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Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
Introduction
Enterprise Content Management Document Management SAP Document Management SAP PM Document Management
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
Documents
Basic DMS Home Truth #3 SAP has an excellent technical document management system
there are lots of major organisations using it great support for SAP plant maintenance it is SAPs best kept secret!
2: Cost
Its free
3: Integration
Fully integrated in SAP Links to all SAP objects This is the most compelling reason If your company has SAP and you dont use the SAP DMS - why the hell not ?
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
Documents have no stand alone function Documents only have a reason for existence if they form part of a business process Clear business process definition is essential DMS system design should follow the business process
Prevent unauthorised access and changes Document change control Clean up a continuous effort
The only good reason for Document Management is to enable users to find the right information quickly! Wide and easy availability of documents Easy and accurate find and deliver functionality
Full text search engines
Keep It Simple
Understanding of the value of controlled and accessible documents Understanding the value of an Integrated System Commitment of resources to make it happen Visible support from management
Without commitment from management, there will be no buy in at user level.
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
The bigger the effort spent on design -the greater the likelihood of success. Get wide involvement in design
Users Management
SAP GUI old & new SAP Easy Document Management Web documents SAP Portal New SAP UI
If the Look & Feel doesnt work for you - change it!
New SAP UI
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
Basic building block of a DMS Powerful functionality behind it Don't use the SAP standard document types. They are examples and do not make any sense for real world applications. Build your own based on unique business processes.
Classification
Another great feature of SAP DMS!
Extremely powerful Share with other modules Design classification with great care
User experience must be positive Do not over-classify users will fill in the bare minimum
Status Network
Match your status network to your business process Use statuses that makes sense to your business
Example: As built; Draft; Approved for construction dont use SAP standard status like "registered" that may not make sense
Storage
Content server
not the SAP database
Mass processes
Mass Delete Mass Printing Mass Status Change Mass Check in/out .....
Document distribution
Document take-on Automatic superseding DMS Desktop Auto classification Review date and Notification Calendar pop-up in Classification Limit access based on classification
Date fields
Automatic input
Powerful work automation with Workflow
Data input
Minimise information required make it easy Auto populate where possible Drop-down lists ensure consistent data Take-on programme with Xcel
Digital signatures
Automatic check-in
If documents are not checked in, they are not secure Force the issue (Automatic Check in)
Document Numbering
PM document output
Define business process Ensure data integrity Enhancements available if standard SAP dont meet requirements
E.g. Seal systems
Office integration
MS Office documents Save as direct to SAP with EasyDMS Powerful and easy templates
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
Records Management
Regulatory controlled documents Additional constraints DMS can be configured to meet most requirements
Review and destruction dates Taxonomies
Introduction Basic Home Truths Traps: Reasons for DMS system failures Tips: DMS system implementation fundaments Tricks: DMS cool stuff Related technologies Wrap-up
QUESTIONS?
How to contact me: Abie Spies +61 4 33315534 abie.spies@ei-anz.com