## 13.13.3.2.3  Deletion of Personal Data
It may be necessary for SAP Utilities to process data that is subject to the data protection laws that are applicable in specific countries, as described in SAP Note 1825544 .
The SAP Information Lifecycle Management (ILM) component supports the entire software lifecycle, including the storage, retention, blocking, and deletion of data. SAP Utilities uses SAP ILM to support the deletion of personal data. SAP delivers end of purpose checks for objects that are specific to SAP Utilities.
## End of Purpose Check (EoP)
An end of purpose check determines whether data is still relevant for business activities based on the retention period defined for the data. The retention period for data consists of the following phases.
- Phase one : The relevant data is actively used.
- Phase two : The relevant data is actively available in the system.
- For example, processing of data is no longer required for the primary business purpose, but to comply with legal rules for retention, the data must still be available. In phase three, the relevant data is blocked. Blocking of data prevents the business users of SAP applications from displaying and using data that may
- Phase three : The relevant data needs to be retained for other reasons. include personal data and is no longer relevant for business activities.
Blocking of data can impact system behavior as follows:
- Display : The system does not display blocked data.
- Change : It is not possible to change a business object that contains blocked data
- Create : It is not possible to create a business object that contains blocked data.
- Copy/Follow-Up : It is not possible to copy a business object or perform follow-up activities for a business object that contains blocked data.
- Search : It is not possible to search for blocked data or to search for a business object using blocked data in the search criteria.
It is possible to display blocked data if a user has special authorization; however, it is still not possible to create, change, copy, or perform follow-up activities on blocked data.
For information about the configuration settings required to enable this three phase-based end of purpose check, see Process Flow and Configuration: Simplified Blocking and Deletion.
## Integration with Other Solutions
The end of purpose checks for SAP Utilities are based on those in the Contract Accounts Receivable and Payable ( FI-CA ) solution. Y ou use transaction FPDPR1 in the SAP menu under Contract Accounts Receivable and Payable Periodic Processing For Data Protection Check If Business Partner Can Be Blocked to check the business partners for which the end of purpose has been reached.
SAP Utilities is also integrated with SAP Sales and Distribution ( SD ) and SAP Customer Relationship Management ( CRM ). Cross-system and cross-application end of purpose checks exist in both cases.
If for example a business partner is used in SAP Utilities (as part of SAP S/4HANA) and in SAP CRM, the end of purpose checks cover both applications, meaning that data for a blocked business partner cannot be accessed in either application.
## Relevant Application Objects and Available Deletion Functionality
SAP Utilities uses SAP ILM to support the deletion of personal data. For more information, see the documentation for Information Lifecycle Management.
## Relevant Application Objects and Available EoP Functionality
The following end of purpose checks exist:
- Check for open contracts without any open items in their contract account
- Check if all invoicing documents have been printed
- Check if all billing documents have been invoiced
- Check if the business partner is used in a franchise fee contract
- Check if the business partner is used in a loyalty account
- Check if the business partner is used as a service provider
- Check if the business partner is used as an owner
- Check for open disconnection documents for business partner
- Check if the business partner is used in the role ISUI (installer)
- Check for open error messages for the business partner in CRM replication monitoring
The checks for the SAP Utilities-specific object types are included in the enhancement spot ISU\_DPP\_EOP\_CHECK . For more information, see the documentation for the Business Add-Ins in the system.
The functions for deleting and blocking the addresses of connection objects and device locations are provided by the report RE\_DPP\_EOP\_TECH\_OBJ (see Note 2615585 ).
## Process Flow
1. Before archiving data, you must define residence time and retention periods in SAP Information Lifecycle Management ( ILM ).
The protection of meter reading documents and EDM values related to blocked business partners requires a specific handling. Activate the new archiving features for meter reading documents and, if SAP EDM is in use, EDM profile values. To suppress any access to archived meter reading results and profile values, maintain the archiving object S\_ARCHIVE with the objects ISU\_EABL and ISU\_PROFV . Further details are provided in the SAP Notes 2516189 and 2542233 .
