SAP DOCUMENT MANAGEMENT SYSTEM Configuration Pack Published by Team of SAP Consultants at SAPTOPJOBS Visit us at www.sap-topjobs.com Copyright 2005-06@SAPTOPJOBS All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form, or by any means electronic or mechanical including photocopying, recording or any information storage and retrieval system without permission in writing from SAPTOPJOBS
Transcript
SAP
DOCUMENTMANAGEMENT
SYSTEM Configuration Pack
Published by Team of SAPConsultants at SAPTOPJOBS
Visit us at www.sap-topjobs.com
Copyright 2005-06@SAPTOPJOBS
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, ortransmitted in any form, or by any means electronic or mechanical including photocopying,recording or any information storage and retrieval system without permission in writing fromSAPTOPJOBS
Document Management System will enable you to achieve
• Avoid data redundancy, maintain consistency of data, andminimize the workload involved in entering and updating yourdata.
• To exchange data quickly and securely. You can access your datadirectly using electronic search tools, or find documents usingknown parameters.
• Search for and display documents (original application files). Byreducing access time and the workload involved in routine tasks,you can lower your costs considerably.
• You can use document distribution to distribute documents thatare managed in the document management system (DMS).
Example to Document Management System: -
• Example 1
In the design office, document management can be used to managedrawings. All design drawings can be linked to material masters.Using classification functions, you can search for an assembly.
• Example 2
Companies that process complex documents can use documentstructures to organize these documents. All documents and textsthat are logically connected can be grouped together in onedocument structure.
• Example 3
A routing will contain the sequence of operations formanufacturing a product.Documents can be allocated to the operations in a routing asproduction resources/tools. These documents may be used, for
example, to describe the specifications of a product, or to storeinspection requirements.
Friends,
We shall discuss about the document management system,Engineering Change Release and a case study of documentmanagement system.
2.Define Number range
BACKGROUND
This configuration setting enables to define number range tothe Document Type.
Every document generated in SAP should have uniquedocument identification. Number range can be external orinternal. Both the number range has to be defined.
SCENARIO
Define number range to the document type EXI.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControlDataàDefine Number Ranges for Document numbers
Click
Click
Click to add new number range
Field name Field value and descriptionNo Serial number indicating the
number range sequence. E.g.01 indicates the firstsequence.
From Number from which thissequence should start. E.g.00000000000000000001indicates the starting numberas 1 to this sequence.
To Ending number to thissequence. E.g.00000000000000999999indicate the ending numberrange to this sequence.
Current number Current running numberautomatically updated by thesystem.
Ext. Tick in this check box willindicate this as an externalnumber range.
Click
Click
Note: - Number ranges can be maintained directly in theproduction system.
Click two times till you reach the main configuration menu
3. Define Laboratories and Designoffice
BACKGROUND
This configuration setting enables to define the personresponsible for design office.
In this step, you can define which laboratories/design officesor which persons/groups of people are responsible for specificdocument info records.
You can then use the entries you define when maintainingdocument info records.
SCENARIO
Define laboratories and design office.
INSTRUCTION
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàGeneralDataàDefine laboratories/design offices
Click
Click
Field name Field description and valueLaboratory/office Identification number to
indicate the design office orlaboratory office.
Text: Lab./engineering office Description to theidentification number toindicate the right laboratory ordesign office.
Click
Click to reach the main menu.
4.Define Characteristics
BACKGROUND
Characteristics are the master data used to capture theproperty of the document for easy identification whilesearching the document.
Example: - Document has to be identified according to
• Its dimension A3, A4 or A0
• Whether it is drawing or instruction
• Manufacturing unit to which it is intended
Above classification of document is achieved through the classand characteristics.
Important steps involved are:-
a) Characteristic for each property of the document will becreated.
b) Class with class type 017 will be created.
c) Above created characteristics and class will be linked
d) Class will be assigned with the document type.
SCENARIO
Create Characteristics to define manufacturing unit.
INSTRUCTION
Follow the Menu Path: SAP Easy Access à Central functionàDocument Management System à Environment àClassification à Master Data à CT04 - Characteristics
Double Click Characteristics
Enter Characteristic name as MFG_UNIT
Click
Field name Field description and valueDescription Description of the
characteristics. E.g.Manufacturing Unit
Status Status of the characteristics.E.g. Released to indicate it isready for use.
Data Type To indicate the type of datathis characteristics is going to
be carried. E.g.Characteristics can hold anyalphabet values.
Number of chars Number indicating thenumber of character a value ofthis characteristic cancontain.
