John Fiske, SAP ECM Solution Management john.fiske@sapfm.sap.com/data/UPLOAD/files/Setting an Enterprise Content...Setting an Enterprise Content Management Strategy John Fiske, SAP ECM Solution Management ... Manual Email Correspondence

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  • Setting an Enterprise Content Management Strategy

    John Fiske, SAP ECM Solution Management

    john.fiske@sap.com

  • 2012 SAP AG. All rights reserved. 2

    Agenda

    Three Mandates for Enterprise Content

    Typical Large Enterprise Approach to ECM

    Brief Samples:

    Collaboration

    Compliance

    Process Integration

    Summary

  • 2012 SAP AG. All rights reserved. 3

    Explosive Growth In Content That Needs To Be Managed

  • 2012 SAP AG. All rights reserved. 4

    International, National and Industry Regulations Are

    Constantly Evolving

    SEC 17a-4

    HIPAA

    Canadian Electronic

    Evidence Act

    DoD 5015.2 Basel II/III

    Capital Accord

    Electronic Ledger

    Storage Law

    VERS

    AIPA GDPdU & GoBS

    & DOMEA

    NF Z 42-013

    Financial Services Authority

    MoReq 2010

    ISO/PRFTR15081

    Sarbanes-Oxley Act

    Federal Rules of

    Civil Procedure

    FDA 21 CFR Part 11

    EU Data

    Protection

    Directive

    Dodd-Frank

    Nota Fiscale

    Normativa 3400, SBIF

    Capitulo X, CNBV Articulo 052

    Financial Instruments

    and Exchange Act

    The Banking Act

    Insurance Business Act

    Electronically Recorded

    Monetary Claims Act

    Model IGA - FACTA

  • 2012 SAP AG. All rights reserved. 5

    Unstructured Content:

    Three Competing Enterprise Mandates

    Compliance Officer Needs

    Information Governance

    Ensure all legally relevant

    information is retained for the

    proper duration and auditable

    Unstructured Content

    End Users Need to

    Collaborate

    Make it easy to find, share,

    change and save content!

    Ensure relevant content is

    accessible and manageable

    from the process application

    Process Owners Require

    Process Completeness

  • 2012 SAP AG. All rights reserved. 6

    Typical Evolution Of Enterprise Content Landscape

    Collaborative Tools

    Systems proliferate

    Not part of a holistic information

    governance program

    Cloud content managed only by

    3rd parties

    Lacking more scalable

    management features

    Manageability Challenges

    Create/

    Capture

    Review/

    Collaborate

    Access/Distribute

    Preserve/Destroy

    Store/

    Secure

    Content Management

    Content lacking process context

    not very useful

    Integrations to process

    applications cumbersome

    Content retention rules not tied

    to system of record

    Integration Challenges

    Hey what about us?

    We need that content too!

    Process Owners

  • 2012 SAP AG. All rights reserved. 7

    Agenda

    Three Mandates for Enterprise Content

    Brief Samples:

    Collaboration

    Compliance

    Process Integration

    Summary

  • 2012 SAP AG. All rights reserved. 8

    Non-SAP User

    ECM for SAP Connecting users and content, inside and outside of SAP

    8

    SAP User

    SAP

    Related Content

    Non-SAP

    Related Content

    Collaborate

    (Workspace)

  • 2012 SAP AG. All rights reserved. 9

    The Concept of Content Workspaces

    SAP

    Business

    Object

    Roles

    Data

    Transactions

    Events

    Content-Integrated Business Processes

    Content

    Co

    nte

    nt W

    ork

    spa

    ce

    Business Object

    Folder Structures Metadata

    Customer ABC

    ID 4711

    Date 21.12.2009

    Status Prospect

    Owner Meier

    Folder 1

    Folder 2

    Sub Folder 1

    Sub Folder 2

    Sub Folder A

    Sub Folder B

    Folder 3

    Relations/Links

    Follow up

    Documents

    Roles

    Tasks Workflows

  • 2012 SAP AG. All rights reserved. 10

    Numerous Interfaces to Business Workspaces

    MS Windows Explorer

    SAP GUI

    MS Outlook/Lotus Notes xECM Web UI

    SAP CRM UI SAP Portal

    Business

    Workspace

    DocuLink for SAP (SAPGUI)

    Tab Integration (SAPGUI)

  • 2012 SAP AG. All rights reserved. 11

    Insurance Company of the West

    ../../../Customers & Prospects/ICW/Insurance Group of the West (ICW) Customer Testimonial Video (wmv).wmv

