Johnson printing service SAP r3 system administration made easy release 4 6 AB feb 2000 ISBN 1893570436 pdf

You should know how to complete the following tasks at the: < R/3 System level: ΠBe able to log on to R/3 ΠKnow how to navigate in R/3 using menus and transaction codes There are scree



R/3 System Release 4.6A/B

SAP Labs, Inc

Palo Alto, California

 2000 by SAP AG All rights reserved

Neither this documentation nor any part of it may be copied or reproduced in any form or by any means or translated into another language, without the prior consent of SAP AG

SAP AG makes no warranties or representations with respect to the content hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose SAP AG assumes no

responsibility for any errors that may appear in this document The information contained in this document is subject to change without notice SAP AG reserves the right to make any such changes without obligation to notify any person of such revision or changes SAP AG makes no commitment to keep the information contained herein up to date

SAP Labs, Inc

3475 Deer Creek Road

System Administration Made Easy iii

System Administration Made Easy v

$FNQRZOHGJHPHQWV [L[

,QWURGXFWLRQ   [[L

What Is This Guidebook About? xxii

Who Should Read This Book? xxii

Prerequisites xxiii

User xxiii

System xxiv

How to Use This Guidebook xxv

Organization xxv

What’s New xxv

Content xxv

Conventions xxvi

Special Icons xxvii

&KDSWHU 56\VWHP$GPLQLVWUDWLRQ%DVLFV ²

Overview 1–2 Roles of an R/3 System Administrator 1–2

Within R/3 1–2 External to R/3 1–3

Traits of an R/3 System Administrator 1–4 R/3 System Guidelines 1–4

Protect the System 1–5

Do Not Be Afraid to Ask for Help 1–5 Network with Other Customers and Consultants 1–6 Keep It Short and Simple (KISS) 1–7 Keep Proper Documentation 1–7 Use Checklists 1–8 Use the Appropriate Tool for the Job 1–9 Perform Preventive Maintenance 1–9

Do Not Change What You Do Not Have To 1–10

Do Not Make System Changes During Critical Periods 1–11

Do Not Allow Direct Database Access 1–12 Keep all Non-SAP Activity Off the R/3 Servers 1–12 Minimize Single Points of Failure 1–13

Corollaries to Murphy’s Law 1–13 Special Definitions 1–14

Database server 1–14 Application server 1–14 Instance 1–14 System 1–14

&KDSWHU 'LVDVWHU5HFRYHU\²

Overview 2–2

What Is a Disaster? 2–2

Why Plan for a Disaster? 2–3 Planning for a Disaster 2–4

Creating a Plan 2–4 What Are the Business Requirements for Disaster Recovery? 2–4

Who will provide the requirements? 2–4

What are the requirements? 2–4 When Should a Disaster Recovery Procedure Begin? 2–5 Expected Downtime or Recovery Time 2–5 Expected Downtime 2–5 Recovery Time 2–6 Recovery Group and Staffing Roles 2–6 Types of Disaster Recovery 2–7 Onsite 2–7 Offsite 2–7 Disaster Scenarios 2–8 Three Common Disaster Scenarios 2–8

A Corrupt Database 2–8

A Hardware Failure 2–8

A Complete Loss or Destruction of the Server Facility 2–9 Recovery Script 2–10 Creating a Recovery Script 2–10 Recovery Process 2–10 Major Steps 2–10 Crash Kit 2–11 Business Continuation During Recovery 2–14 Offsite Disaster Recovery Sites 2–15 Integration with your Company’s General Disaster Planning 2–15 When the R/3 System Returns 2–15

Test your Disaster Recovery Procedure 2–15 Other Considerations 2–16

Other Upstream or Downstream Applications 2–16 Backup Sites 2–17

Minimizing the Chances for a Disaster 2–17

Minimize Human Error 2–17 Minimize Single Points of Failure 2–18 Cascade Failures 2–18

&KDSWHU %DFNXSDQG5HFRYHU\ ²

Overview 3–2 Restore 3–2

Strategy 3–2 Testing Recovery 3–3

Backup 3–3

What to Backup and When 3–3 Database 3–3

System Administration Made Easy viivii

When the Backup Is Made 3–9 Backup Strategy Design 3–9 Supplementary Backups 3–10 General Procedures 3–10 Backup 3–10 Transaction Log Backup 3–10 Verifying Backups 3–10 Monitoring/Controlling 3–11 Database Integrity 3–11 Roles and Responsibilities 3–11 Design Recommendations 3–12

A Strategy Checklist 3–12 Backup Procedures and Policies 3–13

Tape Management 3–13

Tracking and Documenting 3–13 Labeling 3–13 Tracking 3–15 Handling 3–16 Retention Requirements 3–17 Recommendations 3–18 Storage 3–18 Offsite 3–18 Onsite 3–19

Performance 3–20

Backup 3–20 Backup Options 3–21 Back Up to Faster Devices 3–21 Parallel Backup 3–22 Backing Up to Disks, Then to Tape 3–22 Recovery 3–23 Restore Options 3–23

Useful SAP Notes 3–24

&KDSWHU 6FKHGXOHG'DLO\7DVNV²

Overview 4–2 Critical Tasks 4–3 The R/3 System 4–4 Database 4–6 Operating System 4–6 Other 4–7 Notes 4–7 The R/3 System 4–8 Critical Tasks 4–9

Verify that R/3 Is Running 4–9 Verify that the Backups Ran Successfully 4–9 Users (Transaction AL08) 4–10

