Bernd Hennicke, OpenText | John Fiske, SAP | Chris …mimage.opentext.com/.../binary/...SAP-OT-MS-FINAL.pdf · Bernd Hennicke, OpenText | John Fiske, SAP | Chris Sargent, ... •

Fusing SharePoint & SAP with OpenText

Bernd Hennicke, OpenText | John Fiske, SAP | Chris Sargent, Microsoft

© 2013 SAP AG. All rights reserved. 2

Agenda

Information GovernanceInformation Governance

OverviewOverview11

22

Fusing SharePoint and SAPFusing SharePoint and SAP33

The Power of ThreeThe Power of Three44


At SPC14, SAP and OpenText Announced a New Solution Integrating The Three Platforms

The world’s market-leading collaboration platform

SharePoint

Extended ECM

The world’s market-leading enterprise content management system

Business SuiteThe world’s market

leading process engine


Source: AIIM Industry Watch – SharePoint 2013 released 08-2013620 individuals were surveyed, 31% from larger organizations over 5,000 employees, 40% with mid-sized organizations of 500 to 5,000 employees, and 29% from small-to-mid sized organizations with 10 to 500 employees.

How to do more in SharePoint?

“The biggest on-going issues are user adoption, governance , and extending the business scope .”


Why is governance needed?

SharePoint sites proliferate-> Avoid site sprawl

Content gets stale fast-> Systematically archive content

Unmanaged content becomes a legal liability

-> Holistic lifecycle controls

Organizational change happens

-> Keep your SharePoint site hierarchy up to date


Why extend the business scope?

Using SharePoint for collaboration-> to drive business processes

-> to keep business data in context

SharePoint as Portal-> to access and share critical content and data

Leverage your investment in SharePoint

-> Do more with it


What is SAP Content Management for SharePoint?

Controlled

Deployment of

SharePoint Sites

SharePoint User

Interface SAP

Process and Data

Records

Management

for SharePoint

SharePoint

Archiving


Agenda


OverviewOverview11

22




SharePoint Content Increasingly Falls Under Evolvin g International, National and Industry Regulations

SEC 17a-4

HIPAA

Canadian ElectronicEvidence Act

DoD 5015.2 Basel II/IIICapital Accord

Electronic LedgerStorage Law

VERS

AIPAGDPdU & GoBS& DOMEA

NF Z 42-013

Financial Services Authority

MoReq 2010

ISO/PRFTR15081

Sarbanes-Oxley Act

Federal Rules ofCivil Procedure

FDA 21 CFR Part 11

EU Data Protection Directive

Dodd-Frank

Nota Fiscale

Normativa 3400, SBIF

Capitulo X, CNBVArticulo 052

Financial Instruments and Exchange Act

The Banking Act

Insurance Business Act

Electronically Recorded Monetary Claims Act

Model IGA - FACTA


With OpenText, SAP offers a Holistic Information Governance Strategy to Comply with These Laws


Site Deployment Console

Define site metadata

Use custom site templates

Define deployment scripts

Specify SharePoint features

Specify site permissions

Site Group Console

Self service for site creation

Site creation forms, to enter site metadata

Site creation approval workflows

Manage site lifecycle

Sites for managing content related to SAP processes

Sites with built in Archiving/RM rules

Sites to access electronic and physical records

Site Controls to Prevent Uncontrolled Proliferation

Defining custom sites Deploying custom sites Custom site examples


Archiving to Reduce TCO and Enable Control

Cost effective SharePoint content storage• Storage system abstraction, use for example HSM

systems

• Single Instance storage

• Compression

Keep only active content in SharePoint• Reduced backup/restore times

• Simplified SharePoint upgrade

Long term access• Convert content into long term formats, like TIFF or

PDF/A (Renditions)

• Handle renditions as part of the documents

Records Management: archive SharePoint content as Records

Documents

SharePoint sites

List content

Why archive SharePoint content?

Which SharePoint content to archive?


