Enterprise Content Management:

Strategy Adopted for Public Services

Andreas Engel
Solution Management Public Sector, SAP AG

Legal Disclaimer

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agreement or any other agreement with SAP.
SAP has no obligation to pursue any course of
business outlined in this presentation or to
develop or release any functionality mentioned in
this presentation. This presentation and SAP's
strategy and possible future developments are
subject to change and may be changed by SAP at
any time for any reason without notice. This
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merchantability, fitness for a particular purpose, or
non-infringement. SAP assumes no responsibility
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or grossly negligent.

SAP 2007 / Page 2

Agenda

1. Enterprise Content Management Strategy at SAP

2. SAP Records Management
3. Open Text Enterprise Content Management for SAP Solutions

SAP 2008 / Page 3

What Is Enterprise Content Management?

Gartners View

Access and retrieval

Application services

Document
Digital asset Web content
Records
Document
E-mail
management
management management management
collaboration management
imaging

Content integration
Enterprise content repository
Storage

Databases, file systems, and media servers

SAP 2008 / Page 4

Enterprise Content Management:

Public Services Needs
Create
permit
request

Send or attach
documents

Process
request

Send
permit

Billing

Access and retrieval

Application services

Document
Digital asset Web content
Records
Document
E-mail
management
management management management
collaboration management
imaging

Content integration

City portal

Enterprise content repository

Manage digital
records

Incoming
Storage
paper mails

Databases, file systems, and media servers

SAP 2008 / Page 5

Expert
communities

Pain Point Public Services:

Complete Digital Record?
Noncontrolled

Controlled

Desktops
File servers
Doc. man. systems
CRM systems
Finance systems
Procurement systems
Property systems
Planning systems
-----x----Social care systems
HR systems

0%

Structured
information
system

50%

Information
SAP 2008 / Page 6

100%

SAP Enterprise Content Managements

Strategy in a Nutshell

Enterprise content management from SAP

Deliver SAP Netweaver Integration Platform
with core ECM Services
Exploit Business Solutions with
embedded ECM
Extended ECM Suite with partners
Core, embedded and extended ECM to be
seamlessly integrated

SAP 2008 / Page 7

SAP Enterprise Content Management Strategy

in Detail
Business Suite with Embedded ECM

Composites with Core and Extended ECM

ECM service layer

SAP Core ECM Services
Document
management

Records
management

Extended ECM Services (Partners)

Document management
Extensions
Open Text Extended ECM for SAP
Solutions (EBS)
Digital asset
management

SAP 2008 / Page 8

SAP Archiving & Document Access

by Open Text (Reselling)

...

What Is The Focus and The Value Propostition

for SAPs ECM strategy?
Offering

Focus Area

Value

Embedded

Integrated content rich

SAP Applications

Out of the box integration;

N2N scenarios;USP;
Solves the business need

Core

Composites for SAP data

related processes;
buy SAP customers

Flexibility;
low integration costs;

Extended

Composites for Content

rich applications;
Integration in Mail and
Office clients;
Standalone ECM

Additional functionality
(i.e. physical records
management);
Archive Solution;
Manage various
repositories;

Embedded/Core/Extended Fully integrated ECM and

Business Suite for the
whole Enterprise;
Complete new solutions

Innovation;
Covers Customers needs
to manage structured and
unstructured data and the
combination of these

Agenda

1. Enterprise Content Management Strategy at SAP

2. SAP Records Management
3. Open Text Enterprise Content Management for SAP Solutions

SAP 2008 / Page 10

SAP Records Management: Fully Integrated

Record and Case Folder Solution
7. Integration with SAP
for Public Sector

8. ECM Services

6. Cross-department
information
exchange

5. Disposal and
retention

SAP 2008 / Page 11

1. Content
management

2. Inbound and
outbound
processing

4. Workflows

3. Information
retrieval

SAP Records Management:

Customers In Public Services

Trafford Metropolitan City

Council (UK)

social services

International Organisation of
Migration (UN)

grantee management

Gebietsrechenzentrum Mnster
(Germany)

citizen services

City of Cape Town (South Africa)

corporate records

Prime Ministers Office (France)

legislative process

City of Villach (Austria)

admin processes

SAP 2008 / Page 12

SAP Records Management: Road Map

SAP NetWeaver 7.0 EhP1

SAP ERP 2007 EhP4

SAP NetWeaver 7.0 EhP2

SAP ERP 2007 EhP4

Enterprise services I
SAP Records Management:
integration in SAP Investigative Case
Management for Public Sector
SAP Records Management:
WebDavServer

