SAP_Extended_ECM.pdf

SAP Extended

Enterprise Content Management

By Open Text

Gain a 360 Degree View of all Business

Content and Processes, through one Interface

Marc Diefenbruch

Director Program Manager EMEA

Open Text SAP Solutions Group

Agenda

1. SAP and Open Text in the ECM Market

2. The Business Need to Integrate Enterprise Applications with ECM

3. SAP Extended ECM – Overview and Scenarios

4. Summary

© SAP AG 2010. All rights reserved. / Page 2

Open Text - Profile

More than 3400 staff globally

Publicly Traded: NASDAQ, TSX

FY2009: Revenue $785.7 million

Market Share: Enterprise Content Management Software Worldwide,

2006-2008, Tom Eid and Bianca Granetto

5 June 2009. Gartner Inc.

*Gartner reported 15.3% for Open Text and 2.4% for Vignette yielding

18% market share for Open Text as a combined entity.

Others

46%

EMC/

Documentum

14%

IBM

22%

Open Text

18%

The safe choice for your ECM strategy

and investments

18% Global Market Share*

Largest Independent ECM Vendor

Consistent ECM market visionary

Slide 3

SAP and Open Text –

Two Decades of Successful Partnership

Slide 4

1992

1997

2000

Joint projects for imaging, COLD, archiving for ERP

SAP ArchiveLink co-development, IXOS-ARCHIVE for SAP R/3

SAP ITS co-development (Internet Transaction Server)

SAP CRM co-development

Reseller Agreement for

SAP Extended ECM

IXOS and

Open Text Merger

Reseller Agreement for SAP

Archiving & Document

Access

First ISV “Powered by SAP NetWeaver”

Co-development of DoD 5015.2-

certified Records Management

2004

Certified for SAP NetWeaver Portal iViews2003

2006

2007

2008Reseller Agreement for

SAP Invoice Management

2009

Reseller Agreement with SAP Americas

2010Reseller Agreement for

SAP Digital Asset Management

Co-innovation CMIS interface

Reseller Agreement for

SAP Employee File Management

• Global Software Solutions

Partner of the Year

• Regional Software Solutions Partner

of the Year, EMEA

• Software Solutions Field Engagement

Agenda




4. Summary


Recent AIIM Findings

Validate ECM requirements of Business Processes

Accounts payable (invoices)

Project management

Legal

HR

Sales/CRM

Maintenance/asset management

Customer service

Quality control

Case management

Procurement

0% 2% 4% 6% 8% 10% 12% 14%

In your organization, which

business process is currently the

most in need of integration with

content/document management

(N=120)

Productivity benefits of linking documents and transaction workflows

0% 10% 20% 30% 40% 50% 60% 70%

Customer service improvement from immediate access to all related content

Knowledge-sharing benefits of universal staff access to information

Compliance benefit of consistent records management across all data

Higher level of quality, less mistakes from manual cross-reference

Improved storage management and resilience

Commercial/strategic benefit of combined access to structured and unstructured data

Which of the following would you say

are the TWO biggest benefits of

linking ECM with ERP and CRM

(N=296)

Business Processes in Greatest

Need of Integration with ECM

Greatest Benefits from Integrating

ECM with Business Processes

Source: AIIM White Paper Connecting ERP and ECM: Measuring the Benefits


ECM Maturity Model by Gartner


Solution: Manage Enterprise Content in Context of

Structured Business Processes

Old Paradigm

Content Managed Separately from Core

Business Processes

Core Business Processes

Content

New Paradigm

Content Integrated With

Core Business Processes

Content –enrichedBusiness Processes

Review /

Collaborate

Create /

Capture

Access / Distribute

Preserve /

Destroy

Store/

Secure

Create / Capture

Review /

Collaborate

Access / Distribute

Preserve /

Destroy

Store/

Secure


Agenda




4. Summary



Key Benefits:

• Improve Business Process Efficiency by Connecting Content to Process

• Improve Regulatory Compliance by Managing Content Through Its Lifecycle

Document Management

Collaboration

Capture

Workflow

Content Access

Records Management

Archiving

Deep connection with SAP Data

structures

Seamless integration with various

SAP UIs

Workspaces developed to natively

extend SAP processes with ECM

Project Management

Quality Management

Investigative Case Management

Enterprise Asset Management

Maintenance Management

Store Lifecycle Management

Fraud Prevention Management

And Many Others!

