APPL - BBP - SAP - DMS01 - Project Parivartan V1.0

Business Blue
Print Document
Document Management System
Project Parivartan
Ref: Work order No: WEPLO-CWEPL-SP-731-WOD-7-4-0[2015-2016]
Submitted to:
Avaada Power Private Limited
Date of Submission: 24-Aug-2017
Submitted by This document is the property of Wipro Limited, who owns the copyright thereof. The
information in this document is given in confidence. This document (wholly or partly) may
Wipro Limited
not be transmitted in any form (copied, reprinted, reproduced), without the written consent
of Wipro Limited. Also the contents of this document or any methods or techniques
available there from, must not be disclosed to any third party whatsoever.
Table of Contents
1. Document Objective..........................................................................................................3
2. SAP Document Management System..................................................................................4
5. Revision Record................................................................................................................7
6. RACI Record.....................................................................................................................8
7. Submission Record............................................................................................................9
8. Confirmation Record.........................................................................................................9
9. High Level Solution:........................................................................................................10
9.1 DIR (Document Info Record):..........................................................................................10
9.2 Document Type:.............................................................................................................10
9.3 Document Number:.........................................................................................................11
9.4 Document Version:..........................................................................................................11
9.5 Document Part:...............................................................................................................11
9.6 Status Management:.......................................................................................................12
9.7 Object Linking:................................................................................................................12
9.8 Document Hierarchy:.......................................................................................................13
10. Master Data:...................................................................................................................14
10.1 Master Data....................................................................................................................14
11. Process Flow Chart..........................................................................................................15
11.1 DMS – DIR (Document Info Record) Creation...................................................................15
11.2 DMS – DIR (Document Info Record) Creation from Transaction.........................................16
11.3 DMS – DIR (Document Info Record) Change.....................................................................17
12. Business Process Steps....................................................................................................17
12.1.1 Potential Gaps and its Resolution.....................................................................................23
12.1.2 Process Scenarios............................................................................................................23
12.1.3 Process Work Flow..........................................................................................................24
12.1.4 Identified Process / Business Improvements.....................................................................24
12.1.5 Identified Business Impacts.............................................................................................25
12.1.6 Important Considerations................................................................................................25
12.1.7 Additional Documents Referenced....................................................................................25
12.1.8 Configuration Reference..................................................................................................26
12.1.9 Report Requirements.......................................................................................................28
12.1.10 Other FRICE Objects.......................................................................................................28
12.1.11 Attachments...................................................................................................................29
Confidential Avaada Power SAP Implementation - Project Parivaratan Page 2 of 29

1. Document Objective
Document Objective:
This document summarizes the findings of the Wipro consulting team and Avaada Team, with respect to
SAP processes to be implemented in Avaada Power SAP Implementation Project refer as project
Parivaratan.
Following activities were carried out during Business Blue Print Phase of the project.
 Avaada Standards Document and Process Discussion

 Organizational Structure definition & Master Data Discussion
 Proposed Overall Solution Mapping Discussion with Business User
 Proposed To-Be Process Mapping and Discussion
 Reporting Requirement Analysis
 KPI’s
 Audit Requirement
 Various Stakeholders reviews
 Gap Analysis
 Resolution of issues
The conclusion of above said activities are documented under this document.
The purpose of creating Business Blue Print document is to describe the proposed Business process. It
contains the main processes and Sub-Processes of main process and relevant data can be effectively
modeled in SAP system to meet business requirements of Project Parivaratan.
This document and its associated appendices present a summarized perspective of all functional business
processes that will be implemented. As such, this document will serve - from this point dual role of both
official project scope as well as system acceptance criteria.
The body of this document describes the Process Definition, Document Reference, To Be Process Steps,
SAP functional process Flow Chart, Gap Analysis, Process Control, and improvement in Process etc. To be
implemented under Project Parivaratan. Generally, requirements that can be met using standard SAP
functionality through routine configuration tasks are not explicitly documented. However, certain key
requirements are explicitly identified and summarized to highlight their importance to Project Parivaratan

and to document the approach proposed to meet the requirement.
One section of the document summarizes identified gaps. The project team has discussed this list with
agreement on the approach going forward. Acceptable approaches may require:
 Change in current business processes/ practices

