Enterprise Content Management: Strategy Adopted for Public Services. Andreas Engel Solution Management Public Sector, SAP AG

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1 Enterprise Content Management: Strategy Adopted for Public Services Andreas Engel Solution Management Public Sector, SAP AG

2 Legal Disclaimer This presentation is not subject to your license agreement or any other agreement with SAP. SAP has no obligation to pursue any course of business outlined in this presentation or to develop or release any functionality mentioned in this presentation. This presentation and SAP's strategy and possible future developments are subject to change and may be changed by SAP at any time for any reason without notice. This document is provided without a warranty of any kind, either express or implied, including but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or non-infringement. SAP assumes no responsibility for errors or omissions in this document, except if such damages were caused by SAP intentionally or grossly negligent. SAP 2007 / Page 2

3 Agenda 1. Enterprise Content Management Strategy at SAP 2. SAP Records Management 3. Open Text Enterprise Content Management for SAP Solutions SAP 2008 / Page 3

4 What Is Enterprise Content Management? Gartner s View Access and retrieval Application services Digital asset Web content Records Document imaging Document collaboration Content integration Enterprise content repository Storage Databases, file systems, and media servers SAP 2008 / Page 4

5 Enterprise Content Management: Public Services Needs Create permit request Send or attach documents Process request Send permit Billing Access and retrieval Application services Digital asset Web content Records Document imaging Document collaboration City portal Manage digital records Content integration Enterprise content repository Storage Incoming paper mails Databases, file systems, and media servers Expert communities SAP 2008 / Page 5

6 Pain Point Public Services: Complete Digital Record? Noncontrolled Controlled Desktops File servers Doc. man. systems CRM systems Finance systems Procurement systems Property systems Planning systems -----x----- Social care systems HR systems Structured information system 0% 50% Information 100% SAP 2008 / Page 6

7 SAP Enterprise Content Management s Strategy in a Nutshell Enterprise content from SAP Deliver SAP Netweaver Integration Platform with core ECM Services Exploit Business Solutions with embedded ECM Extended ECM Suite with partners Core, embedded and extended ECM to be seamlessly integrated SAP 2008 / Page 7

8 SAP Enterprise Content Management Strategy in Detail Business Suite with Embedded ECM Composites with Core and Extended ECM ECM service layer SAP Core ECM Services Extended ECM Services (Partners) Document Records Document Extensions Open Text Extended ECM for SAP Solutions (EBS) Digital asset... SAP Archiving & Document Access by Open Text (Reselling) SAP 2008 / Page 8

9 What Is The Focus and The Value Propostition for SAP s ECM strategy? Offering Focus Area Value Embedded Core Extended Integrated content rich SAP Applications Composites for SAP data related processes; buy SAP customers Composites for Content rich applications; Integration in Mail and Office clients; Standalone ECM Out of the box integration; N2N scenarios;usp; Solves the business need Flexibility; low integration costs; Additional functionality (i.e. physical records ); Archive Solution; Manage various repositories; Embedded/Core/Extended Fully integrated ECM and Business Suite for the whole Enterprise; Complete new solutions Innovation; Covers Customers needs to manage structured and unstructured data and the combination of these

10 Agenda 1. Enterprise Content Management Strategy at SAP 2. SAP Records Management 3. Open Text Enterprise Content Management for SAP Solutions SAP 2008 / Page 10

11 SAP Records Management: Fully Integrated Record and Case Folder Solution 7. Integration with SAP for Public Sector 8. ECM Services 1. Content 6. Cross-department information exchange 2. Inbound and outbound processing 5. Disposal and retention 4. Workflows 3. Information retrieval SAP 2008 / Page 11

12 SAP Records Management: Customers In Public Services Trafford Metropolitan City Council (UK) International Organisation of Migration (UN) Gebietsrechenzentrum Münster (Germany) City of Cape Town (South Africa) Prime Minister s Office (France) City of Villach (Austria) social services grantee citizen services corporate records legislative process admin processes SAP 2008 / Page 12

