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SAP Document Access and Archiving by Open Text - A complete Enterprise Content Management Solution
The SAP Document Access and Archiving by Open Text allows enterprises to manage increasing amounts of information with a minimum amount of effort and resources. Ready for immediate integration into SAP software, this content management application allows you to handle both structured and unstructured data.
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Solution Features
- Data and Document Archiving:
- Archives SAP data and documents (applications and BW) with high compression ratio
- Reduction in the storage space and increase in the system
- Storage vendor and type independent
- Scanning and Document Linking:
- Scans paper documents. SAP Archiving also includes a scanning solution. SAP Archiving supports any industry-standard scanner (ISIS standard scanner, personal desktop scanners, etc.)
- Integrates Scanned images, electronic documents and email with SAP transactions and workflows and securely archives them
- When the document is scanned in, it automatically triggers an SAP workflow
- Inbuilt scanning integration – supporting all industry standards for scanning. Supports bulk scanning. An incoming (scanned or electronic) document can trigger a workflow
- Document Viewer with annotation capabilities
- No separate user training needed. Native to SAP – works from within SAP windows
- Seasonal and geographical buying patterns
- 360 Degree View:
- Single point of access to SAP and non-SAP data and documents (Archived, live) within SAPGUI and SAP NetWeaver Portal environments
- Provides access to data and documents from any SAP module
- Spans multiple SAP modules and systems
- User interface in either SAPGUI or SAP NetWeaver Portal
- Security and Compliance:
- Helps in regulatory compliance with secure and easily retrievable data records and documents after archiving
- Cross-application View and Virtual Folders:
- Single point of access to SAP (cross-module view), non-SAP and legacy data and documents from SAP Screens
- Organizes and manages all content (including legacy data and documents) in virtual folders (dynamic collection of related content in business process context). Examples – Customer, Real Estate, Employee, Order, Supplier, Dealer folders
- Enables “virtual folders” for dynamic collection of related content (including legacy content) in business process context
- Examples: Customer, Real Estate, Employee, Order folders
- Easy to use folder navigation from SAP GUI or SAP Enterprise Portal
- Document Viewer with Annotation capability
- Integration with SAP NetWeaver:
- Integrates with SAP Content Management
- Template-based document creation processes
- Document editing and revision
- Document status change
- BI Archiving and in standard and Near line storage mode
- Legacy Decommissioning:
- Legacy solutions can be decommissioned with all transactions and data there accessible from SAP screens using printlists
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BENEFITS
Cut Costs Reduce IT Consolidation and Maintenance Costs
- Archives SAP data with high compression ratio
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IT Department:Lower Costs & High Performance
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Pain
- Rapidly growing Data in SAP Systems
- Low System Performance
- Lengthy and Complex future upgrades & consolidations
- Long backup and restore time for meeting regulatory reguirements to keep historical data
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Solution by SAP Archiving and Document Access
- Keeps the SAP database (applications and BW) manageable while reducing admin effort and resource consumption
- High compression - Reduced storage needs
- increased System Performance
- Retention of critical business records in very secure format
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Connect: Improving Operational Efficiency and Productivity
- Scans paper documents, electronic documents and email, securely archives them and integrates them with SAP transactions and workflows
- Fast ans easy acces. Few examples below
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Accounts Receivable: Increased Profitability - Reduce AR outstanding & bad dept write-off - Improve credit line
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Pain
- Inefficient collection process - long collection time, increased bad debt & eroded bottom line revenue
- AR dept needs info from many sources to solve problems,which prevent customers from paying
- Needs account info generated throughout the organization to facilitate timely collection
- Ends up manually pulling relevant documents from multiple departments & systems, query colleagues and wait for information to be faxed or sent
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Solution by SAP Archiving and Document Access
- Link order information as soon as it is entered or scanned into the system to corresponding customer info
- AR staff simply needs to enter basic customer information to access related information
- Reducing the time spent manually looking for information scattered across multiple systems
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Accounts Payable: Increased Process Efficiency - Taking Advantage of Cash Discounts
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Pain
- Difficult to manage high volume, paper-based AP process
- Every invoice passes through several people review approval
- Lower efficiency,missed due dates, missed cash discounts for early payment and late fees
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Solution by SAP Archiving and Document Access
- Invoice document conversation to electronic format
- Integrating it with the SAP workflow as an electronic document
- Instant access to invoice document
- Reduced paper transport times and AP process more efficient
- Works very well in Shared Services scenario as well
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Comply: Ensuring Compliance and Reducing Risk
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Developing and implementing best practises for compliance requirements not only protects organizations from risk ,but helps them streamline operations, reduce administrative costs and proactively prepare to comply with emerging regulations
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Compliance
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Pain
- Regulations consistently require that organizations track, manage and retain critical business information and present it upon request
- Most regulations place a number of strict requirements on corporations to manage content through its active lifecycle
- Also to retain it for many years or decades after it's use
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Solution by SAP Archiving and Document Access
- Electronic document retention for many regulations including Sarbanes-Oxley, U.S, Food and Drug Administration and others
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ECM ADVANTAGE: IMPLEMENTATION SCENARIOS
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Implementation Details
- Easy to deploy (Rapid Go-Live) and Easy Enhancement
- Packaged solution with five scenarios
- Quick implementation - 8 to 12 weeks
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Scenarios
- MM Purchase Order History
- SD Document Hierarchy
- FI Account View
- Material Documents and FI Documents
- SAP Data Archiving, 360 Degree view and Virtual folder creation of above scenarios
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Business and IT Problems
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Disconnected Structured and
Unstructured information
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- Many processes are triggered by, include and generate unstructured content (e-mails, e-documents, scanned images etc.). ERP generally doesn’t handle unstructured content.
- Business documents are geographically distributed in different sites. How to handle business processes with centralized ERP and distributed associated process documents?
- All partially or fully paper based processes managed by SAP ERP can’t make full use of SAP ERP and are very slow and error-prone
- Governance and Compliance problems
- 90% of the content in an organization is unstructured
- Typically affected processes – AP, AR, HR, Customer-centric, purchase and Shared services
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Increasing costs and risks
Growing size of SAP data
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- Ever-increasing size of SAP data – Increased storage requirements
- Large database size – Decreased performance – Need of server hardware up-gradation
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Low productivity
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- Low process efficiency
- Manual interventions
- SAP Workflows move to next stage in a fraction of second. But paper moving from one table to another OR one city to other takes ages
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Paper based processes
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- Retaining and storing unstructuredinformation as per government compliance
- Expensive audits – mapping hugenumber of SAP transactions withassociated unstructured content
- Risky – temper proof
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Scattered Information
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- In various systems – SAP and non-SAP
- Co-existence of SAP and legacy systems
- Taking decisions becomes longer
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Downloads
Solution Brief
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