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Advance Imaging Solutions using the SAP Content Server

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Advance Imaging Solutions using the SAP Content Server VerbellaCMG Verbella

Advance Imaging Solutions using the SAP Content Server VerbellaCMG Verbella

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  • 1. UP214Cool - Advance Imaging Solutionsusing the SAP Content ServerJohn Walls,Verbella CMG, LLC
  • 2. Session Overview Today’s discussion will cover the following topics  SAP Content Server  What is it?  Over coming the initial limitations  HR document Solutions that are based on the Content Server  Review of possible different methods for the conversion of historical employee documents  Proof of Delivery- document processing made easy  Review of processes that make use of barcodes  Review of process that use handhelds devices  Create Attachments – and Data Archiving  Review of K-Pro vs ArchiveLink  How to Redirect and Migrate existing data to the content server from the SAP Database  Wrap up© SAP AG 2009. All rights reserved. / Page 2
  • 3. Agenda1. SAP Content Server  SAP Content Server Architecture  Imaging and Assumptions2. HR Applications-  HR Back File Conversions – Made Easier  HR PD417 – What is it? How to use it  Auditing for HR3. Proof of Delivery  Physical Documents with Signatures  Handheld Electronic Documents4. Create Attachment and Data Archiving  Create Attachment - Possible data archiving issues  ―Create Attachment‖ Database Growth Resolved© SAP AG 2009. All rights reserved. / Page 3
  • 4. SAP Content Server…..What is it?The SAP Content Server is a stand-alone component – in which electronic documents of any format can be stored.The documents can be saved either in one (or more) MaxDB instances or in the file system.The SAP Content Server is available for Windows Server 2000 & 2003 as well as for several UNIX variants and Linix.―The SAP Content Server is the server at the core of SAP’s document storageand management concept. It provides the technical infrastructure for alldocument-centric applications and business scenarios that do not require along-term document archiving solution. Because the SAP Content Serveris included in every SAP solution, a self-contained content server is alwaysavailable to SAP customers.‖© SAP AG 2009. All rights reserved. / Page 4
  • 5. SAP Content Server…..Drill down into the detailsSAP applications- – SAP Business Workplace, ArchiveLink, SAP Document Management System (DMS), and SAP Knowledge Warehouse.Integrated management from within SAPGui. CSADMIN and OAC0MaxDB comes with Database Manager and SQL StudioSAP MaxDB is also widely used within SAP- – The Service Marketplace, – The Training documentation in Knowledge Warehouse, and – SDN runs on SAP MaxDB.SDN currently is one of the largest SAP NetWeaver Portal implementation withfar more than 1,000,000 named users, and it runs on SAP MaxDB and Linux-x64.© SAP AG 2009. All rights reserved. / Page 5
  • 6. SAP Installation© SAP AG 2009. All rights reserved. / Page 6
  • 7. SAP Content Server – SAP Content Server SAP Cache HTTP HTTP File system or database Server (No optical Media support) HTTP SAP R/3 HTTP No Scanner Interface for SAP Content Server Third party document capture vendors like Kofax would be necessary. Retrieval of documents through the SAP GUI using the ECL Viewer© SAP AG 2009. All rights reserved. / Page 7
  • 8. Agenda1. SAP Content Server  SAP Content Server Architecture  Imaging and Assumptions2. HR Applications-  HR Back File Conversions – Made Easier  HR PD417 – What is it? How to use it  Auditing for HR3. Proof of Delivery  Physical Documents with Signatures  Handheld Electronic Documents4. Create Attachment and Data Archiving  Create Attachment - Possible data archiving issues  ―Create Attachment‖ Database Growth Resolved© SAP AG 2009. All rights reserved. / Page 8
  • 9. HR Back File Conversions HR Employee files are very tedious and time consuming to image using the traditional late archiving with Barcode scenario. This scenario is useful for small volumes and as a daily archiving process.  Enter employee number in PA30  Choose the document type and enter Barcode number  Place Barcode on document  Scan  And Repeat….© SAP AG 2009. All rights reserved. / Page 9
  • 10. Back File Process Option 1  Use Barcode cover sheets that identify the document type  Enter the employee number once  Call an SAP RFC enabled function module that takes the Employee number, the document type date of origin, and determines the info type and logical archive Option 2  Use OCR form classification to determine the document type.  Enter the employee number once  Call an SAP RFC enabled function module that takes the Employee number, the document type date of origin, and determines the info type and logical archive Document processing is much faster, document preparation is still the weak link in the over all process© SAP AG 2009. All rights reserved. / Page 10