OS Monitor (Transaction OS06) 4–11 Select Background Jobs/Graphical Job Monitor (Transaction SM37/RZ01) 4–11 CCMS Alert Monitor (Transaction RZ20) 4–11 Users (Transactions SM04) 4–11 Lock Entry List (Transaction SM12) 4–12

Update Records (Transaction SM13) 4–12 System Log (Transaction SM21) 4–13 Batch Input (Transaction SM35) 4–13 Work Processes (Transactions SM50 and SM51) 4–14 Spool (Transaction SP01) 4–14 Tune Summary (Transaction ST02) 4–14 Workload Analysis of <SID> (Transaction ST03) 4–14 Database Performance Analysis (Transaction ST04) 4–15 ABAP Dump Analysis (Transaction ST22) 4–15

&KDSWHU 6FKHGXOHG:HHNO\7DVNV²

The R/3 System 5–2 Database 5–3 Operating System 5–3 Other 5–3 Notes 5–4

Database Performance (Transaction DB02) 5–4 CCMS Alert Monitor (Transaction RZ20) 5–4 Spool (Transaction SP01) 5–4 TemSe (Transaction SP12) 5–5 Transaction STMS (TMS System) 5–5

&KDSWHU 6FKHGXOHG0RQWKO\7DVNV²

The R/3 System 6–2 Database 6–2 Operating System 6–3 Other 6–4 Notes 6–5

Database Performance (Transaction DB02) 6–5

&KDSWHU 6FKHGXOHG4XDUWHUO\7DVNV ²

The R/3 System 7–2 Database 7–3 Operating System 7–3 Other 7–4 Notes 7–4

Edit System Profile Parameters (Transaction RZ10) 7–4 Select Background Jobs (Transaction SM37) 7–5 User Maintenance (Transaction SU01) 7–5

&KDSWHU 6FKHGXOHG$QQXDO7DVNV ²

The R/3 System 8–2 Database 8–3 Operating System 8–3

System Administration Made Easy ix ix

&KDSWHU 0XOWL5ROH7DVNV²

Starting the R/3 System 9–2

Start R/3—NT 9–3

Stopping the R/3 System 9–5

Tasks to Be Completed Before Stopping the System 9–6 System Message (SM02) 9–6 Check that No Active Users Are on the System (AL08/SM04) 9–9 Check for Batch Jobs Running or Scheduled (SM37) 9–11 Check for Active Processes on All Systems (SM51) 9–15 Check for External Interfaces 9–15 Stopping R/3 9–16 STOP R/3—NT 9–16

&KDSWHU 56\VWHP$GPLQLVWUDWLRQ ²

Overview 10–2 Major System Monitoring Tools 10–2

CCMS Central Alert Monitor (Transaction RZ20) 10–2 Accessing the CCMS Alert Monitor (RZ20) 10–4 Current View and Alert View 10–5 Switching Between the Current and Alert Views 10–6 Finding an Alert 10–7 Configuring the Batch Job to Collect Historical Data (RZ21) 10–10 View the Alerts 10–12 Analyze the Alert 10–13 Acknowledge the Alert 10–14 Provide System Configuration Information (Transaction RZ20) 10–15 Maintaining The Alert Thresholds for RZ20 10–17 Hiding SAP Standard Monitor Sets 10–19 Create a New Monitor Set 10–23 Add a Monitor to the Monitor Set 10–24 System Administration Assistant (Transaction SSAA) 10–28

Specific Transaction Monitoring Overview 10–32

Failed Updates (Transaction SM13) 10–32 Managing Update Terminates 10–35 User Training 10–37 System Log (Transaction SM21) 10–38 Locks (Transaction SM12) 10–41 Active Users (Transactions SM04 and AL08) 10–43 Single-Instance System (Transaction SM04) 10–44 Multi-Instance System (Transaction AL08) 10–45 Work Processes (Transactions SM50 and SM51) 10–46 For a System with Application Servers 10–46 For a System Without Application Servers 10–47 ABAP Dump Analysis (Transaction ST22) 10–48 Simple Selection 10–49 Free Selection 10–49

System Message (SM02) 10–51

Creating a Message 10–52 Editing a Message 10–54 ABAP Editor (SE38) 10–55 For Information About a Program or Report 10–56

&KDSWHU 6HFXULW\$GPLQLVWUDWLRQ²

Overview 11–2

What is Security? 11–2 Keeping Unauthorized People out of the System 11–2 Keeping People out of Places Where They Should Not Be 11–2 Safeguarding the Data from Damage or Loss 11–3 Complying with Legal, Regulatory, and Other Requirements 11–3

Audits 11–4

Financial Audit 11–4 Security Audit 11–5 Audit Considerations 11–5

Security Layers 11–6

Access Security 11–7 Physical Security 11–7 Network Security 11–8 Application Security 11–9 Operational Security 11–9 Data Security 11–10 Application or R/3 Security 11–11 Controlling Access to R/3 11–11 Prevent Multiple User Logins 11–11 Preventing Changes in the Production System 11–11 Setting the Production System to “Not Modifiable” (Transactions SE03, SCC4)11–13 Client-Independent Changes (Transaction SE03) 11–14 Client-Independent and Client-Dependent Changes (SCC4) 11–15 Verifying that Dangerous Transactions Are Locked 11–17

To List Locked Transactions 11–24

Operational Security 11–25

Segregation of Duties 11–25 Restricting Access to SAP* or DDIC 11–26 Change Management 11–27 Sharing of User IDs 11–27 Password Issues and Tasks 11–28 Setting Password Standards Using Transaction RZ10 11–29 Eliminating Some Easy Passwords 11–29 Maintaining a Table of Prohibited Passwords 11–30 Recording System Passwords 11–31 Operating System Level 11–35