Click tab screen
Note: - Maintain the description in additional language ifrequired.
Click
Enter the values if anything is to be predefined as possibleentries during the transaction.
Click
Note: - Normally nothing to be maintained in this screen.
If the values are defined in the value screen and that is to bedisplayed during the transaction to select value tick the checkbox of .
Click
Enter the class type if this characteristic is to be restrictedonly to a particular class type.
Click
Message will appear at the bottom.
Note: - Create the required characteristics as explained above.
5.Define Class
BACKGROUND
Class is the master data. It is the carrier of characteristics.Class is mainly identified by its class type.
There are different class types available in SAP to achievedifferent purpose.
Example: -
Class type 022 will be used for batch managementClass type 300 will be used in variant classificationClass type 017 will be used in Document Management System
With the class type, the appropriate class will be referredduring the appropriate transaction in SAP.
SCENARIO
Create class “Document_Search” of class type 017 to be usedin Document Management System.
INSTRUCTION
Follow the Menu Path: SAP Easy Access à Central functionàDocument Management System à Environment àClassification à Master Data à CL02 - Classes
Double Click Classes
Enter Class as “Document_Search”
Class type as 017 to indicate it as a Document Class
Click to create the class
Field name Field description and valueDescription Description of the class. E.g.
To search document in DMSStatus Status of class.
E.g. ReleasedValid from Date from which this
classification is valid.E.g. 18.02.2006
Valid to Date up till this classificationwill be valid.E.g. 31.12.9999
Click to maintain the value for searching
Enter “DMS Search”
Click
Enter the characteristic. E.g. MFG_UNIT
Click
Message “ ” will appear atthe bottom.
Note: - Assign the all created characteristics to the class asexplained above.
6. Define Document Type
BACKGROUND
This configuration setting enables to define Document Type.
Every document in Document Management System will beidentified with the document type.
Document type configuration defines the performance of eachdocument type while creating document info record.
Document type defines
• Number range
• Field selection
• Class to be used
• Objects (material master, purchase order) which can belinked to a document type.
SCENARIO
Create and define new Document type EXI.
Note:-
Standard Document types available with SAP are sufficient.However any new document type can be created.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControlDataàDefine Document Type
1. Click
Click to create new document type EXI
Field name Field description and valueUse Kpro Indicator controls that the original files
are stored in defined storage systems(content repository) via KnowledgeProvider.
Assigning of RevisionLevel
This indicator shows that a revisionlevel is automatically assigned to adocument the first time the documentis release with reference to a changenumber.
Version Assignment This indicator controls automaticassignment of document versions
Archivingauthorization
This indicator shows that originalapplication files for a document inforecord of this document type can bearchived.
Change Documents Indicator: when you change thedocument, a change document iscreated.All field entries are then logged.
Internal NumberRange
Number range to be assigned internally(automatically) when creating thedocument info record.
External NumberRange
Number range to be assignedexternally (manually) when creatingthe document info record.
Number Exit Program that controls numberassignment and version numbering fordocuments. Leave the entry as it isavailable in the standard SAP.
Version No.Increment
This key controls the increment fordocument version numbers.
Class Type Uniquely identifies the class type. SAPInternal program refers to the classtype and performs accordingly.
Class Name used to uniquely identify a classwithin a class type.
Define Work StationApplication
Workstation application that is set asdefault when creating an original filesand its additional files.
To indicate the file application. E.g.WRD to indicate word document.
Below explained fields are for the field selection control:-
Class Data This indicator modifies the fields Classand Class type on the Basic datascreen for the selected document type.
It also controls the navigation functionExtras -> Classification while creatingthe document.
Select the appropriate sign to make itmandatory (+) or hide (blank) or onlydisplay (*) or optional (-).
Hierarchy indicator Field to assign Document hierarchy.I.e. to assign one document underanother document.
Document Status Indicator, which modifies the fieldDocument status on the Basic datascreen for the selected document type.
DocumentDescription
Description of the document.
User Field where the User who created thedocument info record will bemaintained.
Authorization group Field To define the authorization groupfor each document info record.
Lab office Field to indicate the laboratory officeinformation in the document inforecord.
Change Number Field to indicate the EngineeringChange Number. Through this numberchanges can be traced and changescan be effected from particular date.
CAD indicator Field to mention the CAD details.Superior document Super document information can be
maintained in this field. Likeestablishing link with another relateddocument.
WS application 1 & 2 Work station application 1. to mentionthe work station application like wordor excel while creating the documentinfo record.
CM Relevance Field to indicate the relevancy to the
change management.
