BB2099

Best practices for defining
and managing your KPIs for

backup, recovery and
archiving
Session ID : BB2099
Romuald Boutault / Dec10, 2013
HP Storage Consulting Services
Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Context & Introduction

BURA
BackUp, Recovery and Archive
Top IT spend priorities

BURA modernizations constitute 4 of the top 10 IT programs in 2013
Source : ESG Research Report, 2013 IT Spending Intentions Survey

4
BURA key challenges

Data protection and retention challenges
BURA key success factors

Classifying information is a pre-requisite for successful BURA projects
How HP BURA Consulting Services can help

Aligning Technology + Process + People to transform
Some backups
dont work
HP BURA
Consulting Services
Storage is too
Expensive
Integration
& Migration
Operational
Readiness
Restores are
not always
tested
Leverage consulting
to fix backups and
guaranty restores
PROTECTION
RISK
7
Strategy &
Architecture
Leverage consulting
to enable archiving
solutions/services !
COST
COMPLIANCE
Not compliant
with legal
regulations
Generic approach to deliver consulting services

HP Consulting Services are based on a proven methodology based on a 5-step approach
Core Storage Consulting Services Activities (before solution implementation!)
Core Offering
Objective
Completion Criteria
1. Initiation (Kick-Off)
Validate the statement of work
Consensus obtained on
the statement of work.
2. Data Gathering (Discovery)
Collect and document the current environments

(architecture, pains, etc) and requirements!
Consensus obtained on current state including

prioritized pains and requirements!
3. Gap Analysis (Analysis)
Identify and analyze optimization opportunities
Consensus obtained on prioritized optimization

opportunities
4. Recommendations
Recommend vision, strategy, target architecture

and transformation path
Got buy-in on the recommendations conclusions
5. Business Case (Evaluations)
Evaluate the costs, the investments and ROI.
Got buy-in on the evaluations conclusions
Options that impact size/complexity/price of the service
HP workload?
<5 days
5 to 20 days
>20 days
Methods? Duration?
1-2 workshops
2-4-week Analysis
4-8-week Modernization
Scope?
Storage / Backup / Recovery / Archive
Drivers?
TCO reduction, Technology refresh, Data Classification
Discovery
tool?
NoThe
tool
or leverage
an internal/partner
eDiscovery
tool!
Copyright 2013
Hewlett-Packard Development Company, L.P.
information
contained
herein is subject to change
without notice.
Best practices
for defining and managing your
BURA KPIs
Samples of deliverables
What is the key success factor?

The key challenge is to 1) define, 2) report and 3) control the KPI
What types of KPI should be addressed ?
1) Technical KPI
2) Process-oriented KPI
3) Organizational-oriented KPI
What expertise/skills and maturity is required to manage KPI ?
10
1) Identify & Define (~Organizational)
Low
2) Measure & Report (~Tools)
Low
3) Control & Manage (~Process)
Low
Medium
Medium
Medium
Target
What is your current and target maturity ?

Current
Key expertise (and associated KSF)
High
High
High
KPI#1 Technical indicators measured & reported

How do you measure and report your technical KPI ?
Are technical metrics defined? measured? monitored? reported?
# of clients (OS, active/inactive, Client Size/Throughput (Maxi, Average, Mini)
Backups (Window, Number, Duration, Capacity transferred)
Backups Success Rate (% of totally/partially completed in/outside windows, Failed with/without alerts)
Restores (Number tested/at request/after incident/disaster, capacity transferred)
Restores Success Rate (% of totally/partially completed according to RTO/RPO,
Type of media/drive utilization
Backup location (% of On-line, Externalized On-site, Offsite)
DB (Size, Max Utilization, Log Utilization, frequency of DB backups)
Drive Type (generation, breakdown)
Scheduling (Window, Number, Type (conditional or time), # of possible status)
Supportability of server and client software versions
Exclusions (Number of exclusions, % of total)
11
KPI#2 Process-oriented indicators documented

How do you document and implement your process-oriented KPI ?
Are Backup processes documented and operational ?
Provisioning Process
Change Management Process
Decommissioning Process
Legal Hold Process
Orphan Client Inventory Process
Testing Procedure
Are Restore processes documented and operational ?

