How SharePoint Integration can extend & enhance your SAP Landscape

www.yash.com Executive Summary Businesses recognize the value of making the rich data that resides in their SAP systems available to more users and integrating it with other enterprise applications. However, extending SAP can be challenging, especially when enterprises pursue custom development, or attempt to use general collaboration solutions that do not integrate deeply with the ERP system. Such solutions can be expensive and time-consuming to develop and difficult to maintain as the SAP system is upgraded or new user needs emerge. Microsoft SharePoint provides both deep integration with SAP and a proven front-end interface to users' favorite productivity and collaboration applications. This white paper identifies leading challenges for extending SAP, highlights different options, describes the business advantages of integrating SAP and SharePoint, shows how real companies have benefited by using SharePoint as the user interface and collaboration portal for SAP, and provides tips for what to look for in a solution. 1

SharePoint-SAP Integration White Paper Table of Contents 1 Introduction..................................... 3 2 Options for Extending SAP............................ 3 3 SharePoint-SAP Integration Advantages.................... 4 3.1 Data Access................................. 5 3.2 Standards Based.............................. 5 3.3 Single Sign On............................... 5 3.4 Improved Responsiveness........................ 5 4 Assessing Solution Options............................ 6 5 Conclusion...................................... 7 2

www.yash.com 1 Gartner Reveals Five Social Software Predictions for 2010 and Beyond Gartner, Inc. February 2, 2010. 2 Bridging the New Gap: Why Business Apps Will Get Social Gartner, Inc. October 8, 2010 1 Introduction SAP systems bring control and consistency to enterprise operations. Outside of the SAP environment, control and consistency are rare in business. Most activity is unstructured the same basic information may need to be represented in spreadsheets, documents, and Web pages. Activity doesn't take place in a vacuum, because colleagues collaborate via e-mail, shared files, online portals and more. Information in the SAP system is the foundation for this activity, but Microsoft Office applications are by far the preferred method for conducting it. The central enterprise challenge becomes clear: How can the highly structured SAP information be delivered effectively to the unstructured, collaborative world of business users? There are rewards for successfully meeting this challenge. Information gains value the more it is shared. By making SAP information conveniently available to more users, businesses better leverage their ERP investment and improve their ROI. Business users can make timely, informed decisions when information is available in the time, place and format that it is needed. However, these benefits are elusive. Custom development can deliver SAP data to business users who need it, but such systems are expensive to create, integrate and support. Many collaboration tools make information visible, but lack the integration that users need to customize and process data and integrate it into applications and presentations. Enterprise 2.0 and social media tools are supposed to make it all easier, but 70 percent of IT-led social collaboration projects will fail, according to 1 Gartner. In addition, Gartner predicts that by 2016, 15% of businesses will deploy a 2 horizontal social technology layer that integrates with several business applications. Integration complexity and ease of use are two of the leading obstacles to leverage SAP data and functionality throughout the enterprise. 2 Options for Extending SAP The value of blending social and business context lies in enhanced collaboration and networking; and in enhanced distribution, filtering and organization of business data. Gartner, Inc. 2 It is important to distinguish between solutions that surface SAP data making it visible from other applications and those that enable true collaboration and provide more value by allowing users to connect to the data, forms and workflows they need, process data in other applications to create reports, proposals, etc., and share these resources with colleagues and customers. Today, simply seeing static data is not enough. Workers need to access, filter, process, share and act on information in a timely way. There are several ways to bridge the gap between the information people need and the applications they want to use. Options include SharePoint, NetWeaver, third-party portal products, business intelligence (BI) solutions and custom development. Historically, SAP's NetWeaver Portal has been the most-used resource for making SAP applications more accessible and user friendly. SAP NetWeaver Portal has unquestioned strengths for back-end integration, but does not match other portal solutions in some collaboration and knowledge management features that users find desirable. Conversely, third-party portals don't typically have the depth of SAP support to match their breadth of features. Breadth vs. depth is a tradeoff enterprises often face when considering enhancements to their SAP infrastructure. For example, BI solutions consolidate existing information and put it into a more visual, useable format and may not provide much depth. Custom development is always an option for trying to get the exact scope of features needed, but can be an expensive and complex approach that is difficult to support long term. 3

