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SharePoint: Integration with
      SAP Extended ECM
                       Adrian Studer
           Product Manager SharePoint
                  Thomas Demmler
    Director of Product Management SAP

                           November 17, 2011




                          Copyright © Open Text Corporation. All rights reserved.
Pain from Unmanaged Content for an
         SAP & SharePoint Customer
                                     Reduced business process efficiency

   Content not retained for                                                                    Content disconnected
   legally required duration,                                                                  from business processes
   or kept too long
                                                                 HR         Production


                                                                                     Asset
   Inability to find needed                              Finance                  Management   Documents are not filed
   information amongst                                                                         consistently according to
   growing volume of                                                               Sales &     SAP application models
   content                                               Legal
                                                                                  Marketing
                                                                      Customer
                                                                      Service &
   Content locked in silos,                                            Support
                                                                                               Inefficient paper-based
   fragmented content
                                                                                               processes
   management
   applications

                                         Increased legal and compliance risk
Copyright © OpenText Corporation. All rights reserved.                                                                     2
Extended ECM for SAP Solutions
                                                                                               Unique Capability
      Complete Content                                   Deep Integration
                                                                                               to ‘Content Enrich’
      Lifecycle                                          with SAP
                                                                                               SAP Business
      Management
                                                                                               Processes
                                                                      ECM


                                                 +                     Business
                                                                       Suite
                                                                                           =
         Document Management                             Deep connection with SAP Data          Project Management
         Collaboration                                    structures                             Quality Management
         Capture                                         Seamless integration with              Investigative Case Management
                                                           various SAP UIs
         Workflow                                                                                Enterprise Asset Management
                                                          Workspaces developed to
         Content Access                                                                          Maintenance Management
                                                           natively extend SAP processes
         Records Management                               with ECM                               Store Lifecycle Management
         Archiving                                                                               Fraud Prevention Management
                                                                                                  And Many Others!


     Key Benefits:
     • Improve Business Process Efficiency by Connecting Content to Process
     • Improve Regulatory Compliance by Managing Content Through Its Lifecycle

Copyright © OpenText Corporation. All rights reserved.                                                                             3
Application Gov. & Archiving for SharePoint
      Complete Content                                   Deep Integration                        Unique Capability to
      Lifecycle                                          with SharePoint                         make SharePoint part
      Management                                                                                 of the information
                                                                                                 infrastructure
                                                                       ECM


                                                 +                                           =
         Document Management                             Deep connection with                      Formal Compliance
         Collaboration                                    SharePoint structures                     SharePoint Archival
         Capture                                         Seamless integration with                 Centralized Access
                                                           SharePoint UI
         Workflow                                                                                   Storage Optimization
                                                          Workspaces developed to
         Content Access                                                                             Rapid Site Deployment
                                                           natively extend SharePoint with
         Records Management                               Content Enriched Business
         Archiving                                        Processes




     Key Benefits:
     • Improve Efficiency by Integration into Enterprise Information Infrastructure
     • Improve Regulatory Compliance by Managing Content Through Its Lifecycle

Copyright © OpenText Corporation. All rights reserved.                                                                        4
Agenda

          Improve Business Process Efficiency
               Improve Customer Interaction Efficiency


          Core Concepts
               Universal Access
               Concept of Business Workspaces
               SharePoint Usage Scenarios


          Key Points To Take Home

          Q&A


Copyright © OpenText Corporation. All rights reserved.    5
Improve Customer Interaction Efficiency




    Maximize Profitability,
    Improve Performance,
    and Deliver Customer Value




Copyright © OpenText Corporation. All rights reserved.   6
Improve Customer Interaction Efficiency


                                           Delivery      Shipping
            Contract                                      Note      Certificates                Friendly             Dunning
                            Order           Note                                               Reminder               Letter
                                                                                    Invoices
  Pricing


                                            Product        Clearance  Freight                              Dispute
               Emails                                       Papers
                                         Documentation               Documents
                           Order
                        Confirmation
                                                                                   Requirements
                                                                                    All documents in one place
                                                                                     (SAP ERP, SAP CRM,
                                                                                     SharePoint, Others)
                                                                                    Fast access to all customer
                                                                                     related documents
                                                                                    Create individual documents
                                                                                     based on templates
                                                                                    Editing / versioning of
Copyright © OpenText Corporation. All rights reserved.
                                                                                     documents                                 7
Improve Customer Interaction Efficiency
Customer Service & Support




