livelink enterprise archive vs. sap content server - detailed.ppt
TRANSCRIPT
<Your Name>
<Your Title>Open Text Corporation
Copyright © 1995-2003 Open Text Inc. All rights reserved.
SAP Content Server Detailed OverviewNovember 2005
Andreas Klapacz
Business Segment Management EAE
IXOS Software AG (an Open Text Corporation)
Slide 2Copyright © 1995-2005 Open Text Inc. All rights reserved.
This presentation will… provide you with information about the strategic
importance of an enterprise-wide document repository
give you an overview about the Open Text product and solution offering for SAP
give you a better understanding of the SAP Content Server
inform you about the differences between SAP Content Server and Livelink ECM - Enterprise Archive
Presentation Objectives
Slide 3Copyright © 1995-2005 Open Text Inc. All rights reserved.
Why ECM for SAP? Livelink ECM – Suite for SAP Solutions Livelink ECM – Enterprise Archive SAP Content Server Summary
Agenda
Slide 4Copyright © 1995-2005 Open Text Inc. All rights reserved.
Dunningletter
Deliverynote
Salesinvoice
Batchrecords
Applicationdocument
No process efficiency (Call Center response
times, etc.)Processing takes to long
and decisions are based on incomplete information
Business continuity at risk
Cost of (non-) compliance
High administrative costs due to (manual) process of combining content coming
from various sources
Vendor invoice
Content Integration in SAP
Slide 5Copyright © 1995-2005 Open Text Inc. All rights reserved.
Distributed organizations
WCMIntranet / ExtranetPortals
GroupwareEmails
DMSContractsProject Docs.
ERPInvoicesDelivery NotesOrders
PLMProduct Spec.DrawingsDocumentation
CRMSupport Inc. Quotations Inquiries
Companies run multiple distinct applications
Required information and documents are stored in separate systems
Business processes span multiple systems
Many different people from different departments and organizations involved
Content Integration Complexity Increases
Slide 6Copyright © 1995-2005 Open Text Inc. All rights reserved.
WCMIntranet / ExtranetPortals
GroupwareEmails
DMSContractsProject Docs.
ERPInvoicesDelivery NotesOrders
PLMProduct Spec.DrawingsDocumentation
CRMSupport Inc. Quotations Inquiries
Process inefficiency
High administrative costs due to the need to manually integrate various information sources
Decisions based on incomplete information
Costs and risks of (non-) compliance
Implications of missing ECM Capability
Slide 7Copyright © 1995-2005 Open Text Inc. All rights reserved.
Getting Value out of Combining ECM with SAP solutions
LivelinkCollaborationDocumentationSpecifications
LivelinkPDMContractsProject Docs.
PLMSpecificationsDrawingsDocumentation
CRMSupport Inc. Quotations Inquiries Groupware
Emails
Other Solutions:WCM, KM, RM, DAM, etc.
ERPInvoicesDelivery NotesOrders
Livelink Livelink CollaborationCollaboration
ContractsContracts
SAP InvoicesSAP InvoicesProduct Product Docu.Docu.
EmailsEmails
Slide 8Copyright © 1995-2005 Open Text Inc. All rights reserved.
LivelinkCollaborationDocumentationSpecifications
LivelinkPDMContractsProject Docs.
PLMSpecificationsDrawingsDocumentation
CRMSupport Inc. Quotations Inquiries
GroupwareEmails
Other Solutions:WCM, KM, RM, DAM, etc.
ERPInvoicesDelivery NotesOrders EmailsEmails
SAP SAP DocumentsDocuments
QuotationsQuotations
Document.Document.
Livelink DocuLinkLivelink DocuLink
Getting Value out of Combining ECM with SAP solutions
Slide 9Copyright © 1995-2005 Open Text Inc. All rights reserved.
SD DocFlow withStandard SAP
1 SD DocFlow withDocuLink for SAP
2
SD DocFlow with DocuLink via GOS
3
SD DocFlow inSAP EP
5
FI Documents inSAP KM
6
SD DocFlowin DocuLink web UI
4
SD DocFlow in Livelink Enterprise
8
SAP Invoices in Siebel CRM
7
SD DocFlow in MSFT Outlook
9
Livelink ECM – Suite for SAP Solutions
Slide 10Copyright © 1995-2005 Open Text Inc. All rights reserved.
