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SAP Document Management System Overview

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DMS : Overview

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DMS : Overview
Document management is a process taken with document within an organization, with respect to the creation, approval distribution and deletion of documents.

(Known by some as a "paperless office" system or content management system.)

A document management system (DMS) is used to track and store electronic document and / or Image of paper documents. It is usually also capable of keeping track of the different versions modified by different users (history tracking). We have used below mentioned Processes for improving the affectivity of our DMS System. Document Review & Approval Process . Engineering Change Management Process.

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DMS : Process and Features


Create original and Upload document Classification System for Storing Meta Data

Start

1
Document Creation

2
Document Upload

Engineering Change Management for tracking changes

8
Storing and Managing Documents

Document Review and Approval

5
Document Approval

4
Document Review

3
Document Workflow

7
6
Document Distribution

7
Change Management

Finish

Document Linkage to other SAP objects

4
6
Document Distribution Commenting

5
Final Approval

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DMS : Document Life Cycle


Document Creation
Upload documents Characterstics Maintenance Reviewers & Approvers Document Recipient List

Document Review
Triggering Workflow Internal distribution Redlining and Commenting

Document Approval
Accept or Reject Decision Re-submission Notification to Vendors

Document Distribution
Create Recipient List Internal Document Distribution with in IPL External Document Distribution

Change Management
ECN (Engineering Change Number) creation Approval for Change Creation of New Revision

Master Markup Version creation Creation Notification to Approval with Categories Vendors

Vendor collaboration platform

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DMS : Capabilities
FIND: Find documents and files in seconds rather than hours. SHARE: Allow more than one worker access to the same document at the same
time.

VERSION CONTROL: Version control gives you the ability to mange document
changes and revisions including going back to a previous version of a document.

CENTRALIZATION: Store department or workgroup documents in a central


storage area.

SECURITY: Set document security for who can view and update files.

AUDIT: Verify who viewed and made updates to documents.


ARCHIVING: Set retention periods for documents, and schedule archival or removal processes.
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DMS : Integration with other SAP Modules


Production Planning Module has a seamless Integration with all the other Modules in SAP MM
Tech. Evaluation Vendor Dwg. Purchasing Support Doc. Contract Document Tender Doc.

PM
O&M Doc./Manuals O&M Dwg. O&M Modification Proposal Vendor Dwg. QAP and FQP

SD
Sales order Sales contract Invoices Customer Doc.

FICO

DMS
PP
Generations Reports

Invoices Vendor Doc. F&A Doc.

QM
QAP FQP Cert. of Conformity / Non Conformity MDCC Test Certificate

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DMS : Document Info Record


Document info record refers to the master record in the SAP System that stores all the business information for a document. It contains the original files and the metadata for a document.

Originals : It refers to the original files (for example, the design drawing) which contains the actual information in the document.

Meta Data : It refers to the attributes related to the attached Originals (such as the Dept., Project, Package etc.)

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DMS : Document Numbering System (DIR)


DIR Numbering System
Internal numbering strategy is SAP generated numerical numbering system.

For example, we have defined a number range from 10000000001 to 99999999999.

The first saved number will be 10000000001, second will be 10000000002 and so on in a sequential fashion.

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DMS : Document Types


Definition
The document type is used to categorize documents according to their distinguishing features and the organizational procedures and treatment that result from them. Examples:

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DMS : Document Status Network


Document Status
During document review and approval process, document passes through multiple decision points, which are represented and identified as document status.

Document Status Network


The multiple decision points once defined can be formed together in a logical sequence to build a Document Status Network. It helps cater multiple needs of a process and can trigger automatic notifications to decision makers for making a decision. The Document Status Networks are based on the Document Types.

Advantages
Process Standardization for document review and approval process

Unique Status network for every document type


Automatic alerts/ workflow notifications triggering on document status change Reduction in document review and approval lifecycle Highly Secure
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DMS : Document Status Network


L E G E N D

Previous status Current status Pending further status

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DMS : Document Workflow


The Proposed Business Work Flow solution will add value to the document review and approval process. Dynamic selection for reviewers and approvers Decision notifications with document link to the reviewer/approver

Informatory notifications via e-mail


Reviewers Approvers

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DMS : Document Workflow Alert Messages


Workflow Notification Decision step
The screen shows the SAP Business Work flow notification in SAP, with multiple decision options.

Based on decision made, the document work flow gets triggered ahead.

Informatory Workflow Alert


The screen shows the informatory workflow alert, with specific decision details for a document.

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DMS : Document Display using ECL Viewer 7.0


ECL Viewer from SAP enables to view the original application files without the native software being installed on user front-end machine. Review and commenting on original files with the use of mark up layers / redlining.

Comparison of original application files between two different version of DIR

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DMS : Review Functionality


Provides Complete review functionality with users not requiring AUTOCAD installed on the local machines.

Review of the document is stored automatically with Time Stamp attached to it

Time Stamp Name: User XX Date: 08.04.2009 Time: 11:25:41

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DMS : Document Distribution


In its entire lifecycle document needs to be distributed multiple times to multiple users like clients, vendors, consultants, reviewers etc. With this Solution it will be possible to distribute the documents directly from SAP to multiple recipients dynamically

Key Features
Document distribution log maintenance
Single source distribution avoiding multiple communication modes Secure for Confidential documents Dynamic selection of document recipients possible

Document Distribution to any external agent is possible

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DMS : Document Collaboration

SAP Vendors Consultants

Collaboration Hub

SAP

Client

IPL

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DMS : Document Collaboration Using cFolder


cFolder (Collaboration Folders) is the SAP web-based application for collaborative sharing of information which enables users to work on complex engineering projects in virtual teams with external business partners.
cFolders is part of a suite of applications powered by SAP Net Weaver that provides a collaborative platform inter-enterprise and intra-enterprise

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DMS : cFolder Structure


cFolders (Collaboration Folders) is the SAP web-based application for collaborative sharing of information. It caters with requirements to work in distributed design and manufacturing teams in a collaborative web based environment. cFolders is used as collaborative platform to share information with external parties e.g. vendors, suppliers and customers.

Role-Based and Clients.

access

to

cFolders

structure will be provided to Vendors

Based on current document status in

cFolders, Document will be visible to


Vendors and Consultants.

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DMS : Document Management with SAP DMS & cFolder


SAP DMS Document Info Record (DIR) Alerts Notifications Versions SAP ECM Engineering Change Record (ECR) Engineering Change Number (ECN) cFolders Collaboration Document Structure Versions, Revisions
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DMS : Document Storage and Retrieval


Document storage and administration functionalities for different locations using SAP Content Server and SAP Cache Server Components which will interact with the knowledge provider
Secured Centralized storage for all originals Improves processing time Fast and direct access to documents from any workplace or location

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DMS : Advantages
1. 2. 3. 4. 5. 6. 7. Improve staff productivity Reduce costs associated with manual document Promote sharing of knowledge and information Enhance corporate transparency and governance E-mail and fax files instantly Access documents while traveling Publish documents to CD, DVD or the web, as appropriate

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DMS : Overview

Thank You

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