®
Optim™
Understanding the ROI of
Database Archiving for Oracle® Applications
IBM Software Group
© 2009 IBM Corporation
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© 2009 IBM Corporation
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The Problem: Information Exceeds Storage Capacity!
* Source: The Expanding Digital Universe , John F. Gantz, Research Director, IDC , March 2007
Forrester estimates that, on average, data repositories for large
applications grow by 50% annually (structured data)
* Source: Noel Yuhanna, Forrester Research, Database Archiving Remains An Important Part Of Enterprise DBMS Strategy, 8/13/07
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© 2009 IBM Corporation
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A Definition of Archiving
Archiving is an intelligent process for moving inactive or
infrequently accessed data that still has value, while
providing the ability to search and retrieve the data
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© 2009 IBM Corporation
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Archiving Questions to Consider
 What data should I be saving, for how long
and for what reasons?
 What data should I be deleting?
 How am I going to find the data when I
need it?
 What do I do with the data when I no longer
need it?
 What is the most appropriate solution to meet
my archiving needs?
 What is the cost/benefit analysis to support an
archiving solution acquisition?
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© 2009 IBM Corporation
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How Does Archiving Work?
Production
Archives
Archive
Retrieved
Historical
Reference Data
Historical Data
Retrieve
Current
Universal Access to Application Data
Application
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ODBC / JDBC
XML
Report Writer
© 2009 IBM Corporation
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Archiving a Complete Business Object
 Represents application data record – payment, invoice,
customer
– Referentially-intact subset of data across related tables
and applications; includes metadata
 Provides “historical reference snapshot” of business
activity
 Federated extract support across enterprise data stores
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© 2009 IBM Corporation
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The ROI of Data Archiving
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© 2009 IBM Corporation
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Business Value Analysis – Making the Case for
Change
Incremental
Revenue Benefits
Revenue
Business Costs
Costs
Deployment
Schedule
Project Timeline
Initial
Cost Savings
Year 1
Year 2
Year 3
Simulates the Impact of Proposed Solutions
Quantifies Value to the Business
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© 2009 IBM Corporation
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What Benefits Exist from Data Archiving?
1. Improve Performance
2. Control Costs
3. Mitigate Risks
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© 2009 IBM Corporation
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What Benefits Exist from Data Archiving?
1. Improve Performance
2. Control Costs
3. Mitigate Risks
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© 2009 IBM Corporation
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How Does Archiving Improve Performance?
 Improved Availability
– No downtime caused by batch process overruns
– Uptime during crunch time
– Meet SLAs
 Speeding Backup and Recovery
– Bring up important/recent data first
– Bring up older/reference data as conditions permit
 Improved Application Performance
– One of the most understated benefits to archiving
– Longest and most lasting benefit
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© 2009 IBM Corporation
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Examples of Application Performance Efficiencies
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Call Center / CRM
Supply Chain / ERP
Human Resources / HCM
Financial Management
© 2009 IBM Corporation
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What Benefits Exist from Data Archiving?
1. Improve Performance
2. Control Costs
3. Mitigate Risks
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© 2009 IBM Corporation
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How Does Archiving Impact Cost?
“
Moving inactive data to another instance or archive system not only
makes production databases more efficient, but it also lowers cost.
Large databases also drive up hardware cost, database license cost,
and general administration effort.
-- Noel Yuhanna, Forrester Research
“Database Archiving Remains An Important Part Of Enterprise DBMS Strategy”, 8/13/07
Improved database and application performance, as well as reduce
infrastructure cost, can be achieved through database archiving.
Carolyn Dicenzo and April Adams, Gartner
“Archiving Technology Overview”, 2/6/07
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”
© 2009 IBM Corporation
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How Can I Save Money by Archiving Data?
 Storage
– Production level data is typically one of the most expensive
storage platforms
– Migrate and store data according to its evolving business value
(ILM)
– Use tiered storage strategies to your advantage to maximize
cost efficiencies
– Utilize the storage you already have (including tape!)
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© 2009 IBM Corporation
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Data Multiplier Effect
Actual Data Burden = Size of production database + all replicated clones
500 GB
500 GB
Test
500 GB
Development
500 GB
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Quality
Control
Production
500 GB
Backup
500 GB
3000 GB
Total
Disaster
Recovery
© 2009 IBM Corporation
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Cost-Effective Storage Alternatives
Current
Data
Active
Historical
Online
Archive
Offline
Archive
1-2 years
3-4 years
5-6 years
7+ years
Production
Database
Archive
Archive Reporting
Database
Restore
Archive
Definitions
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Compressed
Archives
Non DBMS
Retention Platform
Offline
Retention Platform
ATA File Server
EMC Centera
IBM RS550
HDS
CD
Tape
Optical
Compressed
Archives
Compressed
Archives
© 2009 IBM Corporation
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One Example of Classifications
Application
Mission Critical
Tier II Access
SLA
Tier III Access
SLA
No
End-User
(“Self-help”)
Access
1 Day
Yes, after 7
years
8 Hours
3 Days
Yes, after 10
years
N/A
14 days
Tier Deployments
Tier I – Current to 2
years
Disposal
Tier II – Years 3 - 5
Tier III – Years 6 &
above
Business Critical
Tier I – Current year
Tier II – Years 2 - 5
Tier III – Years 6 - 7
Decommission
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Tier III Only
© 2009 IBM Corporation
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How Can I Save Money by Archiving Data?
