Integrating Enterprise Content Management Solutionswith the SAP Enterprise Asset Management Solution at                   ...
Agenda         Optimize cost and TCO of all the organization‟s information assets with SAP        Extended ECM by Open Te...
Business case – Key figures                                                                                               ...
Business case – Corporate Objectives          Past                              Present                          Future   ...
Business case – Volumes                      912.836                  8.667         112.000 / Y      6.980         23.000 ...
Business case – Why SAP xECM by OpenText                                                                                  ...
Business case – Why SAP xECM by OpenText      Infrastructure and Architecture      SAP ERP integration                    ...
Business case – Link to Corporate Objectives                                                            Progressive paper ...
Business case – The 4-year xECM roadmap                                                                         HR-LSO, HR...
Business case     Bridge the gap between business processes and business documents      • Technical Drawings              ...
Business case – Return On Investment             • Handling cost of 1 document is about 20 USD (15 EUR).             • An ...
Business case – Introduction to SAP xECM by OpenText    Automate filing and indexing    Define, control and accelerate dec...
Business case – Introduction to SAP xECM by OpenText                                                      Solution Enabler...
Business case – Introduction to SAP xECM by OpenText                                                    Solution Enablers ...
Business case – Introduction to SAP xECM by OpenText                                                    Solution Enablers ...
Business case – Introduction to SAP xECM by OpenText                                                   Solution Enablers  ...
Business case – Introduction to SAP xECM by OpenText                                                    Solution Enablers ...
Agenda         Optimize cost and TCO of all the organization‟s information assets with SAP        Extended ECM by Open Te...
Access to unstructured content – Present Drawing Management                                                               ...
Access to unstructured content – Future Drawing Management                 The “one version of the truth” integrated docum...
Access to unstructured content – Drawing Management processData                                                           ...
Access to unstructured content – Frontends      Generic Object Services (SAPGUI)     Tab Integration (SAPGUI)   DocuLink f...
Access to unstructured content     Business Workspace for Functional Location (Extended ECM UI)                           ...
Access to unstructured content     Business Workspace for Functional Location (SAPGUI – TA IL03)                          ...
Access to unstructured content     Business Workspace for Functional Location (SAPGUI – TA IL03)                          ...
Access to unstructured content     Business Workspace Hierarchy (SAPGUI and MS Windows Explorer)                          ...
Agenda         Optimize cost and TCO of all the organization‟s information assets with SAP        Extended ECM by Open Te...
Maintenance – Revision and Modernization         Revision      8 Weeks      1500 Activities                               ...
Maintenance – Business Workspace for ProjectSAP EAM - London, 30th of September 2011            - 29 -
Maintenance – Business Workspace for Functional Location                                              Non-SAP users can ac...
Maintenance – 360° Full Text Search for SAP and Non-SAP Info                                                   SAP equipme...
Maintenance – 360° Full Text Search for SAP and Non-SAP Info                                                              ...
Maintenance – Search for Functional Location (Extended ECM UI)                                                     Search ...
Agenda         Optimize cost and TCO of all the organization‟s information assets with SAP        Extended ECM by Open Te...
Comply with European legislation – Prescriptions         The “Entity In Charge of Maintenance” needs to comply with the   ...
Comply with European legislation – Wagon Maintenance Services                                            WMS, Wagon Maint...
Agenda         Optimize cost and TCO of all the organization‟s information assets with SAP        Extended ECM by Open Te...
Key points to take home            If you plan to manage documents, think enterprise-wide, think SAP            xECM by Op...
Contact                                           Stéphane Haelterman                                           Project Ma...
