sap extended ecm by opentext - community archive · pdf fileemployee file management automate...

Enhance Efficiency and Compliance SAP Extended ECM by OpenText

John Fiske, SAP Solution Management March 2012

© 2012 SAP AG. All rights reserved. 2

Agenda

Three Mandates for Enterprise Content

Extended ECM • Usability • Compliance • Process Integration

Summary


Enterprise Content…

Process

Completeness

Process

Managers

Ensure all relevant content is accessible and

manageable from the process application

Information

Governance Compliance

Officer

Ensure all legally relevant information is retained for

the proper duration

“Content”

End Users

Make it easy to find, share, change and save!

Collaboration

Three Competing Mandates


Typical Evolution Of Enterprise Information Landscape

Collaborative Tools

Systems proliferate

No retention/records management

Not part of any holistic information governance program

Cloud content managed only by 3rd parties

Lacking more scalable management features

Challenges

Create/

Capture

Review/

Collaborate

Access/Distribute

Preserve/Destroy

Store/

Secure

Content Management

Content without process context not very useful

Integrations to process applications cumbersome

Duplicate user administration/ access rights

Content retention rules not tied to system of record

Challenges

Hey what about me? I need that content too!

Process

Managers


Manage enterprise content in context of structured

business processes

Old Paradigm

Content Managed Separately from

Core Business Processes

New Paradigm

Content Integrated With

Core SAP Business Processes

(e.g. FI/CO, MM, HCM, SRM, CRM) Core Business Processes

Content

Content –enriched Business Processes

Create/Capture

Review/

Collaborate

Access/Distribute

Preserve/Destroy

Store/

Secure

Create/Capture

Review/

Collaborate

Access/Distribute

Preserve/Destroy

Store/

Secure


Surveys Validate Widespread Need for ECM in

Business Processes

Which of the following processes do you have integrated with capture, workflow and document management?

N=287

0% 10% 20% 30% 40% 50% 60%

Accounts payable (invoices)

HR processes

Accounts receivable (credit control)

Procurement/delivery process

Proposal/contract process

Customer service processes

Case management process

Project management processes

Legal/corporate processes

Quality control processes

Maintenance/asset management …

Sales order, shipping processes

Product design/engineering process

Other processes

None of these AIIM White Paper ECM Decision Making Process - 2011


Process integration central to SAP ECM value proposition Va

lue

Stage of Maturity

Best of Breed (Specialized components)

Business

Process-centric ECM (Content embedded in

business process) ECM Suite

(Integrated solution)

Content integrally tied to core processes to improve efficiency

ECM tied to SAP becomes „system of record‟ for content, ensuring compliance as part of holistic Information Governance

Easy to use collaboration via multiple UIs

SAP ECM Solution Goals


SAP Extended ECM by OpenText

SAP Business Process Platform


SAP Portfolio of ECM Solutions by OpenText

Archiving Secure, compliant, cost-efficient storage of information

Document Access 360 degree information access

Employee File

Management

Automate HR File

administration and enable self

service scenarios

Invoice

Management

and OCR

Minimize data capture effort and human intervention

Streamline accounts payable

processes

Digital Asset

Management

Optimized management of

rich media assets

Integrate media into marketing

communications

Document

Presentment

Automate document

generation and personalization

(e.g. billing statements)

Extended

ECM

Best-of-breed ECM with

unique SAP integration and

process support.

Enterprise Records

Management

Travel Receipts

Management

and OCR

Automate receipt handling and streamline

expense management

process

Portal

Content

Management

Document Management

and Collaboration

embedded into SAP NetWeaver

Portal and Enterprise

Workspaces

Portal Site

Management

Powerful Intranet/ Extranet

authoring and publishing

embedded into SAP NetWeaver

Portal and Enterprise

Workspaces

Extended ECM

Archiving

Secure, compliant, cost-efficient storage of info.