Procedures for File Restores
Procedures for Full-System Restore
Procedures for Database Restore
Testing Procedure
12
KPI#3 Organizational indicators defined

How do you defined your organizational-oriented KPI ?
Standard roles and responsibilities related to data protection:
Role Definition for Backup Architect
Role Definition for Backup Administrator
Backup Responsibilities for Unix Administrator
Backup Responsibilities for Windows Administrator
Backup Responsibilities for Database Administrator
Responsibilities for Tape Handling / Operations
Are these roles and responsibilities :

Defined (drafted, completed, validated) ?
Documented (# of pages) ?
Measured and controlled (# of full/part-time FTE, fixed/controlled objectives/achievements) ?
13
KPI#4 Goals and objectives defined

How do you define your goals and objectives related to BURA services ?
Goals :
Find the best services/solutions/architectures to comply with your BURA service/operational levels
Understand business requirements related to BURA
Add Archiving in Service Catalog
Short-term objectives :
Understand best practices to build a BURA strategy
Define/test recovery scenarios (from simple to complex)
Define BURA service catalog based on best practices and IT maturity and get them
communicated/reviewed/validated by Business Lines
Mid-term objectives :
Design/Plan technology change while standardizing BURA processes/procedures to protect and archive
Long-term objectives :
Implement the new selected BURA services/solutions by replacing obsolete ones and creating new ones
while guaranteeing services levels
14
KPI#4 Goals and objectives defined

What is your current and target maturity level related to BURA services ?
This figure illustrates the steps involved in
maturing from a technology-centric organization
to an organization that harnesses technology as
part of its business strategy.
15
Source: ITIL3 Service Strategy.pdf
KPI#5 Drivers and decision criteria set

What are your key drivers and decision criterias related to BURA services ?
The cost, the complexity of
the infrastructure and the
quality of the delivered
service are linked together
Control (reduce/
increase) the complexity :
Organization
Process
Technology
Low
Control (reduce/increase) the

costs :
Staffing
Equipments (HW, SW)
Environmental
Outages
Cost
H ig h
Low
H ig h
H ig h
I T E n v ir o n m e n t
Complexity
16
Control (reduce/ increase)

the quality:
Service levels
Client satisfaction
Low
Quality

How do you define your driver and decision criteria related to BURA services ?
The reduction of the BURA TCO consists in reducing the optimal data size, storage
costs and inefficiency ratio
Data Archiving TCO = Size x Cost x Inefficiency Ratio

Cost [/GB/Year]
Reduce Storage Costs
(Storage TCO)
Data to retrieve
after a disaster
Reduce inefficiency
Size [GB]
(Optimal size of the data
to be archived)
17
Reduce size
Inefficiency Ratio
(Extra capacity due to inefficiency)

How do you analyze the impact of your storage and BURA policies ?
IMPACT ANALYSIS OF STORAGE & BACKUP POLICIES
requires 11,6 GB of disk capacity
x11,6
x9,1
STORAGE
x7,8
X36
x11,6
x6,4
x2,7
x2,4
1 GB of production data
x1,4
x1,0
BACKUP
X36
x43
x12
x17
requires 43 GB (~100 usable-GB) of backup capacity

18
x2,4
x43

How to promote archiving services from a TCO standpoint !
Storage Services
TCO Analysis
In this example :
The Storage Services delivered 5 classes of services (Platinum to Bronze)
The average TCO vary from 65 to 1 /Used-Gb/year based on COS.
CURRENT
TARGET
Tier1
All data consolidated
a single storage
(mostly High-End)
Storage TCO
based on storage policy
Mini Storage TCO

(/Used-Gb/year)
Avg Storage TCO

(/Used-Gb/year)
Maxi Storage TCO

(/Used-Gb/year)
19
Tier2
Tier1
Most dynamic data stored
on original HE storage
Less dynamic data moved to

MR or LC storage
A2-Platinum2
A1-Platinum1
Tier3
Static Data migrated to archive services
B-Gold
C-Silver
D-Bronze
Storage
(Current)
A1-Platinum1
A2-Platinum2
B-Gold
C-Silver
D-Bronze
50
40
13
0,5
65
50
15
10
100
75
40
20
10