The Power of Content Integration…
ContextDocument Business Info
• Contract• Invoice• Dunning• Delivery note
80% Unstructured 20% Structured
• Contact data • Pricing & conditions• Billing information
+ =
Content Value
Slide 11Copyright © 1995-2005 Open Text Inc. All rights reserved.
Why ECM for SAP? Livelink ECM – Suite for SAP Solutions
- Component Overview- Business Scenarios
Livelink ECM – Enterprise Archive SAP Content Server Summary
Agenda
Slide 12Copyright © 1995-2005 Open Text Inc. All rights reserved.
SAP ArchiveLink
Livelink ViewersLivelink Viewers
Livelink ECM for SAP SolutionsLivelink ECM for SAP Solutions
SA
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LivelinkDocuLinkfor SAP
Solutions
LivelinkDocuLinkfor SAP
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Livelink Enterprise Archive Server
Livelink Enterprise Archive Server
Rendition ServerRendition Server
High SecurityHigh Availability
High SecurityHigh Availability
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Livelink ECM - Suite for SAP Solutions Architecture
Slide 13Copyright © 1995-2005 Open Text Inc. All rights reserved.
Livelink ECM - Suite for SAP Solutions Architecture
DocuLink – Provides a process centric view on documents SAP and non-SAP documents. SAP documents
FormsManagement – Form overlay for compliant management of outgoing documents
DesktopLink / ExchangeLink / NotesLink – Integration of desktop documents and emails into SAP. Complete documentation of business process in SAP
can origin different SAP transactions, modules or even systems
COLD – Mass document import interface in SAP / LEA for e.g. external scan providers or legacy decommissioning
IXtractor – Offline access to SAP documents
EnterpriseScan – High volume document scan client for mass-document scanning at e.g. a central scan station ( mail room )
SAP ArchiveLink
Livelink ViewersLivelink Viewers
Livelink ECM for SAP SolutionsLivelink ECM for SAP Solutions
SA
P K
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MS
AP
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LivelinkDocuLin
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Livelink Enterprise Archive Server
Livelink Enterprise Archive Server
Rendition ServerRendition Server
High SecurityHigh Availability
High SecurityHigh Availability
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Slide 14Copyright © 1995-2005 Open Text Inc. All rights reserved.
Livelink ECM - Suite for SAP Solutions Architecture
DesktopScan – Ad-hoc scanning of single documents like e.g. confidential document in a HR department
SAP Knowledge Management Repository Manager – Integrates SAP ArchiveLink documents in SAP KM
Document Viewer – Windows or java applet (no client installation required) viewer for business documents
Rendition Server – Enables a compliant storage of documents in a long-term document format like PDF or TIFF
High Security / Availability – High Security and High Availability support trough Hot and Remote Stand-By
SAP ArchiveLink
Livelink ViewersLivelink Viewers
Livelink ECM for SAP SolutionsLivelink ECM for SAP Solutions
SA
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LivelinkDocuLin
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LivelinkDocuLin
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Livelink Enterprise Archive Server
Livelink Enterprise Archive Server
Rendition ServerRendition Server
High SecurityHigh Availability
High SecurityHigh Availability
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Slide 15Copyright © 1995-2005 Open Text Inc. All rights reserved.
Why ECM for SAP? Livelink ECM – Suite for SAP Solutions
- Component Overview- Business Scenarios
Livelink ECM – Enterprise Archive SAP Content Server Summary
Agenda
Slide 16Copyright © 1995-2005 Open Text Inc. All rights reserved.
Business Solutions for SAP for SAP Solution Map for SAP R/3 ERP
Finance Human Resources
Accts Payable
Operations
Acc. Receivable Order Mgmt AdministrationPurchasing Std. Processes
SAP R/3 Enterprise Resource Planning
SC
M
Order LedgerOrder Ledger
SD Document Flow
SD Document Flow
Pricing FolderPricing Folder
Contract MgmtContract Mgmt
Livelink ECM -Enterprise Archive
Dispute Management
Dispute Management
Lockbox Solution
Lockbox Solution
Automatic Invoice Reader
Automatic Invoice Reader
Vendor InvoiceManagement
Vendor InvoiceManagement
PaymentAudit
PaymentAudit
Process MonitoringProcess
Monitoring e-Distribution of A/R Documents e-Distribution of A/R Documents
Recruiting WFRecruiting WFCompliant Archiving
Compliant Archiving
Paper Folders of Terminated
Empl.
