Integration of SharePoint and SAP Extended ECM

SharePoint: Integration with
SAP Extended ECM
Adrian Studer
Product Manager SharePoint
Thomas Demmler
Director of Product Management SAP

November 17, 2011

Copyright © Open Text Corporation. All rights reserved.

Pain from Unmanaged Content for an
SAP & SharePoint Customer
Reduced business process efficiency

Content not retained for Content disconnected
legally required duration, from business processes
or kept too long
HR Production

Asset
Inability to find needed Finance Management Documents are not filed
information amongst consistently according to
growing volume of Sales & SAP application models
content Legal
Marketing
Customer
Service &
Content locked in silos, Support
Inefficient paper-based
fragmented content
processes
management
applications

Increased legal and compliance risk
Copyright © OpenText Corporation. All rights reserved. 2

Extended ECM for SAP Solutions
Unique Capability
Complete Content Deep Integration
to ‘Content Enrich’
Lifecycle with SAP
SAP Business
Management
Processes
ECM

+ Business
Suite
=
 Document Management  Deep connection with SAP Data  Project Management
 Collaboration structures  Quality Management
 Capture  Seamless integration with  Investigative Case Management
various SAP UIs
 Workflow  Enterprise Asset Management
 Workspaces developed to
 Content Access  Maintenance Management
natively extend SAP processes
 Records Management with ECM  Store Lifecycle Management
 Archiving  Fraud Prevention Management
 And Many Others!

Key Benefits:
• Improve Business Process Efficiency by Connecting Content to Process
• Improve Regulatory Compliance by Managing Content Through Its Lifecycle


Application Gov. & Archiving for SharePoint
Complete Content Deep Integration Unique Capability to
Lifecycle with SharePoint make SharePoint part
Management of the information
infrastructure
ECM

+ =
 Document Management  Deep connection with  Formal Compliance
 Collaboration SharePoint structures  SharePoint Archival
 Capture  Seamless integration with  Centralized Access
SharePoint UI
 Workflow  Storage Optimization
 Workspaces developed to
 Content Access  Rapid Site Deployment
natively extend SharePoint with
 Records Management Content Enriched Business
 Archiving Processes

Key Benefits:
• Improve Efficiency by Integration into Enterprise Information Infrastructure
• Improve Regulatory Compliance by Managing Content Through Its Lifecycle


Agenda

 Improve Business Process Efficiency
 Improve Customer Interaction Efficiency

 Core Concepts
 Universal Access
 Concept of Business Workspaces
 SharePoint Usage Scenarios

 Key Points To Take Home

 Q&A


Improve Customer Interaction Efficiency

Maximize Profitability,
Improve Performance,
and Deliver Customer Value



Delivery Shipping
Contract Note Certificates Friendly Dunning
Order Note Reminder Letter
Invoices
Pricing

Product Clearance Freight Dispute
Emails Papers
Documentation Documents
Order
Confirmation
Requirements
 All documents in one place
(SAP ERP, SAP CRM,
SharePoint, Others)
 Fast access to all customer
related documents
 Create individual documents
based on templates
 Editing / versioning of
Copyright © OpenText Corporation. All rights reserved.
documents 7

Customer Service & Support

“Business Workspace”
New Tab in CRM UI

Contains documents from
SAP ERP, SAP CRM and Non-SAP

Powerful means to filter
for relevant documents Context Widgets 8

Account Executive

“Business Workspace”
Assignment Block in CRM Web UI

Powerful means to Contains documents from
filter for relevant SAP ERP, SAP CRM and Non-SAP
documents

Context Widgets


Alternative Access via Desktop, …
Sales Assistant

Drag & Drop
E-Mails from Outlook Full ECM capabilities with document
to Workspaces preview, document edit in MS Office,
of Extended ECM versioning, audit, metadata, available
in MS Outlook

Business Workspace

Integrated into Windows Explorer, Microsoft Outlook, Adobe Acrobat, Lotus Notes, and Microsoft Office applications
such as Word, Excel, PowerPoint, Project, and Visio. 10

Alternative Access via SharePoint, …
Professional Services

Context Widgets (10.5)

Business Workspace – Web Part in SharePoint

Alternative Access via SAPgui, …
Accounting

Direct access to
SAP Transactions

Customer Folder

Scanned
Documents
Inline display
of document

Documents and
E-Mails

SAP Printout

12

Alternative Access via Web, …
Product Management


Powerful means to filter
for relevant documents Context Widgets
with SAP data

Universal Access to Business Workspaces

Accounting Customer Service & Support SAP Portal

Business
Workspace

Professional Services Sales Assistant

Mobile (Add-On) Product Management Sales Assistant
14

Agenda


 Core Concepts


 Q&A


Universal Access to Business Workspaces

SAP GUI SAP CRM UI SAP Portal

Business
Workspace

SharePoint MS Windows Explorer

Mobile (Add-On) xECM Web UI MS Outlook / Lotus Notes
16

Connecting Users and Content
Inside and Outside of SAP
SAP User Non-SAP User

SAP Non-SAP
Related Content Related Content


Connecting Users and Content
Inside and Outside of SAP
SAP User Non-SAP User

Business
Workspace

Connecting Content to Processes
The Concept of Business Workspaces
Content-Enriched Business Processes

