PLM2007 LeverX Tips to Optimize

2007 Wellesley Information Services. All rights reserved. 2007 Wellesley Information Services. All rights reserved.

Tips to Optimize Performance and Improve the Way You Manage Your SAP Document Management System (DMS)

Dr. Victor Lozinski & Eric StajdaLeverX

2What Well Cover

Introduction Overview of SAP Document Management System Content server architecture Working in a global environment Third-party possibilities Wrap-up

3Introduction

This session demystifies the SAP Content Server and the SAP Cache Server the engine beneath the SAP Document Management System (DMS) and teaches you specific things you need to know in order to achieve adequate performance from your DMS infrastructure

Areas we will cover: Why do I need an SAP Content Server? A short look at SAP Document Management Overview of the SAP Content Server and the Cache Server What set-up options exist (Windows vs. Unix) Demonstration of key transactions related to setup and management of the

SAP Content Server Architecture options single SAP Content Server vs. several Third-party applications that provide similar functionality to the SAP

Content Server Additional resources

4Introduction (cont.)

Why do I need a content server? First, you have decided to use SAP DMS because of key

business issues We will talk about some of these issues later in the presentation

With this decision, you need somewhere for original files to be stored this is where the content server comes in

In short, a content server is a separate server where original files go when checked into SAP

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6Why Use SAP Document Management System?

Access to key documents is fragmented Key documents are located on shared drives, local machines,

and different applications Users of the SAP system need access to these

documents to make decisions Purchasing needs access to specifications and other document

types when initiating a Request for Quotation (RFQ) You want to limit time spent searching for information When building a product, individuals on the manufacturing floor

should have access to the engineering drawings There is a great deal of benefit in centralizing and

controlling key business documents Before we go deeper, lets review the SAP Document

Management (DM) capabilities

7SAP DMS Basics

SAP provides you with an enterprise document management system that can be utilized with little effort

It includes the basics of document management, such as: Secure storage of original files Classification of documents for easy searching Linking to other SAP objects (e.g., material master) Check-in/check-out functionality Use of versions and revisions Tracking updates through change management Web viewing of documents Integration with CAD systems (UG, CATIA, Pro/E, Ideas, etc.) Conversion of documents to neutral format (e.g., Word to PDF) And more!

8Document Data

A document information record is made up of many pieces of metadata Version, description,

status, and owner Original files are

attached to a document information record Key fields: Storage Cat.

and the padlock Once checked in, the

original files are stored in a content server

Any type of original file may be stored against a document information record

9Additional Data

Each document information record is classified when created

Each record is classified so that you can find it easily at a later point in time

The classification schema is developed using SAP classification functionality

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Object Links

Object linking allows you to relate one document information record to another document information record If you link key

document information records to related material masters, you instantly increase visibility

You can link from a document information record to most key SAP objects (materials, BOMs, change masters, etc.)

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Demo: SAP Document Management

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Complete DMS: A Simple Picture

Content Server

R/3 System

Repository1

Repository 2

DMS

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1

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Storage Categories

1. R/3 system

2. Document management

3. Storage categories

4. Content server

5. Repositories

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Benefits

Benefits: Separate database so

there is no effect on OLTP performance Flexible and scalable Security

Web Server

Content Server Engine

Database

Content Server

DocsDocs

DocsDocs

Docs

It is recommended that the content server be in a separate database than your SAP R/3 system

Warning

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Characteristics

Basic Content server can be Windows- or Unix-based

f Unix varieties: AIX, HP-UX, Linux, Solaris The latest release of the content server is 6.40

Size Server size is based on a variety of factors

f Number of users and documentsf Type of documents (CAD vs. office-type)

In general, a large server is not required Skill Installation of content server software usually done by the Basis team

Effort Once the server is staged (operating system, etc.), it is usually a one-

day activity to perform the installation of the content server software

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Quick Install Guide

1. Install the content server via the Installation Disk

2. In transaction CSADMIN, link the R/3 system to the content server

3. In transaction CSADMIN, create repositories

4. In transaction OAC0, link the repository to the document management system

5. In transaction OACT, create storage categories in the repository

Content Server

R/3 System

Repository1

Repository 2

1

DMS

2

3

4

5Storage Categories

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SAP Cache Server

A cache is used to store copies of documents when they are accessed for the first time As a result, the documents can be accessed again more

quickly, since the contents are taken directly from the cache With caching, the original documents are stored in one

location, namely on the content server; the copies in the cache can be replaced with newer content at any time Documents are checked into the Detroit Content Server. An

employee in South Africa wants to access and display these documents. The transmission time, however, is extremely long and the intercontinental network connections would be overloaded. By using cache servers, the documents are copied over the connection one time only.