2. You choose whether data deletion is required for data stored in archive files or data stored in the database. This is also defined by the type of deletion functionality available
3. Proceed as follows:
- Run transaction IRMPOL and maintain the required residence and retention policies for the central business partner (ILM object: CA\_BUPA ).
- Run transaction BUPA\_PRE\_EOP to enable the end of purpose check function for the central business partner.
- Run transaction IRMPOL and maintain the required residence and retention policies for the customer master and vendor master in SAP S/4HANA (ILM objects: FI\_ACCPAYB , FI\_ACCRECV , FI\_ACCKNVK )
- Run transaction CVP\_PRE\_EOP to enable the end of purpose check function for the customer master and vendor master in SAP S/4HANA.
- Business users can request unblocking of blocked data using the transaction BUP\_REQ\_UNBLK .
- If you have the required authorizations, you can unblock data by running transactions BUPA\_PRE\_EOP and CVP\_UNBLOCK\_MD .
- You delete data using the transaction ILM\_DESTRUCTION for the ILM objects in SAP Utilities.
- For blocking or deleting technical addresses (connection objects and device locations), run report RE\_DPP\_EOP\_TECH\_OBJ) (see SAP Note 2615585) .
- If you use SAP AMI Integration for Utilities , schedule the replication report REAMI\_SIMPLEMDSYNC (transaction EAMISMDS) in SAP IS-U on a regular basis.
## Configuration: Simplified Blocking and Deletion
You configure the settings related to the blocking and deletion of business partner master data in Customizing for Cross-Application Components under Data Protection .
- Define the settings for authorization management under Data Protection Authorization Management For more information, see the Customizing documentation.
- Define the settings for blocking under Data Protection Blocking and Unblocking Business Partner
- If you use CDS view-based analytics or SAP Fiori apps for IS-Utilities, the enhancement implementation ISU\_DPP\_EOP\_BP\_UPD\_ACT (BAdI implementation BUPA\_PURPOSE\_EXPORT ) must be activated in the enhancement spot / BAdI BUPA\_PURPOSE\_EXPORT . Further details are provided in Note 2551390 .
- If you use SAP AMI Integration for Utilities, the external MDUS system must be informed about the end of purpose (see note 2538445 ). This is achieved using the AMI device replication enterprise service. Activate the business function ISU\_AMI\_5 . Activate the feature for sending the corresponding section to the device replication service by setting the BAdI enhancement implementation ISU\_DPP\_EOP\_DEVICE\_UPD\_ACT to active (using transaction SE19). Run the initialization report REISU\_DPP\_AMI\_DEVICE\_USAGE to determine and store the data usage status for the devices determined. Activate the Customizing settings for simplified master data synchronization under the following Customizing path (Transaction SPRO ):
- SAP Utilities &gt; Advanced Metering Infrastructure &gt; Basic Settings &gt; Define Simplified Master Data Synchronization.
- The Customizing for the reference customer in tables BCONTCONF and TEKND must not have any real equivalents, meaning that no real personal data can be used. See SAP Note 2630383 for details.
## Deletion of Machine Learning Data
Machine Learning for IS-U Meter Reading and IS-U Billing is fully embedded in SAP S/4HANA OP Utilities. No additional system is involved.
Machine Learning for IS-U Meter Reading and IS-U Billing creates and stores machine learning-related data in additional database tables. This data relates to meter reading documents and billing documents respectively. The database tables are ILM enabled and integrated with the ILM objects ISU\_EABL (for IS-U Meter Reading) and ISU\_BILL (for IS-U Billing). You must apply these ILM objects for data deletion.
Personal data is often replicated from business systems to SAP Business Warehouse (SAP BW). According to the data privacy guidelines, this data must be deleted or depersonalized. SAP BW/4HANA provides a data protection and privacy workbench to support customers in implementing this requirement based on ILM notifications. More details are provided in note 2743525 .