Department of Finance and AdministrationOffice of the Mississippi Management and Reporting System

14 December 2011

SAP SRM 7.0Records Management

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AGENDA1. Workshop Ground Rules

2. Workshop Guiding Principles

3. Workshop Objectives

4. Workshop Agenda in Detail

5. Workshop Roles

6. Workshop Content

7. Workshop Wrap-up

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All participants should be familiar with the requirements and the topics to be covered;

The workshop scribe is responsible for documenting the parking lot issues and follow up questions;

The workshop facilitators are responsible for keeping the discussion centered on the topic being discussed. If an issue is determined that cannot be resolved during the workshop, the facilitator will note the issue for future resolution and enter it into the workshop output document; and

Parking of discussion item if the required knowledge is not in the room.

Workshop Ground Rules

Workshop Guiding PrinciplesWorkshop Participant

– Demonstrate how requirements are met using Standard SAP functionality

– Utilize standard SAP functionality (80/20 rule)

– Avoid the “what won’t work” mindset

– Be attentive and open minded

– Explore questions and answers

– Encourage input from other participants

– Refrain from absolutes and mandates

– Focus on current issue being discussed

– Avoid “war stories”

– Manage cell phone, pagers & interruptions

– Keep the conversations to one at a time

Essential to dos:• Review Business Process

Model• Update/Create process Flow

Diagrams• WS Output Documents

• Identify RICEFW Objects• Solution Manager:

•Create Business Blueprint documents

• Identify Issues and Risks

Workshop Objectives

Overview of Records Management Demonstrate Manual Upload of Document Identify Potential Users of Records Management Introduce Concept of Electronic File Structure

Workshop Key Decisions Confirm Record Types Snapshot Usage Unique Attributes to be captured Triggers identified for Records Creation

Workshop Agenda

Date

Topics

Deliverables

Team Logistics

12/14/2011

Overview Records Management for Procurement for Public Sector What is a Record? Record Attributes Record Content Structure Accessing Records Inserting Documents Manually Use Case Examples

Workshop Minutes

Blueprint Workshop - Roles

SAP Facilitator Jon Sanford, Wayne Liu

Customer Facilitator

Carlos Galloway, Shelley Walker

Scribe Jack Ladhur

OCM Tammy Waltman

A successful workshop is the result of interaction and participation!

Records vs. Management?

Records Management for PPS/SRM

Use cases

Definition

Records Management for PPS/SRM

Use cases

Definition

What is Records Management? Records Management is a generic process management platform included in SAP

A Record is a collection of systemic information referring to a specific business context, process or landscape entity

Records Management replaces paper records with digital records based on electronically stored documents. The contents of the record are displayed in a strictly or loosely defined record structure.

Default Content of Electronic Records – Service provider

Material

Invoice

Personnel

Contact

Business Objectsfrom SAP and

Non-SAP systems

Notes

DesktopDocuments

andTemplates

BusinessApplications

BusinessReports

Web ContentScanned

Documents

ProcessInformation

Records Management for PPS/SRM

Use cases

Demo 1

Definition

Records Management with SAP Procurement for Public Sector

For each of the following SRM procurement documents, an electronic record can be created in Records Management (corresponding Service provider exist):

Shopping Cart

RFx

Contract

Purchase Order

RM Creation of Records

Creation of records

The records are created automatically

It is configurable when a record is created

The trigger for record creation is usually based on the status of the procurement document

For example, a contract record can be created when the procurement document is released

View of a record (example: PO record)

View of a record – content structure

Name of record

Link to SRM doc.

Snapshot of SRM doc.

Links to related records

Id of related SRM doc.

Structure nodes

View on a record –attributes (II)

Detail view of record attributes

Accessing records via search

Search Attributes are configurable

Accessing records from favorites and history

Accessing records via navigation between records

Accessing records from SRM business document

Accessing Records from ERP Purchase Requisition

Double-click to display record in RM

Accessing SRM documents from Records Management

Double click on a record element

Accessing ERP Purchase Requisition from within a record

Double click on a record element

Goods receipts and invoices etc. work

analogously

Inserting documents into Records manually

Records Management for PPS/SRM

Use cases

Demo 1

Definition

Contract Management with Records Management ~ Overview I

SAP ERPSAP SRM

VendorMasterShopping

Cart

Sourcing

SAP Records Mgmt.

Purchase OrderRecords

Create RFx

Award

Create Contract

Bid InvitationRecord

GR/IR in PO record

Contractrecord

Paper

DecentralContract

Call – offs/Quotations

Doc

umen

t Man

agem

ent S

yste

m

SAP BI

DiverseReports

Contractdistribution

Vendor Evaluation

VendorEvaluation

Scanning

PO/GR/IR

BIReporting

Other Reports...

