Professional Documents
Culture Documents
Agenda
Document Imaging ROI, and End Results SAP Content Server K-Pro vs ArchiveLink Archiving Scenarios Printlist and Outgoing Documents Scanning VRS Wrap - up
Return on Investment
Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document (does not include any legal penalties) The average document gets copied 19 times. Professionals spend 5-15% of their time reading information, but up to 50% looking for it. 7.5% of all documents are lost (1 in 20) 3% of the remainder get misfiled 90% of corporate information resides on paper There are over 4 trillion paper documents in the United States alone growing at a rate of 22% per year .
Inquiry
Quotation
Sales Contracts Sales Orders Employee Records Vendor Master Picking Packing Shipment Deliveries Group Deliveries
Agenda
Document Imaging ROI, and end results SAP Content Server K-Pro vs ArchiveLink Archiving Scenarios Printlist and Outgoing documents Scanning VRS Wrap - up
Common Terms
ArchiveLink
A service integrated in the SAP Web Application Server to link archived documents with the business object entered in the SAP system A cross-application and media-neutral information technology infrastructure within the SAP R/3 Basis (SAP middleware) Provides the general infrastructure for storing and administrating documents in the SAP Content Server Server at the core of SAPs document storage and management concept Provides the technical infrastructure for all document-centric applications
Content Server
ArchiveLink VS K-Pro
ArchiveLink
Is supported by all R/3 versions Yes
K-Pro (DMS)
Is supported only by 4.6C and higher
Yes/No
Can use RFC protocol or HTTP Protocol Link tables TOA01, TOA02, TOA03 Very Easy Yes
Yes, TREX
Only uses HTTP Protocol No Link Tables used Much More Difficult No Yes through SAP DMS
HTTP
HTTP
HTTP
SAP R/3
HTTP
Retrieval of documents through the SAP GUI using the ECL Viewer
Typical Configuration
HP Jukebox
Third Party Content ServerIXOS, IBM, Documentum, OnBase etc.
SAP R/3
Server
Clients
Scanning Clients
Retrieval
Agenda
Document Imaging ROI, and end results SAP Content Server K-Pro vs ArchiveLink Archiving Scenarios Printlist and Outgoing documents Scanning VRS Wrap - up
Electronic documents
Such as emails and desktop documents Can be kept in their native format and archived from the desktop without using the scaning application
Early Archiving
`
Remote Location 1 Remote Location 2 Vendor 1
A/P Position 1
Network Directory
A/P Position 2
`
Kofax Ascent Capture and Release Script to SAP
Released to SAP
Process Workitem
POST
Drawbacks
Most complicated of the standard supplied archive scenarios Processing faster with dual monitors Uses SAPs workflow
Workflow needs to be initialized and an organization structure may have to be used
Late Archiving
Barcode
OnBase, IXOS, IBM, FileNet, Documentum, etc.* If the SAP Content Server is being used. Since there is no Scanning interface supplied- a stand alone imaging software application that has an Archivelink Certified interface is required.
Example of this include
Kofax Ascent Capture with AR4ERP**
IIIIIIIII
Matching barcode entries are deleted and an entry in the Link Table TOA01 is made
Doc and ID and Bar code are sent to SAP BDS_BAR_EX Table
Enter Barcode
Scan
Recognition
Validate
Release
Barcode is read
Recognition
Released to SAP
Identifies documents that have not been scanned Multiple SAP objects can be linked to a scanned document Individual document indexing/categorizing is eliminated Drawback Need to manage and print/buy barcodes
Agenda
Document Imaging ROI, and end results SAP Content Server K-Pro vs ArchiveLink Archiving Scenarios Printlist and Outgoing Documents Scanning VRS Wrap - up
It is very difficult to re-print outgoing documents if they have been archived. Once stored, they can be accessed through a customer self-service portal.
Invoice is Displayed
Printlists - Reports
Snap shot in time Saves on Processing time, the report is run once and archived. Printlist report is viewed instead of online version. Saves paper and toner Used as a report distribution tool Used heavily as a Data Archiving Retrieval Strategy. Can be used with Hyperlinks- Links to other archived documents
Agenda
Document Imaging ROI, and end results SAP Content Server K-Pro vs ArchiveLink Archiving Scenarios Printlist and Outgoing Documents Scanning VRS Wrap - up
Agenda
Document Imaging ROI, and end results SAP Content Server K-Pro vs ArchiveLink Archiving Scenarios Printlist and Outgoing Documents Scanning VRS Wrap - up
Best Practices
Single POC for producing and monitoring barcodes Choose the correct scanner for the volume and scanning scenario Stay with the same brand of scanner Use USB 2.0 over SCSI and ISIS drivers over TWAIN Know your retention periods, Inquire about document security, before Configuration Archive outgoing documents whenever possible Create a test Content Repository, or Content Server
Create Attachment
Contents of the attachments are stored in the SOC3 table Contents of the PC attachments are written to the SOFFCONT1 table See Note 530792 for more information See Note 389366 if you need to move documents from the database to an external content server
?Questions?
John Walls Verbella CMG, LLC
www.verbellacmg.com John.walls@verbellacmg.com 484-888-2199