Paper Folders of Terminated
Empl.
e-Employee Folder
e-Employee Folder
Travel Request & Expenses Management
Travel Request & Expenses Management
New & Leaving Employee WF
New & Leaving Employee WF
Purchase Requisition WF
Purchase Requisition WF
Process ControllingProcess
Controlling
SC
M
SC
M CR
M
Vendor Self Service
Vendor Self Service
Slide 17Copyright © 1995-2005 Open Text Inc. All rights reserved.
Improves operational efficiency & productivity of the accounting department
Reduces risks and helps to stay compliantwith legal rules
Saves costs in process maintenance
»Our experience to date has been a 30% increase in productivity in the A/P Department… We've saved costs in many ways, and we haven't had to increase staff.«
Barbara Mallett, Accounts Payable Manager Reebok USA
»Our experience to date has been a 30% increase in productivity in the A/P Department… We've saved costs in many ways, and we haven't had to increase staff.«
Barbara Mallett, Accounts Payable Manager Reebok USA
Improved ProductivityImproved Productivity
Business Solutions for SAP for SAP Example: SAP Accounts Payable
» The almost five Euro savings per invoice multiplied by 40,000 invoices annually gave us a return on investment (ROI) of less than a year. «
Elias Paraskewopoulos E-Plus project leader,
» The almost five Euro savings per invoice multiplied by 40,000 invoices annually gave us a return on investment (ROI) of less than a year. «
Elias Paraskewopoulos E-Plus project leader,
Reduces costs for invoice processingReduces costs for invoice processing
Slide 18Copyright © 1995-2005 Open Text Inc. All rights reserved.
BACKGROUND● Core Business:
Prescription drugs, human vaccines and 50% equity stake in Merial, an animal health joint venture with Merck & Co.
● Revenue: 17,59 Billion € in 2002● 71.000 employees in 2002● Worldwide presence and markets
CHALLENGE● Streamline financial processes globally● Design and implement an integrated “Receipt to
Pay Process“ for all European countries
OPEN TEXT SOLUTION● Reorganization of the Accounts Payable process● Combination of SAP Workflow, BPM Server and
PDMS● 7.000 users involved in approval process
BENEFITS● Increased productivity of A/P staff● Reduce the time and cost associated with
resolving anomalies and invoice approval● Eliminate time and cost associated with
recovering documents● Flexibility for organizational changes
Customer Example: Aventis
Slide 19Copyright © 1995-2005 Open Text Inc. All rights reserved.
Livelink Enterprise Archive
SAPWorkflow
FI Invoices
MM Invoices
Livelink ECM - Suite for SAP SolutionsDocument & Data Retrieval
Posting
Livelink for Production Document Management
Document & Data RetrievalAlternate Access
Livelink ECM - BPM Server
…
Approval Process
Livelink ECM
- EnterpriseScan
OCR&
Validation
Scanning & Recognition
TransferA
ppro
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Req
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Payment
App
rove
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AVENTIS - Optimizing Accounts Payable
Slide 20Copyright © 1995-2005 Open Text Inc. All rights reserved.
Improves operational efficiency & productivity of the accounting department
Reduces risks and helps to stay compliantwith legal rules
Saves costs in process maintenance
»Our call center employees need immediate access to all customer-related documents and transactions. This includes the approximately 350,000 customer invoices which are sent out daily and archived into IXOS. As a result of the IXOS implementation, our users have much easier, faster access to documents and SAP-related transactions, and the response times to customers are significantly shorter.«
Mr. João Guimarães,Director Distribution BU, EDP
»Our call center employees need immediate access to all customer-related documents and transactions. This includes the approximately 350,000 customer invoices which are sent out daily and archived into IXOS. As a result of the IXOS implementation, our users have much easier, faster access to documents and SAP-related transactions, and the response times to customers are significantly shorter.«
Mr. João Guimarães,Director Distribution BU, EDP
Improved Productivity
Business Solutions for SAP for SAP Example: Customer Folder
Slide 21Copyright © 1995-2005 Open Text Inc. All rights reserved.
BACKGROUND● Leading European financial service provider in the
automotive area ● > 3 million customers.
