1. business and industrial
2. business operations
3. management
4. business process

NetSuite Optimization Part 1: Clean Up
April 7, 2015
Presenters
Mark Walker
FLODocs - Presenter
Yasu Fujita
FLODocs - Moderator
Today’s Session
• Basic Principles
• Step by step plan for cleaning up an account
• Please ask questions at anytime by “raising your hand”
or typing your question in the “Question Box”. We will
unmute you so you can ask your question.
• Webinar recording will be sent to you and available on
our website
• Part of ongoing FLODocs Webinar Series
Three Part NetSuite Optimization
Series
1.Clean Up – Safely de-cluttering your account to improve
usability and performance
1.Script Optimization – Systematically identifying scripts
that are slowing your system down
1.Process Optimization – Lean process improvement for
NetSuite
FLODocs Account Clean-Up
Overview
Account Clean-Up is one of the key objectives of FLODocs customers. Cleaning
up an account can be key to improving account efficiency. It can also make the
account easier to navigate and manage over time.
It involves some or all of the following steps:
1. Identify and remove unused customizations (searches, records, fields, scripts)
a. Completely unused
b. Useless or inefficient
2. Identify and fix improperly set-up customizations (eg fields with generic script
ids, fields with no help)
3. Describe each object (search, field, script,workflow)
4. Assign true and meaningful owners.
5. Assign customizations to high-level processes.
6. Optimize scripts, workflows and processes
Clean-Up Considerations For
Different Object Types
OBJECT
BENEFIT
Bundles
Can remove a large amount of objects at once.
Questions:
Is anyone actually using this bundle?
What impact does it have on our system?
Records
Can be used to reduce the size of core records (eg entities and transactions)
Questions:
Do we really need this record?
Can any custom body or entity fields be moved to a custom record?
Fields
Over-customization slows down all aspects of the system, increases training and
data entry costs
Searches
Clutter the system and cause users to reinvent the wheel.
Can place huge load on the system if:
a. Improperly designed (lots of string-based filters)
b. Set to send alerts and forgotten or ignored
c. Significantly slow scripts and workflows
Clean Benefits For Different Objects
OBJECT
BENEFIT
Scripts
Improper deployment is a bigger problem than bad code
Poorly documented code is a significant risk factor
Questions:
Does this need to execute in real time?
Can this be scheduled later?
Is it restricted to only execute in the correct context?
Does it repeatedly execute?
Workflows
Repeatedly executing workflows are often wasteful
Search filters can be expensive in terms of time and system resources
Questions:
Is this restricted to the right audience?
Does the workflow save its state properly?
Are the criteria efficient?
Web
Over time, old templates and web tags can clutter up a system. These should be
cleaned out like anything else.
FLODocs Clean-Up Process
Set CleanUp Policies
Document
Determine
Date Last
Used
Classify
Clean Up
Describe
Optimize
FLO Change Management Stack
• Completely unified with NetSuite ERP
• Automated Documentation of
Customizations
• Automated Change Detection and
Logging
• Automated Impact Analysis
• Change Requests, Process Issues
and Release Testing
• Integrated Process Documentation
and Control Mapping
FLO Clean-Up Stack (Yes, it’s the
same)
• Automated Documentation of
Customizations
• Automated Usage Analysis
• Change Requests and Clean-Up
Tracking
• Automated Impact Analysis
• Automated Clean-Up
Communications
• Automated Archiving
Clean-Up Policies:
Clean-Up Policies are as important as any other control or IT policy. Once
implemented, they help enforce standards, detect relapse and keep the account
clean.
Policies have two components:
1. Classification: Group customizations into standard categories
2. Procedures: Define remedial steps for each category
When combined, this demystifies our clean-up policy:
“We always delete any searches that haven’t been used in 2 years”
Clean-Up Policies: Classification
Classification
Searches
Fields
Scripts
Workflows
Active
• DLU <6 mos or
blank
• DLU <6 mos or
blank
• DLU <6 mos or
blank
• DLU <6 mos or
blank
Cleared
• DLU >2 years
• No Dependencies
• DLU >2 years
• No Dependencies /
No parent
• Undeployed /
Testing
• No active CR
• Testing /
Unreleased
• No Active CR
Probable
• DLU >6 mos
• No Dependencies
• Inactive or Default
Owner
• DLU >6 mos
• No Dependencies /
No parent
• Tagged
• Set to Audit
• No DLU
• No execution
history in 6 mos
Suspect
• DLU >6 mos
• No Dependencies
• DLU >6 mos
• Active Search
Dependencies
• Tied to unused
fields or long
execution times
• Tied to unused
fields or searches
Complex
• DLU >6 mos
• Dependencies
/Process
• DLU >6 mos
• Dependencies /
Process
• Throwing Errors
Extreme Execution
Time or Frequency
• Process
• High Execution
Levels or complex
/text formulas
• Process
Clean-Up Policies: Procedures
Classification
Searches
Fields
Scripts
Workflows
Active
• Check Description
• Tie to Process
• Check Formulas
• Enter Description
and Help
• Tie to Process
• Check Script ID
•
•
•
•
Cleared
• Delete
• Archive Data
• Delete
• Send RFI
• Send RFI
• Delete or
• Delete or
Inactivate and Task
Inactivate and Task
to Delete
to Delete
Probable
• Delete
• Archive Data
• Delete
• Send RFI
• Send RFI
• Inactivate and Task • Inactivate and Task
to Delete
to Delete
Suspect
• Send Requests for
Info (RFI)
• Check Critical
Dependencies
• If clear, Archive
and Delete
• Send RFI
• Detailed
Investigation
• Detailed
Investigation
Complex
• RFI and Detailed
Investigation
• RFI and Detailed
Investigation
• RFI and Detailed
Investigation
• RFI and Detailed
Investigation
Check Description • Check Description
Check Comments • Check Deployment
Check Deployment
Check APIs
FLODocs Change Detection and Management
• Plan and Approve Customizations Before Development
• Automatically Log all changes to customization objects
• View previous settings / configuration by time period and compare
• Automatically Document Dependencies Between Customizations as well as usage patterns
• Automatically scan and document complex objects such as scripts, workflows and searches
• Automated Impact Analysis shows change warnings prior to approval of change
• Schedule release of new customizations using scheduled tasks
• Tie customizations to processes as controls in preparation for audit
• Prove stability of controls or rapidly locate relevant changes during audit
FLODocs Security and Performance
•
•
•
•
•
•
•
•
•
FLODocs is a SuiteApp integrated into the NetSuite backend
All data remains within the NetSuite account
No externally facing scripts or interfaces*
Full support for sandbox and release preview accounts
Code is locked to ensure consistency of logging
FLODocs records have all the security and data integrity features described earlier
Engineered in accordance with NetSuite best practices
FLODocs has no operational impact on an account
FLODocs does not add to record load or save time
*with unlimited license package
What Do We Mean By ‘Optimize’?
op·ti·mize (ŏp′tə-mīz′)
tr.v. op·ti·mized, op·ti·miz·ing, op·ti·miz·es
1. To make as perfect or effective as possible.
2. Computers To increase the computing speed and
efficiency of (a program), as by rewriting instructions.
3. To make the most of.
FLO Principles of Optimized NetSuite
Accounts
1. Less Is More: Easier to understand, easier to maintain
and generally faster.
2. Later is Better: Not everything needs to update on a
user event.
3. Nothing is faster than nothing: The ultimate
optimization is not doing a step at all
4. Mark’s Dad’s Rule: If you haven’t used it in a year,
throw it out. (unless it’s really special)