 Administrative costs of data management
– Software license fees
– Hardware costs
– Labor to manage data growth
• DBA
• System Admin
• Storage Admin
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© 2009 IBM Corporation
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How Can I Save Money by Archiving Data?
 Reduction in processor upgrades
– More MIPS/processors required to process large data
repositories
– For example: “1 TB database that supports 500 concurrent
users might require an eight-processor server with 4 GB of
memory to achieve optimal performance. The same application
that runs a database half that size might require only six
processors and 2 GB of memory.” 1
1
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Source: Noel Yuhanna, Forrester Research, Database Archiving Remains An Important Part Of Enterprise DBMS Strategy, 8/13/07
© 2009 IBM Corporation
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How Can I Save Money by Archiving Data?
 Upgrades and Migrations
– Important for packaged applications space (Siebel, Peoplesoft
Enterprise, Oracle E-Business, JD Edwards EnterpriseOne,
Amdocs, etc.)
– Reduce time allocated for database conversion
– Reduce downtime during transition
• One recent client stated 1 hour downtime = $5M
– Deploy new version quickly
• Revenue recognition
• Competitive Advantage
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© 2009 IBM Corporation
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How Can I Save Money by Archiving Data?
 Application Decommissioning
– Definition: Remove a system from active service but retain
access to its business-critical data
•
•
•
•
Retire an application
Consolidate redundant systems into a single “enterprise standard”
Migrate portfolio to lower-cost platform
Consolidate and eliminate unsupported databases and versions
– Benefits
• Reduce IT infrastructure costs (hdw, sfw, labor costs)
• Reduce infrastructure complexity (eliminate confusion)
• Reclaim assets
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© 2009 IBM Corporation
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Real-World Examples
 “We have 399 General Ledger
systems and we probably have
every database ever sold.”
 “We have total systems inventory
of about 1200 applications…we
have reviewed circa 900 of these
systems for removal or decommissioning.”
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© 2009 IBM Corporation
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What Benefits Exist from Data Archiving?
1. Improve Performance
2. Control Costs
3. Mitigate Risks
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© 2009 IBM Corporation
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How Does Data Archiving Mitigate Risk?
 Data is stored in an immutable format that cannot
be altered
 Data is indexed following archiving for easy retrieval
 Data can be retrieved either from the application it was
archived or in various other formats (ex. Excel
Spreadsheet, XML, Reporting tools)
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© 2009 IBM Corporation
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Why Not Just delete?
Because you need the data…
“
“Given the impact that regulatory compliance is
having and the increased role electronic records
play in corporate litigation cases, deleting records
without ensuring future access or considering usage
requirements puts organizations at considerable
risk.”
Source: Enterprise Storage Group
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© 2009 IBM Corporation
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What Makes Retaining/Retrieving Data Stored in
Databases So Difficult?
 A singular piece of data is not enough – you need to
store and produce the complete business object
 How do you classify?
 How long do you retain?
 Can you delete? If so, when?
 I need the records ... how do I retrieve them?
 Who defines retention policies?
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© 2009 IBM Corporation
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Legal Costs of E-Discovery
Identify Appropriate Data
$200/hour
Preserve the Data
$100-$300/hour
Collect the Data
$200-$300/hour
Review the Data
$120-$350/hour
Produce the Data
$1000-$2100/hour
Debra Logan, “Mapping Technology and Vendors to the Electronic Discovery Reference Model,” GartnerResearch, ID
Number: G00153110, November 9,2007.
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© 2009 IBM Corporation
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The Latest on E-Discovery
 Electronic discovery (also called e-discovery
or ediscovery) refers to any process in which
electronic data is sought, located, secured
and searched with the intent of using it as
evidence in a civil or criminal legal case
 In the process of electronic discovery, data
of all types can serve as evidence. This can
include text, images, calendar files,
databases, spreadsheets, audio files,
animation, Web sites and computer
programs
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© 2009 IBM Corporation
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E-Discovery Issues Go Way Beyond Just Email
 Example of Archiving Benefits
– Retail organization had contract dispute with partner over
provisions in an agreement struck in the late 1990s providing
for some collaboration as they expanded into the online world.
