Integrating Enterprise Content Management Solutions with the SAP Enterprise Asset Management...

Integrating Enterprise Content Management Solutions

with the SAP Enterprise Asset Management Solution at

the Belgian Railways

Stephane Haelterman – Project Manager

SAP EAM - London, 30th of September 2011

- 2 - SAP EAM - London, 30th of September 2011

Agenda

Optimize cost and TCO of all the organization‟s information assets with SAP

Extended ECM by Open Text: NMBS's business case

Easy access to unstructured content for operators, technicians, and reliability

engineers, ensuring worker safety, procedural compliance, and efficient repairs

Technical documentation, operating procedures, reports, and recommendations

automatically tied to all SAP plant maintenance data and available for both SAP

and non-SAP users

Comply with European legislation on traceability and safety measures

Key points to take home / Q&A


Business case – Key figures

• 550 Stations & Stops

• > 3.670 trains a day

• 698 locomotor

• 740 self-propelled

• 280.980 seats

• 4 Eurostar (HST)

• 7 Thalys (HST)

Trains &Stations

• 3.374 km of lines

• 3.002 km powered

• 314 km HST lines

Network

• 29.298 traveler trains a week

• 6.941 freight trains a week

• 89,2% arrived on time or max 5 min. delay

Traffic

• > 500.000 travelers a day

• 207 million travelers a year

Travelers

• 60 million tons a year

Freight

• 20.761 SNCB/NMBS

• 12.749 Infrabel

• 4.111 Holding

• 710 Other

Employees

FR

DE

NL UK

BE


Business case – Corporate Objectives

Innovation driven by

New business model within an open market for

- passenger transport

- maintenance of rolling stock

Agility to meet evolving customer demands

Quality and accuracy of the information

Paper reduction

Work procedures uniformity

Transition driven by

Cost optimisation

Enhanced Customer Services

Punctuality of rail services

Uncompromising safety

New generation of employees

European market demands

Traditional monolithic

national railways company

Past Present Future

Strategic Platform for change

and agile business processes

Legacy DBs, Custom Apps,

File servers and Paper

Enriched Business Processes with content to

enable Enterprise Information Management


Business case – Volumes

Invoice Task List

PM Notification

PM Order

WBS Element

Functional Location

Equipment

Material

BoM

3.586

Volume

Object

Technical

Drawings

912.836

8.667

112.000 / Y

Procedures

Work

Instructions

Technical

Files

Maintenance

Guides

…

6.980

WBS Element

Solman Ticket

Customer

Complaints

23.000 / Y

Service Ticket

Business Partner

Employee

Files

20.761

Vendor

Invoices

Employee

Projects

documents


Business case – Why SAP xECM by OpenText

All processes require ACCESS to HIGH QUALITY DATA

360° View Process Integration Rig

ht

Tim

e R

igh

t Pla

ce Quick Search

Central Repository Structured / Unstructured Data Standardization

of procedures

GOVERNANCE of the information lifecycle Tracability

Auditabilty


Business case – Why SAP xECM by OpenText

Infrastructure and Architecture

Architecture simplicity

Number of servers

Interoperability

Scalability

Support and Maintenance

Longterm ERP integration roadmap

Quality of support

Functionalities

Intelligent document recognition

Paper scan and electronic document

indexation

Full-text indexation with OCR

Automatic classification

Content and storage space management

Thesaurus management

Offline access to documents

Collaboration

Workflow

SAP ERP integration

Out-of-the-box integration

360° view on content linked to processes

Easy access to documents via business

workspaces

Virtual folders based on SAP data

structures

SAP data and documents archiving

Autocad / Inventor

Interoperability an semantic level

User interface

Web wokspace

MS Windows Explorer

MS Outlook

SAP Enterprise Portal

SAP Gui


Business case – Link to Corporate Objectives

Cost optimisation

Enhanced Customer Services

Punctuality of rail services

Uncompromising safety

New generation of employees

European market demands

SA

P x

EC

M b

y O

pen

Text

Progressive paper cost reduction strategy Lower TCO for the content management solution, so a higher ROI

Faster handling of customer case files, faster information lookup

Speed up and avoid breaches in the supply chain by visualizing parts to order/produce

Accuracy of technical drawings and valid working procedures

Secure historical know-how and offer modern working tools

Comply with demands for traceability, conformity, safety certificates

Co

rpo

rate

O

bje

cti

ves


Business case – The 4-year xECM roadmap

2009 2010 2011 2012

FI, CO, MM, WM, SD, LE, PS, PM for 4 Central Workshops

2013

xECM Strategy

xECM Vision & Plan

Rolling Stock Maintenance, Intelligent Driver Assistant

QM Certificates, PS Documentation + Solman integration, PS-RPM HR-OM, HR-PA, HR-TIME, HR-REC, HR-TRAVEL, Employee File Mgt, Information Lifecycle Mgt

