Published on March 12, 2014
Copyright © 2013 Avaali. All Rights Reserved. 1 SAP OpenText ECM Solutions: Archiving and Document Access
Copyright © 2013 Avaali. All Rights Reserved. 2 Business Value Solutions Tailored to meet specific SAP business process requirements Logistics & Distribution Sales Account Mgmt Customer Billing & Service Brand Asset Mgmt Production and Operation Excellence Procurement Excellence Customer Excellence Order to PaySupplier & Contract Mgmt Strategic Sourcing Manage Employee Info Talent Sourcing & Acquisition Human Resources Excellence Financial Excellence Accounts Payable Collections Customer Invoicing Data Archiving Legacy Decom Paper Archive Elimination Information Technology Excellence Records Mgmt Reward & Retain Expense Management Production & Quality Mgmt Enterprise Asset Management Project Mgmt Sales Order Mgmt Copyright © OpenText Corporation. All rights reserved.
Copyright © 2013 Avaali. All Rights Reserved. 3 SAP’s ECM Portfolio: An Expanding Partnership with OpenText Employee File Management Automate HR File administration and enable self service scenarios Invoice Management and OCR Minimize data capture effort and human intervention. Streamline accounts payable processes Digital Asset Management Optimized management of rich media assets Integrate media into marketing communi-cations Extended ECM Complete ECM with productized SAP Integration Business Workspaces Enterprise Records Mgmt Archiving (Enterprise Library) Secure, compliant, cost-efficient storage of information Document Access 360 degree information access Travel Receipts Management Automate receipt handling and streamline expense management process Portal Content/ Site Mgmt Document Mgmt Collaboration and Site Mgmt embedded into SAP NetWeaver Portal Document Presentment Automated document generation personalization and multichannel distribution (e.g. billing statements) Resold ‘horizontal’ OpenText ECM Resold ‘Point Solutions’ from OpenText Copyright © OpenText Corporation. All rights reserved.
Copyright © 2013 Avaali. All Rights Reserved. 4 Unmanaged Information Growth System performance: - slow responding transactions - long running reports - frustrated end users Paper heavy processes: - inefficient, complex business processes - poor collaboration - poor supplier & customer relationships Long maintenance windows: - system backup and restoration take longer and and are more error prone - long running SAP system/client copies - resulting in high administration costs Lack of a retention strategy: - data is online indefinitely without a defined lifecycle - does not meet regulatory compliance requirements - high risk Data storage: - high storage costs due to large DB size - high storage & database administration costs Large, fragmented system landscape: - high infrastructure costs - high system administration costs 4 Typical Challenges faced by a large SAP customer without an information management strategy Customer profile: • 1+ TB of SAP application data, growth rate ~15% per year • Thousands of incoming and outgoing documents per month • Several legacy systems that are still up and running
Copyright © 2013 Avaali. All Rights Reserved. 5 SAP Document Access by OpenText Business Views 360-degree views on SAP data and documents Document Archiving Integrate business documents with SAP transactions SAP Archiving by OpenText Business Value Increase efficiency Reduce TCO for IT landscape Be compliant and reduce risk Data Archiving Securely store data files SAP Archiving and Document Access Copyright © OpenText Corporation. All rights reserved.
Copyright © 2013 Avaali. All Rights Reserved. 6 What is SAP Archiving? Data Archiving is the process of moving infrequently accessed data from high cost Database storage to low cost Archive storage. Document Archiving securely stores original documents (FAX, PDF, DOC, TIF) and links them to SAP transaction data to make them accessible in the context of business processes.
Copyright © 2013 Avaali. All Rights Reserved. 7 SAP Document Access by OpenText Look and Feel in SAPGUI Information on the business object Integration of paper flow Integration of emails Integration of SAP printout Call SAP transaction Display original document Integration of desktop docs Copyright © OpenText Corporation. All rights reserved.