NT 11–35 UNIX 11–36 Databases 11–36 DB2 11–36 Informix 11–36 Microsoft SQL Server 11–36 Oracle/UNIX 11–36 Oracle/NT 11–37

Audit Tools 11–37

Audit Information System (Transaction SECR) 11–37

System Administration Made Easy xi xi

Define Filter Group 1 11–49 Define Filter Group 2 11–50 User Security Audit Jobs 11–54

Recommended Policies and Procedures 12–3

User Administration 12–3 System Administration 12–5

New User Setup 12–7

Prerequisites 12–7 General Process or Procedure 12–7 The User’s Desktop 12–7 Network Functionality 12–7 For Installation of SAP GUI 12–7 Recommended Prerequisite for the GUI Installation 12–7 Installing the Frontend Software–SAP GUI 12–8 Installing SAP GUI from a File Server 12–8 How to Install the SAP GUI 12–8 Installing SAP GUI from the Presentation CD 12–14 Adding Additional Systems 12–15

To Add Additional Systems in the SAP Logon 12–15 Setting Up a New User (SU01) 12–16 Copying an Existing User (SU01) 12–16 Creating a New User (SU01) 12–21

Maintaining a User (SU01) 12–24 Resetting a Password (SU01) 12–26 Locking or Unlocking a User (SU01) 12–27 User Groups 12–29

How to Create a User Group (SU01) 12–30

Deleting a User’s Session (Transaction SM04) 12–32

How to Terminate a User Session 12–33 Active Users (Transactions SM04 and AL08) 12–34 Single-Instance System (Transaction SM04) 12–35 Multi-Instance System (Transaction AL08) 12–36

&KDSWHU 'DWDEDVH$GPLQLVWUDWLRQ²0LFURVRIW64/6HUYHU²

Overview 13–2 Starting and Stopping the Database 13–2

Starting the Database 13–2 Stopping the Database 13–3

Database Performance 13–4

Overview 13–4 Database Activity (ST04) 13–4 Database Allocation (DB02) 13–7

Scheduling Database Tasks (DB13) 13–9

Determining the Tape (Label) Necessary for a Backup 13–13 Deleting an Entry from the Planning Calendar (DB13) 13–14

Checking the Database Backup (DB12) 13–15 Initializing Backup Tapes 13–18 Database Backups with Microsoft Tools 13–19

Online Backup – Using SQLserver 7.0 Enterprise Manager 13–19 Offline Backup – Using NTBackup 13–24

Database Error Logs 13–28

R/3 – ST04 13–28 Microsoft SQL Server 7.0 - Enterprise Manager 13–28

Verify Database Consistency 13–29 Run Update Statistics 13–29 System passwords 13–30

SQL server 13–30

&KDSWHU 2XWSXW0DQDJHPHQW ²

Contents 14–1 Printer Setup (SPAD) 14–2

How to Set Up the Printer in the R/3 System 14–2

Check the Spool for Printing Problems (Transaction SP01) 14–9 Check that Old Spools are Deleted (SP01) 14–12 Printing the Output (SP01) 14–15 Printing the Screen 14–18 Check Spool Consistency (SPAD) 14–21 Check TemSe Consistency (SP12) 14–23

&KDSWHU 1HWZRUN266HUYHU$GPLQLVWUDWLRQ²

Overview 15–2 Operating System Tasks 15–2

Operating System Alert (AL16) 15–2 System Logs (OS06) 15–3

NT Event Logs 15–5 Checking File System Space Usage (RZ20) 15–6 Changing the Alert Threshold (RZ20) 15–9 Cleaning Out Old Transport Files 15–11

Other Tasks 15–12

Clean the Tape Drive 15–12 Uninterruptible Power Supply 15–13 Check the Uninterruptible Power Supply 15–13 Check your UPS Shutdown Process 15–13 Check Maintenance Contracts 15–14 Review Hardware or a System Monitor Paging System 15–15

&KDSWHU 2SHUDWLRQV²

System Administration Made Easy xiiixiii

Housekeeping Jobs 16–4 Others 16–5 Performance Factors for Background Jobs 16–5 Creating and Scheduling a Batch Job (SM36) 16–8

Background Jobs (SM37) 16–15

Checking the Job Log 16–17 Using the Job Tree 16–18 Graphical Job Monitor (Transaction RZ01) 16–19 Batch Input Jobs, New or Incorrect (SM35) 16–20

Operation Modes 16–21

To Define the Operation Mode (RZ04) 16–23 Assign an Instance Definition to an Operation Mode (RZ04) 16–25 The First Time You Generate an Instance Operation Mode 16–25 Adding a New Operation Mode 16–26 Defining Distribution of Work Processes (RZ04) 16–29 Assigning Operation Modes (SM63) 16–32

Backups 16–36

Periodic Archivals 16–36 Backup the Database 16–36 Performing a Full Server Backup 16–36 Checking the Backups (DB12 & DB13) 16–38 Database 16–38 Operating System Level Backups 16–40 UNIX 16–40

NT 16–40

Checking Consumable Supplies 16–42

&KDSWHU &KDQJH0DQDJHPHQW ²

Table Maintenance (Transaction SM31) 17–2

Creating an Entry in the Table (SM31) 17–2 Deleting an Entry from a Table (SM31) 17–6

