Enterprise Content Management for SAP Business Suite. Dr. Marc Diefenbruch SAP Solution Group, OpenText

Transcription

1 Enterprise Content Management for SAP Business Suite Dr. Marc Diefenbruch SAP Solution Group, OpenText V2

2 LEARNING POINTS Why you should integrate your Content Management with the SAP Business Suite Content-enriched business processes with SAP Extended ECM by OpenText Example processes supported by ECM for SAP Best Practices and Use cases Summary

3 Connecting Content and Processes Business Value Processes Drive the Work Content Provides the Context

4 The Importance of Business Documents Context discussing and explaining the WHY Triggering processes Helping users understand and guide them Exchange and Collaboration with non-sap users Compliance with regulations

5 Uniting Content and Transactions SAP User Non-SAP User Data Transactions SAP Extended ECM Content Content Issue: Lack of Business Content Issue: Lack of Business Data 5

6 SAP Extended ECM by OpenText HOW DOES IT WORK?

7 From ECM to Process Management Enterprise Content Management Deep Integration with SAP Business Processes specific ECM + ECM Business Suite = Document Management Collaboration & Social Media Capture Workflow Content Access Records Management Archiving Workspaces natively extend SAP processes with ECM Deep connection with SAP data, structures, roles and permissions Seamless integration with various SAP UIs SAP and ECM always in-sync Project Management Product Lifecycle Management Procurement Quality Management Case Management Enterprise Asset Management Customer Relationship Mgmt. And Many Others!

8 Extended ECM Functional Overview User Experience SAP GUI SAP Portal SAP CRM SAP SRM SAP PPM Web UI Client Windows & Office SharePoint Mobile SAP Extended ECM by OpenText Business Workspaces Business Relationships Roles & Policies Data Synchronization Business References ArchiveLink & RM for SAP Document Management Search Metadata Management Records Management OpenText Enterprise Library Archiving 8

9 Content Workspaces The Concept of Content Workspaces Content-Enriched Business Processes Roles Data SAP Business Object Content Transactions Events Relations Business Object Roles & Policies Meta Data Customer ABC ID 4711 Date Status Prospect Owner Meier Collaboration Folder Structures Folder 1 Folder 2 Sub Folder 1 Sub Folder 2 Sub Folder A Sub Folder B Folder 3 Workflows Documents Content Lifecycle

10 Connecting Users and Content Inside and Outside of SAP SAP User Non-SAP User Content and Data inside SAP Content outside SAP 10

11 Connecting Users and Content Inside and Outside of SAP SAP User Non-SAP User Workspace 11

12 Ubiquitous Content Access in preferred Environment SAP GUI and SAP NW BC SAP Extended ECM (Web UI) MS Windows Explorer Workspace SAP CRM und SAP SRM MS Outlook und MS Office SAP NetWeaver Portal Mobile Devices MS SharePoint

13 Building ECM Solutions on the SAP Business Model Material Workspace Materials Supplier, PO Workspace Supplier SAP MM Assets & Plants SAP PM Projects SAP FI, SRM EQUI, FLOC Workspace Project Workspace SAP PS, PPM SAP SD, CRM Products Product Workspace SAP PLM, QM Customers Customer Workspace

14 Extended ECM Technical Architecture Microsoft Windows Microsoft Share- Point Mobile Web SAP NetWeaver Business Client, SAP CRM UI, SAP GUI, SAP SRM UI SAP NetWeaver Portal SAP Business Suite SAP ERP, CRM, SRM, Retail, Enterprise Connect Enterprise Connect Application Gov. & Archiving* Tempo Box, Everywhere* Web User Interface ECMLink DocuLink SAP ILM ArchiveLink Portal Content Mgmt. iviews CMIS Document Pipelines Web Services ECMLink WebDAV (ILM) ArchiveLink Interfaces Content Server Archive Server OpenText Enterprise Library Legend: Open Text SAP * Has to be licensed separately 14

15 Compliance and Productivity for the SAP and NON-SAP World Enterprise Information Lifecycle Management SAP NetWeaver ILM SAP Extended ECM Data Archiving Retention Management System Decommissioning Records Management Business Workspaces SAP Data SAP Documents NON-SAP Documents SAP NW ILM Interface ECMLink ArchiveLink WebDAV WebDAV ArchiveLink Documents s OpenText Enterprise Library (Hardware Abstraction Layer)

