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SAP Document Management – Tips, Tricks Tricks & Traps Traps
Abie Spies Managing Director
What We We’ l l Cove Cov er … • • • • • • •
Introduction Basi Basicc Home Tru Truth thss Tr aps: ps : Rea Reasons so ns f or DMS syst sy steem fa f ai l ure ur es Tips: ip s: DMS syste syst em impl i mpleement mentaation ti on fu fundame ndament ntss Tricks: ri cks: DMS cool stuf s tufff Related technologies Wrap-up
What We We’ l l Cove Cov er … • • • • • • •
Introduction Basi Basicc Home Tru Truth thss Tr aps: ps : Rea Reasons so ns f or DMS syst sy steem fa f ai l ure ur es Tips: ip s: DMS syste syst em impl i mpleement mentaation ti on fu fundame ndament ntss Tricks: ri cks: DMS cool stuf s tufff Related technologies Wrap-up
Introduction Ent nteer pri pr i se Con Contt ent Manageme nagement nt Docum oc umeent Management nagement SAP Doc Docum ument ent Management anagement SAP PM Docum oc ument ent Management anagement
What We’ll Cover … • • • • • • •
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
Basic DMS Home Truth #1 The Secret of a Successful System implementation
Not software
Not consultants
Not money
Y o u r B u s i n e s s Co m m i t m e n t a n d Ef f o r t !!
Attitude drives success!
Basic DMS Home Truth #2 Think ‘L i f e o f Pl a n t ’ •
Big picture
•
Forget ‘my problem’ – think ‘process solution’ Asset Lifecycle Plan
Design
Build
Documents
Maintain
Discard
Basic DMS Home Truth #3 SA P h a s a n e x c e l le n t t e c h n i c a l d oc u m e nt m a na ge m e n t s ys t e m
there are lots of major organisations using it great support for SAP plant maintenance it is SAP’s best kept secret!
SAP DMS Users
Three compelling reasons to use SAP DMS 1: Functionality f
SAP DMS has it all
2: Cost f
It’s “ free”
3: Integration Fully integrated in SAP f Links to all SAP objects f This is the most compelling reason f
If your company has SAP and you don’t use the SAP DMS
What We’ll Cover … • • • • • • •
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
Major Reason for DMS System Failure #1 B u s i n e s s Pr o c e s s Ch a o s •
Documents have no ‘stand alone’ function
•
Documents only have a reason for existence if they form part of a business process
•
Clear business process definition is essential
•
DMS system design should follow the business process
Major Reason for DMS System Failure #2 L a c k o f Da t a i nt e gr i t y •
Data take-on & Data migration
Critical tasks
•
Prevent unauthorised access and changes
•
Document change control
•
Clean up a continuous effort
Major Reason for DMS System Failure #3 Po o r U s e r Ex p e r i e n c e •
The only good reason for Document Management is to enable users to find the right information – quickly!
•
Wide and easy availability of documents
•
Easy and accurate ‘find and deliver’ functionality
•
Full text search engines
Keep It Simple
Major Reason for DMS System Failure #4 Po o r Sy s t e m De s i g n •
Root cause of all evils
•
Leads to circumvention of system
Major Reason for DMS System Failure #5 L a c k o f B u si n e ss Co m m i t m e nt •
Understanding of the value of controlled and accessible documents
•
Understanding the value of an Integrated System
•
Commitment of resources to make it happen
•
Visible support from management Without commitment from management, there will be no buy in at user level.
What We’ll Cover … • • • • • • •
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
TIP 1: Good Process Design is the key •
The bigger the effort spent on design -the greater the likelihood of success.
•
Get wide involvement in design
•
Users
Management
Get sign-off before implementation
TIP 2: Calculate Document Management Costs •
Cost of errors due to bad documentation
•
Cost of finding information D ocu m e n t M a n a g e m e n t Co st Ca l cu l a t o r Minutes / day searching 10 Minutes / day rework 15 Number of employees 100 Average hourly wage $ 50 $ 500 000
TIP 3: Technology is less important!
