Enterprise Content Management (ECM) An Overview of SAP Solutions

What is Enterprise Content Management ? What is SAPs strategy for ECM ? What is SAPs offering for ECM today ? Summary

What is Enterprise Content Management ? What is SAPs strategy for ECM ? What is SAPs offering for ECM today ? Summary

What is ECM ? Depends on who you ask

What is ECM ?

Depends on who you ask !

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 4

Gartner: The Core Components of ECM

Document management for check-in/check-out, version control, security and library services for business documents Web content management for automating the webmaster bottleneck, managing dynamic content and content authoring Records management for legal or regulatory purposes, long-term archiving, and automation of retention and compliance policies Document capture and document imaging for capturing and managing paper documents Document-centric collaboration for document sharing and supporting project teams Workflow for supporting business processes and routing content, assigning work tasks and states, and creating audit trails
Source: Gartner, Magic Quadrant ECM, 2004

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AMR: Key ECM related Business Mandates

Meeting compliance mandates
Including Sarbanes-Oxley Act (SOX), Department of Defense regulations, the Health Insurance Portability and Accountability Act (HIPAA), and emerging green laws like Restriction of Hazardous Substances (RoHS) and Waste Electrical and Electronic Equipment (WEEE)

Improving market agility

Capturing, distributing, sharing, and synchronizing information; most often product information, more readily and effectively with suppliers, business partners, and customers

Supporting Product Lifecycle Management (PLM)

Supporting the needs of research, engineering, and development organizations that must collaborate on a wide range of structured and rich information assets

Advertising, marketing, and promotion

Providing high quality, branded information to customers through various media and sales channels

Customer support
Offering responsive systems for customer service and self-service initiatives, ensuring the quality of information presented to customers, and relaying information quickly to engineering and development organizations

Information worker productivity and knowledge management

Helping alleviate employee inefficiency and a variety of urgent issues, including impending departure of retiring employees
Source: The New Enterprise Content Management Imperative: Advancing Your Top Six Business Initiatives, AMR 2005
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Bottom Line
Enterprise Content Management is about People
Authors, Readers, Approvers Authorizations & access Document-centric collaboration

Information
Documents & content Metadata & attributes Consolidation & harmonization

Processes
Workflows Retention rules Document lifecycle

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What is Enterprise Content Management ? What is SAPs strategy for ECM ? What is SAPs offering for ECM today ? Summary

From Infrastructure to Applistructure: Business Process Platform

Empowerment/ Real-Time Visibility
Analytics Partner Composite Applications SAP Composite Applications

+ Differentiation/ Business Innovation + Productivity/ Business Integrity = Competitive Advantage

Enterprise Services

SAP NetWeaver Business Process Platform

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From Infrastructure to Applistructure: Business Process Platform

Empowerment/ Real-Time Visibility
Analytics Partner Composite Applications SAP Composite Applications

+ Differentiation/ Business Innovation + Productivity/ Business Integrity = Competitive Advantage

ECM capabilities: Integral part of SAP NetWeaver and Business Process Platform

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 10

SAPs ECM Strategy in a Nutshell IT Perspective

Information & Innovation
Enterprise Content

Merge them !
Efficiency & Execution

Business Applications & Processes

Integrate ECM technology into business applications and processes

SAPs ECM technology is tightly integrated into standard and customized business applications and processes SAP uses an extensive partner ecosystem to complement its own technology to create complete solutions
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SAPs ECM Strategy in a Nutshell User Perspective

Endusers / Consumers
Information from various sources Keep it simple and intuitive Often need for document centric collaboration Broad & simple HORIZONTAL approach

Professional Users
Specialized & advanced VERTICAL approach Tied to specific business tasks (e.g. CAD constructing) Professional authoring tools Need for robust document lifecycle

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 12

SAPs ECM Strategy in a Nutshell User Perspective

Broad & simple HORIZONTAL approach Specialized & advanced VERTICAL approach

SAP provides ECM technology for horizontal and vertical applications

Horizontal applications
Empower Leverage

knowledge workers, improve productivity and foster innovation the Knowledge Management and Collaboration capabilities of SAP NetWeaver

Vertical applications

Address dedicated industry specific or cross industry business processes Leverage technology including mySAP PLM DMS and Records Management

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Example: Integration of EP, KMC, DMS and Records Mgmt.

