Enterprise Content Management in SAP

1. Athol Hill Engineering Informatics Enterprise Content Management (ECM)

2. SAP ECM Content and Business Processes in Your UI of Choice Voice MS Office Duet Mobile Portal Forms RSS RFID SAP NetWeaver Business Process Platform Home Grown/ ISV SAP Biz Partner Sub-sidiary Process Components Enterprise Service Repository xApps Composites powered by SAP NetWeaver Muse 3. Summary What is ECM? SAP ECM Breakdown 4. Gartner - Enterprise Content Management 5. AiiM - Enterprise Content Management

Enterprise Content Management is the technologies, tools, and methods used to capture, manage, store, preserve, and deliver content across an enterprise. At the most basic level, ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists. www.aiim.org

The main elements of ECM are:

Capture

Manage

Deliver

Preserve

6. SAP - Enterprise Content Management Knowledge Management(General Content Management & Services) Solution Overview of SAP SAP DMS (Process oriented ContentManagement) NetWeaver Portal Collaboration Framework NetWeaver Web AS (Adobe Output & Interactive Forms, Search,Records Management, BPM/Workflow, KPro Server,Content Server, ) OtherRepositories(CRM, BI, Windows File System, WebDAV, Websites ) KMConnector DMS Connector 3rd PartyServices: Imaging/ Scanning, Archiving, WCM,ExtendedForm Services 7. Summary What is ECM? SAP ECM Breakdown 8. SAP ECM Components ECM Component SAP Solution Portal SAP Enterprise Portal in NetWeaver Collaboration SAP NetWeaver Collaboration including Collaboration Rooms, C-Projects Suite, Integration with third party IM solutions Web Content Management SAP NetWeaver KM Not fully WCM (also partner solutions) Document Management SAP DMS and SAP RMS and SAP NetWeaver KM with document level collaboration plus independent SAP repositories e.g. BI, CRM etc. Records Management SAP RMS in SAP NetWeaver Document Archiving and Retreival Can interface to 3 rdparty-solutions for SAP K-Pro solutions e.g. SAP DMS Document Imaging SAP DMS, SAP RMS and ArchiveLink can interface to 3 rdparty-solutions Business Process Management SAP Business Workflow (NetWeaver), SAP NetWeaver XI SAP NetWeaver KM, SAP NetWeaver Ad-Hoc Workflow,Forms Management SAP Interactive Forms by Adobe in NetWeaver, SAP Smart Forms (NetWeaver), SAP NetWeaver KM (XML forms),Federated Search SAP Enterprise Search 9. SAP ECM - SAP NetWeaver Portal KM&C

Portal Platform:

Secure, role-based access to all enterprise systems.. and information sources with single sign-on

Multi-platform, scalable with hi-availability

Web-based using Open Standards. Designed integration with SAP

Knowledge Management & Collaboration (KMC)

Collaboration Rooms (Teams Spaces), Content Management and Collaboration, Discussions, Subscription, Rating etc...

Business Packages/Content

Pre-packaged business content for rapid deployment

ERP CRM 3rd party Intranet Workflow Internet Collaboration Groupware 10. SAP ECM -NetWeaver KM

Feature Highlights

Easy Authoring, Editors Check-in/out, Offline

Custom Attributes

Workflow & Versioning

Document & Folder Permissions

Document Services: Discussion, Rating, Review, Feedback, Subscription/Notification, Linking

Easy publishing of News, FAQ, HTML, links, Favorites...

XML Forms Environment

Comprehensive Search & Classification

11. SAP ECM - NetWeaver KM -Repository Integration

SAP Enterprise Portal KM provides

ONE search capability

ONE unified navigation scheme

ONE look & feel

generic KM services on top of heterogeneous repositories

SAP Enterprise Portal KMconsists of

Content Management

Search & Classification (TREX)

SAP NetWeaver Integration with KM

SAP NetWeaver BI

SAP DMS

mySAP CRM

SAP HCM - Learning Solution

It is impossible to centralize all the information in a single repository ... Knowledge Management in SAP NW:An integration platform for heterogeneousrepositories in an organization

Connectors as of today(more to come by SAP & partners) :

Windows File Server

Web Servers

WebDAV compliant servers

SAP DMS

EP KM repository

non-SAP see www.sdn.sap.com

Various repositories do exist ! File servers, web servers ..... Microsoft IBM Accenture KPMG Partners Technology Consulting 12. SAP ECM - NetWeaver Collaboration Rooms

Integration with:

KM and Search

Mail (Outlook & iNotes)

Can Integrate with

3 rd -party Repositories and IM solutions

KMelements 13. SAP ECM - NetWeaver Collaboration Rooms 14. SAP ECM - SAP NW Portal KM & Collaboration @ SAP

Global Implementation for 36 000 users Live since October 2005

15. SAP ECM Portal Business Content www.sdn.sap.com 16. SAP ECM- SAP Document Management System (DMS)

SAP Document ManagementSystem(DMS)is avertical applicationwhich enables users to work on documents over the entire product life-cycle

Comprehensive solution for documents: versions and structures, approval- and change management

Process integration: object links to other business objects, e.g. business partners or projects

Open interfaces: office applications, document input / output systems

Several User Interfaces: SAP GUI, web Access, Enterprise Portal access (iViews), SAP Easy DMS (MS File Explorer integration)

17. SAP ECM- Highlights ofSAP DMS

Comprehensive DMS Solution

ISO Compliant

Versions /Revisions

Structures

Approval & Status Management

Workflow/Process Automation

Change Control

Document Distribution

Collaboration

Secure storage- 1 master doc but multiple access

Access control/Authorisations

MS Office Integration

Integration

Imaging and Scanning

18. SAP ECM-Document Retrieval (SAP DMS)

Document Finder

Search & Retrieval

Combined full text and attribute search

Easy extension via implementation of query interface due to open architecture

Retrieval of documents in SAP and external systems

Across different SAP systems and different clients

External storage systems if supported by content server vendor

Standard document areas for

Document Management System

ArchiveLink documents and print lists

SAP Easy DocumentManagement

Windows BasedApplication

MS Explorer

Version 6.0

SAP ECM- User Interfaces/Access (SAP DMS) 20.

