Copyright 2005, Max S.C. LLC Archive Planner / Data Monitor A tool for “good housekeeping” in Baan 4 and Baan 5 Developed by Karin Espelage Max S.C. LLC

Copyright 2005, Max S.C. LLC Contents What does the Archive Planner do? Running the Archive Planner The results of the Archive Planner run – Archive Forecast – Archive Pre-requisites – Open Orders/Projects – “To do” list / Archive & Activity Sequence – Other useful system information The technical components of the Archive Planner Example: Purchase Orders – Scheduling archiving and clean-up

Copyright 2005, Max S.C. LLC Sorts data into time periods to make it transparent. (Having open sales orders is normal, having open sales orders from 1995 is not) Gives a comprehensive overview over the status of data on a system. For each period: determines the necessary activities and sessions to be executed for data in various stages Provides the necessary detail information to perform clean- up work. Provides a variety of information about customizations that might impact archiving or be impacted by archiving (add- on tables, use of data to be archived in customizations etc.) What does the Archive Planner do?

Copyright 2005, Max S.C. LLC Running the Archive Planner 1.Run session “Calculate Performance Indicators (tgeis0214m000)” 2.Download results from Baan into Excel for convenient viewing Get Archive Forecast Button for download of results

Copyright 2005, Max S.C. LLC Running the Archive Planner The Archive Planner can be executed to scan all data in a Baan company in one run can be executed to scan the data in special areas only (E.g. sales, finance, manufacturing, only open sales orders, only open projects etc.)

Copyright 2005, Max S.C. LLC The Results The results of the Archive Planner run are displayed in a special MS Excel spreadsheet for convenient viewing:

Archive Forecast (explanation see next slide) Copyright 2005, Max S.C. LLC Data sorted into periods Archive Indicators (# of closed production orders, closed purchase orders, paid ACR invoices etc.) -> trigger the scheduling of archive sessions Explanations for each Indicator attached as ‘pop up’ comment

Copyright 2005, Max S.C. LLC “Archive Forecast” Shows the distribution of data that is ready for archiving across the years 80 ‘Archive Indicators’ provide the information needed to determine the right sequence for the archive sessions to run. Example: if lots are used in purchase orders, then purchase orders have to be archived before lots can be archived. Therefore there is an indicator “Number of lots used in purchase orders per year”. Every indicator has an explanation attached Time periods for the Archive Planner can be defined in Baan session “Maintain Enterprise Period Table (tgeis0103s000)” by the user (E.g. fiscal years, calendar years, quarters, several years combined)

Archive Prerequisites (explanation see next slide) Copyright 2005, Max S.C. LLC Prerequisite indicators (statistics not updated, financial transactions not posted, errors in inventory history etc.) -> trigger scheduling of necessary sessions and activities to process or correct data (update statistic, correct inventory history etc. )

Copyright 2005, Max S.C. LLC Archive Prerequisites 40 Indicators show data that still needs some maintenance so that data that is otherwise ready for archiving can be archived. For example: sales statistics have to be updated before closed projects with a link to it can be archived. Therefore there is an indicator for sales history records that are linked to closed projects and haven’t been included in the sales statistic yet. These indicators are necessary to determine the sessions that have to run as preparation for archiving. Output files with detail information about the data (order numbers etc.) can be generated.

Open Orders/Projects (explanation see next slide) Copyright 2005, Max S.C. LLC Open Order Indicators (open sales orders, active warehouse orders, supplier invoices with balances etc.)

Copyright 2005, Max S.C. LLC Open Orders/Projects 30 indicators show the distribution of data that is not ready for archiving across the years. This category represents data that might legitimately be still open. Open orders, projects and other unprocessed data is expected for the current year but should be reviewed for previous years.

Copyright 2005, Max S.C. LLC Output Files with Detail Info Output files with detail information for open order indicators are linked to the Excel sheet Following the links opens the output files

Copyright 2005, Max S.C. LLC Output File Example Detail information to identify ‘trouble makers’ (order numbers, order positions etc.)

Copyright 2005, Max S.C. LLC Output Files (continued) 125 different kind of output files with detail information can be generated Makes it possible to direct clean-up work to functional users Makes it possible to identify the records that make up the numbers in the archive planner File layouts (table fields included in files) are centrally maintained and can be changed with some basic Baan programming knowledge by in- house programmers

“To do” list Shows the sequence of sessions and activities to execute per archive period Three different ways to see the list: 1.“Processes to run” – simple list of steps 2.Processes and Dependencies – same list of steps but also shows the dependencies between the sessions and activities 3.Processes and Files – same list of steps but also show the indicators that are the reason for including the steps and links to output files with detail information if needed for the step. Links to documentation with explanation for each step Copyright 2005, Max S.C. LLC

Processes to run (simple list) Sessions to run and clean- up work to perform are listed per archive year Each steps has a hyperlink to documentation with explanations for the step Following the hyperlink opens the document at the step ->

Copyright 2005, Max S.C. LLC Explanations for each step attached….