 Additional programming or technical effort
 Recognition and acceptance of procedural changes ("Workarounds") using standard SAP
 Additional resource commitment
 The deferral of a feature to a later phase
 Simply the recognition and accept the limitation of SAP Product (Acceptance of the GAP).
2. SAP Document Management System
Overview of SAP Document Management System
A Document Management System (DMS) is a computer system used to track and store electronic documents
and/or images of paper documents.
The Document Management System (DMS) in SAP R/3 offers the following distinct advantages over the
current procedures and systems:
 It avoids data redundancy, maintains consistency of data and minimizes the workload involved in
entering and updating data.
 In order to use large databases to the full, it is required to exchange data quickly and securely.
Data can be accessed directly using electronic search tools, or find documents using known
parameters.
 Document distribution functionality (SAP-Workflow functionality is required)
The SAP Document Management System meets all these demanding requirements. In addition to managing
documents, it also coordinates document processing. It is possible to automate the entire life cycle of a
document: from document creation to document storage, its access and its update. Each document can be
accessed immediately from any computer on the network.

The above diagram shows a few examples of non-SAP documents (like external files, non SAP Docs,
Purchase Orders etc…) that can be linked with various objects and managed in SAP R/3 Document
Management System.
DMS is basically a cross-application module, which supports various modules of SAP. A user may thus access
all documents essential for the transaction they are in. For example, the user may start from a master
record and then view the drawings, installation manual, commissioning instructions etc…
DMS helps to ensure documents are kept consistent and unduplicated, and minimize the document
management workload. Document Searches may be executed on documents by use of various parameters.
Data may be exchanged (i.e. upload and download) with many document types.
1. Functional Scope

Functional Scope consider for this implementation
 Document Management System (DMS) should integrate with Project System, Material Management,
Plant Maintenance, Finance and Sales & Distribution.
 All attached/uploaded documents should be uploaded in separate content server,
 All documents should properly classify like project drawing documents, Site Plan etc. to easily
identification.
 As per business naming convention technique in DMS system should help Avaada to search/identify
intended Document.
 There could be an involvement with ECN (Engineering change number) for tracking document
action history.
 DMS should have capability to track revision no.
 DMS system should have capability to access document based on role and authorization
 DMS should have provision for approval either manual or through workflow .
High Level Requirement:

In standard SAP process, all attachments saved into SAP database, which could lead to poor system
performance on long run. In DMS there would a separate server which will carry all these attachments
So sap database would not be consumed, this server called as content server.
In AVAADA Document Attachment Configuration will be for the Following Objects for SAP Modules:
 Material Management
o Material Master
o Service Master
o Vendor
o Purchase Requisition
o Purchase Order
o GRN
o Service Entry sheet
 PM
o Functional location
o Equipment
o Measuring Point

 Project System
o Work Breakdown Structure
 Finance
o Asset Master
 Sales & Distribution

o Customer
o Sales Documents item
2. Document Identification
This is the Identification Number for the Document detailing the function proposed. Include a brief Objective
description of the document clarifying the intent and overview of its content, example data given below,
Document ID Description
APPL_BBP_SAP_DMS01_Project Parivaratan V1.1 BBP for Document Management System
3. Revision Record
Record all amendments and revisions on the original document prior to its final acceptance by the
function owner. Any amendment carried out subsequently must have approval by the function owner.
Rev Revised
Date Revision Summary Approved By
Number By
1.0 17.08.201 Initial Version
7
Final Version Neeraj
4. RACI Record

RACI Record names acceptance authority of the function owners. Personnel in the various categories
remain committal to their roles in confirmation of the function in its entirety.
RACI Category Name Designation Department Signature / Date
Responsible
Accountable
Consultant
Information
5. Submission Record