                                                                 “Business Workspace”
                                                                  New Tab in CRM UI




                                   Contains documents from
                                 SAP ERP, SAP CRM and Non-SAP


                                      Contains documents from
                                  SAP ERP, SAP CRM and Non-SAP
      Powerful means to filter
      for relevant documents                                             Context Widgets   8
Improve Customer Interaction Efficiency
         Account Executive


                                                              “Business Workspace”
                                                         Assignment Block in CRM Web UI




                      Powerful means to                         Contains documents from
                       filter for relevant                  SAP ERP, SAP CRM and Non-SAP
                           documents



                                                                                           Context Widgets




Copyright © OpenText Corporation. All rights reserved.                                                       9
Alternative Access via Desktop, …
Sales Assistant



             Drag & Drop
         E-Mails from Outlook                                                        Full ECM capabilities with document
           to Workspaces                                                             preview, document edit in MS Office,
          of Extended ECM                                                            versioning, audit, metadata, available
                                                                                                 in MS Outlook



         Business Workspace




   Integrated into Windows Explorer, Microsoft Outlook, Adobe Acrobat, Lotus Notes, and Microsoft Office applications
                                 such as Word, Excel, PowerPoint, Project, and Visio.                                         10
Alternative Access via SharePoint, …
Professional Services




                                                          Context Widgets (10.5)


            Business Workspace – Web Part in SharePoint
Alternative Access via SAPgui, …
     Accounting


                       Direct access to
                      SAP Transactions



Customer Folder




   Scanned
  Documents
                                          Inline display
                                          of document



Documents and
   E-Mails




 SAP Printout




                                                           12
Alternative Access via Web, …
         Product Management




                                                             Contains documents from
                                                         SAP ERP, SAP CRM and Non-SAP




    Powerful means to filter
    for relevant documents                                                              Context Widgets
                                                                                         with SAP data
Copyright © OpenText Corporation. All rights reserved.                                                    13
Universal Access to Business Workspaces



      Accounting         Customer Service & Support     SAP Portal




                               Business
                               Workspace

 Professional Services                                Sales Assistant




   Mobile (Add-On)          Product Management        Sales Assistant
                                                                        14
Agenda

          Improve Business Process Efficiency
               Improve Customer Interaction Efficiency


          Core Concepts
               Universal Access
               Concept of Business Workspaces
               SharePoint Usage Scenarios


          Key Points To Take Home

          Q&A


Copyright © OpenText Corporation. All rights reserved.    15
Universal Access to Business Workspaces



     SAP GUI        SAP CRM UI          SAP Portal




                    Business
                    Workspace

    SharePoint                     MS Windows Explorer




  Mobile (Add-On)   xECM Web UI   MS Outlook / Lotus Notes
                                                             16
Connecting Users and Content
         Inside and Outside of SAP
                                     SAP User             Non-SAP User




                                   SAP                      Non-SAP
                             Related Content             Related Content

Copyright © OpenText Corporation. All rights reserved.                     17
Connecting Users and Content
         Inside and Outside of SAP
                                     SAP User                        Non-SAP User




                                                         Business
                                                         Workspace
Copyright © OpenText Corporation. All rights reserved.                              18
Connecting Content to Processes
The Concept of Business Workspaces
              Content-Enriched Business Processes

                  Roles                                 Transactions
                                     SAP
                                Business Object
                   Data                                   Events
                                    Business
                                    Workspace



          Relationships         Business Object            Policies & Roles


            Meta Data           Folder Structures            Documents
                                Folder 1
       Customer          ABC    Folder 2
       ID               4711        Sub Folder 1
       Date       21.12.2009        Sub Folder 2
                                         Sub Folder A
       Status       Prospect             Sub Folder B
       Owner           Meier    Folder 3



          Activity Feeds             Workflows            Tasks & Follow ups

                               Records Management
                                                                               19
Extended ECM and Appl. Gov. & Archiving
         Business Workspaces – in SAP and SharePoint
                                                                Project E-2000




                                                         Providing the capability to see
                                                            the same workspace with
                                                          associated content and SAP
                                                           transactional data – SAP &
                                                                  SharePoint.




