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Copyright © Project Partners, LLC
Document Management Integration
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Agenda
Project Partners Overview
Requirements for Business Documents
Document Management Integration (DMI)
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Project Partners Overview
Founded in 1997 by former chief architect of Oracle Projects
World leader in delivering Oracle applications to project-driven firms
16 year record of service excellence to 250+ clients
Collaborative, team approach delivers best of many options for the best fit toa client’s specific business process.
Global delivery network provides consistent delivery
Experienced team of management consultants, former senior Oracle personnel fromconsulting, development, support, marketing and sales, and veteran end users of the E-Business Suite and Primavera applications
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Project Partners Lines Of Business
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Project PartnersProducts
OP3
User Interface Applications
Invoicing
Time Management
Document Management
Salesforce/CRMIntegration
Integration Framework
ProfessionalServices
Upgrade, Implement,and Enhance
•E-Business Suite•Fusion Applications•Primavera Applications
Technical Services
ManagementConsulting Services
•PMO Services•Application Utilization•Best Practice Analysis
PrimaveraProducts
P6 Enterprise ProjectPortfolio Management
P6 Analytics
Portfolio Management
Contract Management
Risk Analysis
Integration Solutions
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Requirements: Business Documents
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Business Documents:What are They and Where are They Held?
Examples of Business Documents: Contracts, Invoices Supporting documents for requisitions/POs & expense reports HR documents like I-9, W-4, resumes Project Plans, Work Product (for knowledge repository)
Where are they typically held? Hard copies in file folders – difficult to find/access for a
geographically disperse organization Soft copies in a network drive – unsecure, unlinked to related
business transactions Soft copies in a Document Management System – still not linked to
the business transaction As Attachments in Oracle – linked to the business transaction, but not
conducive to quick searches for related documents and bloat thetransactional database
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Business Documents: What is Needed?
Basic Needs Each document must be associated with the business
transaction/s to which it is related All related documents must be held together in a properly
categorized library to enable quick searching and review Proper security as determined by the transactional
system must be applied on all documents Documents must be available for business workflows to
enable review and approvals Should not bloat the transactional database to ease
database space usage and performance
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Business Requirements for EBSDocument Management
Secure and convenient document management
Easily create folders and filing structures
Categorize and version documents
Easy access to documents from EBS Applications
Tight integration between document repository and Oracle
Utilize native document repository features such as: Collaboration - routing, review, and approval Options for non-EBS users to utilize documents
Scalable server options for large document volumeimplementations
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Common Document Repositories
Oracle EBS Provides attachment capability to link documents to EBS
Applications Ability to link and store, but no other document management
capabilities
Oracle WebCenter Content No native ability in EBS to directly link to Content Management
Microsoft® SharePoint No native integration to Oracle No ability to directly link from an EBS Attachment No native Oracle security Need multiple servers to support large enterprises
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Steps to Use SharePoint with Oracle EBS TODAY!
1. Login and Create/NameFolders
2. Upload Documents
3. Copy Document URL
4. Login and Query Business Object
5. Paste Document URL via Attachment
6. Click on Link in Attachments to View
ALL Manual
NO Direct EBSLink
NO NativeSecurity
Time Consuming
Documents
Error Prone
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Using Project PartnersDocument Management Integration
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Solution: Project Partners Document ManagementIntegration Using Standard Oracle Attachment and Microsoft
SharePoint: Integrates Oracle EBS Applications and Microsoft SharePoint
Creates a folder for each application’s documents Creates subfolders based on defined structures and setups
e.g. relate each attachment category to a specific SP folder Extension to apply complex custom rules to determine folder
Document Retrieval Creates a URL Attachment link in Oracle for easy document retrieval Documents accessible from Forms, HTML and SharePoint
Native Oracle security – Role/Responsibility Applied to SharePoint folders and files Extension to apply complex custom rules
SharePoint servers can be linked to different OUs/Orgs Extension to apply complex custom rules
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Using Project Partners Document ManagementIntegration
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Security in SharePoint Role-based security for each SharePoint folder
Predefined rules in DMI
Security is set automatically for all files moved to folder
Demo example:Role User Folder Name Permissions
Project Manager pbudelov Design-SP Full Control
Project Administrator DMIUser1 Design-SP Read
Project Manager pbudelov Scope-SP Full Control
Project Administrator DMIUser1 Scope-SP Full Control
Any DMIUser2 Scope-SP Read
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DemonstrationDocument Management Integration
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Behind the Scenes – How it works Lookups
Link each EBS application to a starting folder in SharePoint Final start folder
Associate each attachment category to a specific subfolder withinthe starting folder
Concurrent process parameters Security
Concurrent Process Batch or Real-Time Looks for new attachments in specific categories Client Extension
Identify SharePoint Server URL Populate EBS-Username and business object ID to SharePoint Allows for directing certain documents to different SP Servers – for
high volume implementations
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Using Project Partners Document ManagementIntegration
User AttachesDocument inOracle
DocumentPhysically Residesin Oracle
With no user intervention
Sharepoint IntegrationAutomatically……
User AccessesDocumentAttachment (URL)
DocumentPhysically Residesin SharePoint
Custom Security
Document folder/subfoldercreated in SharePoint
Document copied toSharePoint folder appropriate
for EBS category
Oracle document attachment deleted andreplaced with SharePoint document URL
One Action ManyResults
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Works With Any EBS Application UsingAttachments Use Project Partners SharePoint Integration with other
Oracle EBS Applications, to automatically save documents
Examples:
Use anywhere Oracle EBS supports Attachments
Application Document Type SP-Folder NameAssets Warranties Asset Name
HR Resume Employee #
Payables Invoices Supplier Name
Projects Notice to Proceed Contract Docs
Purchasing Purchase Orders Supplier Name
Receivables Invoices Customer Name
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Oracle e-Business Suite R11.5.10.2, R12+
Oracle Database Version 9i -11g
Microsoft SharePoint 2007/2010
Windows Windows XP/7/8
Software Compatibility
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In Summary
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Business documents are integral to the transaction and veryimportant for business history reuse Association with related business transactions is important Proper classification, security and common repository is key to
maintaining document integrity
Project Partners DMI provides a single point solution that Retains End-User process (attachments in Oracle) Automatically classifies, secures and files all documents in central
repository Simple to implement for common scenarios Flexible enough to handle the most complex requirements Reduces bloat in the transactional database and retains transaction
association
In Summary
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Saves time and reduces errors Dynamic folder creation in SharePoint Automatic folder naming Automatic document filing Dynamic MS-SharePoint link created in Oracle
Simple to use Simple and flexible setup Easy document access - Oracle Forms, HTML or MS-SharePoint Fast access to latest document version Leverages Oracle role/responsibility security Large document volume support - SharePoint servers can be linked
to different OUs/Orgs
Secure Easily set up custom security rules
Why Project Partners SharePoint Integration?
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Copyright © Project Partners, LLC
For more information:Phone: +1-650.712.6200email: [email protected]
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