16 SAP Extended ECM by OpenText WHAT DOES IT LOOK LIKE?

17 Extended ECM in SAP GUI SAP GUI 17

18 Extended ECM in SAP CRM SAP CRM CRM Product Details Extended ECM Workspace 18

19 Extended ECM in SAP SRM Workspace Tab in SRM User Interface SAP SRM Extended ECM Workspace connected to SRM object providing full ECM capabilities

20 Extended ECM in SAP PPM (cproject) SAP PPM Associated Workspaces for Project Items Project Structure (SAP cproject) 20

21 Extended ECM in Web User Interface Web UI Standard Folder Structure for Equipment automatically created based on a template SAP PM Data for the Equipment P-3000-N001 Related items like FLOC, Maintenance Notifications and Orders are shown in the sidebar of the Equipment 21

22 Extended ECM in MS Windows Explorer Windows & Office Windows Integration of Extended ECM Complete SAP hierarchy (e.g. FLOC, EQUI) is automatically available as Windows folder structure Full ECM capabilities with document preview, document edit in MS Office, versioning, audit, metadata, etc. 22

23 Extended ECM in Microsoft Outlook Client Drag & Drop s from Outlook to Workspaces of Extended ECM Complete SAP hierarchy (e.g. FLOC, EQUI) is automatically available as Windows folder structure Full ECM capabilities with document preview, document edit in MS Office, versioning, audit, metadata, available in MS Outlook 23

24 Extended ECM in MS SharePoint SharePoint Extended ECM Sidebar with SAP Data Extended ECM Documents (also ArchiveLink documents) Business Relationships to other Extended ECM Workspaces 24

25 Extended ECM on Mobile Devices Mobile OpenText Everywhere Mobile Access and Filing OpenText Tempo Box Dropbox behind the Firewall 25

26 SAP Extended ECM by OpenText USE CASES & BEST PRACTICES

27 Extended ECM Content-Enables Numerous Processes across the Enterprise Project Management (E&C, R&D, etc.) 3rd Party Collaboration IP & Knowledge Mgmt. Supplier Information Management Contract Management Sourcing Strategies Order Management Enterprise Asset Mgmt. Distribution / Logistics Product Lifecycle Mgmt. Quality Management Brand Asset Management Campaign Management Account Management Contract Management Customer Communications Multi-channel Customer Service Case Management Planning / Product Development Procurement Production & Operation Sales & Marketing Customer Service Human Resources Finance IT Legal Employee File Management Talent Sourcing & Acquisition Reward & Retain HR Record Retention Policy Management Vendor Invoice Management Expense Reimbursement Collections Dispute Management Customer Invoicing Archive Data And Content Consolidate ECM Systems Paper Archive Elimination Legacy Decommissioning Information Retention Enterprise Records Management Automated Compliance ediscovery Contract Management 27

28 What do the best achieve with ECM? Example: Enterprise Asset Management 13% 30% 50% Reduced time for Asset Repair and Spare Part Procurement Reduced time to connect Customers to Energy Grid Reduced Costs for Asset Documentation & Drawing Management Customer findings after using Extended ECM NMBS (Belgian Railways), REWAG (Utilities), Anglian Water (Utilities) 28

29 ÖBB: Streamlining Procurement Processes with ECM Increase Agility Establish cross-functional teams in procurement. All managers can now work with an intuitive user interface while giving the procurement experts the full capabilities of SAP SRM. With all documents in a centrally managed place we have much faster access to all required information. Anton Bruckner, Procurement Manager at ÖBB Improve Efficiency One paperless end-to-end process reduces processing times. Traceability and Control Ensuring compliance with the regulations and enforce accountability and transparency.

30 Algasco: Optimizing Sales Account Management in SAP CRM Increase Agility When we understood Extended ECM for SAP Solutions would embed documents in SAP CRM that we could not only see, but also route for approval, it was really a no-brainer. Users can do it all within CRM from start to finish. Jim Rutland, CRM Support Manager, Alagasco SAP CRM to centralize and share transaction-based customer information, enhanced with integrated content management and shared workspaces for collaboration. Improve Efficiency Sales and customer service representatives have quick and easy access complete customer information. Increase Revenue Consistent, widespread access to customer information provides a competitive edge and leads to improved business.