Copyright © OpenText Corporation. All rights reserved.                                     20
Extended ECM and Appl. Gov. & Archiving
Make “SAP” Documents available in SharePoint




1. Make documents available in Business Workspaces
2. Can be done manually or automatically
Extended ECM and Appl. Gov. & Archiving
Make “SAP” Documents available in SharePoint
                        Example: SAP Documents in a Sales Process




   Incoming
  Documents




         Outgoing
        Documents




  Print lists          All these SAP sales documents are accessible
                        via a Customer Business Workspace in SharePoint
                                                                          Slide 22
Extended ECM and Appl. Gov. & Archiving
Working with Business Workspaces in SharePoint




      Directly work in SharePoint
       with content in Business
              Workspaces




                     Access to Business Workspace
Extended ECM and Appl. Gov. & Archiving
Make “SharePoint” Documents available in SAP




1. Make documents available in Business Workspaces
2. Can be done manually or automatically by leveraging
   structure information and / or metadata
Extended ECM and Appl. Gov. & Archiving
         Make “SharePoint” Documents available in SAP


                                                    SharePoint Document Library


                                                                                                Send final version to
                                                                                                 Business Workspace
                                                                                               (triggered manually or
                                                                                               automated with rules)
                                                           Finalized documents locked in
                                                         SharePoint with link to document in
                                                                 Business Workspace




Copyright © OpenText Corporation. All rights reserved.                                                                  25
Extended ECM and Appl. Gov. & Archiving
Make “SharePoint” Documents available in SAP




                   “SharePoint” document appears in SAP




                                                          26
Search All Content from within SharePoint
Searching SharePoint and SAP




                                 Content from
                                  SharePoint




                                Content from SAP
                               Business Workspace
Extended ECM and Appl. Gov. & Archiving
 One Shared Architecture for SAP and SharePoint

             Microsoft SharePoint                              SAP NetWeaver Business Client,              SAP
                                                                  SAP CRM UI, SAP GUI                   NetWeaver
                                                                                                          Portal
          SharePoint Content and Solutions

    Legal Content          Suspense
                                                                 SAP Business Suite
    Management             Tracking            …
                                                               SAP ERP, CRM, SRM, Retail, …

                                                                                                           Portal
                                                                          DocuLink
    Storage               Application Governance                                                          Content
    Services                                                                                            Management
                                & Archiving                                 SAP             SAP            iViews
                                                           ECMLink
                                                                            ILM          ArchiveLink




  OpenText                                                OpenText
                                      Document        Web                         WebDAV
  Enterprise               CMIS                                   ECMLink
                                                            Enterprise                           ArchiveLink
                                      Pipelines      Services                      (ILM)
  Library                                                 Library
                                                     Runtime and Core Services


                           Content Server                                     Archive Server



Legend:        OpenText        SAP       Microsoft                                                                   28
Extended ECM and Appl. Gov. & Archiving
         One Solution for the Whole Enterprise
                                                          Materials          Procurement
                                                         Management




             Enterprise Asset
              Management


                                                                        Project
                                                                      Management




                                                                                       Sales &
                                                                                    Marketing, and
                                                                                   Customer Service
                                                                                      & Support
                                                         Production
Copyright © OpenText Corporation. All rights reserved.                                                29
Agenda

          Improve Business Process Efficiency
               Improve Customer Interaction Efficiency


          Core Concepts
               Universal Access
               Concept of Business Workspaces
               SharePoint Usage Scenarios


          Key Points To Take Home

          Q&A


Copyright © OpenText Corporation. All rights reserved.    30
Key Points To Take Home
          Extended ECM for SAP Solutions and Application Gov. & Archiving for MS SharePoint
           make
           Your Business Processes more efficient, more traceable and compliant.
              Examples:
               Customer Interaction (Call Center, Sales, Marketing, …)
               Plant & Equipment (Plant Maintenance, Plant Change Management, …)
               Project Management
               Procurement
               …



          Key Technical Concepts
                  Business Workspaces:
                    Productized and powerful embedding of ECM in thousands of SAP business objects in SAP
                       ERP, CRM, PM, PS, …