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Integrating Enterprise Content Management Solutions with the SAP Enterprise Asset Management Solution at the Belgian Railways

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Integrating Enterprise Content Management Solutions with the SAP Enterprise Asset Management Solution at the Belgian Railways

  1. 1. Integrating Enterprise Content Management Solutionswith the SAP Enterprise Asset Management Solution at the Belgian Railways Stephane Haelterman – Project Manager SAP EAM - London, 30th of September 2011
  2. 2. Agenda  Optimize cost and TCO of all the organization‟s information assets with SAP Extended ECM by Open Text: NMBSs business case  Easy access to unstructured content for operators, technicians, and reliability engineers, ensuring worker safety, procedural compliance, and efficient repairs  Technical documentation, operating procedures, reports, and recommendations automatically tied to all SAP plant maintenance data and available for both SAP and non-SAP users  Comply with European legislation on traceability and safety measures  Key points to take home / Q&ASAP EAM - London, 30th of September 2011 -2-
  3. 3. Business case – Key figures Employees • 20.761 SNCB/NMBS Travelers • 12.749 Infrabel • > 500.000 travelers a day • 4.111 Holding • 207 million travelers a year • 710 Other UK Network NL • 3.374 km of lines BE • 3.002 km powered DE Trains &Stations • 314 km HST lines • 550 Stations & Stops • > 3.670 trains a day FR • 698 locomotor Freight • 740 self-propelled • 60 million tons a year • 280.980 seats • 4 Eurostar (HST) • 7 Thalys (HST) Traffic • 29.298 traveler trains a week • 6.941 freight trains a week • 89,2% arrived on time or max 5 min. delaySAP EAM - London, 30th of September 2011 -3-
  4. 4. Business case – Corporate Objectives Past Present Future Traditional monolithic Transition driven by Innovation driven by national railways company  Cost optimisation  New business model within an open market for  Enhanced Customer Services - passenger transport  Punctuality of rail services - maintenance of rolling stock  Uncompromising safety  Agility to meet evolving customer demands  New generation of employees  Quality and accuracy of the information  European market demands  Paper reduction  Work procedures uniformity Legacy DBs, Custom Apps, Strategic Platform for change Enriched Business Processes with content to File servers and Paper and agile business processes enable Enterprise Information ManagementSAP EAM - London, 30th of September 2011 -4-
  5. 5. Business case – Volumes 912.836 8.667 112.000 / Y 6.980 23.000 / Y 20.761 Volume Procedures Work Instructions Technical Drawings Technical Files Vendor Maintenance Invoices Guides Customer Employee Projects … Complaints Files 3.586 documents Object Material Task List Invoice WBS Element Service Ticket Employee BoM PM Notification Solman Ticket Business Partner PM Order WBS Element Functional Location EquipmentSAP EAM - London, 30th of September 2011 -5-
  6. 6. Business case – Why SAP xECM by OpenText Right Place Right Time 360° View Quick Search Process Integration All processes require ACCESS to HIGH QUALITY DATA Standardization Structured / Unstructured Data Central Repository of procedures Tracability GOVERNANCE of the information lifecycle AuditabiltySAP EAM - London, 30th of September 2011 -6-
  7. 7. Business case – Why SAP xECM by OpenText Infrastructure and Architecture SAP ERP integration Functionalities Architecture simplicity Out-of-the-box integration Intelligent document recognition Number of servers 360° view on content linked to processes Paper scan and electronic document indexation Interoperability Easy access to documents via business workspaces Full-text indexation with OCR Scalability Virtual folders based on SAP data Automatic classification structures Content and storage space management User interface SAP data and documents archiving Web wokspace Thesaurus management Autocad / Inventor MS Windows Explorer Offline access to documents Interoperability an semantic level MS Outlook Collaboration SAP Enterprise Portal Support and Maintenance Workflow Longterm ERP integration roadmap SAP Gui Quality of supportSAP EAM - London, 30th of September 2011 -7-
  8. 8. Business case – Link to Corporate Objectives Progressive paper cost reduction strategy Cost optimisation Lower TCO for the content management solution, so a higher ROI SAP xECM by OpenText Corporate Objectives Enhanced Customer Faster handling of customer case files, faster information lookup Services Speed up and avoid breaches in the supply chain by visualizing parts to Punctuality of rail services order/produce Uncompromising safety Accuracy of technical drawings and valid working procedures New generation of Secure historical know-how and offer modern working tools employees European market demands Comply with demands for traceability, conformity, safety certificatesSAP EAM - London, 30th of September 2011 -8-