Note: - Make the field selection according to the businessrequirement. If any field is not related to the businessrequirement, leave it as it is.
Symbol Meaning
Blank Hide+ Mandatory Entry* Only Display- Optional
Impact of this configuration in Master Data /Transaction
When creating document, type of document must bemaintained.
Document type determines the controls to that document typeas defined in this configuration setting.
7.Document status description
BACKGROUND
This configuration setting enables to define Document Statusdescription.
Document status enables to control the viewing of documentby the user.
SCENARIO
Create new Document status description to meet the belowrequirement.
Initial Creation status
Preliminary Release
Final Release
Locked
Obsolete
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControlDataàDefine Document Types
Click
Double click
Click
Click
8.Document Status
BACKGROUND
This configuration setting enables to define Document Status.
Document status enables to control the viewing of documentby the user.
Example:-
Document with status OBSOLETE can be restricted fromviewing.
Only document with RELEASED status can be allowed to beviewed.
SCENARIO
Create new Document status to meet the below requirement.
Initial Creation status
Preliminary Release
Final Release
Locked
Obsolete
It should be possible to LOCK document after Preliminaryrelease or after Final release status.
It should be possible to OBSOLETE the document after theLOCKED status.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControlDataàDefine Document Types
Click
Select the document type EXI
Double click in the left side.
Click
Screen shot of Status: - Work Request (Initial status)
Field name Field description and valueDocument Type Part of the document key, which
categorizes documents according totheir distinguishing features and theorganizational procedures which resultfrom them.
Enter the document type to which thestatus is to be defined.
Document Status Key which represents the documentstatus.
Status Text Text describing the status.E.g. This field will appear as noneditable key, on pressing the enter key,text will appear.
Object Check This indicator checks the availability ofthe assigned object while creating thedocument info record. E.g. if you entera Material master to assign adocument, system will check theexistence of the material master codenumber in the system.
Release flag This indicator determines that adocument with the document status isreleased for other enterprise processes.
Complete for Engg.Change Management
This indicator shows that a documentwith this status is effectively"completed" for engineering changemanagement purposes.
Distr.Lock Tick in this check box indicates thatthe document is not allowed to bedistributed in this status.
Field Selection for LogField
Indicator which determines how the logfield is processed for documents of thiscombination of document type anddocument status.
Dot “.” Indicate this as an optional toenter the log to this status.
Status type Indicates the initial status or thesecondary status.
Previous DocumentStatus 1
Status defined as previous status forthe document status of the entereddocument type.
Previous DocumentStatus 2
Status defined as previous status forthe document status of the entereddocument type.
After completing the above entries,
Click
Click
Click
To create another new status click andfollow the steps explained above.
Similarly other STATUS screen shots are as below
Screen shot of Status: - Preliminary Release
Screen shot of Status: - Final Release
Note: - Previous document status indicates that the presentstatus FR can be assigned to the document of document typeEXI, after the defined previous document statuses.
Note: - to assign the status SP as Prev.2, first save the presentstatus, go out of this screen and come back again then it willallow to assign this status.
Screen shot of Status: - LOCKED
Note: - Previous status IA and FR indicates that the statuslocked can be assigned to the document when the documentstatus is IA - Preliminary Release or FR – Final Release.
Screen shot of Status: - OBSOLETE
Note: - Status Obsolete can be assigned to the document onlywhen the document status is LOCKED.
Finally the status screen will look like as below.
Impact of this configuration in Master Data /Transaction
For each document status, system will perform as per theconfiguration setting done here.
9.Define Object Link
BACKGROUND
This configuration setting enables to define Object Link.
When creating the document info record, it is to be mentionedto which object this document can be attached.
Example: -
When creating a document info record to a drawing, it can bementioned in the document info record whether this drawingis to be assigned to the
Material master – to be viewed in material master orduring production order or processorder processing.
Equipment -- to be viewed while displaying theequipment or while processing themaintenance order.
SCENARIO
Define object link to the document type EXI to assign
Material master
Document Info Record
Production Resource Tool (PRT)
BOM Header
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControlDataàDefine Document Types
Click
Select the document type EXI by pressing the grey box in theleft.
Double click in the left side
Click
Field name Field description and value.Document Type Part of the document key, which
categorizes documents according totheir distinguishing features and theorganizational procedures which resultfrom them.
Object Database table of the master recordthat is linked to the document. E.g.MARA to indicate the material mastertable.
Screen No. Screen number defined by the SAPsystem.
When new versionCreate Document Sets how a new document is created
while processing the master data of anobject (such as material).