CHALLENGE● Different business units are in contact with the
same customer.● Business Units are using separate systems
(mySAP CRM, ERP, ...).● Cross-Selling potentials not fully used
OPEN TEXT SOLUTION● Storing of all customer relevant information inside
the Livelink Enterprise Archive Server● Customer folder with Livelink DocuLink for SAP®
Solutions
BENEFITS● Improved Customer Service● No unnecessary recalls● Use of Cross-Selling Potential● One information basis for all authorized employees
and customers
„Customers, Customer-Care-Center-employees and financial advisor are using the same data basis. We improved our processes significant with this ECM solution from Open Text. With the online postbox we created the fundament for a future with less paper.“Joachim Walter, Head of Archiving Systems, Volkswagen Bank GmbH
Reference: Volkswagen Bank
Slide 24Copyright © 1995-2005 Open Text Inc. All rights reserved.
Why ECM for SAP? Livelink ECM – Suite for SAP Solutions Livelink ECM – Enterprise Archive SAP Content Server Summary
Agenda
Slide 25Copyright © 1995-2005 Open Text Inc. All rights reserved.
AccessibilityAccessibility
Control over Data
Control over Data
Securelong-termArchiving
Securelong-termArchiving
ProcessAutomation
ProcessAutomation
Strategic value of the Livelink ECM - Enterprise Archive
Guarantees control and ownership over an organization’s content ( = company value )
Content is available in varying context scenarios, independent of its origin
Can implement a common audit trail for all document access
Can implement a common company wide retention policy for all documents
New business processes are easy to implement thanks to new views on content
One document search strategy for for all content to match compliance requirements ( = full text )
Makes content independent of the original application. Applications can be decommissioned, content remains accessible and usable
Slide 26Copyright © 1995-2005 Open Text Inc. All rights reserved.
Harddisks - Primary as a temporary storage for
performance reasons (cache, STORM, etc.)
ASM StorageTek HSM, SUN SAM FS, Grau NettApp NearStore HDS (Hitachi Data System) EMC Centera
Supported Storage Media
Optical media CD, DVD, WORM - Support of various jukebox vendors)- Provides the highest possible security level - tamper proof- Inerasable, robust - water, dirt and magnetic field resistant- Backup free
Livelink ECM - Enterprise Archivesupports almost every existing storage media
Slide 27Copyright © 1995-2005 Open Text Inc. All rights reserved.
Remote Standby
- Local Standby• Load balancing for read access• Read failover if one medium not available
- Full Remote Standby• Performance balancing• Full Read Access in case of failover (Document Server is not available)• Automatic switch over to remote standby within a defined time without any user
interaction
- Remote Standby for 2 or more local sites
- Full Read Access for large distributed organizations
Fail-Over and Distribution
Slide 28Copyright © 1995-2005 Open Text Inc. All rights reserved.
Hot-Standby
- Full system availability after few minutes
- Clients who didn’t access the LEA during downtime will not notice the server swap
- Read / Write access in case of failover
• No mirroring of storage systems
- Recommended for critical scenarios
• Availability > 99.9 %• High access rates• Workflow scenarios
Fail-Over and Distribution
Combination of Hot- and Remote Standby offers the best possible fail-over security!
Slide 29Copyright © 1995-2005 Open Text Inc. All rights reserved.
Retention Management- Deletion of out-dated documents or documents extending the retention period
Rendition management- Automated rendition of office documents to long-term storage formats like
TIFF or PDF
Digital Signature (TimeStamp) Single Instance Archiving Blob Store Long term access to documents guaranteed Structured storage of documents
- Logical archives, pooling concept and advanced management clients- Integration of SAP meta data
Notification in case of problems Fully supports the SAP HTTP Content Server Cache technology
- SAP certification for SAP ArchiveLink 4.60 available
(for more information please read Whitepaper Livelink ECM – Enterprise Archive)
Advanced Archive Management
Slide 30Copyright © 1995-2005 Open Text Inc. All rights reserved.
WC
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Livelink ECM – Enterprise Archive
Livelink ECM – Enterprise Archive
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One Enterprise-wide Repository
Slide 31Copyright © 1995-2005 Open Text Inc. All rights reserved.
Examples of large LEA installations
Examples for large Open Text customer installations:
Scans 120’000 documents / 300’000 images a day!Manages more that 12 Terabyte of data!
