Integrating Enterprise Content Management Solutions with the SAP Enterprise Asset Management Solution at the Belgian Railways

Integrating Enterprise Content Management Solutions
with the SAP Enterprise Asset Management Solution at
the Belgian Railways

Stephane Haelterman – Project Manager
SAP EAM - London, 30th of September 2011

Agenda

 Optimize cost and TCO of all the organization‟s information assets with SAP
Extended ECM by Open Text: NMBS's business case

 Easy access to unstructured content for operators, technicians, and reliability
engineers, ensuring worker safety, procedural compliance, and efficient repairs

 Technical documentation, operating procedures, reports, and recommendations
automatically tied to all SAP plant maintenance data and available for both SAP
and non-SAP users

 Comply with European legislation on traceability and safety measures

 Key points to take home / Q&A

SAP EAM - London, 30th of September 2011 -2-

Business case – Key figures

Employees
• 20.761 SNCB/NMBS

Travelers • 12.749 Infrabel
• > 500.000 travelers a day • 4.111 Holding
• 207 million travelers a year • 710 Other

UK Network
NL • 3.374 km of lines

BE • 3.002 km powered
DE
Trains &Stations • 314 km HST lines
• 550 Stations & Stops
• > 3.670 trains a day
FR
• 698 locomotor Freight
• 740 self-propelled • 60 million tons a year

• 280.980 seats
• 4 Eurostar (HST)
• 7 Thalys (HST)
Traffic
• 29.298 traveler trains a week
• 6.941 freight trains a week
• 89,2% arrived on time or max 5 min. delay


Business case – Corporate Objectives

Past Present Future
Traditional monolithic Transition driven by Innovation driven by
national railways company
 Cost optimisation  New business model within an open market for
 Enhanced Customer Services - passenger transport
 Punctuality of rail services - maintenance of rolling stock
 Uncompromising safety  Agility to meet evolving customer demands
 New generation of employees  Quality and accuracy of the information
 European market demands  Paper reduction
 Work procedures uniformity

Legacy DBs, Custom Apps, Strategic Platform for change Enriched Business Processes with content to
File servers and Paper and agile business processes enable Enterprise Information Management


Business case – Volumes

912.836 8.667 112.000 / Y 6.980 23.000 / Y 20.761

Volume
Procedures

Work
Instructions
Technical
Drawings Technical
Files

Vendor
Maintenance Invoices
Guides Customer Employee
Projects
… Complaints Files
3.586 documents

Object
Material Task List Invoice WBS Element Service Ticket Employee
BoM PM Notification Solman Ticket Business Partner
PM Order
WBS Element
Functional Location
Equipment


Business case – Why SAP xECM by OpenText

Right Place
Right Time

360° View Quick Search Process Integration

All processes require ACCESS to HIGH QUALITY DATA

Standardization
Structured / Unstructured Data Central Repository of procedures

Tracability
GOVERNANCE of the information lifecycle
Auditabilty


Business case – Why SAP xECM by OpenText

Infrastructure and Architecture SAP ERP integration Functionalities
Architecture simplicity Out-of-the-box integration Intelligent document recognition

Number of servers 360° view on content linked to processes Paper scan and electronic document
indexation
Interoperability Easy access to documents via business
workspaces Full-text indexation with OCR
Scalability
Virtual folders based on SAP data Automatic classification
structures
Content and storage space management
User interface SAP data and documents archiving

Web wokspace Thesaurus management
Autocad / Inventor
MS Windows Explorer Offline access to documents
Interoperability an semantic level
MS Outlook Collaboration

SAP Enterprise Portal Support and Maintenance Workflow
Longterm ERP integration roadmap
SAP Gui
Quality of support


Business case – Link to Corporate Objectives

Progressive paper cost reduction strategy
Cost optimisation Lower TCO for the content management solution, so a higher ROI

SAP xECM by OpenText
Corporate Objectives

Enhanced Customer Faster handling of customer case files, faster information lookup
Services