  9. 9. Business case – The 4-year xECM roadmap HR-LSO, HR-QLF, FI, CO, MM, WM, SD, LE, Enterprise Portal, CRM-MKT, HR-PA, PS, PM CRM Complaints HST Maintenance, HR-TIME, HR-REC, for all entities Handling, Rolling Stock HR-TRAVEL IS-Real Estate, EH&SFI, CO, MM, WM, SD, LE, Carve-out B-Cargo, Maintenance, Distribution, QM Certificates,PS, PM HR, CO-PA, BI Entity In Charge of CRM-LTO, CRM-CPM, Web Content Mgt, PS-RPM,for 4 Central Workshops Invoice Mgt Maintenance CRM-CTR SAP Data Archiving Information Lifecycle Mgt ERP 2009 2010 2011 2012 2013 2014 2015 xECM 5.000 users xECM xECM Rolling Stock HST Maintenance, QM Certificates, Enterprise Asset Mgt 10.000 users Strategy Vision & Plan Maintenance, HR-LSO, HR-QLF, PS Documentation + Intelligent CRM-LTO, CRM- Solman integration, Driver CPM, CRM-CTR , PS-RPM Assistant CRM Complaints HR-OM, HR-PA, HR-TIME, Handling, Web HR-REC, HR-TRAVEL, Content Mgt Employee File Mgt, Information Lifecycle MgtSAP EAM - London, 30th of September 2011 -9-
  10. 10. Business case Bridge the gap between business processes and business documents • Technical Drawings  Example of solutions • Lease Agreements • Book of Patterns • Leasing Contracts • Calculation notes Enterprise Asset Management FI/CO, PLM, SRM, EH&S, HR • Property Acts • Quality Manuals Real Estate Management FI/CO, PS, PM, MM, HR • Contract Forms • Operational Guides • Contract Account Sheets Employee File Management HCM, Non-SAP • Procedures • Rent Settlements • Work Instructions Invoice Management FI-AP, MM • Customized Emails / Fax • Fact Sheets Travel Receipt Management HCM, FI/CO • Digital Signatures • Forms • Photos Intelligent Driver Assistant HR, PM, Non-SAP • Checklists • Naming Conventions Facility Management • Technical Catalogue • Resumes • Line Sheets • Pictures • Learning • Brakes Bulletin • Invoices • Assessments • Troubleshooting Wizard • Taxes Maintenance • Appraisals • Log Book • Downpayments • Medical Attests • Time Registration • Training Attests • Incident Handling Accounts Payable • Certificates Driver Procedures • Function Descriptions HRSAP EAM - London, 30th of September 2011 - 10 -
  11. 11. Business case – Return On Investment • Handling cost of 1 document is about 20 USD (15 EUR). • An employee handles at least 1 document a day and works at least 200 days a year. The average cost is theoretically about 3.000 EUR by employee by year. • For 10.000 users, this cost is theoretically about 30.000.000 EUR a year. • By using SAP xECM by OpenText, this cost can be reduced by 50% at least, along with measures to drastically reduce the usage of paper.SAP EAM - London, 30th of September 2011 - 11 -
  12. 12. Business case – Introduction to SAP xECM by OpenText Automate filing and indexing Define, control and accelerate decision processes Empower teams with internal and external users to collaborate efficiently Enable consistent document handling and Microsoft Office Integration Provide secure native access to SAP and non-SAP users. Enable 360° view on documents. Consolidate repositories and storage management Control the content and reduce compliance costsSAP EAM - London, 30th of September 2011 - 12 -
  13. 13. Business case – Introduction to SAP xECM by OpenText Solution Enablers Value Drivers -Scanning -Eliminate paper and free up office space -Indexing -Reduce printing, copying and paper -Forms Management storage costs -Intelligent Classification -Ensure consistent and cost effective -Batch Processes filing and audits -Imaging -Eliminate manual entry errors -Viewers -Decrease cost of filing content from -Shared Workspace non-SAP processes -Barcode recognition -Capture of various inbound types (paper, fax, mail…)SAP EAM - London, 30th of September 2011 - 13 -
  14. 14. Business case – Introduction to SAP xECM by OpenText Solution Enablers Value Drivers -Version Control -Reduce time spent finding the “one -Check In/Out version of the truth” document -Categorization -Shrink file server and legacy document management application costs -Audit Trail -Decrease printing and copying to -User/Group Access desktops/file shares and between -Content Type Agnostic applications -Comprehensive Search -Reduce review and approval process -Notifications costs -Ad hoc document workflow -Decrease time spent on document- intensive processes -Work item lists / Task Lists -Improve processes and compliance by -Content associated to business using electronic signatures processes -Boost productivity and accelerate -Team and project rooms business decisions -Shared Workspace -Push business decisions to the -SAP data access from collaboration appropriate individuals space -Reduce risk by providing secure -Forums / Discussions access -News Channels -PollsSAP EAM - London, 30th of September 2011 - 14 -
  15. 15. Business case – Introduction to SAP xECM by OpenText Solution Enablers Value Drivers -Role-based user interface -Reduce search costs -MS-Office, Web and SAP-Gui -Easily find content associated with SAP integration objects -Comprehensive search -Increase content accessibility -Content browsing and navigation -Reduce deployment time -Virtual folders -Eliminate need for end-user training -Personalization -Permission and role management with user access rights inherited from SAPSAP EAM - London, 30th of September 2011 - 15 -
