SAP Documents Management and Distribution

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Automated Document Distribution for mySAP PLM :

Documents are an essential part of the PLM process and the risks associated with putting the wrong documents in the wrong people’s hands can be great. Consider that while tracking a production order within your mySAP solutions, you notice that a number of CAD drawings need to accompany the PO. That means someone will have to manually print the CAD drawings and individually attach them to the order. This creates a high margin for error: What if you send the wrong drawing? What if it’s an outdated design or even one that is still a work in progress? These kinds of errors cost organizations time and money. "It’s the Output that counts"

Let's discover how to optimize document distribution within SAP !

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SAP Documents Management and Distribution

  1. 1. Input Management & Document Output Mangament for my SAP® PLM SEAL Systems 16. Februar 2009
  2. 2. Company Profile Document Input Management Document Output Management Process Integrated Document Distribution Add Ons for EASY DMS, cFolders & SAP Spool Architecture & Backgrounds Benefits at a Glance
  3. 3. SEAL Systems Leading provider for document output management solutions • Nearly 100 employees (70 in R&D and Project Engineering) • >800 installations in 30 countries worldwide • More then 400 projects with SAP integrations • 4 Product lines: Plot/Print - Convert – mySAP® Integrations – Process • Engine Offices in Darmstadt, Dortmund, Hannover, Nürnberg, Australia • (Melbourne), France (Paris) and USA (Maryville/Tn.) Represented through partners Belgium, Denmark, Finland, • Switzerland, South Africa and the UK ISO/EN 9001 certified • SEAL Systems – A World Class Partner for Digital Paper 3 Document Input Management & Document Output Management
  4. 4. The customers PLOSSYS® netdome-solutions create benefit for • – Automotive Industry – Machinery and Process Industry – Healthcare – Aerospace and Defense – Electronic Industry – Energy and Power Generation – Transportation Some of our Customers: • – ABB, Alstom, Ascom, Atlas Copco, Audi, BMW, Bombardier, Bosch, Braun, Brose, Conti, EADS, Hauni, INA, Kärcher, Karmann, Komatsu, Kuka, Liebherr, Linde, MAN, Mannesmann Rexroth, Meyerwerft, MTU, OTIS, Pierburg, Porsche, Rheinbraun, Roche, Siemens, SMS Demag, ThyssenKrupp, Volkswagen, Wacker Chemie, ZF, ... 4 Document Input Management & Document Output Management
  5. 5. SEAL Systems - References Aerospace, AutomotiveConstruction, Electronic, Healthcare Machinery Manu- Process, Transpor- Other Defense Engineering High Tech facturing Utility/Energy tation 5 Document Input Management & Document Output Management Irish Rail
  6. 6. Typical document management functions SAP DMS Administration Input Output Create, Search, Classify, Structure,… your Procedures Procedures documents From SEAL Systems From SEAL Systems Mass Storage System SAP DMS 6 Document Input Management & Document Output Management
  7. 7. Company Profile Document Input Management Document Output Management Process Integrated Document Distribution Add Ons for EASY DMS, cFolders & SAP Spool Architecture & Backgrounds Benefits at a Glance
  8. 8. Input functions for mySAP® • Data Migration and Document Loading: DMS Loader – Fast, secure, reliable and transparent mass loading of documents into SAP DMS – Extended logging for easy error tracking and job repeating – Validation function (only testing not really loading) Most secure, reliable and transparent mass loading process for SAP guarantees a fast and protected data migration 8 Document Input Management & Document Output Management
  9. 9. Input functions for mySAP® FlashCAM Demo: http://www.sealsystems.de/_/DEMOS/COM/mySAP/03tools/SAP_DMS_Loader_2/SAP_DMS_Loader_2.html 9 Document Input Management & Document Output Management
  10. 10. Input functions for mySAP® • Application converters with integration into the SAP conversion server: DPF4Convert – Automatic creation of digital paper (PDF/A, PDF or TIFF) when a document status is changed – Support of all important office formats (WORD, EXCEL, PowerPoint, Visio, MS Project) – Support of all important CAD applications (AutoCAD, Inventor, ME-10, Microstation, Pro/Engineer, Solid Edge, Solid Works, Unigraphics) Guaranteed availability of an unchangeable, easy to view, long-term- enabled archived format 10 Document Input Management & Document Output Management