Endusers / Consumers SAP SAP Enterprise Enterprise Portal Portal Knowledge Knowledge Management Management // Collaboration Collaboration

Professional Users

SAP SAP Records Records Management Management

SAP SAP Document Document Management Management System System (DMS) (DMS)

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What is Enterprise Content Management ? What is SAPs strategy for ECM ? What is SAPs offering for ECM today ? Summary

SAP NetWeaver Knowledge Management Knowledge Mgmt. provides

Centralized access to heterogeneous document repositories A repository for storing documents related to portal and everyday work Consistent Look & Feel Full-text search capabilities Document centric services
SAP SAP NetWeaver NetWeaver Knowledge Knowledge Management Management provides a unifying layer for heterogeneous provides a unifying layer for heterogeneous document document repository repository landscapes landscapes

Knowledge Management is
Delivered via SAP NetWeaver Portal Tightly integrated with SAP NetWeaver Collaboration to enable document-centric collaboration scenarios

Various repositories do exist and it is impossible to centralize all unstructured information within one repository

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 16

SAP NetWeaver Knowledge Management Knowledge Mgmt. provides

Centralized access to heterogeneous document repositories A repository for storing documents related to portal and everyday work Consistent Look & Feel Full-text search capabilities Document centric services
SAP SAP NetWeaver NetWeaver Knowledge Knowledge Management Management provides a unifying layer for heterogeneous provides a unifying layer for heterogeneous document document repository repository landscapes landscapes

Knowledge Management is
Delivered via SAP NetWeaver Portal Tightly integrated with SAP NetWeaver Collaboration to enable document-centric collaboration scenarios
SAP SAP delivers delivers its its own own repository repository and and ready-to-use connectors to various ready-to-use connectors to various others others !! Customers Customers can can develop develop their their own own connectors connectors !! Partners Partners can can certify certify their their connectors connectors !!

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 17

SAP NetWeaver Knowledge Management

Unified Unifiedsearch searchacross across repositories repositories

Taxonomies Taxonomies(virtual (virtual hierarchies) across hierarchies) across distributed distributedrepositories repositories

Unified Unifiedservices services(depending (dependingon on user context and authorizations) user context and authorizations)

Documents Documentsfrom from distributed repositories distributed repositories

SAP NetWeaver Knowledge Management is delivered via the SAP NetWeaver Portal
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mySAP PLM DMS

mySAP PLM Document Management (DMS) enables users to work on technical documents over the entire product life-cycle Comprehensive solution for technical documents: versions and structures, approval- and change management Process integration: object links to other business objects, e.g. product structures or projects Open interfaces to CAD applications and MS Office
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ECM Capabilities taylored to Different User Needs: Integration of KM and DMS

Horizontal: SAP NetWeaver Knowledge Management (KM)
Cross-repository access for endusers and consumers Integral part of SAP NetWeaver Portal

SAP NetWeaver Portal / Knowledge Management

DMS Connector for KM

Vertical: mySAP PLM Document Management System (DMS)

Provides in-depth functionality and integration for R&D and logistics Integral part of SAP R/3
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Document Management System

CAD Integration

CAD System

SAP NetWeaver Collaboration

SAP Netweaver Collaboration provides support for virtual teams in their daily work Meet in virtual rooms to jointly work on common goals Lean real-time collaboration capabilities Integration of ALL existing portal iViews into collaboration scenarios possible including all content from Knowledge Management

