SAP Document Management Tips, Tricks & Traps
Abie Spies Managing Director Engineering Informatics
What Well Cover
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
Introduction
Enterprise Content Management Document Management SAP Document Management SAP PM Document Management
What Well 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
Your Business Commitment and Effort!!
Attitude drives success!
Basic DMS Home Truth #2 Think Life of Plant
Big picture Forget my problem think process solution Asset Lifecycle
Plan Design Build Maintain Discard
Documents
Basic DMS Home Truth #3 SAP has an excellent technical document management system
there are lots of major organisations using it great support for SAP plant maintenance it is SAPs best kept secret!
SAP DMS Users
Three compelling reasons to use SAP DMS
1: Functionality
SAP DMS has it all
2: Cost
Its free
3: Integration
Fully integrated in SAP Links to all SAP objects This is the most compelling reason If your company has SAP and you dont use the SAP DMS - why the hell not ?
What Well 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 Business Process Chaos
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 Lack of Data integrity
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 Poor User Experience
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 Poor System Design
Root cause of all evils Leads to circumvention of system
Major Reason for DMS System Failure #5 Lack of Business Commitment
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 Well 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
Document Management Cost Calculator Minutes/daysearching 10 Minutes/dayrework 15 Numberofemployees 100 Averagehourlywage $50 $500000
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 doesnt work for you - change it!
New SAP UI
Dedicated DMS Desktop
What Well 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 shouldnt 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 dont 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
Powerful functionality SAP & non-SAP users Receipt confirmation
Standardise view format
Consider user environment pdf conversion with stamps & watermarks
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 classification
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 dont meet requirements
E.g. Seal systems
Office integration
MS Office documents Save as direct to SAP with EasyDMS Powerful and easy templates
What Well 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 Well 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
Dont underestimate it
Align documents with business processes
Think whole business, not silos
Get commitment and enthusiasm before you start
SAP has a great DMS use it
QUESTIONS?
How to contact me: Abie Spies +61 4 33315534 [email protected]
