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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

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Student Lifecycle Management: Archiving and Deletion

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

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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

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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.

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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

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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.
The associated programs are:
• RQARCNMA – Archive Notifications
• RQARCNMD – Delete Notifications

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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:
Check preconditions:
• 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.
The associated programs are:
• 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:
Check preconditions:
• 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: ADRESSE2 ‘BP ‘ + Person number +
Address Type 2 + Comm. Data 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 BUPA_PSUS Business partner number
US

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Business partner: Related Person BUPA_PSCI Business partner number


Data
Contract Account: Central Data MKK_VKONT Contract account number
Contract Account: Due Date FICA_PSDD Contract account number
Schedule
Contract Object: Central Data FMCA_PSOB Contract object number
Contract Object: Accounts FMCA_PSOBVKK Contract object number
Receivable and Accounts Payable
Data
Contract Object: Due Date PSOB_PSDD Contract object number
Schedule
Change Document Object for HR_IT1000 Version (00) + Client + Object
Infotype 1000 Type + Object ID + Plan
Version + *
Change Document Object for HR_IT1001 Same as above
Infotye 1001 and Additional Data
Change Document Object for HR_IT1002 Same as above
Infotype 1002
Change Document Object: Infotype HR_IT1701 Same as above
1701
Change Document Object: Infotype HR_IT1702 Same as above
1702
Change Document Object: Infotype HR_IT1703 Same as above
1703
Change Document Object: Infotype HR_IT1704 Same as above
1704
Change Document Object: Infotype HR_IT1705 Same as above
1705
Change Document Object: Infotype HR_IT1706 Same as above
1706
Change Document Object: Infotype HR_IT1711 Same as above
1711
Change Document Object: Infotype HR_IT1712 Same as above
1712
Change Document Object: Infotype HR_IT1718 Same as above
1718
Change Document Object: Infotype HR_IT1719 Same as above
1719
Change Document Object: Infotype HR_IT1721 Same as above
1721
Change Document Object: Infotype HR_IT1724 Same as above
1724
Change Document Object: Infotype HR_IT1725 Same as above
1725
Change Document Object: Infotype HR_IT1769 Same as above

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1769
Change Document Object: Infotype HR_IT1770 Same as above
1770
Change Document Object: Infotype HR_IT1771 Same as above
1771
Change Document Object: Infotype HR_IT1782 Same as above
1782
Change Document Object: Infotype HR_IT1783 Same as above
1783
Change Document Object: Infotype HR_IT1785 Same as above
1785
Change Document Object: Infotype HR_IT1786 Same as above
1786
Change Document Object: PIQAGR Client + Appraisal ID
Appraisal
Requirement Profile PIQAUDF GUID of Requirement Profile
Audit PIQAUDR GUID of Audit
Change Document Object for PIQCMPR Client + Assessment Process
Assessment Process Key Fields

The associated programs are:


• 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:
Check Preconditions:
• 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

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The associated programs are:


• 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.
The associated programs are:
• 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

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• 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.
The associated programs are:
• 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

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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:
Check Preconditions:
• 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
The associated programs are:
• 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

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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
The associated programs are:
• 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:
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).
• 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.
The associated programs are:
• 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

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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:
Check Preconditions:
• 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:
Check Preconditions:
• 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

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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.

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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.

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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.

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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.

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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.
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.

2.9 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.

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• 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.
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.

2.10 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.

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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.

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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.

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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.
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 – 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.
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 – RHIQAUDR_ARCH_DEL will be started with the test
mode variant. Otherwise, the delete program will be started with the productive mode variant.

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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.

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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.
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 – 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.
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.

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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:

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3.2.1. User Defined Search with Selection Method ‘ST01’

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

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3.2.3. STNS – Choose Students via Student Number

3.2.4. DE00 – Choose Students w/o Sessional Registration

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3.2.5. ADM1 – Choose Students according to Admission status

3.2.6. REG1 – Choose Deregistered Students

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3.2.7. AR01 – Choose Students by Archivable Status

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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

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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

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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

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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

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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.

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Copyright
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