How to promote archiving services from a duplication standpoint !
Backup Services
TCO Analysis
In this example :
The Storage Services delivered 5 classes of services (Platinum to Bronze)
The data duplication ratio due to backup policy can vary from 350 to 3
TARGET
CURRENT
Tier1
Tier2
A1-Platinum1
A2-Platinum2
Tier1
Backup Policy
20
Tier3
B-Gold
C-Silver
D-Bronze
Storage
Storage
Class
Class
Class
Class
(Current)
(Target)
A-Platinum
B-Gold
C-Silver
D-Bronze
Partial Backup Frequency
Daily
Daily
Daily
Daily
Daily
Daily
- Retention
6 months
6 months
2 months
6 months
6 months
6 months
Full Backup Frequency
Daily/Weekly
Daily/weekly
1 month
1 annual
1 annual
1 annual
- Online retention
6 months
6 months
2 months
1 week
1 week
1 week
- Full (+offline) retention
7 years
12 months
12 months
1 year
1 year
1 year
# duplicated copies
200 < # < 350
48 < # < 170
12 < # < 48
12
KPI#6 BURA services distinguished and defined

How do you distinguish the different services related to Data Protection (BUR) ?
Your Data Protection services should be distinguished and defined :
21
To protect my data against
I manage an appropriate service :
Common/limited hardware failures
High-Availability / Business Continuity

(Device redundancy/fault tolerance with automatic failover)
Minor incidents and human errors
Operational Backups and Restores

(short/mid retention to restore files)
Major disasters
Disaster (Backups and) Recovery

(very short retention to restore an integrated system,
auditable and ready to be tested in a DRP exercise)
Time, Compliance, Regulations,
Archives and Retrievals

(long-term retention to retrieve an information)
KPI#6 BURA services distinguished and defined

How do you distinguish the different services related to Archiving ?
Data
Rationalization
Storage
Tiering
Automatic restore
Data
Archiving
Production
Archive1
Archive2
22
Auto
Tiering
Low-Cost
Tapes
KPI#7 Your service catalogue summarized

Windows
Networker
Unix
V-LAN
Dual Path
Dual DC
Avamar
GOLD
SILVER
BRONZE
IRON
Mission Critical
Business Critical
Standard
Archives
BACKUP
Long-Term
SAN FC
Raid 5
Auto-Tiering
SSD-FC-SATA
SAN or NAS
D2D or Tapes
Static Tiering
SATA or Tapes
Y TB
SAN FC
Raid 5
Auto-Tiering
SSD-FC-SATA
Primary
backups
Primary
Copies
SAN FC
Raid 5
Auto-Tiering
SSD-FC
SAN FC or NAS
Raid 5 - 6
Auto-Tiering
FC-SATA
Passive
SAN FC
Raid 5
Auto-Tiering
SSD-FC
D2D Sata
Tapes LTO4
D2D Sata
Tapes LTO4
Local
Copies
(Clones)
Primary
Storage
SAN FC
Raid 5
Auto-Tiering
SSD-FC-SATA
Remote
Copies
(Passive)
BACKUP
Standard
Backup
Y TB
SAN FC
Raid 5
Auto-Tiering
SSD-FC
X TB
V-SAN
Single Path
LAN (CIFS, NFS)
Remote
Copies
(Clones)
V-SAN
Dual Path
Remote
replication
(Active)
Primary
Location
DR
location
Linux
HP-UX + Solaris
X TB
23
VMWare
Remote
replication
SAN
Hosts
How do you summarize and communicate your BURA service catalogue ?
D2D Sata
Tapes LTO4
D2D Sata
Tapes LTO4
KPI#7 Your service catalogue summarized

How do you summarize and communicate your BURA service catalogue ?
Hosts
Unix
Solaris 8-10 / Aix 6.1
Redundant SAN
Storage Policies
Policies
Windows
2003 / 2008
VMWare
STORAGE SERVICES
BACKUP SERVICES
Backup Policies
- 3 classes of storage proposed : 60% high-end, 30% Auto-Tiering & 20% mid-range
- Replication is optional
- Temporary local copies are proposed and optional (if unused storage capacity
- 1 or 2 cell manager(s)
- Oracle, Lotus, Sybase, FS, Copy
- More 150 backup tjobs/day
SAN Storage Production
SAN Backup
SAN Storage Test
Remote
copies
Remote
copies
Local
copies
Local
copies
Primary
Primary
SAN
Linux
RedHat
Performance
24
High, guaranteed
Dynamically Optimized
Normal, not guaranteed
KPI#8 Service and operational levels defined