                  Universal Access:
                    Users have easy access to all business-relevant information via preferred user interface (SAP
                       Net Weaver Business Client, SAP GUI, SAP Web GUI, SAP CRM Web, SAP CRM IC, E-Mail
                       Client, MS Office, MS Windows, …, and MS SharePoint)

                  MS SharePoint used as portal or used for collaborative document management system

                  Enterprise Library
                    One shared architecture with one enterprise wide records management taxonomy
Copyright © OpenText Corporation. All rights reserved.                                                               31
Agenda

          Improve Business Process Efficiency
               Improve Customer Interaction Efficiency


          Core Concepts
               Universal Access
               Concept of Business Workspaces
               SharePoint Usage Scenarios


          Key Points To Take Home

          Q&A


Copyright © OpenText Corporation. All rights reserved.    32
Questions?

Adrian Studer
adrians@opentext.com


Thomas Demmler
tdemmler@opentext.com
SAP Extended ECM

                                Want to know more?
Read my post “SharePoint: Integration with SAP Extended ECM” (http://wp.me/p1Eq2T-1f)




         Thomas Demmler
         Director Product Management
         SAP Solutions Group

         Email:        thomas.demmler@opentext.com
         Blog:         http://thomasdemmler.wordpress.com/
         LinkedIn:     http://de.linkedin.com/in/thomasdemmler
         Slideshare:   http://www.slideshare.net/thomasdemmler




                                                                 Join the SAP xECM by OpenText
                                                                  professionals group at LinkedIn.




                                                                                                     34
Thank You




            35

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Integration of SharePoint and SAP Extended ECM