Provides confirmation from the Implementer on their understanding of the proposed functional scope vis-
à-vis current practice / requirement.
Team Details Name Designation Signature Date
Implementer:
Functional
Chandan Sharma SAP DMS Consultant
Consultant
Reviewed by Neeraj Kumar SAP DMS Lead
Project Manager
Neeraj Kumar Project Manager
6. Confirmation Record
Record concurrence of the Project Drivers and Project Facilitators involved in the study and
documentation of requirements for the proposed function / process. Any Remark below should be
considered a part of the process / function / documentation and is to be treated as mandatory. Clearance
from the Project Steering Committee shall be considered as final confirmation of the document.
Team Details Name Designation Signature Date
Business:
Core Users
Deepak Saxena
IT Projects:
Project Manager
Gagan Arora
7. High Level Solution:

Functional Scope consider for this implementation
7.1 DIR (Document Info Record):
Definition
 A document is a carrier of information. This information is either for the user/person responsible or
for exchanging between systems/processes. A document contains information that can be stored
and it can take many different forms (such as technical drawings, graphics, programs, or text).
When complete, this information gives a full description of an object.
 The term document info record refers to the master record in the SAP R/3 System that stores all the
business information for a document. It is a like a record card. While the document info record
contains the metadata (i.e. the information about information) for a document (such as the storage
location), the original file (for example, the design drawing) contains the actual information in the
document
Purpose
 It holds all administrative and control data against original file or document.
Structure
 Data that is descriptive in character (for example, laboratory)
 Data with a control function (for example, document status)
 Original application file data (for example, processing application or storage location)
7.2 Document Type:

Definition:
 The document type is used to categorize documents according to their distinguishing features and
the organizational procedures that result from them. The description of the document type is
language-dependent.
Purpose:
 It has important control functions in document management and is used, for example, to control
the processing flow via a status network.
Structure:
 The document type is an alphanumeric field in which up to three characters can be entered.
7.3 Document Number:

Definition:
 The document type is used to categorize documents according to their distinguishing features and
the organizational procedures that result from them. The description of the document type is
language-dependent.
Purpose:
When you create a document you have two options for assigning the number.
 External number assignment:
 You assign an alphanumeric key.
The following special characters are not supported: "," and "&".
 You assign a numeric key.
Please note the number range defined in Customizing for the relevant document type.
 Internal number assignment:
 If you do not enter a number or enter the special character "*", the system assigns a
consecutive number from the defined number range when you save the document.
Structure:
 Document Number ranges for AVAADA’s business case documents would be defined in Realization
Phase.
7.4 Document Version:

Definition:
 Document versions are used to represent the different change or delivery statuses of a document.
This field is part of the document key and is often referred to simply as Version.
Purpose:
 Document versions document processing status in a complex change process. Version numbers are
allocated automatically and are uniform irrespective of document type.
Structure:
 Document version is a two-character alphanumeric field. Numeric version numbers (for example 01,
02, 03 etc…) will be used in SAP DMS.
7.5 Document Part:

Definition:
 Document part basically subdivides a document into several documents.
Purpose:
Document parts can be used as follows:
 Individual sheets of a complex design drawing can be entered as document parts for a document

number.
 Documents in different languages can be managed as parts. A document in Arabic can be entered
under a part different from the same document in English.
Structure:
 The document part reference is a three character alphanumeric field. The default value is 000field.
7.6 Status Management:

Definition:
 The status indicates the processing status of a document. The characteristic statuses are defined for
the document type and can be set in relationship to each other in a status network.
Purpose:
Processing statuses of documents can be controlled using status management.
 Several statuses that represent important processing statuses can be defined for a processing cycle
of a document.
 The processing cycle of a document can be represented in a status network. Status networks can be
constructed by creating a relationship between the statuses for a document type.
 In each processing situation, the system determines the possible subsequent statuses of the current
status. These statuses can be displayed and selected using the possible entries function
Structure:
 It is a two-character alphanumeric field. Each status is logically related to others. A status network
represents the entire processing cycle of a document, from the beginning to the end of a phase; for
example, from the creation of a document to its release. The processing steps can be defined and
controlled exactly.
7.7 Object Linking:

Definition:
 Linking documents with various SAP objects, and vice versa, is known as object linking.
Purpose:
Document parts can be used as follows:
 It is possible to link documents to a great number of SAP objects (for example; Material Master,
Notifications, Functional Location, Equipment etc...). This will improve the level of documentation
available for the SAP objects and assist the business processes relating to them. Thus all linked
documents may be viewed during various business transactions.
 The following diagram exemplifies a list of objects that could be linked with documents

Structure:
 The types of object that may be linked to a particular document type can be controlled according to
requirements. The following are the proposed object links:
7.8 Document Hierarchy:

Definition:
 Document hierarchy is a structured way of building links and relationship between documents.
Purpose:
 Documents can be set up in a hierarchical relationship to each other; for example, by creating an
object link to the object type Document. If there is a specific order for the documents in this link,
the relationship can be represented by use of a hierarchy. By defining a superior document, a direct
predecessor for a simple document hierarchy can be set. The hierarchy is not limited to this level; it
can be expanded from the superior document.
 The superior document can: Be superior to other document or Be inferior to another document
 Documents of different document types can be put into a document hierarchy. The same document
may not appear in two different places in the hierarchy. This means that a document can only be
entered once in the entire ‘explosion path’. By entering superior documents, an entire document
hierarchy can be represented in the system.

8. Master Data:
Master Data In DMS
8.1 Master Data

In Document Management System, documents are stored, maintained and retrieved depending on the
business needs. Data about the documents is the basis for processing. Document processing within the SAP
R/3 System require that the master data has been stored in the system. The processing of business
transactions in Document Management System is based on the master data. The basic data is stored in
master records in the system. When processing business events and transactions, the system accesses
master records and the data stored in them. Master data in SAP are stored centrally .
Following master data is relevant for the Document Management.

o Class
o Characteristics
Class: Class is used to classify objects. These classes must be set up. Characteristics are assigned to
classes. Classes are used to find objects more easily, using the characteristics defined in them as search
criteria.
This ensures that objects with similar or identical characteristics will be searched as quickly as possible.
The Class would be proposed for the various Document types for SARED in Realization phase if required.
Characteristic: Characteristics are used to describe the properties of objects. Characteristics are centrally
created in the system.
The Characteristics would be proposed for the various Documents for SARED in Realization phase if
required.
9. Process Flow Chart

Business process Flow Chart.

9.1 DMS – DIR (Document Info Record) Creation
Documents Management System (DMS)- DIR (Document Info Record) Creation
Start
Create Enter Enter Short Select Enter Other Attaching

DIR Document Text, Long Category Mandatory Original files
(CV01N) Type text (Class) Fields to DIR
Assign the
Yes
Object Link
Select the
appropriate
Object Tab and
NO
enter the
Details
SAVE the
DIR
9.2 DMS – DIR (Document Info Record) Creation from Transaction

Documents Management System (DMS) – DIR (Documents Info Record) Creation
From Transaction
Click On Enter Value Business Transaction

Document as per Such as ME21N, Start
Create Icon Process ME51N, CJ20N
Enter Enter Attach

Creation Of Short Text Mandatory Original Files
Documents
DIR(CV01N) Long Text Fields into DIR
Type
Assign The
Yes
Object Link
Select the
Appropriate Object
NO
Tab & Enter the
Detalils
SAVE the DIR
Complete the Business

Transaction Such as
ME21N,ME51N, CJ20N
9.3 DMS – DIR (Document Info Record) Change

Documents Management System (DMS) – DIR(Document Info Record) Change
Change of Enter Document

DIR Number &
(CV02N) Documents Type
Assign the
Change in DIR Change in Change Change
NO NO Object No Yes
Details Original Files Staus Staus
Links
Yes Yes Yes NO

Select
Change in If needs to add or Appropriate SAVE the
Delete Original Object Tab & DIR
Short Text or
Files in DIR Enter the Details
Long Text
10. Business Process Steps
Step Description of Activity /