50 000 new scanned documents a day 10 000 EDI documents a day. About 10 GB of new document each year
Archiving of about 300.000 outgoing documents / 5 hours Est. volume 5.2 TB / 5 years
18.2 Mio. incoming invoices each year 70.000 per day! 8 new 4,6 GB WORMS per day 2.7 Terabyte of new documents each year
3,1 Mio incoming invoices each year 12.000 per day 150 Mio pages archived in the HR department. 250.000 pages pay slips every month
UBS
Slide 32Copyright © 1995-2005 Open Text Inc. All rights reserved.
Livelink ECM – Enterprise Archive Customers
More than 3000 customers are running
Livelink ECM - Enterprise Archive
world-wide!
More than 3000 customers are running
Livelink ECM - Enterprise Archive
world-wide!
Slide 33Copyright © 1995-2005 Open Text Inc. All rights reserved.
Value Proposition for Livelink Enterprise Archive
Technology Robust technology Scalability (many users, high document volumes) Platform independent (Support of many different storage and devices) Fully integrated in leading applications like SAP, Siebel, ...
Compliance with legal regulations Security (encryption, timestamps, HTTPS, SecKeys) Long-term accessibility (Storage media and document formats) Unalterable storage (Storage without difference in formats) Ensure data consistency Supporting the document live cycle (Retention periods)
Economical Reasons Cost efficiency Manage all enterprise documents Manageable (central administration, high availability, distributed scenarios,
disaster recovery) Protection of investment
Slide 34Copyright © 1995-2005 Open Text Inc. All rights reserved.
Why ECM for SAP? Livelink ECM – Suite for SAP Solutions Livelink ECM – Enterprise Archive SAP Content Server
- What SAP recommends- Functional Overview- SAP CS and File System
Summary
Agenda
Slide 35Copyright © 1995-2005 Open Text Inc. All rights reserved.
What is SAP Content Server? The SAP Content Server is a separate and server based component to
store content such as electronic documents originating from different formats. The SAP Content Server ist provided by development of technology and is to be used cross application for any SAP applications. He is to be installed on a separate system. Typical content is training material and documentation from Knowledge Warehouse or technical drawings originating from mySAP PLM Document Management System.
Is the SAP Content Server an archiving system? The SAP Content Server is not an archiving system. It does not support
optical storage or optical archiving. Storage takes place in a database or on a file system. Compared to archiving or other external document management systems there is no scanning and OCR (optical character recognition) service supplied by SAP.
What SAP recommends
SAP Content Server FAQs - SAP Service Marketplace (November 2005)<https://websmp104.sap-ag.de/~sapidb/011000358700003083212003E/SAPCS_FAQs.htm>
Slide 36Copyright © 1995-2005 Open Text Inc. All rights reserved.
SAP Help http://help.sap.com
What SAP recommends
ConstraintsThe SAP Content Server is not intended to replace optical storage systems and other storage media for long-term archiving of documents.
Slide 37Copyright © 1995-2005 Open Text Inc. All rights reserved.
Does the SAP Content Server replace an archiving system?
No. The SAP Content Server can be used to store electronic documents but is not able to scan or archive them on optical media. Typically with archiving systems a scan-client, viewer, retrieval and administrations tools and jukeboxes or HSM are provided.
What is the latest available SAP Content Server version?
SAP Content Server 6.30 is the most recent version. It has been available since October 31, 2003
What SAP recommends
SAP Content Server FAQs - SAP Service Marketplace (November 2005)<https://websmp104.sap-ag.de/~sapidb/011000358700003083212003E/SAPCS_FAQs.htm>
Slide 38Copyright © 1995-2005 Open Text Inc. All rights reserved.
Is the SAP Content Server released to beused for data archiving?
Until release SAP CS 6.20 is not intended to handle large files as it is with data archiving.
SAP CS 6.30 was optimized to handle large files. However there are some restrictions to consider:
- Data archiving on optical media is not supported
- Regular backups are required
- Supports only storage in uncompressed format
- SAP CS for Windows is not released for data archiving
- SAP CS and the underlying SAP DB have to be installed on the same machine
What SAP recommends
SAP Content Server FAQs - SAP Service Marketplace (November 2005)<https://websmp104.sap-ag.de/~sapidb/011000358700003083212003E/SAPCS_FAQs.htm>
Slide 39Copyright © 1995-2005 Open Text Inc. All rights reserved.