Enterprise services II

User-centered design project

Mid-2008
SAP 2008 / Page 13

> 2008

Enterprise Services for

SAP Records Management

Citizen

Citizen

Case worker

Case worker

Creates
permit
request

Add document
to permit
request

Display permit
request

Display attached
document

Create permit
record

Assign document
to record

Get record content

Get document
content

Business value
Flexible
Reusability (example: permit processes)
Enable constituent-related services (example: citizen)
SAP 2008 / Page 14

Example Business Registration

SAP 2008 / Page 15

Example Business Registration

SAP 2008 / Page 16

Example Business Registration

SAP 2008 / Page 17

Investigation Record: Sneak Preview

SAP 2008 / Page 18

SAP Records Management as WebDAV Server

SAP Records Management as WebDAV Server

SAP Records Management as WebDAV Server

SAP Records Management as WebDAV Server

SAP Records Management as WebDAV Server

SAP Records Management: User-Centered

Design Project
Q3 2008
Verify document
Process document

Q2 2008
Verify document
Process document

2007
30 end-user interviews
60+ use cases analyzed

Q1 2008
Verify document
Process document
SAP 2008 / Page 24

User-Centered Design Project at Work

Modelling of the Use Cases

Capturing and modelling the objects and actions of the design solution
SAP 2008 / Page 25

Agenda

1. Enterprise Content Management Strategy at SAP

2. SAP Records Management
3. Open Text Enterprise Content Management for SAP Solutions

SAP 2008 / Page 26

SAP Archiving by Open Text (Reselling)

SAP Archiving by Open Text

SAP Data Archiving
Archives and manages all types of SAP archiving files
(DART, DUST and WebDAV XML) with one solution
Archives, manages and retrieves print lists/outbound
documents
Leverages storage lifecycle management for lower costs

Document Archiving & Imaging

Links all types of documents with SAP transactions
Archives paper documents, drawings, faxes, email and
forms
Supports bulk-import, scanning, and viewing of
documents

SAP 2008 / Page 27

SAP Records Management Component View

Desktop Application Capture

WAS 6.40 +

Corporate
e-Mail

SAP Records Management

SAP
Database
Web Application Server
SAP Office
SAP Workflow

Scanning
Solution

ArchiveLink

Archivlsung

Content Server
Archiving solution

External
Storage systems
SAP 2008 / Page 28

Org. Management

Endorsed Business Solution: Open Text Extended

ECM for SAP Solutions

SAP 2008 / Page 29

Open Text Extended ECM: Value Proposition

Typical challenges

Open Text
Extended ECM

Inefficient processes

Capture documents

Compliance based on manual

processes

Content-centric document
management

Litigation and freedom of

information costs

Trusted repository for records

Tier-1 storage costs

Time for system administration,
backups, disaster and recovery, and
upgrades
Support of legacy systems

Legal discovery, holds, and

disposition
Warehouse space and circulation
Control records retention and
destruction policies across all
enterprise content
Moving infrequently accessed files
to tier-2 storage
Robust data replication, caching,
and encryption capabilities

SAP 2008 / Page 30

What to Remember?

ECM is core to public services

ECM strategy at SAP: core, embedded and extensions
Available today
More to come
We need to listen to our customers

SAP 2008 / Page 31

Thank you!

SAP 2008 / Page 32

Enterprise Content Management: Technology

Strategy at SAP
Desktop
(Explorer
and
Office)

Portal and
Web

Applications (SAP, ISVs, and customers)

UI

(consume ECM services)

(standalone, delivered
together with SAP basic
ECM Services)

UI
(for
specific
third
party)

ECM service layer

ECM services
from SAP
Document
management

Web
content
management

Third-party ECM Services

(provided by the ecosystem)

Records and
case
management

SAP Archiving
by Open Text
(Reselling)

Open Text
Extended ECM
for SAP
Solutions
(EBS)

Digital
asset
management

Web
content
management

SAP: connectivity and integration

SAP:
content
store

Third-party
content stores
(provided by the ecosystem)

SAP NetWeaver: information life-cycle management (ILCM)

Third-party ILCM infrastructure
Data Archiving for SAP Solutions by Open Text
SAP 2008 / Page 33

...

Thank you!

SAP 2008 / Page 34

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