Change Control 17–9 Managing SAP Notes 17–9 Change Control (Managing Transports) 17–12 Transporting Objects 17–15

Transports into the Production System 17–15 Transporting Objects 17–15 TMS Method 17–16 Operating System Method 17–16 Standard Transport Process 17–17 Importing the Entire Import Buffer 17–18 Special Transports from SAP 17–18 Releasing a Request (Transport) 17–19 TMS Method of Transporting 17–24 The Main TMS Screen 17–24 Adding a Special Transport into the Import Buffer 17–25 Using TMS to Import a Transport Request 17–27 Check the Transport Log 17–32

OS Method of Transporting 17–34 Adding a Special Transport Into the Import Buffer 17–34 Importing the Transport 17–34 Checking the Transport Log (Transaction SE10) 17–35

Checking the Transport Log 17–36

&KDSWHU 7URXEOHVKRRWLQJ ²

Overview 18–2 Basic Troubleshooting Techniques 18–2

Gather Data 18–2 Analyze the Problem 18–3 Evaluate the Alternatives 18–3 Make only One Change at a Time 18–3 Document the Changes 18–3 Get the Complete Error Message 18–4 Get the SAP Patch Level 18–5 Determining What Support Packages Have Been Applied 18–6

&KDSWHU 3HUIRUPDQFH²

Overview 19–2

Critical Assumption 19–2 Priority of Evaluation 19–3

General Procedure 19–3 R/3 19–4

Workload Analysis of the System (Transaction ST03) 19–4 Buffers (ST02) 19–8 Memory Defragmentation 19–10

Database 19–11 Operating System 19–11

Operating System Monitor (OS07) 19–11

Searching for SAP Notes 20–5 Customer Messages 20–8 Entering Customer Messages 20–9 How 20–11 Viewing Customer Messages 20–13 Viewing Customer Messages 20–14

Registering a Developer or Object 20–15

Registering a Developer 20–15 Developer Requests Developer Key 20–16 The System Administrator Gets the Access Key 20–16 Registering a Developer 20–17

System Administration Made Easy xv xv

Enter the Object Key 20–23 Delete an Object 20–23

Online Correction Support 20–24

Getting the Latest SPAM version 20–25 Downloading Support Packages 20–27 Specific Support Package-Related Notes 20–28 Downloading Suppor Packages 20–30

&KDSWHU 6$31HW²5)URQWHQG ²

Overview 21–2 Useful SAP Notes 21–3 Connecting to SAPNet–R/3 21–3 Researching a Problem with SAPNet-R/3 21–6

Finding Notes in the SAPNet-R/3 21–6 Entering Customer Messages (Problems) into SAPNet-R/3 21–10 Getting Status on Your Message 21–15 Review the Action Log 21–16 Display Long Text 21–17 Reopen 21–18 Confirm 21–21

Registering a Developer or Object 21–22

Registering a Developer 21–22 Developer Requests Developer Key 21–23 The System Administrator Gets the Access Key 21–23 Enter the Developer Key 21–25 Registering an Object 21–26 Developer Requests Object Key 21–26 The System Administrator Gets the Access Key 21–27 Enter the Object Key 21–29

Opening a Service Connection 21–30

Order of Access to Systems 21–30

&KDSWHU 5HPRWH6HUYLFHV ²

Overview 22–2 Retrieving Files from SAP, SAPSERV4 22–2

Connecting to SAPSERV4 Using a GUI (NT) 22–3

An Example of an FTP Client 22–4 Connecting to SAPSERV4 Using the Command Prompt 22–6 Navigating in SAPSERV4 22–6 Connecting at the Command Prompt 22–6 Downloading Files 22–9 Partial Organization of SAPSERV4 22–10 Unpacking a CAR File 22–13 Unpacking a File 22–13 Special SAPNet Notes 22–14

EarlyWatch Session 22–14

&KDSWHU 6SHFLDO0DLQWHQDQFH ²

Overview 23–2 Changing System Profile Parameters (Transaction RZ10) 23–2 Support Packages 23–11

Strategy 23–12 High-Level Process of Applying Support Packages 23–12 Determining What Support Packages Have Been Applied 23–13 Getting Information on the Support Package from SAPNet–R/3 23–15

To View All Notes 23–17

To View a Specific Note 23–21 Requesting SPAM or a Support Package from SAPNet–R/3 23–22 Downloading a Support Package (Hot Package) – SAPNet–R/3 23–24 Uploading the Support Package from a CD or SAPNet–Web 23–25 Support Package Collection CD 23–26 SAPNet–Web 23–26 Updating SPAM 23–29 Applying the Support Package 23–31 Object Conflicts 23–37 Regression Testing 23–39 Useful SAPNet – R/3 Frontend Notes 23–39

Kernel Upgrade 23–40

Restart Option 1 23–41 Restart Option 2 23–41

Client Copy 23–42

Special Notes 23–42 Useful SAP Notes 23–43 Processing Notes 23–43 Creating a Client 23–44 Copying a Client 23–47 Copying on the Same System/SID 23–47 Copying to a Different System/SID 23–50 Post-Client Copy Tasks 23–52 Deleting a Client 23–52 Delete Client Transaction 23–53 Reviewing the Client Copy Log 23–54

Production Refresh Strategies 23–56

Database Copy of Production System 23–57 Benefits 23–57 Disadvantages 23–57 Client Copy of the Production System with Data 23–57 Advantages 23–57 Disadvantages 23–57 Client Copy of the Production System – Without Data 23–58 Advantages 23–58 Disadvantages 23–58

