How Johnsonville Sausage Implemented a Savory OpenText Extended ECM Solution
3 KEY LEARNING POINTS Learn how Johnsonville migrated unstructured content and implemented automatic capture of outgoing documents, using Open Text Extended ECM. Learn how BAPI controls can be embedded in the Open Text scan client to search key fields from SAP. See how this document management solution can also integrate different SAP applications like ECC, CRM environment and supports seamless migration of documents from one to another.
AGENDA Johnsonville Sausage and Auritas Introduction Overview: Document Management in SAP Johnsonville s Journey Current Challenges Solution Profile Timeline Migration Process Lessons learned Realizing Benefits/ROI Immediate and future Key Takeaways Q&A. Wrap up
JOHNSONVILLE TODAY
SALES GROWTH CONTINUES 180 160 140 120 100 80 60 Percentage of 2007 Net Sales 40 20 0 2008 2009 2010 2011 2012 2013 2014
CURRENT SAP LANDSCAPE
Founded in 2003 HQ d in USA; Global Coverage 100+ Employees Practices: Analytics, ILM, ECM Exploit SAP Native Functionality Extensive F500 & Referenceable Client Base
CORE PRACTICES: ANALYTICS, ILM, ECM Typical Enterprise Information Lifecycle Create Consume Archive Dispose Auritas provides solutions across ENTIRE Lifecycle Extended ECM Document Management OpenText ECM Analytics BI/Predictive Analytics/IoT HANA/Hadoop Data Management Archiving Disposition Sybase & BW Nearlining Legacy System Retirement ILM
ILM EXPERTISE: OVERVIEW Data Archiving, DART & SAP Content Server Data Migrations Legacy System Decommissioning System Retirement Document Management, Imaging & Workflow Third Party Solution Support From Inception to Disposition or Destruction We are the Leaders in Information Lifecycle Management Implementation (Open Text, etc.) Retention Management DMS & Output Management Programming, Support & Maintenance Compliance Management Ongoing Archive Support & Management Services
AURITAS: DIFFERENTIATION Emphasis on SAP ILM and Data Archiving native functionality backed by expertise, track record and SAP Community recognition all senior consultants Trusted Advisor (not reseller of third party) to provide unbiased opinions and options of third party solutions to take SAP to the next level, while at the same time experienced in all major products Free Custom Utilities such as inbound imaging for Content Server and recreating outgoing documents from archived data -- provided with services at no additional charge One-Stop Shopping: Data Archiving + related ILM +Analytics
AURITAS APPROACH Analysis/Blueprint services, working with your team to identify all the details and prepare a blueprint plan for success Assisting your team in navigating options and implementing appropriate Third Party solutions (unbiased- not a reseller) Implementation services to ensure Blueprint and Best Practices are followed throughout the project, including Quick Start Testing, Proof of Concept and Go-Live Support Knowledge Transfer to your team Ongoing support services to realize the full potential of your investment
AGENDA Johnsonville Sausage and Auritas Introduction Overview: Document Management in SAP Johnsonville s Journey Current Challenges Solution Profile Timeline Migration Process Lessons learned Realizing Benefits/ROI Immediate and future Key Takeaways Q&A. Wrap up
USE SAP S ARCHIVELINK TO INTEGRATE DOCUMENTS FI Print lists SD MM CO ArchiveLink or WebDAV (later release) Inbound Documents SAP... QM Outbound Documents Content Management Server Archive Files
SAP EXTENDED ECM Complete Content Lifecycle Management Deep Integration with SAP Unique Capability to Content Enrich SAP Business Processes + ECM BusinessSui te = Document Management Collaboration Capture Workflow Content Access Records Management Archiving Deep connection with SAP Data structures Seamless integration with various SAP UIs Workspaces developed to natively extend SAP processes with ECM SAP and ECM always in-sync Project Management Procurement Customer Relationship Mgmt. Enterprise Asset Management Production Management Quality Management Contract Management And Many Others! Key Benefits: Improve Business Process Efficiency by Connecting Content to Process Improve Regulatory Compliance by Managing Content Through Its Lifecycle
SAP EXTENDED ECM SAP Extended ECM Enterprise Records Management ECM inside Business Processes SAP Document Access DocuLink ArchiveLink PLUS SAP Archiving Archive Imaging
SAP EXTENDED ECM 10.5 Microsoft Office Imaging Web SAP NetWeaver Business Client, SAP CRM UI, SAP GUI, SAP HTML UI SAP NetWeaver Portal Enterprise Connect Viewers Web User Interface SAP Business Suite SAP ERP, CRM, SRM, Retail, Portal Connect iviews DesktopLink, NotesLink, ExchangeLink Enterprise Scan DocuLink Web ECMLink DocuLink ArchiveLink ILM DocuLink Web in iview OpenText Enterprise Library Directory Services Enterprise Lib. Services ECMLink Services WebDAV (ILM) Services Web Viewer Services ArchiveLink Services Document Pipelines Content Web Services Content Server CMIS Archive Server Business Workspaces Search Records Management Document Management Legend: OpenText SAP
