Introduction To SAP Records Management For Public Sector

Introduction to SAP Records Management for Public Sector
Applies to:
SAP Records Management for Public Sector.
Summary
This article gives an overview of the SAP records management for Public Sector. It introduces some terms specific to public sector and also offers a step by step guide to some important customizing relevant for Records management for public sector (TNA specific). Author: Poonam Assudani
Company: SAP Labs India Created on: 04 March 2010
Author Bio
Poonam Assudani is working with the SAP Labs India for the past 3.5 years .She is working as Senior Consultant - Development with SAP Custom Development team which offers customized solutions to customers.
SAP COMMUNITY NETWORK 2010 SAP AG
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Table of Contents
Introduction ......................................................................................................................................................... 3 Important Entities in Public Sector Records Management: ................................................................................ 4 RMS ID ............................................................................................................................................................ 4 Records: .......................................................................................................................................................... 4 Records model: ............................................................................................................................................... 5 Record Plan /File Plan: ................................................................................................................................... 5 Records and Case Management standard the National Archives (TNA) ........................................................... 5 Customizing ........................................................................................................................................................ 6 Setting up Generation Rules ........................................................................................................................... 6
Case Indicators ............................................................................................................................................................ 6
Assign Generation Rules ................................................................................................................................ 7 Create Generation Profile ............................................................................................................................... 7 Assign Generation Profile ............................................................................................................................... 7 Creation of Disposal Rule ............................................................................................................................... 8 Creation of File Plan and Class ...................................................................................................................... 8 Creation of Record model (Case Container) ................................................................................................ 10 Creation of Record model (record model)..................................................................................................... 12 Related Content ................................................................................................................................................ 13 Copyright........................................................................................................................................................... 14
Introduction
This document aims at providing basic understanding of the SAP Records Management for Public Sector. The Document assumes basic understanding of the SAP systems in general and understanding of the SAP Records Management in general. SAP PSRM is the union of Records management and Case Management with some additional features for public sector. The goal of the PSRM is to manage business process related documents in accordance with the public sector laws, rules and practices. SAP PSRM is certified in accordance with the following standards: DOMEA (GERMANY) TNA (UK)
Below are the solution components for PSRM 1. Content Management: Storing records/case/document in electronic format. 2. Incoming mail processing: Using this process, you can enter incoming documents (e-mail, faxes, and scanned documents) electronically in the incoming post book and forward them to the responsible processor. 3. Information retrieval: Classification of records/cases/documents by keywords and fileplan. 4. Workflows: Approval and decision making process. 5. Retention and disposal: Using this process, you can transfer completed cases and documents that are no longer required to the central archive. Cases that do not have to be stored in the central archive can be deleted from the system once their retention period expires. 6. Cross Departmental information exchange : Printing, emailing records/cases/documents 7. Integration into SAP for public sector: Integration to grant management, Funds management , tax and revenue integration 8. Security: Digital signature for documents. Electronic Desk: You call the PSRM electronic desk using the transaction SCASEPS.
Important Entities in Public Sector Records Management:

RMS ID An RMS is a discrete unit within Records Management. The RMS divides various business units logically. Dividing the records of a company into discrete units means that is it possible to provide particular groups of users with access to particular records. 1. Example: In a hospital there are personnel records and patient records. Employees in the personnel department only have access to the "RMS for personnel records"; nurses and doctors only have access to the "RMS for patient records". 2. RMS is a classification parameter of the area S_AREA_RMS. You assign values to this parameter using the Customizing activity Maintain Registry. You separate the different RMSs by assigning element types to one or more RMS. An RMS can contain any number of element types. Elements can only be displayed in the RMS in which they have been entered. Records: Records are represented in the system by XML documents. These XML documents are managed in the system via Knowledge provider. Records contain references only (references for documents , transaction , business objects. ) there is no duplication of elements and no data redundancy.
Records model: Record model is a template for record. It defines the record structure, record content (possible element types), authorization and some technical parameters. Records based on same record model have same structure. There are two types of record model: 1. Record Model ( for case container) 2. Record Model ( for record ) Record Plan /File Plan: Record plan contains a hierarchical arrangement of items. Each item represents an objective within an agency. The record plan guarantees standardization of objectives of all organization unit of an agency. A record plan can be exported in XML format. For integration of record plan with the records management you need a service provider and element type. Element Types in PSRM: SAP delivers additional service providers for PSRM. In the registry the service area is S_AREA_RMPS (Area: Records Management for Public Sector). There are additional service providers for Fileplan, Incoming Post items, Folder (TNA), Class (TNA) and Part (TNA).
Records and Case Management standard the National Archives (TNA)

