美国SAP用户组之壳牌石油公司的文档管理.ppt

ImproveYourBusinessProcesseswithBusinessDocuments2001IXOSSOFTWARE,INC.,,ImaginingthePossibilities,GregMartin-Bus.FocalPointShellOilProductsUS,ImaginingThePossibilities,ShellOilProductsUS,2003IXOSSOFTWARE,INC.,AgendaIntroduction–WhoweareArchivingwithworkflowEarlyArchivingforInvoicePaymentsLateArchivingforinvoicepaymentsLessonsLearnedfromupgradeto4.6LateArchivingOutsideWorkflow–fromScanClientDoculinkutilizationsExpenseStatementManuallyinddImportedLockboxwithJavaViewerappletPre-populatedindexBarcodeenabledPhaseIIIProduction10/02DesktopLinkfunctionalityusesQA,,2003IXOSSOFTWARE,INC.,WhoareShellOilProductsUSMotiva,ShellOilProductsUSisthedownstreamarmofShellintheUS.Thefunctionistherefining,transportationandmarketingofpetroleumproductsintheWesternandMidwesternU.S.–fromtherefinerytothegaspumpandlubricantsbusinessesnationwide,MotivaEnterprisesLLC.,is50/50jointventurebetweenShellandSaudiAramcocoveringtheEasternandGulfCoastU.S.–fromtherefinerytothegaspump.,2003IXOSSOFTWARE,INC.,WhoareShellOilProductsUSMotivaSOPUScapacityandrankings9thlargestrefinerinUS5refineries2marketerofLubricantsandcoolantsinUS5thlargestgasolineretailmarketerinUSApp.8,800stationsin30statesOneofthelargestpipelinecompaniesinUS29,000milesofcrudeandrefinedproductspipelinesintheGulfofMexicoand34states.World’slargestsupplierofJP5–militaryjetfuel8,700employees,2003IXOSSOFTWARE,INC.,WhoareShellOilProductsUSMotivaMotivaEnterprisesLLC.capacityandrankings7thlargestrefinerinUS4thlargestgasolineretailmarketerinUSApp.13,000stationsin26statesDistrictofColumbia3,800employees,2003IXOSSOFTWARE,INC.,CurrentOperatingEnvironment,SAPClients4.6cwithISOil4.6bstandardwithWebPortal5.0BArchiveClient–HP11iSuperDome“UNIX”Doculink2.6Doculink3.24.2aViewerScanClient-fullypatched3Fujitsu4099DwithEndorserforAP2Fujitsu4099DforContracts1Kodak8000series–3rdpartyshop,2003IXOSSOFTWARE,INC.,EarlyArchivingInvoiceprocessingutilizingIXOSSAPWorkflow,Processinginvoicesin3SAPclients-2SAPinstancesApprox45,000invoices/monthFIandP.O.Invoices24invoiceprocessorsPostIXOS41invoiceprocessorsPreIXOS,2003IXOSSOFTWARE,INC.,BenefitsofusingIXOSwithWorkflowenabledInvoiceProcessing.,,,ReducesstaffingrequirementsduetogainedefficienciesWithuseofcertifiedWORMstoragemedia,removesneedtokeepthepaperInvoicescanbeelectronicallyroutedtoappropriatepartiesforreviewandapprovals–nomorepapershuffling,lostinvoices,improvestrackabilityAll-inprocessingtimedropsdramatically–catchthemisseddiscountsArchivingmakestheinvoicesavailableattheclickofthemousefromanywherewiththeappropriateauthorizationsInvoicecanbeannotatedwithoutdefacingtheimageMakestheauditorsveryhappywithsupportingdocumentationathand,2003IXOSSOFTWARE,INC.,LateArchivingusingSAPWorkflowfunctionality,,ThereareseveralbenefitstoutilizingSAPworkflowtomanageyourlatearchivingrequirements,CanpushtheworkloadouttoagroupofusersinsteadofconfiningtoscanclientusersCanbalanceworkloadsandadjuststaffingassignmentsreadilyusingPPOMfunctionalityItemscanbeforwardedtoSAPusersoutsideofworkgroupforcompletion,2003IXOSSOFTWARE,INC.,,LatearchivingoutsideofSAPWorkflow,TherearesomedistinctadvantagesanddisadvantagesofLateArchivingoutsideofSAPworkflow,ProsDoesnotrequiresettingupandconfiguringworkflowandmaintainingorganizationRelativelysimpletosetupAnyonewithScanClientcanperIsnottechnicallydifficultforend-user,ConsEffectivelylimitsnumberofuserslatearchivingCannotmonitorreadilySoftwareiseverywherewithcapabilitiestoloadinvoicedocumentstoworkflowDocumentscanbestrandedatlocalworkstationifutilizingexternalstoragesourceorworse–deletedwithoutarchiving,2003IXOSSOFTWARE,INC.,,NotesofImportancetothosenowupgradingtoSAP4.0aorhigherfroma3.Xinstance,,FIandMMdocumenttableshavenowbeensegregatedFIdocumentscontinuetoutilizeBKPFMMdocumentsnowutilizeBUS2081CertainWorkflowelementnameshavebeendiscontinuedoreliminated---ReadtheOSSnotesWorkflowinboxfunctionalityhasbeenmodifiedwithadventofSBWPMajorOLEcompatibilityissuewithW2KSP2andIXOSviewer--ContactyourIXOSrepresentativetoobtaintheappropriatepatch5.0ViewerpatchV50P045hasbeentestedsuccessfully,2003IXOSSOFTWARE,INC.,DocuLinkUtilizations,ExpenseStatementsCurrentfunctionalityFutureenhancementsLockboxFunctionalityWebQueryFutureProjectsExpenseReportingwithBar-codeContractManagement,2003IXOSSOFTWARE,INC.,ExpensestatementP-cardstatementimaging,FirstImplementedin3rdqtr2000UsedtoretainemployeeexpensereportsandreceiptcopiesGeneratecomparisonreportswithexpensereportingsystemtodeterminewhohasnottedsignedexpensereportsFutureEnhancementDownloadindexinginationintoDoculinktablebasedondatasuppliedbyExpenseReportingSystem.–Willeradicatetheneedtomanuallyindachitem,2003IXOSSOFTWARE,INC.,,LockboximagingwithWeb-queryfunctionality,ProvidescashapplicationsgrouptoprocessA/Rlockboxchecksbyviewingscannedimagesoflockboxreceipts.Imagesareprocessednightly,allowingreceiptstobeprocessedfirstthinginthemorning.Nolongerneedtowaitfordeliveryofhardcopiesfrombank.BankprovidesanightlyfilecontainingscannedimagesandanindexDataisparsedonIXOSserverandthenwrittentoplatterandSAPtables.ImagesarematchedtolockboxreceiptsdatasuchasDate,Batch,Check.UserscanaccessimagesthroughDoculink,viacustomcreatedicononlockboxprocessingscreen,orviaweb.,2003IXOSSOFTWARE,INC.,,LockboximagingwithWeb-queryfunctionality,Currently,ShellOilProductsisreceivingnightlyimagesofsupportingdocumentationononeoftheLockboxaccountwithChasebank.Includedinthefilesreceivedare2setsofTiffimages1check1paymentstubofeachcheck,segregatedintobatchfolders2IndexfileslinkingLockboxdataoneheader,onedetail,2003IXOSSOFTWARE,INC.,,LinktoDoculinkdocumentimage,BatchdirectoriescontainingFrontandbackTiffImages,Headerfiles,Indsofimagesanddetaildata,,,,,,2003IXOSSOFTWARE,INC.,2003IXOSSOFTWARE,INC.,UponclickingthelinkthisloginboxpopsuptogainaccesstotheSAPsystem,Thisqueryboxisusedtoretrievetheimageindsthatmatchthecriteria.NoteThesearchbyinvoiceisextremelyslowduetothevolumeofinvoicesinthesystem.,2003IXOSSOFTWARE,INC.,LinkcallsJavaViewer,LoadingcorrespondingIXOSimage,,2003IXOSSOFTWARE,INC.,DesktopLinkfunctionality–Whatcan’tyoutackon,ThisistheultimatetoolwhenitcomestolinkingsupportingdocumentationtoSAPforposterity.,DesktoplinkallowsyoutoAttachfilesgeneratedfrom3rdpartyapplicationsMicrosoftOutlook,Excel,Word,LotusNotes,etc.,toFIdocuments,billingorders,PurchaseOrders,Salesdocumentsandthensome–easyas1-2-3.Documentsarenon-changeableifwrittentoaWORM.Itgivestheend-userstheabilitytolinktheirsupportingdocumentstotherelatedfinancialentries–withoutfearofchangesbeingmade.Allowseveryonetolookatthesameversionoftheunderlyingdocuments,2003IXOSSOFTWARE,INC.,DesktopLinkfunctionality–Whatcan’tyoutackon,TherearethreewaystoreadilyaccessDesktoplinkfunctionality,,DragandDropIcononthePCDesktop“Sendto”optioninWindowsExplorerInSAPDocumentDisplay–Environment–AdditionalAssignments–Objectlinks–ArchivefromFileSystem,2003IXOSSOFTWARE,INC.,ProjectsinProductionnotcomplete,,ExpenseReportingUsingBar-coding/OCRAlleviatetheneedtomatchimagewithpre-loadedindexdata.ExpensereportingsystemoutputwillloadintoDoculinktableaswellasupdateopenbar-codetablewithuniqueidentifierAbarcodewillprint-outonusersexpensereportcontainingtheuniquestatementidentifier.Statementyear.MonthcardBarcodetableupdatedasimagesarescannedin.TheimageisthenlinkedtotheDoculinktablebythecommondataobjectinthebar-codetable.,2003IXOSSOFTWARE,INC.,ProjectsinProductionnotcompleteContractsImagingUseasingleDoculinktabletomaintaindataultiplecontracttypesMaintainseparateviewsfordifferentdepartmentsandroles,sousersonlyseedatathatisrelevanttothemOriginalcontractstobeimportedwithindexSigned/updatedcontractscanbematchedtoexistinginddinationbyusingthecopyfeature,andcreateanewreference.IntegrateddocumentrepositorywithSiebel,2003IXOSSOFTWARE,INC.,Future/ContemplatedProjects,,W-9scanningtoVendorMasterusingOCR/BarcodingWilluseOCRtoreadTIN/SSNtolinktoapplicablerecords.FulltextOCR/ICRimplementationforA/PprocessestoreduceA/Pstaffcostsandreduceprocessingtimefurther.Thisisinthepreliminaryexploratorystage.IXOSwouldremaintheOpticalstoragebackbone.Opticalarchivingofvendorenteredinvoicesin3rdPartySHEmanagementsystemusingprintspoolandindsIndevelopmentshouldbeinProductionEndQ12003,2003IXOSSOFTWARE,INC.,QuestionsGjmartinWanttotalkaboutIXOSAskJohnfirstJohn.leach,2003IXOSSOFTWARE,INC.,AppendixIEarlyArchivingScreenShots,2003IXOSSOFTWARE,INC.,NoteThepresettingoptionissetforstoreforsubsequententrywiththerecipientbeingtheorganizationalunit50001724-InvoiceProcessor–PurchaseOrders1,,NoteTheobjectutilizedisBUS2081–MMpaymentutilizingMIROAFIdocumentwouldbeBKPFutilizingFB60,,,,NoteThispopboxwasopenedbyRt.ClickingonQueueandselectingInationCTRLF4,2003IXOSSOFTWARE,INC.,NoteThe“Note”fieldcanbeeditedtochangethedescriptionthatappearsintheWorkflowContainersothatthis,,2003IXOSSOFTWARE,INC.,NoteThe“Note”fieldcanbeeditedtochangethedescriptionthatappearsintheWorkflowContainersothatthiscanbecomethis,anduponcreatingtheworkflowobject,lookslike,,2003IXOSSOFTWARE,INC.,,,2003IXOSSOFTWARE,INC.,AppendixIILateArchivingScreenshots,2003IXOSSOFTWARE,INC.,NoteThepresettingoptionissetforstoreforlaterassignmentwiththerecipientbeingtheorganizationalunit50002384-InvoiceProcessor–LateFI1,,NoteTheobjectutilizedhereisBKPFasthisaFIdocument.IfhadbeenaPOdocument,itwouldutilizeBUS2081,,,,NoteThispopboxwasopenedbyRt.ClickingonQueueandselectingInationCTRLF4,2003IXOSSOFTWARE,INC.,2003IXOSSOFTWARE,INC.,2003IXOSSOFTWARE,INC.,2003IXOSSOFTWARE,INC.,NoteThepresettingisissettoEnterandStore.ThisallowstheSAPdocumenttoberetrievedandverifiedandtheattachmentthenmade.,,2003IXOSSOFTWARE,INC.,Okay–attachtheimagetotheentereddocument,CallentereddocumentviaFB03–displayinnewwindow,CallentereddocumentviaFB02forediting–displayinnewwindow,Cancel,,,,,,,,,,Selectionoftheassignthenstoreoptiontriggersthisactionbox,2003IXOSSOFTWARE,INC.,AppendixIIIDoculinkScreenshots,2003IXOSSOFTWARE,INC.,Thefirststepistocreateasubnodethatwillallowtheoftheindexdetails.ThisaccomplishedbyclickingthisiconorpressingCTRL-F6whichwillcallthisbox.,,,,,,,2003IXOSSOFTWARE,INC.,Byclickingthecreate,cyclicbuttonF9,youwillbeaskedifyouwanttoarchiveanobjectasshownatright,byclickingtheCreateNewIconF8,youwillonlycreatethesubnode.,,,,,,,2003IXOSSOFTWARE,INC.,Asshownhere,aftercreatingthecyclic,archivingthestatement,theimageisindicatedunderneaththeindex.NoteTheindexisnotlockedfromeditingordeletionfromallusers.TheserightsarecontrolledbytheSAPSecurityRoles.Wehavefoundthattheuseof4distinctroles–DisplayOnly,Display-Create,Change-DeleteConfigurationAllfulfillthesecurityrequirementsnecessarytomaintaineffectivecontrols.,