Setting an Enterprise Content Management Strategy. John Fiske, SAP ECM Solution Management

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1 Setting an Enterprise Content Management Strategy John Fiske, SAP ECM Solution Management

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. 2

3 Explosive Growth In Content That Needs To Be Managed 2012 SAP AG. All rights reserved. 3

4 International, National and Industry Regulations Are Constantly Evolving HIPAA SEC 17a-4 Canadian Electronic Evidence Act Dodd-Frank DoD GDPdU & GoBS & DOMEA Basel II/III Capital Accord AIPA Electronic Ledger Storage Law ISO/PRFTR15081 FDA 21 CFR Part 11 Sarbanes-Oxley Act EU Data Protection Directive The Banking Act Financial Instruments and Exchange Act Insurance Business Act Electronically Recorded Monetary Claims Act Federal Rules of Civil Procedure NF Z Capitulo X, CNBV Articulo 052 Nota Fiscale Financial Services Authority VERS Normativa 3400, SBIF MoReq 2010 Model IGA - FACTA 2012 SAP AG. All rights reserved. 4

5 Unstructured Content: Three Competing Enterprise Mandates Make it easy to find, share, change and save content! End Users Need to Collaborate Ensure relevant content is accessible and manageable from the process application Ensure all legally relevant information is retained for the proper duration and auditable Unstructured Content Process Owners Require Process Completeness Compliance Officer Needs Information Governance 2012 SAP AG. All rights reserved. 5

6 Typical Evolution Of Enterprise Content Landscape Collaborative Tools Content Management Preserve/Destroy Hey what about us? We need that content too! Create/ Capture Store/ Secure Access/Distribute Review/ Collaborate Process Owners Manageability Challenges Systems proliferate Not part of a holistic information governance program Cloud content managed only by 3 rd parties Lacking more scalable management features Integration Challenges Content lacking process context not very useful Integrations to process applications cumbersome Content retention rules not tied to system of record 2012 SAP AG. All rights reserved. 6

7 Agenda Three Mandates for Enterprise Content Brief Samples: Collaboration Compliance Process Integration Summary 2012 SAP AG. All rights reserved. 7

8 ECM for SAP Connecting users and content, inside and outside of SAP SAP User Non-SAP User SAP Related Content Collaborate (Workspace) Non-SAP Related Content 2012 SAP AG. All rights reserved. 8 8

9 Content Workspace The Concept of Content Workspaces Content-Integrated Business Processes Roles Data SAP Business Object Content Transactions Events Relations/Links Metadata Business Object Folder Structures Roles Documents Customer ABC ID 4711 Date Status Prospect Owner Meier Follow up Folder 1 Folder 2 Sub Folder 1 Sub Folder 2 Sub Folder A Sub Folder B Folder 3 Workflows Tasks 2012 SAP AG. All rights reserved. 9

10 Numerous Interfaces to Business Workspaces SAP GUI SAP CRM UI SAP Portal Business Workspace DocuLink for SAP (SAPGUI) MS Windows Explorer Tab Integration (SAPGUI) xecm Web UI MS Outlook/Lotus Notes 2012 SAP AG. All rights reserved. 10

11 Insurance Company of the West 2012 SAP AG. All rights reserved. 11

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. 12

13 In Theory, Retention Management is Straightforward Simplified Content Lifecycle Simplified Data Lifecycle Create Collaborate Create Validate Destroy Destroy Distribute Use Archive Archive 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. 13

14 However, For Real World SAP Customers, There are Two Important Challenges Challenge #1: Most enterprise content is interconnected with Data from SAP Challenge #2: SAP Data is complex, with numerous hierarchies and internal references Correspondence Maintenance Manual Sales Order Customer Information Functional Location Employee Data WBS Element Lawsuit Performance Review 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. 14

15 SAP Offers A Solution to Holistically Manage SAP Data, SAP-Related Content and All Other Enterprise Content Unified Retention and Destruction Records Management for Content Lifecycle Management for Data SAP Extended ECM Netweaver ILM 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 DoD compliance Unified Archive for Data and Content SAP Document Access Secure and scalable Supports images, data, content Integrated with retention engines (Extended ECM and ILM) 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 2012 SAP AG. All rights reserved. 15

