Enterprise Content Management (ECM) Strategies

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1 Enterprise Content (ECM) Strategies Randy Hans Senior Solutions Consultant Open Text Corporation February 19, 2009 SAP 2009 / Page 1

2 Agenda Open Text & SAP Business Challenges Open Text ECM Suite for SAP SAP Document Access / Archiving by Open Text Business Solution using SAP Archiving by Open Text - SAP Invoice by Open Text Benefits SAP 2009 / Page 2

3 Open Text and SAP SAP 2007 / Page 3 Slide 3 Copyright 2008 Open Text Corporation. All rights reserved.

4 Open Text Largest Independent ECM Vendor 3,000 Employees Worldwide 114 Countries Multiple Languages 20 Year Partnership with SAP 3,000 SAP Customers SAP 2009 / Page 4 Slide 4 Copyright 2008 Open Text Corporation. All rights reserved.

5 Two Decades of Cooperative Innovation SAP and Open Text close Reseller Agreement for SAP Archiving & SAP Document Access by Open Text 2008 Open Text Extended ECM for SAP Solutions receives SAP Endorsed Business Solution Designation IXOS Software and Open Text Merge Reseller expansion to include SAP Invoice by Open Text Co-development of DoD certified Records SAP xapps Certified First ISV to be Powered by SAP NetWeaver Certified for SAP NetWeaver Portal iviews 1999 SAP CRM co-development SAP ITS co-development (Internet Transaction Server) SAP ArchiveLink co-development, IXOS-ARCHIVE for SAP R/3 Joint projects for imaging, COLD, archiving for ERP SAP / Page 5

6 Business Challenges SAP 2007 / Page 6 Slide 6 Copyright 2008 Open Text Corporation. All rights reserved.

7 The Challenge of Unstructured Content Unstructured Unstructured 90% Structured Structured 10% About About 90% 90% of of business content content is is unstructured driving higher higher handling costs costs Operating costs costs and and cost-pertransaction are are too too high, high, affecting profitability Business continuity and and compliance are are at at risk risk due due to to problems handling unstructured content content SAP 2009 / Page 7

8 Is this your organization? CEO Our decisions are impaired by lack of access to information. Financial Analyst We cannot ensure confidentiality of our financial customer data or employee data. CFO My cost of accounts payable is not state-of-the-art and neither is our cost of goods purchased. Is this organization prepared to: IT We spend all of our time adding more storage and trying to maintain legacy systems. Increase process efficiency? Create cost savings? SAP Business Users The response time on my SAP system is too slow. Manage risk? Accounting We have problems locating documents and responding to financial audits." Human Resources We spend all of our time locating and filing employee records instead of recruiting, hiring and servicing our employees. SAP 2009 / Page 8

9 Open Text ECM Suite SAP 2007 / Page 9 Slide 9 Copyright 2008 Open Text Corporation. All rights reserved.

10 Combine Structured and Unstructured Content Business Processes Business Applications structured Quotation Order Delivery Invoice Content-enriched Business Processes ECM unstructured Content Creation & Capture Content Discovery & Sharing / Collection Process optimization Content Archiving & Destruction Scan Searching Workflow Archiving Forms Handling Workflows Document Browsing Publishing Collaboration Retention SAP 2009 / Page 10 Slide 10 Copyright 2008 Open Text Corporation. All rights reserved.

11 Open Text ECM Suite The Open Text ECM Suite is an integrated suite of Open Text solutions that comprises capabilities in the following areas: Document Collaboration and Community Web Content Records Capture & Delivery Business Process Digital Asset Archiving Content Reporting The Open Text ECM Suite helps customers orchestrate their people, processes and content to achieve strategic success, by combining the benefits of an integrated suite with the flexibility of a modular architecture, enabling customers to control the risk and cost of content, foster process agility and innovation and empower people to make better decisions while providing them with a compelling user experience. SAP 2009 / Page 11 Slide 11 Copyright 2008 Open Text Corporation. All rights reserved.

