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Enterprise Content

Management (ECM)

Athol Hill
Engineering Informatics

SAP ECM Content and Business Processes in Your UI of


Choice

Muse

MS Office
Duet

Portal

Mobile

Forms

RFID

RSS

xApps
Composites powered by SAP NetWeaver

SAP NetWeaver
Business Process Platform
Enterprise
Service
Repository

Home
Grown/
ISV

SAP

SAP AG 2005, Title of Presentation / Speaker Name / #

Process Components

Biz
Partner

Subsidiary

Voice

What is ECM?
SAP ECM Breakdown
Summary

Gartner - Enterprise Content Management

SAP AG 2005, Title of Presentation / Speaker Name / #

AiiM - Enterprise Content Management


Enterprise Content Management is the technologies, tools, and methods
used to capture, manage, store, preserve, and deliver content across an
enterprise. At the most basic level, ECM tools and strategies allow the
management of an organization's unstructured information, wherever that
information exists. www.aiim.org

The main elements of ECM are:


Capture
Manage
Store
Deliver

Preserve

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP - Enterprise Content Management

Solution Overview of SAP


NetWeaver Portal
Collaboration Framework
KM
Connector

Knowledge Management

(General Content Management & Services)

Other
Repositories
(CRM, BI, Windows File
System, WebDAV, Websites )

DMS
Connector

SAP DMS
(Process oriented
Content
Management)

NetWeaver Web AS
(Adobe Output & Interactive Forms, Search,
Records Management, BPM/Workflow, KPro Server,
Content Server, )

SAP AG 2005, Title of Presentation / Speaker Name / #

3rd Party
Services:
Imaging/
Scanning,
Archiving,
WCM,
Extended
Form
Services

What is ECM?
SAP ECM Breakdown
Summary

SAP ECM Components


ECM Component

SAP Solution

Portal

SAP Enterprise Portal in NetWeaver

Collaboration

SAP NetWeaver Collaboration including Collaboration Rooms, CProjects Suite, Integration with third party IM solutions

Web Content Management

SAP NetWeaver KM Not fully WCM (also partner solutions)

Document Management

SAP DMS and SAP RMS and SAP NetWeaver KM with document
level collaboration plus independent SAP repositories e.g. BI, CRM
etc.

Records Management

SAP RMS in SAP NetWeaver

Document Archiving and Retreival

Can interface to 3rd party-solutions for SAP K-Pro solutions e.g. SAP
DMS

Document Imaging

SAP DMS, SAP RMS and ArchiveLink can interface to 3rd partysolutions

Business Process Management

SAP Business Workflow (NetWeaver), SAP NetWeaver XI


SAP NetWeaver KM, SAP NetWeaver Ad-Hoc Workflow,

Forms Management

SAP Interactive Forms by Adobe in NetWeaver,


SAP Smart Forms (NetWeaver), SAP NetWeaver KM (XML forms),

Federated Search

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP Enterprise Search

SAP ECM - SAP NetWeaver Portal KM&C


Portal Platform:
Secure, role-based access to all enterprise systems
..and information sources with single sign-on
Multi-platform, scalable with hi-availability
Web-based using Open Standards. Designed
integration with SAP

Knowledge Management & Collaboration (KMC)


Collaboration Rooms (Teams Spaces), Content
Management and Collaboration, Discussions,
Subscription, Rating etc. ..

Business Packages/Content
Pre-packaged business content for rapid deployment

SAP AG 2005, Title of Presentation / Speaker Name / #

ERP

CRM

3rd
party

Intranet

Workflow

Internet

Groupware
Collab
oration

SAP ECM - NetWeaver KM


Feature Highlights
Easy Authoring, Editors
Check-in/out, Offline
Custom Attributes
Workflow & Versioning

Document & Folder


Permissions
Document Services:
Discussion, Rating, Review,
Feedback,
Subscription/Notification,
Linking
Easy publishing of News,
FAQ, HTML, links, Favorites...
XML Forms Environment
Comprehensive Search &
Classification
SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - NetWeaver KM - Repository Integration


