Optimizing Asset Value and Performance with Enterprise Content Management

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1 SAP Brief SAP Business Suite SAP Extended Enterprise Content Management by OpenText Objectives Optimizing Asset Value and Performance with Enterprise Content Management

2 Improving asset management with centralized information Improving asset management with centralized information When it comes to managing capital-intensive assets such as power plants and manufacturing facilities, your goal is to minimize complexity and Run Simple. This means managing lots of content such as technical specifications, user manuals, maintenance records, service contracts, and drawings. But with content spread all over the enterprise, the complexity can be overwhelming. The fact is, most asset focus on structured, transactional information. While this data is important, it s only part of the story. Equally important is unstructured content the kind not stored in a database. With such content available in digital format, it s a lot easier to make informed decisions and take quick action regarding the assets that drive your business. Service technicians can stay busy, and your time-to-repair rates can plummet. This reduces your management costs and increases asset value. And with a centralized approach for managing asset-related records, you can more readily comply with regulations in an affordable manner. The SAP Extended Enterprise Content Management (SAP Extended ECM) application by OpenText can help you meet these objectives. This software connects enterprise content and increases knowledge management and collaboration with support for Microsoft SharePoint leading to higher efficiency and improved equipment reliability. 2 / 10

3 Integrated with SAP Business Suite applications, SAP Extended ECM provides unified, 360-degree access to transactional and unstructured content in a choice of interfaces. Users have access through standard SAP software interfaces, making it easier for them to learn and use the full range of SAP Extended ECM application functionality. You can also extend access over a Web interface thus including users in the overall process when relevant, without giving them unnecessary or inappropriate access to SAP enterprise applications. Content is stored with an appropriate structure, and key data attributes are associated with the documents. This enables the user to navigate or search to readily find the content in SAP software associated with a customer, supplier, part, or equipment. You can also use SAP Extended ECM to support the scanning and digitization of paper documentation, reducing reliance on paper processes and lowering physical storage needs and costs. The software also supports bar-code recognition for quick input of paper-based information. SAP Extended ECM makes access to asset-related content easier which makes asset management more effective. 3 / 10

4 Asset maintenance activities are content dependent and, if not managed carefully, can bottleneck operations. SAP Extended ECM empowers maintenance workers to find the information they need to sustain momentum during a shutdown. Engineers and technicians can store and later retrieve data and documents created during analysis, testing, and maintenance work. Maintenance planners can collect, organize, and securely store information in back-end SAP software, establishing a clear link to equipment, material, and transactions in the software. They can also more easily analyze information to determine what improvements need to occur to shorten the duration of outages and reduce downtime. Beyond data files, you can also leverage the software to manage the lifecycle of items such as certificates and permits to maintain tight control of all assets. You can more easily retrieve documentation that tracks root cause analysis to identify patterns, predict potential future outcomes, and influence maintenance plans to reduce the number of environmental incidents and production upsets. What good is an asset when it s offline? SAP Extended ECM helps you keep your assets up and running and delivering value as much as possible. 4 / 10

5 Business processes can run across departments, divisions, regions, and even among different organizations outside the physical boundaries of your facility. SAP Extended ECM allows you to engage and collaborate with all of the appropriate stakeholders, both within and beyond the organization. For internal projects, SAP Extended ECM enables collaboration among team members with rich functionality that supports projectteam workspaces, discussion forums, and collaborative approval workflows, tasks, and polls. For projects including external stakeholders, SAP Extended ECM extends that functionality, allowing you to set up a secure extranet environment and workspaces in which to share documents. Because the interface is Web based, all your partners need is an Internet connection, a browser, and a user name and password to be integrated into your processes. SAP Extended ECM helps make collaboration a part of everyday business. 5 / 10

6 Many types of equipment, such as pressure vessels and valves, furnaces, and heavy machinery, come with a risk of injury, fatality, or environmental impact. Private citizens have high expectations for industrial responsibility, while government regulations require increased diligence, testing, and documentation. Keeping accurate corporate records is no longer optional, but you need the proper tools. SAP Extended ECM helps you meet this challenge. The software provides in-depth records management functionality so you can fully document and manage the lifecycle of enterprise content. Records can be declared in accordance with legislative requirements. This approach demonstrates compliance and shows how your organization adheres to required records management practices, including retention, change control, access, and ultimately destruction of content at the end of its lifecycle. The software can be configured to classify documents automatically, thus supporting consistency and accuracy, and complies with the U.S. Department of Defense directive for records management. Just for the record, SAP Extended ECM makes compliance easier. 6 / 10

