1. Problem description

ERP systems are growing. The storage capacity has to be expanded and computing resources increased after just only a short time. And time and time again, so that system queries from business users do not noticeably have a negative impact on performance. Therefore, it may even be necessary to reorder and purchase licenses. Operation and maintenance are becoming more and more costly. Updates and upgrades also take more and more time and soon a weekend is not long enough anymore.

Companies, especially existing SAP customers, are therefore looking for solutions to control and limit data growth in their ERP systems.

  1. Repercussions

ERP users, for example, who want to reduce the volume of their ERP database from roughly 10 TB to half, are generally looking for options to extract and archive the data and documents they no longer need. However, unexpected difficulties then often arise while implementing this project. These include complex dependencies, which generally prevent a reduction in storage volume of 50 percent or more.

One appropriate alternative is also to place a new ERP system next to the old one and continue working with it, while the legacy system continues to operate, albeit with fewer resources. After all, this is the only way to guarantee the legally prescribed access to data and documents.

  1. Impact

From a strategic point of view, both classic approaches fall short. Either the data volume in the live system cannot be reduced to the desired extent or the number of systems increases. In any case, both the personnel and financial effort increases disproportionately though. If the upgrades and security updates take longer than the famous weekend, downtimes of the entire system or parts of it hinder or slow down business processes even during ongoing operations.

Existing SAP customers are implementing additional systems to reduce and avoid this risk, although efficient rightsizing could ensure that this would not even be necessary at all.

  1. Solution

The solution really appropriate to this challenge is to extract all data and documents from the legacy ERP system before the entries in the data pool that are no longer required for live operation can be erased.

It is crucial that the extracted information is stored together with its business context on a neutral, central and modern platform. This allows them to be searched independently of the original system and displayed in the Web browser. To comply with legal requirements, this kind of platform must also be able to manage the entire life cycle of historical data and documents up to their controlled and final erasure. It must therefore also contain functionalities for retention management.

The Java-based information management platform JiVS IMP is just such a platform. It is certified by auditors, so that the data and documents can be stored permanently without the original system and still meet all legal requirements.

This makes it possible to reduce the volume of data in ERP systems from a business, non-technical point of view. The volume can be reduced by up to 95 percent as a result. The data and documents that remain on the live system can be edited and changed in future without the risk of problems with internal auditing or external auditors. After all, they are all stored in JiVS IMP in an audit-proof manner and are still available in read mode.

JiVS IMP acts as a central collection point and provisioning area or “data staging area” for company information in the course of rightsizing projects, among others. Analyzes of the information pool’s reduction potential can be created and the filter rules for reduction can be defined with this. Once the project is complete, JiVS IMP provides legally compliant access to information independent of the device, time and location and subjects the legacy information pool to end-to-end retention management for the seamless management of the historical data and documents’ life cycle.

Customers can implement JiVS IMP both in their own data center or use offers from the public cloud for implementation. Supported environments include the Google Cloud Platform, Amazon Web Services and Microsoft Azure. At the same time, customers can choose from a variety of popular database management systems (DBMS), from IBM Db2 to Oracle Database and Microsoft SQL Server to SAP IQ.

  1. Customer benefits

The greatest benefit of this approach for ERP users is that their systems remain permanently lean and performant. As a result, they support the agility of the company as a whole.

JiVS IMP wholeheartedly plays its strategic role during the operational phase as an integral part of the target architecture. As with JiVS IMP, many problems such as those typical for existing ERP environments can be avoided right from the start in the new software world. This includes in particular the continuously rising need for resources. As a result, data and documents that are no longer needed in day-to-day business after a certain point in time can be regularly moved to JiVS IMP.

JiVS generally costs up to 80 percent less to operate than live systems with comparable data volumes. With the help of the platform, the rightsizing of ERP systems can be made part of the IT work routine and general risk management.

  1. Price and availability

JiVS IMP is available now. The range of functions and price are determined specifically for the project.

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