  11. 11. Process Description for Conversion Server Originals Originals DOC, XLS, DWG, SAP MI, DFT, CDR, … Long term formats PDF, TIFF DMS Copy Application file Check in the created out of the Content Server PDF or TIFF Document state is using SAP HTTP changed e.g. to SEAL Systems released Conversion Server Trigger, to start RFC Call Application Conversion RFC Server Metadata Converter Transaction RFC Call FlashCAM Demo: http://www.sealsystems.de/_/DEMOS/COM/mySAP/03tools/DVS_Converttransaction/DVS_Converttransaction.htm 11 Document Input Management & Document Output Management
  12. 12. Company Profile Document Input Management Document Output Management Process Integrated Document Distribution Add Ons for EASY DMS, cFolders & SAP Spool Architecture & Backgrounds Benefits at a Glance
  13. 13. Output Functions for SAP® • Direct printing and distribution of SAP controlled documents: DMS Repro-Server, DMS R-GUI and PLOSSYS netdome – Easy output of any DMS controlled document to any printer – More comfort behind the DMS print button – Stamping and watermarking of meta data or classification data during the printing process – Electronical document distribution (print to fax, mail, CD, web portal) – Rule controlled document distribution – Extended print functions for documents (scaling, rotating, queueing, …) – Set collation Output management for SAP DMS documents Document control through stamps and watermarks The right document at the right time at the right place! 13 Document Input Management & Document Output Management
  14. 14. Output Functions for SAP® - Direct printing of DMS documents FlashCAM Demo: http://www.sealsystems.de/_/DEMOS/COM/mySAP/01Print_scen/SAP_DVS_RSingle/SAP_DVS_RSingle.html 14 Document Input Management & Document Output Management
  15. 15. Output Functions for SAP® - Stamp before View • Stamping and Watermarking while viewing: DMS View Server – Stamping and watermarking of PDF and TIFF documents – Direct integration into the view/copy/check-out process of SAP DMS – Server based solution Same document control for viewed documents as for printed documents! 15 Document Input Management & Document Output Management
  16. 16. Output Functions for SAP® - Stamp before View FlashCAM Demo: http://www.sealsystems.de/_/DEMOS/COM/mySAP/03tools/SAP_DVS_RStamp/SAP_DVS_RStamp.html 16 Document Input Management & Document Output Management
  17. 17. Company Profile Document Input Management Document Output Management Process Integrated Document Distribution Add Ons for EASY DMS, cFolders & SAP Spool Architecture & Backgrounds Benefits at a Glance
  18. 18. Process Integrated Document Distribution • Business Process Controlled document output: DMS PM, DMS PO, DMS PUR – Redirect the SAP spool output of the production order / purchase order / maintenance order into the SEAL Systems documentlist, by modifying the print programs – Collect all documents/PRT‘s linked to the production order / purchase order / maintenance order and add them to the list – Transfer this documentlist to a SEAL DMS Repro server – DMS Repro Server collects all needed files and data and generates a standard output job for the document output management engine – PLOSSYS netdome generates and spools outputcode for all standard devices throughout the network, including stamps and watermarks Create your shop floor papers in one step, including watermark controlled information Faster, cheaper and more secure then the mainly manual processes of today 18 Document Input Management & Document Output Management
  19. 19. Process Integrated Document Distribution - Shop floor printing for Maintenance Orders Select the maintenance order Select the print function Shop floor papers Define the output parameter and print PRT documents of the operations Documents of Equipments Select the shop papersfunctional locataions Documents of Have a look to the SEAL Systems document list 19 Document Input Management & Document Output Management
  20. 20. Company Profile Document Input Management Document Output Management Process Integrated Document Distribution Add Ons for EASY DMS, cFolders & SAP Spool Architecture & Backgrounds Benefits at a Glance
  21. 21. Additional SAP integrations from SEAL Systems • Document distribution, stamping, watermarking and conversion processes not only for SAP DMS – EASY DMS – cFolders – Records Management • External output management solution for the SAP spool system (BC-XOM integration) 21 Document Input Management & Document Output Management
  22. 22. Company Profile Document Input Management Document Output Management Process Integrated Document Distribution Add Ons for EASY DMS, cFolders & SAP Spool Architecture & Backgrounds Benefits at a Glance
