GREG CAPPS[ASUG INSTALLATION MEMBERMEMBER SINCE:1998

ISRAEL OLIVKOVICH[SAP EMPLOYEEMEMBER SINCE: 2004

GRETCHEN LINDQUIST[ASUG INSTALLATION MEMBERMEMBER SINCE: 1999

]SAP EasyDMS & Records ManagementPavanKumar Kasulabada

Principal Consultant

SAP America Inc

2

Agenda

Easy Document Management SystemCompany Business Challenges Document ManagementHow SAP Easy DMS supports Document Managementfor a Company.Some Screen shots and live DemoBenefits of Easy DMS for a Company

Records ManagementWhat is RMSWhy do I need RMS?When should I use RMS?Question & Answers

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Easy Document Management

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Business Challenges for Document Management

Easy to useOne RepositorySecure RepositorySeamless integration into ERP SystemHigh performance due to high data volumeNo additional interfacesFacilitate Group WorkSupport easy linkage to other Business ObjectsPowerful Authorization conceptEasy adoption to customer needs

5

mySAP PLM Document Management System

Comprehensive solutionVersions and structures

Approval and change mgtElectronic SignatureWorkflowDistributionDifferent UI’sConverters

Process integrationProduct structuresProject managementLogistics

Open interfacesOffice application integration (Word, PPT...)PLM, SCM, cFolders, Portal iViews, Web-UIExternal DMS & CAD applicationsArchivingDocument input/output systems

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The Document as Central Object

The Document InformationRecord in SAP:

Content:Original files (any formats, anyquantity)Content versionsRedlining Layer

Metadata:

Management data (specialist,release status, version etc.)

Class data

Object linking e.g. material,project, etc. (optional)

Workflow

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Different User Interface for the SAP DMS

Further UIs for SAP DMS ...

Portal iViews

KM (DMS Connector)

WebDocumentsEasy access to SAP-Documents over the Web

mySAP PLM Easy Doc. MgmtEasy access to SAP-Documents in Windows-based Applications

Standard user interface –SAPGUIVery efficiently with verycomplex functionalitiesTraining necessarilyFor occasional users rather notsuitable

8

Easy Document ManagementEasy Document Managementwithin Microsoft Explorer®Management of Documents(Originals) and Document Structureswith Windows Explorer

Check-in of Originals with drag&drop

Distinct document search

Linkages to documents or Indexes

Authorization assignment by AccessControl Lists (ACL)

Advanced Offline- Access

Display of preview pictures

Versions

Control by SAP R/3 Customizing

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Easy Document Management - Login

User-specific login on mySAP PLM System (SAPDocument Management) with Windows-Explorer

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Index Structure

Public Folder*:quickly access to informationand data of all projectparticipants

My Documents*:Personal documents andstructures

Search Results:Search Results list (temporary)

* Folder names can be labeled freely

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Extended Menus

Additional Buttons in the Explorer Bar

Extended mouse context menus(dependent on the object)

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The folder structure is managed in the documentstructure

Each folder is the top of a on-level documentstructure

Document Structures Management

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Document Management – Original files

Shift documents from Microsoft Explorer into theappropriated Folder of the Easy Document ManagementInterface

Cut, copy and paste documents

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Document Management – Original files

Any desired quantity of originals is storable for each documentinformation record

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Authorizations on Folders and DocumentsAuthorization on basis

users, user groups, roles orHR-Object

Gradated Authorizations(from ‘none’ to ‘admin’)

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Save from Outlook

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Object Linking

Object linking possible to all defined Business objects inSAPDMSDisplay in the SAP surface (SAP GUI) Display in Easy Document Management

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Status Management and Classification

Class system to theattribution of SAP Objects

Status Management forthe Release

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Search Documents

Search by Meta Data

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The Downloaded Structure appears in offline-working

Offline Functionality

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Status Management and Classification

Class system to theattribution of SAP Objects

Status Management forthe Release

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Search Documents

Search by Meta Data

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The Benefit of Easy_DM for your Company

Company advantages:

Simple document storage in SAP Document Managementsystem

Fast information access

Minimize the time and effort for the data maintenance

Simplifies group and teamwork working with group structures

Intuitive operation due to the integration into the MicrosoftExplorer®

Particularly suitable for occasional users

Lower training time, particularly suitable for occasional users

High user acceptance

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Technical use:Safe, central data storage for all Business Documents

Easy installation

Support with distributed storage system

Possible integration of Business Addins (BADI)

Use of SAP R/3 Customizing

Use of SAP R/3 Authorization concept

Technical Benefit for your Company

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Records & Case Management

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Records & Case Management (RMS)

What is RMS ?