Archiving Functionality in Detail

• High volume archiving• Content + metadata• Search (full text)• Records Management• Remote cache• Single instance storage• Compression• Encryption

Hardware vendor agnostic

SAP Extended ECM

SharePoint Documents

SharePoint Sites (+ Lists)

Manually

Rule based


Document archiving methods

• Replace archived documents with links• Links allow to access archived documents

• View documents, add versions• Access metadata, version information

• Replace by original document• Permission synchronization

Archive as linksArchive as links

• Keep original document in SharePoint• Useful for „journaling“ purposes• Completely transparent for users• SharePoint document features, like Co-Authoring

or approval workflows still available

• Changed documents automatically archived as new versions

Synced copy archivingSharePoint Enterprise Library

Version 1 Version 1

Version 2 Version 2


Complete Records Management Functionality

• Archive SharePoint documents/sites/lists as Records

• Manual or automatic archiving

• Classify Records with archiving: manual or automatic classification

Capture Records

• Search/Browse for Records in SharePoint

• Open/download Records from SharePoint

• Reclassify existing Records

Access Records

• Search/Browse for content relevant for a litigation

• Review content• Put content on hold,

remove Holds

Litigation

• Search/Browse for Physical Records (such as paper documents or manila folders

• Request Physical Records

• Return Physical Records (Flag for pick up)

Physical Records

• SAP object can automatically determine retention policy

• Certified DoD5015.2-compliant with SAP

• VERS compliant

Retain & Destroy

�


Easy Access To Archived Content and Records

Enterprise Library Web Parts• Browse Enterprise Library folders• Faceted Browsing

SharePoint Look & Feel• SharePoint Styles/Themes used• SharePoint Ribbon supported

Browse for archived content/records

Enterprise Library Search Web Parts• Search box, Advanced Search• Search Results

Use native SharePoint Search• Indexing archived documents through

SharePoint Search • Archived content found with native

SharePoint search

Search


In Summary

� Inability to respond to litigation/audits requests

� High costs associated to content storage

� Inability to access and act on content

� Inability to implement enterprise program

NeedCertified solution to manage unstructured content across applications that remains transparent to end-users and mitigates risk for the organization

Key Differentiators� Certified for DoD 5015.2 and VERS

� Compliant with ISO 15489, FDA 21 CFR Part 11, U.S. Section 508 compliance, SEC 17a-4, CMIS

� Physical Records Management

� Long term preservation

� Lower corporate risk

� Litigation readiness

� Increased productivity and reduced IT costs

� Demonstrable governance and compliance with complete lifecycle management of all relevant content

Business Challenges

Solution Benefits


Agenda


OverviewOverview11

22




Improving Process Efficiency: SharePoint Content Available in SAP Workspaces

SAP Business Workspace

SAP Business Workspace

SAP GUI and SAP NW BC

SAP NetWeaver® PortalSAP CRM and SAP SRM

MS Windows Explorer

MS Outlook and MS Office


Content workspaces for seamless collaboration

SAPBusiness Object

Roles

Data

Transactions

Events

Content-enriched Business Processes

Content

Business Object

Folder StructuresMeta DataMeta Data

Customer ABCID 4711Date 21.12.2009Status ProspectOwner Meier

Folder 1

Folder 2

Sub Folder 1

Sub Folder 2

Sub Folder A

Sub Folder B

Folder 3

Relations

Collaboration

Roles & Policies

Content LifecycleWorkflows

Documents

Con

tent

Wor

kspa

ces


Combining the power of SAP, Extended ECM and SharePoint

ERP Content

Financials, HR, Suppliers, Assets, IT / Archiving

ECM Content

Documents / Records, Paper, Web Sites, …

ECM UserSAP UserIntegrated

Workspaces

SharePoint Content

Collaborative Content, Projects, Communications

SharePoint User


Working with SAP-related content

MS SharePoint UIs for SAP business workspaces� Access business workspace content� Upload/download documents� Display SAP metadata� Search for business workspace content� Create new business workspaces� Complete SAP-driven processes

Copy/move MS SharePoint content into SAP business workspaces� Users can copy/move content� Rule-based copy/move� Documents and list content like tasks, calendar

information, discussions


SharePoint User Interface for SAP Business Workspac es

Business Workspace content displayed in Enterprise Library

Web Part

Business Workspace content displayed in Enterprise Library

Web Part

Link to SAP GUI, Business Relationships,

Recent Changes displayed in Widget

Web Part

Link to SAP GUI, Business Relationships,

Recent Changes displayed in Widget

Web Part

SAP metadata information displayed in Widget Web Part


Widget Web Part

• Displays SAP metadata about Business Workspaces in SharePoint

• Layout & design according toMS SharePoint standards

• Available in Web Part gallery

• Multiple Widget Web Parts on one SharePoint page supported

• Horizontal and vertical layout supported

SAP DataSAP Data

Business Relationships to

other SAP Objects (Workspaces)