Document version1:n ratio Tick in this check box will control
assigning more of a specific documenttype to one object. If this check box isempty you can assign one documenttype to more objects.
Deletion block Tick in this check box will not allow todelete the when it is linked to an SAPobject.
Click
Object description will appear automatically.
Note: - object is the table name and the screen number has tobe assigned to each object. By pressing F4 in the object fieldpossible entries will be displayed.
Few more objects are shown here for your ready reference.
Similarly other Objects screen shots are as below
Screen shot of Object: - Document Info. Record
Screen shot of Object: - Production Resource Tool (PRT)
Screen shot of Object: - BOM Header
Finally the Object link screen will look like as below.
Impact of this configuration in Master Data /Transaction
While creating the document info record, document can beassigned to
Material master
Production Resource Tool
BOM Header
10. Define Data Carrier
BACKGROUND
This configuration setting enables to define Data carrier.
Data carried setting defines the device to be used to displaythe original application files.
Using knowledge provider, original application files can bestored in a server or front end computer.
Define data carrier to use the server or front end computer todisplay the document.
SCENARIO
Define data carrier to the document type EXI to displaydocument in the front end computer.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàGeneralDataàDefine Data Carrier
Click
Click
Double Click “Define data carrier type server and front endcomputer”
Click
Field name Field description and field valueData carrier type This key assigns the data carrier for
original application files or the user'sfront-end computer to a group of datacarriers or to any server.E.g. Enter PC
Description Description of the data carrier.E.g. Data carrier front end and server
Online Indicator This indicator shows that a datacarrier of this type can be accessedonline. In other words, the data carrier
is directly connected to the system inwhich you process data.
Click
Select the line PC data carrier type by pressing the grey box inthe left
Double click
Click (Data carrier DEFAULT) will appearautomatically.
To add any other specific computer with host name throughthe menu path Edit à New entries from the top of the screen.
Note: - If the content server is active, server name can bereferred here as a data carrier.
Field name Field description and valueData carrier Name of the data carrier on which the
original application file is saved.Maintain DEFAULT to indicate thedisplay of data in the front end system.
For computers with a standard installation (forexample, Windows NT operating system), do notmaintain the system variable "HOSTNAME".
By making a “DEFAULT entry here, you can identifyall standard computers for which no "HOSTNAME"variable has been maintained.
Choose Default entry.The system creates a DEFAULT entry that is valid forall computers without the system variable"HOSTNAME".This means that you do not have to maintain an entryfor each front end computer.
Note for computer with system variable"HOSTNAME"
The system does not take the DEFAULT entry intoaccount for these computers.
Data carrier type This key assigns the data carrier fororiginal application files or the user'sfront-end computer to a group of datacarriers. E.g. Enter EX the data carriertype defined above.
Description Description for the data carrier
Double Define data carrier for external DMS
This is required if the document type is not using Kpro.
Click
Field name Field description and valueType This key assigns the data carrier for
original application files or the user'sfront end computer to a group of datacarriers.E.g. EX
Description Description to the type.E.g. External DMS
Online Access This indicator shows that a datacarrier of this type can be accessedonline. In other words, the data carrieris directly connected to the system inwhich you process data.
Select the line EX by pressing grey box in the left.
Double click Define External DMS
Click
Field name Field description and valueData carrier Name of the data carrier on which the
original application file is saved.Maintain INTERNET to indicate thedisplay of data in the front end systemwith external system.
Data carrier type This key assigns the data carrier fororiginal application files or the user'sfront-end computer to a group of datacarriers.E.g. Enter EX the data carrier typedefined above.
Description Description for the data carrier.E.g. Internet application
Impact of this configuration in Master Data /Transaction
Data carrier defined here will be used during the originalapplication file display through document info record.
11. Maintain Storage system
BACKGROUND
This configuration setting enables to define storage system.
This will be used as a storage data for the original files.
This storage system is used by the documents which are usingknowledge provider in the document type. ( Use Kpro tickcheck box).
SAP Data base and HTTP server can be defined as the storagesystem.
SCENARIO
Define storage system.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàGeneralDataà Settings for Storage System à Maintain storagesystems
Click
Click
Click
Field name Field description and valueContent Rep. Name to identify the content
repository.E.g.Z_TEST_STORAGE_REPOSITURY
Description Description to identify therepository details.E.g. DMS Storage for EXI testing
Document Area Area where the documents arestored.E.g. Select DocumentManagement System
Version no. Version identifying the contentserver. Check with your versionnumber. E.g. Here it is 0045
Contents table Table in the R3 data base wherethe original files will be stored.