  • 11. HR Back File Conversions© SAP AG 2009. All rights reserved. / Page 11
  • 12. Reading the Barcode – The Document Type© SAP AG 2009. All rights reserved. / Page 12
  • 13. Processing© SAP AG 2009. All rights reserved. / Page 13
  • 14. Release set up for SAP-© SAP AG 2009. All rights reserved. / Page 14
  • 15. An alternative to Option 1 Text Release SAP ABAP to read text file and import data and images© SAP AG 2009. All rights reserved. / Page 15
  • 16. Option 2 - Extracting Index Values-Based Document Type (Forms) Index Values Here Form Identification Here© SAP AG 2009. All rights reserved. / Page 16 16
  • 17. Scanning – Kofax Ascent Capture© SAP AG 2009. All rights reserved. / Page 17 17
  • 18. Classification and Extraction of Index FieldsDocuments are being classified as to the type of documentOnce classified, the extraction of data begins Extraction© SAP AG 2009. All rights reserved. / Page 18 18
  • 19. Validation© SAP AG 2009. All rights reserved. / Page 19 19
  • 20. Validation – Extraction of Hand Print© SAP AG 2009. All rights reserved. / Page 20
  • 21. Automatic Release to SAP – Text and Images • Extracted index fields are released as an .xml or .txt file to a network share • These data files reference the location of the image file Released to SAP© SAP AG 2009. All rights reserved. / Page 21 21
  • 22. Release – Text or XML and Images (ABAP) RFC Call to an SAP FM, Third-Party Release Release scripts for specific Content Management (CM) solutions are also available IXOS (Open Text) OnBase IBM FileNet Documentum • Extracted index fields are released as an .xml or .txt file to a network share© SAP AG 2009. All rights reserved. / Page 22 22
  • 23. Results-© SAP AG 2009. All rights reserved. / Page 23
  • 24. PDF 417 – What is it? 1800 Characters of Information© SAP AG 2009. All rights reserved. / Page 24
  • 25. Kodak Capture Pro- Scanning of© SAP AG 2009. All rights reserved. / Page 25
  • 26. Additional Information on Reading PDF417 Barcode for Kofax© SAP AG 2009. All rights reserved. / Page 26
  • 27. Results- on the indexing screen© SAP AG 2009. All rights reserved. / Page 27
  • 28. Release- XML or Tiff requires ABAP to read and pull© SAP AG 2009. All rights reserved. / Page 28
  • 29. PDF 417 summary  PDF 417 Barcodes Contain a lot of information  Becoming very common- – Airline Tickets- Boarding Passes – Drivers Licenses – Government Forms downloaded off the internet to be signed  Very Reliable  Can be coded and unlocked for Credit card information.© SAP AG 2009. All rights reserved. / Page 29
  • 30. Auditing Requirements Auditing Requirements© SAP AG 2009. All rights reserved. / Page 30
  • 31. Auditing Requirements HR Employee Folders once they are imaged, give you a great opportunity to be able to determine who is missing what paper work. HR departments may need to audit who is missing their I-9 or W-4 document, They may also need the ability to see who is missing this years Employee handbook acknowledgement letter. In some cases employees (or Temporary employees) may be rehired and existing documentation is sufficient.© SAP AG 2009. All rights reserved. / Page 31
  • 32. Sample Document Types 0211 ZHRB_COB B: COBRA Acknow. Types to include: Rights to COBRA notification; Types to include: Loss of coverage letter on spouse/dependent; certified mail receipts; requests for appeal of insurance claim determination (all letters from employees or N/A ZHRB_COR B: Benefits Correspondence carriers regarding claims) All old enrollment forms: ESPP, Insurance, etc; supplement of IGT Insurance Enrollment/Change Form; Mutual of Omaha Enrollment Card; Vision Service Plan 0171 ZHRB_ENR B: Benefits Enrollment Forms Enrollment Form; Beneficiary Designation; Group; etc Types to Include: Death certificates, birth certificates, marriage certificates, Legal N/A ZHRB_LEG B: Legal Certificates guardianship papers, etc. Types to include: Doctors notes/return to work forms, FMLA or LOA docs; Premium 0000 ZHRB_LOA B: LOA notifications; Authorization for absence; notice of claim payment 0171 ZHRB_MIS B: Benefits Miscellaneous File Types to include: Potential Conflict; Compliance Video; Code of Conduct; Statement of N/A ZHRY_ACO Y: Compliance Acknow. Compliance N/A ZHRY_ADA Y: Drug & Alcohol Acknow. N/A ZHRY_AEE Y: Employee Policy Acknow. N/A ZHRY_AEM Y: Email Policy Acknow. N/A ZHRY_AHS Y: Harassment Acknow. N/A ZHRY_AIS Y: Invention & Secrecy Acknow. Attachments may be included to any such agreements Types to include: At will employment; Employee Handbook; Compressed Work Week; Waiver of Liability; ESS; Functional test tool & monies locker policy; Acknow. Of N/A ZHRY_AMS Y: Miscellaneous Acknow. driving requirement standards N/A ZHRY_ASF Y: Safety Acknow. Types to include: Safety Orientation; Written Retention Exercises Types to include: Special letters of accomodation; kudos; any supporting N/A ZHRY_COR Y: Correspondence documentation (e.g. emails); promotion announcements Types to include: OP Ladder Pay Summary (Ask John Seeley if this is okay to have N/A ZHRY_MIS Y: Miscellaneous File here) Types to include: Offer Letters; Letters of Reference; Reference Check Results; N/A ZHRY_NEW Y: New Hire Paperwork Applications; Resumes; Cover Letters;New Hire Checklists 0000 ZHRY_PAF Y: Personnel Action Form© SAP AG 2009. All rights reserved. / Page 32 32
  • 33. Example of a missing document image report© SAP AG 2009. All rights reserved. / Page 33
  • 34. Agenda1. SAP Content Server  SAP Content Server Architecture  Imaging and Assumptions2. HR Applications-  HR Back File Conversions – Made Easier  HR PD417 – What is it? How to use it  Auditing for HR3. Proof of Delivery  Physical Documents with Signatures  Handheld Electronic Documents4. Create Attachment and Data Archiving  Create Attachment - Possible data archiving issues  ―Create Attachment‖ Database Growth Resolved© SAP AG 2009. All rights reserved. / Page 34
  • 35. Proof of Delivery – Physical Documents Problem: Customer delivers paper product from 6 locations consisting of roughly 1,000 deliveries a day. The issue is that the central billing office had trouble receiving all the signed delivery tickets in a timely manner and then had to file the tickets. The company had no way of knowing what tickets were missing and no way of quickly retrieving the documents. This was a very expensive process for 3 Primary Reasons:  Shipping Costs to overnight documents to the Central location  Customers could dispute receipt of Goods resulting in inventory write off  Labor costs to properly file and retrieve POD documents© SAP AG 2009. All rights reserved. / Page 35
  • 36. Customer – Case Solution: To print out delivery notes from SAP with a barcode on each document at every location and use the barcode to marry the document to the delivery note in SAP. Solutions Details:  Each delivery document printed out of SAP onto a 3 part form with an impact printer. The delivery POD would contain a barcode representing the delivery note number. (First Page Only)  The documents would then be scanned daily after each route with an MFP to directory on the network at each remote site.  The scanning application would import each document from the file system and read the barcode in order to separate the documents.  A Remote enabled function module would be called via an RFC call that would archive the document to the Content Server via Archivelink and links the document to the correct Delivery note© SAP AG 2009. All rights reserved. / Page 36
  • 37. Late Archiving with Barcode Technical View© SAP AG 2009. All rights reserved. / Page 37
  • 38. Automated Delivery Capture Delivery documents are IIIIIIIIIIII generated Customer Signature 1 2 1 3 Delivery Documents 4 4SAP uses barcodes toautomatically link the imageto the correct transaction Archive Server© SAP AG 2009. All rights reserved. / Page 38 38
  • 39. Example of the Delivery Ticket Delivery Ticket printed on a 3 part NCR form, with an impact printer. Barcode Read rates even with a impact printer were still close to 100% The actual printing of the Barcodes, increased the amount of ribbon / tape required for printing. Noise levels increased© SAP AG 2009. All rights reserved. / Page 39
  • 40. Function Module ALINK_BARCODE_INSERT© SAP AG 2009. All rights reserved. / Page 40 40
  • 41. Results of the Function Module 1 2 3© SAP AG 2009. All rights reserved. / Page 41 41
  • 42. Hand Held POD’s  Scenario:  A baking company is making roughly 5,000 deliveries a day. The current process requires the documents to be scanned, when they make there way back into headquarters- Issues with the current process-  Months behind in scanning  Missing Proof of Deliveries, resulting in lost revenue  Had to eventually out source the scanning  OCR was attempted (Template based) however the poor image quality of the 3rd page of a 3 part form, and the shifting of the data on the documents was an OCR nightmare.  Solution:  The use of hand held delivery devices that allow the drivers to capture the signatures electronically. At the end of the day, the information is uploaded into SAP and the images with signatures are created on the file system.  All images are uploaded daily, within in hours.  No more lost POD’s, increased cash flow, decrease in DSO© SAP AG 2009. All rights reserved. / Page 42
