LeverX SAP DMS Webinar

Agenda Assisting Companies Leverage Investments in SAP Solutions Options for Managing Documents in SAP Tools available in SAP for managing or attaching documents: SAP DMS, Object Services, Business Documents, Knowledge Management Via SAP Portals and Records Management Brief overview of capabilities and selection criteria for choosing the best tool for a given purpose Effective Document Management Using SAP DMS Benefits and capabilities of SAP DMS Different front ends to SAP DMS (Demonstrations) Standard GUI, Web, Easy DMS, Portal, PLM 7.0 How other companies are using SAP DMS (Demonstrations) Management of engineering data, Collaboration scenarios and CAD integration How to start a SAP DMS project Type of questions that need to be answered, Resources required (internal/external), Estimated effort and Review simple project plan for an accelerated DMS pilot © 2009 LeverX, Inc. Page 2

Challenges Faced by Engineering Assisting Companies Leverage Investments in SAP Solutions Documentation generated during sample NPDI process Phase: Idea to Budgeted Product Phase: Spec and Evaluation Phase: Startup Product Functional Spec Product Identification Mfg. Readiness Product Structure Preliminary Review and Approval System Integration Test Proprietary Rights Appraisal Inclusion in Budget First Piece Build Phase: Product Design, Phase: Program Preparations Readiness Qualification Test Team Selection Assignment Final Department Plans Regulatory Compliance Cert. Team Guidelines Product Design Product Launch Program Requirements Product Test Plans Technology Evaluation Program Financial Review Unit Test Program Cost Summary Product Launch Plan …. Product Pricing Product Announcement …. Program Timeline Product Documentation Depending on your NPDI process, it is possible to generate thousands of pages of documentation that need to be controlled and preserved © 2009 LeverX, Inc. Page 3

Challenges Faced by Engineering Assisting Companies Leverage Investments in SAP Solutions Why do you need a document management system? Access to key documents is fragmented Key documents are located on shared drives, local machines, and different applications Users need access to documents to make decisions Purchasing needs access to specifications and other document types when initiating a Request for Quotation (RFQ) You want to limit time spent searching for information When building a product, individuals on the manufacturing floor should have access to the engineering drawings Engineering is more global these days than ever before E.g., global programs contain members in US, Europe, Asia, etc. © 2009 LeverX, Inc. Page 4

Challenges Faced by Engineering (cont.) Assisting Companies Leverage Investments in SAP Solutions Collaboration is a key issue You need to share data internally and externally You need a single document repository from which everyone can work Point solutions and shared drives no longer work Everyone must be in the same system, sharing the same information There are a great deal of benefits in centralizing and controlling key engineering documents Everyone is working from the same set of data Less time searching for data Less mistakes due to using wrong documentation Ability to create global processes followed by all © 2009 LeverX, Inc. Page 5

Options For Managing Documents In SAP Assisting Companies Leverage Investments in SAP Solutions What SAP does well – it gives you lots of options! Object Services Business Document Navigator Archive Link Records Management Document Management Within The Portal SAP DMS Etc. © 2009 LeverX, Inc. Page 6

Options For Managing Documents In SAP Assisting Companies Leverage Investments in SAP Solutions Objects Services Capability to create simple attachment to SAP object Advantage: Simple Disadvantage: Data not classified nor can it be search on © 2009 LeverX, Inc. Page 7

Options For Managing Documents In SAP Assisting Companies Leverage Investments in SAP Solutions Business Document Navigator One step up from object services Ability to add keywords and use templates for creating documents Not available in every transactions © 2009 LeverX, Inc. Page 8

Options For Managing Documents In SAP Assisting Companies Leverage Investments in SAP Solutions Document Management Within The Portal Provides a central, role-specific point of entry to unstructured information from various data sources in the portal. Advantages: Easy web based management through portal © 2009 LeverX, Inc. Page 9

SAP DMS Basics Assisting Companies Leverage Investments in SAP Solutions SAP provides you with an enterprise document management system that can be utilized within the engineering environment FAQs Who can benefit from the use of SAP DMS? SAP customers from any industry and of any size who need to manage their electronic documents, media, and other digital assets in a secure, controlled environment Can customers implement SAP DMS as the first step in a comprehensive PLM? Yes! You can start with an SAP DMS implementation, and then build out comprehensive SAP Product Lifecycle Management (SAP PLM) applications in a phase-based approach © 2009 LeverX, Inc. Page 12

SAP DMS Basics (cont.) Assisting Companies Leverage Investments in SAP Solutions SAP DMS Function Business Benefit Secure storage of original files Move from decentralized storage to centralized storage Classification of documents for easy Quicker search and retrieval of documents searching Linking to other SAP objects (e.g., material Visibility across the SAP system master) Check-in/check-out functionality Controls so that only one person can edit a file at a given time Use of versions and revisions History of document changes over time Tracking updates through change Controlled process for updating a management document Web viewing of documents Simple interface for non-SAP GUI users Integration with CAD systems (UG, CATIA, Controlled environment for managing CAD Pro/E, Ideas, etc.) data Conversion of documents to neutral format Converted for long term storage and (e.g., Microsoft Word to PDF) retention © 2009 LeverX, Inc. Page 13