Click
Click
Note:-
To define the content server as the storage system, please findbelow the screen shot where the relevant information has to becompleted with the help of BASIS team to your setup.
Content Rep.—can be maintained as explained above for R3data base
Description – As explained above
Document Area – as explained above
Storage type – HTTP content server
Version no. = your content server version number
HTTP server = Your HTTP server
Port Number = your server port number
HTTP Script = Your own data
Below screen shot shows the completely configured contentserver details.
12. Maintain Storage category
BACKGROUND
This configuration setting enables to define storage category.
This will be used as a storage category for the original files.
This storage category is used by the documents which areusing knowledge provider in the document type. ( Use Kprotick check box).
SCENARIO
Define storage category.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàGeneralDataà Settings for Storage systems à Maintain storagecategory
Click
Click
Click
Maintain the entry as shown above.
Click
Click
Normally it is suggested to copy from the standard entry.
Select DMS_C1_ST
Click
Enter the category as ZDMXEXI
Click
Click
Impact of this configuration in Master Data /Transaction
While creating the document info record, to check in thedocument (i.e. to store the document in a secure area) thisstorage category will appear)
After mentioning the file name and path, click (Check inOriginal)
13. Define Work Station Application
BACKGROUND
This configuration setting enables to define Work StationApplication.
Work station application definition helps to indicate the type offiles which can be displayed using document info record.
Authorization to restrict the type of files also can be controlled.
SCENARIO
Define work station application to the document type EXI.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàGeneralDataàDefine Workstation Application
Click
Click (only to create new entries), Now let’s discuss theexisting entry.
Select PDF line by clicking the grey box in the left
Click
Field name Field description and valueWork StationApplication
Key for a workstation application.E.g. PDF to denote PDF files.
Description Work station application descriptionArchiveidentification
Key used to uniquely identify thearchive in which the originalapplication files processed and finallyarchived with this application arestored.
File suffix forapplication
File format for a temporary filecreated by the system for processing
original application data which hasalready been archived.
StartAuthorization
Indicator: the application can bestarted. This will enable the user toview the original application PDF file.
Additional files Can maintain additional files for adocument type.
ContentVersion
Indicator sets the scope for theoriginals model for the workstationapplication. It defines that a contentversion can be maintained.
Double click Define workstation application in network.
Click (to create new entries), let’s discuss the standardsettings.
Select line PC
Click
Field name Field description and valueData carriertype
This key assigns the data carrier for originalapplication files or the user's front-endcomputer to a group of data carriers.
Path withprogramname
Path and program call for the workstationapplication to be started from the documentinfo record for processing original applicationdata.Usually, the application is installed under thispath on all front end computers of the selecteddata carrier type. Keep SAP settings as it is.
Impact of this configuration in Master Data /Transaction
This configuration defines work station application andenables to display the file.
14. Define Revision Level
BACKGROUND
This configuration setting enables to define Revision Level.
Revision level is used to identify the changes incurred to thedocument.
Sequence of revision level in which it is to be assigned to adocument can be controlled.
Note: -
• Once revision level assigned can not be changed
• Each revision level can exist only once within thesequence.
SCENARIO
Define Revision level.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-ApplicationComponentsàDocument Management SystemàControl DataàDefine Revision Level
Click
Click to create new sequence.
Enter sequence number and Revision Level
Click
Sequence, which will be selected while creating the document
Revision Level number will be assigned for the selectedsequence.
Impact of this configuration in Master Data /Transaction
Revision level defined here will be used in transaction.
With the above DMS related settings, one should be able toconfigure the system according to the business blue print.
15. Document distribution: -
Document once created or changed and put in to the rightstatus, it has to be distributed to the relevant users among theorganization.
Above requirement of document distribution can be achievedthrough the work flow. However work flow consultant will beable to help in setting up the document distribution with veryleast effort using the standard SAP settings.
However, document distribution will inform the document inforecord details to the user so as to enable them to look into theoriginal document through document info record.
16. Engineering change Management
Engineering Change Management can be used to changevarious aspects of production basic data.
Example
BOM
Task lists materials
Documents
Above master data can be changed with history (effective fromspecific date).
A change with history has the following distinctive advantages:
• It takes effect under precisely defined conditions(precise date.
• The changed object is saved twice: in its state beforeand after the changes.
• A change master record controls and documents thechanges.
17. Setup control Data
BACKGROUND
This configuration setting enables to define control datarelevant for change management.
Control data defines
Released for costing purpose
Released for planning
Released for production
Revision level
Release key activation
Note: -
This is the essential configuration setting related toEngineering Change Management with Release key.
