Open Text Content World Presentation

Best practices for Integrating Documents into SAP Business Processes

Understand how SAP Extended ECM can optimize your business

Athol Hill

StoneBridge Systems

8th March 2011

© SAP AG 2010. All rights reserved. / Page 2

1. Understanding SAP Integration

2. SAP Extended ECM by Open Text

3. SAP Extended ECM – Sample Scenario for Projects

4. Common Mistakes

5. Microsoft, SAP & Open Text

Contents


SAP INTEGRATIONUnderstanding document integration into SAP


Disconnection of People, Processes and Content

Structured and unstructured content continue to grow

Content locked in siloed applications

Multiple departments, users and applications

Content fragmented across applications

Difficult to collaborate

No consistent approach to records management

SAP


Key challenges with SAP Document Integration in the past

Expensive and high risk

Some companies have spent well in excess of $1 Million in consulting alone to build solutions because the standard solutions don’t meet their requirements

Solutions don’t always work

Limited upgrade path due to level of customization required

Because of this only limited systems that were SAP capable were actually integrated with SAP (approximately 5%)

Historical limitations with SAP integration in the way it was built by the vendors

Technical Integration vs. Functional Integration

Limitations with functionality in the conventional approach ArchiveLink – Simple but did not allow versioning

SAP DMS – Allowed versioning but could only be managed through SAP front-end

Separate entry points for documents

Not available outside of SAP

Designed by developers, not the business Solution Developers don’t understand how SAP business processes work

Don’t think outside the box – limited by the functionality provided by SAP standard

Why not SAP DMS?

Not all content relates to SAP

Not all users of ECM are SAP users


SAP Document Integration

Integrating documents into business processes and/or transactions

What types of documents do we integrate?

Dynamic/Versioned documents – Work instructions, procedures, drawings, contracts, project documents, etc

Static/Scanned documents – Invoices, medical certificates, data sheets, etc

Key Requirements

Documents accessible in a navigable fashion from inside and outside SAP (not just search)

Cater for versioned and non-versioned documents along with the ability to link all or specific versions

Workflow to run inside and outside SAP where required

The same view of information irrespective of which system its accessed from

Business process centric and transaction based views. I.e. look at invoices for a specific transaction or looking at invoices within a vendor view

Functional Integration vs Technical Integration

Why is functional integration so important?

A number of products on the market offer technical integration Single repository concept but only accessible from SAP

Simply a check box in a tender

SAP related documents only managed and accessible from SAP

Multiple points of entry for documents is confusing to users specifically if document created in the wrong point of entry

Only limited products offer functional (business process integration) Documents available to the relevant business process

See key requirements


Technical Integration Sample

Technically qualifies as integration but document not accessible via any form of navigation outside of SAP

No provision for versioned documents

No integration of records management principles or taxonomies

No full text search within SAP

No means to group related documents. I.e. group invoices under a vendor subfolder along with contracts


SAP EXTENDED ECM


What makes SAP Extended ECM different?

Functional Integration

Integration designed around Business Processes with off the shelf solutions Asset Management, Projects, HR, Case Management, etc

Extended ECM incorporates a suite of products Document Management, Records Management, Workflow, Collaboration, Data Archiving, Email

Management, SAP Integration

The same view of information no matter where the user is working from Open Text

Microsoft Applications – Outlook, Explorer, SharePoint

SAP Portal/Gui

The ability to manage documents from a non-SAP environment whilst still being able to link them to SAP without using the SAP Gui