FI, CO, MM, WM, SD, LE, PS, PM for all entities HR, CO-PA, BI Invoice Mgt

CRM Complaints Handling, Carve-out B-Cargo, Entity In Charge of Maintenance

HR-LSO, HR-QLF, Enterprise Portal, HST Maintenance, Rolling Stock Maintenance, CRM-LTO, CRM-CPM, CRM-CTR

2014

2015

HST Maintenance, HR-LSO, HR-QLF, CRM-LTO, CRM-CPM, CRM-CTR , CRM Complaints Handling, Web Content Mgt

CRM-MKT, HR-PA, HR-TIME, HR-REC, HR-TRAVEL Distribution, Web Content Mgt, SAP Data Archiving

Enterprise Asset Mgt

IS-Real Estate, EH&S QM Certificates, PS-RPM, Information Lifecycle Mgt

ERP

xECM

10.000 users

5.000 users


Business case Bridge the gap between business processes and business documents

• Technical Drawings

• Book of Patterns

• Calculation notes

• Quality Manuals

• Operational Guides

• Procedures

• Work Instructions

• Fact Sheets

• Forms

• Checklists

• Naming Conventions

• Technical Catalogue

• Pictures

Maintenance

Example of solutions

Enterprise Asset Management

Real Estate Management

Employee File Management

Invoice Management

Travel Receipt Management

Intelligent Driver Assistant

FI/CO, PLM, SRM, EH&S, HR

FI/CO, PS, PM, MM, HR

HCM, Non-SAP

FI-AP, MM

HCM, FI/CO

HR, PM, Non-SAP

• Lease Agreements

• Leasing Contracts

• Property Acts

• Contract Forms

• Contract Account Sheets

• Rent Settlements

• Customized Emails / Fax

• Digital Signatures

• Photos

Facility Management

• Resumes

• Learning

• Assessments

• Appraisals

• Medical Attests

• Training Attests

• Certificates

• Function Descriptions

HR

• Invoices

• Taxes

• Downpayments

• Line Sheets

• Brakes Bulletin

• Troubleshooting Wizard

• Log Book

• Time Registration

• Incident Handling

Driver Procedures

Accounts Payable


Business case – Return On Investment

• Handling cost of 1 document is about 20 USD (15 EUR).

• An employee handles at least 1 document a day and works at least 200 days a year. The average cost is theoretically about 3.000 EUR by employee by year.

• For 10.000 users, this cost is theoretically about 30.000.000 EUR a year.

• By using SAP xECM by OpenText, this cost can be reduced by 50% at least, along with measures to drastically reduce the usage of paper.


Business case – Introduction to SAP xECM by OpenText

Automate filing and indexing

Define, control and accelerate decision processes

Empower teams with internal and external users to collaborate efficiently

Enable consistent document handling and Microsoft Office Integration

Provide secure native access to SAP and non-SAP users.

Enable 360° view on documents.

Consolidate repositories and storage management

Control the content and reduce compliance costs



-Scanning

-Indexing

-Forms Management

-Intelligent Classification

-Batch Processes

-Imaging

-Viewers

-Shared Workspace

-Barcode recognition

-Capture of various inbound types

(paper, fax, mail…)

-Eliminate paper and free up office

space

-Reduce printing, copying and paper

storage costs

-Ensure consistent and cost effective

filing and audits

-Eliminate manual entry errors

-Decrease cost of filing content from

non-SAP processes

Solution Enablers Value Drivers



-Version Control

-Check In/Out

-Categorization

-Audit Trail

-User/Group Access

-Content Type Agnostic

-Comprehensive Search

-Notifications

-Ad hoc document workflow

-Work item lists / Task Lists

-Content associated to business

processes

-Team and project rooms

-Shared Workspace

-SAP data access from collaboration

space

-Forums / Discussions

-News Channels

-Polls

-Reduce time spent finding the “one

version of the truth” document

-Shrink file server and legacy document

management application costs

-Decrease printing and copying to

desktops/file shares and between

applications

-Reduce review and approval process

costs

-Decrease time spent on document-

intensive processes

-Improve processes and compliance by

using electronic signatures

-Boost productivity and accelerate

business decisions

-Push business decisions to the

appropriate individuals

-Reduce risk by providing secure

access




-Role-based user interface

-MS-Office, Web and SAP-Gui

integration

-Comprehensive search

-Content browsing and navigation

-Virtual folders

-Personalization

-Permission and role management with

user access rights inherited from SAP

-Reduce search costs

-Easily find content associated with SAP

objects

-Increase content accessibility

-Reduce deployment time

-Eliminate need for end-user training




-Data and Document Archiving

-Agnostic storage management

-Content Move between different

storage devices

-SAP ILM integration

-Advanced Security

-Single Instance Archiving

-Cut costs by consolidating

-Archive platform

-Decrease response times when

managing large volumes of data and

documents

-Reduce risk by protecting content with

replication and

-Tamper-proof storage

-Significantly improve content

accessibility

-Archived content available in SAP at all

times

-Can archive any SAP information

(DMS docs, ILM exports, print lists,...)

