John Fiske, SAP ECM Solution Management [email protected]/data/UPLOAD/files/Setting an...
Transcript of John Fiske, SAP ECM Solution Management [email protected]/data/UPLOAD/files/Setting an...
Setting an Enterprise Content Management Strategy
John Fiske, SAP ECM Solution Management
© 2012 SAP AG. All rights reserved. 2
Agenda
Three Mandates for Enterprise Content
Typical Large Enterprise Approach to ECM
Brief Samples:
• Collaboration
• Compliance
• Process Integration
Summary
© 2012 SAP AG. All rights reserved. 3
Explosive Growth In Content That Needs To Be Managed
© 2012 SAP AG. All rights reserved. 4
International, National and Industry Regulations Are
Constantly Evolving
SEC 17a-4
HIPAA
Canadian Electronic
Evidence Act
DoD 5015.2 Basel II/III
Capital Accord
Electronic Ledger
Storage Law
VERS
AIPA GDPdU & GoBS
& DOMEA
NF Z 42-013
Financial Services Authority
MoReq 2010
ISO/PRFTR15081
Sarbanes-Oxley Act
Federal Rules of
Civil Procedure
FDA 21 CFR Part 11
EU Data
Protection
Directive
Dodd-Frank
Nota Fiscale
Normativa 3400, SBIF
Capitulo X, CNBV Articulo 052
Financial Instruments
and Exchange Act
The Banking Act
Insurance Business Act
Electronically Recorded
Monetary Claims Act
Model IGA - FACTA
© 2012 SAP AG. All rights reserved. 5
Unstructured Content:
Three Competing Enterprise Mandates
Compliance Officer Needs
Information Governance
Ensure all legally relevant
information is retained for the
proper duration and auditable
“Unstructured Content”
End Users Need to
Collaborate
Make it easy to find, share,
change and save content!
Ensure relevant content is
accessible and manageable
from the process application
Process Owners Require
Process Completeness
© 2012 SAP AG. All rights reserved. 6
Typical Evolution Of Enterprise Content Landscape
Collaborative Tools
Systems proliferate
Not part of a holistic information
governance program
Cloud content managed only by
3rd parties
Lacking more scalable
management features
Manageability Challenges
Create/
Capture
Review/
Collaborate
Access/Distribute
Preserve/Destroy
Store/
Secure
Content Management
Content lacking process context
not very useful
Integrations to process
applications cumbersome
Content retention rules not tied
to system of record
Integration Challenges
Hey what about us?
We need that content too!
Process Owners
© 2012 SAP AG. All rights reserved. 7
Agenda
Three Mandates for Enterprise Content
Brief Samples:
• Collaboration
• Compliance
• Process Integration
Summary
© 2012 SAP AG. All rights reserved. 8
Non-SAP User
ECM for SAP Connecting users and content, inside and outside of SAP
8
SAP User
SAP
Related Content
Non-SAP
Related Content
Collaborate
(Workspace)
© 2012 SAP AG. All rights reserved. 9
The Concept of Content Workspaces
SAP
Business
Object
Roles
Data
Transactions
Events
Content-Integrated Business Processes
Content
Co
nte
nt W
ork
spa
ce
Business Object
Folder Structures Metadata
Customer ABC
ID 4711
Date 21.12.2009
Status Prospect
Owner Meier
Folder 1
Folder 2
Sub Folder 1
Sub Folder 2
Sub Folder A
Sub Folder B
Folder 3
Relations/Links
Follow up
Documents
Roles
Tasks Workflows
© 2012 SAP AG. All rights reserved. 10
Numerous Interfaces to Business Workspaces
MS Windows Explorer
SAP GUI
MS Outlook/Lotus Notes xECM Web UI
SAP CRM UI SAP Portal
Business
Workspace
DocuLink for SAP (SAPGUI)
Tab Integration (SAPGUI)
© 2012 SAP AG. All rights reserved. 11
Insurance Company of the West
© 2012 SAP AG. All rights reserved. 12
Agenda
Three Mandates for Enterprise Content
Typical Large Enterprise Approach to ECM
Brief Samples:
• Collaboration
• Compliance
• Process Integration
Summary
© 2012 SAP AG. All rights reserved. 13
In Theory, Retention Management is Straightforward
Create Collaborate
Distribute
Destroy
Archive
Create Validate
Use
Destroy
Archive
Simplified Content Lifecycle Simplified Data Lifecycle