Copyright 2005, Max S.C. LLC …with screenshots, …

Copyright 2005, Max S.C. LLC … indicators sorted by session, …

… and ‘where used’ information for tables with records to be archived and/or deleted Shows in which sessions tables are used. Makes it easier to judge the impact of archiving Checks use of tables in add- on sessions*, display and print sessions (maintain sessions are not important for closed orders, closed projects, paid invoices etc.) Only tables with data are checked * add-on sessions = non-standard, ‘custom’ Baan sessions that have been added to the system by a company

Copyright 2005, Max S.C. LLC Processes and Dependencies Sorted per year List of sessions and activities to be executed Predecessors: sessions & activities that have to be executed before this step Sessions & activities that have to wait for this step to be executed

Copyright 2005, Max S.C. LLC Processes and Files Indicator values that ‘triggered’ the step Links to files with detail information, needed to execute the step (specific order numbers etc.) List of sessions and activities to be executed per period

Copyright 2005, Max S.C. LLC Additional Information Files with additional system information are generated during the Archive Planner run These files are linked to the Archive Planner: Following the links opens the files

Copyright 2005, Max S.C. LLC Add-on table information “Where used” information for add-on tables (non-standard, ‘custom’ Baan tables that have been added to the system by a company) Makes it easier for users to judge if the data in add-on tables needs to be retained (creation of archive session necessary)

Copyright 2005, Max S.C. LLC Add-on tables and references Mandatory references between add-on (custom) tables and Baan standard tables. Makes it possible for an archive specialist to see if references will interfere with running standard Baan archive sessions. If they do then data in add-on tables has to be dealt with beforehand.

Additional Delete Sessions Shows ‘delete’ sessions for tables with data that can be deleted but not archived in standard Baan Copyright 2005, Max S.C. LLC Should be reviewed to determine if any of this data has to be archived instead of being deleted. Only tables with data checked

Calculate Performance Indicators (tgeis0214m000) "PI data by period" (table tgeis012), visible in session "Maintain PI Data by Period" (tgeis0112m000) Output File: Project Numbers to be archived in 1999: etc. Detail information is written to output files. Import of results into Excel from tgeis012 through Baan Automation Object on client PC (Ole interface included with Baan BWC) Get Results MS Excel Workbook "Archive Planner“ (with VB Basic modules for data import) Hyperlinks from Excel spreadsheet to output files with detail information Maintain Performance Indicators (tgeis011m000) The Technical Components of the Archive Planner Copyright 2005, Max S.C. LLC Program scripts Maintain Enterprise Period Table (tgeis0103s000) Various System information is written to files Files with system info MS Word Documentation (company specific, step by step documentation) Files are compiled into documentation Hyperlinks from Excel spreadsheet to documentation Output File: Sales Orders with open backorders from 1999: etc. Results of calculation are written to Baan table tgeis012

Copyright 2005, Max S.C. LLC The Archive Planner Components: 230 ‘Performance Indicators (PIs)’ in Baan EIS Baan session ‘Calculate Performance Indicators (tgeis02140m000) executes calculation Outcome:  Calculated results per period are written to a Baan table (tgeis012)  Detailed data information is written to output files  Various system information is written to files Results are imported from tgeis012 into an Excel spreadsheet via the Baan OLE interface Spreadsheet links to output files with detail info Documentation is compiled from files with system information Spreadsheet links to documentation

Copyright 2005, Max S.C. LLC Example: Purchase Orders – Scheduling Archiving and Clean-Up The following example shows for purchase orders what information the 'Archive Planner' extracts and how this information is translated into a "to do" list.

Copyright 2005, Max S.C. LLC Open Orders "Open Orders' and other unprocessed data should be regularly reviewed for previous years. The 'Archive Planner' shows for this company: 4 purchase orders are still open for 1999

Copyright 2005, Max S.C. LLC Open Orders - continued Open purchase orders: - might legitimately be still open (E.g. if a company uses blanket purchase orders) or - might represent data maintenance errors or oversights. => should be investigated by functional users and cleaned up if necessary. Following the link opens the file with detail information -> Output files with detail information are linked to the Archive Planner:

Copyright 2005, Max S.C. LLC Open Orders – Output File All 4 orders still have back orders open To do: send file to purchase department confirm that back orders are still open or set back orders to 0 so that orders can be archived