VendorRecord

Digital Documents

URLs

PurchaseOrders

Contract Management with Records Management ~ Overview II

SAP Records Mgmt.

Paper Records

Doc

umen

t Man

agem

ent S

yste

m

ControllingReports

Scanning

BIRecords

LogisticsReports

Digital Documents

URLs

SAP System

ArchivedContracts

MS Office Documents

ResearchContent Access

SAP System

Content Access

TREX

Workflow

Workflow

optional

MessagingAlerting

TransactionalSAP Data

SAP BI

Workshop Objectives

Overview of Records Management Demonstrate Manual Upload of Document Identify Potential Users of Records Management Introduce Concept of Electronic File Structure

Workshop Key Decisions Confirm Record Types Snapshot Usage Unique Attributes to be captured Triggers identified for Records Creation

Let’s verify that we are on the same page…

Clarify any Strange Jargon

Validate Parking Lot Items

Record Key Decisions

Wrap-up

Questions

Plus/Delta+’s

What worked well today?

• ∆’sWhat can we improve for future meetings and project

activities?

Thank you!

MAGIC Project WORKSHOP MINUTES/OUTPUT DOCUMENT

PROJECT IDENTIFICATION

Project Name CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other)

MAGIC Implementation

Customer Name Customer Number Planned Start/Finish

State of Mississippi 600260

SAP Customer Partner Project Sponsor Program Manager

SAP Project Director Customer Project Director Partner Project Manager

Bill Bevil Becky Thompson

GENERAL INFORMATION Workshop Title PRO-23 RECORDS MANAGEMENT Workshop Facilitators Wayne Liu, Jon Sanford, Shelley Walker, Carlos Galloway Process Owner Scribe Jack Ladhur / Aaron Stein

ATTENDEES Name (including Role/Organization) Jeanette Crawford- ITS Anthony Hardaway- ITS Shuntel Taylor- MSH

Charlotte Robinson - MDWFP Willie McAfee- MDE Catherine Gillispie- EMSH Madeline Morris- MDE Tina Wilkins- ITS Donna Hales- MDE Terri Ashley- MSPB Ross Campbell- DFA/OPTFM Brad Ware- MDEQ Lampton Harry- MDRS Richard Rogers- DBCF April Sanderson- MDRS Sonya Toaster- MDPS Shauna White- DFA/OFM/BFC Tina Smith- DBCF Margaret Jordan- DFA/OFM Lance Fulcher- DFA/OPTFM Phil Cumberland- MCCB Judy Miller- DFA Mark Hayden- MDOT Paula Conn- ITS Retha Gregory- MDOT Milo Crabtree- DFA/OPTFM Bonnie Sides- MDOT Warren Williams- MSH/DMH Leslie Smith- DMH

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KEY DECISIONS ANSWERED REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT

Snapshots will not be used. Trigger point for records management for shopping carts and PO’s will be on “released status”

Trigger point for records management for contracts and RFx’s will be on “Hold status” (on save)

ID GAPS IDENTIFIED OWNER DUE DATE 01 02 03 ID ACTION/PARKING LOT ITEM OWNER DUE DATE 01 AI – What is FOIA attribute for – Validate if this is for freedom of

information act? Wayne Liu 1/6/2012

02 AI – Need to confirm that the search parameter in RM goes down to line level to meet State of MS auditing requirements such as Fund, Cost Center etc.

Wayne Liu 1/6/2012

03 AI – Check if download capability is available in RM. Wayne Liu 1/6/2012 04 AI – Need to identify standard attributes available to see if additional

attributes should be added to standard settings. Wayne Liu 1/7/2012

05 AI – Follow up and determine how Controlling Agency such as ITS, OPTFM, have access to all records that they have purview over.

Security Action Items

AI –Need to determine how we will control / restrict access in records management so that they cannot access other agency records.

Wayne Liu 1/11/2012

06 PL - Can current database for Services be integrated with Records Management? Need to understand requirements for that and follow up with Terri Ashley

Wayne Liu 1/08/2012

07 PL - Where will MATA requirements be met? Transparency information will not be reported out of the RM component of SAP.

Wayne Liu 1/13/2012

08 PL – Discussion on retention with respective interested parties still needs to take place.

Brenda Benson

1/9/2012

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ID ORG CHANGE MANAGEMENT (OCM) IMPACT IDENTIFIED CROSS TEAM IMPACT 01 02 03 04 05 06 07 08 09 10