Numerous Records Management
solutions are able to retain and destroy
content per policy
Numerous Archiving solutions are able
to retain and destroy data per policy
© 2012 SAP AG. All rights reserved. 14
However, For Real World SAP Customers, There are Two
Important Challenges
Sales Order
Maintenance
Manual
Correspondence
Employee Data
Performance
Review
Customer Information
Functional Location
WBS Element
Lawsuit
Challenge #1: Most enterprise content
is interconnected with Data from SAP
Challenge #2: SAP Data is complex, with
numerous hierarchies and internal references
Using different retention engines/schedules
for content and SAP data can create chaos
No external solution can manage retention
of SAP data on a granular, object level
© 2012 SAP AG. All rights reserved. 15
SAP Offers A Solution to Holistically Manage SAP Data,
SAP-Related Content and All Other Enterprise Content
1001
0100
1001
0100
1001
0100
Unified Archive for
Data and Content
SAP Document Access
Records Management
for Content
SAP Extended ECM
Retention rules set based on
associated SAP object
Physical records mgmt (barcoding,
space mgmt, check in/out, etc)
Support eDiscovery and legal holds
Permanent audit-trail
Automated destruction process
DoD5015.2 compliance
Retention rules set based on
associated SAP object
Supports SAP data hierarchies
and business references
Support eDiscovery & legal holds
Permanent audit-trail
Automated destruction process
Synchronization of data and
content destruction processes
Lifecycle Management
for Data
Netweaver ILM
Secure and scalable
Supports images, data, content
Integrated with retention engines
(Extended ECM and ILM)
Unified Retention and Destruction
© 2012 SAP AG. All rights reserved. 16
Agenda
Three Mandates for Enterprise Content
Typical Large Enterprise Approach to ECM
Brief Samples:
• Collaboration
• Compliance
• Process Integration
Summary
© 2012 SAP AG. All rights reserved. 17
Manage Enterprise Content in Context of Structured
Business Processes
Old Paradigm
Content Managed Separately from
Core Business Processes
New Paradigm
Content Integrated With
Core SAP Business Processes
(e.g. FI/CO, MM, HCM, SRM, CRM) Core Business Processes
Content
Content –enriched Business Processes
Create/Capture
Review/
Collaborate
Access/Distribute
Preserve/Destroy
Store/
Secure
Create/Capture
Review/
Collaborate
Access/Distribute
Preserve/Destroy
Store/
Secure
© 2012 SAP AG. All rights reserved. 18
Planning/Product
Development
Supply
Chain Operations
Sales &
Marketing
Customer
Service
Legal
IT
Finance
Human Resources
SAP Extended ECM Content-enables
Numerous Processes across the Enterprise
Supplier
correspondence
management
Supply chain
record keeping
Enterprise asset mgmt
(maintenance, grid
construction, etc.)
Lifecycle mgmt for
maintenance records
Bid to cash
documentation
Market research
Collateral mgmt
Multi-channel customer
service records
Case Management
(investigations, fraud,
incident, accident)
Lightweight 3rd
party collaboration
Enhanced project
mgmt (quality, store
lifecycle, etc.)
Consolidate ECM systems
Legacy decommissioning
Archive data and content
Process changes carry
forward ECM integrations
Global retention policies
Automated compliance
Fast e-Discovery
Contract mgmt
Procurement contract
lifecycle mgmt
Dispute mgmt
Strategy mgmt
Benefits lifecycle mgmt
HR record retention
Policy management
Multi-channel
correspondence mgmt
© 2012 SAP AG. All rights reserved. 19
Plant Operator
Monitor asset
condition
Create
maintenance
notification,
specifying technical
object, urgency,
and symptoms
Review downtimes
with production
shift planners
Mitigating
production impact
Review
Maintenance Work
Package
Work clearance
Field Level Risk
Assessment
Begin equipment
teardown
Assess asset
condition, issue
parts requisition
Collect data:
physical parts,
photographs,
interviews, etc.