How do you define your service/operational levels objectives/agreements ?
Service/Operational Levels
(SLA/SLO or OLO/OLA)
Tier1
Platinum
Tier2
Gold
Tier3
Silver
Tier4
Bronze
Hosts (Criticality)
Mission Critical
Business Critical
Mass Storage
Long-Term
Retention
Connectivity
(Attached, LAN, SAN, FCoIP, etc)
Edge-Core-Edge
Dual-Path SAN
Core
Dual-Path SAN
Core SAN
or FCoIP
LAN
Primary Storage
(Type, Performance, Availability)
Static
SSD+FC
Dynamic
SSD+FC+SATA
Dynamic
FC+SATA
Static
SATA
RAID10+3
Hourly Snapshots
3 days
RAID 6+2
Daily snapshots
1 week
RAID 50+1
n/a
n/a
RAID 5+1
n/a
n/a
High-Availability / Business Continuity

(type of redundancy, frequency, retention)
Operational Backups and Restores
(type, frequency, retention, RTO/RPO)
Daily (1 full / week - 5 incrementals / week)

Retention = 4 weeks
RPO~24h RTO~48h
DR Backups and Recovery

(type, frequency, retention, RTO/RPO)
Daily (1 full / week - 5 incrementals / week, retention = 3 days

RPO ~ 24h RTO ~ 1 week
Archives (type, frequency)
Hourly
Daily
Weekly
Weekly
Costs/Prices (/allocated-GB)
2,40
1,10
0,71
0,52
25
KPI#8 Service and operational levels measured
<10%
<50%
>50%
How do you report the distribution of your service levels ?

Service catalogue
SAN Connectivity
Storage
Operational
backups
Disaster Recovery
26
Platinum
Gold
Silver
Bronze
Accs
> 90%
Au moins 2 chemins daccs

indpendant au stockage avec dbit
garanti
0%
Au moins 2 chemins daccs

indpendant au stockage sans
dbit garanti
0%
Au moins 1 chemin daccs au

stockage sans dbit garanti
< 10%
Pas de chemin
Architecture
>90%
SAN volu
<5%
SAN Simple
0%
FC over IP
< 5%
NAS
Classe de
disques
<50%
> 4 Go/s
~25%
< 3 Go/s
~25%
< 1 Go/s
<1%
Aucune garantie
Disponibilit
~25%
> 99,99%
~50%
> 99,9%
0%
~25%
<1%
> 95%
Dlai
dallocation
>90%
Immdiat
0%
dans la journe
< 10%
Dans la semaine
>90%
Dans le mois
Dlai de rallocation
>70%
Dans la journe, si niveau de service

non respect
0%
A la demande et dans la semaine
<10%
A la demande et dans le mois
<20%
Non propose
Type de
sauvegarde et
restauration
<10%
A la demande et instantane avec

garantie de performance pour la
sauvegarde et la restauration.
<20%
A la demande et instantane
avec garantie de performance
pour la sauvegarde mais pas de
garantie pour la restauration.
>70%
Programme avec une

perturbation de linfrastructure
source minime et limite dans le
temps.
<1%
Programme avec
perturbation de
linfrastructure source
non maitrise.
Frquence
0%
1h
0%
12h
<90%
24h
<10%
1 semaine
Rtention
<5%
De 12 24 semaines
>90%
De 6 12 semaines
<5%
De 2 6 semaines
<1%
Moins d2 semaines
Type de
rplication
>90%
Rplication asynchrone sur longue

distance (>100 km)
0%
Rplication synchrone sur courte

distance (<100 km)
<10%
Rplication synchrone locale

(<10 km)
0%
Externalisation de bandes
PDMA/RPO
>90%
< 1 minute
0%
< 1 jour
0%
< 1 jour
<10%
= 1 jour
DIMA/RTO
0%
< jour
<90%
< 2 jours
0%
< 3 jours
<10%
> 3 jours

How do you define and communicate the RTO & RPO related to service levels
Objective : Decision matrix to decide what to recover after a disaster, and report the recovery status
Scope : Applications Service Level = GOLD (Mission Critical)
RPO
Data available to be recovered
RPO/RTO
~0
dd/mm/yyyy
hh:mm
~0
Host-based
mirroring
Checked
Storage-based
mirroring
Checked
DP solutions
24h
16h
12h
8h
4h
Local
snapshots
Checked
Remote
snapshots
Checked
Backups
27
RTO
Time to recover
Incident
To be
checked
20
1h
4h
12h
DRP Status
24h
>24h
Failed
Failed
Recovery
in progress
Ready
X
X
Check in
progress

