STEPS TO GENERATE RBE EXTRACT FILE

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					                         Ver. 1.3




      HOW TO STEPS FOR USING RBE VERSION 2.0
     (FROM A TECHNICAL SECURITY TEAM PERSPECTIVE)



                     Larry Justice

             Platinum Technical Consultant



                      SECTION 1

  STEPS TO GENERATE AN RBE EXTRACT FILE IN VERSION 2.0
              (With support package 2.0 applied)

                      SECTION 2


ANALYSIS BASED REPORTS USING VERSION 2.0 OF THE RBE TOOL


                      SECTION 3
         NON ANALYSIS BASED REPORT FOR RBE 2.0

                      APPENDIX




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      COVER SHEET
LEFT BLANK INTENTIONALLY




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The information which follows details the activities involved in generating an extract file,
importing it into the RBE tool and then provides examples of the different analyses / reports
available from the tool that can be used. In addition, there is an appendix with related
supporting information for certain steps used in maintaining this application. The RBE tool
itself contains more functionality than will be addressed here. This document is targeted at
technical security team members wishing to gather and analyze system usage information by
user for transaction and report frequencies in a productive instance. It may be useful to
others as well.

It is presumed that the reader has a copy of SAP material number: 51 013 118 (RBE tool CD)
and has installed the tool according to the latest information available.

The steps on how to: 1.) Generate the ABAP extract text file and, 2.) Upload the text file and
generate the RBE extract ABAP are available within the online help for this tool. This
information can be found by following the path: Help -> Contents -> Extracting Data ->
Generating and Executing the RBE ABAP.

This document picks up at the point where the RBE extract ABAP is in the desired instance
(PRD) and the reader is ready to generate the tab delimited ASCII text extract file for use in the
RBE tool.




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Begin by first logging onto the target system (PRD) and running transaction code SE38 or SA38.

NOTE: Before running the extract tool for the first time, it is recommended that you check the current
setting for how long data is captured by R/3 for historical purposes. The following details what to do
to check or change your current settings.

   1. Choose transaction ST03.
   2. To display the statistical data for the period for which data is to be extracted, choose
      Workload → Reorganization → Parameters → Performance Database.
   3. Check the number of months currently set.
      The setting should be a period of at least two months (three months is preferred).
   4. If necessary, choose Modify Parameters to change the parameters.


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Next, type in the name of the ABAP program that has been created from the text file generated in the
RBE tool itself. This report can be executed in the background and also lends itself to being executed
as a batch job. During the ongoing usage of the RBE tool it is recommended that a periodic batch job
be created to run it during off peak hours so that it will not represent a performance issue as it
executes. In this case the program name is ZTAB_RBE_EXTRACT. Execute the program.




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Once the extract program is executed, this display screen appears. There are several options to the
radio buttons for running this, however the next screen shot will indicate the recommended ones.
Whatever options are selected, they should be used consistently to insure similar results.




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A specific client must be chosen in this case client 110 has been selected. There must a start and
end date selected as well making the selection for the „Transaction monitor time frame‟ fields
automatically sets the corresponding fields below them for „Table query time frame‟.

Note: The default time frame specified for Table queries can be changed, and does not need to
exactly match Transactions time frame. If the extract it being done for the purposes of actual system
use by users, then accepting the default values here is fine.


Either the „Workload‟ or „All‟ radio button can be selected in the Data Extract Options section. The
Workload selection does not take as long to run, as does the „All‟ variant since it does not extract as
much data (i.e. table/field data specified for the SQL check steps are not extracted). For an initial
extraction from a client this shorter version might be the desired choice. If the „All‟ selection is made,
it is recommended that this be set up to run during an off peak period in the productive instance. Use
the default setting for the „Select Package Size Parameters‟ field. To simplify downloading the
resulting extract file it is recommended that under the „Extract File Specification‟ that the radio button
for „Spool file‟ be used. Ignore the other data fields and radio button selections during this phase of
running this report.
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After clicking on the „Run in Background‟ button this pop up box appears. Make the appropriate
choice and continue. In this case, the Yes button was selected.