It is impossible to centralize all the
information in a single repository ...
Partners

SAP Enterprise Portal KM


provides

ONE search capability


ONE unified navigation scheme
ONE look & feel
generic KM services on top of
heterogeneous repositories

Technology

Microsoft

Consulting

IBM

Accenture

KPMG

Knowledge Management in SAP NW:


An integration platform for heterogeneous
repositories in an organization

SAP Enterprise Portal KM


consists of
Content Management
Search & Classification (TREX)

SAP NetWeaver Integration with


KM

SAP NetWeaver BI
SAP DMS
mySAP CRM
SAP HCM - Learning Solution

SAP AG 2005, Title of Presentation / Speaker Name / #

Connectors as of today (more to come by SAP & partners):


Windows File Server
Various repositories do exist !
Web Servers
WebDAV compliant servers
File servers, web servers .....
SAP DMS
EP KM repository
non-SAP see www.sdn.sap.com

SAP ECM - NetWeaver Collaboration Rooms

Integration with:
KM and Search
Mail (Outlook &
iNotes)
Can Integrate
with
3rd-party
Repositories and
IM solutions

SAP AG 2005, Title of Presentation / Speaker Name / #

KM
elements

SAP ECM - NetWeaver Collaboration Rooms

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - SAP NW Portal KM & Collaboration @ SAP


Global Implementation for 36 000 users Live since October 2005

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM Portal Business Content www.sdn.sap.com

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - SAP Document Management System (DMS)


SAP Document
Management System (DMS)
is a vertical application which
enables users to work on
documents over the entire product
life-cycle
Comprehensive solution for
documents: versions and
structures, approval- and change
management

Process integration: object links


to other business objects, e.g.
business partners or projects
Open interfaces: office
applications, document input /
output systems
Several User Interfaces: SAP GUI,
web Access, Enterprise Portal
access (iViews), SAP Easy DMS
(MS File Explorer integration)
SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - Highlights of SAP DMS


Comprehensive DMS Solution
ISO Compliant
Versions /Revisions
Structures
Approval & Status Management
Workflow/Process Automation

Change Control
Document Distribution
Collaboration
Secure storage- 1 master doc but
multiple access
Access control/Authorisations
MS Office Integration
Integration
Imaging and Scanning
SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - Document Retrieval (SAP DMS)


Document Finder
Search & Retrieval
Combined

full text and attribute

search
Easy extension via implementation
of query interface due to open
architecture

Retrieval of documents in SAP


and external systems
Across

different SAP systems and


different clients
External storage systems if
supported by content server vendor

Standard document areas for


Document

Management System
ArchiveLink documents and print
lists

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - User Interfaces/Access (SAP DMS)


SAP Easy Document
Management
Windows Based
Application
MS Explorer
Version 6.0

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - Save Files within an Application (SAP DMS)

Save file directly


out of application
via Save as

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - Save mails (message) (SAP DMS)

Save Outlook mails directly in Easy


Document Management (also with
drag&drop)

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM SAP Records Management System (SAP RMS)

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - Manage Electronic Records - Vertical


Application (SAP RMS)
Fax and E-Mail
Business Objects

Documents

Scanned
Documents

Data Records/
Applications

Material
Customer
Bill

Archived Documents
e.g. Outbound Documents

Master Data

Typical
Content
Notes
transactions

Desktop
Documents

Reports
Interactive
Forms

Web Content
Process
Information
SAP AG 2005, Title of Presentation / Speaker Name / #

Processes

SAP ECM - SAP RMS Example: Record Consists of ...

