Sap Hcm User Manual Document Management System

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HUMAN CAPITAL MANAGEMENT

TRAINING MANUAL

FOR

Druk Green Power Corporation Limited

Druk Holdings and Investments Limited

Wipro Ltd.

Date: 13.12.2010

Version 1.0


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Human Capital Management

User Manual for HCM- DMS

Prepared By: Core Team Members and Wipro Consultants Page 1

Table of Contents

Document Management System .........................................................................................................................2

Document: Create ............................................................................................................................................2

Create new version of a stored document ................................................................................................... 10

Document: Change ....................................................................................................................................... 16

Document: Display & Distribution ................................................................................................................ 20

Document: Find ............................................................................................................................................. 25


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Document Management System

Document Management System is used to make documents available throughout thebusiness wherever necessary and link them with SAP objects from different businessareas. Documents can be linked with WBS elements, activities and material components aswell.

Document: Create

Trigger:

Perform this procedure when you need to create a document.

Access Transaction By:

Via Menus Logistics or Accounting Project System Documents

Document management System Create

Document

Via Transaction Code CV01N


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Field Name Descrip tion R/O/C User Action and Values Comments

Document Document number. C Enter * in the Documentfield.

Document

type

Document type. R In the Document type field

press F4 to get the

adjacent screen and Select

the appropriate document

type from the search help.

Document

part

Section of a document

which is maintained as an

independent document.

O By default, system will

assign 000 as document

part.

Document

version

Number which identifies

the version of a

O By default, system will

assign 00 as document

http://sapeventdocu_link/GL:document_versionhttp://sapeventdocu_link/GL:document_version


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document. version.

Press enter.


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The directory opens up for selecting the correct file.

Select the file from the directory and click on the ‘OPEN’ button. The selected file is copied

to the DMS screen.

To do the ‘Document Check In’, select the line item.


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The above screen appears; place the cursor on the line item and right-click. The drop down

list appears as shown above. Bring the cursor down and double-click on the ‘Check In’ line

item.

The document storage list appears as shown below.


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Select the storage type and click on the ‘Continue’ button.

After completion of the document ‘check in’, the status of the ‘Lock’ is changed from

‘OPEN’ to ‘CLOSED’ as shown below:


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Click on the ‘additional data’ tab and select the relevant document type. This will become

helpful while searching the document later.

To link the document that is being created to a technical object, click on the ‘object link’

tab, as shown below;


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For example, WBS element IF-011004 is linked to this document, as shown above.

To save the document, click on the ‘Save’ button.

The system task is now complete.


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Create new version of a stored document

Trigger:

Perform this procedure when you need to create a new version for a document.

Access Transaction By

:

Via Menu Logistics or Accounting Project SystemDocuments Document Management SystemCreate

Document Create


Field Name Description R/O/C User Action and Values Comments

Document Document number C Enter the document no. in

the Document field (Press

F4 for help).

Document

type

Document type R In the Document type field

press F4 to get help and

select the appropriatedocument type from

the search help.

Document

part

Section of a document

which is maintained as

an independent

document

O Enter the document part

(if any).

Documentversion

Number whichidentifies the version of

a document

O

Press New Version button.



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Enter the document number, document type, document part & document version for which

a new version has to be created as shown above.

Click on the button to create a new document version.

System pops up a new version confirmation screen as shown above.


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Click on the ‘Continue’ button to create a new version.

If already document is assigned to SAP object, system will display object selection screen as shown

above.

Click on button to select the object type.


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The next version is displayed as shown above.

To make changes in the document select document and click on change original

button.


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System will popup following screen.

Select location to save file using original field and save file.


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The status of the ‘Lock’ is changed from ‘CLOSED’ to ‘OPEN’.

Give necessary inputs in the respective tabs (Document data, Additional Data, Object Links)

if required.

Add the new version of the document.

Check in the document.

Click on the ‘Save’ button.


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The document number 10000000145 with version 01 is displayed as above.

To go back to the SAP Easy Access Menu, click on the ‘Back’ button.


Document: Change

Trigger:

Perform this procedure when you need to change a document.


:

Via Menu Logistics or Accounting Project SystemDocuments Document Management SystemChange

Document Change



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Enter document number, document type, document part & document version in fields a

shown above.

Field Name Descrip tion R/O/C User Action and Values CommentsDocument Document number. C Enter the document no. in the

Document field (Press F4 for

help).

Document

type

Document type. R In the Document type field press

F4 to get help and select the

appropriate document type from

the search help.

Documentpart

Section of adocument which is

maintained as an

independent

document.

R Enter the appropriate documentpart & version (if any).

Document

version

Number which

identifies the version

of a document.

R

Press New Version button.

Click ‘Enter’ button, to go to the next screen.



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To change the document click on the ‘Change Original’ button and when the file opens

up make necessary changes and ‘Save’ the file.

Carry out the ‘Document Check In’ process once again till the ‘Lock’ is found in ‘Locked’

position.

Click on the ‘Save’ button.

The document number 10000000108 with version 00 is changed as shown above.

To go back to the SAP Easy Access Menu, click on the ‘Back’ button.



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Document: Display & Distribution


:

Via Menu Logistics or Accounting Project SystemDocuments Document Management SystemDisplay

Document Display



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Document: Find


:

Via Menu Logistics or Accounting Project SystemDocuments Document Management SystemFind

Document Find



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Sap Hcm User Manual Document Management System

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