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Once the pop up box disappears the „Background Jobs‟ button can be clicked to check the status of
the current extract job and this screen is displayed (the same as executing transaction SM37).




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This is one way to track the different stages of the program as it runs. But there is another.




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Using transaction SM50 on the appropriate application server it is possible to check the progress of
the extract program. If the database that you are running this on is over 150 GB, then this process
will take several hours to run. If the database is over 1 TB, then it may take more than 24 hours for
the report to execute. Plan the execution of this accordingly and it is recommended that it be run at a
time when there are no month end, quarter end or other long running background jobs to be
processed.

If the „Workload‟ selection had been chosen for the extraction, then the elapsed time to complete this
process would be from ~ 30 minutes to one hour.




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When the job completes the job overview screen will look like this. After reviewing the job log to
ensure that there were no errors, continue. To look at the job log, click on the „Job log‟ button on the
tool bar as seen in this screen shot.

One method viewing the spool file that has been generated as a result of this job finishing is to click
on the „Spool list‟ button. Another approach is detailed on the following pages.




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Execute transaction SP01 and look for the number of the spool report that was generated as a result
of the extract program completing.




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Either write down the five significant digits in the spool number field or capture them in the keyboard
buffer.




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Back at the execution screen for the extract program, enter the client number in the required field at
the top to the screen if you left this session while the program was running or if it were executed by a
schedule back ground job, type or copy in the spool number a select the „Spool file‟ radio button from
the „Download extract file to PC from:‟ section and click on the „Download Extract‟ button.

NOTE: Unless a qualified destination is given on the local PC, then the default path of
c:\temp\rbe_extract.xt will be used.




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This pop up box indicates when the file has been down loaded. Depending on what qualified path
was provided, then that is where the file will be located. In this case the default of
c:\temp\rbe_extract.txt was used.

At this point double clicking on the RBE tool icon on the desktop of the computer it has been installed
on brings up the following dialog box.




You can accept the default user id as shown here or follow the information in the RBE 2.0 SP 2.0
documentation for creating another user id and password to enhance the tool‟s access security.




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To start out an analysis you can begin by creating a new company this is done by starting the tool
and then highlighting the RBE icon as shown above.




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Next select „File‟ -> New Company and the dialog box appears. All that needs to be done is to
actually give the company a name. This name can be anything you wish it to be. It has no bearing
on the analysis or reports that you will be generating.




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The new company is now ready to have an extract file imported into it and any number of analyses
can be run against this company name. Any analysis can be deleted or any company can be deleted
without adversely affecting the tool or the extract file.

Refer to the appendix for the necessary steps to maintain the database using the SQL Mini-Manager
in the event that a company, extract or analysis object is deleted.




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By right clicking over the new company icon, this pop up window appears and from it you select
„Import Extract File‟. This will then take you to a file explorer window.


NOTE: THE EXTRACT FILE MAY NEED TO BE MAINTAINED PRIOR TO BEING IMPORTED.

EXAMPLE: IN EXCEL FIRST OPEN THE FILE AS A TAB DELIMITED ASCII TEXT FILE AND
SEARCH FOR THE FOLLOWING STRINGS:

‘Note: Only updates are stored in CDHDR, creates….’

‘STREAM MODE = ZIN01261’

IF FOUND DELETE THE ROW THIS DATA IS IN COMPLETELY AND ANY BLANK ROWS NEAR
TO THE OCCURANCE OF THE STRING SETS.

REFER TO THE APPENDIX OF THIS DOCUMENT FOR AN EXAMPLE SCREEN SHOT WHAT TO
DELETE. THE EXTRACT WILL FAIL TO IMPORT IF THESE LINES ARE NOT DELETED.
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From here you select the extract file of choice. Since it is possible to have multiple extract files
thought should be given to a consistent naming convention. One suggestion would be to include the
SID, client number and date when creating the extract or renaming it after it is created in such a
manner. The file is a tab delimited ASCII text file, which is brought into the RBE tool‟s SQL database.
Once an extract file has been imported, it cannot be re-imported unless the original file has been
deleted from the tool first.