SCENARIO
Define control data.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-Application componentsàEngineering Change Management à Setup control Data
Click
Field name Field description and valueRevision LevelActive
This indicator shows that functionsfor maintaining revision levels areactive
Higher RevisionLevel
The next revision level assignedfrom the defined sequence ofrevision levels must be higher thanthe previous revision level
assigned.Revision LevelAutomatic
Indicator that controls theautomatic assignment of revisionlevels by the system.
Release active Indicator that determines that youcannot release changes withreference to a specific changemaster record until after a releaseprocedure for subsequent workareas. E.g. One change numberused to change / Create BOM data,can not be used to change / createanother material BOM data.
Global Release This indicator locks a changenumber that has a release key withthis indicator set for it.
Release forcosting
Does the same function as theprevious one
Release forplanning
Does the same function as theprevious one
Release forproduction
Does the same function as theprevious one
Date check This indicator determines that thesystem checks the time periodwhen changing the record.
Warning timein days
Number of calendar days definingthe protected time period. Anychanges done within this timeperiod, system will provide thewarning message.
Error time indays
Number of calendar days definingthe protected time period. Anychanges done within this timeperiod, system will provide theError message.
Error messageonly
All messages related to changingthe master record in a protectedtime period will be an Error
message.ObjectMaintenance
Tick in this check box will enableto change the object directly in thechange master record displaymode.
Assignalternative date
Tick in this check box will allow tomaintain the alternate effectivedate while creating the changemaster record
Click .
18. Define Release key
BACKGROUND
This configuration setting enables to define Release key.
SCENARIO
Define control data.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-Application componentsàEngineering Change Management à Release key à DefineRelease Key
Click
Click only to create new entries.
Field name Field description and valueRelease key Number identifying the release key.
E.g. 1Description Description of the release key. E.g.
Released Globally.Relim Tick in this check box indicates
this is released for InventoryManagement.
Relcst Tick in this check box indicatesthis is released for Costing.
Relpl Tick in this check box indicatesthis is released for Planning.
Relpr Tick in this check box indicatesthis is released for Production.
Gl.rel Tick in this check box indicatesthis is released for all purposes.
Rel.OCM Tick in this check box indicatesthis is released for Order changeManagement.
Date OCM
Click
Click .
19. Define Change Type
BACKGROUND
This configuration setting enables to define change type.
Change type is to indicate the type of change to be performed.
SCENARIO
Define change type.
INSTRUCTIONS
Follow the Menu Path: IMG → Cross-Application componentsàEngineering Change Management à Change type à DefineChange Type for Change Master Records
Click
Click To create new entries
Field name Field description and valueChgTyp Change type. Enter numeric
value. E.g. 8
Description Description of the changetype. E.g. Changes to the BillOf Material.
20. Case study of DocumentManagement System
Friends, I am sure you will be in a position to configure theDMS and Engineering Change Management System with thisconfiguration document according to the businessrequirements.
However, let us discuss the case study of DMSimplementation.
Following is the general data: -
Manufacturing setup - Discrete Manufacturing
Number Of Plants - Six plants
Design Department located centrally controlling the designand development.
The above data give you a brief idea of the setup.
Important steps involved in SAP implementation projects are
• As-Is study,
• Blue print,
• Design and development
• Implementation
• Go-Live
We shall discuss the As – Is study of the existing setup indetail.
17.1 SCOPE: -
Implement DMS and Engineering ChangeManagement
DMS should meet the below requirements:
• Digitized Documents of Controlled MaterialList/Manufacturing Specifications with the FinishedGoods Material Master
• A3 & A4 Size Component Drawings to respective MaterialMasters
• Layout/Assembly Drawings to finished Goods MaterialMasters wherever possible
• Digitized Controlled Document of Process Specification asProduction Resource Tools to Work Centers as well asWIP BOM
• Material Specification to relevant Material Masters(Material types: ROH / FERT / HALB)
• Digitized Process Guidelines to Subcontracting BOM.(Metal & Plastic Type HALB)
Integration of DMS with other module and ISO system:-
The following steps are required to be taken for thisintegration:
1) Digitization of all ISO Documents in Soft Copy. Allspecifications as well as majority Drawings(Assembly/Layout/Components) are already indigitized form at R&D. All other pending Documents
need to be suitably digitized for the purpose oflinkage in SAP
2) Only digitized Controlled Document to be handedover to ERP DEPARTMENT at R&D by authorizedpersons responsible for issue of Document.
