Welcome to “Implementation’s Over, Now What?”

2001 InterNational Users Group Meeting

Welcome to

“Implementation’s Over,Now What?”



Presented by:

Diana L. Cromes

Creative Extruded Products, Inc.


Mary Kay Werry

Allegiant Data Systems


Agenda

Overview

Purges

Month-end

Year-end

Question and Answer


Objectives

“WHAT” and “WHY” of purges

“WHO” determines parameters

“WHEN” purges become necessary

“HOW OFTEN” should you purge


What & Why of Purges

Purges remove data from files based on:

Subsystem Constants

Purge Controls

User Requirements

Purges improve system performance

Purges recover valuable disk space


Who determines purges

Not MIS

Users do

Functional areas

Senior Management

Government

Each site will be different


When to run purges

System performance issues

Slow screen response

Slow report processing

Slow batch functions

Historical data no longer of value

Mass storage limited

Preventative Maintenance


How Often should you purge

How much data is needed

What is actually needed

What Government requirements

Payroll

General Ledger

Go easy at first


Helpful Purge Summary

UT.PURGE See Menu For Complete List Of Purge Functions

PURGE.CONTROLS Define Purge Criteria

SHOW.PURGE.CONTROLS review before auto purges

FUNCTION.MASTER...... Module Param / Manual

params=P

Freq.W/M/Q/Y

Retain Periods

Function Description FILES PURGED

DESCRIPTION

BTI.PURGE ADI.PL P BTI_COMMONH,BTI_TRANH Purge BTI transaction history f ilesBatch Transactions - Phantoms - ADI

AP.PURGE AP.PL date APB,PDAP,AP.CHECKS Prints a report & purges AP f iles through selected date

PURGE.AP.VOID AP.PL AP.VOID Purge Voided AP Invoices from AP.VOID

PURGE.CHECK.REGISTER AP.PL ap.constants

CHECK.REGISTER Purge Check Register By Record Date

AR.PURGE AR.PL P ARH,AR.ID,ARC, ARD,ARV,INVCP Purges AP records through selected date - can backup to tape

ARB.PURGE AR.PL P ARB Purges Accts Receivable Batch Headers

ARM.PURGE AR.PL P ARM Purge Miscellaneous Cash Receipts

PS.PURGE BM.PL P PS Purge the Product Structure f ile

PURGE.HIST.BILL BM.PL HIST.BOM.IM, HIST.BOM.IPL, HIST.SN.XREF, HIST.RT, HIST.WC

Purge and/or Copy to Tape, Historical Bills

CTO.PURGE CTO.PL CTO.STRUCTURE, IM, IPL, IM.UDEF, IT, PS, RT

Purge of Inactive CTO Items/Partsprereq - SO.PURGE

PURGE.EDI.ERRORS EDI.PL P EDI.ERRORS Purge EDI Transaction Error Records

CASH.FLOW.PURGE EIS.PL P CASH.FLOW Purge cash f low data and related SYS.CTL calendar records

IM.FCST.PURGE.PRINT FCST.PL -none- Report of non-forecastable - to be purged

IM.FCST.PURGE FCST.PL IM.FCST Purge Non-fcst Flagged Items from IM.FCST

COMMISSIONS.PURGE GA.PL P COMMISSIONS Purge Sales Rep Commissions Records

GLT.PURGE GA.PL GLT, GLT.DATE.XREF Purge Detail Trans from GL Trans File

GL.PURGE.BUDGETS GL.PL GL-COA Purge Company Budget Info from GL Chart

GL.PURGE.COMPANY GL.PL GL.ALLOC.CODE, JRNL, GL-LEDGER-TRANS,GL.COA.NAME,GL.SCHED.FMT, GL-REPORTS, GL-COA, GL-COMPANY, GL.LIMITED.ACCESS

Purge All GL Files for a Company

GL.PURGE.PERIOD GL.PL GL-LEDGER-TRANS, GL-COA Purge Co Fiscal Pd from GL Ledger/Chart

GL.PURGE.STATEMENT GL.PL GL.SCHED.FMT ,GL.SCHED.FMT.XREF

Purge Financial Statement Lines

GL.PURGE.YEAR GL.PL GL.LEDGER.TRANS, GLT Purge Co Fiscal Yr from GL Ledger/Chart

SBA.PERIOD.PURGE IEP.PL xxx.SBA.xxx Files Purge Obsolete Periods for SBA Files

IM.HIST.DATA.PURGE INV.PL year IM.HIST.DATA Purge item history from IM.HIST.DATA file