How does the SAP Content Server store content?
The SAP Content Server stores content on a separate SAP DB. SAP DB and SAP Content Server are both installed on a separate server.
With SAP Content Server 6.30 it is now possible to store documents – alternatively – on SAP DB or file system. SAP recommends to use the SAP DB as preferred storage place, because it has administration tools.
A file system has to be administrated and access has to be restricted according to execution rights of users.
As well SAP DB as file system stores content on magnetic disks.
What SAP recommends
Slide 40Copyright © 1995-2005 Open Text Inc. All rights reserved.
Is it possible to run SAP Content Server in ahigh availability or fail-over environment? It is possible to run SAP Content Server in a high availability
environment using Microsoft Cluster Service (MSCS). However there are some restrictions to consider:
- All servers must run MS Windows 2000 Advanced Server- All users have to be maintained in a MS NT domain (or in Active
Directory Service)- SAP Content Server for UNIX does not support high-availability scenario
(cluster service).- See details within the white paper SAP Content Server in an MSCS
Environment.
How can I replicate documents from one server to another? The SAP Content Server does not support replication.
What SAP recommends
SAP Content Server FAQs - SAP Service Marketplace (November 2005)<https://websmp104.sap-ag.de/~sapidb/011000358700003083212003E/SAPCS_FAQs.htm>
Slide 41Copyright © 1995-2005 Open Text Inc. All rights reserved.
Which operating systems are supported by the SAP Content Server? The SAP Content Server 6.30 supports Unix and Windows platforms.
Details see SAP note 622509. Until SAP Content Server Release 6.20 only Windows operating
system is a supported.
What are the SAP Content Server pricing conditions? SAP Content Server is available for all SAP customers without any
additional license costs (November 2005).
What SAP recommends
SAP Content Server FAQs - SAP Service Marketplace (November 2005)<https://websmp104.sap-ag.de/~sapidb/011000358700003083212003E/SAPCS_FAQs.htm>
Internal Note: Open Text Services performed a series of tests with SAP Content Server on Windows and UNIX/Linux. Our experiences with SAP CS on UNIX/Linux were disappointing. There are many changes in installation procedure documented in SAP notes and missing in the product documentation. There are many version restrictions and most-current UNIX and Linux versions are not supported. The installation procedure includes many manual tasks. This all makes installation on UNIX/Linux very difficult.
Furthermore, many SAP CS customer (UNIX/Linux) claim bad stability and system performance. In fact, this is the most important reason for customers to replace SAP CS with an Archive.
Internal Note: Open Text Services performed a series of tests with SAP Content Server on Windows and UNIX/Linux. Our experiences with SAP CS on UNIX/Linux were disappointing. There are many changes in installation procedure documented in SAP notes and missing in the product documentation. There are many version restrictions and most-current UNIX and Linux versions are not supported. The installation procedure includes many manual tasks. This all makes installation on UNIX/Linux very difficult.
Furthermore, many SAP CS customer (UNIX/Linux) claim bad stability and system performance. In fact, this is the most important reason for customers to replace SAP CS with an Archive.
Slide 42Copyright © 1995-2005 Open Text Inc. All rights reserved.
Why ECM for SAP? Livelink ECM – Suite for SAP Solutions Livelink ECM – Enterprise Archive SAP Content Server
- What SAP recommends- Functional Overview- SAP CS and File System
Summary
Agenda
Slide 43Copyright © 1995-2005 Open Text Inc. All rights reserved.
Backup & Recovery strategy- Problems might occur if time required for the backup extends the maximal
available backup time (e.g. nightly hours)- Costs and efforts for backups are rinsing fast on a increasing document and
data volume- Content restore recovers only data and documents archived at the time of the
last backup. New documents and data is lost.
High-Availability (Hot-Standby)- Only with MSCS (Microsoft Cluster
Service) on Windows 2000 Professional Server
- Not available for UNIX operating systems
No Remote-Standby scenarios supported
- No local backup of media- No replication of logical archives - also important for performance reasons
SAP Content Server CharacteristicsFail Over and Backup
Slide 44Copyright © 1995-2005 Open Text Inc. All rights reserved.
