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Setting an Enterprise Content Management Strategy

John Fiske, SAP ECM Solution Management

[email protected]

© 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


Explosive Growth In Content That Needs To Be Managed


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


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


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


Agenda


Brief Samples:

• Collaboration

• Compliance


Summary


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)


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


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)


Insurance Company of the West

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


Agenda



Brief Samples:

• Collaboration

• Compliance


Summary


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


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


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


Agenda



Brief Samples:

• Collaboration

• Compliance


Summary


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


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


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


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


Belgian Railway Delivers Uncompromising Safety With SAP

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


Agenda



Brief Samples:

• Collaboration

• Compliance


Summary


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


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


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


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