Save file directly out of application via Save as

SAP ECM-Save Files within an Application (SAP DMS) 21. SAP ECM -Save mails (message) (SAP DMS) Save Outlook mails directly in Easy Document Management(also with drag&drop) 22. SAP ECM SAP Records Management System (SAP RMS) 23. SAP ECM -Manage Electronic Records - Vertical Application (SAP RMS) t ransa c tion s WebC ontent M aterial Bill Master Data Customer Business Objects Notes Scanned Documents D esktopDoc ument s R eports Archived D o c ument s e.g. Outbound Documents ProcessInformation Typical Content Fax and E-Mail Interactive Forms Documents Processes Data Records/ Applications 24. SAP ECM - SAP RMS Example: Record Consists of ... Personal Data

Application

Letter

References

General correspondence Business data Contract data Work reference Cautions 25. SAP ECM - ArchiveLink- Imaging and scanning Material Quote/Invoice Employees Print Lists Outgoing Documents Business Objects Originals,Stored documents Incoming Documents CustomerContacts Integration of Business Objects and Business Documents Assignment ArchiveLink 26. SAP ECM - Overview of Imaging Scenarios

Storing Incoming Documents

Store with WebFlow

Store with bar code

Storemanually (ad-hoc)

Storing Outgoing Documents

SAPscript, Smart Forms, Print Workbench

Storing Print Lists

Repoting via the SAP Database

Management of Non-SAP Documents

Document Finder (additional interface to an external Content Server)

Print Lists Incoming Documents OutgoingDocuments Non SAP Documents 27. SAP ECM SAP Interactive Forms by Adobe - Overview

Paper-like layout

Self-explanatory

Natural look and feel

User Handling

Save locally

Distribute via email / Portal (online & offline)

Apply digital signature

Printl ocally

Be part of a work flowed business process

Background Services

Structured data in XML

Pre-filled application values

Pre-filled list boxes, help values,

Automatic data extractionand integration in application

28. SAP ECM Standard Use (pre-delivered) in SAP Solutions Roadmap Contextual Assistance Interactive Form Object Navigation Buttons 29. SAP ECM KM Search & Classification Capabilities

Search

Full text

Attributes incl. Properties

Different search modes

Linguistic: use stem of query term for searching

Fuzzy: Search error tolerant

Wildcard Search, using * or ?

Phrase search for complex expressions

Boolean operators

Highlighting / HTML conversion / links to maintained keywords

Content Snippets

Federated search (usage of other search engine indices)

Text Mining

Search for similar documents (See also)

Automatic classification of documents into categories for taxonomies

Taxonomies

Additional Virtual views of content

Automatic Classification

Example: Search results in SAP Enterprise Portal 6.0 30. SAP ECM - Search across multiple document repositories 31. SAP ECM Enterprise Search - How Do You Search Today ? Document Repositories Reports (e.g. BI) Websites(Internal orInternet) Supplierdirectory Invoices Financial data IT Overhead: 6x different search engines User Overhead: 6x same search query in different UIs 32. SAP ECM Enterprise Search - Benefits Document Repositories Reports (e.g. BI) Websites(Internal orInternet) Supplierdirectory Invoices Financial data IT Benefit: Streamlined maintenance User Benefit: One query for all sources Enterprise Search provides search through all connected sources: Either by using SAPs search and classification engine TREXor by connecting 3rd party search engines 33. SAP ECM - Why Enterprise Search an Example

EXAMPLE:

Search for P-50

Find out that it is a pump with material number 1013362

At the same time find any documents about it

At the same time find any orders ordering it

At the same time find a Blog where a customer discusses it

OR specify one of the above

Navigate to the Contact, Document or Business Object directly from the search via GUI, Specific Portal Page etc.

34. SAP ECM SAP Enterprise SearchSAP NetWeaver 2004s Structured Data Unstructured Data BO = Business ObjectRep = Document RepositoryDocs = Documents SAP Enterprise Portal GUI Rep 1 Rep 2 Rep 3 Knowledge Management (KM) Repository Framework Docs SAPApplication with own searchimplementation Docs Docs BO 1 BO 2 BO 3 SAP Enterprise Portal Search and Classification (TREX) SAPApplication SAPApplication GUI GUI Search Engine Service (SES) BO 4 BO 5 BO 6 BO 7 BO 8 BO 9 Search and Indexing Framework 35. SAP ECM - Enterprise Search Examples 36. Summary What is ECM? SAP ECM Breakdown 37. SAP ECM The ECM Strategy

SAPs ECM Strategy is primarily to:

Support the Core SAP business i.e. Business Processes

Unify and build central services with an Enterprise view e.g. Repository Managers, Search Services, Portal Services

Integrate with 3 rdParty products for non-core, commodity services e.g. Archiving, Imaging

Remain the worlds number one ERP Vendor

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