Avaali Solutions - Sap archiving and document access by open text

Copyright © 2013 Avaali. All Rights Reserved. 1
SAP OpenText ECM Solutions:
Archiving and Document Access

Business Value Solutions
Tailored to meet specific SAP business process requirements
Logistics &
Distribution
Sales Account
Mgmt
Customer Billing
& Service
Brand Asset
Mgmt
Production and Operation Excellence
Procurement Excellence
Customer Excellence
Order to PaySupplier &
Contract Mgmt
Strategic
Sourcing
Manage
Employee Info
Talent Sourcing
& Acquisition
Human Resources Excellence
Financial Excellence
Accounts
Payable
Collections
Customer
Invoicing
Data
Archiving
Legacy
Decom
Paper Archive
Elimination
Information Technology Excellence
Records
Mgmt
Reward &
Retain
Expense
Management
Production &
Quality Mgmt
Enterprise Asset
Management
Project
Mgmt
Sales
Order Mgmt
Copyright © OpenText Corporation. All rights reserved.

SAP’s ECM Portfolio:
An Expanding Partnership with OpenText
Employee File
Management
Automate HR File
administration
and enable self
service scenarios
Invoice
Management and
OCR
Minimize data
capture effort and
human intervention.
Streamline accounts
payable processes
Digital Asset
Management
Optimized
management of
rich media assets
Integrate media
into marketing
communi-cations
Extended ECM
Complete ECM with
productized SAP
Integration
Business
Workspaces
Enterprise Records
Mgmt
Archiving (Enterprise Library)
Secure, compliant, cost-efficient storage of information
Document Access
360 degree information access
Travel
Receipts
Management
Automate receipt
handling and
streamline
expense
management
process
Portal Content/
Site Mgmt
Document Mgmt
Collaboration and
Site Mgmt
embedded into
SAP NetWeaver
Portal
Document
Presentment
Automated
document
generation
personalization
and multichannel
distribution (e.g.
billing statements)
Resold ‘horizontal’ OpenText ECM Resold ‘Point Solutions’ from OpenText

Unmanaged Information Growth
System performance:
- slow responding transactions
- long running reports
- frustrated end users
Paper heavy processes:
- inefficient, complex business processes
- poor collaboration
- poor supplier & customer relationships
Long maintenance windows:
- system backup and restoration take longer and
and are more error prone
- long running SAP system/client copies
- resulting in high administration costs
Lack of a retention strategy:
- data is online indefinitely without a defined
lifecycle
- does not meet regulatory compliance
requirements
- high risk
Data storage:
- high storage costs due to large DB size
- high storage & database administration costs
Large, fragmented system landscape:
- high infrastructure costs
- high system administration costs
4
Typical Challenges faced by a large SAP customer without an information management strategy
Customer profile:
• 1+ TB of SAP application data, growth rate ~15% per year
• Thousands of incoming and outgoing documents per month
• Several legacy systems that are still up and running

SAP Document Access by OpenText
Business Views
360-degree views on SAP data and documents
Document Archiving
Integrate business documents
with SAP transactions
SAP Archiving by OpenText
Business Value
 Increase efficiency
 Reduce TCO for IT
landscape
 Be compliant and
reduce risk
Data Archiving
Securely store data files
SAP Archiving and Document Access

What is SAP Archiving?
Data Archiving is the process of moving infrequently accessed data from high
cost Database storage to low cost Archive storage.
Document Archiving securely stores original documents (FAX, PDF, DOC, TIF)
and links them to SAP transaction data to make them accessible in the
context of business processes.

SAP Document Access by OpenText
Look and Feel in SAPGUI
Information on
the business
object
Integration of
paper flow
Integration of
emails
Integration
of SAP printout
Call SAP
transaction
Display
original
document
Integration of
desktop docs

Key value drivers for SAP Archiving
• ↓ Storage costs (40%)– archiving results in smaller databases, reducing Tier-1 storage costs. Archived
data is compressed and stored offline/NearLine
• ↓ Administration costs (40%) – smaller databases result in reduced administration overheads
• ↑ Application performance & Better utilization of system resources (10 - 20%)
• ↓ System downtimes during maintenance & backups (40%)
• Faster system restorations in case of unplanned outages.
• Reduced IT footprint – through reduced databases sizes and decommissioning legacy systems
• Mature, granular retention management for both SAP data & documents
• Streamlined, paper-less processes, achieved through document archiving. Reduce procurement, facilities
costs and document management costs
• Regulatory compliance – meeting legal requirements through faster, accurate access to documents during
claims, reviews and audits; thus reducing risk and costs of legal discovery

Reduce Storage and Administration costs
Common current state:
• Tier-1 online database storage has
multiple redundancy levels and DR/HA
resulting in higher storage costs
• Due to large databases, IT tasks such as
backup & recovery, DBA activities,
performance tuning are more time
consuming and costly
Advantage with SAP Archiving:
• Database size reduction and storage of
archives in lower-tier “near-line” storage
yields significant reduction in all of the
above costs
• Leaner databases results in reduced
downtimes and faster recovery
• Cumulative 5 year storage & admin cost
savings = ~5 Cr. INR
• NPV = ~2 Cr. INR
• ROI in 1 year
• assuming a current database size of 10 TB
and YoY growth of ~25%

Performance and Utilization
• SAP users are negatively impacted by degrading performance of SAP instances. Long
running programs and reports
• Paper-based processes cause further inefficiencies in routine operational tasks
Advantage with proposed solution:
• SAP database size is reduced, leading to improved performance of batch jobs and user
response times
• Uses SAP-based workflows for routing documents to appropriate individuals, without
creating multiple paper copies - reduces processing time.
• SAP users have access to all relevant documents within SAP business process, without
the need to search through physical documents
• Results in more efficient utilization of human resources as well as system resources

Paper-less processes
• Inefficient and manual paper-based process generate a lot of physical content, resulting in
increased IT support & infrastructure, procurement and facility costs
• Converts high manual and paper-intensive processes to electronic
• Avoids creation of multiple paper copies - single digital instance of the document with
simultaneous access by many users
• Provides a 360 degree view of data and documents within SAP, with easily customizable
business-centric folder based views.

Regulatory Compliance
• Analysis and review costs are high due to lack of document organization, multiple copies &
versions, high search times and lack of retention policies
• High risk of fine, penalty and litigation due to non-compliant record retention management
• Analysis and review costs are reduced dramatically by ensuring that single instances of
documents are available in long-term compliant storage with appropriate retention policies
• Significantly reduces risk of non-compliance & litigation
• Provides a 360 degree view of data and documents within SAP, with easily customizable
business-centric folder based views, reducing search time and legal discovery costs

Highlights
Assuming a current database size of 10 TB and YoY growth of ~25%, archiving can yield
~ INR 5 Cr. cumulative savings over 5 years through storage and admin. costs alone
• ↓ Storage costs by 40%
• ↓ Administration costs by 40%
Additional savings and efficiencies gained through:
• ↑ overall application performance by over 10% (performance of some reports &
transactions will improve much more)
• ↓ System downtimes by 40%
• reducing procurement, facilities costs and document management costs by 20%
• reducing risk of meeting compliance requirements by 90% and the costs of legal discovery
by 40%

Contacts
parag.pithia@avaali.com | +91 9819333774
dheeraj.subramanian@avaali.com | +91 9731280808

Thank You
abc@avaali.com | +91 99999 99999Thank You

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