101 Open Text SAP Extended Enterprise Content Management for Partners
Jody White Extended ECM Program Manager Open Text
What is Enterprise Content Management?
Enterprise Content Management (ECM) is the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists. Source: AIIM The ECM Association
Improve Productivity
Reduce Transaction Cost
Manage Content Lifecycle
SAP 2007 / Page 2
Global Roll-out & Availability
CY 2009 SAP Extended ECM by Open Text 9.7.1 General availability: As soon as on pricelist SAP Versions: SAP R/3 4.6C, R/3 4.7*, ERP 2004, ERP 6.0* (includes SAP PLM) SAP CRM 4.0*, 2005*, 2007* SAP SCM 2004, 2005*, 2007*, 7.0* SAP SRM 2004, 2005*, 2007*, 7.0*
CY 2010
ASAP
*= Includes DoD certified Records Management on SAP ArchiveLink Documents and SAP Print Lists UI: English, German, French
SAP Extended ECM by Open Text 10.0
General availability: Q2 2010 Key Features: Records Management for SAP PLM/DMS Documents Enterprise Connect Integration for Open Text Document Mgmt TBD
Q2 2010
Target Customer
Target customer profile
Installed or net new customers implementing SAP Business Suite (at least one of the 5 component: ERP, CRM, PLM,SRM, SCM) Companies with annual revenue of greater than $1 billion, specifically PCN and LE accounts and upper ME Companies across all Industries
A B
Target Audience C-Level Executives LOB senior management teams General Counsel Records Managers VP of IT IT Management
Keywords to listen for:
Inability to Access Content across applications Optimization/Transformation Lack of Process visibility SOX Compliance Mergers / Acquisitions Mitigating Risk / Records Mgmt
How Extended ECM Expands the SAP Business Suite Footprint
User Experience Desktop Browser Outlook SAP Portal SAP GUI
SAP Business Suite ERP
End-to-end processes 360 view Content in SAP Context Full blown ECM within SAP Link structured and unstructured Content Tight integration into SAP
CRM SRM PLM SCM
Ext. ECM
Preferred user interface
Capture Content Access Document Management Records Management Collaboration Workflow Archive
SAP Business Process Platform
Score Card & Qualifying Questions |
SAP Extended ECM by Open Text Ten Questions To Decide If The Account Is A Good Target Do they have SAP Business Suite? Do we have executive access? Does this company manage a lot of content that supports business processes? Does this company require to have users, partners, suppliers collaborate on content and in the business decision process? Is the company heavily regulated (either by law or voluntarily)? Does the company have a records management program? Are your users required to log into multiple applications to find business documents to make decisions? Is your prospect considering a solution such as EMC-Documentum or IBM FileNet or do they already own these systems? Is this an SAP strategic target account PCN or LE? Do they have already own any Open Text? A total score of 6 points or higher is a good target 5 10 = GO! Y=1/N= 0
Qualifying Questions Do you have problems managing the growing volume of unstructured content? Are your users required to log into multiple applications to find business documents to make decisions? Do your users spend a great deal of time searching for content? Is litigation/compliance an issue for your organization? Are you looking for a collaboration solution to support business decisions? Does your organization do records management on SAP content? Would you like to manage all electronic and physical records across your organization from within SAPGUI? Does a lot of the content for one or many of your business processes reside outside of SAP?
The Key 5
things you will learn by the end of this session: 1. How Extended ECM enriches SAP business processes with content and the value it brings with it. 2. How Extended ECM delivers the right content to the right business process. 3. Youll understand and be able to articulate the business problems Extended ECM solves. 4. That Extended ECM is a productized SAP solution and there is no competition in the marketplace that offers this functionality. 5. Extended ECM is backed by SAP, sold by SAPs sales force
SAP 2007 / Page 7
SECTION 2: Understanding the Value Proposition
1. Introduction 2. The Business Need to Integrate Enterprise Applications with ECM 3. The Solution 3.1 Solution Enablers 3.2 Value Drivers 3.3 Business Processes
4. Why SAP Extended ECM?
People Need Accurate, Timely Information To Get Their Jobs Done
We dont manage content on an enterprise level. I cant find the documents I need to close out key transactions.
CIO I never have the most accurate information about my client.
SAP User
Supporting multiple systems is overwhelming my staff.
Sales User
How can I manage all our corporate content without user involvement?
