Optimizing Asset Value and Performance with Enterprise Content Management

(1)

SAP Solution Brief SAP Business Suite

SAP Extended Enterprise Content Management by OpenText

Optimizing Asset Value and

Performance with Enterprise

Content Management

Benefits Solution

Objectives Quick Facts

AP

affiliat

e c

omp

an

y.

All right

s r

es

er

(2)

Objectives

Improving asset management

with centralized information

When it comes to managing capital-intensive assets such as power

plants and manufacturing facilities, your goal is to

minimize complexity

and Run Simple.

This means managing lots of content – such as technical

specifications, user manuals, maintenance records, service contracts, and

drawings. But with content spread all over the enterprise, the complexity

can be overwhelming.

The fact is, most asset management processes focus on structured, transactional information. While this data is important, it’s only part of the story. Equally important is unstructured content – the kind not stored in a database. With such content available in digital format, it’s a lot easier to make informed decisions and take quick action regarding the assets that drive your business. Service technicians can stay busy, and your time-to-repair rates can plummet. This reduces your management costs

and increases asset value. And with a central-ized approach for managing asset-related records, you can more readily comply with regulations in an affordable manner. The SAP® Extended Enterprise Content Man-agement (SAP Extended ECM) application by OpenText can help you meet these objectives. This software connects enterprise content and increases knowledge management and collaboration with support for Microsoft SharePoint – leading to higher efficiency and improved equipment reliability.

Improving asset management with centralized information

Benefits Quick Facts

(3)

Connecting content to asset

management processes

Integrated with SAP Business Suite applica-tions, SAP Extended ECM provides unified, 360-degree access to transactional and unstructured content in a choice of inter-faces. Users have access through standard SAP software interfaces, making it easier for them to learn and use the full range of SAP Extended ECM application functionality. You can also extend access over a Web interface – thus including users in the overall process when relevant, without giving them unnecessary or inappropriate access to SAP enterprise applications.

Content is stored with an appropriate struc-ture, and key data attributes are associated with the documents. This enables the user to navigate or search to readily find the content in SAP software associated with a customer, supplier, part, or equipment.

You can also use SAP Extended ECM to sup-port the scanning and digitization of paper documentation, reducing reliance on paper processes and lowering physical storage needs and costs. The software also supports bar-code recognition for quick input of paper-based information.

SAP Extended ECM makes access to asset-related

content easier – which makes asset management

more effective.

Connecting content to asset management processes

Optimizing asset maintenance Internal and external collaboration Enterprise record management Archiving enterprise data and documents Integration with Microsoft SharePoint

Solution Benefits

(4)

Optimizing asset maintenance

Asset maintenance activities are content dependent and, if not managed carefully, can bottleneck operations. SAP Extended ECM empowers maintenance workers to find the information they need to sustain momentum during a shutdown.

Engineers and technicians can store and later retrieve data and documents created during analysis, testing, and maintenance work. Maintenance planners can collect, organize, and securely store information in back-end SAP software, establishing a clear link to equipment, material, and transactions in the

software. They can also more easily analyze information to determine what improvements need to occur to shorten the duration of out-ages and reduce downtime.

Beyond data files, you can also leverage the software to manage the lifecycle of items such as certificates and permits to maintain tight control of all assets. You can more easily retrieve documentation that tracks root cause analysis to identify patterns, predict potential future outcomes, and influence maintenance plans to reduce the number of environmental incidents and production upsets.

Benefits

Solution

Connecting content to asset management processes

Optimizing asset maintenance

Internal and external collaboration Enterprise record management Archiving enterprise data and documents Integration with Microsoft SharePoint

What good is an asset when it’s offline? SAP

Extended ECM helps you keep your assets up and

running and delivering value as much as possible.

(5)

Internal and external collaboration

Business processes can run across depart-ments, divisions, regions, and even among different organizations outside the physical boundaries of your facility. SAP Extended ECM allows you to engage and collaborate with all of the appropriate stakeholders, both within and beyond the organization.

For internal projects, SAP Extended ECM enables collaboration among team members with rich functionality that supports

project-team workspaces, discussion forums, and collaborative approval workflows, tasks, and polls. For projects including external stake-holders, SAP Extended ECM extends that functionality, allowing you to set up a secure extranet environment and workspaces in which to share documents. Because the interface is Web based, all your partners need is an Internet connection, a browser, and a user name and password to be integrated into your processes.

Benefits

Solution

Connecting content to asset management processes Optimizing asset maintenance

Internal and external collaboration

Enterprise record management Archiving enterprise data and documents Integration with Microsoft SharePoint

SAP Extended ECM helps make collaboration

a part of everyday business.

(6)

Enterprise record management

Many types of equipment, such as pressure vessels and valves, furnaces, and heavy machinery, come with a risk of injury, fatality, or environmental impact. Private citizens have high expectations for industrial responsibility, while government regulations require increased diligence, testing, and documentation. Keeping accurate corporate records is no longer optional, but you need the proper tools. SAP Extended ECM helps you meet this chal-lenge. The software provides in-depth records management functionality so you can fully

document and manage the lifecycle of enter-prise content. Records can be declared in accordance with legislative requirements. This approach demonstrates compliance and shows how your organization adheres to required records management practices, including retention, change control, access, and ulti-mately destruction of content at the end of its lifecycle. The software can be configured to classify documents automatically, thus supporting consistency and accuracy, and complies with the U.S. Department of Defense directive 5015.2 for records management. Benefits

Solution

Connecting content to asset management processes Optimizing asset maintenance Internal and external collaboration

Enterprise record management

Archiving enterprise data and documents Integration with Microsoft SharePoint

Just for the record, SAP Extended ECM makes

compliance easier.