Proposed Process details
No Process Carried out
1 Create Document A Document Information Record is the master record in the SAP System
Information Record that stores all the business information for a document created in SAP DMS.
The Structure of the Documents Info Record (DIR) Contains:
(DIR)
 Data that is descriptive in character
 Data with a control function such as the document status
 Original application file data
 Data that the system automatically copies.
Document Info Record (DIR) consists of four key fields
 Document Number: The document number, identifies a document
as the main part of a document key. This is an alphanumeric field

with 25 characters length.
 Document Type: The document type is used to categorize

documents according to their distinguishing features. It is a three-
character field.
 Document Part: The document part is used to further sub-divide a
document into several documents. Document parts can be used in
the scenario where individual sheets of a complex design drawing
as document parts for a document number similar to conventional
document 1 of 3, 2 of 3 etc.
 Document Version: The document versions are used to represent
the different change or delivery statuses of a document. Document
version is an alphanumeric field with 2 characters length.
The process Of Creating Document Info Record (DIR) is as Follows:

1) Select Documents Type: Select the appropriate document type to
create a new master record for the document.
2) Fill the Document Data, Description and Object Links etc…
3) Adding Originals: You can attach an existing document from local

machine. You may attach multiple documents by clicking on the Create
Original.
4) Checking in Original File: When a user checks in original file into

secure storage, it is stored back into the central storage. The user will
notice that the padlock symbol next to the original file is closed. This
signifies that the file needs to be checked in. The actual movement of the
file from the local system to the secure storage occurs when the user saves
the DIR.
5) Document link to SAP Object: On the Objects Links Tab, the user
can link a document information record to another object or record in the
SAP System. It allows the user to connect the DIR to supporting business
objects to cut down on time spent searching for the relevant
documentation.
6) Document Save: After all filling the above details to document, Save

the document so that an automatic document number is assigned to the
Document Information Record.
Transaction code :- CV01N

2 Change Document Once the document is created with above Document Information Record,
Information Record you may change it as many times as needed. Changing DIR involves:
(DIR)
 Updating basic or additional attributes
 Changing the document status
 Adding additional object links
 Creating a new version of the DIR
 Changing an original file
 Adding another original file
1) Document Change: Locate the Document Information Record by its
unique number and document type. You may click on the Processed
Document button to locate DIRs that was previously worked.
2) Update the Document Data: Update the desired fields from the
Document Data Tab such as Description field...etc
3) Status Change: When selecting a different status for the document,

you will be asked to enter information for a status log entry. This will be
recorded in the status log and will be accessible by clicking on Status Log
button.
4) Adding Object Links: You may choose the Object Links Tab and
add /delete / update the different links and link tabs as desired.
5) DIR Save: After all changes made to the DIR are now complete and
saved.
6) DIR New Version: To create a new version of the DIR, you may click
on the New Version button then you will be prompted to confirm that you
want to create the new version based on the previous version. (i.e. version
00 or 01). Once the user clicks on the Continue button, he will be asked if
he would like to also copy the object links from the previous version.

7) Check out the Original File associated with the new version:
Make changes in the original files associated with the DIR which were
copied from the previous version. To do this, Check Out the original file
then highlight the file and click on the Change Original button.
8) Check in the Original File after the changes: After completing the
changes, check in the original file back. This will move the original file with
changes from local system to the storage making the updates accessible to
all users.
9) Adding another original file to the new version: You can have
multiple original files associated with a DIR by clicking on the Create
Original button.
Transaction code :- CV02N

3 Display Document Once the document is created and changed with above Document
Information Record Information Record, you may display it for viewing the data
(DIR)
Some key items that to view are:
 An original file
 The status network
 The change history for the DIR
 The number of version of the DIR
1) Displaying an Original File associated with the DIR
2) Displaying the Status network: To display the Status Network of a

DIR, you can go to the menu Extras>Display Status Network. The statuses
will be displayed in Yellow, Green, or Red. The Yellow color represents the
current status of the DIR. Green represents statuses that can be set. Red
means that you cannot set this status based on the current status of the
DIR.

3) Review the Change History for the DIR: You may display the
change history for the DIR by going to the menu Environment>Display
Changes. The result will be shown and broken down into multiple sections
which include changes to objects, descriptions, and fields. With each
change, you can see who made the change, when the change was made,
and what was changed.
4) Check how many Versions are available for a DIR: You can check
whether other versions of the DIR are available by going to the menu
Extras>Versions. You can see all other available versions of the DIR and
their current status. You can also open a particular version by highlighting
and clicking on it.
Transaction code :-CV03N
4 Search Document SAP DMS provides a powerful search tool to find documents in DMS based
Information Record on multiple and complex criteria.
(DIR)
Some of the Searching criteria’s are below:
 Basic document attributes: Searching for a DIR using Document
Type and User as the criteria
 Additional Attributes or Classification: Searching for a DIR
using Document Type and Classification Attributes as the criteria
 Object Link: Searching for a DIR by Object Link
 Texts or long text: Searching for a DIR by Long Text
 Full text: Full Text Search is also possible when a content server,
and indexing server are set up
Transaction code :-CV04N
5 Document Approval SAP DMS can be integrated with the standard SAP Workflow system. Based
and Workflow on AVAADA requirements, some Document Types may require a notification
or workflow initiation based on the status of the document. This can be
configured to AVAADA if required
6 Document Distribution Through the Document Distribution function, it is possible to distribute
original files associated with a DIR. A user can start a distribution through
transaction CVI8 or directly from the search results of transaction CV04N.

To start a distribution through the search transaction CV04N, the user first
enters the search criteria and finds the DIR(s) he is looking for. The he can
select the DIR he wants to distribute and from the menu Extras>Start
Distribution. He will then need to create a recipient list. This can consist of
internal users or external email addresses. If the user also wishes to start
the distribution immediately upon execution, then he can keep the
Distribute Immediately. Checkbox selected.
With Distribution, the original files are collected together and sent in an
email to the users specified in the recipient list. The distribution order is
also assigned a number and history.
Transaction code :- CVI8/CVI9

7 DMS Standard The Document Information System is a flexible tool which allows you to
Information System collect, consolidates, and utilizes data from DIR processing. It can be used
at different levels in the decision-making process as a control and planning
instrument, enabling you to recognize developments early on and to take
appropriate measures
From the mass of data which exists in the Document Management System,
one can use the Aggregation function to filter out the most important
information, tailored to ones needs. It is up to the user to determine the
depth of information he receive.
Some of the standard Information tools available are:

Document information: CV04N- Find Documents
Classification:
CL30N - Find Object in Classes
CL31- Find Object in Class Type
10.1.1 Potential Gaps and its Resolution
List all the identified and potential gaps with the current business process against the proposed business
process. Describe the potential gaps with reference to the to-be process steps. Enlist Resolution to the
identified Gaps explaining how the identified Gap/s will be resolved

S.No# Description Ref. To-Be Steps Resolution
1 Attachment identified at GRN Level Custom Object needs to develop, will
check the feasibilities during
realization
2 Attachment identified at Service Custom Object needs to develop, will
Entry Sheet check the feasibilities during
realization
3 Attachment identified at Financial Custom Object needs to develop, will
Transaction F-02 (JV Payment) Level check the feasibilities during
realization
4 Attachment identified at Service Custom Object needs to develop, will
Master check the feasibilities during
realization
10.1.2 Process Scenarios
Describe all scenarios that need to be considered in the due functioning of the proposed process. Explain
how the current scenarios are taken care of vis-à-vis the proposed process.
Scenario Scenario Description Proposed

No
1 Attachment at Asset Master Standard
2 Purchase Req. Item Standard
3 Purchase Order Item Standard
4 Equipment Master Standard

5 Functional Location Standard
6 Measuring Points Standard
7 Customer Standard
8 Vendor Standard
9 Material Master Standard
10 WBS Element Standard
11 Service Notification Standard
12 Sales Document Item Standard
13 GRN Custom
14 Service Entry Sheet Custom
15 Payments Custom

