AvenDATA-IT-Application-Decommissioning

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– Tanja Koenig –

What can you expect from today's presentation?

01 Company profile 06 Your advantages of a project with AvenDATA GmbH
02 Use cases 07 Differences to other providers
03 Archiving procedure in detail 08 Live presentation archive software ViewBox
04 Project experience 09 Next Steps
05 System experience

2

Who is AvenDATA GmbH? Berlin, Budapest

New York headquarters (Ungarn)
(Germany)
(USA) Mumbai

AvenDATA spans (Indien)
over the globe

We work 100% remote all
over the world.

3

Who is AvenDATA GmbH?

AvenDATA GmbH founded

in 2003 as a spin-off of the renowned auditing and tax consultancy company

Mazars GmbH & Co. KG (www.mazars.de)
The core competence of AvenDATA lies in the archiving of
legacy IT systems

ViewBox software solution for legally compliant and audit-proof reproduction
the database and business logic of your legacy system

4

What experience has AvenDATA been able
to gain in 17 years?

3,100 04 3,100 180

Customers worldwide Locations worldwide Global Archiving Employees
projects

5

When is the ViewBox used?

IT-Application - Decommissioning
Switch off all legacy systems in compliance with legal requirements.
Liquidation / Insolvency
Due to liquidation it can be required that applications needs to be
archived.
Carve-out
Client related extraction and archiving becoming relevant.

6

When is the ViewBox used?

Mergers and Acquisitions
Also IT applications needs to be considered within
mergers and acquisitions.
SAP HANA
S/4 HANA requires companies to archive legacy SAP instances which
were not migrated to the new environment.

Result: ViewBox as a solution for structured and unstructured data

7

What kind of legacy IT systems can the MAIL SERVER
solution be used for?
Lotus Notes, Microsoft Exchange...
ERP-SYSTEMS
OPTICAL ARCHIVES
ASP, JD Edwards, Oracle, Navision,
AS400 Content Manager, IXOS, Easy, SER

TICKET-SYSTEMS

JIRA, OTRS, etc...

CRM-SYSTEMS FILESERVER SYSTEMS

ASP, JD Edwards, Oracle, Navision,
AS400

8

What does a sample project plan look like?

9

Wo kann AvenDATA ihre Erfahrungen
weitergeben?

Test concepts for users Based on 18 years of
Jour fixes on project statuses experience became
Kick off meeting archiving standards
Documentation templates developed and perfected
Training documents
Checklists

10

How are the requirements for the project
taken up?

Technical legacy system analysis using a

checklist database

System version | Database size | Access options
| Archive connection etc.

Technical legacy system analysis using

View catalog

Record the required | Queries in the archive system |
Selection criteria

11

What does the system check mean for you?

Free system check Takes about an hour or two Implementation is carried
out by an experienced
project manager

Do a check on that, The effort is manageable for you!

12

Do a check on that, The effort is
manageable for you!

Fixed price offer Consideration of

to minimize the legal and internal
monetary risk requirements

Basis for planning and decision-making for an archiving project

13

How does AvenDATA work in archiving -
data extraction?

Extraction of all system tables including a
completeness check using Data extraction logs as
part of the procedural documentation
Hashing of the extracted tables
Exception: Carve Outs - a filtered data is extracted
here Client / company code level

14

How does AvenDATA work in archiving -
data extraction?

Result
Ensuring the

Data completeness | Audit security

as well as the flexibility to be able to create views
even after switching off

15

How is the data completeness verified?

Old system table Number of records Table ViewBox Number of records

A000 0 a000 0
A001 0 a001 0
A002 20 a002 20
A003 525 a003 525
A004 504066 a004 504066
A005 2982 a005 2982
A006 0 a006 0
A007 66 a007 66
A008 0 a008 0
A009 0 a009 0
A010 0 a010 0
A011 33 a011 33
A012 0 a012 0
A013 8 a013 8
A014 16 a014 16
A015 0 a015 0
A016 0 a016 0
A017 1507454 a017 1507454
A018 1990 a018 1990
A019 0 a019 0

16

How does AvenDATA proceed with archiving -
data import?

Data import of the extracted databases taking into account
society-specific structures such as

Client Fiscal year Accounting area

Result Data can be selected again and given
authorizations

17

How does AvenDATA proceed in archiving -
view creation?

Creation of views by means of macro export,
extraction of structural information, Data
dictionary analysis
Documentation and storage of all views
scripts for traceability in JIRA

18

How does AvenDATA proceed in archiving -
view creation?

Generation of trial views in the form of test
cases from the old system and the archive
system ViewBox
Possibility of mapping DrillDown / DrillUp
functionality, input help and Selection
parameters

19

How does AvenDATA map internal
processes in archiving?

Open
Question

New Building Development Quality Cross
Checking Checking
SAP Expert Reopened
Wrong Ready

20

How does AvenDATA prove data integrity?

Selection of the view
Bank master data on
the fields Bankland
and Bank key

21

How does AvenDATA prove data integrity?