•
Business process design first
•
Business integration is the Holy Grail
•
Choosing technology (software) is the last step
Do you really need a new software system - or should you use what you have better?
TIP 4: SAP DMS Look & Feel is versatile •
SAP GUI – old & new
•
SAP Easy Document Management
•
Web documents
•
SAP Portal
•
New SAP UI If the Look & Feel doesn’t work for you - change it!
New SAP UI
Dedicated DMS Desktop
What We’ll Cover … • • • • • • •
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
De-clutter SAP screens •
Hide unused fields
•
Lab/Office ?
Show only the necessary information
Use document types •
Basic building block of a DMS
•
Powerful functionality behind it
•
Don't use the SAP standard document types. They are examples and do not make any sense for real world applications.
•
Build your own – based on unique business processes.
Linking of documents to objects Most powerful feature of SAP DMS! •
SAP Objects to documents
•
Document to document
•
Hyperlinks in documents Users shouldn’t have to search for documents - it should be where they expect it to be
Classification Another great feature of SAP DMS! •
Extremely powerful
•
Share with other modules
•
Design classification with great care
User experience must be positive
Do not over-classify – users will fill in the bare minimum
Re-use Standard SAP functionality & metadata •
HR Structure
•
Workflow
•
Classification
•
SAP Objects
Status Network •
Match your status network to your business process
•
Use statuses that makes sense to your business
•
Example: As built; Draft; Approved for construction – don’t use SAP standard status like "registered" that may not make sense
Intelligent design reduces complexity
Storage •
Content server
not the SAP database
•
SAP K-Pro
•
Archive systems
•
Caching & Distributed content servers
Mass processes •
Mass Delete
•
Mass Printing
•
Mass Status Change
•
Mass Check in/out
•
.....
Document distribution •
Powerf owerful ul functiona funct ionalility ty
•
SAP & non n on-S -SAP AP use us er s
•
Receipt ceipt confir conf irma matition on
Standa tandard rdii se vie vi ew for f orma matt •
Consi ons i de derr use us er envi enviro ronment nment
•
pdf conve c onversi rsion on with wi th ssta tamps mps & wate waterma rmarks rks
Add functionality with ‘buttons’ •
Anywhere
•
To do anything
•
Any format
“ Chunky buttons”
ABAP Enhancements - Add value to good implementations •
Document take-on
•
Automatic superseding
•
DMS Desktop
•
Auto classification
•
Review date and Notification
•
Calendar ‘pop-up’ in Classification Limit access based on cl ssifi ti
Date fields •
Automatic input
•
Powerful work automation with Workflow
Use Calendars for input
Data input •
Minimise information required– make it easy
•
Auto populate where possible
•
‘Drop-down’ lists ensure consistent data
•
Take-on programme with Xcel
Digital signatures •
It is legal
•
Use appropriate level of security
•
Include it in business process
Automatic check-in •
If documents are not checked in, they are not secure
•
Force the issue (Automatic Check in)
Document Numbering •
Intelligent vs Sequential numbers
Consider carefully what you want to achieve
Do not design legacy constraints into newer technology
Classification is far more powerful than intelligent numbers
PM document output •
Define business process
•
Ensure data integrity
•
Enhancements available if standard SAP don’t meet requirements
E.g. Seal systems
Office integration •
MS Office documents
•
‘Save as’ – direct to SAP with EasyDMS
•
Powerful and easy templates
What We’ll Cover … • • • • • • •
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
Records Management •
Regulatory controlled documents
•
Additional constraints
•
DMS can be configured to meet most requirements
•
Review and destruction dates
Taxonomies
SAP Records Managemnt
Document Scanning & Imaging •
Image + metadata
•
From simple to very complex process
Adobe Interactive Forms •
Data exchange
•
Enhanced user interface
•
Powerful possibilities
What We’ll Cover … • • • • • • •
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
Key Points to Take Home •
Successful Document Management = Effort
•
Align documents with business processes
•
Don’t underestimate it Think whole business, not silos