3) The Documents to be sent by E MAIL to ERPDEPARTMENT at R&D (with attachment) and allsuch E MAILS to be preserved by ERPDEPARTMENT in a separate folder as a token ofproof of the receipt of such Documents.
4) After linkage of Documents to Material Masters thesame should be available for view in SAP subject toauthorization to view Documents
17.2 As Is study: -
Document Creation: -
Specifications and Drawings are created centrally in designdepartment and distributed to all the plants across for theirusage. All the documents are version controlled and subject toISO audit.
This drawings and specification are referred during
Manufacturing
Processing at sub-contractor end
Procuring material from vendor
Specifications will be released from the central designdepartment and positive confirmation will be obtained fromeach plant.
Revisions and Changes to the document: -
Any changes to the document will be done and new versionwill be created.
Every document contains the revision number month and yearof release.
Traceability of document: -
Document does not contain any material code numberreference hence there is no direct link between the drawingand material master.
Documents are separately filed. However there are fewdocuments (like specifications to procure) which contain thematerial master reference.
Except a few assembly drawings, other drawing number doesnot contain the FG code number. However tracing of drawingnumber of components are done through the indirect linkavailable in SAP. (like where used list for a component)
Searching of document: -
Design department maintains the manual list of drawings /specifications which are released as a controlled document.This is the base to trace any drawings or specification.
Document Distribution: -
Hard copy of the document will be distributed manually as perthe ISO manual instruction.
Hardware requirements: -
All the Documents are to be stored in the NT Server at R&D ora separate PC in the network at R&D. Following are theexpected data to decide the sizing of the Server.
SR. NO Description Size
1 Average size of the Word/Excel 120Kb
2 Average size of Auto Cad File 2.0Mb
3 Number of expected file to be stored 5000
4 Required memory to store 5500 files each 13.00 Gb
Approximate Number of user to view the different Document ata Time: 60
Approximate Number of simultaneous user login to view thesame Document at a Time: 6
As-Is – Document Management System
SpecificationDrawing
Spec & Drgs. Releasedby Design
Department
Hard copiesissued to Authorized
Recipients
More Work LoadMaintenance of Hard copy at various pointsSoft copy at originating Dept. is not linked with SAPSearching document requires skill and difficultDifficult to RetrieveAs a result additional cost incurred for No Value Added activity
Guys, above discussed are the AS- IS process of a company.Now let us see the blue print document or to be document tomeet the above process.
17.3 TO BE Process: -
ID ProcessName
ProcessDescription/Requirements
Process Map GAPin
SAP1 Original
Document
creation
When the concerneddepartment releases therelevant ControlledDocument (MaterialList/ManufacturingSpecification, Drawings,Process Specification,Material specification andProcess guidelines), the softand hard copy of the file willbe sent to the R&D ERPDepartment
R&D ERP Dept. to receivethe soft copy from theconcerned department.
NA
2 Engineering
ChangeManagement
R&D ERP Department willattach the original soft copyof the document to therelevant material throughSAP Document withEngineering ChangeManagement.
a. Create EngineeringChange Management
b. Validity of the ECM
c. Control of the ECM
Engineering ChangeManagement withDocument as Object Type.
Enter Valid from date inthe ECM Header screen
Select the status 01-Change Possiblethrough ECM 02-Change NotPossible through ECM
N
3 SAPDocume
ntCreatio
n
R&D ERP Department tocreate Document in SAP I.e.To attach the original softdocument received from theconcerned department.
a. Document Number
b. Document Type
c. Description
d. Document Status
e. ECM reference inDocument
f. Document Version
Document number will begenerated internally onsaving for document typeEXI with ECM, andexternally for documenttype DRW without ECM
Document type EXI toattach other than CADfiles and Document typeDRW to attach the CADfiles.
Description is themandatory entry in thedocument
Three status namely INPROCESS, RELEASED &LOCKED
ECM reference is themandatory entry forDocument type EXI only.
Internally assigned whencreating through ECM
N
4 SAPDocume
ntidentific
ation
Document must be identifiedfor below parameters
PLANT
SBU
Sub Division
Original document type(Whetherspecification or Drawing)
Original document Number
With the followingcharacter relevant valuecan be captured and usedfor search purpose.
PLANTà IND1, IND2,IND3, IND4, IND5, andIND6
SBU à PART, MAIN,MISC
Sub_Division à free entry
Original_Document_Typeà DRG, MSG, SPG, ROG
Original_Document_number àEnry to be made
N
5
6
LinkingOriginalSoftDocument withSAPDocument
OriginalSoftDocumentstorage
When creating the SAPdocument, Original documentof following type needs to belinked.