Copyright © 2013 Avaali. All Rights Reserved. 8 Key value drivers for SAP Archiving • ↓ Storage costs (40%)– archiving results in smaller databases, reducing Tier-1 storage costs. Archived data is compressed and stored offline/NearLine • ↓ Administration costs (40%) – smaller databases result in reduced administration overheads • ↑ Application performance & Better utilization of system resources (10 - 20%) • ↓ System downtimes during maintenance & backups (40%) • Faster system restorations in case of unplanned outages. • Reduced IT footprint – through reduced databases sizes and decommissioning legacy systems • Mature, granular retention management for both SAP data & documents • Streamlined, paper-less processes, achieved through document archiving. Reduce procurement, facilities costs and document management costs • Regulatory compliance – meeting legal requirements through faster, accurate access to documents during claims, reviews and audits; thus reducing risk and costs of legal discovery
Copyright © 2013 Avaali. All Rights Reserved. 9 Reduce Storage and Administration costs Common current state: • Tier-1 online database storage has multiple redundancy levels and DR/HA resulting in higher storage costs • Due to large databases, IT tasks such as backup & recovery, DBA activities, performance tuning are more time consuming and costly Advantage with SAP Archiving: • Database size reduction and storage of archives in lower-tier “near-line” storage yields significant reduction in all of the above costs • Leaner databases results in reduced downtimes and faster recovery • Cumulative 5 year storage & admin cost savings = ~5 Cr. INR • NPV = ~2 Cr. INR • ROI in 1 year • assuming a current database size of 10 TB and YoY growth of ~25%
Copyright © 2013 Avaali. All Rights Reserved. 10 Performance and Utilization Common current state: • SAP users are negatively impacted by degrading performance of SAP instances. Long running programs and reports • Paper-based processes cause further inefficiencies in routine operational tasks Advantage with proposed solution: • SAP database size is reduced, leading to improved performance of batch jobs and user response times • Uses SAP-based workflows for routing documents to appropriate individuals, without creating multiple paper copies - reduces processing time. • SAP users have access to all relevant documents within SAP business process, without the need to search through physical documents • Results in more efficient utilization of human resources as well as system resources
Copyright © 2013 Avaali. All Rights Reserved. 11 Paper-less processes Common current state: • Inefficient and manual paper-based process generate a lot of physical content, resulting in increased IT support & infrastructure, procurement and facility costs Advantage with proposed solution: • Converts high manual and paper-intensive processes to electronic • Avoids creation of multiple paper copies - single digital instance of the document with simultaneous access by many users • Provides a 360 degree view of data and documents within SAP, with easily customizable business-centric folder based views.
Copyright © 2013 Avaali. All Rights Reserved. 12 Regulatory Compliance Common current state: • Analysis and review costs are high due to lack of document organization, multiple copies & versions, high search times and lack of retention policies • High risk of fine, penalty and litigation due to non-compliant record retention management Advantage with proposed solution: • Analysis and review costs are reduced dramatically by ensuring that single instances of documents are available in long-term compliant storage with appropriate retention policies • Significantly reduces risk of non-compliance & litigation • Provides a 360 degree view of data and documents within SAP, with easily customizable business-centric folder based views, reducing search time and legal discovery costs
Copyright © 2013 Avaali. All Rights Reserved. 13 Highlights Assuming a current database size of 10 TB and YoY growth of ~25%, archiving can yield ~ INR 5 Cr. cumulative savings over 5 years through storage and admin. costs alone • ↓ Storage costs by 40% • ↓ Administration costs by 40% Additional savings and efficiencies gained through: • ↑ overall application performance by over 10% (performance of some reports & transactions will improve much more) • ↓ System downtimes by 40% • reducing procurement, facilities costs and document management costs by 20% • reducing risk of meeting compliance requirements by 90% and the costs of legal discovery by 40%
Copyright © 2013 Avaali. All Rights Reserved. 14 Contacts email@example.com | +91 9819333774 firstname.lastname@example.org | +91 9731280808
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