Speed up and avoid breaches in the supply chain by visualizing parts to
Punctuality of rail services order/produce

Uncompromising safety Accuracy of technical drawings and valid working procedures

New generation of Secure historical know-how and offer modern working tools
employees

European market demands Comply with demands for traceability, conformity, safety certificates


Business case – The 4-year xECM roadmap

HR-LSO, HR-QLF,
FI, CO, MM, WM, SD, LE, Enterprise Portal, CRM-MKT, HR-PA,
PS, PM CRM Complaints HST Maintenance, HR-TIME, HR-REC,
for all entities Handling, Rolling Stock HR-TRAVEL IS-Real Estate, EH&S
FI, CO, MM, WM, SD, LE, Carve-out B-Cargo, Maintenance, Distribution, QM Certificates,
PS, PM HR, CO-PA, BI Entity In Charge of CRM-LTO, CRM-CPM, Web Content Mgt, PS-RPM,
for 4 Central Workshops Invoice Mgt Maintenance CRM-CTR SAP Data Archiving Information Lifecycle Mgt

ERP

2009 2010 2011 2012 2013 2014 2015
xECM

5.000 users xECM xECM Rolling Stock HST Maintenance, QM Certificates, Enterprise Asset Mgt
10.000 users Strategy Vision & Plan Maintenance, HR-LSO, HR-QLF, PS Documentation +
Intelligent CRM-LTO, CRM- Solman integration,
Driver CPM, CRM-CTR , PS-RPM
Assistant CRM Complaints HR-OM, HR-PA, HR-TIME,
Handling, Web HR-REC, HR-TRAVEL,
Content Mgt Employee File Mgt,
Information Lifecycle Mgt


Business case
Bridge the gap between business processes and business documents

• Technical Drawings  Example of solutions • Lease Agreements
• Book of Patterns • Leasing Contracts
• Calculation notes Enterprise Asset Management FI/CO, PLM, SRM, EH&S, HR • Property Acts
• Quality Manuals Real Estate Management FI/CO, PS, PM, MM, HR • Contract Forms
• Operational Guides • Contract Account Sheets
Employee File Management HCM, Non-SAP
• Procedures • Rent Settlements
• Work Instructions Invoice Management FI-AP, MM • Customized Emails / Fax
• Fact Sheets Travel Receipt Management HCM, FI/CO • Digital Signatures
• Forms • Photos
Intelligent Driver Assistant HR, PM, Non-SAP
• Checklists
• Naming Conventions Facility Management
• Technical Catalogue • Resumes • Line Sheets
• Pictures • Learning • Brakes Bulletin • Invoices
• Assessments • Troubleshooting Wizard • Taxes
Maintenance
• Appraisals • Log Book • Downpayments
• Medical Attests • Time Registration
• Training Attests • Incident Handling Accounts Payable
• Certificates
Driver Procedures
• Function Descriptions
HR

SAP EAM - London, 30th of September 2011 - 10 -

Business case – Return On Investment

• Handling cost of 1 document is about 20 USD (15 EUR).

• An employee handles at least 1 document a day and works at
least 200 days a year. The average cost is theoretically
about 3.000 EUR by employee by year.

• For 10.000 users, this cost is theoretically about 30.000.000
EUR a year.

• By using SAP xECM by OpenText, this cost can be
reduced by 50% at least, along with measures to drastically
reduce the usage of paper.


Business case – Introduction to SAP xECM by OpenText

Automate filing and indexing

Define, control and accelerate decision processes
Empower teams with internal and external users to collaborate efficiently
Enable consistent document handling and Microsoft Office Integration

Provide secure native access to SAP and non-SAP users.
Enable 360° view on documents.