Content structuring of documents in the fileplan is supported for the standard The National Archives in Records and Case Management. The following elements are available for structuring documents in the fileplan: Classes are nodes that form a multi-level hierarchy structure. You can use them to map an organizational division of documents according to their function. At the level of class, you create folders in which the documents are managed. In a folder, you store documents in parts. A part divides a folder into units with limited time periods. Documents or incoming post items (e-mail) can be attached edited and forwarded in different file formats in the fileplan or without being assigned to a fileplan.
Customizing
The relevant customizing for setting up RMPS can be found In the IMG: Cross-Application Components -> General Application Functions -> Records and Case Management Or by calling transaction RMPS_CUSTOMIZING
Setting up Generation Rules Records and Case Management -> Unique Indicator -> Define Generation Rules For each element in the fileplan, you can use a generation rule to support the generation of the attribute unique description. For Example: Case Indicators
Assign Generation Rules Take a look to Records and Case Management -> Unique Indicator -> Assign Generation Rules and follow the link for assigning the Generation Rules for Records: IMG activity: Assign Generation Rule for Case Indicator to Case Type Entry should be
Create Generation Profile Records and Case Management -> Unique Indicator -> Generation Profiles -> Create Generation Profile
Assign Generation Profile Take a look to Records and Case Management -> Unique Indicator -> Generation Profiles -> Assign Generation Profile. This will lead you to the necessary customizing for Classes and Folders. IMG activity: Assign Generation Profile to Case Type
Creation of Disposal Rule Records and Case Management -> Basic Settings-> Disposal-> Define Disposal Schedules Create the following record
Creation of File Plan and Class Records and Case Management -> Record-> Create Record Model OR Use Transaction SCASEPS. 1. Select Record Plan Folder. On the SCUK File plan Right click and select Create. Note: Since the example is taken from a customer landscape File plan is named here as SCUK file.
Enter the following attributes and save
2. For Creation of classes. Select the Node TEST_FP and select the Create button.
3.
Select Create Class Underneath Enter following details
4. Enter the Name Description Number Business Partner Disposal Schedule Profile for Generation. Creation of Record model (Case Container) In this example I have shown a record model for case container this model has a folder and a part in keeping with the TNA guidelines. 1. From the transaction SCASEPS you can start the record modeler and create the folder model as shown below.
2. Establish link between the Part and the associated registry element type. In this case registry element type is /SCUK/RM_PS_PRO_SP_PART which is a copy of registry element RM_PS_PRO_SP_PART
3. Go to Registry from the IMG path or transaction SRMREGEDIT and create a copy of registry element type RM_PS_PRO_SPS_CASE_RECORD. Assign this model Folder Model 01to Parameter ID MODEL_ID.
Note: I have not detailed every step on how to create a record model using a record modeler and how to assign to registry elements. For detailed steps please refer the reference document mentioned below.
4. Assign the model ID to case type For this, execute SPRO & select option Define Case Types (Application Server ->Basis Services->Case Management -> Define Case Types)
Creation of Record model (record model) In this example I have show a record model (Ex. Adult Part) this model shows how the documents (records) will be structured in a Part. 1. From the transaction SCASEPS you can start the record modeler and create the record model as shown below.
2. Go to Registry from the IMG path or transaction SRMREGEDIT and create a copy of registry element type RM_PS_PRO_SPS_PART. Assign this model Adult Partto Parameter ID MODEL_ID.
Related Content
BIT 640 training Generic Records Management IPS650 training Public Sector Management
RM on SAP Help http://help.sap.com/saphelp_nw04/helpdata/en/87/55bf4fde523c4399a7064c8be899e6/frameset.htm SDN Article - How to Setup a Simple Scenario Using SAP Records Management http://www.sdn.sap.com/irj/scn/index?rid=/library/uuid/1009705f-104e-2c10-0fb2-90cad6165030
Copyright
Copyright 2010 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iSeries, pSeries, xSeries, zSeries, eServer, z/VM, z/OS, i5/OS, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects S.A. in the United States and in other countries. Business Objects is an SAP company. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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Company: SAP Labs India Created on: 04 March 2010

SAP COMMUNITY NETWORK 2010 SAP AG

SDN - sdn.sap.com | BPX - bpx.sap.com | BOC - boc.sap.com | UAC - uac.sap.com 1