ELOSAP Presentation PDF

ELO Digital Office International Group
SAP & ELO

The innovative solution for secure document
management and legally compliant archiving
SAP Tihany / Hungary 2007
ELO Digital Office GmbH Tuesday, 11 September 2007
Jrg W. Deppe Page 1
Agenda
1. Why archiving and document

management with SAP?
2. Typical processes and business
documents.
3. What does SAP offer?
4. What additional benefits does an
DMS solution provide?
5. How can ELO Digital Office help
you?
Jrg W. Deppe Page 2
1. Data archiving with

SAP and DMS
Objective:
Control the size of the database
Advantages:
Improve the Business Process

Increased System Performance
Reduced Query Times
Reduced Vulnerability of Data
Less Backup time
Easier Database Administration
Less Hardware Requirements
Less Storage Costs
Jrg W. Deppe Page 3
1. When to start with

data archiving
As soon as possible!
R/3 DB
SAP data archiving should be part of the initial R/3

implementation
At this time, core business processes are defined
including data creation and data retention
An early archiving start:

R/3 DB
Archive System
Ensures best archiving performance

Avoids R/3 performance problems due to large data
volumes
Avoids unnecessary infrastructure investments, such as
hard disk, backup, disaster recovery, etc.
Eliminates the pressure of implementing when
performance is poor or no disk space remains
SAP Data Archiving is a standard SAP maintenance

task!
Jrg W. Deppe Page 4
1. Business documents:
The problem
Current situation:
High costs
- Office Material
- Furniture
- Cost of copier/printer
Time
- Labor Intensive Retrieval
- One check-out per time
Misplaced
- Lost Documents
- Labor Intensive Storage
- Slow Retrieval
Jrg W. Deppe Page 5
1. Managing documents with

SAP and DMS
Objective:
Handle electronic
documents instead of
paper
Advantages:
Reduces costs in paper
archives and distribution
Accelerates retrieval time
Increases transparency in
business processes
Simplifies document
handling
Jrg W. Deppe Page 6
Agenda

documents.
you?
Jrg W. Deppe Page 7
2. Processes and documents:

some examples
SD & CRM
Inquiry
Quote
Contract
Sales Order Confirmation
Delivery Note
Invoice
Accounts Payable
Incoming Invoice
Credit Memo
Delivery Note
Product Lifecycle Management

CAD Drawing
Office Document
Quality Management
Complaint
Internal Problem Notification
Certificate
Procurement
RFI / RFQ / RFP
Quote
Purchase Order
Correspondence
Contract
Human Resources
W2, W4, 401K Application
Resume, Performance Review
Time Sheet
Expenses
Healthcare Plan, Company Policy
Plant Maintenance
Order
Job ticket
Material Staging List
Order Object List
Service Notification
Jrg W. Deppe Page 8
2. Archiving Scenarios for

incoming documents
Filing for later recording

(early archiving)
Filing for later classification

(early archiving)
Filing and recording

(simultaneous archiving)
Filing and classification

(simultaneous archiving)
Classification and filing

(late archiving)
Early filing with barcode

(early archiving)
Jrg W. Deppe Page 9
2. Outbound Documents
Archive
Printer
No more paper copies

Access out of SAP transaction
Availability and re-printing of outbound
documents even if the underlying
transactional data is already archived, e.g.
invoices
Archiving process is fully automated and
does not require a change of the business
process
Outbound documents available via
hyperlinks in print lists
Jrg W. Deppe Page 10
2. Print list archiving

Print lists are stored in the

archive
No additional paper
archive required
Retrieval through SAPGUI
No redundant report
generation (= load)
or multiple print jobs
Availability of information
is fully independent of the
availability of the
underlying R/3 data
Agenda

documents.
you?
3. SAP ADK - Data archiving

SAP System
Transaction SARA
SAP DB
Tables
File System
ARCHIVE System
Archiving Object
Archive Files
Archiving run (ADK)

Via ArchiveLink
3. SAP ArchiveLink
SAP R/3 system
modules
FI
SD
MM
QM
PM
PP
HR
...
module
independent
component
External components
desktop applications
SAP
ArchiveLink
filing systems
User
User
Standard defined by SAP