  • 2012 SAP AG. All rights reserved. 12

    Agenda

    Three Mandates for Enterprise Content

    Typical Large Enterprise Approach to ECM

    Brief Samples:

    Collaboration

    Compliance

    Process Integration

    Summary

  • 2012 SAP AG. All rights reserved. 13

    In Theory, Retention Management is Straightforward

    Create Collaborate

    Distribute

    Destroy

    Archive

    Create Validate

    Use

    Destroy

    Archive

    Simplified Content Lifecycle Simplified Data Lifecycle

    Numerous Records Management

    solutions are able to retain and destroy

    content per policy

    Numerous Archiving solutions are able

    to retain and destroy data per policy

  • 2012 SAP AG. All rights reserved. 14

    However, For Real World SAP Customers, There are Two

    Important Challenges

    Sales Order

    Maintenance

    Manual

    Email

    Correspondence

    Employee Data

    Performance

    Review

    Customer Information

    Functional Location

    WBS Element

    Lawsuit

    Challenge #1: Most enterprise content

    is interconnected with Data from SAP

    Challenge #2: SAP Data is complex, with

    numerous hierarchies and internal references

    Using different retention engines/schedules

    for content and SAP data can create chaos

    No external solution can manage retention

    of SAP data on a granular, object level

  • 2012 SAP AG. All rights reserved. 15

    SAP Offers A Solution to Holistically Manage SAP Data,

    SAP-Related Content and All Other Enterprise Content

    1001

    0100

    1001

    0100

    1001

    0100

    Unified Archive for

    Data and Content

    SAP Document Access

    Records Management

    for Content

    SAP Extended ECM

    Retention rules set based on

    associated SAP object

    Physical records mgmt (barcoding,

    space mgmt, check in/out, etc)

    Support eDiscovery and legal holds

    Permanent audit-trail

    Automated destruction process

    DoD5015.2 compliance

    Retention rules set based on

    associated SAP object

    Supports SAP data hierarchies

    and business references

    Support eDiscovery & legal holds

    Permanent audit-trail

    Automated destruction process

    Synchronization of data and

    content destruction processes

    Lifecycle Management

    for Data

    Netweaver ILM

    Secure and scalable

    Supports images, data, content

    Integrated with retention engines

    (Extended ECM and ILM)

    Unified Retention and Destruction

  • 2012 SAP AG. All rights reserved. 16

    Agenda

    Three Mandates for Enterprise Content

    Typical Large Enterprise Approach to ECM

    Brief Samples:

    Collaboration

    Compliance

    Process Integration

    Summary

  • 2012 SAP AG. All rights reserved. 17

    Manage Enterprise Content in Context of Structured

    Business Processes

    Old Paradigm

    Content Managed Separately from

    Core Business Processes

    New Paradigm

    Content Integrated With

    Core SAP Business Processes

    (e.g. FI/CO, MM, HCM, SRM, CRM) Core Business Processes

    Content

    Content enriched Business Processes

    Create/Capture

    Review/

    Collaborate

    Access/Distribute

    Preserve/Destroy

    Store/

    Secure

    Create/Capture

    Review/

    Collaborate

    Access/Distribute

    Preserve/Destroy

    Store/

    Secure

  • 2012 SAP AG. All rights reserved. 18

    Planning/Product

    Development

    Supply

    Chain Operations

    Sales &

    Marketing

    Customer

    Service

    Legal

    IT

    Finance

    Human Resources

    SAP Extended ECM Content-enables

    Numerous Processes across the Enterprise

    Supplier

    correspondence

    management

    Supply chain

    record keeping

    Enterprise asset mgmt

    (maintenance, grid

    construction, etc.)

    Lifecycle mgmt for

    maintenance records

    Bid to cash

    documentation

    Market research

    Collateral mgmt

    Multi-channel customer

    service records

    Case Management

    (investigations, fraud,

    incident, accident)

    Lightweight 3rd

    party collaboration

    Enhanced project

    mgmt (quality, store

    lifecycle, etc.)

    Consolidate ECM systems

    Legacy decommissioning

    Archive data and content

    Process changes carry

    forward ECM integrations

    Global retention policies

    Automated compliance

    Fast e-Discovery

    Contract mgmt

    Procurement contract

    lifecycle mgmt

    Dispute mgmt

    Strategy mgmt

    Benefits lifecycle mgmt

    HR record retention

    Policy management

    Multi-channel

    correspondence mgmt

  • 2012 SAP AG. All rights reserved. 19

    Plant Operator

    Monitor asset

    condition

    Create

    maintenance

    notification,

    specifying technical

    object, urgency,

    and symptoms

    Review downtimes

    with production

    shift planners

    Mitigating

    production impact

    Review

    Maintenance Work

    Package

    Work clearance

    Field Level Risk

    Assessment

    Begin equipment

    teardown

    Assess asset

    condition, issue

    parts requisition

    Collect data:

    physical parts,

    photographs,

    interviews, etc.