Example Purchase Orders - Necessary Information The following information is extracted by the Archive Planner run to determine which sessions have to be executed to archive purchase orders and which sessions and activities have to be executed before and after. (The information is automatically translated into the right sequence of sessions and activities through the Archive Planner run) Explanations next slides ->

Copyright 2005, Max S.C. LLC Necessary Information for scheduling purchase order archiving (1) purchase and purchase order lines are ready to be archived => That means: session“Archive and/or Delete Purchase Orders (tdpur4227m000)” has to run 153 of these purchase order lines belong to closed projects that are ready to be archived => That means: "Archiving purchase orders" has to run after "Archive Projects (tipcs2260m000)" runs The archive planner shows for this company for the year 2002:

Copyright 2005, Max S.C. LLC Necessary information for scheduling purchase order archiving (2) 3733 purchase order are subcontracting orders, belonging to production orders that are ready to be archived => That means: "Archive Production Orders (ticst0250m000)" has to run to archive these subcontracting orders. 3 purchase orders are subcontracting orders that belong to production orders, which in turn belong to a closed project, ready to be archived => That means: "Archive Projects (tipcs2260m000)" has to run to archive these subcontracting orders.

Copyright 2005, Max S.C. LLC Necessary information for scheduling purchase order archiving (3) purchase order lines contain lots => That means: "Archive purchase orders" has to run before "Archive and/or Delete Lots (tdltc1230m000)" runs non-project integration transactions exist for these purchase order lines in tfgld418 => That means: "Archive Purchase Orders" has to run before "Archive Integration Transactions (tfgld4210m000)" runs.

Copyright 2005, Max S.C. LLC Necessary information for scheduling purchase order archiving (4) 0 location history records exist for purchase orders with lots, where the revaluation system is 'lot price' and the purchase order is still present => That means: it doesn’t matter in which sequence the sessions “Archive Purchase Orders” and '"Archive Inventory History by Location (tdilc3211m000)" run records exist in ACP for purchase invoices => That means: "Archive Purchase Orders" has to run before purchase invoices in ACP are archived with “Remove fully paid purchase invoices (tfacp2250m000)”

Copyright 2005, Max S.C. LLC Necessary information for scheduling purchase order archiving (5) For 116 purchase receipt lines the inbound advices have not been fully processed. These lines belong to otherwise fully processed orders. = > That means: Maintaining inbound advices has to be done before the “Archive Purchase Order” session runs purchase history lines exist for closed purchase orders = > That means: the “Archive Purchase Order” session has to run before the “Archive Purchase Order History (tdpur5202m000)” session runs

Necessary information for scheduling purchase order archiving (6) 30 purchase receipt lines are not matched and/or approved with supplier invoices in Finance. These 30 lines belong to otherwise fully processed orders. => That means: Matching and approving purchase invoices has to be done before "Archive Purchase Orders" runs The gathered information translates into the following sequence of sessions: Copyright 2005, Max S.C. LLC

Translating the information into “to-do” list Maintain or Generate and/or Release Inbound Data (tdilc4103m000 or tdilc4203m000 and/or tdilc4204m000) Match and/or approve purchase invoices (possibly GTM necessary) Archive Projects (tipcs2260m000) Archive Production Orders (ticst0250m000) Archive and/or Delete Purchase Orders (tdpur4227m000) Archive and/or Delete Purchase Order History (tdpur5202m000) Archive and/or Delete Lots (tdltc1230m000) Archive Integration Transactions (tfgld4210m000) Remove fully paid purchase invoices (tfacp2250m000)

Copyright 2005, Max S.C. LLC To do list - continued Note: The list on the previous slide includes only those sessions and activities that are directly impacted by the scheduling of purchase orders. There are other sessions that have to be scheduled in-between, before and after to fulfill pre- conditions (e.g. an update of the purchase statistic is needed before projects can be archived). The Archive Planner shows the final result for all sessions:

Copyright 2005, Max S.C. LLC Processes and Dependencies Archive Purchase Orders To be scheduled beforehand To be scheduled afterwards

Copyright 2005, Max S.C. LLC Processes and Files Process sequenceIndicator that triggered the step Files with detail information for performing the step attached

Copyright 2005, Max S.C. LLC Output files with details Output files show the purchase order numbers and other detail info for the receipts and purchase invoices that are not fully processed.

Copyright 2005, Max S.C. LLC Documentation For each step documentation is provided

To do Send file with unprocessed inbound advices to warehousing for clean-up Send files with unmatched purchase receipts to finance for clean-up Confirm with functional users that data can be archived or removed. Refer to documentation for instruction Run sessions by following sequence in the Archive Planner If needed: check sheet “Processes and Dependencies” before changing sequence After archiving: run the Archive Planner again to check the outcome