SAP Extended ECM

ECM

BusinessS

uite

+

Complete Content

Lifecycle Management

Deep Integration with

SAP

Unique Capability to

„Content Enrich‟ SAP

Business Processes

=


Non-SAP User

SAP Extended ECM: Connecting Users

and Content, Inside and Outside of SAP

SAP User

SAP

Related Content

Non-SAP

Related Content

Connecting People to Content

SAP Non-SAP

Business Users

User Interface

Business-relevant

Content

ECM Platform

SAP GUI, SAP PortalWeb UI, Deskop / Office

Application

Collaboration

Slide 12

Create &

Capture

Review &

Collaborate

Access &

Distribute

Preserve &

Destroy

Content Workspace


SAP Extended ECM by Open Text

SAP

Business

Process

Platform

Capture paper and email documents

Automate paper-intensive processes with scanning

Document Management for

version control, access rights

Avoid versioning issues, manage

access right

Collaboration workspaces for internal

and external teams

Efficiencies from real-time collaboration

Content-centric Workflow

for document approval and routing

Visibility and control of content approvals

Archive of SAP data and unstructured

content

Reduce IT costs by

archiving data

Records Management for

enterprise content retention

Reduce compliance and

litigation risk

Content Access to retrieve content

associated with SAP object from multiple user

interfaces, inside and outside of SAP

Improve business process efficiency

Any content can be associated with

any SAP business object, using out of box integrations


The Concept of Content Workspaces

SAP

Business Object

Roles

Data

Transactions

Events

Content-Enriched Business Processes

Content

Co

nte

nt

Wo

rks

pa

ce

Business Object

Folder StructuresMeta Data

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 & Plicies

TasksWorkflows


Context: Business Objects in an SAP ERP

SAP ERP has more than 2200 business object types

Common Business Object Types

Materials Management (MM): Material, Vendor, Contract

Sales and Distribution (SD): Customer, Prospect, Competitor, Contract

Project System (PS): Project, WBS Element, Claim (Notification)

Plant Maintenance (PM): Functional Location, Equipment, Maintenance Notification,

Maintenance Order

Quality Management (QM): Quality Notification, Quality Activity

Customer Service (CS): Service Notification

A SAP Business Object describes an Entity

inside an SAP ERP system

ERP


Extended ECM for SAP

User Interfaces for Workspaces

Slide 16

Workspace

Generic Object Services (SAPGUI) DocuLink for SAP (SAPGUI)

SAP Portal (WebDynpro)

Transaction Integration (SAPGUI)

MS Outlook

MS Windows Explorer

Extended ECM Web UISAP CRM



Workspace in Extended ECM Web UI

Slide 17



Workspace in SAP GUI (Workspace Popup window)

Slide 18



Workspace in SAP GUI – DocuLink

Slide 19



Workspace in SAP WebDynpro – DocuLink

Slide 20© SAP AG 2010. All rights reserved. / Page 20


Workspace in SAP CRM


Workspace in MS Windows Explorer

Slide 22


Workspace in MS Outlook

Slide 23



Content-Enriched Business Processes

Slide 24

Equipment Failure

Analysis Workspace

Customer

Workspace

Expansion Object

Workspace

Investigation

Workspace

<YOUR>

Workspace

Procurement Project

Workspace

Project Workspace

M&A Workspace



Planning / Product

Development

Supply

ChainOperations

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


Plants

Example: Extend SAP Business Objects with ECM

Functional

Location

Equipment

Maintenance

NotificationMaintenance

Order

Plants

Materials Vendors

Customers

Products

Projects


Example: Customer Workspace – attached to SAP

SD or SAP CRM


Example: Customer Workspace – attached to SAP

SD or SAP CRM

Customer Workspace –template-based Filing Structure

Customer data from SAP SD (always up-to-date)

Customer team and roles

Related Workspaces: Customer Projects

Click on SAP quick link icon


Example: Plant Maintenance – Relate ECM content

to equipments or materials

Slide 29


Example: Plant Maintenance – Relate ECM content

to equipments or materials

Virtual Folders that automatically reflects the SAP Structure


Business Relationships – Tree View Navigation

Business Workspaces in MS Windows ® Business Workspace in SAP

Agenda




4. Summary


Key Benefits of Integrating ECM and ERP

Consolidated and

Integrated Enterprise Platform for ERP and ECM

ERP / SAP User

Full blown ECM

within SAP

Access to non-SAP

content

Collaboration with

non-SAP and

external users

Extend Functionality

Web-based access to

SAP content

All relevant information

in one view

Quick Search

MS Office integration

Offline Access to content

ECM User

Increase Process

Efficiency

IT Manager

Reduction of

training and

administration costs

Consolidation of IT

systems and reduction of

interfaces

Reduction of storage

costs

Reduce Cost

Compliance

Manager

Enterprise-wide Records

Management for SAP and

non-SAP content

Single set of

retention policies to

management content

lifecycle

Reduced corporate

exposure to litigation

and regulations

Mitigate Risk

CIO


Why SAP Extended ECM by Open Text?

End-to-end solution for ERP + ECM – delivered by SAP

360° view on processes and business objects by

conflation of SAP data and non-SAP content (documents,

E-mails)

Users can access to all business-relevant information via

preferred user interface (SAP GUI, MS Office, MS

Windows, E-Mail Client, Web UI)

Effective Collaboration spanning multiple departments or

organizations

Better decision making by including business users and

providing transparency

Lower TCO with native integration between SAP and

Open Text


© SAP 2009 / Seite 35

Thank You! – Questions?

Open Text

Werner-von-Siemens-Ring 20

85630 Grasbrunn, Germany

TEL: +49 89.4629 2855

MOBIL: +49 173 725 8299

E-MAIL: [email protected]

Dr. Marc Diefenbruch

Director Program Management

EMEA

mailto:[email protected]

SAP_Extended_ECM.pdf

Documents

sap r3

sap extended ecm overview

summary sap ag

ecm market2

sap archiving document

open text profile

business need

ecm strategyand investments