Setting an Enterprise Content Management Strategy
John Fiske, SAP ECM Solution Management
[email protected]
Agenda
Three Mandates for Enterprise Content
Typical Large Enterprise Approach to ECM
Brief Samples:
•
Collaboration
•
Compliance
•
Process Integration
International, National and Industry Regulations Are
Constantly Evolving
SEC 17a-4
HIPAA
Canadian Electronic
Evidence Act
DoD 5015.2
Basel II/III
Capital Accord
Electronic Ledger
Storage Law
VERS
AIPA
GDPdU & GoBS
& DOMEA
NF Z 42-013
Financial Services Authority
MoReq 2010
ISO/PRFTR15081
Sarbanes-Oxley Act
Federal Rules of
Civil Procedure
FDA 21 CFR Part 11
EU Data
Protection
Directive
Dodd-Frank
Nota Fiscale
Normativa 3400, SBIF
Capitulo X, CNBV
Articulo 052
Financial Instruments
and Exchange Act
The Banking Act
Insurance Business Act
Electronically Recorded
Monetary Claims Act
Unstructured Content:
Three Competing Enterprise Mandates
Compliance Officer Needs
Information Governance
Ensure all legally relevant
information is retained for the
proper duration and auditable
“Unstructured Content”
End Users Need to
Collaborate
Make it easy to find, share,
change and save content!
Ensure relevant content is
accessible and manageable
from the process application
Process Owners Require
Process Completeness
Typical Evolution Of Enterprise Content Landscape
Collaborative Tools
Systems proliferate
Not part of a holistic information
governance program
Cloud content managed only by
3
rdparties
Lacking more scalable
management features
Manageability Challenges
Create/ Capture Review/ Collaborate Access/Distribute Preserve/Destroy Store/ SecureContent Management
Content lacking process context
not very useful
Integrations to process
applications cumbersome
Content retention rules not tied
to system of record
Integration Challenges
Hey what about us?
We need that content too!
Agenda
Three Mandates for Enterprise Content
Brief Samples:
•
Collaboration
•
Compliance
•
Process Integration
Non-SAP User
ECM for SAP
Connecting users and content, inside and outside of SAP
SAP User
SAP
Related Content
Non-SAP
Related Content
Collaborate
(Workspace)
The Concept of Content Workspaces
SAP
Business
Object
Roles
Data
Transactions
Events
Content-Integrated Business Processes
Content
C
ont
ent
W
ork
s
p
ac
e
Business Object
Folder Structures
Metadata
Customer
ABC
ID
4711
Date
21.12.2009
Status
Prospect
Owner
Meier
Folder 1
Folder 2
Sub Folder 1
Sub Folder 2
Sub Folder A
Sub Folder B
Folder 3
Relations/Links
Follow up
Documents
Roles
Tasks
Workflows
Numerous Interfaces to Business Workspaces
MS Windows Explorer
SAP GUI
MS Outlook/Lotus Notes
xECM Web UI
SAP CRM UI
SAP Portal
Business
Workspace
DocuLink for SAP (SAPGUI)
Agenda
Three Mandates for Enterprise Content
Typical Large Enterprise Approach to ECM
Brief Samples:
•
Collaboration
•
Compliance
•
Process Integration
In Theory, Retention Management is Straightforward
Create
Collaborate
Distribute
Destroy
Archive
Create
Validate
Use
Destroy
Archive
Simplified Content Lifecycle
Simplified Data Lifecycle
Numerous Records Management
solutions are able to retain and destroy
content per policy
Numerous Archiving solutions are able
to retain and destroy data per policy
However, For Real World SAP Customers, There are Two
Important Challenges
Sales Order
Maintenance
Manual
Correspondence
Employee Data
Performance
Review
Customer Information
Functional Location
WBS Element
Lawsuit
Challenge #1:
Most enterprise content
is interconnected with Data from SAP
Challenge #2:
SAP Data is complex, with
numerous hierarchies and internal references
Using different retention engines/schedules
for content and SAP data can create chaos
No external solution can manage retention
of SAP data on a granular, object level
SAP Offers A Solution to Holistically Manage SAP Data,
SAP-Related Content and All Other Enterprise Content
1001 0100 1001 0100 1001 0100
Unified Archive for
Data and Content
SAP Document Access
Records Management
for Content
SAP Extended ECM
Retention rules set based on
associated SAP object
Physical records mgmt (barcoding,
space mgmt, check in/out, etc)
Support eDiscovery and legal holds
Permanent audit-trail
Automated destruction process
DoD5015.2 compliance
Retention rules set based on
associated SAP object
Supports SAP data hierarchies
and business references
Support eDiscovery & legal holds
Permanent audit-trail
Automated destruction process
Synchronization of data and
content destruction processes
Lifecycle Management
for Data
Netweaver ILM
Secure and scalable
Supports images, data, content
Integrated with retention engines
(Extended ECM and ILM)
Agenda
Three Mandates for Enterprise Content
Typical Large Enterprise Approach to ECM
Brief Samples:
•
Collaboration
•
Compliance
•
Process Integration
Manage Enterprise Content in Context of Structured
Business Processes
Old Paradigm
Content Managed Separately from
Core Business Processes
New Paradigm
Content Integrated With
Core SAP Business Processes
(e.g. FI/CO, MM, HCM, SRM, CRM)
Core
Business
Processes
Content
Content –
enriched
Business
Processes
Create/Capture
Review/
Collaborate
Access/Distribute
Preserve/Destroy
Store/
Secure
Create/Capture
Review/
Collaborate
Access/Distribute
Preserve/Destroy
Store/
Secure
Planning/Product
Development
Supply
Chain
Operations
Sales &
Marketing
Customer
Service
Legal
IT
Finance
Human Resources
SAP Extended ECM Content-enables
Numerous Processes across the Enterprise
Supplier
correspondence
management
Supply chain
record keeping
Enterprise asset mgmt
(maintenance, grid
construction, etc.)