SharePoint-SAP Integration White Paper SAP has taken several steps to make its enterprise software more flexible and accessible. SAP NetWeaver Portal has been enhanced with collaboration rooms, discussion forums, wikis and search support. Tools like these formed the core of StreamWork, which SAP introduced later. SAP also collaborated with Microsoft to jointly develop Duet Enterprise, which incorporates SAP NetWeaver and Microsoft Office SharePoint Server. Duet is just one of many ways for enterprises to use SharePoint to make their SAP data more accessible and flexible. The following sections present the benefits of using SAP with SharePoint, integration options and what to look for in a solution. 3 SharePoint-SAP Integration Advantages Combining SAP with SharePoint gives IT management a mature, well-supported option for bringing structured data and workflows to unstructured environments. SAP provides the structure, through its well-defined data and workflows. SharePoint provides structure in another way: it delivers leading collaboration and enterprise content management features that are based on standards, so enterprises can leverage their legacy information systems and skills. When properly integrated, the combination produces powerful data sharing and collaboration capabilities that are easier to implement and support than solutions based on custom development and proprietary interfaces. For example, enterprises can use SharePoint to create employee self-service websites and workgroup portals, plus spreadsheet, database and other applications that give users access to SAP data. Figure 1 s h o w s a h i g h - l e v e l architecture diagram of how SAP and SharePoint can integrate to deliver information from SAP, productivity, line of business (LOB) and other systems. Microsoft Office Integration BDC Client Runtime Business Intelligence Offline Operations Microsoft SharePoint Search & Collaboration Workflows Cache Content Management BDC Metadata Store BDC Runtime Security LOB Figure 1: High-Level Architecture for SAP-SharePoint Integration Integration is key to realizing benefits by using SharePoint with SAP. Many organizations run SAP and SharePoint with minimal integration, for example using SharePoint to display SAP data without allowing users to update data or complete new transactions. A low level of integration is inconvenient for business users because they will need to access multiple platforms throughout the day to complete routine tasks. Tightly integrating SAP with SharePoint helps enterprises unlock the full value of each solution. Integration helps turn core SAP data and transactions into information that can power analytics and improved decision making. For example, consider how SharePoint could enhance SAP's Human Capital Management (HCM) solution. Some businesses use SharePoint as the front end to deliver Employee Self Service (ESS), Manager Self Service (MSS) and more strategic HCM functions to employees. Users can check electronic paystubs, request and schedule leave, access e-learning modules and more. SharePoint provides the user interface, while either HCM or the ESS/MSS solutions serve as the back end, with SAP transactions executed using Business Connectivity Services. Figure 2 shows how SAP-SharePoint integration can specifically support HCM and enable more functionality. The SharePoint integration also provides access to business intelligence systems and other applications so users can combine SAP transaction data with other applications and information sources to analyze labor costs, identify top-performing employees, predict 4

www.yash.com future workforce needs and more. Users can then present this combination of data and unstructured information in a variety of reports and presentations, with everything accomplished using the convenience of a single sign on and familiar user interfaces. The following sections identify and explain some of the general benefits available by integrating SAP with SharePoint. 3.1 Data Access SharePoint can be used instead of NetWeaver to access SAP data. SharePoint's B u s i n e s s C o n n e c t i v i t y Services (BCS, formerly called the Business Data Catalog, or BDC) is a shared service that accesses metadata from SAP and other back-end systems. In addition, XML is used to a b s t r a c t a n d d e f i n e metadata so it can become meaningful to users by being used in other applications, including Microsoft Office, Web applications and dashboards. BCS also works with SharePoint Enterprise Search, which enables users to discover SAP data in searches without developers having to write custom protocols or search engines. SharePoint 2010 Platform Identity Management, Single Sign-on, Collaboration & Web 2.0, Document Management, Enterprise Search Strategic HCM elearning, Performance Managment, Compensation Management, Career Planning Employee Self Service Personal Data, Leave, Benefits, Job Postings, Training Registration Business Intelligence Management Reports, Workforce Performance Measurement, Analytics Manager Self Service Promotions, Transfers, Approvals & Notifications, Salary Actions SAP ESS/ MSS and NetWeaver Portal Core SAP HCM Foundation Administration Employee Data Payroll CRM Finance Figure 2: Enhancing SAP HCM with SharePoint SCM 3.2 Standards Based The data access capabilities that SharePoint adds to SAP illustrate some of the advantages of having a standards-based solution. Users benefit by working with new sources using their familiar applications like Excel, Outlook and PowerPoint. System architects and developers can use Microsoft Visual Studio and SharePoint Designer to build applications, sites and services that combine data from disparate systems. Working in familiar environments helps reduce training costs, development and maintenance costs, while the mature, wellsupported Microsoft environment ensures that ongoing support and a future migration path will be available. 3.3 Single Sign On By integrating SAP and SharePoint, users only need to sign on once to be validated to access all their allowable SAP and Microsoft applications and data. Identity management takes place behind the scenes in a credential-mapping database. Information access can be limited by individuals, groups and roles. 3.4 Improved Responsiveness Integrated data and single sign-on enables people to work faster. For example, a manager could open his or her e-mail to view an employee expense report, approve the request and record the transaction in one logical, uninterrupted process, without having to log into 5