Value check in
Results mask of the
view Bank master
data

22

How does AvenDATA prove data integrity?

Selection of the view
Accounting documents
on the fields Document
number, Fiscal year and
accounting area

23

How does AvenDATA prove data integrity?

Value check in
Results mask of the
view Accounting
documents

24

How does AvenDATA prove data integrity?

Selection of the view
Material master on
the field Material
number

25

How does AvenDATA prove data integrity?

Value check in
Results mask of the
view Material master

26

Which export functions does the ViewBox offer
to meet the Z3 requirements, among others?

Ensuring the Query options The export function DART
for department and external
Examiner (export center for Any DART segments FI, CO,
Data carrier transfer) SD etc. can ad hoc filtered on
fiscal year, Client and
company code, to provide Predefined column selection
to operate the manufacturer-
specific interface for IDEA

27

How can documents be integrated?

Option-1

Complete extraction for
archiving shutdown or relief

§ Extraction of the documents
§ Hashing of the receipts
§ Migration of receipts in ViewBox
§ Keywording and drill-down functionality

28

How can documents be integrated?
Option-2

Link to the optical archive

Result
Ensuring access to the documents
using the ViewBox

29

How can documents be called up
again in the ViewBox?

Entry via Document number in
the view Accounting
documents

30

How can documents be called up again in
the ViewBox?

Document
preview in the
document
archive

31

How can documents be called up again in
the ViewBox?

Receipt view in the
area Document
archive

32

How are the legal requirements met?

§ Description of the procedure including all work steps in the context of
archiving

§ Proof of data completeness, data integrity and revision security
§ Description of the hardware and software used
§ Process documentation can be called up directly within the ViewBox

Result Fulfilment of the requirements according to GoBD for submission for auditors or auditors

33

How are the basics of dealing with the
archive conveyed?

§ Training of the department in
handling ViewBox and
administration of user
management

§ Takeover in subsequent operation

34

What are the minimum requirements for on
premise use of the archive?

2 Possible Operational Concepts

A § Delivery as a virtual machine
§ 8 GB of RAM
On Premise § Processor: 4-core processor
solution as in- § Storage space: depending on the amount of storage on the
house operation § Database (SSD is recommended for optimal performance)
with the following § Operating system: from Windows Server 2012
technical § Software: IIS Server 8.0, MVC4 Framework, .Net Framework 4.5,
Requirements: § Database server: MySQL 5.7 (recommended)

These are minimum requirements and higher

35

How can the ViewBox be accessed in hosting?

B § Static Lan2Lan VPN connection or a
§ VPN connection using the Cisco client
Hosting in the data § Note: The data center is certified according to ISO 27001,
centre of AvenDATA
GmbH (e-shelter), ISO 50001 and ISO 9001
Berlin with the § There is also the option of using a dedicated server
following access
options:

36

How does AvenDATA deal with data security?

In addition to the certification of the data center, AvenDATA
audited several times

Result

§ Compliance with security standards (Patch management, vulnerability scans,
Malware scanner...)

§ Documentation of the internal IT processes in JIRA and Confluence
§ Daily, weekly and monthly checklist the IT administration
§ Continuous training and further development of all business areas
§ Policies and many more …

37

How are the requirements of the General Data
Protection Regulation met?

Module for Data erasure within the ViewBox

The ViewBox offers - in addition to a locking concept at
data record level - a comprehensive deletion concept at
system and annual level

38

What do customers say about AvenDATA?

“ In the past few years we “As part of a merger and a We have “We keep coming back to the in
different legacy systems, the resulting IT system consolidation the last few years Legacy systems
resulting from acquisitions and Archiving solution from the house through the use of the Archiving
system consolidations archive AvenDATA used to create a wide the ViewBox archive software
together with AvenDATA, then variety of Decommission legacy and then switch off. The solution
switch off and IT costs for the systems. It acted it is both could be for both structured as
continued operation of legacy structured and unstructured data well as unstructured Data are
systems save on.” generated using the ViewBox used.”
software successfully archived could
become.” 39

What do customers say about AvenDATA?

“ Due to system integration With “ In cooperation with the company “With the help of AvenDATA, Alpiq
AvenDATA, we were able to We were able to successfully use already has carried out several projects
successfully build an old system for AvenDATA and resource-saving data for archiving legacy SAP data. the The
one of our Archive subsidiaries and archive a SAP legacy system.” motivation was different in each case:
then switch off.” sometimes it was subsets of a SAP
system, which in the case of a sold part
of the company in its SAP System,
which is now safely stored with
AvenDATA for revision purposes,
another time it was about a dissolve
entire old SAP system, in order to
drastically reduce the operating costs to
reduce”

40

What do customers say about AvenDATA?

“With the archiving solution ViewBox We “The archiving solution ViewBox we could use “Together with AvenDATA our SAP system is
could use AvenDATA in last year compliant different Shut down legacy systems - without archived.”
with the regulatory requirements successful the Access to those subject to retention Losing
and efficient our SAP Archive old data.” legacy data.”