7 Archiving enterprise data and documents IT departments constantly battle with the need for increased storage capacity to manage the huge volume of both structured and unstructured content generated daily by users. SAP Extended ECM includes archiving functionality that allows the offloading of data and documents into an archive from within the software and from production SAP databases. This functionality significantly reduces content storage costs, database backup time, and the need for additional hardware, while improving production-system performance. Archiving functionality also supports IT efforts by providing a means to archive data and documents before a software upgrade or migration. Archiving minimizes system downtime during the upgrade, minimizes the size of the upgraded database, and optimizes the performance of the upgraded system. SAP Extended ECM is integrated with the SAP Information Lifecycle Management component and is a preferred archiving solution to complement that data extraction method. Do you have too much content in your live production environment? Put it in easily accessible archives to reduce costs and improve performance. 7 / 10

8 Integration with Microsoft SharePoint SAP Extended ECM integrates with Microsoft SharePoint to further support collaboration, administration, and compliance. By connecting Microsoft SharePoint with core SAP Business Suite applications, the software helps you execute asset, generate shipping documents, and improve the transparency of plant and maintenance information in general. You can also delegate control of Microsoft SharePoint sites to local administrators with advanced templates and self-service tools. Then, to control site proliferation, you can archive and delete redundant sites as needed. This same archiving feature drives sound information governance with comprehensive record management. To maintain a full chain of custody and support traceability, SAP Extended ECM enriches Microsoft SharePoint content with contextual metadata. Documents are also archived as records and controlled using content type mapping, document access permission synchronization, and automatic link updating. This makes it easier for you to meet the demands of internal auditors, external regulators, and legal requests. Enhance collaboration, improve compliance, and dramatically increase the value of Microsoft SharePoint. 8 / 10

9 Toward a better asset management future Toward a better asset management future Ultimately, SAP Extended ECM helps improve efficiency and effectiveness related to your asset, enabling you to minimize complexity and Run Simple. With centralized, easily accessible maintenance content, you ll boost productivity and improve operational control while increasing asset reliability and reducing outages. And with rich functionality such as project-team workspaces, discussion forums, and collaborative approval workflows, you ll improve internal and external collaboration. SAP Extended ECM also helps reduce risk with in-depth records management functionality that supports the consistency and accuracy of information required for compliance purposes. The software delivers significant benefits on the IT front as well. For example, it helps reduce total cost of ownership because it is powered by the SAP NetWeaver technology platform and uses SAP tools for user management to minimize administrative overhead. It also reduces IT operating costs through data archiving to compress content, eliminate duplicates, and therefore reduce storage costs. Better asset mean greater asset value. That s what SAP Extended ECM delivers. 9 / 10

10 Objectives Summary The SAP Extended Enterprise Content Management application by OpenText helps you Run Simple by bridging the gap between structured and unstructured content used in asset supported by SAP Business Suite applications. For capitalintensive industries, this contributes to improved productivity, reliability, compliance, and worker safety while reducing costs and environmental impact. Objectives Optimize asset value and performance Increase access to information for improved equipment maintenance and reliability Adhere to government regulations for records management Easier access to asset management content Collaboration tools for managing project teams, discussion forums, and approval workflows for accurate compliance Archiving tools to minimize demand on production environments Increased maintenance productivity and improved operational control Improved asset reliability and reduced outages Better collaboration for asset management activities Reduced compliance risks Lower total cost of ownership and reduced IT operating costs Learn more To find out more, call your SAP representative today or visit us online at go.sap.com/solution/platform-technology /content-management.html. 10 / 10 Studio SAP 17984enUS (15/07) 2015 SAP SE or an SAP affiliate company. All rights reserved.

11 No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. Please see for additional trademark information and notices. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP SE or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP SE or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP SE s or its affiliated companies strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions.

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