  23. 23. Architecture & Backgrounds CAD CAD CAD CAD DMS View DMS View CAD CAD DPF4Convert DPF4Convert DMS-CRFC DMS-CRFC CAD CAD Desktop Desktop Windows Windows Files Files SD ERP PM ... MM PP EASY DMS EASY DMS DMS Loader DMS Loader DVS DVS mySAP DMS-BOM RM-Loader DMS-SDD DMS-PRO DMS-PUR DMS-PM ... RM-Loader DMS-BOM DMS-SDD DMS-PRO DMS-PUR DMS-PM ... Records Records DMS-Repro GUI RM-Print DMS-Repro GUI RM-Print RM-View Management RM-View Management cFolder cFolder SEALSYSTEMS DPF4cFolders DPF4cFolders cProject cProject SAP Spool SAP Spool DPF4BC-XDC DPF4BC-XDC BC-XDC BC-XDC BC-XOM cFolders BC-XOM cFolders DVS Repro DVS Repro Export/Print Export/Print s – Setprinting – Graphics format conversions PLOSSYS – Watermarking – printing/device control netdome – Scaling – Operating/Spooling ... Digital output processes, e.g. CD-Archive, Mail, WebPortal ... Traditional output processes, e.g. plotting, printing ... 23 Document Input Management & Document Output Management
  24. 24. Architecture & Backgrounds • Complete integration of reproservices in SAP R/3 through – Own business objects • Output order, documentlist and list of recipients – own BAPI function libraries • Usage of the SAP security mechanism • All functions from Release 3.1 to 4.7 (BAPI and CPIC interface) • Full KPRO and conversion server support SEAL Systems integrations into mySAP: Standardized and Complementary SEAL Systems integrations into mySAP: Standardized and Complementary 24 Document Input Management & Document Output Management
  25. 25. Architecture & Backgrounds • Original SAP GUI for users and customizing • All GUIs, business objects and extensions are implemented through transports • All services are as BAPI functions available - for the fast integration in customer specific processes and workflows • Special interface to archive systems (COI, Easy, IXOS etc.) SEAL Systems integrations into mySAP: Standardized and Complementary SEAL Systems integrations into mySAP: Standardized and Complementary 25 Document Input Management & Document Output Management
  26. 26. Company Profile Document Input Management Document Output Management Process Integrated Document Distribution Add Ons for EASY DMS, cFolders & SAP Spool Architecture & Backgrounds Benefits at a Glance
  27. 27. Benefits at a Glance • Save paper and time through digital distribution, direct connection through view applications and direct output to local printers • Save money and time through direct printing instead of repro services • Optimize your organisation: Use the whole mySAP PLM functionality as an integrated process • Fast and visible project results for the whole enterprise through standardized software Integrate your technical documents into your business processes using SEAL Systems integrations for mySAP PLM 27 Document Input Management & Document Output Management
  28. 28. Benefits at a Glance • Fast and secure data migration from existing archives • Automatic creation of digital paper through state change based conversion processes • Digital Paper for the secure storage of application and scan data • Full integration into the business processes: – Automatic creation of technical documentations – Integrated output of complete paper sets (Production order, Purchase order, Maintenance order, ...) “If you have an existing R/3 infra structure, the costs for a digital drawing archive are very small - our exceptional high cost saving targets have been by far exceeded” E. Klöhn, Projektmanager RWE Rheinbraun. 28 Document Input Management & Document Output Management
  29. 29. Benefits at a Glance + Extent you SAP system to a powerful DMS solution for the management and archiving of documents + Save the costs for an additional document management or PLM solution + Integrate your documents into your business processes + Going live in a few weeks shows the effectivity of your SAP PLM project to your users and your management + Create visibility for your PLM project + Extended user acceptance + Fast return of investment => Successful projects create successful people 29 Document Input Management & Document Output Management
  30. 30. SEAL Systems – The difference • Most customers and references • Complete product range • Early adapter • Most powerful team • 25 years experience • Best connections to SAP SEAL Systems – No. 1 for document and information distribution SEAL Systems – No. 1 for document and information distribution for SAP DMS for SAP DMS 30 Document Input Management & Document Output Management
  31. 31. www.sealsystems.com slegru@sealsystems.fr selmorabiti@sealsystems.fr 31 Document Input Management & Document Output Management

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