Good General KM Solution. For a very stringent requirements for document management system (e.g. FDA compliance, etc.) look at SAP Document Management System and SAP Records Management.
This is an example, how a collaboration room can look like in EP 6.0. Collaboration Rooms give team, work groups or communities the opportunity to access and share all project-related information from a single point of access. Users can easily create new collaboration rooms by using room templates, which define the room structure, content and access authorizations. This example shows a collaboration room which consists of a team member list, a task list and a variety of KM iViews. Collaboration room can contain every iView, Service and application which is running in the portal. This means, that whole business processes can be covered in a logical sequence in a collaboration room. The view to these business process is then again defined by the collaboration room roles. For example: A manager and his 5 employees work together on a project. The manager, having the room role”Project Lead”, has access to the general project data, some finance iViews, where the manager can keep track of the project costs as well as an HR iView, where the manager can oversee the time recording of the team. The team members have the Project Member role and also access to the general project data. But with their role, they don’t see the finance or HR iViews, but instead a data-entry iView for their time recording.
Sometimes it is necessary to search directly for documents and not for business objects. Documents can be indexed by different attributes and the presentation can vary a lot depending on the users using the client. Documents are categorized into document areas. A document area is a collection of documents defined by a common index structure, and the common presentation structure of the resulting hit list. The Document Finder Client interface offers a combined full text attribute search, if supported by the document area.
The left part of the screenshot shows the MS Explorer. The right part of the screenshot shows the Easy DMS Interface. Just drag a document on MS Explorer and drop it onto the appropriate folder on the Easy DMS Interface.
The content shown on this slide is included in SAP‘s standard offering (without additional integration effort in the project). SAP Records Management not only provides an electronic representation of the conventional paper record, but also offers functions that far exceed those available for conventional records management. In addition to electronic documents, Records Management can also integrate the following electronic elements: Business objects Business Workflows Reports and transactions ArchiveLink documents Administration data of paper documents Internet/Intranet pages Since SAP Records Management is based on a consistently open infrastructure you can integrate other arbitrary objects, even from remote non-SAP systems. These integration capabilities provide a complete view of a business process, and quick access to information. By integrating Business Workflow, you have the option of using the record as a starting point for efficient process control. Elements can originate either from the local SAP system, from other SAP systems, or even from non-SAP systems.
ArchiveLink is a service of the SAP System that links external storage systems such as optical archives and document management systems. It is a general, cross-application interface, which makes archive functions available to SAP business applications. The interface is based technically on SAP's RFC (Remote Function Call), OLE Automation, BAPI and now also HTTP, and supports the following functions: Archiving and displaying of scanned documents Forward-looking workflow management Archiving, display, and retrieval of SAP print lists and outgoing documents As a reference to the respective business document, a unique document ID is transferred between the SAP System and the external storage system. With the HTTP interface, for example, a GUID can be generated as the document ID in the SAP system. It is maintained with all the other attributes in SAP. ArchiveLink manages all communication with the archive system; there is no need for costly customer programming since there is a list of integrated SAP module scenarios.
Storing with SAP Business Workflow is a business scenario based on workflow technology. Documents are scanned and, depending on the document type, automatically forwarded to and executed by a user (this was previously known as ‘Early Archiving with workflow’). Executing a document involves either entering a new document, or (as of Release 4.5) assigning the existing document object to the document. Storing with bar codes is a process based on bar code technology, in which scanned documents are stored with their bar codes on them. The document is entered in the SAP system and is later assigned automatically to the scanned document because the bar code is identical on both documents (this was previously known as ‘Late Archiving with bar codes’). Other scenarios: The storing for subsequent assignment workflow-based scenario has been available since Release 4.5. A scanned document is stored, a work item is created in the user’s inbox, and is later assigned by the responsible user to an existing SAP document. The term store and enter replaces ‘simultaneous archiving’. A document is scanned and displayed and the data of the SAP document can be entered simultaneously. The scenario ‘Late Archiving’ has been replaced by assign and store. Scanned documents (images) are assigned to existing SAP documents and stored.
This screen shows a high quality online Adobe Interactive form with precise layout and active controls such as radio buttons, check boxes and buttons. The form has a natural look and can be made to look exactly like a paper-based form. This reduces training and change management effort when converting from paper-based forms to online forms. The form can be printed perfectly and can be downloaded. This is not easy and largely not possible to do with normal SAP or web forms. Digital signatures can be applied to the latest forms and forms completed offline can be mailed or faxed to the SAP system. Forms keep the data separated in a standard XML format. Forms can be pre-filled with data and can interact online with web services e.g. to get an immediate quote on an insurance application
This screen shows the existing, standard use of Adobe Interactive Forms in a SAP Guided Procedure in Manager’s Self –service with mySAP ERP. The online form eliminates the manual “people integration” activity that normally stalls and delays a business process. We now have great looking, feature rich online forms that are part of an efficient business process. Workflow is also seamlessly integrated in the above business process.