12 Open Text ECM Suite for SAP Extended ECM for SAP Archiving & Document Access for SAP Vendor Invoice Customer Information Employee Information Supplier Information Reports SAP 2009 / Page 12 Slide 12

13 Open Text ECM Suite Offerings Document Collaboration & Community Web Content Problem: Need to find and share relevant and current documents, and to collaboratively create new documents Typical Solutions: Knowledge management, SOP library, technical manuals, environmental reports, Content types: Office documents, CAD files, projects, messages Problem: Geographically dispersed users needing to communicate and securely share information Typical Solutions: Project management, client engagement, product launches, social workplace Content types: Documents, projects, messages, blogs, wikis Problem: Need to build and manage web sites for improved customer experience, Typical Solutions: Marketing sites, product catalogs, e-commerce, field collateral libraries, partner communication Content types: Web pages, XML, rich media, Flash Records Problem: Need to manage records due to regulatory requirements or litigation preparedness Typical Solutions: Employee records, tax records, patient records, financial reporting Content types: All content types electronic and physical Problem: of messages to address compliance and legal preparedness requirements and to optimize system performance Typical Solutions: E-discovery, PST file replacement Content types: , attachments and instant messages SAP 2009 / Page 13 Slide 13

14 Open Text ECM Suite Offerings Capture and Delivery Business Process Digital Asset Archiving Content Reporting Problem: Need to capture information from analog sources (paper, fax, etc.), convert it into indexed and classified content and deliver it to its destination Typical Solutions: Image archiving, permits and licenses, new account opening, insurance claims processing Content types: Scanned images, fax, incoming messages Problem: Need to optimize, automate, and monitor enterprise processes Typical Solutions: Accounts payable, change order management, new account enrollment, employee on-boarding Content types: Scanned images, documents, messages Problem: Need to efficiently collect, manage, search, and distribute digital media assets for internal and external customers Typical Solutions: Marketing asset management, publishing workflows, broadcasting workflows Content types: Images, video, audio, layouts, etc. Problem: Need for long-term preservation of content for compliance, legal preparedness, system optimization and knowledge reuse Typical Solutions: Project management, media libraries, SAP archiving, archiving, e- discovery Content types: All content types and structured data Problem: Need to create reports on content availability, usage, properties, access privileges, processes, etc. Typical Solutions: Employee training, production planning, business activity monitoring Content types: All content types SAP 2009 / Page 14 Slide 14

15 From SAP to ECM Typical customer journeys Web Content Digital Asset Document Capture and Delivery SAP Document Access SAP Invoice Business Process Archiving Records File System Archiving Archiving CLM Services for SharePoint SAP 2009 / Page 15 Slide 15

16 Benefits of an integrated ECM Suite Improve user and team productivity Lower costs of deployment, administration, training Greater process efficiency Increased leveraging of knowledge assets Tighter control of content use and consistency Improved customer interaction and experience Enhanced litigation readiness and reduced litigation risk Greater ability to comply with external regulation and internal controls SAP 2009 / Page 16

17 SAP Document Access / Archiving by Open Text SAP 2007 / Page 17 Slide 17 Copyright 2008 Open Text Corporation. All rights reserved.

18 Innovative, Proven Solutions that Help the Business and IT SAP Document Access by Open Text Single point of access to SAP and non-sap data and documents Provides access to data and documents from any SAP module Integrates all content associated with a transaction ( , office documents, paper documents etc.) Spans multiple SAP modules and systems User interface in either SAPGUI or SAP NetWeaver Portal Organizes and manages all content (including legacy content) in virtual folders Provides an easy, low cost way to archive documents (SAP Archiving by Open Text included) SAP Archiving by Open Text SAP Data Archiving Securely archives SAP ADK archiving files Leverages storage lifecycle management for lower costs Document Archiving & Imaging Links documents with SAP transactions Archives print lists and outbound documents Archives paper, faxes, desktop documents and Supports bulk-import and high volume scanning Provides viewing with notes and annotation capability SAP AG 2007

19 SAP Document Access by Open Text (DocuLink) System integration / consolidation platform SAP (live + archived) & non-sap content Legacy data Alternative access to SAP transactions, master data, unstructured content Intuitive virtual folder interface Search/query capabilities SAP-centric approach: ABAP attributes stored in SAP named table space SAP GUI / NetWeaver Portal SAP 2009 / Page 19