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. 16

17 Manage Enterprise Content in Context of Structured Business Processes Core Business Processes Content Old Paradigm Content Managed Separately from Core Business Processes Preserve/Destroy Content enriched Business Processes New Paradigm Content Integrated With Core SAP Business Processes (e.g. FI/CO, MM, HCM, SRM, CRM) Preserve/Destroy Create/Capture Create/Capture Store/ Secure Review/ Collaborate Store/ Secure Review/ Collaborate Access/Distribute Access/Distribute 2012 SAP AG. All rights reserved. 17

18 SAP Extended ECM Content-enables Numerous Processes across the Enterprise Lightweight 3rd party collaboration Enhanced project mgmt (quality, store lifecycle, etc.) 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) Planning/Product Development Supply Chain Operations Sales & Marketing Customer Service Human Resources Finance IT Legal Benefits lifecycle mgmt HR record retention Policy management Multi-channel correspondence mgmt Procurement contract lifecycle mgmt Dispute mgmt Strategy mgmt 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 2012 SAP AG. All rights reserved. 18

19 SAP Extended ECM for Enterprise Asset Management equipment failure analysis 1. Notification of Failure 2. Tear Down 3. Repair 4. Start-up Conduct Equipment Failure Analysis 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 Equipment is back online Maintenance schedule revised Inventory updated Plant Operator Maintenance Technician Reliability Engineer Maintenance Technician Plant Operator 2012 SAP AG. All rights reserved. 19

20 SAP Extended ECM for Enterprise Asset Management equipment failure analysis 1. Notification of Failure 2. Tear Down 3. Repair 4. Start-up Conduct Equipment Failure Analysis Create Maintenance Notification Create Work Orders Scheduling and Fixing Completion SAP Extended ECM SAP PM Define Scope of Analysis Initiate Analysis Conduct Analysis Recommendations Records Management 2012 SAP AG. All rights reserved. 20

21 Belgian Railway Delivers Uncompromising Safety With SAP 2012 SAP AG. All rights reserved. 21

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. 22

23 Combine ECM With SAP to Achieve Three Enterprise Goals for Unstructured Content End Users Need to Collaborate Preserve/Destroy Create/Capture Store/ Secure Review/ Collaborate Access/Distribute Process Owners Require Process Completeness Compliance Officer Needs Information Governance 2012 SAP AG. All rights reserved. 23

24 SAP Portfolio of ECM Solutions by OpenText Portal Content Management Portal Site Management Digital Asset Management Document Presentment Employee File Management Travel Receipts Management and OCR Invoice Management and OCR Extended ECM Document Management and Collaboration embedded into SAP NetWeaver Portal and Enterprise Workspaces Powerful Intranet/ Extranet authoring and publishing embedded into SAP NetWeaver Portal and Enterprise Workspaces Optimized management of rich media assets Integrate media into marketing communications Automate document generation and personalization (e.g. billing statements) Automate HR File administration and enable self service scenarios Automate receipt handling and streamline expense management process Minimize data capture effort and human intervention Streamline accounts payable processes Best-of-breed ECM with unique SAP integration and process support. Enterprise Records Management Document Access 360 degree information access Document Access 360 degree information access Archiving Secure, compliant, cost-efficient storage of information Archiving Secure, compliant, cost-efficient storage of info. Extended ECM 2012 SAP AG. All rights reserved. 24

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 2012 SAP AG. All rights reserved. 25