Document Access

360 degree information access

Extended

ECM


Collaboration

Process

Completeness Information

Governance

“Content”

Collaboration


Non-SAP User

ECM for SAP Connecting users and content, inside and outside of SAP

11

SAP User

SAP Related Content

Non-SAP Related Content

Collaborate (Workspace)


The Concept of Content Workspaces

SAP Business

Object

Roles

Data

Transactions

Events

Content-Integrated Business Processes

Content

Con

tent

Wor

kspa

ce

Business Object

Folder Structures Metadata

Customer ABC ID 4711 Date 21.12.2009 Status Prospect Owner Meier

Folder 1 Folder 2

Sub Folder 1 Sub Folder 2

Sub Folder A Sub Folder B

Folder 3

Relations/Links

Follow up

Documents

Roles

Tasks Workflows


Numerous Interfaces to Business Workspaces

MS Windows Explorer

SAP GUI

MS Outlook/Lotus Notes xECM Web UI

SAP CRM UI SAP Portal

* Has to be licensed separately

Business Workspace

DocuLink for SAP (SAPGUI)

Tab Integration (SAPGUI)


Example 1: CRM Integration

Business Workspace


Example 2. Activity Feeds in Business Workspaces

Quickly discover new

content/comments inside a

business workspace


Example 3. Desktop Integration


Compliance

Process


Governance

“Content”

Collaboration


Classification/File Plan/ Categorization/ Taxonomy

Retention and Disposition

Legal Hold Management

Audit and Security

Long-term Preservation

Archiving

Disaster Recovery Program

Physical Records and File Tracking

Warehouse and Space Management

Archive/Preserve for effective and efficient storage management

Search for finding exactly what is needed

Manage Records for Compliance, Retention, and Risk

Integrate disparate applications across the enterprise

Comply with discovery

order requirements

Reduce corporate risk

Demonstrate litigation

readiness

Identify and send only what

is asked for and no more

Manage the lifecycle of business content

Centralize storage

management

Access current and relevant

content

Enterprise Records Management Value

The following focus

areas are key…

Requiring the

following abilities…

So that

businesses can…


Timeline

Typical Stages in Records Management

April 2009 June 2025 June 2014

RM

Life

cycl

e

Capture Manage Dispose (Type 1) Dispose (Type 2)

Litig

atio

n M

atte

r

Lawsuit Hold Production Review

RECEIVED


Managing Physical Content M

anag

ing

the

lifec

ycle

of p

hysi

cal c

onte

nt

Accession/Transfer Warehouse Creating a Transfer Destroy

Returning Borrowing Circulation/Boxing Reporting

Types of

Content Location Labels

Circulation


Extended ECM’s Benefits to

Key Stakeholders in Records Management

Centralized administration

Make transparent to users

Manage all forms of corporate content

Easy central administration

Reduce the amount of content managed

Leverage SAP metadata for transparency

Needs

Improved corporate governance

Improved compliance

Reduced litigation costs

Benefits

Needs

Ensure compliance and mitigate risk

Comply with regulations or statutes

How do I reduce corporate exposure?

How do I reduce discovery costs?

Objectives

How do I implement global retention policies and administer the deletion of content?

How do I make this transparent to end-users?

Benefits

Needs

Integrate with existing infrastructure

Eliminate multiple archive solutions

Benefits

Support one solution to manage corporate applications

Reduce IT expenditures

Objectives Objectives

How do I reduce the number of applications I manage?

How do I reduce the amount of corporate content we store?

Needs

Legal Counsel Records Manager IT


Process Integration

Process


Governance

“Content”

Collaboration


Planning/Product Development

Supply Chain Operations Sales &

Marketing Customer Service

Legal

IT

Finance

Human Resources

SAP Extended ECM Content-enables

Numerous Processes across the Enterprise

Supplier

correspondence

management

Supply chain

record keeping

Enterprise asset mgmt

(maintenance, grid

construction, etc.)