$SSHQGL[$ 8VHIXO7UDQVDFWLRQV $²

Useful Transactions A–2

Transaction Code Switches A–2 Transaction Code Table A–2

$SSHQGL[% 8VHIXO5HVRXUFHVDQG3URGXFWV  %²

System Administration Made Easy xviixvii

Other B–5 White papers B–5 SAPNet, Selected Items of Interest B–5 Third-Party Resources B–7 Books: B–7 R/3 B–7 UNIX B–8

NT B–8 OS/400 B–9 Microsoft SQL Server B–9 Informix B–9 DB2 B–10 Oracle B–10 Other Topics B–10 Magazines: B–11 Helpful Third-Party Information B–11 Web Sites B–11 SAP B–11 SAP Affiliated B–12 Third Party B–12 Internet News Groups B–12 Other Resources B–13 Operating System B–13 Database B–13

Other Helpful Products: Contributed by Users B–13

UNIX B–14 Backup B–14 Monitor B–14 Scheduler B–14 Spool Management B–14 Other B–14

NT B–14 Backup B–14 Monitor B–14 Remote Control B–15 Scheduler B–15 Spool Management B–15 Other B–15 Common, Both UNIX and NT B–15 Network B–16

$SSHQGL[& 8VHIXO6$31RWHV  &²

Overview C–2 R/3 Notes C–2 Operating System Notes C–6

Common to Multiple Operating Systems C–6

NT C–6 UNIX C–8 AS-400 C–8

Database Notes C–9

MS SQL server C–9 DB2 / UDB C–11 Informix C–12 Oracle C–13

Software Issues D–3 Hardware D–3 Performance D–4

,QGH[  ,²

System Administration Made Easy xix

$FNQRZOHGJHPHQWV

The combined experience in SAP and general systems administration of those who contributed to this book

is measured in decades I hope that I am able to share with you some of their wisdom

I also wish to express appreciation to the following individuals who provided time, material, expertise, and resources which helped make the Release 4.6A/B guidebook possible:

Customers and partners: Bill Robichaud, Bridgestone/Firestone; Chad Horwedel, XXX; Doris Steckel, Agilent/HP; Gary Canez, Motorola; Hanumantha Kasoji, Celanese Acetate; John Blair, Steelcase; Joyce Courtney, Infineon; Laura Shieh, John Muir Mt Diablo Health System; Kerry Ek, Finteck; Lynne Lollis, e.coetry/Chaptec; Otis Barr, Ceridian; Paul Wiebe, TransAlta; Richard Doctor, Acuson; Sam Yamakoshi, Timothy Rogers; Tony Schollum, Ernst & Young; Thomas Beam, NCUA; HP; Udesh Naicker, HP

SAP AG: Andreas Graesser, Dr Arnold Niedermaier, Dr Carsten Thiel, Fabian Troendle, Georg Chlond,

Dr Gert Rusch, Herbert Stegmueller, Joerg Schmidt, Dr Meinolf Block, Michael Demuth, Michael Schuster,

Dr Nicholai Jordt, Otto Boehrer, Rudolf Marquet, Stephen Corbett, Dr Stefan Fuchs, Thomas Arend, Thomas Besthorn, Dr Uwe Hommel, Uwe Inhoff, and Dr Wulf Kruempelman

SAP America: “Casper” Wai-Fu Kan, Daniel Kocsis, Daniel-Benjamin Fig Zaidspiner, Jackie Wang, Lance Pawlikowski, Maria Gregg, Sue McFarland

SAP Labs: Dr Arnold Klingert, Jaideep Adhvaryu, “Jody” Honghua Yang, John Wu, Kitty Yue, Nihad Ftayeh, Peter Aeschlimann, Philippe Timothee, Dr Thomas Brodkorb

Al-SAP UK: Peter Le Duc

Contributing authors: Patricia Huang, SAP America; Jerry Forsey, SAP America

QA testers: Brad Barnes, e.coetry; Claudia Helenius; Jeff Orr, Utilx; Lynne Lollis, e.coetry; Marc Punzalan, Heat and Control; Patrick McShane, Bramasol

Documentation and production: Rekha Krishnamurthy, John Kanclier, Kurt Wolf

Gary Nakayama, CPA

SAP Labs, Inc., 2000

System Administration Made Easy xxi

,QWURGXFWLRQ

&RQWHQWV

What Is This Guidebook About? xxii

Who Should Read This Book? xxii

How to Use This Guidebook xxv

What’s New xxv

Special Icons xxvii

3KLORVRSK\

Release 4.6 of the System Administration Made Easy Guidebook continues in the direction of the

4.0 version The primary focus is the importance of the on-going nature of system administration This book is written for an installed system, where all installation tasks have been completed Installation and related tasks, which are usually performed once, have not been included in this guidebook

2UJDQL]DWLRQ

We have tried to group items and tasks in job role categories, which allows this guidebook

to be a better reference book

&RQWHQW

Real world practical advice from consultants and customers has been integrated into this book Because of this perspective, some of the statements in this book are blunt and direct Some of the examples we have used may seem improbable, but “facts can be, and are, stranger than fiction.”

