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SAP Open Text Document Access & Archiving

OpenText Document Access (Document Management and Document Archiving) OpenText Document Access (Data Archiving)

customer

Agenda

1. 2. 3. 4.

Business Problem Document Management & Archiving Data Archiving Summary

SAP 2008 / Page 2

customer

Business and IT problems Disconnected Unstructured Information & Growing Data Size
Disconnected Structured and Unstructured information
Many processes are triggered by, include and generate unstructured content (e-mails, e-documents, scanned images etc.). ERP generally doesnt handle unstructured content. Business documents are geographically distributed in different sites. How to handle business processes with centralized ERP and distributed associated process documents?

Growing size of SAP data


Ever-increasing size of SAP data Increased storage requirements Large database size Decreased performance Need of server hardware upgradation

Examples Accounts Payable Paper-based processes & Low Productivity


Retaining and storing unstructured information as per government compliance Expensive audits mapping huge number of SAP transactions with associated unstructured content 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 Typically affected processes AP, AR, HR, Customer-centric, purchase and Shared services Paper based invoices, e-mail based approvals etc. Not attached to associated AP transactions or workflows Hard to retain the unstructured information for 7-8 years as per government regulations Error-prone and difficuilt to audit and govern Difficult to manage high volume, paper-based AP processes Every invoice passes through several people for review/approval Lower efficiency, missed due dates, missed cash discounts for early payment and late fees
customer

SAP Open Text Document Access & Archiving Data Archiving


Reduce size of SAP database key department: IT key drivers: storage cost and system performance

Document Linking & Archiving


Integrate business documents key department: business units key driver: process efficiency and compliance

SAP 2007 / Page 4

customer

Whiteboard: Integrating Documents in SAP


a

World of Data

Efficiency Risk Cost

SAP

Context +
f e

Value =

World of Documents

Content Reality

SAP Archiving paper email Filesystem outgoing microfiche


customer

employees access documents directly from SAP, anytime, anywhere


SAP 2007 / Page 5

Whiteboard Cont: Adding SAP Data Archiving


a

World of Data

Efficiency Risk Cost

b i

SAP

database

Context +
f e

Value =

World of Documents

Content Reality:

SAP Archiving paper email filesystem outgoing microfiche


customer

employees access documents directly from SAP, anytime, anywhere


SAP 2007 / Page 6

Agenda

1. 2. 3. 4.

Business Problem Document Linking & Archiving Data Archiving Summary

SAP 2008 / Page 7

customer

SAP OpenText Document Access - Features


Solution Enablers
Document Linking with SAP: Securely link scanned paper documents, electronic documents, emails and integrates them with SAP transactions, workflows and master records; you can also archive these documents on a separate archive server and retreive them when required from SAP Screen 360 degree view of all documents within SAP Environment

SAP OpenText Document Access (Document Linking and Virtual Folders)

E-mail (MS Outlook and Lotus Notes) and Fax integration Inbuilt scanning integration supporting all industry standards for scanning. Supports bulk scanning. An incoming (scanned or electronic) document can trigger a workflow Virtual Folders: Organizes and manages all content (including legacy data and documents) in virtual folders (dynamic collection of related content in business process context). Examples Customer, PO, Invoice, Employee, Order, Supplier folders Document Viewer with annotation capabilities users can put comment Desktop application integration - Enables users to quickly file and retrieve all documents in SAP context directly from popular desktop applications.

customer

SAP Document Access by Open Text Solution Framework

Imaging Viewer

@
FormsManagment EnterpriseScan

ExchangeLink

Desktop Scan

DesktopLink

NotesLink

COLD

Docu ment Acce ss by Open Text

MM

SD

PS

FI

SAP ArchiveLink

Enterprise Archive by Open Text


High Security High Availability

...

SAP Archiving Solution by Open Text

customer

Virtual Folder Example - Accounts Payable

SAP 2007 / Page 10

Virtual Folder Example : Accounts Receivable

SAP

Virtual Folder Example : Sales Order

information on the business object

call SAP Transaction

integration of paper flow

display original document

Integration of Emails

Integration of SAP printout

SAP

Agenda

1. 2. 3. 4.

Business Problem Document Linking & Archiving Data Archiving Summary

SAP 2008 / Page 13

customer

Top Business Challenges Impacting Strategic Goals


Pain Points

High Storage Costs Server upgrades Cumbersome SAP upgrades Low system performance

Growing size of SAP data

Compliance unalterable storage requirements Legacy systems BW performance Long SAP backup and recovery cycles Archival is simple, bur retrieval is not Long batch processing cycles

customer

Challenges

011100011 110011001 111100101 010101101


SAP Database Enterprise Archive Server (SAP Archiving by Open Text)

SAP 2007 / Page 15

customer

SAP Open Text Data Archiving Key Features

Very High Compression & Encryption

User friendly retrieval of Data

High System Performance

Compliant Storage

Easy SAP Upgrades

Audit Trail on Archived data access

Reduced Storage Cost

Retention handling

Long-term preservation & readability

Printlist Archiving

Slide 16

SAP Open Text Data Archiving Key Features

Backup & Replication

Disaster recovery

High availability

Legacy System decommissioning

Content lifecycle

Storage virtualization

Caching & Cache Servers

Single instance archiving

High BW performance

Smooth & short batch processing cycles

Slide 17

Value Generation through Data Archiving

System availability
Faster and easier upgrade to higher software releases. Shorter runtime for backup and recovery.

Use of resources
Reduced hardware costs for Disk, CPU, Memory as well as administration costs.

System performance
Shorter response times in dialog mode for all employees.

Downtime Losses by Application


Financial/Trading Supply Chain ERP CRM E-Commerce E-Business Business Application Database Messaging Infrastructure

Typical Hourly Loss of Unplanned Downtime (US$)


$2,400,000 $600,000 $600,000 $480,000 $480,000 $480,000 $300,000 $300,000 $60,000 $42,000

Data Records 10 GB

Mirrors 20 GB

System Copies 80 GB

MB / msec 2500 2000 1500 1000 500 0


MSEG MB MB51 msec

Archiving

2 GB

(Compression 20%)

Month 1 Month 2 Month 3 Month 4

SAP 2007 / Page 18

SAP Open Text

Simple retrieval of Offline-Data


Online Data

In context of complete business process and online data


Online Data = Data in SAP database

Offline Data

Offline Data = archived SAP data (not in SAP database any more)

SAP 2007 / Page 19

customer

Other Features and benefits


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

Reduced Cost with High Data Compression


High System Performance User Friendly retrieval of archived data Compliant storage & Encryption Audit Trail on archived data access Retention Handling

Scanning, Fax and Document Viewer


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

Virtual folders and friendly navigation


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

customer

Open Text Customers India & Global

SAP 2007 / Page 21

customer

Thank you!

SAP 2008 / Page 22

customer