SAP Content Server and SAP DB
- Requires regular database backups Additional storage space and maintenance required Backup time might extend the available
maintenance period (nightly backup)
- SAP DB most likely outperforms Filesystem storage on high loaded servers
- Is the recommended storage media (because of the performance, security and administration support)
- SAP DB is a proprietary SAP system. Documents stored in the SAP Content remain accessible only through the SAP ERP system / SAP Content Server
SAP Content Server CharacteristicsSupported Storage Media
SAP Content Server
SAP DB
BackupSystem
SAP R/3
SAP recommends to use SAP DB for document and content storage with SAP Content Server
Slide 45Copyright © 1995-2005 Open Text Inc. All rights reserved.
SAP Content Server CharacteristicsSupported Storage Media
SAP Content Sever and filesystem storage
- No transaction security in the filesystem
- No administration tools provided by SAP Separate not integrated administration clients for user and permission
management, filesystem management, SAP Content Server administration, Backup and Recovery administration
- No support for data recovery on the FSS In case of exception there is no administrational support. It is up the customer
how to implement a backup and recovery strategy
- Self-contained data organization with a minimum of management tables or metadata
If repositories are not well maintained data privacy cannot be guaranteed Lot‘s of easy way to screw consistency if documents are modified outside of
SAP application domain Requires regular database backups – additional storage space and
maintenance required
Slide 46Copyright © 1995-2005 Open Text Inc. All rights reserved.
SAP Content Server CharacteristicsSupported Storage Media
Hans-Joachim Both, SAP Content Server Running on UNIX (Ver. 6.30), SAP Tech ED 2002
Slide 47Copyright © 1995-2005 Open Text Inc. All rights reserved.
SAP Content Sever is a content storage – not a business solution
- No scan software for mass-document scanning (e.g. for Invoice Verification) Customers need to purchase additional third-party scan application Additional project and consulting costs and for integration of the third-party scan
solution with SAP Content Server and SAP R/3
- Customers are restricted to the SAP ECL (or EAI) - Viewer or an other third-party document viewer missing Open Text specific functionality like
• Notes, Annotations, Form overlay, etc.• Integration of MS Office documents• Email integration • Scanning
- No batch import interface / COLD
- No out-of-the-box solution for automated mass document import in SAP (e.g. for imports of large amounts of scanned documents)
Requires consulting partner support No product maintenance and no compatibility guaranteed
- No Rendition Management
SAP Content Server CharacteristicsBusiness Scenario Support
Slide 48Copyright © 1995-2005 Open Text Inc. All rights reserved.
Why ECM for SAP? Livelink ECM – Suite for SAP Solutions Livelink ECM – Enterprise Archive SAP Content Server
- What SAP recommends- Functional Overview- SAP CS and Filesystem
Summary
Agenda
Slide 49Copyright © 1995-2005 Open Text Inc. All rights reserved.
Most HSM systems provide sophisticated security and backup capabilities Some HSM systems allow optical archiving very high level of security Companies having an HSM system are able to reuse existing hardware
resources lower initial costs
SAP Content Server CharacteristicsFilesystem Storage
SAP Content Server supports filesystem storage. This allows to store SAP CS content on a HSM or other SAN system.
Slide 50Copyright © 1995-2005 Open Text Inc. All rights reserved.
Not designed to support large document filesThe combination of SAP Content Server and a HSM system is not designed to support large document files. The complete document has to be retrieved from the HSM system in order to access just a part of it. This results in long response times and bad performance on the client side
Performs bad with huge amounts of small documentsHSM system are designed to store large volumes of documents, but they perform bad with huge amounts of small documents. Many vendors as well as EMC recommend to package small documents in ISO images in order to improve the system performance. This requires an additional archiving system. SAP Content Server is not able to group files in packages.
No optimization for high-loaded environmentsNo optimization for high-loaded environments (e.g media change reduction). Livelink ECM – Enterprise Archive usually outperforms a HSM system in high-loaded environments
Not suitable as a long-term storage systemsHSM systems are not suitable as a long-term storage systems. Tapes and harddisk might get damaged. No migration support. No alternative access to documents. Backups are readable only by the same type storage system, etc.
Long response timesAccess requests to documents located on tapes (the preferred HSM storage media) especially on high loaded servers result in very long response times. This result in many cases in time-out errors on the client side and poor user acceptance.
No Rendition Management
SAP Content Server CharacteristicsFilesystem Storage
Slide 51Copyright © 1995-2005 Open Text Inc. All rights reserved.