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Once you have made your selection this pop up screen appears. Since the next activity can take
over 45 minutes to complete depending on the size of the extract file itself, timing of when to do this
may be important. Since the tool itself is designed to be installed and run on a desk top computer, if
you are using your general purpose computer start this process the first time at the end of your day
so that when you come back in the next day the import will have been completed. If the extract file is
not large you can accomplish this and then get an analysis started as well. This will also take
advantage of your not needing to access the machine itself for some time.

The analysis phase of this process will almost certainly take more than 1.5 hours to accomplish. Not
having any other active sessions will help one way to tell that activity is occurring is to have the task
manager running in a minimized mode at the same time. The CPU usage indicator will pretty well
stay at 100% utilization during the whole analysis process. Do not be alarmed if the task manager
shows “RBE not responding”, as processing is still underway. Be patient, until the processing has
been completed.


NOTE: The amount of time that is required to process any given analysis is dependent on a number
of issues. These include scope of the analysis chosen, the number of months of data being analyzed
(1,2, or 3), and the actual amount of data generated by the extract ABAP for the period being
analyzed.




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This pop dialog box appears after the extract has been imported.




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Right click over the icon for the extract file that has just been imported. Then select the edit
organizational units item.




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The tool will display this screen next. Notice on the right hand side of the display there is a list of
users. In order to run an analysis that will yield are report detailing specific user, groups of users or all
users you will need to first assign them to a plant. For the purposes of this report, it is not necessary
to be concerned with any plant affiliations the users have within R/3. Consider the plant just a folder
to hold the user(s) you wish to run the analysis on and generate a report for.

If no user assignments are specifically made, then the RBE tool defaults to provide results at the
client level. Another option is to import a tab delimited ASCII text file from some other listing in order
to assign a larger number of users in one step.




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Expand the Plants node and select any plant. This is just a reference for the analysis to use.




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Once you have highlighted a plant, notice how you can now select one or more user to be assigned
to this plant for analysis purposes on the right hand portion of this screen. Or you can select a user
group to analyze. Depending on how the user groups are set up within the R/3 client, this may or
may not provide any functionally relevant reports.




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Once you have selected the users of choice or all users as in this case click on the Close button. In
this case, all users were selected by highlighting the first user id, scrolling down to the last user,
holding the shift key down and clicking over the top of the last user id. This will highlight the complete
user list. By clicking on the „Add Users‟ button these users are now associated with the plant which
was highlighted on the left hand side of this screen. Once this is done click the „Close‟ button to return
to the main screen of the tool.




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Return to the main screen and click on the „Organizational Units‟ tab again and highlight the plant with
the users added to it.




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Next right click on the imported extract icon and select „New Analysis‟.




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Now you must name the analysis and select the items to be analyzed. In the „Name of Analysis‟ field
type in an appropriate name. In order to reduce the chance for confusion regarding the contents of
each individual analysis, it is recommended that a naming convention be established.

EXAMPLE: For an analysis covering Sales and Distribution information only, the analysis name
could be SD_ONLY_MMDDYY. Where MMDDYY is the date on which the analysis was executed.

Next, click on the „Define Analysis Details‟ tab.



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Deselect the Client check box and open the Plant node.


Under the „task types‟ section the default for the RBE tool is to include all 12 types. Deselecting any
one or more of these will impact the values reported by the tool. In this case, all task types are to be
included.




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Next select the plant that you previously added the user or users to…set the other radio fields to the
desired settings. Also, make sure that the analysis has a name.

By selecting the Start Analysis button your analysis will begin. Remember to have the NT task
manager started in a minimized mode before doing this. The task manager itself will show the tool as
“Not responding” but this is not the case, just pay attention to the CPU utilization indicator in the
minimized task manager to monitor the analysis. It will pretty well keep the CPU on the desktop
computer at 100% utilization during the analysis. The length of time for the analysis will vary
depending on what has been selected and the size of the extract file itself. The first time an analysis
is executed it may be good to wait until the end of a day just in case it takes a long time to complete.


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This is what the tool looks like after the analysis is finished. Click on the „OK‟ button to continue.




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Right click on the newly created analysis icon and select the „Report‟ item.




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This is the detail screen for generating a report. Refer to the online help to investigate other types of
reports, but for this case, the desired report details actual transactions used over a three-month
period by all users in the target client.




