Beruflich Dokumente
Kultur Dokumente
November 2005
<Your Name> Andreas Klapacz <YourEAE Title> Business Segment Management Open Text Corporation IXOS Software AG (an Open Text Corporation)
Copyright 1995-2003 Open Text Inc. All rights reserved.
Presentation Objectives
Slide 2
Agenda
Why ECM for SAP? Livelink ECM Suite for SAP Solutions Livelink ECM Enterprise Archive SAP Content Server Summary
Slide 3
Vendor invoice
Sales invoice
High administrative costs due to (manual) process of combining content coming from various sources
Copyright 1995-2005 Open Text Inc. All rights reserved.
WCM
Intranet / Extranet Portals
Companies run multiple distinct applications Business processes span multiple systems
Groupware
Emails
CRM
Support Inc. Quotations Inquiries
Required information and documents are stored in separate systems Many different people from different departments and organizations involved
PLM
Product Spec. Drawings Documentation
DMS
Contracts Project Docs.
Distributed organizations
ERP
Invoices Delivery Notes Orders
Slide 5
Process inefficiency
WCM
Intranet / Extranet Portals
CRM
Support Inc. Quotations Inquiries
High administrative costs due to the need to manually integrate various information sources Costs and risks of (non-) compliance
PLM
Product Spec. Drawings Documentation
DMS
Contracts Project Docs.
ERP
Invoices Delivery Notes Orders
Slide 6
CRM
Support Inc. Quotations Inquiries
Groupware
Emails
Livelink Collaboration
Product Docu.
ERP
Invoices Delivery Notes Orders
Contracts
PLM
Specifications Drawings Documentation
Slide 7
CRM
Support Inc. Quotations Inquiries
Groupware
Emails
Livelink DocuLink
ERP
SAP Documents
Livelink Collaboration
Documentation Specifications
Document. Quotations
PLM
Specifications Drawings Documentation
Livelink PDM
Contracts Project Docs.
Other Solutions:
WCM, KM, RM, DAM, etc.
Slide 8
5
FI Documents in SAP KM
SD DocFlow in SAP EP
Slide 9
Content
Document
Context
Business Info
Value
80% Unstructured
20% Structured
+
Contract Invoice Dunning Delivery note Contact data Pricing & conditions Billing information
Slide 10
Agenda
Why ECM for SAP? Livelink ECM Suite for SAP Solutions
- Component Overview - Business Scenarios
Slide 11
Livelink Viewers
@
Livelink DC for ES FormsManagment EnterpriseScan
ExchnageLink
Desktop Scan
DesktopLink
SAP KM RM
NotesLink
IXtractor
COLD
PLM
SD
FI
...
Slide 12
Livelink Viewers
@
Livelink DC for ES FormsManagment EnterpriseScan
ExchnageLink
Desktop Scan
DesktopLink
SAP KM RM
NotesLink
IXtractor
COLD
PLM
SD
FI
SAP ArchiveLink
...
Slide 13
Livelink Viewers
@
Livelink DC for ES FormsManagment EnterpriseScan
ExchnageLink
Desktop Scan
DesktopLink
SAP KM RM
NotesLink
IXtractor
COLD
PLM
SD
FI
SAP ArchiveLink
...
Slide 14
Agenda
Why ECM for SAP? Livelink ECM Suite for SAP Solutions
- Component Overview - Business Scenarios
Slide 15
Business Solutions for SAP for SAP Solution Map for SAP R/3 ERP
Finance Accts Payable Automatic Invoice Reader Vendor Invoice Management Process Monitoring Payment Audit Vendor Self Service Acc. Receivable Dispute Management
Operations Purchasing Purchase Requisition WF Process Controlling Order Mgmt Order Ledger Pricing Folder SD Document Flow Contract Mgmt
Human Resources Administration Compliant Archiving e-Employee Folder Paper Folders of Terminated Empl. Std. Processes Recruiting WF New & Leaving Employee WF Travel Request & Expenses Management
Lockbox Solution
e-Distribution of A/R Documents
Slide 16
Business Solutions for SAP for SAP Example: SAP Accounts Payable
compliant
Slide 17
BACKGROUND
Core Business: Prescription drugs, human vaccines and 50% equity stake in Merial, an animal health joint venture with Merck & Co. Revenue: 17,59 Billion in 2002 71.000 employees in 2002 Worldwide presence and markets
CHALLENGE
Streamline financial processes globally Design and implement an integrated Receipt to Pay Process for all European countries
BENEFITS
Increased productivity of A/P staff Reduce the time and cost associated with resolving anomalies and invoice approval Eliminate time and cost associated with recovering documents Flexibility for organizational changes
Copyright 1995-2005 Open Text Inc. All rights reserved.
