White Paper On Otl Archive and Purge

White Paper on Oracle Time and Labor (OTL) Archive and Purge Process
OTL Tables Archive and Purge WHITE PAPER
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1. INTRODUCTION......................................................................................................................................3 2. ARCHIVING TIMECARDS PROCESS FLOW....................................................................................4 ........................................................................................................................................................4 3. TECHNICAL DETAILS............................................................................................................................5 3.1 Points to Remember..........................................................................................................................6 3.2 Package and Procedure Details.......................................................................................................8 3.3 Algorithm and Technical Details......................................................................................................8 OTHER INITIAL UPDATES/INSERTS. CHECK LOG FOR MORE DETAILS ........................................................................................................................................................9 4. SCREEN SHOTS SHOWING THE TIMECARD:...............................................................................15
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1. Introduction
Oracle Time & Labor is an e-business suite solution to your requirements for time capture, validation, time management, and approval. You can archive timecards you no longer access to release disk storage space and potentially improve OTL performance. When you archive a timecard, its detail is moved to archive tables, and summary information remains accessible. The summary information appears in windows that display summary information and in reports to assure users that the timecard exists, even if they cannot update or view the timecard details. Archiving timecards involves identifying timecards you no longer need to access and moving them to archive tables in OTL. Restoring timecards involves identifying timecards you want to reinstate and restoring them to live tables in OTL. You need to restore archived data only if you have archived a data set in error or you need to bring the data back for audit or legal reasons. When you archive a timecard, its detail is moved automatically to archive tables, but summary information remains accessible in windows that display summary information and in reports. In this way, users can remain confident that their timecards exist, even if they cannot view or update timecard details."
Intended Audience
This paper is intended for readers who have the desire to understand the concept and architecture of OTL tables. Reader must possess fair knowledge of Oracle and the concept of Oracle Time and Labor to understand this document. The scope of this document is to detail the requirements for OTL tables Archive and Purge process. The OTL processes are standard process and one must be aware of how/when to run and know the pre-requisite setups. The document will be helpful for Oracle Project/OTL folks to understand the process, to know about the packages and procedures being called. This process is required for better performance of daily running jobs in a Production Environment.
How do workers enter their time using Oracle Time & Labor?
Workers use a self service web page in the format of a timecard. You can create different timecard layouts for each group of workers so that they only see the fields that are relevant to them. You can rearrange the fields on the layouts, edit the lists of values, and rewrite the instruction text to make it easy for your workers to fill out their timecards quickly and accurately.
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Workers on the move can enter their time and labor data in a spreadsheet and upload it later to the application. Workers can also use other entry devices such as time clocks, telephones, or legacy entry systems. You can easily enter this data into Oracle Time & Labor using the robust timecard API.
Effective Management of Tablespace after Archive

(DBA Specific Activity) By moving the data off the live tables to the backup tables, the Archive Data set process safely creates the backup copy of your old data. While the backup tablespace can be taken offline and can be stored with some cheaper memory, we recommend that the online tables are effectively re-organized and the spaces reused completely. While reorganizing tables is a DBA activity, ensure that all dependent objects involved with the above tables are considered as part of reorganizing activity.
2. Archiving Timecards Process Flow
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3. Technical Details
1. Set up the OTL Advanced Process Administrator responsibility. You set up the OTL Advanced Process Administrator responsibility to define data sets and run the Archive and restore processes. The programs are available to the standard responsibility. For business needs, the processes/programs could be added to any custom request group (ALL Projects and OTL Programs) attached to any custom responsibility. This way we need not have to request for the standard responsibility. 2. Set the following profile options at the responsibility level for the responsibility level OTL Advanced Process Administrator/ custom responsibility to which the programs have been added. The following profile options could be given any value depending on the Business Needs. OTL: Archive Restore Chunk Size: 150 OTL: Minimum Age of Data Set for Archiving: 6 (This is the minimum value from Profile values LOV) OTL: Max Errors: 100 3. For the Custom Responsibility, the profile options should have the Hierarchy Type Access Level set to VISIBLE and UPDATABLE. This is to ensure that the profile options can be set at responsibility level.
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For Eg.
3.1 Points to Remember

