DMS in Power Industry
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SAP Document Management System Overview
Sunday, 23 June 2013
IB Technology Solutions Inc 1
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DMS : Overview
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DMS : Process and Features
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Start1Document
Creation
2Document
Upload
3Document
Workflow
4Document
Review
7Change
Management
6Document
Distribution
5Document
Approval
Finish
EngineeringChangeManagementfor trackingchanges
8
ClassificationSystem forStoring Meta Data
2
5FinalApproval
6
DocumentDistribution
DocumentReview andApproval
3
Commenting
4
Storing andManagingDocuments
DocumentLinkage toother SAPobjects
7
1
Create original
and Uploaddocument
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DMS : Document Life Cycle
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Document
Creation
Document
Review
ChangeManagement
DocumentApproval
DocumentDistribution
Trigger ing
Workf low
Internal
dist r ibut ion
Redl in ing and
Comment ing
Master Markup
Creation
Not i f icat ion to
Vendors
Vendor
col laborat ion
plat form
Accept or
Reject
Decision
Re-submission
Not i f icat ion to
Vendors
Version
creation
Approva l wi th
Categories
Create
Recip ient List
Internal
Document
Distr ibut ion
with in IPL
External
Document
Distr ibut ion
ECN
(Engineering
Change
Number)creat ion
Approva l for
Change
Creation of
New Revision
Upload
documents
Characterst ics
Maintenance
Reviewers &
Approvers
Document
Recip ient Lis t
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DMS : Capabilities
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FIND: Find documents and files in seconds rather than hours.
SHARE: Allow more than one worker access to the same document at the sametime.
VERSION CONTROL: Version control gives you the ability to mange documentchanges and revisions including going back to a previous version of a document.
CENTRALIZATION: Store department or workgroup documents in a centralstorage area.
SECURITY: Set document security for who can view and update files.
AUDIT: Verify who viewed and made updates to documents.
ARCHIVING: Set retention periods for documents, and schedule archivalor removal processes.
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DMS : Integration with other SAP Modules
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Production Planning Module has a seamless Integration with all the other Modules in SAP
MMTech. Evaluation
Vendor Dwg.
Purchasing Support Doc.
Contract Document
Tender Doc.
FICOInvoices
Vendor Doc.
F&A Doc.
PMO&M Doc./Manuals
O&M Dwg.
O&M Modification Proposal
Vendor Dwg.
QAP and FQP
SDSales order
Sales contract
Invoices
Customer Doc.
PPGenerations Reports
QMQAP
FQP
Cert. of Conformity / Non Conformity
MDCC
Test Certificate
DMS
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DMS : Document Info Record
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Document info record refers to the master record in the SAPSystem that stores all the business information for a
document. It contains the original files and the metadata for a
document.
Meta Data : It refers to the attributes related to the attached
Originals (such as the Dept., Project, Package etc.)
Originals : It refers to the original files (for example, thedesign drawing) which contains the actual information in the
document.
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DMS : Document Numbering System (DIR)
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Internal numbering strategy is SAP generated numerical numbering system.
For example, we have defined a number range from 10000000001 to 99999999999.
The first saved number will be 10000000001, second will be 10000000002 and so on in a
sequential fashion.
DIR Numbering System
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DMS : Document Types
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DefinitionThe document type is used to categorize documents according to their distinguishing
features and the organizational procedures and treatment that result from them.
Examples:
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DMS : Document Status Network
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Document Status
During document review and approval process, document passes through multiple decisionpoints, which are represented and identified as document status.
Document Status Network
The multiple decision points once defined can be formed together in a logical sequence to
build a Document Status Network. It helps cater multiple needs of a process and can triggerautomatic notifications to decision makers for making a decision.
The Document Status Networks are based on the Document Types.
Advantages
Process Standardization for document review and approval process
Unique Status network for every document type
Automatic alerts/ workflow notifications triggering on document status change
Reduction in document review and approval lifecycle
Highly Secure
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DMS : Document Status Network
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L
E
G
E
N
D
Previous status
Current status
Pending further status
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DMS : Document Workflow
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Dynamic selection for reviewers and approvers
Decision notifications with document link to the reviewer/approver
Informatory notifications via e-mail
Reviewers Approvers
The Proposed Business Work Flow solution will add value to the document reviewand approval process.
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DMS : Document Workflow Alert Messages
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Workflow Notification Decision step
The screen shows the SAP Business Work flownotification in SAP, with multiple decision options.
Based on decision made, the document work
flow gets triggered ahead.
InformatoryWorkflow Alert
The screen shows the informatory workflow alert,
with specific decision details for a document.
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DMS : Document Display using ECL Viewer 7.0
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ECL Viewer from SAP enables to view the original application files without thenative software being installed on user front-end machine.
Review and commenting on original files with the use of mark up layers /
redlining.
Comparison of original application files between two different version of DIR
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DMS : Document Distribution
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In its entire lifecycle document needs to be distributed multiple times to multipleusers like clients, vendors, consultants, reviewers etc.
With this Solution it will be possible to distribute the documents directly from SAP tomultiple recipients dynamically
Document distribution log maintenance
Single source distribution avoiding multiple communication modes
Secure for Confidential documents
Dynamic selection of document recipients possible
Document Distribution to any external agent is possible
Key Features
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DMS : Document Collaboration
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Collaboration
HubSAP
SAP
IPL
Client
Consultants
Vendors
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DMS : Document Collaboration Using cFolder
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cFolder (Collaboration Folders) is the SAP web-based application for collaborative
sharing of information which enables users to work on complex engineering projects in
virtual teams with external business partners.
cFolders is part of a suite of applications powered by SAP Net Weaver that
provides a collaborative platform inter-enterprise and intra-enterprise
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DMS : cFolder Structure
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cFolders (Collaboration Folders) is the SAP web-based application for collaborative sharing of
information. It caters with requirements to work in distributed design and manufacturing teams in
a collaborative web based environment.
cFolders is used as collaborative platform to share information with external parties e.g. vendors,
suppliers and customers.
Role-Based access to cFolders
structure will be provided to Vendors
and Clients.
Based on current document status in
cFolders, Document will be visible to
Vendors and Consultants.
DMS D t M t ith
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DMS : Document Management with
SAP DMS & cFolder
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SAP DMS
Document Info Record (DIR)
Alerts
Notifications
Versions
SAP ECM
Engineering Change Record (ECR)
Engineering Change Number (ECN)
cFolders
Collaboration
Document Structure
Versions, Revisions
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DMS : Document Storage and Retrieval
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Secured Centralized storage for all originals
Improves processing time
Fast and direct access to documents from any workplace or location
Document storage and administration functionalities for different locations usingSAP Content Server and SAP Cache Server Components which will interact with theknowledge provider
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DMS : Advantages
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1. Improve staff productivity2. Reduce costs associated with manual document
3. Promote sharing of knowledge and information
4. Enhance corporate transparency and governance
5. E-mail and fax files instantly
6. Access documents while traveling7. Publish documents to CD, DVD or the web, as appropriate
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DMS : Overview
Sunday, 23 June 2013
Thank You