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Data_Archive_Blog_Chris_WiseIt seems like it is the first item to be cut from any implementation or upgrade project. The implementation team does their analysis and prioritizes new functionality that can be implemented, old customizations that can be retired, and new business processes needed to improve efficiency.

For any company that has large volume and/or has been using PeopleSoft for a long time, typically there is mention of the need to archive data. So, the ability to archive data gets put in to scope.

Through the efforts of meeting deadlines and changing users’ needs, and highs and lows of what it takes to get through a large scale project, inevitably there comes a time where something has to be removed from scope.

Often times Data Archiving is the first to go.  

Maybe this doesn’t need to be the case given the relative ease of implementing a data archiving solution using PeopleSoft’s Data Archive Manager tools.

It is becoming more and more evident that managing data is huge task in larger industries.  It is quite possible that each month millions of rows are added into the database. Ultimately these millions of rows of data cause the table space to grow. What ultimately happens is the tablespace grows to such a size, the performance of the application suffers. Minimally this results in frustrated workers. On an extreme end, performance becomes so bad that monthly reports can’t be generated in a timely fashion, transactions can’t get posted and books don’t get closed – costing the company tangible dollars.


Advantages

There are many tools available that assist in managing data. The database vendors, Microsoft and IBM offer their own toolsets. Likewise there are other 3rd party vendors that specializes in Data Management tools. It would be wise to consider PeopleSoft Data Archive Manager Tools that are available as part of PeopleTools as your data archiving solution on your PeopleSoft implementation.

Some of the advantages are:

  • Integrated and consistent framework for archiving data
  • Uses predefined templates
  • Archive multiple objects
  • Leveraging the Archive Query in PeopleSoft Query
  • Desired commit intervals
  • Restore simplified

Basic Steps to Implementing PeopleSoft Data Archive Manager:

Step 1 – Create/Maintain Archive Object

In this step you are identifying WHERE the data that you wish to be archived, is physically located. PeopleSoft delivers a number of Archive Objects, thus most of the work is done for you.

Navigation: PeopleTools, Data Archive Manager, Manage Archive Object

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PeopleSoft delivers a number of Archive Objects. An archive object is a collection of the records that make up that logical data structure. Vouchers, in this example. This would have to be maintained for any custom records you might have in your data structure.

Archiving Record - Select the name of the record with the transactional data that you want to archive.

Base Record - Select this check box if the record that you select is the base record of this archive object. By definition, there can only be one base record per archive object.

History Record - Select the history record to which you want to archive the transactional data. You must first create the history record manually using Application Designer. An error message will appear if the history table has been defined incorrectly.

Step 2 – Create Archive/Restore Queries

In this step you are defining WHAT specific data is to be archived or restored. Modify the query, especially the criteria, to select the records that you desire to be archived, based on field values and statuses.

Navigation: Reporting Tools, Query, Query Manager – Query Type is “Archive”

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Step 3 – Create/Maintain an Archive Template

In this step you are defining a template that ties the items from steps 1 and 2 together. A template will tell a future process WHERE the data is and WHAT data to select and, additionally, HOW to process that data.

The process options are:

  • Archive Selection
  • Archive Delete
  • Archive Rollback
  • Remove from History

Navigation: PeopleTools, Data Archive Manager, Manage Archive Templates

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Step 4 – Create/Maintain an Archive Template

In this step you will run a process that actually does the work that you desire:

  • Archive Selection
  • Archive Delete
  • Archive Rollback
  • Remove from History

Navigation: PeopleTools, select Data Archive Manager, select Archive Data to History

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In this very simple example, the data will be selected and copied to history tables. At this point there will be data duplicated in the transaction tables and the history tables. Another process would have to be run using the “Delete” option to remove the data from the transactions tables, leaving them only in the History tables.

Furthermore, when the data is no longer needed at all, it can be removed from the History tables using the “Remove from History” option on this Run Control page.

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Summary

As you can see, the PeopleSoft Data Archive Manager is a robust and flexible toolset that can be configured and maintained to meet all of your data archiving needs. Please contact info@emtecinc.com for more information regarding our services around these capabilities.

 

Written by Chris Wise

Oracle PeopleSoft Senior Consultant

Chris has over 20 years of experience with the PeopleSoft product. After spending nearly 15 years with PeopleSoft and Oracle, Chris has been a consultant with Emtec, Inc. for the last 5 years. Chris focuses mainly on PeopleSoft financials.

If you would like to connect with Chris: Chris.Wise@emtecinc.com

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