Lifecycle mgmt for
maintenance records
Bid to cash
documentation
Market research
Collateral mgmt
Multi-channel customer
service records
Case Management
(investigations, fraud,
incident, accident)
Lightweight 3rd
party collaboration
Enhanced project
mgmt (quality, store
lifecycle, etc.)
Consolidate ECM systems
Legacy decommissioning
Archive data and content
Process changes carry
forward ECM integrations
Global retention policies
Automated compliance
Fast e-Discovery
Contract mgmt
Procurement contract
lifecycle mgmt
Dispute mgmt
Strategy mgmt
Benefits lifecycle mgmt
HR record retention
Policy management
Multi-channel
correspondence mgmt
Plant Operator
Monitor asset
condition
Create
maintenance
notification,
specifying technical
object, urgency,
and symptoms
Review downtimes
with production
shift planners
Mitigating
production impact
Review
Maintenance Work
Package
Work clearance
Field Level Risk
Assessment
Begin equipment
teardown
Assess asset
condition, issue
parts requisition
Collect data:
physical parts,
photographs,
interviews, etc.
Review associated
equipment
documentation
Correspond with
equipment
supplier/OEM
Review lab tests
Complete analysis
and make
recommendations
Record actual work
hours and parts
used
In case of
corrective action,
the notification is
updated with the
found cause
Work order
completed
technically and
commercially and
then closed
Maintenance
Technician
Reliability
Engineer
Maintenance
Technician
Equipment is back
online
Maintenance
schedule revised
Inventory updated
Plant Operator
SAP Extended ECM for Enterprise Asset Management –
equipment failure analysis
Conduct Equipment Failure Analysis
1. Notification
SAP Extended ECM for Enterprise Asset Management –
equipment failure analysis
S
A
P
E
x
te
n
d
e
d
E
CM
S
A
P
P
M
Define Scope of
Analysis
Initiate Analysis
Conduct Analysis
Recommend-ations
Create Work
Orders
Scheduling and Fixing
Completion
Create Maintenance
Notification
Conduct Equipment Failure Analysis
1. Notification
Agenda
Three Mandates for Enterprise Content
Typical Large Enterprise Approach to ECM
Brief Samples:
•
Collaboration
•
Compliance
•
Process Integration
Combine ECM With SAP to Achieve Three Enterprise
Goals for Unstructured Content
Compliance Officer Needs
Information Governance
End Users Need to
Collaborate
Process Owners Require
Process Completeness
Create/Capture Review/ Collaborate Access/Distribute Preserve/Destroy Store/ SecureSAP Portfolio of ECM Solutions by OpenText
Archiving
Secure, compliant, cost-efficient storage of information
Document Access
360 degree information access
Employee File
Management
Automate HR File administration and enable self
service scenarios
Invoice
Management
and OCR
Minimize data capture effort and human intervention Streamline accounts payable processesDigital Asset
Management
Optimized management of rich media assets Integrate media into marketing communicationsDocument
Presentment
Automate document generation and personalization (e.g. billing statements)Extended
ECM
Best-of-breed ECM with unique SAP integration and process support. Enterprise Records ManagementTravel Receipts
Management
and OCR
Automate receipt handling and streamline expense management processPortal
Content
Management
Document Management and Collaboration embedded into SAP NetWeaver Portal and Enterprise WorkspacesPortal Site
Management
Powerful Intranet/ Extranet authoring and publishing embedded into SAP NetWeaver Portal and Enterprise WorkspacesExtended ECM
Archiving Secure, compliant, cost-efficient storage of info. Document Access 360 degree information accessExtended
ECM
Example Benefits of Combining Content with Processes
Make revenue generation more efficient
o
Shown to expand marketing program effectiveness by over 600%
Reduce operating costs of core business processes
o
Common process improvements can improve efficiency by 20-70%
Minimize regulatory and legal risks and costs
o
Average cost of non-compliance is $9.4m/yr, with risk of much larger penalties
Reduce the complexity and cost of your information environment
Thank You!
Contact information:
XX
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