SharePoint-SAP Integration White Paper multiple systems. Salespeople can easily access customer information, sales histories and other data to make presentations and proposals more complete and competitive. 4 Assessing Solution Options There are numerous ways to integrate SAP and SharePoint, plus many other options for extending SAP data to other users and applications. The integration method is not as important as the functionality it provides and the support it requires. The following considerations will help you assess functionality, integration and other issues that differentiate solutions so you can determine which options are aligned with your goals and resources. Back-end integration: how tightly does the solution integrate with SAP? Are screens and data merely viewable, or can information be processed, filtered and shared? Front-end integration: can users easily connect to their favorite applications and portals? How much custom development is required for IT staff, and how many sign-ons are required by users, so SAP data can be accessed and merged with external data in Microsoft Office and other applications? Collaboration support: is the solution compatible with enterprise intranets, collaboration applications and future strategies? The time and technical resources required for integration are important considerations. Investment protection: can support staff maintain the system and make modifications using their favored development tools, or are custom interfaces and development required? Open, standard systems reduce the risk of vendor lock-in while allowing the enterprise to leverage its internal development skills and resources. Standards-based solutions also are easier to integrate and provide a migration path for future upgrades. Support for multiple roles: connection, collaboration and communication should be supported on multiple levels, so information workers can access specific information to do their jobs, while managers and executives can get dashboardlevel views of activity and performance metrics. Relevant experience: remember that a high percentage of collaboration and integration projects are considered unsuccessful. Will your project be a proof-of-concept, or can the solution vendor provide customer references and other examples of integration success in environments similar to yours? Manufacturer gets more out of SAP by making input easier A large global semiconductor manufacturer is getting more use and value from its SAP system after using SharePoint to make the ERP system more user-friendly. The company was running SAP's Human Capital Management (HCM) solution, but the self-service capabilities were underutilized. Employees felt the self-service system was confusing and hard to use, so they routinely asked human resources staff to perform basic tasks for them. The process made inefficient use of the HR staff and the HCM investment. Working with YASH Technologies, the company used Microsoft SharePoint to make things easier for users, the HR department and the IT staff. SharePoint was the core behind a new user interface that gave employees single sign-on access to the SAP HCM self-service applications plus all the business applications they use every day, including Outlook and Office. The HCM application was enhanced and customized for the company to provide convenient access to the most-used features. With the friendlier user interface in place, utilization of HCM self-service has increased. The project met its primary goal, but may provide deeper and longer-lasting benefits. The centralized workflow and rules processing developed for the HCM solution were created as Windows Communication Foundation (WCF) services that can be used as a platform for other applications and improvements. Systems are now easier for employees to use and easier for the IT staff to enhance. 6

5 Conclusion For ERP systems to remain valuable and viable, businesses need to make information easily available to more users. But delivering data from the enterprise core to the extended enterprise is challenging. IT architects must not only overcome integration challenges, but also consider entrenched user preferences for working in their familiar applications. As a result, although many businesses have made major investments in SAP and Microsoft solutions, they have essentially created silos that do not complement each other. Forrester found that organizations can achieve significant financial benefits from consolidating collaboration, document management, internal and external portal software, and search onto SharePoint Server 2010. Forrester Consulting Total Economic Impact of Microsoft SharePoint Server 2010 March, 2010 Integrating SAP with SharePoint provides a way to break down the silos, enable productive collaboration, and effectively deliver structured SAP data to the knowledge workers who need it in unstructured environments. It provides a proven, secure, standards-based way to enhance core SAP functionality by giving users access to SAP information through their favorite interfaces, productivity applications and collaboration tools. SAP and Microsoft have each invested heavily to develop and encourage SharePoint-SAP integration, and they promote it as the path to Enterprise 2.0 for SAP users. By integrating SAP and SharePoint, enterprises can leverage their past ERP and productivity software investments while building a proven platform for future, collaborative business systems. About YASH Technologies YASH Technologies has led successful SAP-SharePoint integration projects for their global customers. YASH Technologies shares a strategic alliance with Microsoft to help companies optimize their ERP investment with Microsoft SharePoint 2010 and has multiple partnership designations and certifications from both Microsoft and SAP, including status as a Microsoft Gold Certified Partner, SAP Gold Channel Partner and SAP Certified in Application Management Services. YASH Technologies focuses on customer success. As a leading technology services and outsourcing partner for medium and large global customers, we leverage technology and our flexible delivery models to drive performance and business value throughout a customer's enterprise. YASH's comprehensive service approach incorporates a holistic view of our customers that extends beyond delivery. This approach integrates enterprise solutions and services, proprietary best practice offerings, and consulting and integration services. YASH is a SEI CMMI (Level 3) and an ISO 9001:2000 certified company with US and India headquarters and regional sales and development offices spread across 3 continents. For more information, please visit www.yash.com or email info@yash.com, or call 877-766-8934. 7 YASH Technologies www.yash.com/contactus Global Presence - USA EU MEA APAC California Illinois Massachusetts Missouri New Jersey Texas London Bahrain Hongkong Singapore Hyderabad Pune Mumbai Bangalore Indore World HQ: 605-17th Avenue East Moline IL 61244 USA Toll Free: 877-766-8934 Tel: 309-755-0433 Fax: 309-796-1242 EU: The Mille-II Floor 1000-Great West Road Brentford London TW89HH UK Tel: 44-20-8261-4408 Fax: 44-20-8261-4418 India: 201-205 Bansi Trade Center 581/5 MG Road Indore MP 452001 India Tel: 91-731-426-1100 Fax: 91-731-426-1234 TM Sharepoint-IV-WP-1110 2010 YASH Technologies. All rights reserved. Referred products/ services may be registered trademarks of belonging companies.