  • 1. SharePoint: Integration with SAP Extended ECM Adrian Studer Product Manager SharePoint Thomas Demmler Director of Product Management SAP November 17, 2011 Copyright © Open Text Corporation. All rights reserved.
  • 2. Pain from Unmanaged Content for an SAP & SharePoint Customer Reduced business process efficiency Content not retained for Content disconnected legally required duration, from business processes or kept too long HR Production Asset Inability to find needed Finance Management Documents are not filed information amongst consistently according to growing volume of Sales & SAP application models content Legal Marketing Customer Service & Content locked in silos, Support Inefficient paper-based fragmented content processes management applications Increased legal and compliance risk Copyright © OpenText Corporation. All rights reserved. 2
  • 3. Extended ECM for SAP Solutions Unique Capability Complete Content Deep Integration to ‘Content Enrich’ Lifecycle with SAP SAP Business Management Processes ECM + Business Suite =  Document Management  Deep connection with SAP Data  Project Management  Collaboration structures  Quality Management  Capture  Seamless integration with  Investigative Case Management various SAP UIs  Workflow  Enterprise Asset Management  Workspaces developed to  Content Access  Maintenance Management natively extend SAP processes  Records Management with ECM  Store Lifecycle Management  Archiving  Fraud Prevention Management  And Many Others! Key Benefits: • Improve Business Process Efficiency by Connecting Content to Process • Improve Regulatory Compliance by Managing Content Through Its Lifecycle Copyright © OpenText Corporation. All rights reserved. 3
  • 4. Application Gov. & Archiving for SharePoint Complete Content Deep Integration Unique Capability to Lifecycle with SharePoint make SharePoint part Management of the information infrastructure ECM + =  Document Management  Deep connection with  Formal Compliance  Collaboration SharePoint structures  SharePoint Archival  Capture  Seamless integration with  Centralized Access SharePoint UI  Workflow  Storage Optimization  Workspaces developed to  Content Access  Rapid Site Deployment natively extend SharePoint with  Records Management Content Enriched Business  Archiving Processes Key Benefits: • Improve Efficiency by Integration into Enterprise Information Infrastructure • Improve Regulatory Compliance by Managing Content Through Its Lifecycle Copyright © OpenText Corporation. All rights reserved. 4
  • 5. Agenda  Improve Business Process Efficiency  Improve Customer Interaction Efficiency  Core Concepts  Universal Access  Concept of Business Workspaces  SharePoint Usage Scenarios  Key Points To Take Home  Q&A Copyright © OpenText Corporation. All rights reserved. 5
  • 6. Improve Customer Interaction Efficiency Maximize Profitability, Improve Performance, and Deliver Customer Value Copyright © OpenText Corporation. All rights reserved. 6
  • 7. Improve Customer Interaction Efficiency Delivery Shipping Contract Note Certificates Friendly Dunning Order Note Reminder Letter Invoices Pricing Product Clearance Freight Dispute Emails Papers Documentation Documents Order Confirmation Requirements  All documents in one place (SAP ERP, SAP CRM, SharePoint, Others)  Fast access to all customer related documents  Create individual documents based on templates  Editing / versioning of Copyright © OpenText Corporation. All rights reserved. documents 7
  • 8. Improve Customer Interaction Efficiency Customer Service & Support “Business Workspace” New Tab in CRM UI Contains documents from SAP ERP, SAP CRM and Non-SAP Contains documents from SAP ERP, SAP CRM and Non-SAP Powerful means to filter for relevant documents Context Widgets 8
  • 9. Improve Customer Interaction Efficiency Account Executive “Business Workspace” Assignment Block in CRM Web UI Powerful means to Contains documents from filter for relevant SAP ERP, SAP CRM and Non-SAP documents Context Widgets Copyright © OpenText Corporation. All rights reserved. 9
  • 10. Alternative Access via Desktop, … Sales Assistant Drag & Drop E-Mails from Outlook Full ECM capabilities with document to Workspaces preview, document edit in MS Office, of Extended ECM versioning, audit, metadata, available in MS Outlook Business Workspace Integrated into Windows Explorer, Microsoft Outlook, Adobe Acrobat, Lotus Notes, and Microsoft Office applications such as Word, Excel, PowerPoint, Project, and Visio. 10
  • 11. Alternative Access via SharePoint, … Professional Services Context Widgets (10.5) Business Workspace – Web Part in SharePoint
  • 12. Alternative Access via SAPgui, … Accounting Direct access to SAP Transactions Customer Folder Scanned Documents Inline display of document Documents and E-Mails SAP Printout 12
  • 13. Alternative Access via Web, … Product Management Contains documents from SAP ERP, SAP CRM and Non-SAP Powerful means to filter for relevant documents Context Widgets with SAP data Copyright © OpenText Corporation. All rights reserved. 13
  • 14. Universal Access to Business Workspaces Accounting Customer Service & Support SAP Portal Business Workspace Professional Services Sales Assistant Mobile (Add-On) Product Management Sales Assistant 14
  • 15. Agenda  Improve Business Process Efficiency  Improve Customer Interaction Efficiency  Core Concepts  Universal Access  Concept of Business Workspaces  SharePoint Usage Scenarios  Key Points To Take Home  Q&A Copyright © OpenText Corporation. All rights reserved. 15
  • 16. Universal Access to Business Workspaces SAP GUI SAP CRM UI SAP Portal Business Workspace SharePoint MS Windows Explorer Mobile (Add-On) xECM Web UI MS Outlook / Lotus Notes 16