– Sales transaction data became central to the case.
– Reviewers analyzed details of every sales transaction the
retailer completed over a six-year period—more than 250
million in all—to study the sales patterns of different categories
of products.
– Analysis ultimately concluded no violation of agreement. Had
the large volume of sales transaction data not be reviewable,
the retailer would have been at risk of losing millions of dollars.
Source: FTI Consulting/Forrester Research
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© 2009 IBM Corporation
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The Answer … Data Archiving
 Manage data across the enterprise including multiple applications, databases
and platforms
 Segment and manage data at the complete business object level
 Increase database performance/response time and minimize batch windows
– Remove historical business records from production
 Archive to selected target format
– Compressed, indexed file
– XML file
– Archive database
 Implement tiered storage strategies to maximize ILM efficiencies
– CAS devices (ex. IBM DR550)
– Existing tape libraries
– Optical disk
 Multiple access methods to archived business records
– Native Application access
– Self-Help Access (Canned Reports, Query Tools)
– Application Independent access (Original app/version is not needed)
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© 2009 IBM Corporation
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Optim for Oracle E-Business Archive Solution Overview
IBM Optim Data Growth Solution
for Oracle® E-Business Suite
Compressed
Archives
Optim
Oracle
EBusiness
Database
XML
Extracted Data
Archive
Database
Actions: Archive, Delete, Restore
Archive
Definition- AP
Archive
Definition- GL
Archive
Definition- AR
Archive
Definition- CN
Tables
Relationships
Constraints
e.g. General Ledger Period
must be Permanently Closed
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Time
e.g. The Last Date of the
Period must be greater than
25 months old
© 2009 IBM Corporation
®
Success: Data Growth and Upgrades
About the Client
Leading Direct Mail
Media Company
Industry
Marketing Services
Annual Revenue
$1.1 Billion
Application
Oracle® E-Business
Suite
Solution
Optim™ Oracle EBusiness Suite
Solution
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 Challenges:
– Managing the 20 to 25% annual data growth rate in Oracle EBusiness Suite and managing the expected data growth of 40 to
50% in the next year for the projected upgrade from 10.7 to 11i.
– Reducing costs for the additional hardware and storage required
to support continued data growth
– Meeting compliance requirements for retaining historical data for
3 to 10 years, while keeping data accessible
– Reducing the time, effort and downtime associated with
upgrading Oracle E-Business Financials
 Client Value:
– Controlled data growth by implementing database archiving for
Oracle E-Business Suite
– Projected a savings of $2 million in IT capacity expansion
costs over 5 years, and provided the capability to move archived
data to a less expensive storage options
– Supported compliance requirements by providing access to
archived data and the capability to report against this data
– Projected a reduced cutover time to upgrade from Oracle EBusiness 10.7 to 11i implementation
© 2009 IBM Corporation
®
Client Success: Data Retention
About the Client
Leading Digital
Satellite Service
Provider
Industry
Telecommunications
Annual Revenue
$13 Billion
Application
Siebel CRM
Application
Solution
Optim™ Data Growth
Solution for Siebel
CRM
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 Challenges:
– Need for data cleanse and purge records older than 7 years
from Siebel databases
– Preparing for corporate-wide data management effort to
sustain goal of keeping only “what’s needed for the right
amount of time”
– Maintain operational efficiencies and reduce cost of
maintenance
 Client Value:
– Satisfied long-term data retention requirements by archiving
for secure and readily accessible information
– Ensured support for SOX and auditor compliance
requirements by implementing archiving capabilities to locate
and access historical financials data when needed for audit
and discovery requests
– Established a consistent methodology for managing and
retaining historical data using Optim across applications,
databases and hardware platforms
© 2009 IBM Corporation
®
Client Success: Data Growth
 Challenges:
About the Client
Largest Operator of
Department Store
Jewelry Departments
in the United States
Industry
Retail & Manufacturing
– Improving application performance and service levels to
customers, merchants, sales associates and internal business
users
– Reducing costs for increased processing and storage capacity
required to accommodate significant database growth
– Eliminating application downtime and outages during daily
operations and especially during peak buying seasons
 Client Value:
Annual Revenue
$900 Million
– Improved response time for targeted processes by as much as
60 percent or more
Application
Custom Application
– Reclaimed over 100 GB of high-priced storage capacity during
initial archiving, resulting in savings estimated at $1.8 million
dollars in projected 5-year IT capacity expansion costs
Solution
Optim™ Data Growth
Solution
– Increased system availability resulting from shorter batch
processing windows and reduced downtime
– Achieved predictable scheduling to increase “open-forbusiness” hours for expanded revenue generating opportunities
and customer service
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© 2009 IBM Corporation
®
Thank You
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© 2009 IBM Corporation
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