  • 43. Handheld Process An ABAP program is looking for a zero byte trigger file named "ready.txt" as an indicator that processing can begin. During processing, the ready.txt file will be renamed to ready.pro. Once processing is completed successfully, the file will again be renamed to ready.done. If there has been an error in processing, it will instead be renamed to ready.error. .© SAP AG 2009. All rights reserved. / Page 43
  • 44. Example PDF Proof of Delivery image with Signature© SAP AG 2009. All rights reserved. / Page 44
  • 45. Archiving performance Results of the upload process.  .08 secs/image, Down from 1.5 sec/image  15 minutes for 10,000 images  Changed the file path, and resulted in much better performance.© SAP AG 2009. All rights reserved. / Page 45
  • 46. Agenda1. SAP Content Server  SAP Content Server Architecture  Imaging and Assumptions2. HR Applications-  HR Back File Conversions – Made Easier  HR PD417 – What is it? How to use it  Auditing for HR3. Proof of Delivery  Physical Documents with Signatures  Handheld Electronic Documents4. Create Attachment and Data Archiving  Create Attachment - Possible data archiving issues  “Create Attachment” Database Growth Resolved© SAP AG 2009. All rights reserved. / Page 46
  • 47. Create Attachment Reasons NOT to use this Functionality 1. Performance Hit – System Slows Down 2. Back ups take longer 3. Uses K-Pro- administration is more difficult 4. Data Archiving will be required that much sooner 5. Documents Stored this way may not be retrievable after data archiving – PO Reqs© SAP AG 2009. All rights reserved. / Page 47 47
  • 48. Results of SRGBTBREL - So what’s in it-© SAP AG 2009. All rights reserved. / Page 48
  • 49. How can we change this? http://help.sap.com/saphelp_erp60_sp/helpdata/ EN/4e/c95c195e8e9c4da3f6447ae0a7493f/cont ent.htm© SAP AG 2009. All rights reserved. / Page 49
  • 50. Create a New Category, Assign the New Category- Enter the new Category for Class SOFFPHIO T-CODE SKPR08© SAP AG 2009. All rights reserved. / Page 50
  • 51. If you Can’t Assign the Category- Check out OSS Note 668271- T-CODE SE16 Display Table “SDOKPHCL” and look for the entry “SOFFPHIO” Go into Change Mode and enter an “X” for Maintenance of Category. This will allow the entry “SOFFPHIO” to appear in T-CODE SKPR08 Please see OSS Note 668271 for more information© SAP AG 2009. All rights reserved. / Page 51
  • 52. SAP Program Provided for Migrating documents© SAP AG 2009. All rights reserved. / Page 52
  • 53. SAP Program Provided for Migrating documents CRMORDERCONT TABLE Initial Size Resulting Size Data Size 36,331,304 KB 16 Total Rows 1,359,113KB 0 Duration 51,169 Secs 14 Hours 12 Mins PRD Data Size 55,000,000KB ?© SAP AG 2009. All rights reserved. / Page 53
  • 54. Before and After Screen Shots of the SOFFCONT1 Table© SAP AG 2009. All rights reserved. / Page 54
  • 55. Functionality is lost using K-Pro© SAP AG 2009. All rights reserved. / Page 55
  • 56. Attachments Stored on the SAP Database User typically find the Create attachment, which uses K-Pro The results of using K-Pro is that the attachment is no longer available after data archiving© SAP AG 2009. All rights reserved. / Page 56
  • 57. Using the DRB sometimes you can get to the documents regardless of how they are stored© SAP AG 2009. All rights reserved. / Page 57
  • 58. Both K-Pro and ArchiveLink Documents are available© SAP AG 2009. All rights reserved. / Page 58
  • 59. But sometimes they are not-© SAP AG 2009. All rights reserved. / Page 59
  • 60. ArchiveLink is at least available through OAAD Archiving Administration- Still have access to the attached document via ArchiveLink© SAP AG 2009. All rights reserved. / Page 60
  • 61. Further Information  SAP Public Websites: SAP Developer Network (SDN): www.sdn.sap.com Business Process Expert (BPX) Community: www.bpx.sap.com SAP BusinessObjects Community (BOC): www.boc.sap.com  Related Public Websites: http://www.verbellacmg.com/  Related SAP Education and Certification Opportunities http://www.sap.com/education/  Related Workshops/Lectures at SAP TechEd 2009 Session ID, Title, Session Type© SAP AG 2009. All rights reserved. / Page 61
  • 62. Thank You!John WallsPrincipal & Sr. ConsultantVerbella CMG, LLC484-888-2199John.walls@verbellacmg.com
  • 63. ContactFeedbackPlease complete your session evaluation.Be courteous — deposit your trash,and do not take the handouts for the following session.

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