13 SAP Records Management: Road Map SAP NetWeaver 7.0 EhP1 SAP ERP 2007 EhP4 SAP NetWeaver 7.0 EhP2 SAP ERP 2007 EhP4 Enterprise services I SAP Records Management: integration in SAP Investigative Case Management for Public Sector SAP Records Management: WebDavServer Enterprise services II User-centered design project Mid-2008 > 2008 SAP 2008 / Page 13

14 Enterprise Services for SAP Records Management Citizen Citizen Case worker Case worker Creates permit request Add document to permit request Display permit request Display attached document Create permit record Assign document to record Get record content Get document content Business value Flexible Reusability (example: permit processes) Enable constituent-related services (example: citizen) SAP 2008 / Page 14

15 Example Business Registration SAP 2008 / Page 15

16 Example Business Registration SAP 2008 / Page 16

17 Example Business Registration SAP 2008 / Page 17

18 Investigation Record: Sneak Preview SAP 2008 / Page 18

19 SAP Records Management as WebDAV Server

20 SAP Records Management as WebDAV Server

21 SAP Records Management as WebDAV Server

22 SAP Records Management as WebDAV Server

23 SAP Records Management as WebDAV Server

24 SAP Records Management: User-Centered Design Project Q Verify document Process document end-user interviews 60+ use cases analyzed Q Verify document Process document Q Verify document Process document SAP 2008 / Page 24

25 User-Centered Design Project at Work Modelling of the Use Cases Capturing and modelling the objects and actions of the design solution SAP 2008 / Page 25

26 Agenda 1. Enterprise Content Management Strategy at SAP 2. SAP Records Management 3. Open Text Enterprise Content Management for SAP Solutions SAP 2008 / Page 26

27 SAP Archiving by Open Text (Reselling) SAP Archiving by Open Text SAP Data Archiving Archives and manages all types of SAP archiving files (DART, DUST and WebDAV XML) with one solution Archives, manages and retrieves print lists/outbound documents Leverages storage lifecycle for lower costs Document Archiving & Imaging Links all types of documents with SAP transactions Archives paper documents, drawings, faxes, and forms Supports bulk-import, scanning, and viewing of documents SAP 2008 / Page 27

28 SAP Records Management Component View Desktop Application Capture WAS Corporate SAP Office SAP Records Management Web Application Server SAP Database SAP Workflow ArchiveLink Org. Management Scanning Solution Archivlösung Content Server Archiving solution External Storage systems SAP 2008 / Page 28

29 Endorsed Business Solution: Open Text Extended ECM for SAP Solutions SAP 2008 / Page 29

30 Open Text Extended ECM: Value Proposition Typical challenges Inefficient processes Compliance based on manual processes Litigation and freedom of information costs Tier-1 storage costs Time for system administration, backups, disaster and recovery, and upgrades Support of legacy systems Open Text Extended ECM Capture documents Content-centric document Trusted repository for records Legal discovery, holds, and disposition Warehouse space and circulation Control records retention and destruction policies across all enterprise content Moving infrequently accessed files to tier-2 storage Robust data replication, caching, and encryption capabilities SAP 2008 / Page 30

31 What to Remember? ECM is core to public services ECM strategy at SAP: core, embedded and extensions Available today More to come We need to listen to our customers SAP 2008 / Page 31

32 Thank you! SAP 2008 / Page 32

33 Enterprise Content Management: Technology Strategy at SAP Portal and Web Desktop (Explorer and Office) UI (standalone, delivered together with SAP basic ECM Services) ECM services from SAP Applications (SAP, ISVs, and customers) (consume ECM services) ECM service layer Third-party ECM Services (provided by the ecosystem) UI (for specific third party) Document Web content Records and case SAP: connectivity and integration SAP Archiving by Open Text (Reselling) Open Text Extended ECM for SAP Solutions (EBS) Digital asset Web content... SAP: content store Third-party content stores (provided by the ecosystem) SAP NetWeaver: information life-cycle (ILCM) Third-party ILCM infrastructure Data Archiving for SAP Solutions by Open Text SAP 2008 / Page 33

34 Thank you! SAP 2008 / Page 34

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