“To get the most out of a digital To be “With the ViewBox from AvenDATA we
prepared for external audits, has Atos were able to successfully build an old one
Origin, AvenDATA GmbH with the Archive financial accounting system and
configuration of your SAP DART Module. then the old system switch off.”
Atos Origin is through this uncomplicated
and safe solution ideally for a digital tax
audit prepared.”

41

Who are other customers?

§ Allianz Global Invest Kapitalanlagegesellschaft GmbH
§ ARAG SE
§ ALSO Germany GmbH
§ Axalta Coating Systems
§ Baloise Group
§ BlackRock Asset Management Deutschland AG
§ Company de Saint-Gobain
§ DuPont de Nemours (Germany) GmbH
§ Electrolux Group
§ GEHE Pharma Handel GmbH

42

Who are other customers?

§ Joey's Pizza Service (Germany) GmbH
§ JCI Beteiligungs GmbH
§ Magna International Inc.
§ Moben GmbH & Co. KG
§ Müller Wholesale Ltd. & Co. KG
§ Nestlé Germany AG
§ Otto (GmbH & Co KG)
§ SEB Asset Management AG
§ Solarworld AG

and many other well-known companies...

43

For example, which systems has AvenDATA
already archived?

Nr. System Nr. System Nr. System Nr. System

1 4PM 16 BS-2000 31 EDI Invoice 46 IBM Content Manager
2 Abacus 17 CARAT 32 Eigenentwicklungen 47 IBM on Demand
3 ADABAS 18 Clinicom 33 ERP 48 IBS
4 Addison 19 ConCord 34 Exact 49 IFS
5 Agresso 20 CorbasHyp 35 Exchange Mailarchiv 50 IGS
6 APKF 21 CSS 36 FileNET 51 Infor
7 Argon 22 D3 37 Fileserver 52 INTEGRA
8 Arriba 23 Datev 38 Fischer Software 53 ISF
9 AS400 24 DCW 39 FliegelData 54 IWS 400
10 Avaloq 25 Diamant 40 Foss 55 IXOS
11 Axapta 26 Diaprod 41 Frontarena 56 JD Edwards
12 Baan 27 DKS 42 Hamburger Software 57 JDE One World
13 Basis 28 Documentum 43 HP/Unix Applikatione 58 KIS
14 Brain 29 Dogas 44 Hyperion 59 Klinika
15 Branchware 30 Easy Archiv 45 IAS 60 Klopotek

44

For example, which systems has AvenDATA
already archived?

Nr. System Nr. System Nr. System Nr. System

61 Kondor+ 76 Microsoft Dynamics 91 RenCS 106 Soft M
62 Kordoba 77 Movex 92 Sage 107 STEEB
63 kVASy 78 Navision 93 Sage KHK 108 Sun
64 L5000 79 Oracle 94 SAP 109 Trema
65 Lexware 80 Orgasoft 95 SAP Bank Analyzer 110 U10
66 Loga 81 Oxaion 96 SAP CRM 111 V10
67 Lotus Notes 82 P&I Loga 97 SAP HR / HCM 112 V3
68 M3 83 Paba/Q 98 SAP IS-U 113 Vamos
69 Mainframe-System 84 Paisy 99 Schilling 114 Varial
70 MAS90 85 Peoplesoft 100 SDV 115 Vega
71 medico 86 Portolan 101 SER 116 Vegas
72 MegaPlus 87 Pro Alpha 102 ShopFloor 117 Wohndata
73 MESONIC 88 PSI Penta 103 Siemens TeamCenter 118 Wilken
74 MFG/Pro 89 QAD 104 SIMBA 119 Xentis
75 MHDS 90 Ratioplan 105 SISPRO 120 Xpert

45

What features does the ViewBox offer
from an IT perspective?

IT security features Active Directory connection
Data encryption
Audit trail / logging Role and user management
Advanced password settings 2-phase authentication via
Single Sign On (SSO) email

46

What features does the ViewBox Document integration
offer from a business perspective? Export Center
Sum function
User features Input help function

Drill-down functions
Complex filter
Validation function

47

What savings potential does the ViewBox offer?

The shutdown of legacy systems after
previous archiving means significant cost
reductions for our customers on the IT
budget

48

What savings potential does the ViewBox offer?

§ Termination of the licenses for the application of the legacy system
§ Termination of the database licenses for the legacy system
§ Shutting down the infrastructure (server licenses, electricity, etc.)
§ Termination of support contracts
§ Relief of internal IT resources to maintain the
§ Legacy systems (patches, update operating systems, etc.)

49

What advantages does a project with
AvenDATA offer you?

§ Unique investment
§ Shutdown of the legacy system
§ Legally compliant Archiving
§ Worldwide Reference projects
§ No License costs
§ No technical Know-how required
§ Enormous Cost efficiency
§ Fixed price solution

50