Business Relationships to

other SAP Objects (Workspaces)

Link to SAP GUILink to SAP GUI


Creating New Business Workspaces from within SharePoint


In Summary

� Disparate information silos

� Lack of business context

� Align information management with business programs and processes

� Inability to provide enterprise program

Business Challenges

NeedIntegrated solution to enrich collaboration with business data and processes and enabling access to a single version of the truth from any system

Key Differentiators� Access and transfer ECM content

from SAP in SharePoint

� Access to SAP data in SharePoint

� Manage content and collaborate in same business context as SAP user

� Single version of the truth

� Efficient collaboration in business context

� Controlled and process oriented approach

� Increased productivity and reduced IT costs

Solution Benefits


Poll Question

What is your organization’s (approximate) position r egarding integrating SharePoint with SAP Business Suite?

1. What? I didn’t even know that was possible!

2. Beginning to realize it is worth exploring this.

3. Actively exploring how best to do this.

4. We have already integrated these systems on some level, but would like to find a better solution.

5. We have integrated SAP and SharePoint and are happy with our approach.


Agenda


OverviewOverview11

22




Pain when SharePoint is not SAP enabled


Pain when SAP is not SharePoint enabled


Support key processes in production and operations with SAP Content Management for SharePoint

Manage all plant and maintenance information in a consistent and easy to access way that is building onSAP structures

Enterprise Asset Management

Streamline warehousing and shipping operations by a more efficient document generation and distribution

Logistics & Distribution

Manage quality-related information and test documentation in a traceable and auditable way

QualityManagement

Manage material and product related documentation over the complete product lifecycle

Product Lifecycle Management


Open Text and Microsoft… Better Together!

• Long term, close, strategic global partner

• Support across multiple products and across all industries

• OpenText Product Management is on the Microsoft Redmond Campus – Building 25

• Joint product development, marketing and sales

To learn more, visit: www.microsoft.com/opentext

70,000+ Microsoft ISV’s

150 Microsoft Global ISV’s

Selected by Microsoft as 1 of 30Strategic Global ISV’s


“SAP and Microsoft are doing great things together around Duet Enterprise and SQL Server, but that’s not the whole story. Moving forward SAP is committed to working with

Microsoft around the cloud, mobility and big data.”Bill McDermott, Co-CEO, SAP AG

SAP and Microsoft – An Innovative Partnership


Integrated Customer Support

Key Elements of the SAP:OpenText Partnership

Joint Messaging & Advice

Extensive Product Testing

Comprehensive Set of Best-in-Class ECM Solutions

CUSTOMERCUSTOMERCUSTOMERCUSTOMER


SAP ECM Suite 2014 by OpenText

ArchivingSecure, compliant, cost-efficient storage of inform ation

Document Access360 degree information access

Employee File Mgmt

Automate HR File

administration and enable self

service scenarios

Invoice Management

and OCR

Minimize data capture effort and human intervention

Streamline accounts payable

processes

Extended ECM

Best-of-breed ECM with

unique SAP integration and

process support.

Enterprise Records

Management

Travel ReceiptsMgmt & OCR

Automate receipt handling and streamline

expense management

process

Digital Asset Management

Optimized management of

rich media assets

Integrate media into marketing

communications

Document Presentment

Automate document

generation and personalization

(e.g. billing)

Content Management

for SharePoint

Collaborate and work with SAP related content

in Microsoft SharePoint.

Information Governance for

SharePoint Content, DoD 5015.2 and

VERS certified Records

Management

Portal Site & Portal Content Management

Powerful Intranet/ Extranet,

document Mgt, collaboration, authoring and

publishing embedded into

SAP NetWeaver Portal and Enterprise

Workspaces

Horizontal Platform ProductsLOB specific Solutions

Document Presentment

add on

Business Correspondence

7 8

Questions?

www.opentext.com/powerof3


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