Because system administration is such a large area, it is difficult to reduce the volume to

what can be called “Made Easy.” Although material in this book has been carefully chosen, it

is by no means comprehensive Certain chapters can be expanded into several books [two examples are the chapters on disaster recovery (chapter 2) and security (chapter 11)]

:KDW,V1RW3URYLGHG

Although there are chapters on problem solving and basic performance tuning, these chapters are only introductions to the subjects This guidebook is not meant to be a trouble shooting or performance tuning manual Installation tasks are not presented We assume that your SAP consultant has completed these tasks

:KR6KRXOG5HDG7KLV%RRN"

The target audience for this guidebook is:

< The customer person or team where:

ΠThe R/3 administrator is from a small to mid-size company with a small (one to three people) technical team

ΠEach team member in the team has multiple job responsibilities

System Administration Made Easy xxiiixxiii

Senior consultants, experienced system administrators, and DBAs may find portions of this guidebook very elementary, but hopefully useful

3UHUHTXLVLWHV

To help you use this guidebook, and to prevent this guidebook from becoming as thick as

an unabridged dictionary, we defined a baseline for user knowledge and system

configuration The two sections below (User and System) define this baseline Review these

sections to determine how you and your system match This book is also written with certain assumptions about your knowledge level and the expectation that particular system requirements have been met

8VHU

We assume that you have a baseline knowledge of R/3, the operating system, and the database If you lack knowledge in any of the following points, we recommend that you consult the many books and training classes that specifically address your operating system and database

You should know how to complete the following tasks at the:

< R/3 System level:

ΠBe able to log on to R/3

Œ Know how to navigate in R/3 using menus and transaction codes There are screens that do not have menu paths and the only way to access them is by using the transaction codes In the “real world,” navigating by transaction codes is faster and more efficient than menus

< Operating system level:

ΠBe familiar with the file and directory structure

ΠBe able to use the command line to navigate and execute programs

ΠSet up a printer

ΠPerform a backup using standard operating system tools or third-party tools

ΠPerform basic operating system security

ΠCopy and move files

ΠProperly start and stop the operating system and server

< Database level

ΠProperly start and stop the database

ΠPerform a backup of the database

R/3 runs on more than five different versions of UNIX In many cases, significant differences exist between these versions These differences contributed to our decision to not go into detail at the operating system level

For an ongoing productive environment, we assume that the:

< R/3 System is completely and properly installed

< Infrastructure is set up and functional The following checklist will help you determine if your system is set up to the baseline assumptions of this book If you can log on to your R/3 System, most of these tasks have already been completed

+DUGZDUH

Is the backup equipment installed and tested?

,QIUDVWUXFWXUH

< Is the Uninterruptible Power Supply (UPS) installed?

< Is a server or system monitor available?

Œ Is R/3 installed according to SAP’s recommendation?

ΠIs the TPPARAM file configured?

(In Release 4.6, TMS creates a file to be used as the TPPARAM file.)

ΠIs the SAProuter configured?

ΠIs the OSS1 transaction configured?

ΠHas initial security been configured (default passwords changed)?

ΠIs the online documentation installed?

< Can users log on to R/3 from their desktops?

'HVNWRS

For optimal results, we recommend that the minimum screen resolution be set as follows:

< For the users, 800 × 600

System Administration Made Easy xxvxxv

+RZWR8VH7KLV*XLGHERRN

This guidebook is organized in the following fashion:

< The first two chapters provide a high-level view of disaster recovery and backup and recovery

< Chapters 4-8 are helpful checklists that help the system administrator complete various tasks, including daily, weekly, and yearly

These chapters also provide helpful transaction codes and where in the book these codes are found

< Chapter 9 discusses how to stop or start the R/3 System

< Chapters 10-13 involve the following topics:

2UJDQL]DWLRQ

All the task procedures are classified in one section and by job roles, where related tasks are placed together Regardless of the job schedule, all jobs related to a job role are grouped in one place

:KDW·V1HZ

This guidebook evolved from the previous versions of this guidebook and incorporates customer and consultant comments Send us your comments, so we can make future versions better meet your needs

&RQWHQW

The new features of the Release 4.6 guidebook are:

< System Administration Assistant (transaction SSAA), chapter 10

< New chapters on:

ΠSecurity (chapter 11)

ΠBasic problem solving (chapter 17 )

ΠBasic performance tuning (chapter 22)

The procedures to perform regularly-scheduled tasks have been moved to the Roles section

The unscheduled tasks section from the 4.0B guidebook has become a role-oriented section This change accommodates customers who perform scheduled tasks at times other than the times presented in this guidebook Therefore, all the task procedures are classified in one section and by job roles, where related tasks are placed together Regardless of the job schedule, all jobs related to a job role are grouped in one place

&RQYHQWLRQV

In the table below, you will find some of the text conventions used throughout this guide

fields, screen text, etc.)

and Name2 is the item on the menu

Sample R/3 Release 4.6 Screen

Workplace

System Administration Made Easy xxviixxvii

The screenshots shown in this guide are based on full user authorization (SAP_ALL) Depending on your authorizations, some of the buttons on your application toolbar may not be available

Depending on your authorizations, your workplace menu may look different from

screenshots in this guide which are based on SAP_ALL The User menu and SAP standard

menu buttons provide different views of the workplace menu

To learn how to build user menus, see Authorizations Made Easy guidebook Release

4.6A/B

settings, choose Extras → Settings and select Show technical names

System Administration Made Easy 1–1

&KDSWHU 56\VWHP$GPLQLVWUDWLRQ

%DVLFV

&RQWHQWV

Overview 1–2

Roles of an R/3 System Administrator 1–2

Traits of an R/3 System Administrator 1–4

R/3 System Guidelines 1–4

Corollaries to Murphy’s Law 1–13

Special Definitions 1–14

This chapter is about the roles that a system administrator plays These roles cross all functional areas, and the number and intensity of the tasks depends on the size of the company In a small company, one person can be the entire system administration department In a larger company, however, this person is probably part of a team The purpose of this “definition” is to help clarify the roles of a system administrator This chapter is a list of commonly used system administration terms and their definitions