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Using the top pull down menu you can select the type of report you wish to generate. Refer to the
tool‟s on line help for details of the different types of reports. In this case the „Check Step Hit List‟
was selected. Once that was done the „Display Options‟ section will appear below the „Report Type‟
area. There are a number of choices for what will be included in the output of the report as can be
seen by the radio button listings. The next page will show that in this instance only „Transactions‟ will
be selected.




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Since only transactions are being selected and in general in the interest of reducing the processing
time you should start the top node in the Scope of Report window and select only those „boxes‟ which
are blue. This can been seen in the screen shot above. The grayed out ones indicate that there
were no active processes found for the affected sub nodes. However, the database application will
try to process them anyway if they are selected and this adds to the overall report processing time.

Note: Selecting all nodes can also cause the report to time out while processing providing no report at
all.




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Once all the node of interest are selected click on the create button. This process can take every bit
as long to complete as did the analysis phase, so if it is possible you should set this off prior to
leaving for the day. You will only slow down the report process if you try to use the desk top for any
other activity and not get very good response from whatever other application you are running.

Again, remember to have the Windows Task Manager running in a minimized mode BEFORE clicking
on the „Create‟ button.




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This screen is displayed once the report is completed. You have several choices as what to do the
report, but unless you click on the envelope icon and save to a local file, once you close the window
the report goes away. If part or all of the report is to be printed directly from here be aware that the
default paper size is A4 and not US letter sized. This may cause some confusion on the part of the
printer. It will print out on letter-sized paper, but you may have to manually adjust the printer for this
so the job will complete.




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The pop up window for exporting the report file has two pull down menu fields on it. Notice the format
selected above is Excel 7.0 (XLS). This makes it easy to bring the file up in Excel and view it as a
spreadsheet.

Select the appropriate format and destination and click on OK.




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This pop up screen allows the export file to be saved to an appropriate folder with the desired name.
It can then be launched in Excel for further review.



NOTE: Once the report window has been closed then an individual report is no longer able to
be viewed. That is why saving each report to a spreadsheet is important.




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After selecting the proper destination folder and naming the file, this screen pops to indicate the
progress being made toward completing the export.



                             END OF THIS SECTION
  THE NEXT PAGE STARTS WITH THE STEPS FOR CREATING AN NON ANALYSIS REPORT.




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                           NON ANALYSIS BASED REPORT FOR RBE 2.0




RBE offers 3 types of Non-Analysis Reports:
        1. Organizational Structure
        2. Organizational Relationships
        3. Reports and Transactions
All 3 of the Non-Analysis reports are run directly from the extract itself, and it is not necessary to run
any specific analyses, in order to run a Non-Analysis report.

The „Reports and Transactions‟ non-analysis report provides a listing of SAP transactions, customer
transactions and both SAP and customer ABAP reports that have been executed during the period of
time captured in the extract file. (It only includes objects that DO NOT currently has RBE check
steps/rules. This means, this report does not include any SAP or Customer transaction/reports, if
RBE rules exist for that object. An example of this is VA01, which will not appear on this particular
report, since check steps/ rules exist for it and other common SAP supplied transactions. These
transactions are included in the Analysis based reports. Refer to the RBE online documentation for
further details.) This report does not differentiate among users, but does sort by frequency of use in a
descending order.

Once the new extract has been imported into the RBE tool, highlight the extract icon.
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Right click on the icon and select the „Report‟ item.




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The „Non Analysis Based Reports‟ dialog screen pops up. Using the pull down selection box provides
the report types available.




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Make the check box selections as are shown here. Notice the report type selected is „Reports and
Transactions‟. If there is a specific comment that should appear on the bottom of each page of the
report like SID, client and date of extract, then type it in under the „Comment:‟ label.

Be sure to have the Windows Task Manager running in a minimized mode prior to clicking on the
„Create‟ button. Once this is selected the processing will take at least 45 minutes or more to
complete. It is recommended that this activity be set off late in the day since it will pretty well
consume the desktop computer‟s resources that it is running on.