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mySAP PLM cFolders

cFolders enables users to work on design and development projects in virtual teams with external business partners Direct integration into mySAP PLM & mySAP SRM (Strategic Sourcing) Integrated visualization tool for 2D/3D viewing of CAD objects Sophisticated status management and authorization concept

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Why horizontal and vertical tools makes sense

Steering Committee is
making decisions of general principle working with office documents (pdf, ppt ) using SAP NetWeaver Collaboration Room with access to cFolders through KM SAP20

Engineering is
creating concepts and designs working with Office Documents, drawings, BOM, CAD models using CAD, DMS & mySAP PLM cFolders

SAP NetWeaver Collaboration

Integration

KM

Engineering partner is
particularizing designs or designing modules working with Office Documents, drawings, BOM, CAD models Engineering partner is using mySAP PLM cFolders

cFolders
Integration

R/3
DMS, material, BOM

CAD Integration

CAD
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Slide 23 SAP20
d025196; 19-08-2005

Shorten

SAP Records Management

SAP Records Management replaces paper files with digital files (records) A record provides a structured access to all information objects that belong together in a distinct business process. Examples: Personnel record Bid invitation record SAP Records Management brings together document management, workflow and functional integration with business objects Records may include any kind of information object (see next slide)
SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 24

SAP Records Management

Fax und E-Mail Business objects Scanned documents Material Customer Archived documents e.g. outgoing documents Bill Master data

Information and transactional data is bundled in electronic records

Notes Transactions

Documents (Desktop / DMS) Web content Process Information

Reports

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 25

Workflow for ECM Different Flavors are Needed

We need to create flexible, robust and highly scalable standardized processes

Central IT

We need to supplement the companies core processes with our own departmental procedures.

Business Department

I want to delegate some of my tasks to colleagues, and track their progress.

Individual

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 26

Workflow in ECM Different Flavors are Needed

We need to create Unbounded Processes flexible, robust and highly scalable Embedded Processes standardized processes
Programmed Processes SAP NetWeaverTM

Central IT

SAP NetWeaver We need to supplement the companies core Guided Procedures processes with our Collaboration Room own departmental procedures.

TM

Business Department

SAP NetWeaver I want to delegate some of my tasks Collaboration Tasks to colleagues, and track their progress.

TM

Individual

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 27

What is Enterprise Content Management ? What is SAPs strategy for ECM ? What is SAPs offering for ECM today ? Summary

From Infrastructure to Applistructure: Business Process Platform

Empowerment/ Real-Time Visibility
Analytics Partner Composite Applications SAP Composite Applications

+ Differentiation/ Business Innovation + Productivity/ Business Integrity = Competitive Advantage

ECM capabilities: Integral part of SAP NetWeaver and Business Process Platform

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 29

Summary: SAPs Business Process Based Approach to ECM SAP strategy is to optimize business processes through solutions that include ECM technology
SAP tightly integrates ECM technology into standard and customized business processes SAP uses an extensive partner ecosystem to complement its own technology to create complete solutions

SAP provides ECM technology for both horizontal and vertical applications
Horizontal applications
Empower Leverage

knowledge workers, improve productivity and foster innovation

the Knowledge Management and Collaboration capabilities of SAP NetWeaver Address dedicated industry specific or cross industry business processes Leverage technology including mySAP PLM DMS and Records Management

Vertical applications

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 30

How Applications Can Make Use of It

Analytics Composites

Business Applications
can make use of

SAP SAP Enterprise Enterprise Portal Portal // Knowledge Knowledge Management Management // Collaboration Collaboration

SAPs Enterprise Content Management capabilities

and leverage

SAP SAP Records Records Management Management

SAP SAP DMS DMS

SAP technical document infrastructure Partner Legacy / 3rd Party

SAPs technical infrastructure

as well as

partner and legacy systems

SAP AG 2005, SAP TechEd 05 /UP 105, Jrg Wolf, Debbie Adams / 31