Slide 18
FI Invoices
MM Invoices
SAP Workflo w
Posting
Payment
Transfer
Livelink Enterprise Archive
Slide 19
Slide 20
BACKGROUND
Leading European financial service provider in the automotive area > 3 million customers.
CHALLENGE
Different business units are in contact with the same customer. Business Units are using separate systems (mySAP CRM, ERP, ...). Cross-Selling potentials not fully used
Customers, Customer-Care-Centeremployees and financial advisor are using the same data basis. We improved our processes significant with this ECM solution from Open Text. With the online postbox we created the fundament for a future with less paper.
Joachim Walter, Head of Archiving Systems, Volkswagen Bank GmbH
Copyright 1995-2005 Open Text Inc. All rights reserved.
BENEFITS
Improved Customer Service No unnecessary recalls Use of Cross-Selling Potential One information basis for all authorized employees and customers
Slide 21
Agenda
Why ECM for SAP? Livelink ECM Suite for SAP Solutions Livelink ECM Enterprise Archive SAP Content Server Summary
Slide 24
Guarantees control and ownership over an organizations content ( = company value ) Content is available in varying context scenarios, independent of its origin Can implement a common audit trail for all document access Can implement a common company wide retention policy for all documents
Accessibility
New business processes are easy to implement thanks to new views on content One document search strategy for for all content to match compliance requirements ( = full text ) Makes content independent of the original application. Applications can be decommissioned, content remains accessible and usable
Slide 25
Harddisks
- Primary as a temporary storage for performance reasons (cache, STORM, etc.)
ASM StorageTek HSM, SUN SAM FS, Grau NettApp NearStore HDS (Hitachi Data System) EMC Centera Optical media CD, DVD, WORM
Support of various jukebox vendors) Provides the highest possible security level - tamper proof Inerasable, robust - water, dirt and magnetic field resistant Backup free
Livelink ECM - Enterprise Archive supports almost every existing storage media
Copyright 1995-2005 Open Text Inc. All rights reserved.
Slide 26
- Remote Standby for 2 or more local sites - Full Read Access for large distributed organizations
Slide 27
Combination of Hot- and Remote Standby offers the best possible fail-over security!
Copyright 1995-2005 Open Text Inc. All rights reserved.
Slide 28
Rendition management
- Automated rendition of office documents to long-term storage formats like TIFF or PDF
Digital Signature (TimeStamp) Single Instance Archiving Blob Store Long term access to documents guaranteed Structured storage of documents
- Logical archives, pooling concept and advanced management clients - Integration of SAP meta data
Notification in case of problems Fully supports the SAP HTTP Content Server Cache technology
- SAP certification for SAP ArchiveLink 4.60 available
(for more information please read Whitepaper Livelink ECM Enterprise Archive)
Slide 29
Records Mgmt
Collaboration
Enterprise Applications
Groupware
SharePoint
Slide 30
PDMS
WCM
KM
UBS
Scans 120000 documents / 300000 images a day! Manages more that 12 Terabyte of data! 50 000 new scanned documents a day 10 000 EDI documents a day. About 10 GB of new document each year
Archiving of about 300.000 outgoing documents / 5 hours Est. volume 5.2 TB / 5 years
18.2 Mio. incoming invoices each year 70.000 per day! 8 new 4,6 GB WORMS per day 2.7 Terabyte of new documents each year 3,1 Mio incoming invoices each year 12.000 per day 150 Mio pages archived in the HR department. 250.000 pages pay slips every month
Slide 31
More than 3000 customers are running Livelink ECM - Enterprise Archive
world-wide!
