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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
© 2012 SAP AG. All rights reserved. 3
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
© 2012 SAP AG. All rights reserved. 4
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
© 2012 SAP AG. All rights reserved. 5
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
© 2012 SAP AG. All rights reserved. 6
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
© 2012 SAP AG. All rights reserved. 7
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
© 2012 SAP AG. All rights reserved. 8
SAP Extended ECM by OpenText
SAP Business Process Platform
© 2012 SAP AG. All rights reserved. 9
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
© 2012 SAP AG. All rights reserved. 10
Collaboration
Process
Completeness Information
Governance
“Content”
Collaboration
© 2012 SAP AG. All rights reserved. 11
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)
© 2012 SAP AG. All rights reserved. 12
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
© 2012 SAP AG. All rights reserved. 13
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)
© 2012 SAP AG. All rights reserved. 14
Example 1: CRM Integration
Business Workspace
© 2012 SAP AG. All rights reserved. 15
Example 2. Activity Feeds in Business Workspaces
Quickly discover new
content/comments inside a
business workspace
© 2012 SAP AG. All rights reserved. 16
Example 3. Desktop Integration
© 2012 SAP AG. All rights reserved. 17
Compliance
Process
Completeness Information
Governance
“Content”
Collaboration
© 2012 SAP AG. All rights reserved. 18
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…
© 2012 SAP AG. All rights reserved. 19
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
© 2012 SAP AG. All rights reserved. 20
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
© 2012 SAP AG. All rights reserved. 21
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
© 2012 SAP AG. All rights reserved. 22
Process Integration
Process
Completeness Information
Governance
“Content”
Collaboration
© 2012 SAP AG. All rights reserved. 23
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
© 2012 SAP AG. All rights reserved. 24
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
© 2012 SAP AG. All rights reserved. 25
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
© 2012 SAP AG. All rights reserved. 26
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
© 2012 SAP AG. All rights reserved. 27
Finding Content Related to the Equipment
Drag & Drop
Windows Integration of Extended ECM
Complete plant hierarchy is available as a Windows
folder structure
© 2012 SAP AG. All rights reserved. 28
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
© 2012 SAP AG. All rights reserved. 29
E-Mail Integration of Extended ECM
Reliability Engineer receives e-mail notification to conduct a Failure
analysis for the failed equipment
© 2012 SAP AG. All rights reserved. 30
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
© 2012 SAP AG. All rights reserved. 32
Extended ECM…
Process
Completeness Information
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
© 2012 SAP AG. All rights reserved. 33
Thanks!
For more information, please contact:
John Fiske, SAP john.fiske@sap.com
© 2012 SAP AG. All rights reserved.
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© 2012 SAP AG. All rights reserved.
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