Word, CAD, PDF
Entire Original documents(Specification and Drawings)will be stored in a commonintranet server, and will belinked with the SAPdocument.
Through front-endcomputer data carrierfollowing Originaldocument files can belinked with the SAPdocument.
Word, CAD, JPG, PDF
Original soft documentswill be stored in acommon server, as singlepoint storage at intranetserver. Namingconvention has to befollowed when saving theoriginal soft document onthe intranet server toidentify the changes madeto the existing file.
N
7 Assigning SAPdocument totheOBJECT
Document info record createdin SAP along with theOriginal document has to beattached to the object i.e.material, BOM etc. Followingis the list of objects needs tobe attached.
MATERIAL
BOM
ROUTING
PURCHASE REQUEST
PURCHASE ORDER
MATERIAL Master in SAPBASIC Data view to haveDrawing Number
SAP Document can beattached with thefollowing objects for readyreference of the Basedocument.
MATERIAL throughDocument type EXI withECM
BOM Documentcan be attached in theBOM directly as anitem or Document can beattached in the BOMHeader.
ROUTING, Since not acentralized activity, notadvisable. But inside therouting document can beattached as a PRT fromR&D.
PURCHASE REQUESTnot required attaching thedocument, documentreference can bementioned in the text. Ifrequired document typePOD can be used
PURCHASE ORDERThrough document typePOD w/o ECM
Document type DRW withdrawing number asDocument number will becreated for relevantmaterial. This drawingnumber will appear in theBASIC data of material .
N
8 SAPDocument view
Through SAP document inforecord Original soft documentand Objects is linked. Usershould be able to view thedocument as per thefollowing status condition.
Statusà IN PROCESS à Noviewing allowed
Statusà RELEASED àViewing allowed
Statusà LOCKED à Noviewing allowed
The entire previous versionsof the document attachedwith the object should beavailable to view to the user.
Through authorizationmanagement withfollowing objects.C_DRAD_OBJ;C_DRAW_OBK;C_DRAW_STA;C_DRAW_TCD andC_DRAW_TCS.
Document can be viewedif it is in the RELEASEDstatus only.
All the previous versionswill be displayed bydefault
N
9 SAPDocumentcontrol
It should be possible tochange the status fromLocked to Released statusand vice versa.
Status network is setup insuch a way that it ispossible to change thestatus from RELEASED toLOCKED and vice versa.
Once the document isRELEASED, it is NOTPOSSIBLE to attachfurther Original documentor to delete the existingattached Originaldocument.
N
10 SAPDocumentdistribution
When the SAP documentstatus is set to RELEASEDstatus, according to thedistribution list, documenthas to be distributed
A mail will be sent to theconcerned persons withdocument number assoon as the documentstatus is set toRELEASED & LOCKED.
It is suggested that withthis functionality, releaseof hard copy of theoriginal document can beeliminated.
N
11
12
Reports
Search
Report based on plant,Document type wise,Material, SBU& itssubdivision should bepossible
Facility for searching ofDocuments to exist based onthe same criteria used forreports
Can be taken throughadditional Characterdefined.
Can be taken throughadditional Characterdefined.
N
N
To-Be – Document Management System
Specifications Drawing
Work Load reduced to a great extentNo need to Maintain Hard copy at every point except the originating Dept.
Soft copy linked with SAP & ready to refer instantaneouslyEasy to search the document & easy to retrieve
Reduction in No Value added activity costBetter utilization of SAP system and Network
Across the plant user can view the document immediately after it is released
R&D ERP Dept. to distributethrough DMS
Prod.Design
17.4 Test Plan details: -
TransactionCode
Business Process Input /OutputReferences.
Pass/Fail
CV01N Create Document type EXI andattach material master
CV02N Release the DocumentCV02N Lock the documentMM03 View the original file via material
master when document status isINPROCESS
MM03 View the original file via materialmaster when document status isRELEASED
MM03 View the original file via materialmaster when document status isLOCKED
CC01 Create Engineering ChangeManagement without Release key
CV01N Create document type EXI & attach4 original files
CV04N Searching document by class &Character
CV01N Create document type EXI To createnew version
CS01 /CS02
Attaching document to BOM Header
CV01N Create DRW Doc.type & attach withthe material
CV01N Create DRW Doc.type & attach withthe material
MM03 View Drawing Number in theMaterial master
XD03 View Drawing Number in theCustomer master
17.5 Authorization: -
Below is the list of authorization object and values to beconsidered.