31 NMBS: Improving Enterprise Asset Management with ECM Increase Agility Agility to meet evolving customer demands. Compliance with demands for traceability, conformity, and safety certificates. The benefit of this integration is that you save time finding the right documents, you reduce the cost of manipulating these documents, and you have an accuracy of the information related to specific and critical business processes within your company. Stephane Haelterman, Project Manager at Belgian Railways Improve Efficiency All documents integrated to business processes and accessible from multiple user interfaces for operators, technicians, and engineers Reduce Costs Progressive paper cost reduction strategy estimated EUR 3 million annual savings.

32 hydroone: Fundamentally change the way to manage Content Because of the great integration point with OpenText, Microsoft and SAP, it was a perfect roadmap for us. It was a perfect experience and we've had great success with all three of these companies to date. Norm Crook, Director, Business IT, Hydro One Increase Agility Integration of business content with business processes in SAP. Knowledge Management to cope with an aging workforce. Improve Efficiency Optimize Damage Claims Process for distributed / linear assets. 360 degree view on all Enterprise Asset information. Compliance Regulatory Compliance and Record Keeping.

33 SAP Extended ECM by OpenText SUMMARY AND FURTHER INFORMATION

34 Extended ECM Summary of Components Content Access to retrieve content associated with SAP object from multiple user interfaces, inside and outside of SAP Improve business process efficiency Document Management for version control, access rights Avoid versioning issues, manage access right Capture paper and documents Automate paper-intensive processes with scanning SAP Business Process Platform Collaboration workspaces for internal and external teams Efficiencies from real-time collaboration and social workplaces Content-centric Workflow for document approval and routing Visibility and control of content approvals Records Management for enterprise content retention Reduce compliance and litigation risk Any content can be associated with any SAP business object, using out of box integrations Archive of SAP data and unstructured content Reduce IT costs by archiving data 34

35 LEVEL OF COMMITTMENT All OpenText SAP Products have Gold Standard SAP Solution Extension SOLUTION EXTENSIONS (~20) ENDORSED BUSINESS SOLUTIONS (~50) 10 SAP ECM by OpenText Solution Extensions Long-term roadmaps for all products well aligned Dedicated, large Solution teams Secure Upgrade paths ECOHUB REFERRAL PARTNEREDGE PARTNER SAP SOLUTION CERTIFIED (e.g. Powered by NetWeaver, ArchiiveLink Certified, etc)) SAP offers full maintenance and support Deep technology integration into SAP Committed Co-development efforts, with numerous new product initiatives underway

36 Extended ECM: Key Takeaways ECM capabilities of an Enterprise Library Content in context of SAP business processes Browsable information landscapes based on SAP business model Complete Information Lifecycle Management for data and documents Equally support of SAP and NON-SAP Users Equally manage of SAP- and NON-SAP content Productized integration in SAP and Microsoft applications Collaboration and Social Media Capabilities inside SAP context 36

37 Further Information Public Web OpenText Knowledge Center LinkedIn Group

38 Contact Information Dr. Marc Diefenbruch linkedin.com/in/diefenbruch

39 THANK YOU FOR PARTICIPATING Please provide feedback on this session by completing a short survey via the event mobile application. SESSION CODE: 0809 For ongoing education on this area of focus, visit

40 SAP Extended ECM by OpenText BACKUP SLIDES

41 SAP and OpenText 20 Years of successful Partnership SAP Portal Content Management SAP Portal Site Management SAP Travel Receipts Management SAP Document Presentment SAP Employee File Management SAP Digital Asset Management SAP Extended ECM SAP Invoice Management SAP Archiving & Document Access Co-innovation CMIS interface Co-development of DoD certified Records Management OpenText acquires IXOS First ISV Powered by SAP NetWeaver SAP CRM co-development SAP ITS co-development (Internet Transaction Server) SAP ArchiveLink co-development, IXOS-ARCHIVE for SAP R/3

42 Challenges in Operations & Productions 95% of companies have asset documentation distributed over multiple, disconnected systems 44% of companies manage their multichannel output across print, , fax, social, etc. in an ad-hoc / manual way 50% of companies do not have their assetrelated content linked to their EAM* system and half of those feel that the two are out-of-step 58% of companies feel that poor sharing of knowledge and expertise is an overriding issue in production & operation. AIIM / OpenText * Enterprise Asset Management

43 Excellence with ECM in Production & Operation Enterprise Asset Management Logistics & Distribution Quality Management Product Lifecycle Management Manage all plant and maintenance information in a consistent and easy to access way that is building on SAP structures Streamline warehousing and shipping operations by a more efficient document generation and distribution Manage qualityrelated information and test documentation in a traceable and auditable way Manage material and product related documentation over the complete product lifecycle