IT Manager
Compliance Manager
Typical Content-related Business Processes
Common themes of all processes The primary business process is driven by SAP applications Require structured data and unstructured content Collaboration required to make appropriate business decisions
Content Centric
More details to come with transaction may need to be declared a corporate record and managed appropriately Content associated Physical and electronic documents are required to support business decisions
A few content-centric process examples
Quality Management
Project / Engagement Management
Asset Operation and Maintenance
Customer Service
Supplier Management/ Procurement
Records Management
Construction Management
Plant Maintenance
Talent Management
Correspondence Management
The Pain Disconnect of People, Process and Application
Structured and unstructured content continue to grow Content locked in siloed applications Multiple departments, users and applications
No consistent approach to records management
Content fragmented across applications Difficult to collaborate
ECM Solutions are Becoming an Integral Component to Core Business Processes
(Integrated solution) (Content embedded in business process)
Best of Breed (Specialized components)
Stage of Maturity
The Solution Content-Enriched Business Processes
Manage content growth and reduce administration costs Integrated applications accelerate IT landscape consolidation Consistent, seamless and efficient content flow enterprise-wide
Records management integrated with business process
Collaborative workspaces
Content in business context
Why SAP Extended ECM by Open Text?
Flexible interface choices for effective business applications Integrated technology platform connects people, processes and content Increased control of processes across the entire company Better decision making based on comprehensive insight End-to-end solution for ERP-ECM built with industry best practices Lower TCO with native integration Co-innovation brings best-of-breed together
Make Your Business Processes More Efficient and Effective
Help users perform daily tasks efficiently Help people to work effectively across enterprise boundaries Manage cost - and keep things simple Manage unstructured content in the context of processes Make sure organization complies with regulations in every region
Business Process-Centric ECM
Extended ECM by Open Text
Content-Enriched Business Processes
Roles SAP Business Object Data Content Events Transactions
SAP Extended ECM by Open Text
Provide secure native access for users of SAP and non-SAP software Enable consistent document handling and Microsoft Office integration SAP Business Process Platform
Empower teams with internal and external users to collaborate efficiently
Automate filing and indexing
Define, control and accelerate decision processes
Control the content and reduce compliance costs
Consolidate repositories and storage management
Leverage a business process platform for Enterprise Content Management
SAP 2007 / Page 17
Content Access Solution Enablers Role-based UI Integration into MS Office, Web and SAP GUI Comprehensive Search Content Browsing and Navigation Virtual Foldering SAP Business Process Platform
Provide secure native access for users of SAP and nonSAP software
Value Drivers Reduce search costs Improve SAP user productivity Increase content accessibility for cross-functional collaboration Reduce deployment time Eliminate need for end-user training
Personalization Permission and Role Management
Business Processes Employee self-service Customer folder for customer service Supplier self-service Plant maintenance Your scenario SAP AG 2009. All rights reserved. / Page 18
Collaboration Solution Enablers Team and Project rooms Shared Workspace Forums Discussions Notifications Task Lists News Channels/Ticker SAP Business Process Platform
Empower teams with internal and external users to collaborate efficiently
Value Drivers Boost productivity and accelerate business decisions Connect project teams globally Push business decisions to the appropriate individuals Streamline/automate communication within the organization Reduce risks by providing secure access to content
Polls
Business Processes Asset Operation and Maintenance Creation and Negotiation of Contracts Quality Management Project Management Your scenario SAP AG 2009. All rights reserved. / Page 19
Content Centric Workflow
Solution Enablers Ad hoc document workflow Work item lists Notifications Workflow Editor Workflow Monitor Value Drivers Reduce review and approval process costs Cut cost of document-regulated processes Decrease time spent on document-intensive processes Improve processes and compliance by using electronic signatures
Define, control and accelerate decision processes
SAP Business Process Platform
Business Processes Contract Management Employee On-Boarding Asset Requests Real Estate Management Your scenario SAP 2007 / Page 20
Archive Solution Enablers Data and Document Archiving Agnostic storage management Content Move between different storage devices SAP ILM integration Advanced Security Single Instance Archiving SAP Business Process Platform
Consolidate repositories and storage management
Value Drivers Cut costs by consolidating archive platform Decrease response times when managing large volumes of data and documents Reduce risk by protecting content with replication and tamper-proof storage Significantly improve content accessibility