IT.PURGE INV.PL P IT Purge Inventory Transaction Detail (IT f ile)

Purge Schedule

Considerations - do purges outside normal business hours - no activity print required reports, do full backup before purgingpurge to tape rarely used - restoration possible, but not easily done (may require custom programming to access)

Aw areness - disk space requirements, reporting needs, audit requirements, system effects (response, processing) , time requirements, summary availability


SA.CONTANTS – screen 3


AP.CONSTANTS – screen 2


PURGE.CONTROLS


SHOW.PURGE.CONTROLS


Minimum Monthly MaintenanceWeekly or Monthly - dependent on system

Wkly Jan Feb Mar Apr May June July

FUNCTION.MASTER...... Function Description Mnth Main Train Main Train Main Train Main Train Main Train Main

(Date Completed) Qtrly

BACKUP SYSTEM normal nightly backup

LOGON.CONTROL Disable Users

LISTU Check for users logged on

LOGTO MANAGE-2000.6.# (need to be outside XXX.MAIN to resize VOC)

RESIZE.FILES Prompt: XXX.MAIN (and any other accounts)

resize before any purges are done for month

LOGTO XXX.MAIN return to live account

scheduled PURGES see purge listing on separate page

DB.AUDIT.ALL Audits Data Integrity For All Major Files

may w ant to run in non-update mode initially

review reports, then run update

**may generate long reports - put to HOLD first

REBOOT SYSTEM this should be a 'cold' boot - shut dow n entirely

RESTART processes

LOAD.INDEX (rebuild all) may only need to do if seeing problems, but

may w ant to schedule quarterly as preventative.

LOGON.CONTROL Enable Users

Delete udt_ files Delete udt_ empty files from each account

BACKUP SYSTEMso you don't have to redo everything in case ofproblems

Note: If having problems with RESIZE.FILES or LOAD.INDEX, check

temporary directory size, verify with helpline

M2K Periodic Maintenance Functions for 2001


Yearly Maintenancedone resp. when function description

PRE

OBS obsolete functionsY/E

OPT optionalY/E FULL BACKUP Label tape as year-end M 2K for #### (pre-close)

Accounts PayablePRE VENDORS Set up vendor 1099 information on 1099 screen - need vendor id numbers, etc to gather

information, and maintain monthly entries if necessaryPRE MNT.AP.1099.CODES Maintains standard Internal Revenue Service Form 1099-MISC codes and descriptions.

PRE (IRS registration - tape/file)

3-4 months before year end, if necessary

PRE * MISC.VENDORS One time use vendors w ill not create 1099 record - set up as vendor, or f ind other w ay to track

Y/E AP.CLEARING Reconcile report w ith account

Y/E AP.1099.GATHER Creates the Accounts Payable 1099-MISC Gather (AP.1099) f ile.

Y/E AP.1099.AUDIT Prints a summary of miscellaneous 1099 payments

Y/E AP.1099.PRINT Prints IRS 1099-MISC forms (standard - available at off ice supply stores)

Y/E AP.1099.TAPE.DISK Writes miscellaneous 1099 information from the Accounts Payable 1099-MISC Gather (AP.1099) f ile to a magnetic tape or diskette.

Inventory & PurchasingPRE SET.USAGE.PERIODS Maintain the usage periods for storing usage history by period - used in USAGE.INQ and

reporting. Allow able time frame - 7 years. Changing the starting date w ill lose any information in earlier periods.

PRE RPT

SET.INV.PERIODS Define the periods to be used for tracking inventory dollars by item/part number - use in running ACCUM.INV.DLRS

RPT ACCUM.INV.DLRS Creates f ile INV.DLRS.PART (various inventory dollar amounts by periods-from above) for use in Query reports - see DICT.INQ on INV.DLRS.PART for f ields.

PRE INACTIVE.INV Report to print a list of parts w hich can be deleted through the ITEMS function - used to aid the sys admin in cleaning up the database. - based on Date_Last_Activity(IPL)

YEAR-END PROCCESSING CHECK LIST - 2000

can be done before actual year end.

done during the year end closing process


CEPI Monthly MaintenanceCreative Extruded Products, Inc.