(7)

Archiving enterprise data

and documents

IT departments constantly battle with the need for increased storage capacity to manage the huge volume of both structured and unstruc-tured content generated daily by users. SAP Extended ECM includes archiving functionality that allows the offloading of data and docu-ments into an archive from within the software and from production SAP databases. This functionality significantly reduces content storage costs, database backup time, and the need for additional hardware, while improving production-system performance.

Archiving functionality also supports IT efforts by providing a means to archive data and documents before a software upgrade or migration. Archiving minimizes system down-time during the upgrade, minimizes the size of the upgraded database, and optimizes the performance of the upgraded system. SAP Extended ECM is integrated with the SAP Information Lifecycle Management component and is a preferred archiving solution to com-plement that data extraction method. Benefits

Solution

Connecting content to asset management processes Optimizing asset maintenance Internal and external collaboration Enterprise record management

Archiving enterprise data and documents

Integration with Microsoft SharePoint

Do you have too much content in your live

production environment? Put it in easily accessible

archives to reduce costs and improve performance.

(8)

Integration with Microsoft

SharePoint

SAP Extended ECM integrates with Microsoft SharePoint to further support collaboration, administration, and compliance. By connect-ing Microsoft SharePoint with core SAP Busi-ness Suite applications, the software helps you execute asset management processes, generate shipping documents, and improve the transparency of plant and maintenance information in general. You can also delegate control of Microsoft SharePoint sites to local administrators with advanced templates and self-service tools. Then, to control site prolif-eration, you can archive and delete redundant sites as needed.

This same archiving feature drives sound information governance with comprehensive record management. To maintain a full chain of custody and support traceability, SAP Extended ECM enriches Microsoft SharePoint content with contextual metadata. Documents are also archived as records and controlled using content type mapping, document access permission synchronization, and automatic link updating. This makes it easier for you to meet the demands of internal auditors, external regulators, and legal requests.

Benefits

Solution

Connecting content to asset management processes Optimizing asset maintenance Internal and external collaboration Enterprise record management Archiving enterprise data and documents

Integration with Microsoft SharePoint

Enhance collaboration, improve compliance, and

dramatically increase the value of Microsoft SharePoint.

(9)

Toward a better asset

management future

Ultimately, SAP Extended ECM helps improve efficiency and effectiveness related to your asset management processes, enabling you to minimize complexity and Run Simple. With centralized, easily accessible maintenance content, you’ll boost productivity and im-prove operational control while increasing asset reliability and reducing outages. And with rich functionality such as project-team workspaces, discussion forums, and collabor-ative approval workflows, you’ll improve inter-nal and exterinter-nal collaboration.

SAP Extended ECM also helps reduce risk with in-depth records management functionality that supports the consistency and accuracy of information required for compliance purposes. The software delivers significant benefits on the IT front as well. For example, it helps reduce total cost of ownership because it is powered by the SAP NetWeaver® technology platform and uses SAP tools for user management to mini-mize administrative overhead. It also reduces IT operating costs through data archiving to compress content, eliminate duplicates, and therefore reduce storage costs.

Toward a better asset management future

Benefits

Solution

Better asset management processes mean greater

asset value. That’s what SAP Extended ECM delivers.

(10)

Summary

The SAP® Extended Enterprise Content Man-agement application by OpenText helps you Run Simple by bridging the gap between structured and unstructured content used in asset management processes supported by SAP Business Suite applications. For capital-intensive industries, this contributes to improved productivity, reliability, compliance, and worker safety while reducing costs and environmental impact.

Objectives

•Optimize asset value and performance

•Increase access to information for

improved equipment maintenance and reliability

•Adhere to government regulations for

records management

Solution

•Easier access to asset management content

•Collaboration tools for managing project

teams, discussion forums, and approval workflows

•Enterprise record management for accurate

compliance

•Archiving tools to minimize demand on

production environments

•Integration with Microsoft SharePoint

Benefits

•Increased maintenance productivity and

improved operational control

•Improved asset reliability and reduced

outages

•Better collaboration for asset management

activities

•Reduced compliance risks

•Lower total cost of ownership and reduced

IT operating costs

Learn more

To find out more, call your SAP representative today or visit us online at

go.sap.com/solution/platform-technology

/content-management.html.

(11)

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affi liate company.

SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affi liate company) in Germany and other countries. Please see

http://www.sap.com/corporate-en/legal/copyright/index.epx#trademark for additional trademark information and

notices. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors.

National product specifi cations may vary.

These materials are provided by SAP SE or an SAP affi liate company for informational purposes only, without representation or warranty of any kind, and SAP SE or its affi liated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP SE or SAP affi liate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

In particular, SAP SE or its affi liated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP SE’s or its affi liated companies’ strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affi liated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to diff er materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions.