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 abie.spies@ei-anz.com