Slide 32
Technology Robust technology Scalability (many users, high document volumes) Platform independent (Support of many different storage and devices) Fully integrated in leading applications like SAP, Siebel, ... Compliance with legal regulations Security (encryption, timestamps, HTTPS, SecKeys) Long-term accessibility (Storage media and document formats) Unalterable storage (Storage without difference in formats) Ensure data consistency Supporting the document live cycle (Retention periods) Economical Reasons Cost efficiency Manage all enterprise documents Manageable (central administration, high availability, distributed scenarios, disaster recovery) Protection of investment
Slide 33
Agenda
Why ECM for SAP? Livelink ECM Suite for SAP Solutions Livelink ECM Enterprise Archive SAP Content Server
- What SAP recommends - Functional Overview - SAP CS and File System
Summary
Slide 34
SAP Content Server FAQs - SAP Service Marketplace (November 2005) <https://websmp104.sap-ag.de/~sapidb/011000358700003083212003E/SAPCS_FAQs.htm>
Copyright 1995-2005 Open Text Inc. All rights reserved.
Slide 35
Constraints The SAP Content Server is not intended to replace optical storage systems and other storage media for long-term archiving of documents.
Slide 36
SAP Content Server FAQs - SAP Service Marketplace (November 2005) <https://websmp104.sap-ag.de/~sapidb/011000358700003083212003E/SAPCS_FAQs.htm>
Copyright 1995-2005 Open Text Inc. All rights reserved.
Slide 37
SAP CS 6.30 was optimized to handle large files. However there are some restrictions to consider:
Data archiving on optical media is not supported Regular backups are required Supports only storage in uncompressed format SAP CS for Windows is not released for data archiving SAP CS and the underlying SAP DB have to be installed on the same machine
SAP Content Server FAQs - SAP Service Marketplace (November 2005) <https://websmp104.sap-ag.de/~sapidb/011000358700003083212003E/SAPCS_FAQs.htm>
Copyright 1995-2005 Open Text Inc. All rights reserved.
Slide 38
A file system has to be administrated and access has to be restricted according to execution rights of users.
As well SAP DB as file system stores content on magnetic disks.
Slide 39
Slide 40
Until SAP Content Server Release 6.20 only Furthermore, many SAPWindows CS customer operating (UNIX/Linux) claim bad stability and system performance. In fact, this is the most system is a supported.
important reason for customers to replace SAP CS with an Archive.
SAP Content Server FAQs - SAP Service Marketplace (November 2005) <https://websmp104.sap-ag.de/~sapidb/011000358700003083212003E/SAPCS_FAQs.htm>
Copyright 1995-2005 Open Text Inc. All rights reserved.
Slide 41
Agenda
Why ECM for SAP? Livelink ECM Suite for SAP Solutions Livelink ECM Enterprise Archive SAP Content Server
- What SAP recommends - Functional Overview - SAP CS and File System
Summary
Slide 42
High-Availability (Hot-Standby)
- Only with MSCS (Microsoft Cluster Service) on Windows 2000 Professional Server - Not available for UNIX operating systems
Slide 43
- Is the recommended storage media (because of the performance, security and administration support)
Backup System
- SAP DB is a proprietary SAP system. Documents stored in the SAP Content remain accessible only through the SAP ERP system / SAP Content Server
SAP recommends to use SAP DB for document and content storage with SAP Content Server
Copyright 1995-2005 Open Text Inc. All rights reserved.
Slide 44
Slide 45
Hans-Joachim Both, SAP Content Server Running on UNIX (Ver. 6.30), SAP Tech ED 2002
Copyright 1995-2005 Open Text Inc. All rights reserved.