  16. 16. Business case – Introduction to SAP xECM by OpenText Solution Enablers Value Drivers -Data and Document Archiving -Cut costs by consolidating -Agnostic storage management -Archive platform -Content Move between different -Decrease response times when storage devices managing large volumes of data and documents -SAP ILM integration -Reduce risk by protecting content with -Advanced Security replication and -Single Instance Archiving -Tamper-proof storage -Significantly improve content accessibility -Archived content available in SAP at all times -Can archive any SAP information (DMS docs, ILM exports, print lists,...) -Content automatically assigned retention rules (based on type, process, folder, user, role, …)SAP EAM - London, 30th of September 2011 - 16 -
  17. 17. Business case – Introduction to SAP xECM by OpenText Solution Enablers Value Drivers -File Plan and Administration -Ensure holistic enterprise program -Metadata Management -Provide defensible disposition of all -Retention Schedules and Legal Holds corporate content -Physical Records Management -Improve ability to mitigate risks -Advanced Circulation -Diminish exposure to discovery costs -Automatic Classification -Reduce cost of storage through -Disposition proactive destruction -Audit Trails -Facilitate easier decommission of legacy content -Content automatically inherits retention rules if present within designated SAP folder structure -SAP data retention rules can be imported to manage data lifecycleSAP EAM - London, 30th of September 2011 - 17 -
  18. 18. Agenda  Optimize cost and TCO of all the organization‟s information assets with SAP Extended ECM by Open Text: NMBSs business case  Easy access to unstructured content for operators, technicians, and reliability engineers, ensuring worker safety, procedural compliance, and efficient repairs  Technical documentation, operating procedures, reports, and recommendations automatically tied to all SAP plant maintenance data and available for both SAP and non-SAP users  Comply with European legislation on traceability and safety measures  Key points to take home / Q&ASAP EAM - London, 30th of September 2011 - 18 -
  19. 19. Access to unstructured content – Present Drawing Management File Server File Server File Server Public Database File Server Quality Database File Server File Server File Server Inconsistencies / Duplicates / Obsolescence / Inaccuracy…SAP EAM - London, 30th of September 2011 - 19 -
  20. 20. Access to unstructured content – Future Drawing Management The “one version of the truth” integrated documentSAP EAM - London, 30th of September 2011 - 20 -
  21. 21. Access to unstructured content – Drawing Management processData NMBS / ConstructorCreationUpdate AutoCAD Capture InventorManagement Storage Manual Vault Professional Source FilesxECM SAP Manual Automatic Input Input Search / Access Numbering Purchasing / ProductionSAP EAM - London, 30th of September 2011 - 21 -
  22. 22. Access to unstructured content – Frontends Generic Object Services (SAPGUI) Tab Integration (SAPGUI) DocuLink for SAP (SAPGUI) MS Windows Explorer MS Outlook Extended ECM UI (Case)SAP EAM - London, 30th of September 2011 - 22 -
  23. 23. Access to unstructured content Business Workspace for Functional Location (Extended ECM UI) Easy Access of Related Func. Locations and EquipmentSAP EAM - London, 30th of September 2011 - 23 -
  24. 24. Access to unstructured content Business Workspace for Functional Location (SAPGUI – TA IL03) SAP users can access ALL documents. SAP users can add, reserve and edit documents. SAP users can create folders. SAP users can add Follow Ups SAP users can see all document properties. SAP users can …SAP EAM - London, 30th of September 2011 - 24 -
  25. 25. Access to unstructured content Business Workspace for Functional Location (SAPGUI – TA IL03) Immediate Access to Photo of RELATED Equipment Maintenance Work Order allows to access all documents of related functional locations and equipment (better than inheritance)SAP EAM - London, 30th of September 2011 - 25 -
  26. 26. Access to unstructured content Business Workspace Hierarchy (SAPGUI and MS Windows Explorer) The SAP structure of Technical Objects and their SAP documents are also available in MS Windows ExplorerSAP EAM - London, 30th of September 2011 - 26 -
  27. 27. Agenda  Optimize cost and TCO of all the organization‟s information assets with SAP Extended ECM by Open Text: NMBSs business case  Easy access to unstructured content for operators, technicians, and reliability engineers, ensuring worker safety, procedural compliance, and efficient repairs  Technical documentation, operating procedures, reports, and recommendations automatically tied to all SAP plant maintenance data and available for both SAP and non-SAP users  Comply with European legislation on traceability and safety measures  Key points to take home / Q&ASAP EAM - London, 30th of September 2011 - 27 -
  28. 28. Maintenance – Revision and Modernization Revision 8 Weeks 1500 Activities Pre-Study Prototype Project Planning Plan. Intervention Operational Data Modernization 10 Weeks 3000 Activities Delivery Confirmation Intervention Exec. Project Start Visit Rev / Modern. Technical Drawings Operational Guides Forms Book of Patterns Procedures Checklists 527 cars / year Calculation Notes Work Instructions Pictures 260 loco’s / year Quality Manuals Fact Sheets Activity RegistrationSAP EAM - London, 30th of September 2011 - 28 -
