Académique Documents
Professionnel Documents
Culture Documents
Session 405
Why we Image
Fun but Costly Facts On Average 19 copies are made of every document* $20 in labor to file/retrieve/store a document* 7.5 % of all documents are lost (1 in 20)*
* Source: Coopers & Lybrand/Lawrence Livermore
Typical Landscape
Typical Configuration
ARCHIVE aka Content Server
SAP R/3
Jukebox
Server
Retrieval-Client
Clients
SAP - GUI
Scanner
Scan Client Fax-Server
Basic Background
CI = Coded Information (computer generated documents) NCI = Non Coded Information (e.g. scanned incoming invoices) WORM disks (Write Once Read Multiple)- Most common MO disks (Magneto Optical) (Not recommended) CD-R (Compact Disc Recordable) (Not recommended)
Optical Media
Inexpensive media for large quantities of data that will not change Hard Disk is also an option, however, in some cases the media is not permanent.
Logical Archives
Different retention periods require different logical archives. Different Logical Archives can be associated with different types of Media. For Example: A1 = WORM A2 = Hard Disk.
Document Document type type Archive document Archive document ID ID SAP object SAP object identification identification Key Fields Key Fields 1000 CoCode 1000 CoCode 1900000000 Doc # 1900000000 Doc # 2002 Fiscal Yr 2002 Fiscal Yr Logical Archive ID Logical Archive ID
Packing Slips Payment Notices Payment Advice Notes Payment Medium Dunning Notices
*Requires OSS
Archiving Scenarios
6 Different Archiving Scenarios Examples of Late Archiving Early Archiving Late Archiving with bar code Outgoing documents Printlist Office documents
Assign
Executed by another person (R/3 user) At a later point of time, on the users explicit request (= workitem execution)
Scenarios overview
Task Enter
Task coupling
Assign
Store for assignment later
Later
Other person
Imme -diate
Same person
be eeds to his n Hint: T gured before g ettin confi g Pres using urin config s if youre les regard workflow
only This is re going Hint: f you a uired i tain Workflow req cer to use ness objects busi
Late Archiving
Very Simple to use and very easy to configure Normally its set up for every project as a back up or catch all It does not change you business process at all (Except maybe the filing) Draw backs Key fields must be known or looked up It does become tedious, thus lending itself to key stroke errors- aka miss indexing
New Feature: The Link button allow the user to link the same image to multiple SAP documents
Early Archiving
More complicated then Late archiving Most commonly used in A/P and for incoming Sales Orders. Uses SAPs Workflow (TS30001128), so Workflow needs to be initialized An Org structure may have to be used Allows for ad hoc approval process, and reporting on End-user processing. Drawbacks All the above and end user training
Receiving/Processing Department
Processor
Content Repository
SAP R/3
Processor
Work Item Created Archive Image Work item created and Image assigned Archive ID and stored electronically routed to appropriate on Jukebox SAP Inbox
4 Process Work Item Work item executed, image is viewed and SAP transaction is created
Application Specific Customizing required for Financial Documents (OABD) Logistic Invoice Verification Sales Orders (VNOP) Goods Receipts
Box of Avery Labels #5267 about $28.00 usd at Staples. 1 Box contains 100 sheets/8000 labels.
Works out to be .0035 cents per label or 10 for 3.5 cents.
Scan Client workstation does not require the SAP GUI for Archiving. Separator pages are not required, Thus increasing Scanning thruput, and decreasing document prep time. Individual document indexing/categorizing is eliminated. Doesnt change the existing business process, therefore minimum training
Outgoing Documents
Snap shot in time Saves on Processing time. Used heavily as a Data Archiving Retrieval Strategy.
Printlist
Snap shot in time Saves on Processing time within SAP, and Office Printers. Saves trees and toner Used as a report distribution tool Used heavily as a Data Archiving Retrieval Strategy.
Office Documents
Office documents can be uploaded from any workstation, trigging any archiving scenario
Things to Consider
The less document types to be archived, the faster the historical Scanning and indexing process is. Dont underestimate the amount of time for document prep work.
Staples are killers- They increase prep time, increase double scanner feeds and if scanned, destroy scanners. Consider the size and thickness of your documents.
What are you going to do with the historical documents after they are archived?
Will they be destroyed? Will they be boxed up in the order in which they were scanned and retained for a few months?
SAP object change EKKO to BUS2012 SAP object change MKPF to BUS2017 Image not attached to workitem Can not change the workitem scenario GOS button not available in VA02 Link is not written to SAP object at Posting Link is not written to SAP object at Posting Changing workitem results in error status
3.1
Link tables
Can be used interchangeably Multiple similar tables in order to distribute storage load to multiple database tablespaces
for documents associated with HR objects for print lists; different structure Open barcodes of R/3 objects Open barcodes of stored documents
Administrative tables