Why ECM for SAP? Livelink ECM – Suite for SAP Solutions Livelink ECM – Enterprise Archive SAP Content Server Summary
Agenda
Slide 52Copyright © 1995-2005 Open Text Inc. All rights reserved.
Summary
LEA SAP CS
Long-term readability and accessibility
Rendition Management YES NO
Alternative Access to SAP data and documents
YES NO
Migration Support YES NO
Offline / Vault Management YES NO
Hardware abstraction YESManually on the
filesystem
Storage Reorganization YESManually on the
filesystem
Protection against data manipulation
Supported write-only storage mediaCR-ROM, DVD, DVD,
WORM, etc. indirect via filesystem
SSL and SecKeys YES YES
Checksums YES NO
Slide 53Copyright © 1995-2005 Open Text Inc. All rights reserved.
Summary
LEA SAP CS
Prevention of unauthorized access
Encryption of the stored data YES NO for Data Archiving
Secure Data Transport SecKey, SSL, TLS YES YES
Secure user authenticationthrough SAP and own for alternative access
through SAP
Audit of all activities YES NO for Filesystem
Administration tools YES Only for SAP DB
Securing evidence
Digital Signature YES ??
Digital Signature via the client interface YES NO
Time Stamps YES NO
Logging, Auditing YES YES
Slide 54Copyright © 1995-2005 Open Text Inc. All rights reserved.
Summary
LEA SAP CS
Security and performance
High Availability (Hot Standby) YES Only for Windows
High Security (Local Standby) YES NO
High Security (Remote Standby) YES NO
Intelligent archive managementStorage Media Optical, Harddisks,
HSM, EMC, HDS, etc.SAP DB, Filesystem
Logical Archives YES YES
Single Instance Archiving YES NO
Blob Store YES NO
Cache Server YES YES (no write-through)
Compression YES YES
Media Management YES Filesystem
Notifications YES ?
Slide 55Copyright © 1995-2005 Open Text Inc. All rights reserved.
Installation Size / Complexity
Pe
rfo
rma
nc
e
Livelink Enterprise
Archive
SAP Content Server
Summary
SAP Content Serveris missing many important features required to manage large and complex installations. This results in a decreasing overall performance.
Livelink Enterprise Archive is a as an long-term enterprise-wide document backbone. It provides a series of build-in functions to support companies over the time in line with the increasing size of the archive, new requirements and the installation complexity.
Slide 56Copyright © 1995-2005 Open Text Inc. All rights reserved.
DM
S
Gro
up
wa
re
legacysystemsSAP
KM
PL
M
SD
FI
Siebel,Microsoft,
etc.
Summary
Livelink ECM – Enterprise Archive
SA
P C
on
ten
tS
erv
er
SAP Content Server is:
usable in a SAP environment only.
not an archiving system and provides a low level of security and availability.
not suitable for storage of documents with a legal relevance.
Short-term storageof dynamic contentShort-term storageof dynamic content
Secure long-term storage
Secure long-term storage
ECMSolution
ECMSolution
Livelink Enterprise Archive is Secure!It is the best available solution to meet all legal requirements for secure and long-term storage of documents and meta data.
Livelink Enterprise Archive is Versatile!Customers are able to run LEA in a many different scenarios and environments!
Livelink Enterprise Archive is an ECM solution!Security, reliability, and the ability to run in many different environments make LEA a enterprise-wide document management backbone for all business related documents within a company!
Slide 57Copyright © 1995-2005 Open Text Inc. All rights reserved.
SAP Content Server is not an archiving system. It is missing important functionality to ensure secure, authentic, unaltered and long-term document storage, which is required to meet legal rules and regulations e.g for financial documents.
SAP Content Server is storage solution without additional components (like scan client) required to support complex customer scenarios. In opposite to this, Open Text is offering a complete product and solution suite. Open Text offering results in higher license costs, but lower project costs and maintenance efforts as well as in a much higher system security.
SAP Content Server is suitable to store dynamic content like marketing materials or knowledge management content. LEA is a high-available and high-secure solution required by companies for a secure long-term storage of business critical documents and information.
SAP Content Server is a SAP-only solution. There are no integrations with other legacy systems available. LEA is a ECM document repository and supports a variety of different leading enterprise applications.
Summary
Slide 58Copyright © 1995-2005 Open Text Inc. All rights reserved.