At the end of this chapter is a list of 14 R/3 System guidelines, which a system administrator must be aware of while working with the system

Sample guidelines include:

< Keep it short and simple (KISS)

< Available resources (the size of the Basis group)

< Availability of infrastructure support for:

ΠFacilities The R/3 system administrator may wear many hats both in or directly related to, R/3 and indirectly or external to R/3

:LWKLQ5

< User administrator Set up and maintain user accounts

< Security administrator

System Administration Made Easy

1–3

< System administrator

Œ Maintain the system’s health

ΠMonitor system performance and logs

< Transport administrator

< Batch scheduler Create and manage the scheduling of batch jobs

< Backup operator Schedule, run, and monitor backup jobs of the SAP database and any required operating system level files

< Disaster recovery technical manager Create, test, and execute the SAP disaster recovery plan

< Programmer Apply SAPNet R/3 note fixes to programs

< Data Dictionary (DDIC) manager Change the Data Dictionary (when applicable)

< Data Base Administrator (DBA)

([WHUQDOWR5

< DBA for the specific database on which the system is running

ΠManage database specific tasks

Œ Maintain the database’s health and integrity

< Operating system administrator

ΠManage the operating system access and user IDs

ΠManage operating system specific tasks

< Network administrator

< Server administrator Manage the servers

< Desktop support Supports the user’s desktop PC

< Printers

< Facilities Manages facilities-related support issues, such as:

ΠPower/utilities

ΠAir conditioning (cooling)

ΠPhysical server access

7UDLWVRIDQ56\VWHP$GPLQLVWUDWRU

An R/3 system administrator should:

< Have a proper attitude

ΠProtect and safeguard the system

The system administrator is the guardian of the system

ΠKnow when to call for help The ability to know when you need to get help is a strength

The weakness is not knowing when to get help and getting into trouble

ΠBe willing to work the hours required to support the system Certain tasks must be done after hours or on weekends to avoid disrupting normal business operations

< Be technically competent

ΠWhen necessary, the company must invest in training for the Basis staff

ΠYou must also take responsibility for your own training and education, whether your company pays for it or not

< Be a team-player The system administrator will have to work with various functional groups, users, the IS staff, and others to successfully complete the necessary tasks

56\VWHP*XLGHOLQHV

When working on an R/3 System:

< Protect the system

< Do not be afraid to ask for help

< Network with other customers and consultants

< Keep it short and simple (KISS)

< Keep proper documentation

< Use checklists

< Use the appropriate tool for the job

< Perform preventive maintenance

< Do not change what you do not have to

< Do not make changes to the system during critical periods

< Do not allow direct database access

System Administration Made Easy

< The system administrator must have a positive, professional attitude

If the system administrator has less than this attitude, critical tasks may not be properly completed (for example, backups may not be taken as scheduled and backup logs may not be checked, which reduces the chances for a successful recovery)

< System administrators should maintain a “my job is on the line” attitude

This attitude helps to ensure that administrators focus on maintaining the integrity of the system The company may not survive if the system crashes and cannot be

recovered

< The system must be protected from internal and external sources

One problem today is employees “poking around” in the network

'R1RW%H$IUDLGWR$VNIRU+HOS

:K\

< R/3 is so large and complex that one person cannot be expected to know everything

If you are unsure which task to complete or how to complete it, you could make a mistake and cause a larger problem

< Mistakes within the system can be expensive

Certain things cannot be “undone,” and once set, are set forever

< The only way to learn is to ask

There are no dumb questions—only dumb reasons for not asking them

+RZ

< SAPNet R/3 notes

< Various web sites and news groups

< Consultants Also see the section in this chapter that covers networking with other customers and consultants

:KDW

Get to know the R/3 Basis and system administrators in other companies

:K\

< Other customers may be able to provide solutions to your problems

< Customers who help each other reduce their consulting expenses

< The more people you know, the better your chances of finding someone to help you solve a problem

:KHQ:KHUHDQG+RZ

When you have the opportunity, meet:

< Other SAP customers and consultants, especially those in your specialty area

< Others using your operating system or database Where to network:

< Training classes

< SAP events

ΠTechnical Education Conference (TechEd)

< Participate in user groups:

ΠDatabase user groups, such as those for Microsoft SQL Server, Informix, DB2, or Oracle

ΠOperating system user groups, such as those for UNIX (the various versions), NT, or IBM (AIX, AS400, or OS390)

< Participate in professional organizations Participation means getting involved in the organization The more you participate, the more people you meet and get to know

< Whenever you attend an event, carry a stack of business cards

Set the goal of collecting “at least” ten business cards, of people in your area of specialty

< Do not forget to ask the “old-timers.”