Slide 46
- Customers are restricted to the SAP ECL (or EAI) - Viewer or an other thirdparty document viewer missing Open Text specific functionality like
Notes, Annotations, Form overlay, etc. Integration of MS Office documents Email integration Scanning
- No batch import interface / COLD - No out-of-the-box solution for automated mass document import in SAP (e.g. for imports of large amounts of scanned documents)
Requires consulting partner support No product maintenance and no compatibility guaranteed
- No Rendition Management
Slide 47
Agenda
Why ECM for SAP? Livelink ECM Suite for SAP Solutions Livelink ECM Enterprise Archive SAP Content Server
- What SAP recommends - Functional Overview - SAP CS and Filesystem
Summary
Slide 48
SAP Content Server supports filesystem storage. This allows to store SAP CS content on a HSM or other SAN system.
Most HSM systems provide sophisticated security and backup capabilities Some HSM systems allow optical archiving very high level of security Companies having an HSM system are able to reuse existing hardware resources lower initial costs
Slide 49
Not designed to support large document files The combination of SAP Content Server and a HSM system is not designed to support large document files. The complete document has to be retrieved from the HSM system in order to access just a part of it. This results in long response times and bad performance on the client side Performs bad with huge amounts of small documents HSM system are designed to store large volumes of documents, but they perform bad with huge amounts of small documents. Many vendors as well as EMC recommend to package small documents in ISO images in order to improve the system performance. This requires an additional archiving system. SAP Content Server is not able to group files in packages. No optimization for high-loaded environments No optimization for high-loaded environments (e.g media change reduction). Livelink ECM Enterprise Archive usually outperforms a HSM system in high-loaded environments Not suitable as a long-term storage systems HSM systems are not suitable as a long-term storage systems. Tapes and harddisk might get damaged. No migration support. No alternative access to documents. Backups are readable only by the same type storage system, etc. Long response times Access requests to documents located on tapes (the preferred HSM storage media) especially on high loaded servers result in very long response times. This result in many cases in time-out errors on the client side and poor user acceptance. No Rendition Management
Slide 50
Agenda
Why ECM for SAP? Livelink ECM Suite for SAP Solutions Livelink ECM Enterprise Archive SAP Content Server Summary
Slide 51
Summary
LEA
Long-term readability and accessibility
Rendition Management Alternative Access to SAP data and documents Migration Support YES YES YES
SAP CS
NO NO NO
YES
YES YES
NO
Manually on the filesystem Manually on the filesystem
Summary
LEA
Prevention of unauthorized access
Encryption of the stored data Secure Data Transport SecKey, SSL, TLS Secure user authentication Audit of all activities Administration tools YES YES through SAP and own for alternative access YES YES
SAP CS
NO for Data Archiving YES through SAP NO for Filesystem Only for SAP DB
Securing evidence
Digital Signature Digital Signature via the client interface Time Stamps Logging, Auditing YES YES YES YES ?? NO NO YES
Slide 53
Summary
LEA
Security and performance
High Availability (Hot Standby) High Security (Local Standby) High Security (Remote Standby) YES YES YES
SAP CS
YES
YES YES YES
Summary
Livelink Enterprise Archive
is a as an long-term enterprise-wide document backbone. It provides a series of build-in functions to support companies over the time in line with the increasing size of the archive, new requirements and the installation complexity.
Performance
Slide 55
Summary
Livelink Enterprise Archive is Secure!
It is the best available solution to meet all legal requirements for secure and long-term storage of documents and meta data. Secure long-term storage
SAP
legacy systems
ECM Solution
FI
DMS
Slide 56
Summary
SAP Content Server is not an archiving system. It is missing important functionality to ensure secure, authentic, unaltered and long-term document storage, which is required to meet legal rules and regulations e.g for financial documents. SAP Content Server is storage solution without additional components (like scan client) required to support complex customer scenarios. In opposite to this, Open Text is offering a complete product and solution suite. Open Text offering results in higher license costs, but lower project costs and maintenance efforts as well as in a much higher system security. SAP Content Server is suitable to store dynamic content like marketing materials or knowledge management content. LEA is a high-available and high-secure solution required by companies for a secure long-term storage of business critical documents and information.
SAP Content Server is a SAP-only solution. There are no integrations with other legacy systems available. LEA is a ECM document repository and supports a variety of different leading enterprise applications.
Slide 57
Slide 58