WarningCaching must not be confused with replication

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Main Characteristics of Caching

The original document is still located on the content server

The content server can retrieve the cache content at any time

Only documents that are actually requested (and therefore genuinely needed) are copied and delivered

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How a User Request is Handled1. Request for location of

original file is made to the R/3 system

2. Location of original file is returned

3. A check is made to see if a valid version of the original file is available in the cache server

4. Since the valid version is not available, a request is made to send the original file from the content server

5. The original file is sent from the content server to the cache server and then to the users local machine for viewing

R/3 System

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Goal: User wishes to view original file (Doc A) attached to the document information record

5Doc A

Doc B

3

CacheServer

4

Doc A

Content Server

Doc A

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Day-to-Day Management Tasks

Source: SAP Content Server Guide located at: http://help.sap.com/saphelp_nw04s/helpdata/en/40/32104211625933e10000000a155106/content.htm

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Demo: Key Transactions Related to Content Server Setup

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Simple Architecture vs. Complex Architecture

Simple architecture requires little consideration One SAP instance, one content server, and one cache server

Complex architecture requires more thought How many locations? What is the number of users in each location? How is the wide area network sized? How big are the file sizes?

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Simple Scenario

Single R/3 system

Single cache server

Users in multiple locations

Users In Multiple Locations

R/3 System

CacheServerContent Server

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Add a Separate R/3 Instance for PLM/MFG

Single R/3 system Single cache server Users in multiple

locations Key concept is that

a single content server can be used for multiple instances of SAP

If using Application Link Enabling (ALE), documents created in the PLM system are accessible in the MFG system

Users In Multiple Locations

Content Server

R/3 SystemPLM

R/3 SystemMFG

ALE

CacheServer

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Global Environment Users and Data Spread OutNorth America (NA) User

Content Server (NA)

Cache Server (NA)

Content Server (EU)

Cache Server (EU)

Content Server (Asia)

Cache Server (Asia)

Europe (EU) User Asia User

R/3 SystemPLM

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Global Environment Users and Data Spread Out (cont.)

Single R/3 system Multiple content and cache servers Users in multiple locations Key concept is that a single R/3 system can be used to

support multiple locations keeping documents local to the location therefore reducing network bandwidth

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Third-Party Possibilities

Sometimes customers do not want to use the SAP Content Server Belief that it is not industrial strength Not enough admin tools Does not run on required platform Do not wish to support MaxDB (Oracle only) Staff is trained in other technology

IXOS Open text offers a solution for content management that also allows you to use your content server for other capabilities, such as archiving

EMC Documentum also offers integration capabilities IBM CommonStore

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Resources

http://help.sap.com Overview of SAP Documentation SAP R/3 and R/3 Enterprise SAP R/3

Enterprise Release 4.7 English SAP R/3 Enterprise Application Components Cross-Application Components Document Management

Overview of SAP Documentation SAP R/3 and R/3 Enterprise SAP R/3 Enterprise Release 4.7 English SAP NetWeaver Components SAP Web Application Server Content Server

SAP Notes (http://service.sap.com *) are great resources for keeping up with developments in the area of the Kpro Search for existing notes under BC-SRV-KPR and CA-DMS

Gerd Hartmann Ulrich Schmidt, Product Lifecycle Management with SAP: The Complete Guide to mySAP PLM Strategy, Technology, and Best Practices (SAP Press, 2005)

SAP Developer Network (SDN), www.sdn.sap.com Search under Kpro and Content Server Review forum for Product Lifecycle Management (PLM)

*Requires login credentials to the SAP Service Marketplace

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7 Key Points to Take Home

A content server is a separate server where original files go when checked into SAP

Take advantage of the enterprise document management system included in SAP

Resources and effort are required to set up infrastructure for managing documents

Content servers can be set up on Unix or PC-based systems Use the key transactions for setting up the content server and

monitoring the infrastructure There are many possibilities for architecting a solution single

vs. complex Third-party tools enhance the functionality offered by SAP

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Your Turn! Questions?

How to contact us:[email protected]

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