Consolidate repositories and storage management

Control the content and reduce compliance costs



Solution Enablers Value Drivers
-Scanning -Eliminate paper and free up office
space
-Indexing
-Reduce printing, copying and paper
-Forms Management
storage costs
-Intelligent Classification
-Ensure consistent and cost effective
-Batch Processes filing and audits
-Imaging -Eliminate manual entry errors
-Viewers -Decrease cost of filing content from
-Shared Workspace non-SAP processes
-Barcode recognition
-Capture of various inbound types
(paper, fax, mail…)



-Version Control -Reduce time spent finding the “one
-Check In/Out version of the truth” document

-Categorization -Shrink file server and legacy document
management application costs
-Audit Trail
-Decrease printing and copying to
-User/Group Access desktops/file shares and between
-Content Type Agnostic applications
-Comprehensive Search -Reduce review and approval process
-Notifications costs
-Ad hoc document workflow -Decrease time spent on document-
intensive processes
-Work item lists / Task Lists
-Improve processes and compliance by
-Content associated to business
using electronic signatures
processes
-Boost productivity and accelerate
-Team and project rooms
business decisions
-Shared Workspace
-Push business decisions to the
-SAP data access from collaboration appropriate individuals
space
-Reduce risk by providing secure
-Forums / Discussions access
-News Channels
-Polls




-Role-based user interface -Reduce search costs
-MS-Office, Web and SAP-Gui -Easily find content associated with SAP
integration objects
-Comprehensive search -Increase content accessibility
-Content browsing and navigation -Reduce deployment time
-Virtual folders -Eliminate need for end-user training
-Personalization
-Permission and role management with
user access rights inherited from SAP




-Data and Document Archiving -Cut costs by consolidating
-Agnostic storage management -Archive platform
-Content Move between different -Decrease response times when
storage devices managing large volumes of data and
documents
-SAP ILM integration
-Reduce risk by protecting content with
-Advanced Security
replication and
-Single Instance Archiving
-Tamper-proof storage
-Significantly improve content
accessibility
-Archived content available in SAP at all
times
-Can archive any SAP information
(DMS docs, ILM exports, print lists,...)
-Content automatically assigned
retention rules (based on type, process,
folder, user, role, …)




-File Plan and Administration -Ensure holistic enterprise program
-Metadata Management -Provide defensible disposition of all
-Retention Schedules and Legal Holds corporate content
-Physical Records Management -Improve ability to mitigate risks
-Advanced Circulation -Diminish exposure to discovery costs
-Automatic Classification -Reduce cost of storage through
-Disposition proactive destruction
-Audit Trails -Facilitate easier decommission of
legacy content
-Content automatically inherits retention
rules if present within designated SAP
folder structure
-SAP data retention rules can be
imported to manage data lifecycle


Agenda



and non-SAP users




Access to unstructured content – Present Drawing Management

File Server
File Server File Server

Public
Database
File Server

Quality
Database

File Server
File Server

File Server

Inconsistencies / Duplicates / Obsolescence / Inaccuracy…


Access to unstructured content – Future Drawing Management

The “one version of the truth” integrated document


Access to unstructured content – Drawing Management process
Data

NMBS / Constructor
Creation
Update

AutoCAD Capture
Inventor
Management

Storage
Manual Vault Professional
Source Files
xECM

SAP
Manual Automatic
Input Input Search / Access Numbering Purchasing / Production


Access to unstructured content – Frontends

Generic Object Services (SAPGUI) Tab Integration (SAPGUI) DocuLink for SAP (SAPGUI)

MS Windows Explorer
MS Outlook
Extended ECM UI (Case)


Access to unstructured content
Business Workspace for Functional Location (Extended ECM UI)

Easy Access of Related Func.
Locations and Equipment


Business Workspace for Functional Location (SAPGUI – TA IL03)

SAP users can
access ALL
documents.

SAP users can add,
reserve and edit
documents.

SAP users can
create folders.

SAP users can add
Follow Ups

SAP users can see
all document
properties.