Consistent available for
FI
CO
SD
SAPoffice
HR
MM/PS
PP
...
DMS vendor has to be

certified by SAP
3. SAP Records Management

Standard solution for the electronic

magament of records
Provides electronical representation
of the conventional paper record
Exceeds conventional paper record:
Enter Office documents
Add notes into the record
Integrates diverse electronic

elements
Business objects
Transactions
Reports
WebFlow Engine
Comprehensive customizable!
Agenda

documents.
you?
4. Information availability
or
kf
lo
st
o
H
Applic
ations
Scanner
ECM
D
at
ab
Printe
x
Fa
as
es
ail
M
E
4. Combining SAP with

non-SAP documents
Lotus Notes
SAP Office
ELO-Archive/DMS
MS Outlook
MS Office
4. Adding scanning a/o

functionalities to SAP
DMS with scan clients can do
Single / duplex scans

Batch scans
Quality improvement of scans
Quality check (paper jam etc.)
(automated) Classification of
documents
Validation and extraction of
data for automated input into
SAP transactions
4. Enhancing SAP workflow

capabilities
SAP business workflow is process

oriented
DMS workflow is document
oriented
DMS workflow can reach
additional users
Users without SAP GUI
External users like suppliers,
project members etc.
DMS provides ad hoc workflows

with flexible designs
DMS can create SAP business
workitems / activate SAP business
workflows
4. Integration into
company portals
Portal server
Intranet-Client
WWW gateway
Archive server
Agenda

documents.
you?
5. ELO Digital Office

Innovation through tradition
1871
Louis Leitz creates his first company
1995
Launch Electronical Leitz Organizer (ELOoffice)
1996
Foundation of ELO Digital Office GmbH
1998
Introduction of ELOprofessional
2004
Introduction of ELOenterprise

the product family
ELOenterprise
ELOprofessional
ELOoffice
- Client/Server
- SQL database
- Up to 3000 users
- 4,5 bil. documents
- Modular, Archive,
DMS, Workflow
- Windows based
- Box product
- DB MS Access
- Up to 10 users
- 200.000 documents
- Scanning, Archiving
and DMS
- Java technology
- SQL database
- Unlimited users
- Unlimited
documents
- Application server,
SOA, Portal
integration
- Platform
independent
full upward scalability
5. ELO solutions for SAP

customers
ELO is SAP ArchiveLink

certified
ELO can be integrated
into SAPGUI
environments
ELO can be integrated
into SAP Netweaver /
Enterprise Portal
...

customers from all industries
Any questions?
Thank you!
Jrg W. Deppe
Leading Professional
ELO Digital Office
www.elo.com
www.elodigital.hu

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ELO Digital Office International Group

SAP & ELO

Jrg W. Deppe Page 1

1. Why archiving and document

Jrg W. Deppe Page 2

1. Data archiving with

ELO Digital Office GmbH Tuesday, 11 September 2007

Improve the Business Process

1. When to start with

SAP data archiving should be part of the initial R/3

An early archiving start:

Ensures best archiving performance

SAP Data Archiving is a standard SAP maintenance

ELO Digital Office GmbH Tuesday, 11 September 2007

Jrg W. Deppe Page 4

Jrg W. Deppe Page 5

1. Managing documents with

Jrg W. Deppe Page 6

1. Why archiving and document

Jrg W. Deppe Page 7

2. Processes and documents:

Product Lifecycle Management

ELO Digital Office GmbH Tuesday, 11 September 2007

Jrg W. Deppe Page 8

2. Archiving Scenarios for

Filing for later recording

Filing for later classification

Filing and recording

Filing and classification

Classification and filing

Early filing with barcode

ELO Digital Office GmbH Tuesday, 11 September 2007

Jrg W. Deppe Page 9

No more paper copies

ELO Digital Office GmbH Tuesday, 11 September 2007

Jrg W. Deppe Page 10

2. Print list archiving

Print lists are stored in the

Jrg W. Deppe Page 11

1. Why archiving and document

Jrg W. Deppe Page 12

3. SAP ADK - Data archiving

Archiving run (ADK)

SAP R/3 system

ELO Digital Office GmbH Tuesday, 11 September 2007

Standard defined by SAP

DMS vendor has to be

Jrg W. Deppe Page 14

3. SAP Records Management

Standard solution for the electronic

Integrates diverse electronic

ELO Digital Office GmbH Tuesday, 11 September 2007

1. Why archiving and document

Jrg W. Deppe Page 16

ELO Digital Office GmbH Tuesday, 11 September 2007

Jrg W. Deppe Page 17

4. Combining SAP with

Jrg W. Deppe Page 18

4. Adding scanning a/o

DMS with scan clients can do

Single / duplex scans

Jrg W. Deppe Page 19