LeverX SAP DMS Webinar

© 2009 LeverX, Inc.

Assisting Companies Leverage

Investments in SAP Solutions

Document Management With SAP

Eric Stajda

February 2009




Agenda

� Options for Managing Documents in SAP

Tools available in SAP for managing or attaching documents:

� SAP DMS, Object Services, Business Documents, Knowledge Management Via SAP Portals and Records Management

� Brief overview of capabilities and selection criteria for choosing the best tool for a given purpose

� Effective Document Management Using SAP DMS

� Benefits and capabilities of SAP DMS

� Different front ends to SAP DMS (Demonstrations)

� Standard GUI, Web, Easy DMS, Portal, PLM 7.0

� How other companies are using SAP DMS (Demonstrations)

� Management of engineering data, Collaboration scenarios and CAD integration

� How to start a SAP DMS project

� Type of questions that need to be answered, Resources required (internal/external),

� Estimated effort and Review simple project plan for an accelerated DMS pilot




Challenges Faced by Engineering

� Documentation generated during sample NPDI process

Program Timeline

Product Pricing

Program Cost Summary

Technology Evaluation

Program Requirements

Team Guidelines

Team Selection Assignment

Phase: Program Preparations

Preliminary Review and Approval

Product Identification

Inclusion in Budget

Phase: Idea to Budgeted Product

Product Documentation

Product Announcement

Product Launch Plan

Unit Test

Product Test Plans

Product Design

Final Department Plans

Phase: Product Design,

Readiness

Product Structure

Product Functional Spec

Proprietary Rights Appraisal

Phase: Spec and Evaluation

….

….

Program Financial Review

Product Launch

Regulatory Compliance Cert.

Qualification Test

System Integration Test

Mfg. Readiness

First Piece Build

Phase: Startup

� Depending on your NPDI process, it is possible to generate thousands of pages of documentation that need to be controlled and preserved




Challenges Faced by Engineering

� Why do you need a document management system?

� Access to key documents is fragmented

� Key documents are located on shared drives, local

machines, and different applications

� Users need access to documents to make decisions

� Purchasing needs access to specifications and

other document types when initiating a Request for

Quotation (RFQ)

� You want to limit time spent searching for information

� When building a product, individuals on the

manufacturing floor should have access to the

engineering drawings

� Engineering is more global these days than ever before

� E.g., global programs contain members in US, Europe,

Asia, etc.




Challenges Faced by Engineering (cont.)

� Collaboration is a key issue

� You need to share data internally and externally

� You need a single document repository from which

everyone can work

� Point solutions and shared drives no longer work

� Everyone must be in the same system, sharing the

same information

� There are a great deal of benefits in centralizing and

controlling key engineering documents

� Everyone is working from the same set of data

� Less time searching for data

� Less mistakes due to using wrong documentation

� Ability to create global processes followed by all




Options For Managing Documents In SAP

� What SAP does well – it gives you lots of options!

� Object Services

� Business Document Navigator

� Archive Link

� Records Management

� Document Management Within The Portal

� SAP DMS

� Etc.





� Objects Services

� Capability to create simple attachment to SAP object

� Advantage: Simple

� Disadvantage: Data not classified nor can it be

search on





� Business Document Navigator

� One step up from object services

� Ability to add keywords and use templates for creating

documents

� Not available in every transactions





� Document Management Within The Portal

� Provides a central, role-specific point of entry to unstructured

information from various data sources in the portal.

� Advantages: Easy web based management through portal





� Records Management




SAP DMS Basics

� SAP provides you with an enterprise document management

system that can be utilized within the engineering

environment

� FAQs

� Who can benefit from the use of SAP DMS?

� SAP customers from any industry and of any size who

need to manage their electronic documents, media, and

other digital assets in a secure, controlled environment

� Can customers implement SAP DMS as the first step in a

comprehensive PLM?

� Yes! You can start with an SAP DMS implementation,

and then build out comprehensive SAP Product

Lifecycle Management (SAP PLM) applications in a

phase-based approach




SAP DMS Basics (cont.)

Business BenefitSAP DMS Function

Converted for long term storage and

retention

Conversion of documents to neutral format

(e.g., Microsoft Word to PDF)

Controlled environment for managing CAD

data

Integration with CAD systems (UG, CATIA,

Pro/E, Ideas, etc.)

