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ELO Digital Office International Group
ELO Digital Office GmbH Tuesday, 11 September 2007 Jrg W. Deppe Page 1
SAP & ELOThe innovative solution for secure documentmanagement and legally compliant archiving
SAP Tihany / Hungary 2007
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ELO Digital Office International Group
Agenda
1. Why archiving and documentmanagement with SAP?
2. Typical processes and business
documents.3. What does SAP offer?
4. What additional benefits does anDMS solution provide?
5. How can ELO Digital Office help
you?
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ELO Digital Office International Group
1. Data archiving with
SAP and DMS
Objective: Control the size of the database
Advantages: Improve the Business Process
Increased System Performance Reduced Query Times
Reduced Vulnerability of Data
Less Backup time Easier Database Administration
Less Hardware Requirements
Less Storage Costs
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ELO Digital Office International Group
1. When to start with
data archiving
R/3 DBR/3 DB
Archive System
R/3 DBR/3 DB
As soon as possible!
SAP data archiving should be part of the initial R/3implementation
At this time, core business processes are definedincluding data creation and data retention
An early archiving start: Ensures best archiving performance Avoids R/3 performance problems due to large data
volumes
Avoids unnecessary infrastructure investments, such ashard disk, backup, disaster recovery, etc.
Eliminates the pressure of implementing whenperformance is poor or no disk space remains
SAP Data Archiving is a standard SAP maintenancetask!
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ELO Digital Office International Group
1. Business documents:
The problem
Current situation: High costs
- Office Material
- Furniture
- Cost of copier/printer Time
- Labor Intensive Retrieval
- One check-out per time
Misplaced- Lost Documents
- Labor Intensive Storage
- Slow Retrieval
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ELO Digital Office International Group
1. Managing documents withSAP and DMS
Objective:
Handle electronicdocuments instead ofpaper
Advantages: Reduces costs in paperarchives and distribution
Accelerates retrieval time Increases transparency inbusiness processes
Simplifies documenthandling
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ELO Digital Office International Group
Agenda
1. Why archiving and documentmanagement with SAP?
2. Typical processes and business
documents.3. What does SAP offer?
4. What additional benefits does anDMS solution provide?
5. How can ELO Digital Office help
you?
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ELO Digital Office International Group
2. Processes and documents:some examples
SD & CRMInquiry
Quote
Contract
Sales Order Confirmation
Delivery Note
Invoice
Accounts PayableIncoming Invoice
Credit Memo
Delivery Note
Product Lifecycle Management
CAD DrawingOffice Document
Quality ManagementComplaint
Internal Problem Notification
Certificate
ProcurementRFI / RFQ / RFP
Quote
Purchase Order
Correspondence
Contract
Human Resources
W2, W4, 401K ApplicationResume, Performance Review
Time Sheet
Expenses
Healthcare Plan, Company Policy
Plant MaintenanceOrderJob ticket
Material Staging List
Order Object List
Service Notification
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ELO Digital Office International Group
2. Archiving Scenarios forincoming documents
Filing for later recording
(early archiving) Filing for later classification
(early archiving)
Filing and recording(simultaneous archiving)
Filing and classification(simultaneous archiving)
Classification and filing(late archiving)
Early filing with barcode(early archiving)
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ELO Digital Office International Group
2. Outbound Documents
Printer
Archive
No more paper copies
Access out of SAP transaction Availability and re-printing of outbound
documents even if the underlying
transactional data is already archived, e.g.invoices
Archiving process is fully automated anddoes not require a change of the businessprocess
Outbound documents available viahyperlinks in print lists
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ELO Digital Office International Group
2. Print list archiving
Print lists are stored in the
archive No additional paper
archive required
Retrieval through SAPGUI No redundant report
generation (= load)or multiple print jobs
Availability of informationis fully independent of theavailability of the
underlying R/3 data
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ELO Digital Office International Group
Agenda
1. Why archiving and documentmanagement with SAP?
2. Typical processes and business
documents.3. What does SAP offer?
4. What additional benefits does anDMS solution provide?
5. How can ELO Digital Office help
you?
