SAP Brief Extensions SAP Extended Enterprise Content Management by OpenText Objectives Content Management for SAP Business Suite powered by SAP HANA
Link all types of content to workflows and processes Link all types of content to workflows and processes SAP applications are critical to driving core processes and generating transactional data. But what about the enormous volume of unstructured content including e-mails, photos, videos, presentations, and paper documents that comprise so much of everyday communications? What if you could intelligently link this content to software-driven workflows and processes? By uniting structured and unstructured data, you can create content-enriched business processes that empower employees and partners to access information quickly, collaborate efficiently, and support compliance. So when a customer calls for support, the agents can get a 360-degree view of all customer information, reducing the time to answer and act while improving the customer experience. With the SAP Extended Enterprise Content Management (SAP Extended ECM) application by OpenText, you can bridge the gap between your business processes and the volumes of unstructured information people generate outside of them. Integrated with the SAP Business Suite powered by SAP HANA, SAP Extended ECM allows you to manage the unstructured content lifecycle within the context of business processes and make this critical information available to people who need it. As content is created and changed, changes are reflected in the processes within SAP Business Suite powered by SAP HANA in real time. 2 / 10
SAP Business Suite powered by SAP HANA acts as a foundation for innovation for your business by greatly simplifying your IT landscape and providing a redefined user interface for instant insight to action. At the same time, it empowers you to manage all mission-critical business processes such as planning, execution, reporting, and analysis in real time using live transactional data. And when you deploy SAP Business Suite powered by SAP HANA with SAP Extended ECM, you can realize even greater value from your investment. For example, you can incorporate relevant, unstructured content into core business processes, as well as centrally manage unstructured and structured content. The software provides a content management platform that s natively integrated to run with SAP Business Suite powered by SAP HANA. This platform acts as a single content repository for all content attached to business processes and as a dynamic environment for content sharing. Continued on next page 3 / 10
What does this mean for your business? Now your employees can quickly retrieve content from any authorized source, view it through an SAP software or Web interface, and share it as needed. Content-centric processes become more efficient because your unstructured content is readily accessible within the context of business processes and transactions. You can also embed unstructured content to enrich any process supported by SAP software, with related metadata automatically uploaded. In addition, SAP Extended ECM provides tools including shared workspaces and support for approval workflows, discussions, projects, tasks, forums, and notifications that enable your employees to brainstorm, develop, share, comment on, and approve any unstructured content. And because SAP Extended ECM integrates with the Microsoft Office suite of applications, your employees can have a complete view of and ready access to collaborative communications. As a DoD 5015.2 certified ECM solution, SAP Extended ECM can help you ensure regulatory compliance and reduce legal risk. 4 / 10
SAP Extended ECM provides tools including shared workspaces and support for approval workflows, discussions, projects, tasks, forums, and notifications that enable your employees to develop, share, comment on, and approve any unstructured content. For example, within a workspace, they can attach unstructured content to processes supported by SAP Business Suite powered by SAP HANA, as well as: View the status of workflows through a dashboard and integrate them with more complex workflows that are based on SAP software Scan paper documents to a content repository and slash costs by reducing physical storage needs Store key historical content in a secure archive Handle digital rights management for confidential and sensitive documents Transform content into different formats and distribute it for follow-up and approval Decrease database backup time and optimize system performance Share and collaborate around processes and content with ease Integrate with the Microsoft Office suite of applications and Microsoft SharePoint for a complete view of and access to communications Remote workers can also access content offline, so they can remain productive while on the go. Offline changes are synchronized when the user finds a connection. 5 / 10
If you want to take control of the unstructured content stored in application silos throughout your operating environment, SAP Extended ECM can help. It acts as a unified content repository so you can rein in all of the ad hoc solutions currently being used to access and store data. In doing so, you can increase data accuracy and timeliness while reducing inefficiencies. SAP HANA allows you to simplify IT by running online transaction processing (OLTP) and online analytical processing (OLAP) on the same platform and in real time. And SAP Extended ECM helps you leverage the power of SAP HANA by integrating unstructured content into the business processes to streamline transactions and support true insight to action. In addition, you can avoid compliance risks when sensitive information is created, shared, and stored outside of a central data retention policy defined by IT. SAP Extended ECM is one of many solutions by SAP and OpenText to address all of your content management needs. 6 / 10
