Processes in product development, manufacturing, and quality manage-ment are often highly complex and require the correct handling of a huge amount of information. Solutions from xft provide the best possible docu-ment management support for processes in the product lifecycle – both for series and make-to-order production.

SAP-Based Document and

Process Manage ment in Industry

Integrating your business processes

xft and GxPFor industries subject to strict regulations, xft solutions offer yet more advantages. Thanks to continuous logging and complete documenta-tion of the processes, all audit and compliance requirements are met. Fine-tuned release and control processes result in the greatest possible process security. And with xft sop manager, a standard solution for the administration and version management of standard operating pro-cedures is already available.

to manage the process as a whole, as well as its subprocesses. This way, everyone involved in the process have constant access to all infor-mation needed, and they can even see at what stage the process currently is.

Effi ciency and reliabilityThe xft solutions accomplish even more: They not only make processes transparent, but ac-tively guide users and offer them the best possi-ble support for completing their work. The sys-tem can handle multiple tedious routine tasks itself; with others that require examination or clearance, it ensures that all the specifi cations and deadlines are met – e.g. by drawing atten-tion to discrepancies and deviations or sending reminders. This not only means less work and more time saved for users, but also makes the process more effi cient and reliable as a whole.

Processes in product development and manu-facturing are often very complex and require the correct handling of a huge amount of infor-mation. At the same time, the quality demands on them are extremely high, as even tiny devia-tions or errors can cause immense follow-up costs. The quality and effi ciency of the process-es depend not least on how well the information is integrated into the process context and how it is used.

Documents become informationOne of the fi rst important steps is to provide all documents occuring in the process, from proj-ect planning lists through technical drawings and e-mails, centrally and in a structured form. However, to take quality and reliability one step further, it is crucial to tap the information con-tained in them and make it usable for process management.

And that is precisely what xft’s products and solutions for industry do. All information and documents that are relevant for the process are brought together in the SAP system and used

From Document Management to Information Management

ConstructionProduct Planning Quality Control Productionxft solutions for make-to-order production fo-cus on document and information management. Particularly in product development and confi g-uration, a huge amount of information is accrued that later, during the product’s lifetime, must be available to others within the company – for example, for assembly or maintenance. While the focus of a sales order fi le or a project fi le is on information about product development (specifi cations, feasibility studies, test results, check logs, technical drawings, material mas-ters, bills of material etc.), the knowledge about the actual end product is gathered in the equip-ment fi le. The equipment fi le not only shows the delivery status and necessary information for sales, but also documents all changes that have been made within the scope of maintenance and repair work.

xft for Make-to-Order Production

Sales Order File

Features

While solutions for make-to-order produc-tion document and integrate the entire prod-uct lifecycle, xft solutions for series and mass production focus on three particularly critical processes: the management of development projects, change management, and the produc-tion part approval process. All three have, on the one hand, extremely high quality demands; on the other hand, they involve an often con-fusing fl ood of documents and information. The xft solutions merge all relevant information and provide it at the place where it is needed; they trigger process steps when all previous steps have been executed and all conditions have been met; and they ensure that all neces-sary tests and quality standards are adhered to at all times. Thanks to the integration of web interfaces and collaboration platforms such as SAP cFolders, cooperation with process partners beyond the company’s own SAP system (for ex-ample, suppliers) becomes straightforward.

xft for Series and Mass Production

Process support » Active guidance through standard processes for recurring tasks and

processes with high quality criteria » Ad hoc workfl ows for individual, situational processes possible » Inspection and release workfl ows for fi les, parts of fi les, and

individual documents » Assignment of tasks via SAP workfl ow and e-mail » Deadline monitoring and status display for tasks, processes,

subprocesses » Document creation in Microsoft Word directly from the process,

based on templates and text modules (xft document composer)

Quality assurance and compliance » Seamless logging of all changes to the fi le and to the contents of

the fi le » Note functions at fi le and document level » High degree of fl exibility in defi ning processes for meeting

customer needs, market demands, and legal requirements » Dual control workfl ow and release cycles with digital signature are

possible

Technology » All xft solutions are completely integrated into the existing SAP

system landscape; no additional infrastructure is necessary » Several PLM and application systems can be connected to one xft

installation » Seamless integration with the SAP modules (QM, MM, PLM…) and

existing SAP applications » Direct access to data and objects that already exist and to all

relevant SAP transactions » Consistent, modular structure, resulting in high extensibility,

product stability, and maintenance reliability

The fi le as a hub of information » Structured fi ling and provision of documents » Context menus for functions in fi le folders and documents » Dynamic fi le: fi le structure and context menus expand

automatically when the process progresses » Comprehensive integration of external data sources; e.g. CAD,

archives, e-mail, Offi ce, Windows fi le system » Numerous opportunities to collaborate beyond SAP system

boundaries (SAP cFolders, SAP Interactive Forms by Adobe, web-based access to processes)

Production Part ApprovalProduct Development Engineering Change Management

PPAP File according to VDA2

xft in Industry: SAP-Based Document and Process Management

SAP IntegrationAll xft solutions are seamlessly integrated into the existing SAP infra-structure. This means that all information and documents are available centrally and from any location – and there’s no need to synchronize. Existing SAP data, objects, functions, and authorizations can be used immediately. At the same time, tools are available for easily integrating external data sources, such as CAD, e-mail, or documents from Windows fi le system, so that users don’t have to leave the comfort of their familiar working environment.

FlexibilityAll xft products and solutions aim for a high level of standardization and at the same time at the greatest possible openness and fl exibility in shap-ing the process contexts. xft’s process schema offers substantial freedom in defi ning the standard processes, to optimally conform them to the rel-evant quality criteria. For collaboration with external parties, such as ven-dors, a whole host of different options are available for exchanging data, including SAP cFolders and SAP Interactive Forms by Adobe.

Process SecurityThanks to the dynamic fi le, whose structure and context menus expand as the process continues, users can always see the current stage of the pro-cess at a glance. Deadline and status monitoring ensures that all tasks are completed reliably and on time. And as all process steps and all changes to the fi le and its contents are documented, not only the running process is made transparent, but it can also be traced completely in retrospect.

xft in IndustryHighlights

© xft GmbH, November 2015.Subject to change without prior notice. All rights reserved.

About xft

Who we arexft is a growing SAP partner company special-izing in the integration and optimization of business processes in SAP. We create our own software products based on SAP NetWeaver and complement them with individual, customer --specifi c solutions. Our SAP expertise and our solid technical and industry knowledge attract a range of customers from medium-sized compa-nies to international publicly traded companies in almost every industry sector.

What we doWe provide a central access point to all relevant business and process information (documents, e-mails, or electronic records), fully integrated within the process context. Our products in-clude all types of record management solutions, from digital personnel fi les, invoice manage-ment and contract management to project and change management in production. In the back-ground, xft basic components manage business processes and maintain connections with other systems.

What makes us specialxft distinguishes itself through its close rela-tionship with SAP, in terms of expertise, loca-tion, and professional ties. The founders of xft worked in the major development departments of the Walldorf-based software giant for many years. As an offi cial SAP partner, we offer so-lutions directly within the SAP context. Many well-known sales and implementation partners include xft products in their solution portfolios.

xft GmbHAltrottstr. 31 | 69190 Walldorf | GermanyPhone +49 6227 54555-0 | Fax +49 6227 54555-44info@xft.com | www.xft.com