16 Service Master Custom
10.1.3 Process Work Flow
Identify all process work flow requirements to automate the functionality.
Work Flow Details
If any workflow is involved (Standard, Custom made) mention the details here with the Flow Chart
S.No# Status Business Role Department Result
10.1.4 Identified Process / Business Improvements
List all the process / business improvements that may achieved through the proposed process
Description
1. Centralized Master data
2. Tight Authorization Control
3. For better clarity breakdown details like what, how, why, who when can be maintained in the
notification itself.
4. MTTR (Mean time to repair) and MTBF (Mean time between failure) for individual object is updated
automatically in the PMIS.
5. Instant values with respect to MTTR and MTBF are available. And list of notifications also can be
seen.
6. If problems are repeating, available or previous root cause analysis can be seen to reduce the
problem.
10.1.5 Identified Business Impacts
Identify all the business Impacts, if any, due to implementation of the proposed process / function that may
require to be resolved for its proper functioning. Severity Index can be indicated 1: Major impact requiring

Organizational Change Management, 2: Moderate impact requiring Operational Change Management, 3:
Minor impact requiring Procedural Change Management
S.No# Impact Description Severity Index Envisaged Action By

Resolution
1 No business impact identified
10.1.6 Important Considerations
List all additional important considerations that may include Master, Historical Data requirements,
Structuring, Codifications, Formatting and Cleansing requirements of information, Internal / External
Interface considerations etc. Type could be defined as D: Data related, I: Interface related, C: Coding related
S.No# Type Description Proposition Action By

1
10.1.7 Additional Documents Referenced
List all other documents that have reference and need to be considered for any clarification to the current
document.
S.No# Document Reference No Brief description of document
10.1.8 Configuration Reference
List all Configuration details for access to the functionality
Description
Document Management system SAP Code Number Ranges
From To
Document Type
Define Number Range for Document

Type
Document Type to Class Linkage
Characteristics
Document Status Management
Define Object Links
Maintain Storage System & Category
WorkStation Application
Link for content Repository
 Document Type
Numbe
Documen Document Type N
r From To
t Type Description o
Range
00000001000000000 0000001999999999
ASP Asset Approval Internal 01
0 9
00000002000000000 0000002999999999
TSP Technical Specification Internal 02
0 9
00000003000000000 0000003999999999
APN Approval Note Internal 03
0 9
00000004000000000 0000004999999999
SPC Signed PO Copy Internal 04
0 9
Customer Registration Form 00000006000000000 0000006999999999
JNW Internal 06
0 9
Vendor Registration Form 00000007000000000 0000007999999999
VRF Internal 07
0 9
Material Approval Form 0000008999999999
MAF Internal 08 0000080000000000
9
Customer Invoice Signed-
0000009999999999
CRF copy Internal 09 0000090000000000
9
Vendor Invoice Copy 0000010999999999
INC Internal 10 0000100000000000
9
Delivery Challan 0000011999999999
DLC Internal 11 0000110000000000
9
Eway Bill 0000012999999999
EBL Internal 12 0000120000000000
9
LR 0000013999999999
LRD Internal 13 0000130000000000
9
MMS Measurement Sheet Internal 14 0000140000000000 0000014999999999

9
Invoice Copy 0000015999999999
INC Internal 15 0000150000000000
9
Additional Document Type consider for in SAP DMS system which will have status
management
Numbe
Documen Document Type N
r From To
t Type Description o
Range
00000001000000000 0000001999999999
ENG Engineering Internal 01
0 9
00000002000000000 0000002999999999
O&M O&M Internal 02
0 9
Class and Characteristic
Class Name Description Characteristic Description

ZENGG_CL Engineering ZENGG_CHAR Self-Drawings & Design
Vendor Drawing &
Design
Vendor Operating
Manual
Self-Operating Manual
Others
ZO&M_CL O&M ZO&M_CHAR O&M Generation Report