  • 17. Connecting Users and Content Inside and Outside of SAP SAP User Non-SAP User SAP Non-SAP Related Content Related Content Copyright © OpenText Corporation. All rights reserved. 17
  • 18. Connecting Users and Content Inside and Outside of SAP SAP User Non-SAP User Business Workspace Copyright © OpenText Corporation. All rights reserved. 18
  • 19. Connecting Content to Processes The Concept of Business Workspaces Content-Enriched Business Processes Roles Transactions SAP Business Object Data Events Business Workspace Relationships Business Object Policies & Roles Meta Data Folder Structures Documents Folder 1 Customer ABC Folder 2 ID 4711 Sub Folder 1 Date 21.12.2009 Sub Folder 2 Sub Folder A Status Prospect Sub Folder B Owner Meier Folder 3 Activity Feeds Workflows Tasks & Follow ups Records Management 19
  • 20. Extended ECM and Appl. Gov. & Archiving Business Workspaces – in SAP and SharePoint Project E-2000 Providing the capability to see the same workspace with associated content and SAP transactional data – SAP & SharePoint. Copyright © OpenText Corporation. All rights reserved. 20
  • 21. Extended ECM and Appl. Gov. & Archiving Make “SAP” Documents available in SharePoint 1. Make documents available in Business Workspaces 2. Can be done manually or automatically
  • 22. Extended ECM and Appl. Gov. & Archiving Make “SAP” Documents available in SharePoint Example: SAP Documents in a Sales Process Incoming Documents Outgoing Documents Print lists  All these SAP sales documents are accessible via a Customer Business Workspace in SharePoint Slide 22
  • 23. Extended ECM and Appl. Gov. & Archiving Working with Business Workspaces in SharePoint Directly work in SharePoint with content in Business Workspaces Access to Business Workspace
  • 24. Extended ECM and Appl. Gov. & Archiving Make “SharePoint” Documents available in SAP 1. Make documents available in Business Workspaces 2. Can be done manually or automatically by leveraging structure information and / or metadata
  • 25. Extended ECM and Appl. Gov. & Archiving Make “SharePoint” Documents available in SAP SharePoint Document Library Send final version to Business Workspace (triggered manually or automated with rules) Finalized documents locked in SharePoint with link to document in Business Workspace Copyright © OpenText Corporation. All rights reserved. 25
  • 26. Extended ECM and Appl. Gov. & Archiving Make “SharePoint” Documents available in SAP “SharePoint” document appears in SAP 26
  • 27. Search All Content from within SharePoint Searching SharePoint and SAP Content from SharePoint Content from SAP Business Workspace
  • 28. Extended ECM and Appl. Gov. & Archiving One Shared Architecture for SAP and SharePoint Microsoft SharePoint SAP NetWeaver Business Client, SAP SAP CRM UI, SAP GUI NetWeaver Portal SharePoint Content and Solutions Legal Content Suspense SAP Business Suite Management Tracking … SAP ERP, CRM, SRM, Retail, … Portal DocuLink Storage Application Governance Content Services Management & Archiving SAP SAP iViews ECMLink ILM ArchiveLink OpenText OpenText Document Web WebDAV Enterprise CMIS ECMLink Enterprise ArchiveLink Pipelines Services (ILM) Library Library Runtime and Core Services Content Server Archive Server Legend: OpenText SAP Microsoft 28
  • 29. Extended ECM and Appl. Gov. & Archiving One Solution for the Whole Enterprise Materials Procurement Management Enterprise Asset Management Project Management Sales & Marketing, and Customer Service & Support Production Copyright © OpenText Corporation. All rights reserved. 29
  • 30. Agenda  Improve Business Process Efficiency  Improve Customer Interaction Efficiency  Core Concepts  Universal Access  Concept of Business Workspaces  SharePoint Usage Scenarios  Key Points To Take Home  Q&A Copyright © OpenText Corporation. All rights reserved. 30
  • 31. Key Points To Take Home  Extended ECM for SAP Solutions and Application Gov. & Archiving for MS SharePoint make Your Business Processes more efficient, more traceable and compliant. Examples:  Customer Interaction (Call Center, Sales, Marketing, …)  Plant & Equipment (Plant Maintenance, Plant Change Management, …)  Project Management  Procurement  …  Key Technical Concepts  Business Workspaces:  Productized and powerful embedding of ECM in thousands of SAP business objects in SAP ERP, CRM, PM, PS, …  Universal Access:  Users have easy access to all business-relevant information via preferred user interface (SAP Net Weaver Business Client, SAP GUI, SAP Web GUI, SAP CRM Web, SAP CRM IC, E-Mail Client, MS Office, MS Windows, …, and MS SharePoint)  MS SharePoint used as portal or used for collaborative document management system  Enterprise Library  One shared architecture with one enterprise wide records management taxonomy Copyright © OpenText Corporation. All rights reserved. 31
  • 32. Agenda  Improve Business Process Efficiency  Improve Customer Interaction Efficiency  Core Concepts  Universal Access  Concept of Business Workspaces  SharePoint Usage Scenarios  Key Points To Take Home  Q&A Copyright © OpenText Corporation. All rights reserved. 32
  • 34. SAP Extended ECM Want to know more? Read my post “SharePoint: Integration with SAP Extended ECM” (http://wp.me/p1Eq2T-1f) Thomas Demmler Director Product Management SAP Solutions Group Email: thomas.demmler@opentext.com Blog: http://thomasdemmler.wordpress.com/ LinkedIn: http://de.linkedin.com/in/thomasdemmler Slideshare: http://www.slideshare.net/thomasdemmler Join the SAP xECM by OpenText professionals group at LinkedIn. 34
  • 35. Thank You 35