SAP EXTENDED ECM: CONNECTING USERS AND CONTENT, INSIDE AND OUTSIDE OF SAP Manage content growth and reduce administration costs Integrated applications accelerate IT landscape consolidation Consistent, seamless and efficient content flow enterprise-wide Records management integrated with business process Collaborative workspaces Content in business context
DIFFERENT STORAGE SCENARIOS 18
EXTENDED ECM: EXAMPLE: VENDOR WORKSPACE IN WEB UI Extended ECM workspace for vendor AluCast Standardized folder structure with SAPand non-sap documents SAP Vendor Master Data Transparency on all changes e.g. new documents Related Material Workspaces
EXTENDED ECM: SAP WITH EMBEDDED BUSINESS WORKSPACE Business Workspace for Vendor Provides Full ECM capabilities (in SAP NetWeaver Business Client)
AGENDA Johnsonville Sausage and Auritas Introduction Overview: Document Management in SAP Johnsonville s Journey Current Challenges Solution Profile Timeline Migration Process Lessons learned Realizing Benefits/ROI Immediate and future Key Takeaways Q&A. Wrap up
JOHNSONVILLE CHALLENGES Old Technology Software and Hardware Lots of paper documents Searching was difficult Documents not readily accessible (stored in a locked closet) Documents stored in multiple locations No records management
SOLUTION PROFILE FOR JOHNSONVILLE Implement OpenText Archive Server Implement OpenText Content Server Configure proxy to provide access to documents outside Johnsonville intranet Implement xecm & EFM Enhance OT scan client for real-time validation with SAP data Migrate documents from IBM Content Manager to OT Content Server
WHY DOCUMENT IMAGING WITH ARCHIVELINK Access documents from SAP transaction screen Document Imaging is a common application across all business areas for storing of documents Reduces training Reduces administrative time Improved Auditability Quicker access to documents for Audit both internal process and external statutory audits benefit Access for users outside working hours or regional time zones, no need to request a physical files
OPEN TEXT TIMELINE TO DATE 2014 Implement Employee File Management 2012 Initial Blueprint and System Set up 2013 Reimplemented Open Text servers with latest release 2015 Implement EFM Records Management 2016 Completed Migration of IBM Content Manager
2012 Blueprint replacement of current processes Quickly realized we could not simplify all applications (55 current/old applications) Stopped to figure how to proceed with our migration Open Text System Set up
2013 Re-implemented Open Text on the latest version (10.5) Began rolling out project workspaces Continued our internal learning of the system
2014 Employee File Management Needed to put on latest support packs Implemented the new EFM solution Spent 6 months scanning old paper files for current members Used barcodes on Accounts Receivable (Dispute Cases) transactions to eliminate manual indexing for documents stored in AR
2015 Employee File Records Management Created our first new application to store legal documents Begin our IBM Content Server Migration Phase 1 Old legal documents Phase 2 Old/new documents manual indexing Phase 3 Old/new documents using SAP function modules to retrieve metadata via Enterprise Scan 2.5 million documents migrated
2016 Completed our IBM Content Manager Migration!!! Continue to create project workspaces Working on internal ECM strategy
AGENDA Johnsonville Sausage and Auritas Introduction Overview: Document Management in SAP Johnsonville s Journey Current Challenges Solution Profile Timeline Migration Process Lessons learned Realizing Benefits/ROI Immediate and future Key Takeaways Q&A. Wrap up
OT Landscape - PRD - QA - DEV SAP (EFM Add-on) xecm (ECMLINK) Content Server Records Management Contracts Mgmt, EFM, Brava, CS Workflow - PRD - QA - DEV MS SQL Archivelink Separate Repo for SAP Separate Repo for xecm Separate Repo for SP Archive Server MS SQL - PRD - QA - DEV SAN Storage
MIGRATION FROM IBM CS TO OPENTEXT CS IBM Content Server Data Extraction in File System OpenText Migraton Tools OpenText Content Server End User Access Cleanse Transform OT Object Importer
MIGRATION OF DOCUMENTS FROM IBM TO OT Inactive Doc Type Document count ENVIROANDREG 786 Tax/06 871 ARCustomerFiles 1074 CustBrandPrice 166 FasReport 188 FranceBankState 46 FRANCEPAYROLL 148 FRANCESALES 12 FRAP 9316 FRFinance 3 FRMEAT 8 FRMONTHREPORTIN 25 FRPAYROLLTAXES 5 FRYRENDWRKPAPR 378 FSAUDITREPORTS 83 FSMONTHREPORT 1094 INCOMETAXDOCS 326 INVESTMENTS 208 JOURNALENTRIES 22121 MEMBERPURCHASES 1415 PROMOANNOUNCEMEN 31260 SAPARINVOICES 957612 Active Doc Type Document count ARCASH 72633 Banking 897 BrokerContracts 892 CapitalProjects 13522 contractmanagement 4335 FSYEARENDWRKPAP 1317 Journalentries2008 Vendorfolder 4167 SAP/Active Doc Type Document count APDOCUMENTSAP 721756 ARSAPDOCUMENTS 234502 BOL - Bill of lading 249976 weight Ticket 75162