Decades ago, the mainframe community may have solved many of the issues and problems you now face

System Administration Made Easy

1–7

.HHS,W6KRUWDQG6LPSOH ,66 

:K\

< Complex tasks are more likely to fail as situations change

A process with 27 steps has 27 chances to fail, because complex tasks are difficult to create, debug, and maintain

< It is difficult to train people for complex tasks

< Explaining a complex task on the telephone increases the chance that what is said will not be properly understood and an error will be made If the error is severe, you may have a disaster on your hands

< As time passes, you will forget the details of a process or problem

At some point, you may not remember anything about the process or problem In an extreme situation, which happens with short-term memory, you can quickly forget the information in minutes

< If you violate the KISS principle, complete documentation becomes even more important

< If the process is complex, complete documentation reduces the chance of errors

< If you are sick or unavailable, complete documentation can help someone else do the job

< If changes need to be undone, you will know exactly what needs to be done to complete this task

< Documentation helps train new people

Employee turnover must be planned for Proper documentation makes the training and transition of new employees easier and faster

Documentation must be changed when:

< Documented items change

Inaccurate documentation could be dangerous because it describes a process that should not be followed

< Changes are made to the system

< Problems, such as hardware failures, error log entries, and security violations, occur

“Hot” projects or emergencies tend to take precedence over writing documentation Do not postpone writing documentation, or the task may never get done Record everything that is done to the system—as it is being done

+RZ

< Record everything done to the system, as it is being done, so details are not forgotten

< Document items clearly and sufficiently so that, without assistance, a qualified person can read what you have written and perform the task

< Re-read older documentation to see where improvements can be made Obvious items get “fuzzy” over time and are no longer obvious

< Use graphics, flowcharts, and screenshots to clarify documentation

:KHUH

< Keep a log (notebook) on each server and record everything that you do on the servers

< Keep a log for everything done remotely to any of the servers

< Keep a log for other related items

System Administration Made Easy

1–9

:KHQ

Checklists are especially useful for tasks that are:

< Complex or critical

If a step is missed or done incorrectly, the result could be serious (for example, inability

to restore the database)

< Done for the first time

:KHQ

< Checking for problems should be a part of your regular routine

< Scheduling tasks to fix a problem should be based on your situation, and when least disruptive to your users

+RZ

< Monitor the various logs and event monitors

< Obtain additional disk storage before you run out of room

< Regularly clean the tape drive(s)

< Check the database for consistency and integrity

:KDW

< If the system works, leave it alone

< Do not change something just to upgrade to the latest version

:K\

< Risk When something changes, there is a chance that something else may break

< Cost

Upgrading is expensive in terms of time, resources, and consulting, etc

:KHQ

< A business need exists

< Legal requirements call for an update

This really is not an option If you do not keep up you will not be complying with legal requirements The associated penalties can be expensive

< If the hardware or software release is no longer supported by the vendor

< The new release offers a specific functionality that offers added business value to your company

< Fixing a major problem requires an upgrade

A fix is unavailable in a patch or an “advance release.”

+RZ

< If the change fails or causes problems, make certain you can recover to a change condition

before-the-< All changes must be regression tested to make sure that nothing else has been affected

by the change In other words, everything still works as it is supposed to

Regression testing of R/3 involves the functional team and users

< Stage the change and test it in the following order:

1 Test system (a “Sandbox” system)

3 Quality Assurance system

4 Production system Even if your company does not have all the above-mentioned systems, the key is to maintain the general order For example, if your company does not have a test system, test the change in the following order:

1 Development

System Administration Made Easy

If a problem occurs during a critical period, the business maybe severely impacted

Note the following sequence of events:

1 A system administrator changes a printer in Shipping at the end of the month

2 R/3 cannot send output to the new printer

3 The users cannot print shipping documents

4 The company cannot ship their products

5 Revenue for the month is reduced

:KHQ

A critical period is any time where the users and the company may be “severely” impacted

by a system problem These periods differ depending on the particular industry or company What is a critical period for one company may not be critical for another company

The following are “real” examples of critical periods:

< At end of the month, when Sales and Shipping are booking and shipping as much as they can, to maximize revenue for the month

< At the beginning of the month, when Finance is closing the prior month

< During the last month of the year, when Sales and Shipping are booking and shipping as much as they can, to maximize the revenue for the year

< During the beginning of the year, when Finance is closing the books for the prior year and getting ready for the financial audit

+RZ

< Always coordinate potentially disruptive system events with the users

Different user groups in the company, such as Finance and Order Entry, may have different quiet periods that need to be coordinated

< Plan all potentially disruptive systems-related activities during quiet periods when a problem will have minimal user impact

< By not going through R/3, there is the risk of corrupting the database

< Directly updating the database could put the database out of sync with the R/3 buffers

+RZ

< When R/3 writes to the database, it could be writing to many different tables

If a user writes directly to the tables, missing a single table may corrupt the database by putting the tables out of sync with each other

< With direct database access, a user could accidentally execute an update or delete, rather than a read

.HHSDOO1RQ6$3$FWLYLW\2IIWKH56HUYHUV

:KDW

< Do not allow users to directly access (telnet, remote access, etc.) the R/3 server(s)

< Do not use the R/3 server as a general file server

< Do not run programs that are not directly related to R/3 on an R/3 server

:K\

< Security Not allowing users to have access to the R/3 server reduces the chance of files from being accidentally deleted or changed

No access also means that user cannot look at confidential or sensitive information

< Performance Using the production R/3 sever as a file server creates resource contention, where performance is a primary concern Programs running on the R/3 servers will contend for the same resources that R/3 is using, which affects the performance of R/3

+RZ

Use other servers to perform functions unrelated to R/3

1 Test system (a “Sandbox” system)

3 Quality Assurance system

4 Production system Even if your company does not have all the above-mentioned systems, the key is to... different tables

If a user writes directly to the tables, missing a single table may corrupt the database by putting the tables out of sync with each other

< With direct database... corrupting the database

< Directly updating the database could put the database out of sync with the R/3 buffers

+RZ

< When R/3 writes to the database, it