M2K Monthly Maintenance Functions for 2001

(Date Completed)

(Start/Stop Time)

Amt of Jan Feb Mar Apr May June

Functions Description History Main Train Main Train Main Train Main Train Main Train Main Train

LISTU Check for users logged on N/A

LOGTO MANAGE-2000.6.5 Puts you into M2K default account N/A

RESIZE.FILES Prompt: CEP.MAIN N/A

LOGTO CEP.MAIN Puts you into the Production Account N/A

IM9011 (Date Prompt) Update Audit Rpt Flag for Acct_Value_Audit curr + 1

ACCTG.VAL.AUDIT.PURGE Purge the ACCTG.VALUE.AUDIT f ile curr + 1

ARM.PURGE Purge Miscellaneous Cash Receipts curr + 3

IT.PURGE Purge Inventory Transaction Detail (IT f ile) curr + 2

LOT.MASTER.PURGE Purge Lot Master Records curr only

MFG.INSP.PURGE Purge Mfg Inspection History Data curr + 2

PLO.PURGE (Date Prompt) Purge Completed Planned Orders Today

PURGE.AP.VOID Purge Voided AP Invoices from AP.VOID 190 days

PURGE.RQ Purge Requisitions based on Date Closed curr + 1

SF9008 Purge Raw Material Move Tickets curr + 3

SF9011 Purge Finished Goods Move Tickets curr + 3

PURGE.SYS.ERRORS Selective Purge of Items from SYS.ERRORS curr + 1

PURGE.SYSTEM.LOG Purge System Log Entries After Reporting curr + 1

DB.AUDIT.ALL 1st time-report only for each element N/A

(Date Completed)

(Start/Stop Time)

Amt of July Aug Sept Oct Nov DecFunctions Description History Main Train Main Train Main Train Main Train Main Train Main Train

LISTU Check for users logged on N/A

LOGTO MANAGE-2000.6.5 Puts you into M2K default account N/A

RESIZE.FILES Prompt: CEP.MAIN N/A

LOGTO CEP.MAIN Puts you into the Production Account N/A

IM9011 (Date Prompt) Update Audit Rpt Flag for Acct_Value_Audit curr + 1

ACCTG.VAL.AUDIT.PURGE Purge the ACCTG.VALUE.AUDIT f ile curr + 1

ARM.PURGE Purge Miscellaneous Cash Receipts curr + 3

IT.PURGE Purge Inventory Transaction Detail (IT f ile) curr + 2

LOT.MASTER.PURGE Purge Lot Master Records curr only

MFG.INSP.PURGE Purge Mfg Inspection History Data curr + 2

PLO.PURGE (Date Prompt) Purge Completed Planned Orders Today

PURGE.AP.VOID Purge Voided AP Invoices from AP.VOID 190 days

PURGE.RQ Purge Requisitions based on Date Closed curr + 1

SF9008 Purge Raw Material Move Tickets curr + 3

SF9011 Purge Finished Goods Move Tickets curr + 3

PURGE.SYS.ERRORS Selective Purge of Items from SYS.ERRORS curr + 1

PURGE.SYSTEM.LOG Purge System Log Entries After Reporting curr + 1

DB.AUDIT.ALL 1st time-report only for each element N/A


CEPI Monthly NT Server MaintenanceCreative Extruded Products, Inc.

Monthly Server Maintenance Sheet for 2001

January: / / February: / / March: / /Start: Stop: Start: Stop: Start: Stop:

Task: PDC BDC Xch Ctrx M2K PDC BDC Xch Ctrx M2K PDC BDC Xch Ctrx M2KShutdown (cold boot)Start Solid Edge LicenseSweep SystemsMonth-end Backup (PDC)Delete udt_ files

Start Backups

April: / / May: / / June: / /Start: Stop: Start: Stop: Start: Stop:

Task: PDC BDC Xch Ctrx M2K PDC BDC Xch Ctrx M2K PDC BDC Xch Ctrx M2KShutdown (cold boot)Start Solid Edge LicenseSweep SystemsMonth-end Backup (PDC)Delete udt_ filesDiskkeeper

Start Backups

July: / / August: / / September: / /Start: Stop: Start: Stop: Start: Stop:


Start Backups

October: / / November: / / December: / /Start: Stop: Start: Stop: Start: Stop:


Start Backups


CEPI Yearly MaintenanceCreative Extruded Products, Inc.