1. Defining a data set would depend on the week ending date. It will by default pick up all weeks periods in which the timecards lie. For Eg. This query will let you know the number of records that would be fetched initially. The count will differ because of the scope column. Here the start date is 10-JUN-2008 and end date 14-JUN2008 SELECT * from hxc_time_building_blocks a WHERE TRUNC(stop_time) BETWEEN to_date('10-JUN-2008','DD-MONYYYY') AND to_date('14-JUN-2008','DD-MON-YYYY') AND scope = 'TIMECARD'. 2. In case the Validate Data Set program completes in WARNING, please check the log message for description on the exception records. If they are not corrected and the next step Archive Data
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Set is run with Ignore Validation Warnings as Y the valid records along with exception records will be archived. 3. Archive Data Set process and Restore Data set processes are DML intensive Programs and works best when the load on the application is minimal. 4. It is important that you include one complete period of Approval and Retrieval within a data set. If your approval period spans across multiple data sets, you might have an issue when you have one of these data sets offline and one online. 5. Good data sets are small data sets, because they let you Archive and Restore easily. 6. Since the processes are DML intensive, it would be best to have the schema statistics gathered at maximum possible percentage after each run. After every couple of executions of Archive or Restore Process, it is recommended that you run the Gather Schema Statistics program for the entire HXC schema or run the Gather Table Statistics for both the live and archive tables for best results 7. Tables that get archived HXC_AP_DETAIL_LINKS HXC_APP_PERIOD_SUMMARY HXC_TC_AP_LINKS HXC_TIME_ATTRIBUTE_USAGES HXC_TIME_ATTRIBUTES HXC_TIME_BUILDING_BLOCKS HXC_TRANSACTION_DETAILS HXC_TRANSACTIONS into HXC_AP_DETAIL_LINKS_AR HXC_APP_PERIOD_SUMMARY_AR HXC_TC_AP_LINKS_AR HXC_TIME_ATTRIBUTE_USAGES_AR HXC_TIME_ATTRIBUTES_AR HXC_TIME_BUILDING_BLOCKS_AR HXC_TRANSACTION_DETAILS_AR HXC_TRANSACTIONS_AR 8. After a set of data has been marked for Archival and then restored later, the same dates cant be used again for defining another data set. That will result in ERROR: There is an existing Data Set whose range overlaps with the period specified.
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9. In case the process errors out due to an unforeseen error, ensure you rerun the process to successful completion
3.2 Package and Procedure Details

Module Name Package/Procedure Description This procedure defines the data set which has to be archived and marks the records with a data set id. This will uniquely identify the set of records to be archived as a group in future. This procedure validates if the records are fit for archival This procedure deletes the records from the live tables and inserts them in the archive tables This procedure restores the data from archive tables to live tables This procedure is used to undo the defined data set
Define Data Set Validate Data Set
hxc_archive_restore_process.define_data_set hxc_archive_restore_process.validate_data_se t
Archive Data Set Restore Data Set Undo Define Data Set
hxc_archive_restore_process.archive_data_set
hxc_archive_restore_process.restore_data_set
hxc_archive_restore_process.undo_define_dat
a_set
3.3 Algorithm and Technical Details