A single point of entry for all documents using the same interface


5-8%

Generation Meter Operation Retail

Asset Management

Plant Management Network Management

Resource Management

Meter Reading Service

Energy Capital Management

Customer Service

Selling of Energy and Services

Collaborative Service and Intercompany Exchange

Transmission & Distribution

Finance Legal HR Procurement IT Property Mgmt

BillingWholesale & Trading

Asset Lifecycle

Management

Asset Lifecycle

Management

CorrespondenceHandling

CorrespondenceHandling

Contract Management

Contract Management

SAP Invoice ManagementSAP Invoice Management

Employee FileManagement Property

Archive

Construction ManagementConstruction Management

Network Asset MgtNetwork

Asset Mgt

Capital Project Management

Capital Project Management

Grid Construction Management

Grid Construction Management

Project Management

Project Management

CustomerFile

CustomerFile

BK6/7 Records Management

Management of Change

Management of Change

Records Management

Records Management

BillPresentment

BillPresentment

CustomerCall CenterCustomer

Call Center

Meter DataArchiving

Meter DataArchiving

Contract Management

Contract Management

DataArchiving

LegalCompliance

LegalCompliance

ECM Solutions by Open Text support key business processes in Utilities


SAP EXTENDED ECM – PROJECTS EXAMPLE


Project and Engagement Service Delivery

21 3 4 5Proposal &

Contract Management

Project Planning &

Staffing

Project

Execution

Project Accounting &

Invoicing

Completion and Review

Project Manager ConsultantEngagement Manager Engagement Manager

■ Qualify opportunity

■ Screen risk

■ Create proposal documents

■ Calculate quote

■ Create contract

■ Secure sign off

■ Create new project

■ Define tasks

■ Schedule project

■ Set up project structure and accounting

■ Assign resources

■ Manage third parties

■ Project documentation

■ Project collaboration

■ Time recording & tracking

■ Expense recording & tracking

■ Project status reporting

■ WIP analysis

■ Intercompany accounting

■ Project profitabiltity analysis

■ Billing setup

■ Invoicing

■ Accounts receivable

■ Final project documentation

■ Employee appraisals and reviews

■ Financial project close

Engagement Manager


IT Landscape

Project Manager Consultant

Typical IT Landscape for Project Delivery

Engagement Manager

E-mailOffice

SharePointFileserver

Web-ServerSAP Business Suite

Customer

21 3 4 5Proposal &

Contract Management

Project Planning &

Staffing

Project

Execution


Invoicing


https://www.sap.com/index.epx


Project Manager Consultant

Fragmented Applications and Silo’d Content are slowing down Process Efficiency

21 3 4 5Proposal &

Contract Management

Project Planning &

Staffing

Project

Execution


Invoicing


Engagement Manager

E-mail OfficeSharePoint

FileserverWeb-Server

Business Suite

Customer

Business Challenges Fragmented project documentation

Inconsistent documents and folder structure

Disconnect of SAP project data and project documentation

Difficulty finding relevant documents or knowledge of similar projects

Content can’t be shared between project members

Secure and long term storage of project deliverables

https://www.sap.com/index.epx


Ext

. E

CM ■ Project workspace

with pre-defined folder structure will be generated automatically to manage documents

■ Document templates for various documents will be provided automatically

■ PM adds customer e-mails to project workspace

■ PM stores attachments in workspace

■ PM dashboard provides Project overview and reports

■ Create engagement / project

■ Set up project structure and accounting

■ Folder structure is defined automatically

■ Data will be provided to Ext. ECM

Setup Project Create Project Workspace

Track timeand Expenses

Manage ProjectRelated Documents

Provide Consistent Documentation

Manage Correspondence

ReportProject Status

Records Management

Manage resources

21 3 4 5Proposal &

Contract Management

Project Planning &

Staffing

Project

Execution


Invoicing


How Extended ECM enriches the processes of Service Delivery Projects (Example)

■ Record Time

■ Record Expenses

■ Manage Approvals

■ Search for resources

■ Assign resources to engagementS

AP

ER

P


Collaboration – Project Workspaces

Collaborative Content Workspace per SAP Business Object

Templates for content workspaces and documents

Flexible Role Model

Available for any SAP Business Object, e.g. customer, equipment

Work Items and Follow-Ups

Discussions and Polls

News Channel



Integration into Plant Maintenance

For users the convenient file structure is available in MS Explorer & MS Outlook to easily add documents and e-

mails via drag & drop.


COMMON MISTAKES


Consolidated and Integrated Enterprise Platform

ERP / SAP User

Full blown ECM within SAP

Collaboration withnon-SAP and external users

MS Office integration

Extend Functionality

Web-based access to SAP content

All relevant informationin one view

Quick Search

ECM /Sales User

Increase Process Efficiency

IT Manager

Storage costs

ERP license costs

Administration costs

Reduce Cost

Compliance Manager

Enterprise-wide electronic and physical Records Management including SAP content

Single set of retention policies

Reduced corporate exposure to litigationand regulations

Mitigate Risk

CIO

The implementation problem – negative stakeholders and their impact on design

I don’t care about SAP integration, I just want all documents in

my records management system

I have a limited budget so I need the cheapest

solution to meet the immediate requirements

I don’t care about records management,

I just want to integrate my

documents into SAP

I don’t care about SAP, I just wanted access to my documents when I

need them.


Common Mistakes with Implementations

The company needs to consider the bigger picture

Looking at individual problem areas for solutions will result in a larger number of segregated solutions that don’t integrate together properly

Short term approach has long term cost implications

Look at all your requirements before applying technology

Common approach is to decide on a solution and then look at the requirements afterwards. Example: SharePoint

Approach should be to look at all the business requirements and then select your technology layer that best fits the requirements.

The records management team should not own the implementation

If records management own the implementation, the system will become a records management system with limited business functionality

Records managers are a stakeholder, not an owner for the project

Business process must be owned by business users and records retentions should be applied to this data


MICROSOFT, SAP & OPEN TEXT

Understanding the relationship and positioning of products

www.bettertogethercentral.com

http://www.bettertogethercentral.com/


Microsoft, SAP and Open Text

Confusion about SAP Integration, Microsoft and DUET

What is duet?

The ability to access and process SAP transactional information within SharePoint or Microsoft Applications Example: Replicate a Leave Application in Outlook or Purchase Order so it can be processed in SharePoint without any

direct access to the SAP Gui or Portal

Purpose: Simplify transactional processes for occasional SAP users

NOTE: No document integration with DUET

What is Open Text CLM (Content Lifecycle Manager)?

In combination with XECM, gives the ability to link documents to business processes in SAP from within SharePoint

Why use CLM over other products?

Integrated solution from a single vendor Records Management, CAD, Digital Asset Management, Email Archiving, SharePoint Archiving, SAP Integration

Functional Integration Documents can be linked to SAP from within SharePoint

Multiple points of access based on individual user requirements Documents can be accessed from SharePoint, SAP, MS Applications, CAD etc

.Information should look the same no matter where its accessed from


Thank you!

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