Review associated
equipment
documentation
Correspond with
equipment
supplier/OEM
Review lab tests
Complete analysis
and make
recommendations
Record actual work
hours and parts
used
In case of
corrective action,
the notification is
updated with the
found cause
Work order
completed
technically and
commercially and
then closed
Maintenance Technician
Reliability Engineer
Maintenance Technician
Equipment is back
online
Maintenance
schedule revised
Inventory updated
Plant Operator
SAP Extended ECM for Enterprise Asset Management –
equipment failure analysis
Conduct Equipment Failure Analysis
1. Notification of Failure
2. Tear Down 3. Repair 4. Start-up
© 2012 SAP AG. All rights reserved. 20
SAP Extended ECM for Enterprise Asset Management –
equipment failure analysis
SA
P E
xte
nd
ed
EC
M
SA
P P
M
Define Scope of
Analysis Initiate Analysis Conduct Analysis
Recommend-
ations
Create Work
Orders Completion
Records Management
Scheduling and Fixing Create Maintenance
Notification
Conduct Equipment Failure Analysis
1. Notification of Failure
2. Tear Down 3. Repair 4. Start-up
© 2012 SAP AG. All rights reserved. 21
Belgian Railway Delivers Uncompromising Safety With SAP
© 2012 SAP AG. All rights reserved. 22
Agenda
Three Mandates for Enterprise Content
Typical Large Enterprise Approach to ECM
Brief Samples:
• Collaboration
• Compliance
• Process Integration
Summary
© 2012 SAP AG. All rights reserved. 23
Combine ECM With SAP to Achieve Three Enterprise
Goals for Unstructured Content
Compliance Officer Needs
Information Governance
End Users Need to
Collaborate
Process Owners Require
Process Completeness
Create/Capture
Review/
Collaborate
Access/Distribute
Preserve/Destroy
Store/
Secure
© 2012 SAP AG. All rights reserved. 24
SAP Portfolio of ECM Solutions by OpenText
Archiving Secure, compliant, cost-efficient storage of information
Document Access 360 degree information access
Employee File
Management
Automate HR
File
administration
and enable self
service
scenarios
Invoice
Management
and OCR
Minimize data
capture effort
and human
intervention
Streamline
accounts
payable
processes
Digital Asset
Management
Optimized
management of
rich media
assets
Integrate media
into marketing
communications
Document
Presentment
Automate
document
generation and
personalization
(e.g. billing
statements)
Extended
ECM
Best-of-breed
ECM with
unique SAP
integration and
process support.
Enterprise
Records
Management
Travel Receipts
Management
and OCR
Automate
receipt handling
and streamline
expense
management
process
Portal
Content
Management
Document
Management
and
Collaboration
embedded into
SAP NetWeaver
Portal and
Enterprise
Workspaces
Portal Site
Management
Powerful
Intranet/
Extranet
authoring and
publishing
embedded into
SAP NetWeaver
Portal and
Enterprise
Workspaces
Extended ECM
Archiving
Secure, compliant,
cost-efficient
storage of info.
Document Access
360 degree
information access
Extended
ECM
© 2012 SAP AG. All rights reserved. 25
Example Benefits of Combining Content with Processes
Make revenue generation more efficient
o Shown to expand marketing program effectiveness by over 600%
Reduce operating costs of core business processes
o Common process improvements can improve efficiency by 20-70%
Minimize regulatory and legal risks and costs
o Average cost of non-compliance is $9.4m/yr, with risk of much larger penalties
Reduce the complexity and cost of your information environment
o TCO improvements commonly in multi-million dollar range
Thank You!
Contact information:
XX
© 2012 SAP AG. All rights reserved. 27
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