26 Thank You! Contact information: XX

27 2012 SAP AG. All rights reserved No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iseries, pseries, xseries, zseries, eserver, z/vm, z/os, i5/os, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects is an SAP company. Sybase and Adaptive Server, ianywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase, Inc. Sybase is an SAP company. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. The information in this document is proprietary to SAP. No part of this document may be reproduced, copied, or transmitted in any form or for any purpose without the express prior written permission of SAP AG. This document is a preliminary version and not subject to your license agreement or any other agreement with SAP. This document contains only intended strategies, developments, and functionalities of the SAP product and is not intended to be binding upon SAP to any particular course of business, product strategy, and/or development. Please note that this document is subject to change and may be changed by SAP at any time without notice. SAP assumes no responsibility for errors or omissions in this document. SAP does not warrant the accuracy or completeness of the information, text, graphics, links, or other items contained within this material. This document is provided without a warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, or non-infringement. SAP shall have no liability for damages of any kind including without limitation direct, special, indirect, or consequential damages that may result from the use of these materials. This limitation shall not apply in cases of intent or gross negligence. The statutory liability for personal injury and defective products is not affected. SAP has no control over the information that you may access through the use of hot links contained in these materials and does not endorse your use of third-party Web pages nor provide any warranty whatsoever relating to third-party Web pages SAP AG. All rights reserved. 27

28 2012 SAP AG. Alle Rechte vorbehalten. Weitergabe und Vervielfältigung dieser Publikation oder von Teilen daraus sind, zu welchem Zweck und in welcher Form auch immer, ohne die ausdrückliche schriftliche Genehmigung durch SAP AG nicht gestattet. In dieser Publikation enthaltene Informationen können ohne vorherige Ankündigung geändert werden. Die von SAP AG oder deren Vertriebsfirmen angebotenen Softwareprodukte können Softwarekomponenten auch anderer Softwarehersteller enthalten. Microsoft, Windows, Excel, Outlook, und PowerPoint sind eingetragene Marken der Microsoft Corporation. IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iseries, pseries, xseries, zseries, eserver, z/vm, z/os, i5/os, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli und Informix sind Marken oder eingetragene Marken der IBM Corporation. Linux ist eine eingetragene Marke von Linus Torvalds in den USA und anderen Ländern. Adobe, das Adobe-Logo, Acrobat, PostScript und Reader sind Marken oder eingetragene Marken von Adobe Systems Incorporated in den USA und/oder anderen Ländern. Oracle ist eine eingetragene Marke der Oracle Corporation. UNIX, X/Open, OSF/1 und Motif sind eingetragene Marken der Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame und MultiWin sind Marken oder eingetragene Marken von Citrix Systems, Inc. HTML, XML, XHTML und W3C sind Marken oder eingetragene Marken des W3C, World Wide Web Consortium, Massachusetts Institute of Technology. Java ist eine eingetragene Marke von Sun Microsystems, Inc. JavaScript ist eine eingetragene Marke der Sun Microsystems, Inc., verwendet unter der Lizenz der von Netscape entwickelten und implementierten Technologie. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork und weitere im Text erwähnte SAP-Produkte und Dienstleistungen sowie die entsprechenden Logos sind Marken oder eingetragene Marken der SAP AG in Deutschland und anderen Ländern. Business Objects und das Business-Objects-Logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius und andere im Text erwähnte Business- Objects-Produkte und Dienstleistungen sowie die entsprechenden Logos sind Marken oder eingetragene Marken der Business Objects Software Ltd. Business Objects ist ein Unternehmen der SAP AG. Sybase und Adaptive Server, ianywhere, Sybase 365, SQL Anywhere und weitere im Text erwähnte Sybase-Produkte und -Dienstleistungen sowie die entsprechenden Logos sind Marken oder eingetragene Marken der Sybase Inc. Sybase ist ein Unternehmen der SAP AG. Alle anderen Namen von Produkten und Dienstleistungen sind Marken der jeweiligen Firmen. Die Angaben im Text sind unverbindlich und dienen lediglich zu Informationszwecken. Produkte können länderspezifische Unterschiede aufweisen. Die in dieser Publikation enthaltene Information ist Eigentum der SAP. Weitergabe und Vervielfältigung dieser Publikation oder von Teilen daraus sind, zu welchem Zweck und in welcher Form auch immer, nur mit ausdrücklicher schriftlicher Genehmigung durch SAP AG gestattet SAP AG. All rights reserved. 28

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