SAP BI can be used in BI itself, but BI is more available than you think: embedded BI in S4HANA, inside SCM, inside SAP solution manager, etc.
Also for BI systems a technical clean up of data might be required when the data volume becomes too high. For other clean up read this blog on technical clean up.
Questions that will be answered in this blog are:
How can I do a housekeeping on my BI system using a task list?
How can I execute a technical clean up of old BI technical data?
BI housekeeping task list
Go to transaction STC01 and start the SAP_BW_HOUSEKEEPING task list. Select all cleanups you want to perform. Select in the variants the retention times and dates. When done, start the task list (best to do in background mode):
For Clean up of tables RSBATCHDATA and RSBATCHCTRL, you can use program RSBATCH_DEL_MSG_PARM_DTPTEMP (transaction RSBATCH):
Parameters: DEL_MSG to delete all records older than XXX (From 000 to 999) days (M-Records). DEL_PAR to delete all records older than XXX (From 000 to 999) days (R and P-Records). DEL_DTP has no meaning.
Using SM36 you can plan all SAP standard jobs (which include a lot of clean up jobs for spools, dumps, etc) via the button Standard Jobs.
By hitting the button Default scheduling in an initial system, or after any upgrade or support package, the system will plan its default clean up schedule.
S4HANA has different set up of standard jobs. See blog.
Clean up of old idocs
Idoc data is stored in EDI* tables. Largest tables are usually EDI40, EDIDS and EDIDC.
Old idocs can be deleted using transaction WE11.
In batch mode you can schedule it as program RSETESTD.
In the bottom of the selection screen are the technical options:
The idoc deletion job can fail if there is too many data to process. If they happens remove the 4 tick boxes here and use the separate deletion programs: RSWWWIDE, RSARFCER, SBAL_DELETE and RSRLDREL2. These 5 combined programs will delete the same, but run more efficiently. This procedure is also explained in OSS note 1574016 – Deleting idocs with WE11/ RSETESTD.
Table logging is stored in table DBTABLOG (general information on table logging can be found in this blog). Deletion can be done using transaction SCU3 and then choosing the option Edit/Logs/Delete, or by using program RSTBPDEL.
Application logging (SLG1) is stored in tables BALDAT and BALHDR (for general information on the use of the application log, read this blog). Deletion can be done using transaction SLG2 or by using program SBAL_DELETE.
The last options to fine tune the number of logs per job and the commit counter setting do not appear by default. Select menu option Program/Expert mode first.
Workflows are stored in many tables starting with SW*.
You can delete work item history with transaction SWWH or program RSWWHIDE.
This clean up will only do the work item technical history and not the workflow itself. If workflow itself can be deleted or is to be archived is a functionality decision that the depend on the business and audit needs.
The workflow deleting program can create large amount of spools. If this is not wanted use the NULL printer.
If your business is using the GOS (generic object services) to see workflows linked to a business document, and they cannot retrieve the archived work item, please follow carefully the instructions in OSS note 2356250 – Not able to view archived workflows.
If you want to delete the actual workflow you have to run program RSWWWIDE.
Take care that before deleting workflows you have checked that these are not needed for audit or financial proof. Some workflows will contain approval steps with a recording of who approved what at which time.
Test this first and check with the data owner that the documents are no longer needed.
For a full explanation on deleting SAP office documents (including all the pre-programs to run) and bug fix notes: read this dedicated blog on SAP office document deletion.
Migrating SAP office documents to content server.
Usually the business will not allow deletion of SAP office document (unless they are very old). You might be ending up with a SOFFCONT1 table of 100 GB or more.
In stead of deleting SAP office documents, you can also migrate them to a content server. Read more in this blog.
Change documents do contain business data changes to business objects. If tables CDHDR and CDPOS grow very big, you start with an age analysis. You can propose to business to delete change documents older than 10 years. 10 years is the legal time you need to keep a lot of data. Deletion is done via program RSCDOK99. If business does not want to delete, but keep the data in the archive, you can use data archiving object CHANGEDOCU. Retrieval of archived change documents is via transaction RSSCD100.
If you have large SYS_LOB tables, most likely these are occupied with attachments. Consider setup of SAP content server (see blog) and then migrate the documents from the SAP database to the content server (see blog).
To analyze SYS_LOB tables, follow the instructions in this dedicated blog.
You can schedule program RSAUPURG or program RSAU_FILE_ADMIN with the right variant to delete old Audit log data:
Before deleting audit log data, first agree with your security officer on the retention period. More on audit log in this blog.
Clean up of user role assignment data
If you have an older system, you will find that many users will have double roles assigned, or roles with validity dates in the past. This will lead to large amount of entries in table AGR_USERS. You can clean up by compressing this data with program PRGN_COMPRESS_TIMES. Read more in this blog.