Simple interface for non-SAP GUI usersWeb viewing of documents

Controlled process for updating a

document

Tracking updates through change

management

History of document changes over timeUse of versions and revisions

Controls so that only one person can edit a

file at a given time

Check-in/check-out functionality

Visibility across the SAP systemLinking to other SAP objects (e.g., material

master)

Quicker search and retrieval of documentsClassification of documents for easy

searching

Move from decentralized storage to

centralized storage

Secure storage of original files




Document Data

� A document information record is made up of many pieces of metadata

� Version, description, status, and owner

� Original files are attached to a document information record

� Key fields: Storage Cat. and the “padlock”

� Once checked in, the original files are stored in a content server

� Any type of original file may be stored against a document information record




Additional Data

�Each document information record is classified when created

�Each record is classified so that you can find it easily at a later point in time

�The classification schema is developed using SAP classification functionality




Object Links

�Object linking lets you relate one document information record to another document information record

� If you link key document information records to related material masters, you instantly increase visibility

�You can link from a document information record to most key SAP objects (materials, BOMs, change masters, etc.)




ECL Viewer/Right Hemisphere

�Today: The ECL Viewer is an integrated viewer that lets you view multiple graphic image formats, including the light-weight model format JT

�Tomorrow: Right Hemisphere will be the integrated viewer for PLM 7.0




SAP WebDocuments

� SAP WebDocuments

provides an easy,

light-weight interface

for non-SAP GUI

users to search and

access stored

documents




SAP Easy DMS

�SAP Easy Document Management lets you use the extensive functions of SAP Easy Document Management without having detailed knowledge of SAP Document Management. You can create public and private folders (documents in SAP ECC DMS) in hierarchical structures, and then save your files there.




The Product Structure Browser

� Product Structure Browser

� Show all related documents to a material, and display attached original files

� Excellent for casual users who only know a material number




PLM 7.0




Demo: SAP DMS Basics

Scenario: Development of new industrial robot

Included Tasks:

1 - Add customer requirements to RX_5000 robot that is being developed.

2 – Review product structure for the robot

3 – View documents and data

4 – Search for documents




SAP DMS Infrastructure Items

� Infrastructure items to think about when implementing SAP

DMS:

� Content Server

� The SAP Content Server is a stand-alone component in

which a large quantity of electronic documents of any

format and with any content can be stored

� Cache Server

� A cache server is used to store copies of documents

when they are accessed for the first time

• As a result, the documents can be accessed again

more quickly, since the contents are taken directly

from the cache




SAP DMS Infrastructure Items (cont.)

� Infrastructure items to think about when implementing

SAP DMS (cont.):

� Conversion Server

� Server process used to convert an original file from

one format to another

• E.g., Word to PDF

� TREX

� Software that enables full text search across

documents stored in a content server




SAP DMS Project Questions

� Example questions to get started:

� Which documents do we want to manage with SAP DMS?

� How do you want to search for documents?

� What is the life cycle for each type of document?

� Is change control required?

� Are there formal approval processes to be enabled via

workflow?

� What are our security requirements?

� These questions should be answered before proceeding

with any of the technical aspects of the project

� Answering these questions will define your scope and

difficulty level




SAP DMS Project Recommendations

� If you can, start with the management of a smaller number

of documents

� This gives you a chance to learn how the system works

and to develop your own best practices that will work in

your environment

� Keeps you away from project paralysis

� If you try to manage the whole ocean of documents,

there are a lot of definitions on attributes and rules

that must

be done

� Once live on a smaller number of documents, additional

opportunities will present themselves once users become

comfortable with the system

� There are no shortages of documents to be managed




SAP DMS Project Checklist

Kickoff Project

Schedule workshops

Set up team collaboration area

Define documentation standards

Define data to be migrated

Set up weekly meetings

Define project plan

Build team

Phase: Project Prep

Blueprint developed and signed off

Prototype and test solution

Define user interface requirements

Define search requirements

Define change management process

Define approval processes

Define life cycles for documents

Define methods for searching

Define documents to be stored in system

Phase: Blueprint

� Sample list of tasks executed per phase of project




SAP DMS Project — Checklist (cont.)

Support processes developed

Knowledge transfer to key users

Data migration tested

Documentation of configuration

Unit testing

Infrastructure set up

System configured

Phase: Realization

Stress testing

Further data migration testing

Training developed

Business work instructions updated

Users trained on a new solution

System design frozen

Integration testing completed

Phase: Final Prep

� Sample list of tasks executed per phase of project (cont.)

Continuous improvement process initiated

System is activated

Final data migration completed

Phase: Go-Live




Resources

� Book: Eric Stajda, Effective Document

Management with SAP DMS (SAP Press, 2009).

� Readers will benefit immediately from this

complete and practical reference on getting the

most from the SAP Document Management System

� http://www.sap-press.com/product.cfm?account=&product=H2999

LeverX SAP DMS Webinar

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