JMR
Others

Status Management
Status management will be deployed in Engineering and O&M type of Documents
Status Abbre
Doc Status Status Text Type
Code v
ZEN - Engineering
ZENG WR Work Request WR P
IR Release for Review IR S
PR Release for Construction PR S
IA In Work IA
Standard Status Management will be applicable for all the document type
Status Abbre
Doc Status Status Text Type
Code v
For All Document Type Engineering

ZALL WR Work Request WR P
IR Review IR S
IA Release IA
10.1.9 Report Requirements
List all Report Requirements involved in this process, the given example data shows the report details
Object Module Description Go-Live Frequency
Type Critical
Report
Report
10.1.10 Other FRICE Objects
List all other FRICE objects than reports involved in this process, the given example data shows the report
details
Object Type Description Go-Live Method/Other Details
Critical

10.1.11 Attachments
List all other attachments required to upload in this process, the given example data shows the report details
WorkStation Application will be defined as follows:
S# Appl. Description File Format

1 CAD AutoCAD-ProE *.dwg,*.dxf,*.dwt ,*.prt,*.asm,
2 AVI Video-Player for windows *.avi
3 BMP Bitmap-Files *.bmp
4 DOC WinWord *.doc,*.rtf,*.docx
5 DXF Data Exchange Format *.dxf
6 EXE Exe-File *.exe
7 GIF GIF-Files *.gif
8 HLP Win help *.hlp
9 HTM Netscape *.htm,*.html
10 JPG JPEG Graphic *.jpg
11 JT Direct Model *.jt
12 LIM Large image *.jpg,*.gif,*.tif,*.bmp
13 MPP MPP *.mpp
14 PCX PCX-Files *.pcx
15 PDF Acrobat Reader *.pdf
16 PLT HPGL View *.plt
17 PPS PPS PowerPoint *.pps,*.ppsx
18 PPT PowerPoint *.ppt,*.pptx
19 SIM Small Image *.jpg,*.gif,*.tif,*.bmp
20 SND Sound *.wav
21 TIF TIF-Files *.tif
22 TXT Text-Files *.txt
23 XLS Excel *.xls,*.xlsx
24 XML XML *.xml
25 GIS Geographic information systems *.xls,*.xlsx,*.mdb,*.dbf,*.prj,*.shx, *.shp,
*.sbn,*.xml,*.sbx,*.png
Note: Workstation application defined in the above sheet is not final. The final list will be defined in the
realization phase.

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Date of Submission: 24-Aug-2017

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 Avaada Standards Document and Process Discussion

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 Change in current business processes/ practices

2. SAP Document Management System

Overview of SAP Document Management System

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High Level Requirement:

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 Sales & Distribution

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RACI Category Name Designation Department Signature / Date

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Team Details Name Designation Signature Date

Reviewed by Neeraj Kumar SAP DMS Lead

Team Details Name Designation Signature Date

7. High Level Solution:

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7.1 DIR (Document Info Record):

7.2 Document Type:

7.3 Document Number:

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7.4 Document Version:

7.5 Document Part:

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7.6 Status Management:

7.7 Object Linking:

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7.8 Document Hierarchy:

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8.1 Master Data

Following master data is relevant for the Document Management.

9. Process Flow Chart

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Documents Management System (DMS)- DIR (Document Info Record) Creation

Create Enter Enter Short Select Enter Other Attaching

9.2 DMS – DIR (Document Info Record) Creation from Transaction

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Click On Enter Value Business Transaction

Enter Enter Attach

Complete the Business

9.3 DMS – DIR (Document Info Record) Change

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Change of Enter Document

Yes Yes Yes NO

10. Business Process Steps

Step Description of Activity /

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 Document Type: The document type is used to categorize

The process Of Creating Document Info Record (DIR) is as Follows:

2) Fill the Document Data, Description and Object Links etc…

3) Adding Originals: You can attach an existing document from local

4) Checking in Original File: When a user checks in original file into

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Transaction code :- CV01N

3) Status Change: When selecting a different status for the document,

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Transaction code :- CV02N

1) Displaying an Original File associated with the DIR

2) Displaying the Status network: To display the Status Network of a