    Review associated

    equipment

    documentation

    Correspond with

    equipment

    supplier/OEM

    Review lab tests

    Complete analysis

    and make

    recommendations

    Record actual work

    hours and parts

    used

    In case of

    corrective action,

    the notification is

    updated with the

    found cause

    Work order

    completed

    technically and

    commercially and

    then closed

    Maintenance Technician

    Reliability Engineer

    Maintenance Technician

    Equipment is back

    online

    Maintenance

    schedule revised

    Inventory updated

    Plant Operator

    SAP Extended ECM for Enterprise Asset Management

    equipment failure analysis

    Conduct Equipment Failure Analysis

    1. Notification of Failure

    2. Tear Down 3. Repair 4. Start-up

  • 2012 SAP AG. All rights reserved. 20

    SAP Extended ECM for Enterprise Asset Management

    equipment failure analysis

    SA

    P E

    xte

    nd

    ed

    EC

    M

    SA

    P P

    M

    Define Scope of

    Analysis Initiate Analysis Conduct Analysis

    Recommend-

    ations

    Create Work

    Orders Completion

    Records Management

    Scheduling and Fixing Create Maintenance

    Notification

    Conduct Equipment Failure Analysis

    1. Notification of Failure

    2. Tear Down 3. Repair 4. Start-up

  • 2012 SAP AG. All rights reserved. 21

    Belgian Railway Delivers Uncompromising Safety With SAP

    ../../../Customers & Prospects/Belgian Rail/Belgian_Railway_SAPPHIRE_NOW_Madrid_Video_(wmv).wmv

  • 2012 SAP AG. All rights reserved. 22

    Agenda

    Three Mandates for Enterprise Content

    Typical Large Enterprise Approach to ECM

    Brief Samples:

    Collaboration

    Compliance

    Process Integration

    Summary

  • 2012 SAP AG. All rights reserved. 23

    Combine ECM With SAP to Achieve Three Enterprise

    Goals for Unstructured Content

    Compliance Officer Needs

    Information Governance

    End Users Need to

    Collaborate

    Process Owners Require

    Process Completeness

    Create/Capture

    Review/

    Collaborate

    Access/Distribute

    Preserve/Destroy

    Store/

    Secure

  • 2012 SAP AG. All rights reserved. 24

    SAP Portfolio of ECM Solutions by OpenText

    Archiving Secure, compliant, cost-efficient storage of information

    Document Access 360 degree information access

    Employee File

    Management

    Automate HR

    File

    administration

    and enable self

    service

    scenarios

    Invoice

    Management

    and OCR

    Minimize data

    capture effort

    and human

    intervention

    Streamline

    accounts

    payable

    processes

    Digital Asset

    Management

    Optimized

    management of

    rich media

    assets

    Integrate media

    into marketing

    communications

    Document

    Presentment

    Automate

    document

    generation and

    personalization

    (e.g. billing

    statements)

    Extended

    ECM

    Best-of-breed

    ECM with

    unique SAP

    integration and

    process support.

    Enterprise

    Records

    Management

    Travel Receipts

    Management

    and OCR

    Automate

    receipt handling

    and streamline

    expense

    management

    process

    Portal

    Content

    Management

    Document

    Management

    and

    Collaboration

    embedded into

    SAP NetWeaver

    Portal and

    Enterprise

    Workspaces

    Portal Site

    Management

    Powerful

    Intranet/

    Extranet

    authoring and

    publishing

    embedded into

    SAP NetWeaver

    Portal and

    Enterprise

    Workspaces

    Extended ECM

    Archiving

    Secure, compliant,

    cost-efficient

    storage of info.

    Document Access

    360 degree

    information access

    Extended

    ECM

  • 2012 SAP AG. All rights reserved. 25

    Example Benefits of Combining Content with Processes

    Make revenue generation more efficient

    o Shown to expand marketing program effectiveness by over 600%

    Reduce operating costs of core business processes

    o Common process improvements can improve efficiency by 20-70%

    Minimize regulatory and legal risks and costs

    o Average cost of non-compliance is $9.4m/yr, with risk of much larger penalties

    Reduce the complexity and cost of your information environment

    o TCO improvements commonly in multi-million dollar range

  • Thank You!

    Contact information:

    XX

  • 2012 SAP AG. All rights reserved. 27

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