SAP users can …


Business Workspace for Functional Location (SAPGUI – TA IL03)

Immediate Access to
Photo of RELATED
Equipment

Maintenance Work Order allows to access all documents of related
functional locations and equipment (better than inheritance)


Business Workspace Hierarchy (SAPGUI and MS Windows Explorer)

The SAP structure of Technical
Objects and their SAP
documents are also available
in MS Windows Explorer


Agenda



and non-SAP users




Maintenance – Revision and Modernization

Revision
8 Weeks
1500 Activities

Pre-Study Prototype Project Planning Plan. Intervention Operational Data

Modernization

10 Weeks
3000 Activities

Delivery Confirmation Intervention Exec. Project Start Visit

Rev / Modern. Technical Drawings Operational Guides Forms
Book of Patterns Procedures Checklists
527 cars / year
Calculation Notes Work Instructions Pictures
260 loco’s / year Quality Manuals Fact Sheets Activity Registration


Maintenance – Business Workspace for Project


Maintenance – Business Workspace for Functional Location

Non-SAP users can access SAP documents like
drawings, manuals, etc. and they can add documents.

Non-SAP Users can access attributes of SAP
Technical Objects and Process Information.

Technical Documents of the functional location
are managed in the xECM Business Workspace,
which belongs to a SAP Functional Location

DMS Features to complement SAP PM processes:
Versioning, reservation, revision workflow, red lining, physical documents rendition, audit
tracking, authorizations, etc.


Maintenance – 360° Full Text Search for SAP and Non-SAP Info

SAP equipment attributes

SAP PM order printlist

SAP information on failure notification

ECM user can full text search in meta data,
notifications, orders and documents of SAP
Technical Objects


Maintenance – 360° Full Text Search for SAP and Non-SAP Info

Picture and free hand draft of a pump recognized
from it„s meta data

.dwg Full Text Indexed
Scanned Drawing – Full Text
Indexed
PDF Manual Full Text
indexed


Maintenance – Search for Functional Location (Extended ECM UI)

Search for Functional Location by
Full Text and Attributes


Agenda



and non-SAP users




Comply with European legislation – Prescriptions

The “Entity In Charge of Maintenance” needs to comply with the
following prescriptions:

1 It manages the maintenance logbooks for each vehicle which it is registered
in the National Register of Vehicles as “Entity in charge of Maintenance", and
ensures the correct implementation by ensuring that the vehicle is
maintained in accordance with its maintenance backlog and requirements force
including the TSI (Technical Specifications Interoperability);

2 It provides traceability of maintenance operations performed vehicle;
vehicle by managing and keeping up to date maintenance reports for each
on each

3 It analyzes the lessons learned including the logbook adequately;
accidents or incidents to update the owner's maintenance
data from maintenance,

It informs the owner of all restrictions and specific operation conditions of these
4 cars;
5 It contracts a liability insurance covering sufficient financial risks arising from
its activities.


Comply with European legislation – Wagon Maintenance Services

 WMS, Wagon Maintenance Services, is an
entity of workshops, with central coordinating
services, that offers its expertise of Wagon
Maintenance over whole Belgium.
 ECM Wagons NMBS stands for wagon
management that combines high level
maintenance studies with the precise adaptation
and registration of the wagon passport.
 ECM Wagons SNCB is certified as
ECM (Entity In Charge of Maintenance)
with EU identification BE-34-2011-0001.
ISO9001 / ISO9000 / ISO9008


Agenda



and non-SAP users




Key points to take home

If you plan to manage documents, think enterprise-wide, think SAP
xECM by OpenText

Set up an enterprise-wide governance model for your xECM platform

Manage your xECM projects roadmap based on processes with the highest
amount of users and documents

Make also use of SAP xECM for non-SAP related documents

All processes require ACCESS to HIGH QUALITY DATA


Contact

Stéphane Haelterman
Project Manager

shae@ebaia.com
+32 474 800 124
http://be.linkedin.com/in/shaelter


Integrating Enterprise Content Management Solutions with the SAP Enterprise Asset Management Solution at the Belgian Railways

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