LeverX SAP DMS Webinar

Assisting Companies Leverage
Investments in SAP Solutions

Document Management With SAP
Eric Stajda
February 2009

© 2009 LeverX, Inc. Page 1

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

Phase: Idea to Budgeted Product Phase: Spec and Evaluation Phase: Startup
Product Functional Spec
Product Identification Mfg. Readiness
Product Structure
Preliminary Review and Approval
System Integration Test
Proprietary Rights Appraisal
Inclusion in Budget
First Piece Build
Phase: Product Design,
Phase: Program Preparations
Readiness Qualification Test
Team Selection Assignment
Final Department Plans
Regulatory Compliance Cert.
Team Guidelines
Product Design
Product Launch
Program Requirements
Product Test Plans
Technology Evaluation Program Financial Review
Unit Test
Program Cost Summary Product Launch Plan ….
Product Pricing Product Announcement
….
Program Timeline Product Documentation

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.)

SAP DMS Function Business Benefit
Secure storage of original files Move from decentralized storage to
centralized storage
Classification of documents for easy Quicker search and retrieval of documents
searching
Linking to other SAP objects (e.g., material Visibility across the SAP system
master)
Check-in/check-out functionality Controls so that only one person can edit a
file at a given time

Use of versions and revisions History of document changes over time

Tracking updates through change Controlled process for updating a
management document
Web viewing of documents Simple interface for non-SAP GUI users
Integration with CAD systems (UG, CATIA, Controlled environment for managing CAD
Pro/E, Ideas, etc.) data

Conversion of documents to neutral format Converted for long term storage and
(e.g., Microsoft Word to PDF) retention


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
record to another
record
If you link key
document
information records
to related material
masters, you
instantly increase
visibility
You can link from a
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

Sample list of tasks executed per phase of project

Phase: Project Prep Phase: Blueprint
Define documents to be stored in system
Build team
Define methods for searching
Define project plan
Define life cycles for documents
Set up weekly meetings
Define approval processes
Define data to be migrated
Define change management process
Define documentation standards
Define search requirements
Set up team collaboration area
Define user interface requirements
Schedule workshops
Prototype and test solution
Kickoff Project
Blueprint developed and signed off


SAP DMS Project — Checklist (cont.)

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

Phase: Realization Phase: Final Prep
Integration testing completed
System configured
System design frozen
Infrastructure set up
Unit testing Stress testing
Documentation of configuration Further data migration testing
Data migration tested Training developed
Knowledge transfer to key users Business work instructions updated
Support processes developed Users trained on a new solution

Phase: Go-Live
Final data migration completed
System is activated
Continuous improvement process initiated


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


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