?

SAP ILM (Information Lifecycle Management)

Features


Destruction of Data

• HR Master Data• Payroll Data• Vendor/Suplier Master Data• Purchase to Pay Data• Order to Cash Data

Blocking/Archiving Legal Hold

SAP ILMFeatures

You can archive documents, and limit access to this data.• Authorization objects:

• S_IRM_BLOC• S_IRM_BL_M

You can put legal hold in two ways:Directly in infotype 3246Trough SAP Case Management system.



Prerequisites

10© 2018 Capgemini. All rights reserved.

Enhancement PackMinimum Enhancement pack 6.0

Nessesary Steps


Nessesary Steps

Copy/Adapt/create SAP roles – Transaction: PFCG

Activate SAP Business Functions – Transaction: SFW5

Activate Services – Transaction: SICF


Transaction: PFCG

SAP Delived Roles

Main menu role:SAP_BC_ILM_ADMIN_RM - ILM Retention Management - Administration Cockpit

Authorization roles:SAP_BC_CCM_DATA_ARCHIVING - Data Archiving AdministratorSAP_BC_ILM_ARCHIVELINK - Edit References to ArchiveLink DocumentsSAP_BC_ILM_AUDIT_AREA - Processing Audit AreasSAP_BC_ILM_DESTROY - Destroy Data in ILM StoreSAP_BC_ILM_IRM - ILM-Objekte und -Regeln bearbeitenSAP_BC_ILM_LHM_ADMIN - Edit Legals Holds on DataSAP_BC_ILM_LHM_EXPERT - Display Legal Holds on DataSAP_BC_ILM_SB - Use ILM Store BrowserSAP_BC_ILM_SRS_REQUESTS - Call Storage and Retention Service (SRS)


SAP Enterprise Business FunctionsTransaction: SFW5

ILM - Information Lifecycle Management

And others (ILM_STOR, TAX, etc.)

BUPA_ILM_BF - ILM-Based Deletion of Business Partner Data

ERP_CVP_ILM_1 - ILM-Based Deletion of Customer and Vendor Master Data

ILM_BLOCKING - ILM Blocking Functionality

SAP Business Functions


Transaction: SICF

ILM_AUDIT_AREA

ILM_CHECKSUM

ILM_AUDIT_TEMPLATE

IWP_WD_WP_CREATE

IRM_POLICIES

SAP Services - Examples

And more (Depending on requirements)

Initial analysis


Initial analysis

SAP Approach: AnalysisàApplication of NotesàActivation of ILMàBuild & Test Deletion ObjectsàBuild & Test Blocking Objects

Customer Approach 1: Activate ILMàPrototypeàTestàVerify (Learn)

Customer Approach 2: List all PA/HRP tables with dataàList all ILM archiving objects and what tables they delete fromàUse Excel to create a to-do list based on above.

Setup ILM rules/Policies


Create Audit Areas

• Base on requirements:• Reporting• Access

• Assign ILM objects to Audit Areas, and remove from other (An ILM object can only be in one Audit Area)

Create Retention Rules Create Policies

Transactions: IRMPOL & ILMARASetup ILM rules/Policies

• Create one rule pr ILM object

• Choose a suitable name• Max 4 condition fields• Add comments to rules• Make sure they are live• Make sure they are in «audit

area»

You can create many rules pr policy.Fill inn Condition FieldsFill inn Retention timesChose time referencesSet priority


Archiving/destruction

• Create the variants and run the programs in transaction SARA.• Preprocessing• Write• Delete

Create Process Model HR Process Workbench

Transactions: SARA, PEST and PUSTSetup ILM rules/Policies

• Create variants• Use template in transaction

PEST, to create process model

• Example process model delivered in SAP Support Package

• Schedule your process models to run here.


Issues and Considerations


Masterdata problems

• Infotype 0003 – Dates not logical

• Infotype 0005 – Previous archiving attempts creates problems

Customer Spesific Lacking ILM coverage

Do we DARE to delete??How long do we save data?Issues and Considerations

• Infotypes: 9XXX• Some archiving objects not

compatible with current setup

• Cost?!?

• Some ILM objects are hardcoded with country key

• Some Infotypes does NOT have an ILM object

• New ILM objects are delivered in SAP notes

24© 2018 Capgemini. All rights reserved.SAP ILM | Stian Windsland | 07-June-2018

http://service.sap.com/ilm

SAP Information Lifecycle Management

Archive/Destroy International Master Data

Business Functions in SAP

Country-Specific Aspects of Archiving and Destruction of Data in Human Resources

Usefull links

http://service.sap.com/ilm

https://help.sap.com/viewer/7ce8e5dc89d7407e8baa9de7b775f31f/750%20SP08/en-US/7fe188e04fdd462e8ec330bb80efc389.html

https://help.sap.com/erp_hcm_ias_2012_03/helpdata/en/9d/559904bf89466b9b4a12b49460893e/frameset.htm?frameset=/en/0f/7346a26a9c4192b5e1f58ddb35e583/frameset.htm&current_toc=/en/95/c5efa954c6438f8ea7ff5774ab91ac/plain.htm&node_id=261&show_children=false

https://help.sap.com/erp2005_ehp_08/helpdata/en/81/4bc351829e9e55e10000000a423f68/frameset.htm

https://help.sap.com/doc/b40ffc889b734a988d9096b99cb63b5c/1511%20001/en-US/2a905d2a36ee48fba5e0afe4de484424.html


Any Questions?