Personal Data
Application
Letter
CV
References
General
correspondence
Business data

Contract data

Work reference

Cautions

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - ArchiveLink- Imaging and scanning


Assignment
ArchiveLink

Material

Print Lists

Customer
Contacts

Incoming
Documents

Business Objects

Originals,
Stored documents
Quote/Invoice

Outgoing
Documents
Employees

Integration of Business Objects and Business Documents


SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - Overview of Imaging Scenarios


Storing Incoming Documents
Outgoing
Documents

Store with WebFlow

Store with bar code

Store manually (ad-hoc)

Storing Outgoing Documents


Print Lists

SAPscript, Smart Forms, Print Workbench

Storing Print Lists


Repoting via the SAP Database
Incoming Documents

Management of Non-SAP Documents


Document Finder (additional interface to an
external Content Server)
Non SAP Documents

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM SAP Interactive Forms by Adobe - Overview

Paper-like layout
Self-explanatory
Natural look and feel

User Handling
Save locally

Background Services

Distribute via email / Portal


(online & offline)

Structured data in XML

Apply digital signature

Pre-filled list boxes, help values,

Print locally

Automatic data extraction


and integration in application

Be part of a work flowed


business process
SAP AG 2005, Title of Presentation / Speaker Name / #

Pre-filled application values

SAP ECM Standard Use (pre-delivered) in SAP Solutions

Roadmap

Contextual Assistance

Interactive Form Object

Navigation Buttons
SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM KM Search & Classification Capabilities


Search
Full text
Attributes incl. Properties

Different search modes

Exact
Linguistic: use stem of query term for searching
Fuzzy: Search error tolerant
Wildcard Search, using * or ?
Phrase search for complex expressions
Boolean operators
Highlighting / HTML conversion / links to
maintained keywords
Content Snippets
Federated search (usage of other search engine
indices)

Text Mining
Search for similar documents (See also)
Automatic classification of documents into
categories for taxonomies
Example: Search results in SAP Enterprise Portal 6.0

Taxonomies
Additional Virtual views of content
Automatic Classification

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM - Search across multiple document repositories

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM Enterprise Search - How Do You Search Today ?


User Overhead: 6x same search query in different UIs

Supplier
directory

Websites
(Internal or
Internet)

Reports
(e.g. BI)

Financial
data

Document
Repositories

IT Overhead: 6x different search engines


SAP AG 2005, Title of Presentation / Speaker Name / #

Invoices

SAP ECM Enterprise Search - Benefits


User Benefit: One query for all sources

Enterprise Search provides search through all connected sources:


Either by using SAPs search and classification engine TREX
or by connecting 3rd party search engines

Supplier
directory

Websites
(Internal or
Internet)

Reports
(e.g. BI)

Financial
data

Document
Repositories

IT Benefit: Streamlined maintenance


SAP AG 2005, Title of Presentation / Speaker Name / #

Invoices

SAP ECM - Why Enterprise Search an Example


EXAMPLE:
Search for P-50
Find out that it is a pump with material number
1013362
At the same time find any documents about it
At the same time find any orders ordering it
At the same time find a Blog where a customer
discusses it
OR specify one of the above
Navigate to the Contact, Document or Business
Object directly from the search via GUI, Specific
Portal Page etc.

SAP AG 2005, Title of Presentation / Speaker Name / #

SAP ECM SAP Enterprise Search SAP NetWeaver 2004s


SAP Enterprise Portal

Unstructured
Data

Structured Data

GUI

GUI

GUI

Search Engine Service


(SES)

Knowledge Management
(KM)

Search and Indexing Framework

Repository Framework

SAP
Application

Rep 1

BO 1 BO 2 BO 3

BO 4 BO 5 BO 6

BO 7 BO 8 BO 9

with own search

SAP
Application

SAP
Application

implementation

Docs

Search and Classification (TREX)


BO = Business Object

Rep = Document Repository

SAP AG 2005, Title of Presentation / Speaker Name / #

Docs = Documents

Rep 2

Rep 3

Docs

Docs

SAP ECM - Enterprise Search Examples

SAP AG 2005, Title of Presentation / Speaker Name / #

What is ECM?
SAP ECM Breakdown
Summary

SAP ECM The ECM Strategy

SAPs ECM Strategy is primarily to:


Support the Core SAP business i.e. Business
Processes
Unify and build central services with an Enterprise
view e.g. Repository Managers, Search Services, Portal
Services
Integrate with 3rd Party products for non-core,
commodity services e.g. Archiving, Imaging
Remain the worlds number one ERP Vendor

SAP AG 2005, Title of Presentation / Speaker Name / #

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