NOTE: This report will only include those transactions / reports that do not have pre-existing RBE
check rules, and that have not been linked to the reference structure. For more information related to
the different kinds of reports available using the tool, refer to the online help functionality within the
application itself.




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The report will look something like this once it completes. There will be specific nodes on the left
hand side that will relate to different sections of the report itself. They act like book marks and will
take you to the different node headings to ease navigation.

This should be exported to a file on a hard drive if the desire is to keep it for analysis. Once the
report screen is closed the report itself cannot be retrieved with in the RBE tool.




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 APPENDIX




APPENDIX




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This is an example of the two character strings discussed earlier in the document. The blank row and
the one under it in this example must be completely deleted prior to importing the rest of the file into
the RBE tool.


If the extract fails during import of the „Transaction‟ section, and you have not experienced any blanks
in the file itself as indicated above, the one area to look at prior to opening an OSS message on this
issue is for the following.

FAF03E3CC2F08611E1000000C0043C02||R0|*|VATTIKONDAN|1||M||
FAF03E3CC2F08611E1000000C0043C02||R0|*|VATTIKONDAN|1||P||
FAF03E3CC2F08611E1000000C0043C02||R0|*|VATTIKONDAN|1||S||
FAF03E3CC2F08611E1000000C0043C02||R0|*|VATTIKONDAN|1||V||
FAF03E3CC2F08611E1000000C0043C02||R0|*|VATTIKONDAN|1|P|F||

The highlighted sections indicate the position in the extract file records where either a program name
or a transaction name should appear. Once these records are deleted from the file, you should be
able to import it successfully into the RBE tool.




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                                    APPENDIX
           MAINTAINING DATA BASE AFTER DELETING AN EXTRACT OR ANALYSIS




If an extract file, report, or analysis is to be deleted from the RBE tool, then the following steps should
be followed to keep the database size down and to improve continued RBE processing.

So, double click the RBE icon on the PC desktop where it is installed and enter the correct user id or
as in this case accept the default user id as is without a password.




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                                              APPENDIX




The RBE tool will look something like this.




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                                                APPENDIX




Select the analysis or extract file to be deleted by highlighting it as indicated in this screen shot




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                                              APPENDIX




You have the choice of either clicking on the „X‟ icon in the tool bar above the highlighted object or as
in this case, selecting the delete function after right clicking over the selected object.




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                                             APPENDIX




You are then asked to confirm the action with this dialog box.

Once this has been confirmed close down the RBE application and bring up a Windows Explorer
session. From this point on you will be using the RBE SQL Mini-manager functionality that is
delivered with the install of the RBE tool.




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                                              APPENDIX




In the explorer window, find the folder where the tool has been installed. If you selected the default
folder of “Program Files/SAP AG” as the destination during the installation of RBE then the Mini-
Manager file will be in the RBE folder as is indicated above. Launch this application by double
clicking on the icon.




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                                              APPENDIX




This dialog box will appear. Either enter the name of the user id you will be using for this process or
accept the default user as was done in this case.




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Once this is done the mini-manager application screen looks like this. You will need to scroll down on
the right hand side until you find the database used by the RBE tool.




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If you have used the defaults supplied by the RBE tool, then „local‟ node will be the location of the
database used in RBE. Next, expand this node.




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Select the appropriate RBE data by highlighting it as is seen above and then clicking on the Detach
button.




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The pop up box here then is displayed on the screen. Click on the OK button to continue.




After a short while to allow for the processing of this, then this pop up box is displayed.




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                                             APPENDIX




Next click on the Shrink button to maintain the database size.




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                                               APPENDIX




This pop up box is displayed. Click on the OK button to continue.




After a short time to allow for the processing to occur then this pop up box is displayed indicating that
the database has been resized. Click on the OK button to continue.




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Next, click on the Attach button in order to reattach to the RBE database.




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Using the dialog box as seen above, navigate to the proper folder where the database, which has just
been maintained, is located and select to open it.




Once this has been accomplished then type in the name of the database as shown here.




After a short period of time then this pop up box is displayed indicating that the RBE has successfully
reattached to the newly maintained database.

At this point you can start up the tool again for further analysis or reporting as needed.




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Description: STEPS TO GENERATE RBE EXTRACT FILE