  29. 29. Maintenance – Business Workspace for ProjectSAP EAM - London, 30th of September 2011 - 29 -
  30. 30. Maintenance – Business Workspace for Functional Location Non-SAP users can access SAP documents like drawings, manuals, etc. and they can add documents. Non-SAP Users can access attributes of SAP Technical Objects and Process Information. Technical Documents of the functional location are managed in the xECM Business Workspace, which belongs to a SAP Functional Location DMS Features to complement SAP PM processes: Versioning, reservation, revision workflow, red lining, physical documents rendition, audit tracking, authorizations, etc.SAP EAM - London, 30th of September 2011 - 30 -
  31. 31. Maintenance – 360° Full Text Search for SAP and Non-SAP Info SAP equipment attributes SAP PM order printlist SAP information on failure notification ECM user can full text search in meta data, notifications, orders and documents of SAP Technical ObjectsSAP EAM - London, 30th of September 2011 - 31 -
  32. 32. Maintenance – 360° Full Text Search for SAP and Non-SAP Info Picture and free hand draft of a pump recognized from it„s meta data .dwg Full Text Indexed Scanned Drawing – Full Text Indexed PDF Manual Full Text indexedSAP EAM - London, 30th of September 2011 - 32 -
  33. 33. Maintenance – Search for Functional Location (Extended ECM UI) Search for Functional Location by Full Text and AttributesSAP EAM - London, 30th of September 2011 - 33 -
  34. 34. Agenda  Optimize cost and TCO of all the organization‟s information assets with SAP Extended ECM by Open Text: NMBSs business case  Easy access to unstructured content for operators, technicians, and reliability engineers, ensuring worker safety, procedural compliance, and efficient repairs  Technical documentation, operating procedures, reports, and recommendations automatically tied to all SAP plant maintenance data and available for both SAP and non-SAP users  Comply with European legislation on traceability and safety measures  Key points to take home / Q&ASAP EAM - London, 30th of September 2011 - 34 -
  35. 35. Comply with European legislation – Prescriptions The “Entity In Charge of Maintenance” needs to comply with the following prescriptions: 1 It manages the maintenance logbooks for each vehicle which it is registered in the National Register of Vehicles as “Entity in charge of Maintenance", and ensures the correct implementation by ensuring that the vehicle is maintained in accordance with its maintenance backlog and requirements force including the TSI (Technical Specifications Interoperability); 2 It provides traceability of maintenance operations performed vehicle; vehicle by managing and keeping up to date maintenance reports for each on each 3 It analyzes the lessons learned including the logbook adequately; accidents or incidents to update the owners maintenance data from maintenance, It informs the owner of all restrictions and specific operation conditions of these 4 cars; 5 It contracts a liability insurance covering sufficient financial risks arising from its activities.SAP EAM - London, 30th of September 2011 - 35 -
  36. 36. Comply with European legislation – Wagon Maintenance Services  WMS, Wagon Maintenance Services, is an entity of workshops, with central coordinating services, that offers its expertise of Wagon Maintenance over whole Belgium.  ECM Wagons NMBS stands for wagon management that combines high level maintenance studies with the precise adaptation and registration of the wagon passport.  ECM Wagons SNCB is certified as ECM (Entity In Charge of Maintenance) with EU identification BE-34-2011-0001. ISO9001 / ISO9000 / ISO9008SAP EAM - London, 30th of September 2011 - 36 -
  37. 37. Agenda  Optimize cost and TCO of all the organization‟s information assets with SAP Extended ECM by Open Text: NMBSs business case  Easy access to unstructured content for operators, technicians, and reliability engineers, ensuring worker safety, procedural compliance, and efficient repairs  Technical documentation, operating procedures, reports, and recommendations automatically tied to all SAP plant maintenance data and available for both SAP and non-SAP users  Comply with European legislation on traceability and safety measures  Key points to take home / Q&ASAP EAM - London, 30th of September 2011 - 37 -
  38. 38. Key points to take home If you plan to manage documents, think enterprise-wide, think SAP xECM by OpenText Set up an enterprise-wide governance model for your xECM platform Manage your xECM projects roadmap based on processes with the highest amount of users and documents Make also use of SAP xECM for non-SAP related documents All processes require ACCESS to HIGH QUALITY DATASAP EAM - London, 30th of September 2011 - 38 -
  39. 39. Contact Stéphane Haelterman Project Manager shae@ebaia.com +32 474 800 124 http://be.linkedin.com/in/shaelterSAP EAM - London, 30th of September 2011 - 39 -

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