How do you define the backup client profiles ?
Profile
Host Virtualization
SAN Storage
10
11
12
13
14
15
No
No
No
Small
Wintel
No Both
Yes
Yes
<4h
>4h
<4h
>4h
17
18
19
n/a
Unix
Infra (Standalone/Cluster)
16
Yes
Yes
Operating System
RTO/RPO (Y/N)
No
No
>4h
Solaris
Both
Yes
Yes
<4h
>4h
<4h
Aix
Wintel
n/a
>4h
<4h
>4h
<4h
n/a
Backup size (Small or Big Bck, PiTC)
28
Small Big
PiT
Small
Big
Small
Big
PiT
Small
Big
Small
Big
PiT
Small
Big
PiT
KPI#9 Disaster Recovery Scenario documented
29
BRONZE
IRON
Mission Critical
Standard
Archives
RTO < 4h
RPO < 24h
RTO < 8h
RPO < 24h
RTO < 24h

RPO < 24h
BACKUP
Standard
Remote
Copies
(Clones)
Manually restore from

Networker backups via tapes
Remote
replication
RTO < 20
RPO < 1h
Local
Copies
(Clones)
Primary
backups
SILVER
Business Critical
Manually connect hosts

to replicated storage
Primary
Storage
Remote
Copies
(Passive)
GOLD
Remote
replication
(Active)
DR
location
Primary
Copies
Primary
Location
How do you document the data recovery scenario in case of disaster ?

BACKUP
Long-Term

How do you document your data recovery procedures ?
A decent Data Recovery procedure should contain at least the following sections :
1.
2.
3.
4.
5.
6.
7.
8.
9.
30
Application Instance Overview

Data Protection and Recovery Strategy
Recovery Teams
Preparation Procedure
Shutdown Procedure
Failover Procedure
Startup Procedure
Acceptance Testing / Assurance Procedure
Handover Procedure

How do you document your data recovery procedures ?
31
KPI#10 Data classification defined and analyzed

How do you discover the data types / profiles / classes ?
a) Total File Count (#) and Capacity (GB)
c) File Category Usage (pie

chart in %)
b) Predefined File Category with file

count (#), Capacity (GB) and Usage (%)
32
File type chart
KPI#10 Data classification defined and analyzed

How do you report the data types / profiles / classes ?
+48%
60% for
Email/Offices
Email
17,3TB
<0y => <3m
18% aged
> 1 year
33
vs 2010
Thank you

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BB2099

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Best practices for defining

and managing your KPIs for

Context & Introduction

Top IT spend priorities

Source : ESG Research Report, 2013 IT Spending Intentions Survey

BURA key challenges

BURA key success factors

How HP BURA Consulting Services can help

Generic approach to deliver consulting services

Validate the statement of work

2. Data Gathering (Discovery)

Collect and document the current environments

Consensus obtained on current state including

3. Gap Analysis (Analysis)

Identify and analyze optimization opportunities

Consensus obtained on prioritized optimization

Recommend vision, strategy, target architecture

Got buy-in on the recommendations conclusions

5. Business Case (Evaluations)

Evaluate the costs, the investments and ROI.

Got buy-in on the evaluations conclusions

Options that impact size/complexity/price of the service

Storage / Backup / Recovery / Archive

TCO reduction, Technology refresh, Data Classification

What is the key success factor?

1) Identify & Define (~Organizational)

2) Measure & Report (~Tools)

3) Control & Manage (~Process)

What is your current and target maturity ?

Key expertise (and associated KSF)

KPI#1 Technical indicators measured & reported

KPI#2 Process-oriented indicators documented

Are Restore processes documented and operational ?

KPI#3 Organizational indicators defined

Are these roles and responsibilities :

KPI#4 Goals and objectives defined

KPI#4 Goals and objectives defined

Source: ITIL3 Service Strategy.pdf

KPI#5 Drivers and decision criteria set

Control (reduce/increase) the

Control (reduce/ increase)

KPI#5 Drivers and decision criteria set

Data Archiving TCO = Size x Cost x Inefficiency Ratio

Reduce Storage Costs

KPI#5 Drivers and decision criteria set

requires 11,6 GB of disk capacity

requires 43 GB (~100 usable-GB) of backup capacity

KPI#5 Drivers and decision criteria set

Mini Storage TCO

Avg Storage TCO

Maxi Storage TCO

Less dynamic data moved to

KPI#5 Drivers and decision criteria set

Partial Backup Frequency

Full Backup Frequency

- Full (+offline) retention

200 < # < 350

48 < # < 170

KPI#6 BURA services distinguished and defined

To protect my data against

I manage an appropriate service :

Common/limited hardware failures

High-Availability / Business Continuity

Minor incidents and human errors