1. Run the Define Data Set Process: To run the Validate Data Set process: In the Submit Request window, select Define Data Set. Enter a unique name for the data set, for example, March 2003. You use this defined data set name throughout the archiving process. Enter the date range. For example, to archive all timecards for March 2003, enter 01-Mar-2003 in the Data Set Start Date field and 31-Mar-2003 in the Data Set End Date field. Brief Description
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Calls hxc_data_set.validate_data_set_range Validates that start date of data set is not greater than or equal to stop date of data set. Validates that a data set is already not present in the hxc_data_sets table whose date range corresponds with this data sets date range. Validates that a data set with the same name does not exist in the hxc_data_sets table. Marks all the tables with a value of data_set_id
More Details:
Calls hxc_archive_restore_process.define_data_set
1.
3.
Validate valid data range set? 2. Call hxc_data_set.insert_into_data_set and Mark the table for the data set id in hxc_data_sets table Call hxc_data_set.mark_tables_with_data_set Select records from hxc_time_building_blocks for the Data Set and within date ranges. INSERT INTO hxc_temp_timecard_chunks Update all related hxc tables with data_set_id
Parameter Name Data Set Name Start Date End Date List of Values any) Validations (Required parameter, Validation against db, etc.) Comments
(If
E.g. Q2FY_Test1 10-Jun-2008 14-Jun-2008
After Running the Program you should notice some of the following points: 1) DATA_SET_ID hxc_time_building_blocks Inserted with 1 2) New Record inserted in hxc_data_sets with status='ON_LINE'. Other Initial Updates/Inserts. Check Log for More Details 2. Run the Validate Data Set Process: To run the Validate Data Set process: 1. In the Submit Request window, select Validate Data Set. 2. Select the data set you want to validate. 3. Click Submit.
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4. View the error log for warnings. If there are errors, then review the timecards to find out whether they are still active, and run the validate process again. Brief Description:
Validates how many unretrieved timecards are there in
submitted, approved, rejected and working status. Validates how many unnotified timecards are there. Validates how many rejected timecards are there. If the no of errors exceed the value set for profile option OTL: Max Errors in Validate Data Set then sets validation status in hxc_data_sets to E.
More Details:
Calls hxc_archive_restore_process.validate_data_set
1.
Call hxc_data_set.validate_data_set validate the data set. 2. Fetch all the non-errord status unreterived Timecards from all HXC Tables with hxc_transactions.status <> SUCCESS and approval_status <> ERROR 3. From the data set marked, fetch all the errored records (between the date ranges) fetch and display all non retrieved records, except ERROR records. Get Counts: 1) APPROVED 2) REJECTED 3) SUBMITTED 4) WORKING
4. 5.
Validation to check if there are any errored timecards in the range Validation to check whether there are any un-notified timecard 6. After all Validations update validation_status:= 'V' in hxc_data_sets for the data set id. 7. If there are any records which have not been retrieved yet, then validation_status will be marked with E.
Parameter Name
List of Values (If any)
Validations (Required parameter, Validation against db, etc.) -
Comments E.g Q2FY_Test1
Data Set Name -
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3. Run the Archive Data Set Process: To run the Archive Data Set process: 1. In the Submit Request window, select Archive Data Set. 2. Select the data set you want to archive. 3. Indicate whether the archive process is to ignore any validation errors. Warning: This option enables you to archive timecards that are in error. Use this option only when you are certain the errors are acceptable. 4. Click Submit. Brief Description: Checks the Data Set Name passed to the archive program. Checks if the time range specifies satisfies the condition of OTL: Minimum Age of Data Set for Archiving. If not throws error. Validates that the Validate Data Set process has been run at least once otherwise forces to run Validate Data Set Process first. If there are warnings shown by Validate Data Set process asks to correct them first or set the Ignore Validation warnings flag to yes. Takes a count of the live and archive tables before the archival. Starts the archival process. First deletes all records from temp table hxc_temp_timecard_chunks. Then inserts records from live tables (one by one all tables mentioned above) limited to the chunk size in temp table. Then inserts into corresponding archive tables.
More Details:
Calls hxc_archive_restore_process.archive_data_set
1.
Gets the Data set info by calling hxc_data_set.get_data_set_info. 2. Looks for minimum period of gap between sysdate and end_date of Archival period marked for records in Data Set. Validates for the Date ranges. 3. Call hxc_data_set.mark_tables_with_data_set (make sure that all the timecards have been marked correctly) 4. Call hxc_data_set.lock_data_set (lock all the timecards first) which in turn calls hxc_lock_api.request_lock to LOCK Select records from hxc_time_building_blocks with data_set_id. 5. Validate again by calling: hxc_data_set.validate_data_set To show all errors.
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Call hxc_archive_restore_utils.core_table_count_snapshot (Take Table count before archiving) 7. Call hxc_archive_restore_utils.bkup_table_count_snapshot (This procedure will give a snapshot of the backup tables) Call the Archival process : hxc_archive.archive_process
6.
8.
This procedure is called during Archive Data Set process. For a given data set, it copies the records FROM base tables to archive tables AND DELETEs the records in base table. It removes the links FROM hxc_tc_ap_links AND hxc_ap_detail_links. It cancels open notifications. This process is done in chunks. Release Locks by calling : hxc_data_set.release_lock_data_set 10. After Archiving repeat the process :
9.
--Call hxc_archive_restore_utils.core_table_count_snapshot --Call hxc_archive_restore_utils.bkup_table_count_snapshot --Call hxc_archive_restore_utils.count_snapshot_check (procedure will give a snapshot of the backup tables)
Parameter Name Data Set Name Ignore Validation Warnings
List of Values (If any) -
Validations (Required parameter, Validation against db, etc.) -
Comments E.g Q2FY_Test1 Yes/No
After Running the Program you should notice some of the following: (View Log for more details)
1.
For Eg. Inserted Records: hxc_time_building_blocks_ar 6544 hxc_time_attribute_usages_ar 10972 hxc_time_attributes_ar 10160 hxc_tansaction_details_ar 5041 hxc_transactions_ar 150 hxc_tc_ap_links_ar 110 hxc_ap_detail_links_ar 1514 hxc_app_period_summary_ar 110
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2.
Update Table hxc_data_sets , status=OFF_LINE 3. Deleted Records from hxc_time_building_blocks where data_set_id=1 and other HXC tables.
4. Run the Restore Data Set Process: Run the Restore Data Set process to move archived timecard data from the archive Tables back to the active tables in the OTL application. To run the Restore Data set process: 1. In the Submit Request window, select Restore Data Set. 2. Select the name of the data set you want to restore. 3. Click Submit. The process restores the archived data and makes it available in the OTL Application.
More Details
Calls hxc_archive_restore_process.restore_data_set Call hxc_data_set.get_data_set_info and get the Data set to be restored. Call:

hxc_archive_restore_utils.core_table_count_snapshot hxc_archive_restore_utils.bkup_table_count_snapshot Call hxc_restore.restore_process for Restore. This procedure is called during Restore Data Set process. For a given data set, it copies the records FROM archive tables to base tables AND deletes the records IN archive table. It restores the links IN hxc_tc_ap_links AND hxc_ap_detail_links. It starts the approval process again for eligible application period ids. This process is done IN chunks. 3) After Restore take a Table Count again and compare:
Parameter Name
hxc_archive_restore_utils.core_table_count_snapshot hxc_archive_restore_utils.bkup_table_count_snapshot hxc_archive_restore_utils.count_snapshot_check

List of Values (If Validations (Required parameter, Validation Comments any) against db, etc.) E.g
Data Set Name -
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Q2FY_Test2
5. Run the Restore Data Set Process: The Undo Data Set process ungroups the timecard data you defined in the Define Data Set process. Run this process if the Defined Data Set process returns errors. Typically, errors occur in the Define Data Set process if the date range includes too much timecard data for the temporary tables to accommodate. To run the Undo Data Set process: 1. In the Submit Request window, select Undo Data Set. 2. Select the data set name you defined in the Define Data Set process. 3. Click Submit.
More Details
Calls hxc_archive_restore_process.undo_define_data_set 1) Get the data set information by calling hxc_data_set.get_data_set_info 2) Pass data set to hxc_data_set.undo_define_data_set 3) Update the Data Set id to null in chunks of 100 for the following tables: HXC_TIME_BUILDING_BLOCKS HXC_TIME_ATTRIBUTE_USAGES HXC_TIME_ATTRIBUTES HXC_TRANSACTION_DETAILS HXC_TRANSACTIONS HXC_TIMECARD_SUMMARY
Parameter Name List of Values (If Validations (Required parameter, Validation Comments any) against db, etc.) E.g Q2FY_Test2
Data Set Name -
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4. Screen Shots showing the Timecard:

Before Archival Note that Details icon is enabled.
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Details of the Timecard
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After Archival Note that Details icon is disabled.
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White Paper on Oracle Time and Labor (OTL) Archive and Purge Process

OTL Tables Archive and Purge WHITE PAPER

Effective Management of Tablespace after Archive

2. Archiving Timecards Process Flow

3.1 Points to Remember

3.2 Package and Procedure Details

Define Data Set Validate Data Set

3.3 Algorithm and Technical Details

E.g. Q2FY_Test1 10-Jun-2008 14-Jun-2008

Validates how many unretrieved timecards are there in

List of Values (If any)

Validations (Required parameter, Validation against db, etc.) -

Comments E.g Q2FY_Test1

Data Set Name -

Parameter Name Data Set Name Ignore Validation Warnings

List of Values (If any) -

Validations (Required parameter, Validation against db, etc.) -

Comments E.g Q2FY_Test1 Yes/No

hxc_archive_restore_utils.core_table_count_snapshot hxc_archive_restore_utils.bkup_table_count_snapshot hxc_archive_restore_utils.count_snapshot_check

Data Set Name -

Data Set Name -

4. Screen Shots showing the Timecard:

Details of the Timecard

After Archival Note that Details icon is disabled.

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