The search situation in SAP NetWeaver 2004s: TREX is search engine for SAP Document repositories are abstracted and integrated through KM Open API to integrate any document repository into KM Business applications can still have individual connections to TREX The Search Engine Service (SES) provides a generic interface for indexing and searching business objects (Note: SES not the individual business application now communicates with TREX) Additional integration happens in the SAP Enterprise Portal Common search over business objects possible and common search over KM documents possible LEGEND LIGHT BLUE: User Interfaces ORANGE: Applications/Frameworks with direct communication to TREX WHITE: Searchable Objects BLUE: Search Engine
Athol Hill Engineering Informatics Enterprise Content Management (ECM)
SAP ECM – Content and Business Processes in Your UI of Choice Voice MS Office Duet Mobile Portal Forms RSS RFID SAP NetWeaver Business Process Platform Home Grown/ ISV SAP Biz Partner Sub-sidiary Process Components Enterprise Service Repository xApps Composites powered by SAP NetWeaver Muse
“ Enterprise Content Management is the technologies, tools, and methods used to capture, manage, store, preserve, and deliver content across an enterprise. At the most basic level, ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists.” www.aiim.org
The main elements of ECM are:
SAP - Enterprise Content Management Knowledge Management (General Content Management & Services) Solution Overview of SAP SAP DMS (Process oriented Content Management) NetWeaver Portal Collaboration Framework NetWeaver Web AS (Adobe Output & Interactive Forms, Search, Records Management, BPM/Workflow, KPro Server, Content Server, …) Other Repositories (CRM, BI, Windows File System, WebDAV, Websites …) KM Connector DMS Connector 3rd Party Services: Imaging/ Scanning, Archiving, WCM, Extended Form Services…
SAP ECM Components ECM Component SAP Solution Portal SAP Enterprise Portal in NetWeaver Collaboration SAP NetWeaver Collaboration including Collaboration Rooms, C-Projects Suite, Integration with third party IM solutions Web Content Management SAP NetWeaver KM – Not fully WCM (also partner solutions) Document Management SAP DMS and SAP RMS and SAP NetWeaver KM with document level collaboration plus independent SAP repositories e.g. BI, CRM etc. Records Management SAP RMS in SAP NetWeaver Document Archiving and Retreival Can interface to 3 rd party-solutions for SAP K-Pro solutions e.g. SAP DMS Document Imaging SAP DMS, SAP RMS and ArchiveLink can interface to 3 rd party-solutions Business Process Management SAP Business Workflow (NetWeaver), SAP NetWeaver XI SAP NetWeaver KM, SAP NetWeaver Ad-Hoc Workflow, Forms Management SAP Interactive Forms by Adobe in NetWeaver, SAP Smart Forms (NetWeaver), SAP NetWeaver KM (XML forms), Federated Search SAP Enterprise Search
Save file directly out of application via „Save as“
SAP ECM - Save Files within an Application (SAP DMS)
SAP ECM - Save mails (message) (SAP DMS) Save Outlook mails directly in Easy Document Management (also with drag&drop)
SAP ECM – SAP Records Management System (SAP RMS)
SAP ECM - Manage Electronic Records - Vertical Application (SAP RMS) t ransa c tion s Web C ontent M aterial Bill Master Data Customer Business Objects Notes Scanned Documents D esktop Doc ument s R eports Archived D o c ument s e.g. Outbound Documents Process Information Typical Content Fax and E-Mail Interactive Forms Documents Processes Data Records/ Applications
SAP ECM - SAP RMS Example: Record Consists of ... Personal Data
General correspondence Business data Contract data Work reference Cautions
SAP ECM - ArchiveLink- Imaging and scanning Material Quote/Invoice Employees Print Lists Outgoing Documents Business Objects Originals, Stored documents Incoming Documents Customer Contacts Integration of Business Objects and Business Documents Assignment ArchiveLink
Document Finder (additional interface to an external Content Server)
Print Lists Incoming Documents Outgoing Documents Non SAP Documents
SAP ECM – SAP Interactive Forms by Adobe - Overview
Natural look and feel
Distribute via email / Portal (online & offline)
Apply digital signature
Print l ocally
Be part of a work flowed business process
Structured data in XML
Pre-filled application values
Pre-filled list boxes, help values, …
Automatic data extraction and integration in application
SAP ECM – Standard Use (pre-delivered) in SAP Solutions Roadmap Contextual Assistance Interactive Form Object Navigation Buttons
SAP ECM – KM Search & Classification Capabilities
Attributes incl. Properties
Different search modes
Linguistic: use stem of query term for searching
Fuzzy: Search error tolerant
Wildcard Search, using * or ?
Phrase search for complex expressions
Highlighting / HTML conversion / links to maintained keywords
Federated search (usage of other search engine indices)
Search for similar documents (‚See also‘)
Automatic classification of documents into categories for taxonomies
Additional Virtual views of content
Example: Search results in SAP Enterprise Portal 6.0
SAP ECM - Search across multiple document repositories
SAP ECM – Enterprise Search - How Do You Search Today ? Document Repositories Reports (e.g. BI) Websites (Internal or Internet) Supplier directory Invoices Financial data IT Overhead: 6x different search engines User Overhead: 6x same search query in different UIs
SAP ECM – Enterprise Search - Benefits Document Repositories Reports (e.g. BI) Websites (Internal or Internet) Supplier directory Invoices Financial data IT Benefit: Streamlined maintenance User Benefit: One query for all sources Enterprise Search provides search through all connected sources: Either by using SAP‘s search and classification engine TREX or by connecting 3rd party search engines
Find out that it is a pump with material number 1013362…
At the same time find any documents about it
At the same time find any orders ordering it
At the same time find a Blog where a customer discusses it
OR specify one of the above
Navigate to the Contact, Document or Business Object directly from the search via GUI, Specific Portal Page etc.
SAP ECM – SAP Enterprise Search SAP NetWeaver 2004s Structured Data Unstructured Data BO = Business Object Rep = Document Repository Docs = Documents SAP Enterprise Portal GUI Rep 1 Rep 2 Rep 3 Knowledge Management (KM) Repository Framework Docs SAP Application with own search implementation Docs Docs BO 1 BO 2 BO 3 SAP Enterprise Portal Search and Classification (TREX) SAP Application SAP Application GUI GUI Search Engine Service (SES) BO 4 BO 5 BO 6 BO 7 BO 8 BO 9 Search and Indexing Framework
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