M2K Year-End Checklist for ______

Completed Task Resp. NotesPre-Year End Processing

Monthly Establish Curr Costs ACCTSHOP.CALENDAR MIS Add holidays for the new year (Setup New Year's day in November for forecasting)CALENDAR.BUILD MIS Builds next year's calendar for IEP & SBA functions (prompt 8 = 1, calendar 'Y' to auto generate)AE9012 Cust. Serv. Zero EDI AccumsMonthly Purges MIS Perform monthly purgesBackup System MIS Label tape as "Year-end M2K for XXXX"

Year End Processing

MOVE.COST.SETS ACCT Move from Acctg value (1) to Std. (5); 3-16 = 'Y' to revalue inventoryMOVE.COST.SETS ACCT Move from Curr Value (2) to Acctg value (1); 03 = 'Y' to revalue matl incremental, all others 'N' PRINT.WC.COSTS ACCT Print the WC costs before and after updatesGL9002 ACCT Update WC Rates by Rate TypeWORK.CENTERS.COSTS ACCT Burden rates (manual update by individual WC)PRINT.WC.COSTS ACCT Print the WC costs before and after updatesPR9001 ACCT Print employee master rates per hourPR9000 ACCT Update employee rates per hour by the number of packersEM.MAINT ACCT Use to update single employee master rates (i.e.. 199, 299, 399) (Screen 2, prompt 15)PR9001 ACCT Print employee master rates per hourCOST.ROLLUP ACCT Use "RB" for routings and BOM, use default of "Single" levelGL.COMPANY.MAINT ACCT Add periods 13 & 14 for curr. Yr. & all next yr. pers. 13 & 14 pers must be from 12/31 to 12/31SET.INV.PERIODS ACCT Setup Periods by Item for Inventory Dollar UseSET.USAGE.PERIODS ACCT Use Jan of new year thru June of new year + 1 (01-00 to 06-01)SA.SBA.UPDATE MIS Creates SOP.SBA.X filesSA.SBA.UPDATE.9 MIS Creates SOP.SBA.9 fileSA.PURGE MIS Copies SA to SA.HIST then deletes all SA info the current year (SOP.Constants scr 6 pmt 3)SA.HIST.PURGE MIS Delete selected year's history from SA.HIST file (run only when Marketing says so)SBA.PERIOD.PURGE MIS Delete obsolete Periods from SBA files (run only when Marketing says so)RESET.IM.HIST.DATA MIS Reset YTD part info after moving to IM.HIST.DATA file (moves & resets IM)RESET.VEN MIS Reset YTD vendor performance after moving to historySALES.HIST.PURGE MIS Clears MTH & YTD buckets in CM fileACCUM.INV.DLRS MIS Accumulate Inventory Dollars by Year


CEPI Yearly Maintenance (cont.)

Year End Processing (Continued)

AP.PURGE MIS Purge PDAP Det/AP.CHECKS by Chk DateAR.PURGE MIS Purge Closed AR Transaction RecordsPAT.PURGE MIS Purge Pur Analysis Current TransactionsPUR.RCVR.PURGE MIS Purge selected records from the RCVR FilePURGE.CHECK.REGISTER MIS Purge Check Register By Record DatePURGE.PO MIS Purge PO's Based on Last Receipt DateRCVNG.RPTS.PURGE MIS Purge Receiving Report DataLBT.PURGE MIS Purge Old Labor Detail Trans from LBT FileAE9013 MIS Purge AEDI Truck Schedule and Trans_862 records (Year Prompt)DB.AUDIT.ALL MIS Check for data integrity between filesCopy Main to Train MIS Copy the Main to Train to capture costing changesBackup System MIS Label tape as normal daily backup

Post Year-End Processing

CLOSE.PERIOD ACCT For all usersREOPEN.PERIOD ACCT Only for Acct deptGEN.YR.JRNL ACCT Generate Year-end Closing Journal - Creates Retained Earnings EntryGL.POST ACCT Post General Ledger Transactions from Year-end Closing JournalEXTEND.COA ACCT Reformat GL CHART to allow for extractionGL.PURGE.YEAR Purge Co Fiscal Yr from GL Ledger/Chart (Run only when Accounting says so)GLT.PURGE Purge Detail Trans from GL Trans File (Run only when Accounting says so)


Question and Answers


Session Evaluation & Conclusion

Please take a few minutes to complete the

‘Implementation’s Over, Now

What’ Evaluation Form

- we welcome your feedback!


Where to reach us…..Diana Cromes

Creative Extruded Products, Inc.

Office = (937) 667-4485 ext. 3021

Fax = (937) 667-3647

E-mail = [email protected]

Mary Kay Werry

Allegiant Data Systems

Office = (513) 984-1822 ext. 310

Fax = (513) 984-2438

E-mail = [email protected]


Thank You!

Documents

Welcome to “Implementation’s Over, Now What?”