SAP Extended ECM provides benefits across processes for a wide range of operational areas. Optimize asset management For example, it helps the asset-intensive enterprise efficiently manage unstructured content, including engineering drawings, facility plans, and repair manuals. Because the latest content is readily available to engineering and maintenance staff, they can take steps to achieve nonstop productivity. In addition, the software can help enforce document retention and disposition policies. Using project workspaces, external engineers, electricians, and others can access information while management maintains granular security controls. Moreover, technical authors who write operating and repair manuals can maintain version control even if they don t use SAP software. Streamline case management Adding SAP Extended ECM to the SAP Investigative Management for Public Sector package helps caseworkers securely manage the case management lifecycle, from instigation and investigation to finalization, review, and analysis. They can link the case files and related content to SAP software transactions, as well as apply the appropriate retention policies. Whenever a new case is created, an associated collaborative workspace is automatically created, so stakeholders share files and other information, both online and offline. Continued on next page 7 / 10
Deliver better, more consistent customer service You can capture, manage, and retrieve all customer documents, even those originating from non-sap-based software, related to processes supported by the SAP Customer Relationship Management application independent of SAP software transactions. In addition, you can consolidate documents from various sources into different views, enabling consistent access from all customer-facing business processes. Your employees can view a cross-application, folder-based, hierarchical list of files and quickly retrieve content with customizable navigation based on virtual folder structures. Streamline project collaboration and management SAP Extended ECM integrates with project management functionality in SAP Business Suite powered by SAP HANA, easing information transfers. When a project starts, SAP Extended ECM links structured information created within SAP software such as orders, contracts, and invoices to a collaborative workspace. From this workspace, participants can develop and share unstructured content, invite team members, and place content under records management, as well as use personalized project pages, discussion forums, approval workflows, notifications, and polls. Links between information and transactional data in SAP software improve traceability, access, and compliance. 8 / 10
Realize the benefits Realize the benefits An undisciplined approach to content management only exacerbates information overload. Fortunately, you can use SAP Extended ECM to minimize the explosion of content within your organization. At the same time, the software helps you improve efficiency and reduce risk all while satisfying legal regulatory requirements for records management. With SAP Extended ECM, you can: Eliminate the need for additional repositories and simplify the IT landscape by connecting content and processes supported by SAP Business Suite powered by SAP HANA Improve content visibility and role-based access so employees can manage work more quickly and effectively Manage large volumes of information with ease by controlling document versions, streamlining collaboration, and archiving or destroying content Make content more accessible across the company by granting 360-degree visibility into customer and transaction data Empower employees to determine the context and relevance of content by associating transaction metadata Enable collaboration across organizational silos through embedded, usercentered tools Help ensure regulatory compliance and reduce legal risk by using a DoD 5015.2 certified ECM solution that applies records management classifications to documents automatically so that the classifications are performed accurately 9 / 10
www.sap.com Objectives Summary The SAP Extended Enterprise Content Management application by OpenText is a content management platform that is natively integrated to run with SAP Business Suite powered by SAP HANA. Use it to simplify your IT landscape and manage unstructured content and structured data more effectively and give business users content-enriched business processes that enhance collaboration, accelerate information access, and support regulatory compliance. Objectives Manage unstructured content Enable global collaboration Relate unstructured content to relevant transactions that are based on SAP software Minimize the proliferation of content silos Store and track content for compliance Link unstructured information to structured data Develop, share, comment on, and approve unstructured content Make relevant content available via Microsoft Office Control the content lifecycle Accelerate processes by integrating relevant content Enhance decision making and processes by giving people relevant content Improve collaboration and communication with workspaces that centralize information Constrain the growth of content repositories and IT complexity Mitigate legal and regulatory risk by making content accessible for compliance Learn more Visit www.sap.com/pc/tech/enterprise -information-management/software /enterprise-content-management/index.html. 10 / 10 Studio SAP 30873enUS (14/09)
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