Why do I need RMS ?

When should I use RMS ?

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What Is an Electronic Record?

A structured summary of all information objects

within a business process in a unified view is an:

Electronic Record

More then just documents

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SAP Records Management

SAP Records Management is about managing ...

Digital documentsScanned documents, stored securely, retrieval supportedCreate and change documents in the SAP systemArchiveLink documents, document info records, interactive forms …

Digital casesActively process tasksImprove foundation for decisions

Digital recordsPut arbitrary information objects together(Business Objects, documents, processes)Form a structure (according to the business process)Document business processes (ensure legal compliance)

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Web Content

Office Documentsand templates

Notes

Reports

Transactions

WorkflowInformation

Business Objects

ArchivedDocuments

Email

SAP RMS Manages Your Business ProcessRelated Information

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Case Processing

Business Workflow will automate business processes that can bestandardized to improve efficiency and ease of useProcesses are always handled immediately

Floating files are an option for approval procedures– The elements of a record are selected and put in circulation

The process is defined ad hoc– Who will be involved in the process and what task they will

perform is determined when the run is started

Operations (cases) are used to handle complex processes that do notalways execute in the same wayCases refer to other information objects that are stored in the caserecord

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Case Management

Operations are called cases:

Case management is about handling cases

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SAP RMS Features and Functions

Electronicrecordsinclude

referencesonly

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The Records Browser

Record attributes Record structure to be filled

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Document Handling in SAP RMS

Check In/Edit LocalDocuments

Create Versions

Send Documents

Edit Attributes

Use AllAdvantages of

DocumentManagementInfrastructure

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Architecture of the RMS Framework

Transaction code to call the registrythat manages the framework

AL=ArchiveLink

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Architecture Solution - Behind the scenes….

Architecture Overview:

Record ModelElement Types for Records

Element Types for Workflows

Element Types for Documents

Element Types for Business Objects

Element Types for Transactions

Element Types for ArchiveLink

Content Model forDocuments(attributes)

Content Model forRecords

(attributes)

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Product Record Structure - A business template

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Machine Record – An example

End-to-EndMachineLifecycle

Manufacturer Operator

MachineRecord

A machine record is the collection of all specificinformation — structured and unstructured — of anindividual machine throughout its entire lifecycle

Redundancy Free

Structured Electronic Record

Secure and Fast Access

Across System Boundaries

SAP and Non-SAP

Dynamic Integration

Cross Business Processes

Collaborative

Beyond Company Boundaries

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Information Flood Over a Machine Lifecycle

ServiceContractServiceRequestsWarranty

QuotationSales Order

BOMProductionPlanning

ShippingOutboundDeliveryAssembly

Manufact.ExecutionAs-BuiltEquipment

BusinessDocuments

OfficeDocuments

CAD

Machine: as-sold as-built as-maintained

WWW

Mail

Fax

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Machine Record Structure

Manufacturing

Production Order

Bill of Delivery

As-Built Structure

Production Documents

Service

As-Maintained Struct.

Service Contract

Service Notification

Service Order

Service Case

Remote Diagnostic

Service Plan

Service Documents

Machine Record

Tracks record of all …

Structured Information• Business Documents• Master Data• Equipment Structures• …

Unstructured Information• Office Documents• Scanned Correspondence• Mail Communication• …

… along the business process

Sales

Service

Manufacturing

Machine Fact Sheet

Equipment

Material Master

Reporting (BI)

Technical Drawing - DMS

Machine Record

Customer

Attributes

Sales Record

Sales Order

Quotation

As-Sold Structure

Attributes

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7 Key Points to Take Home on RMS

SAP RMS is focused on the business processSAP RMS is more than just document management

It includes both process and task managementInclude SAP RMS in your enterprise content management strategyThink beyond paper-based recordsLeverage your existing SAP landscape by connecting SAP DMS

and SAP RMS, providing an integrated document and processmanagement infrastructureSAP RMS is based on a service provider framework, which gives

you all the tools to develop your own functionalityEasily connect to non-SAP applications by using standard service

providers

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Easy_DM

Demo

Demo

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Do you have:

Questions?

Questions

44

[

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