Roles Transactions
SAP
Business Object
Data Events
Business
Workspace

Relationships Business Object Policies & Roles

Meta Data Folder Structures Documents
Folder 1
Customer ABC Folder 2
ID 4711 Sub Folder 1
Date 21.12.2009 Sub Folder 2
Sub Folder A
Status Prospect Sub Folder B
Owner Meier Folder 3

Activity Feeds Workflows Tasks & Follow ups

Records Management
19

Extended ECM and Appl. Gov. & Archiving
Business Workspaces – in SAP and SharePoint
Project E-2000

Providing the capability to see
the same workspace with
associated content and SAP
transactional data – SAP &
SharePoint.


Make “SAP” Documents available in SharePoint

1. Make documents available in Business Workspaces
2. Can be done manually or automatically

Make “SAP” Documents available in SharePoint
Example: SAP Documents in a Sales Process

Incoming
Documents

Outgoing
Documents

Print lists  All these SAP sales documents are accessible
via a Customer Business Workspace in SharePoint
Slide 22

Working with Business Workspaces in SharePoint

Directly work in SharePoint
with content in Business
Workspaces

Access to Business Workspace

Make “SharePoint” Documents available in SAP

1. Make documents available in Business Workspaces
2. Can be done manually or automatically by leveraging
structure information and / or metadata


SharePoint Document Library

Send final version to
Business Workspace
(triggered manually or
automated with rules)
Finalized documents locked in
SharePoint with link to document in
Business Workspace



“SharePoint” document appears in SAP

26

Search All Content from within SharePoint
Searching SharePoint and SAP

Content from
SharePoint

Content from SAP
Business Workspace

One Shared Architecture for SAP and SharePoint

Microsoft SharePoint SAP NetWeaver Business Client, SAP
SAP CRM UI, SAP GUI NetWeaver
Portal
SharePoint Content and Solutions

Legal Content Suspense
SAP Business Suite
Management Tracking …
SAP ERP, CRM, SRM, Retail, …

Portal
DocuLink
Storage Application Governance Content
Services Management
& Archiving SAP SAP iViews
ECMLink
ILM ArchiveLink

OpenText OpenText
Document Web WebDAV
Enterprise CMIS ECMLink
Enterprise ArchiveLink
Pipelines Services (ILM)
Library Library
Runtime and Core Services

Content Server Archive Server

Legend: OpenText SAP Microsoft 28

One Solution for the Whole Enterprise
Materials Procurement
Management

Enterprise Asset
Management

Project
Management

Sales &
Marketing, and
Customer Service
& Support
Production

Agenda


 Core Concepts


 Q&A


Key Points To Take Home
 Extended ECM for SAP Solutions and Application Gov. & Archiving for MS SharePoint
make
Your Business Processes more efficient, more traceable and compliant.
Examples:
 Customer Interaction (Call Center, Sales, Marketing, …)
 Plant & Equipment (Plant Maintenance, Plant Change Management, …)
 Project Management
 Procurement
 …

 Key Technical Concepts
 Business Workspaces:
 Productized and powerful embedding of ECM in thousands of SAP business objects in SAP
ERP, CRM, PM, PS, …

 Universal Access:
 Users have easy access to all business-relevant information via preferred user interface (SAP
Net Weaver Business Client, SAP GUI, SAP Web GUI, SAP CRM Web, SAP CRM IC, E-Mail
Client, MS Office, MS Windows, …, and MS SharePoint)

 MS SharePoint used as portal or used for collaborative document management system

 Enterprise Library
 One shared architecture with one enterprise wide records management taxonomy

Agenda


 Core Concepts


 Q&A


Questions?

Adrian Studer
adrians@opentext.com

Thomas Demmler
tdemmler@opentext.com

SAP Extended ECM

Want to know more?
Read my post “SharePoint: Integration with SAP Extended ECM” (http://wp.me/p1Eq2T-1f)

Thomas Demmler
Director Product Management
SAP Solutions Group

Email: thomas.demmler@opentext.com
Blog: http://thomasdemmler.wordpress.com/
LinkedIn: http://de.linkedin.com/in/thomasdemmler
Slideshare: http://www.slideshare.net/thomasdemmler

Join the SAP xECM by OpenText
professionals group at LinkedIn.

34

Integration of SharePoint and SAP Extended ECM

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