Document Data Assisting Companies Leverage Investments in SAP Solutions A document information record is made up of many pieces of metadata Version, description, status, and owner Original files are attached to a document information record Key fields: Storage Cat. and the “padlock” Once checked in, the original files are stored in a content server Any type of original file may be stored against a document information record © 2009 LeverX, Inc. Page 14

Additional Data Assisting Companies Leverage Investments in SAP Solutions Each document information record is classified when created Each record is classified so that you can find it easily at a later point in time The classification schema is developed using SAP classification functionality © 2009 LeverX, Inc. Page 15

Object Links Assisting Companies Leverage Investments in SAP Solutions Object linking lets you relate one document information record to another document information record If you link key document information records to related material masters, you instantly increase visibility You can link from a document information record to most key SAP objects (materials, BOMs, change masters, etc.) © 2009 LeverX, Inc. Page 16

ECL Viewer/Right Hemisphere Assisting Companies Leverage Investments in SAP Solutions Today: The ECL Viewer is an integrated viewer that lets you view multiple graphic image formats, including the light-weight model format JT Tomorrow: Right Hemisphere will be the integrated viewer for PLM 7.0 © 2009 LeverX, Inc. Page 17

SAP WebDocuments Assisting Companies Leverage Investments in SAP Solutions SAP WebDocuments provides an easy, light-weight interface for non-SAP GUI users to search and access stored documents © 2009 LeverX, Inc. Page 18

SAP Easy DMS Assisting Companies Leverage Investments in SAP Solutions SAP Easy Document Management lets you use the extensive functions of SAP Easy Document Management without having detailed knowledge of SAP Document Management. You can create public and private folders (documents in SAP ECC DMS) in hierarchical structures, and then save your files there. © 2009 LeverX, Inc. Page 19

The Product Structure Browser Assisting Companies Leverage Investments in SAP Solutions Product Structure Browser Show all related documents to a material, and display attached original files Excellent for casual users who only know a material number © 2009 LeverX, Inc. Page 20

Demo: SAP DMS Basics Assisting Companies Leverage Investments in SAP Solutions Scenario: Development of new industrial robot Included Tasks: 1 - Add customer requirements to RX_5000 robot that is being developed. 2 – Review product structure for the robot 3 – View documents and data 4 – Search for documents © 2009 LeverX, Inc. Page 22

SAP DMS Infrastructure Items Assisting Companies Leverage Investments in SAP Solutions Infrastructure items to think about when implementing SAP DMS: Content Server The SAP Content Server is a stand-alone component in which a large quantity of electronic documents of any format and with any content can be stored Cache Server A cache server is used to store copies of documents when they are accessed for the first time • As a result, the documents can be accessed again more quickly, since the contents are taken directly from the cache © 2009 LeverX, Inc. Page 23

SAP DMS Infrastructure Items (cont.) Assisting Companies Leverage Investments in SAP Solutions Infrastructure items to think about when implementing SAP DMS (cont.): Conversion Server Server process used to convert an original file from one format to another • E.g., Word to PDF TREX Software that enables full text search across documents stored in a content server © 2009 LeverX, Inc. Page 24

SAP DMS Project Questions Assisting Companies Leverage Investments in SAP Solutions Example questions to get started: Which documents do we want to manage with SAP DMS? How do you want to search for documents? What is the life cycle for each type of document? Is change control required? Are there formal approval processes to be enabled via workflow? What are our security requirements? These questions should be answered before proceeding with any of the technical aspects of the project Answering these questions will define your scope and difficulty level © 2009 LeverX, Inc. Page 25

SAP DMS Project Recommendations Assisting Companies Leverage Investments in SAP Solutions If you can, start with the management of a smaller number of documents This gives you a chance to learn how the system works and to develop your own best practices that will work in your environment Keeps you away from project paralysis If you try to manage the whole ocean of documents, there are a lot of definitions on attributes and rules that must be done Once live on a smaller number of documents, additional opportunities will present themselves once users become comfortable with the system There are no shortages of documents to be managed © 2009 LeverX, Inc. Page 26

SAP DMS Project Checklist Assisting Companies Leverage Investments in SAP Solutions Sample list of tasks executed per phase of project Phase: Project Prep Phase: Blueprint Define documents to be stored in system Build team Define methods for searching Define project plan Define life cycles for documents Set up weekly meetings Define approval processes Define data to be migrated Define change management process Define documentation standards Define search requirements Set up team collaboration area Define user interface requirements Schedule workshops Prototype and test solution Kickoff Project Blueprint developed and signed off © 2009 LeverX, Inc. Page 27

SAP DMS Project — Checklist (cont.) Assisting Companies Leverage Investments in SAP Solutions Sample list of tasks executed per phase of project (cont.) Phase: Realization Phase: Final Prep Integration testing completed System configured System design frozen Infrastructure set up Unit testing Stress testing Documentation of configuration Further data migration testing Data migration tested Training developed Knowledge transfer to key users Business work instructions updated Support processes developed Users trained on a new solution Phase: Go-Live Final data migration completed System is activated Continuous improvement process initiated © 2009 LeverX, Inc. Page 28

Resources Assisting Companies Leverage Investments in SAP Solutions Book: Eric Stajda, Effective Document Management with SAP DMS (SAP Press, 2009). Readers will benefit immediately from this complete and practical reference on getting the most from the SAP Document Management System http://www.sap-press.com/product.cfm?account=&product=H2999 © 2009 LeverX, Inc. Page 29

LeverX SAP DMS Webinar

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