20 Look & Feel in SAP NetWeaver Portal SAP 2009 / Page 20

21 SAP Archiving by Open Text SAP 2009 / Page 21

22 SAP Data Archiving and Open Text Offering SAP Standard (ADK & ArchiveLink) OT Offering SAP DB Archiving object Archiv Data (Reorg) Files Livelink ECM Archive Server Documents (business objects) Data Archiving Process Data archiving functionality is provided by SAP NetWeaver Open Text adds compliant archiving to SAP data archiving SAP 2009 / Page 22

23 Decommissioning Legacy Applications Legacy Systems Content SAP & Non-SAP DocuLink / SAP GUI Documents Archive Server SAP Certified Integration DocuLink WEB Non-SAP Access Data SAP 2009 / Page 23

24 Demonstration Customer Folder / Live + Archived data SAP 2007 / Page 24

25 SAP Invoice by Open Text SAP 2007 / Page 25 Slide 25 Copyright 2008 Open Text Corporation. All rights reserved.

26 Manual Invoice Processing is inefficient and poses serious risk to your business operations Manually managing invoices processes drains both internal and vendor resources: Time-consuming historical research Belabored vendor communications Documentation and other requests for additional information from multiple parties Manual routing Labor-intensive monitoring and updates on unpaid invoice status Scalability through headcount The Result: Inefficient, labor-intensive processes associated with the receipt-to-pay process Inability to optimize cash-flow and vendor relationships Inability to improve overall business transparency for more accurate financial reporting Lack of overall process control introduces compliance risk SAP 2008 / Page 26

27 SAP Invoice by Open Text Automated Vendor Invoice reconciliation Inbox (incoming mail / fax) Invoice Interpretation Invoice Verification Collaboration & Monitoring Invoice Completion Payment PREPARE TRANSFORM Prüfung und VERIFY AND Vervollständigung COMPLETE EXCEPTION HANDLING APPROVE PAY Scanning Interpretation UMWANDLUNG Trigger workflows Comment Post invoices Archiving Transform Automated reconciliation, posting, analytics SAP Archiving* SAP Optical Character Recognition Option SAP Invoice ERP (FI/AP) * or other SAP Archive Link certified repository, not part of SAP Invoice SAP 2008 / Page Seite 27

28 Support Large and/or Distributed Organizations with Transparent Access To Documents SAP 2009 / Page 28

29 Benefits of fully optimized and automated AP process Improve AP process Pay problem invoices on time Streamline and automate communication within the organization Push responsibility to appropriate individuals Reduce cost Reduce cost per invoice and grow volumes without adding people Support consolidated shared service AP processing center Capture early-pay discounts and eliminate duplicate invoice payments Become more efficient Implement paperless processing Eliminate data entry and rework due to keying errors Instill consistent worldwide standardized processes and training Move from doing busy work to analytical work reduce errors Automate follow-up and escalation Increase decision making ability View total liabilities accurately Access process status immediately Improve accrual and cash flow decisions Utilize metrics for root-cause analysis Assist with Sarbanes-Oxley / internal controls compliance SAP 2008 / Page 29

30 Demonstration Invoice Approval / SAP NetWeaver Portal SAP 2008 / Page 30

31 Benefits SAP 2007 / Page 31 Slide 31 Copyright 2008 Open Text Corporation. All rights reserved.

32 Open Text Differentiators for SAP Customers Only ECM Solution offered By SAP No integration risk this not available from any other vendor No maintenance risk one source of customer support, service packs and upgrades Reduced vendor obsolescence risk SAP s proven track record reduces risk of vendor obsolescence Tightest SAP Integration Grows with Your Business Harmonized look-and-feel familiar to your SAP users, thereby reducing training efforts Reduced cost of operation leverages proven SAP technology, instead of technology duplication Premium Qualification tested Grows along your business needs: Scalable to the highest volumes Future proof will work with future SAP Enhancement Packs and ERP releases SAP 2009 / Page 32

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