Lifecycle mgmt for

maintenance records

Bid to cash

documentation

Market research

Collateral mgmt

Multi-channel customer

service records

Case Management

(investigations, fraud,

incident, accident)

Lightweight 3rd

party collaboration

Enhanced project

mgmt (quality, store

lifecycle, etc.)

Consolidate ECM systems

Legacy decommissioning

Archive data and content

Process changes carry

forward ECM integrations

Global retention policies

Automated compliance

Fast e-Discovery

Contract mgmt

Procurement contract

lifecycle mgmt

Dispute mgmt

Strategy mgmt

Benefits lifecycle mgmt

HR record retention

Policy management

Multi-channel

correspondence mgmt


Plant Operator

Monitor asset condition

Create maintenance notification, specifying technical object, urgency, and symptoms

Review downtimes with production shift planners

Mitigating production impact

Review Maintenance Work Package

Work clearance

Field Level Risk Assessment

Begin equipment teardown

Assess asset condition, issue parts requisition

Collect data: physical parts, photographs, interviews, etc.

Review associated equipment documentation

Correspond with equipment supplier/OEM

Review lab tests

Complete analysis and make recommendations

Record actual work hours and parts used

In case of corrective action, the notification is updated with the found cause

Work order completed technically and commercially and then closed

Maintenance Technician

Reliability Engineer

Maintenance Technician

Equipment is back online

Maintenance schedule revised

Inventory updated

Plant Operator

SAP Extended ECM for Enterprise Asset Management –

equipment failure analysis

Conduct Equipment Failure Analysis

1. Notification of Failure

2. Tear Down 3. Repair 4. Start-up


SAP Extended ECM for Enterprise Asset Management –

equipment failure analysis

SA

P E

xten

ded

EC

M

SA

P P

M

Define Scope of Analysis Initiate Analysis Conduct Analysis Recommend-

ations

Create Work Orders Completion

Records Management

Scheduling and Fixing Create Maintenance Notification

Conduct Equipment Failure Analysis

1. Notification of Failure

2. Tear Down 3. Repair 4. Start-up


Panel Operator: Equipment Failure –

Initiate Maintenance Notification

Operator creates a Maintenance

Notification of the Equipment Failure

Notification is linked to the functional location

and the failed equipment


Finding Content Related to the Equipment

Drag & Drop

Windows Integration of Extended ECM

Complete plant hierarchy is available as a Windows

folder structure


Maintenance Notification Workspace

Automatically Created In SAP Extended ECM

Project roles

and rights

predefined for

this analysis

type

Default tasks

list predefined

for this

analysis type

SAP

metadata

Content retention rules imposed

automatically by the corporate

records management policy

Folders to

created

according to

tasks

Analysis

type


E-Mail Integration of Extended ECM

Reliability Engineer receives e-mail notification to conduct a Failure

analysis for the failed equipment


Related Vendors for Required Spare Parts

Maintenance Workers have access to important material specifications and

material vendors to prepare the purchasing of spare parts in SAP

Vendors for the “Rubber Seal” (SAP MM)

Material Workspace with

all Material Documentation

Summary

SAP Extended ECM


Extended ECM…

Process


Governance

Easy collaboration in multiple UIs, both inside and outside of processes

“Content”

Collaboration

Three Solutions in One

Content and full ECM capabilities „embedded‟

into core process applications

Retention policies imposed automatically

with no end-user actions


Thanks!

For more information, please contact:

John Fiske, SAP [email protected]

© 2012 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iSeries, pSeries, xSeries, zSeries, eServer, z/VM, z/OS, i5/OS, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle and Java are registered trademarks of Oracle and/or its affiliates. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology.

© 2012 SAP AG. All rights reserved.

SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries.

Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects is an SAP company.

Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase, Inc. Sybase is an SAP company.

All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.

The information in this document is proprietary to SAP. No part of this document may be reproduced, copied, or transmitted in any form or for any purpose without the express prior written permission of SAP AG.