Business Processes Archive platform consolidation Data and Document Archiving Upgrade of SAP application Legacy Decommissioning Your scenario SAP 2007 / Page 21
Records Management Solution Enablers File Plan and Administration Metadata Management Retention Schedules and Legal Holds Physical Records Management Advanced Circulation Automatic Classification SAP Business Process Platform
Control the content and reduce compliance costs
Value Drivers Ensure holistic enterprise program Provide defensible disposition of all corporate content Improve ability to mitigate risks Diminish exposure to discovery costs Reduce cost of storage through proactive destruction Facilitate easier decommission of legacy content
Disposition Audit Trails
Business Processes Controlling the lifecycle of content across the enterprise Records management of physical content Departmental and / or enterprise records management Your scenario SAP 2007 / Page 22
Capture Solution Enablers Scanning Indexing Forms Management Intelligent Classification Batch Processes Imaging Viewers SAP Business Process Platform
Automate filing and indexing
Value Drivers Eliminate paper and free up office space Reduce printing, copying and paper storage costs Ensure consistent and costeffective filing and audits Eliminate manual entry errors Decrease cost of filing content from non-SAP processes
Bar-Code Recognition Capture of various inbound types (paper, fax, mail)
Business Processes Customer Correspondence Claims and Complaint Management Travel Expenses Procurement Lifecycle Management Your scenario SAP 2007 / Page 23
Document Management Solution Enablers Version Control Check In / Out Metadata Categorization Compound Documents Audit Trail User / Group Access Content Type Agnostic SAP Business Process Platform
Enable consistent document handling and Microsoft Office integration
Value Drivers Reduce time spent finding the one version of the truth document Trim discovery costs across enterprise content Shrink file server and legacy document management application costs Decrease printing and copying to desktops / file shares and between applications
Comprehensive Search
Business Processes Change Management Contract Management Regulated Documents Quality Management Your scenario SAP 2007 / Page 24
What Is the Industry Saying?
The Deep Art of Enterprise Content Management
Tuesday, February 05, 2008 Jim Murphy
Rather than existing separately from established systems like ERP, content management acts as an extension of them, allowing for exceptions to the repeatable processes governed by ERP, as well as recognizing and capturing processes and data that should be managed in those systems.
IDC: Enterprise Content Meets Enterprise Business Processes Open Text & SAP Joint Solution February 2009 Melissa Webster
We believe SAP users will see tremendous benefit in the ability to transparently leverage ECM in conjunction with their portfolio of SAP applications, without needing to change their existing processes, reimplement their applications, or retrain their users
Key Benefits of Integrating ECM and ERP
CIO
Consolidated and Integrated Enterprise Platform
ECM / Sales User Increase Process Efficiency Web-based access to SAP content All relevant information in one view Quick Search
ERP / SAP User
IT Manager
Compliance Manager
Extend Functionality Full blown ECM within SAP Collaboration with non-SAP and external users MS Office integration
Mitigate Risk Enterprise-wide electronic and physical Records Management including SAP content Single set of retention policies Reduced corporate exposure to litigation and regulations
SAP AG 2009. All rights reserved. / Page 26
The Bottom Line of Content Enriched Business Processes
Optimized Business Processes
Extended Functionality for SAP Users
Significant Cost Reduction
Compliance and Risk Mitigation
SAP AG 2009. All rights reserved. / Page 27
Potential Buyers and How They Benefit
User CEO
Business Problems Improves compliance and reduces risk by providing secure, long-term archiving and disaster recovery capabilities; boosts productivity by integrating content with SAP transactions Improves IT efficiency, reduces administrative overhead, reduces the costs associated with maintaining legacy applications, reduces total cost of ownership, enhances investment planning, and increases IT agility in aligning with business goals Reduces risk associated with content, permits organization to adhere to industry standards/certifications, federal, provincial regulations and SOX, DoD 5015.2, etc.
CIO
General Counsel /Chief Legal Officer /Records Manager IT Management
Shortens time-to-deploy cycles for major software projects, improves quality of application development , reduces the amount of content/data needed to be stored/managed, and leverages existing infrastructure. Improves efficiency by eliminating paper; streamlines processes; boosts productivity and improves service quality and minimizes disruption of supply and value chain processes due to missing or outdated documents/content and improves ability to make business decisions,
Heads of operating departments (VP of Finance, Chief Marketing Officer, VP of Sales, VP Customer Service, etc.) Developers, performance specialists, testing teams, and QA engineers
Boosts productivity, maximizes reliability, and improves the quality of new application designs
WHITEPAPER Enterprise Content Meets Enterprise
Business Processes OTC SAP Joint Solution
Please take the time to read this whitepaper and share it with clients /prospects. Its honestly worth the read.
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