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ELO Digital Office International Group
3. SAP ADK - Data archiving
SAP System
ARCHIVE SystemSAP DB
Archiving ObjectTables
Archiving run (ADK)
Archive Files
File System
Via ArchiveLink
Transaction SARA
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ELO Digital Office International Group
3. SAP ArchiveLink
External components
SAP R/3 system
FI
SDMMQMPMPPHR
...
modules
SAPArchiveLink
moduleindependent
component
User User
desktop applications
filing systems
Standard defined by SAP
Consistent available for FI
CO
SD
SAPoffice
HR
MM/PS
PP ...
DMS vendor has to becertified by SAP
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ELO Digital Office International Group
3. SAP Records Management
Standard solution for the electronic
magament of records Provides electronical representationof the conventional paper record
Exceeds conventional paper record:
Enter Office documents Add notes into the record
Integrates diverse electronicelements
Business objects Transactions
Reports
WebFlow Engine
Comprehensive customizable!
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ELO Digital Office International Group
Agenda
1. Why archiving and documentmanagement with SAP?
2. Typical processes and business
documents.3. What does SAP offer?
4. What additional benefits does anDMS solution provide?
5. How can ELO Digital Office help
you?
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ELO Digital Office International Group
Workflow
Applications
Datab
ases
Host
Printer
Fax
Scanner
ECM
4. Information availability
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ELO-Archive/DMS
Lotus Notes
MS Outlook
MS Office
4. Combining SAP withnon-SAP documents
SAP Office
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ELO Digital Office International Group
4. Adding scanning a/ofunctionalities to SAP
DMS with scan clients can do Single / duplex scans
Batch scans
Quality improvement of scans Quality check (paper jam etc.)
(automated) Classification of
documents Validation and extraction of
data for automated input into
SAP transactions
h i kfl
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ELO Digital Office International Group
4. Enhancing SAP workflowcapabilities
SAP business workflow is process
oriented DMS workflow is documentoriented
DMS workflow can reach
additional users Users without SAP GUI External users like suppliers,
project members etc.
DMS provides ad hoc workflowswith flexible designs
DMS can create SAP businessworkitems / activate SAP businessworkflows
i i
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Archive server
WWW gateway
4. Integration intocompany portals
Intranet-Client
Portal server
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ELO Digital Office International Group
Agenda
1. Why archiving and documentmanagement with SAP?
2. Typical processes and business
documents.3. What does SAP offer?
4. What additional benefits does an
DMS solution provide?5. How can ELO Digital Office help
you?
5 ELO Di it l Offi
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ELO Digital Office International Group
Launch Electronical Leitz Organizer (ELOoffice)
Introduction of ELOprofessional
Introduction of ELOenterprise
Louis Leitz creates his first company
Foundation of ELO Digital Office GmbH
18711871
20042004
19981998
19961996
19951995
5. ELO Digital OfficeInnovation through tradition
5 ELO Di it l Offi
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ELO Digital Office International Group
fullfull upwardupward scalabilityscalability
ELOELOofficeoffice
- Box product- DB MS Access- Up to 10 users- 200.000 documents- Scanning, Archiving
and DMS
ELOELOprofessionalprofessional
- Client/Server
- SQL database- Up to 3000 users- 4,5 bil. documents- Modular, Archive,
DMS, Workflow- Windows based
ELOELOenterpriseenterprise
- Java technology- SQL database- Unlimited users
- Unlimiteddocuments
- Application server,SOA, Portalintegration
- Platformindependent
5. ELO Digital Officethe product family
5 ELO l ti f SAP
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5. ELO solutions for SAPcustomers
ELO is SAP ArchiveLinkcertified
ELO can be integrated
into SAPGUIenvironments
ELO can be integratedinto SAP Netweaver /Enterprise Portal
...
5 ELO Digital Office
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5. ELO Digital Officecustomers from all industries
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ELO Digital Office International Group
Any questions?
Thank you!
Jrg W. DeppeLeading Professional
ELO Digital Office
www.elo.com
www.elodigital.hu