PROXY CONFIGURATION Configuration of intranet network to translate documents to a specific port Provide access to documents from extranet on port 80 Resolve external document requests for specific url in SAP Request document from archive server and launch the viewing application
PROXY CONFIGURATION - PRD - QA - DEV SAP (EFM Add-on) xecm (ECMLINK) Content Server Records Management Contracts Mgmt, EFM MS SQL - PRD - QA - DEV Archivelink External Portal Request Webserver Archive Server MS SQL - PRD - QA - DEV Port Translation SAN Storage
ENHANCEMENT OF SCAN CLIENT Update scan client using Perl script Create selection screen for entering information (e.g. Document number, Vendor etc.) Query SAP to validate the entry Query SAP to populate rest of fields Store scanned documents and capture meta data in Open Text Content Server Search documents in Content Server using Meta data provided
ENHANCEMENT OF SCAN CLIENT
ENHANCEMENT OF SCAN CLIENT
AUTOMATIC VALIDATION WITH SAP
AUTOMATIC SAP VALIDATION & POSTING
MIGRATION OF DOCUMENTS FROM IBM TO OT Extract documents and meta data from IBM Content Manager into file system Build import script to convert IBM s meta data into format accepted by OT Content Server Create import file (XML) for Content Server Import images and meta data using OpenText Object Importer Valid access to images using meta data as search criteria
MIGRATION OF DOCUMENTS FROM IBM TO OT
DOCUMENT SEARCH FROM OPENTEXT CS
BUSINESS PROCESS BEFORE AND AFTER SAP linked documents: 1. Paper documents scanned using Kofax solution 2. Documents are validated and stored in IBM Content Manager 3. Access to documents is provided using IBM Content Manager client Non-SAP linked documents: 1. Documents are scanned/imported into IBM Content Manager 2. Meta data for documents is populated in IBM Content Manager 3. Search for documents is provided using IBM s desktop client 45
BUSINESS PROCESS BEFORE AND AFTER BEFORE 46
BUSINESS PROCESS BEFORE AND AFTER Before
BUSINESS PROCESS BEFORE AND AFTER Advanced search
BUSINESS PROCESS BEFORE AND AFTER Advanced Search Results:
BUSINESS PROCESS BEFORE AND AFTER View documents as webpage
BUSINESS PROCESS BEFORE AND AFTER SAP linked documents: 1. An analyst prepared a journal on paper and obtains manager approval in form of a signature. 2. Paper documents is scanned using OpenText Scan client 3. Documents are validated in SAP and stored in OT Content Server 4. Documents can be viewed using SAP and/or Content Server browser access Non-SAP linked documents: 1. Documents are scanned/imported into OT Content Server 2. Meta data for documents is populated in OT Content Server 3. Search for documents is provided using a browser 51
BUSINESS PROCESS BEFORE AND AFTER Users love the new simplified search 52
AGENDA Johnsonville Sausage and Auritas Introduction Overview: Document Management in SAP Johnsonville s Journey Current Challenges Solution Profile Timeline Migration Process Lessons learned Realizing Benefits/ROI Immediate and future Key Takeaways Q&A. Wrap up
LESSONS LEARNED Lessons learned in document migration Export of documents from IBM Content Server was complex and took a lot of time and space Export script needed updates and frequent server re-starts to flush cache Export process did not provide document formats (extensions) Import script had to be updated for every document type Object Imported in Content Server required documents split in batches of 1000
AGENDA Johnsonville Sausage and Auritas Introduction Overview: Document Management in SAP Johnsonville s Journey Current Challenges Solution Profile Timeline Migration Process Challenges with migration/ Lessons learned Realizing Benefits/ROI Immediate and future Key Takeaways Q&A. Wrap up
REALIZING BENEFITS/ROI Safety first backup and fail over Sunset old system Windows Server 2000 IBM Content Manager last supported in 2008 Records Management for legal purposes Improved searching capabilities/easy access = improved productivity Enhanced scanning process helps import SAP validated meta-data
AGENDA Johnsonville Sausage and Auritas Introduction Overview: Document Management in SAP Johnsonville s Journey Current Challenges Solution Profile Timeline Migration Process Lessons learned Realizing Benefits/ROI Immediate and future Key Takeaways Q&A. Wrap up
KEY TAKEAWAYS Integrated document management requires a third party solution (including SAP as a third party) Requires a thorough review of current business process and acceptance of changes is needed to be successful Document Migration process needs detailed scoping Be selective when choosing an implementation partner. Be sure they have experience with old system, as well as, the new!!
AGENDA Johnsonville Sausage and Auritas Introduction Overview: Document Management in SAP Johnsonville s Journey Current Challenges Solution Profile Timeline Migration Process Lessons learned Realizing Benefits/ROI Immediate and future Key Takeaways Q&A. Wrap up
Q&A Please feel free to contact us if you have any questions. cgalica@johnsonville.com dsood@auritas.com
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