-Content automatically assigned

retention rules (based on type, process,

folder, user, role, …)




-File Plan and Administration

-Metadata Management

-Retention Schedules and Legal Holds

-Physical Records Management

-Advanced Circulation

-Automatic Classification

-Disposition

-Audit Trails

-Ensure holistic enterprise program

-Provide defensible disposition of all

corporate content

-Improve ability to mitigate risks

-Diminish exposure to discovery costs

-Reduce cost of storage through

proactive destruction

-Facilitate easier decommission of

legacy content

-Content automatically inherits retention

rules if present within designated SAP

folder structure

-SAP data retention rules can be

imported to manage data lifecycle



Agenda







and non-SAP users




Access to unstructured content – Present Drawing Management

Inconsistencies / Duplicates / Obsolescence / Inaccuracy…

Quality

Database

Public

Database File Server

File Server File Server

File Server

File Server

File Server

File Server


Access to unstructured content – Future Drawing Management

The “one version of the truth” integrated document


Access to unstructured content – Drawing Management process

AutoCAD Capture

Vault Professional Manual

Da

ta

Cre

ati

on

Up

da

te

Source Files Ma

na

gem

en

t S

tora

ge

xE

CM

SA

P

Numbering Purchasing / Production Manual

Input Automatic

Input Search / Access

NMBS / Constructor

Inventor


Access to unstructured content – Frontends

Generic Object Services (SAPGUI) Tab Integration (SAPGUI) DocuLink for SAP (SAPGUI)

MS Windows Explorer MS Outlook

Extended ECM UI (Case)


Access to unstructured content Business Workspace for Functional Location (Extended ECM UI)

Easy Access of Related Func.

Locations and Equipment


Access to unstructured content Business Workspace for Functional Location (SAPGUI – TA IL03)

SAP users can

access ALL

documents.

SAP users can add,

reserve and edit

documents.

SAP users can

create folders.

SAP users can add

Follow Ups

SAP users can see

all document

properties.

SAP users can …


Access to unstructured content Business Workspace for Functional Location (SAPGUI – TA IL03)

Immediate Access to

Photo of RELATED

Equipment

Maintenance Work Order allows to access all documents of related

functional locations and equipment (better than inheritance)


Access to unstructured content Business Workspace Hierarchy (SAPGUI and MS Windows Explorer)

The SAP structure of Technical

Objects and their SAP

documents are also available

in MS Windows Explorer


Agenda







and non-SAP users




Maintenance – Revision and Modernization

10 Weeks

3000 Activities

Modernization

Pre-Study Plan. Intervention Operational Data Project Planning Prototype

Delivery Confirmation Intervention Exec. Project Start Visit

8 Weeks

1500 Activities

Revision

Technical Drawings

Book of Patterns

Calculation Notes

Quality Manuals

Operational Guides

Procedures

Work Instructions

Fact Sheets

Forms

Checklists

Pictures

Activity Registration

527 cars / year

260 loco’s / year

Rev / Modern.


Maintenance – Business Workspace for Project


Maintenance – Business Workspace for Functional Location

Technical Documents of the functional location

are managed in the xECM Business Workspace,

which belongs to a SAP Functional Location

Non-SAP users can access SAP documents like

drawings, manuals, etc. and they can add documents.

Non-SAP Users can access attributes of SAP

Technical Objects and Process Information.

DMS Features to complement SAP PM processes:

Versioning, reservation, revision workflow, red lining, physical documents rendition, audit

tracking, authorizations, etc.


Maintenance – 360° Full Text Search for SAP and Non-SAP Info

SAP equipment attributes

SAP information on failure notification

SAP PM order printlist

ECM user can full text search in meta data,

notifications, orders and documents of SAP

Technical Objects


Maintenance – 360° Full Text Search for SAP and Non-SAP Info

Picture and free hand draft of a pump recognized

from it„s meta data

.dwg Full Text Indexed

PDF Manual Full Text

indexed

Scanned Drawing – Full Text

Indexed


Maintenance – Search for Functional Location (Extended ECM UI)

Search for Functional Location by

Full Text and Attributes


Agenda







and non-SAP users




Comply with European legislation – Prescriptions

It manages the maintenance logbooks for each vehicle which it is registered

in the National Register of Vehicles as “Entity in charge of Maintenance", and

ensures the correct implementation by ensuring that the vehicle is

maintained in accordance with its maintenance backlog and requirements force

including the TSI (Technical Specifications Interoperability);

It provides traceability of maintenance operations performed on each

vehicle by managing and keeping up to date maintenance reports for each vehicle;

It analyzes the lessons learned including the data from maintenance,

accidents or incidents to update the owner's maintenance logbook adequately;

It informs the owner of all restrictions and specific operation conditions of these

cars;

It contracts a liability insurance covering sufficient financial risks arising from

its activities.

The “Entity In Charge of Maintenance” needs to comply with the

following prescriptions:

1

2

3

4

5


Comply with European legislation – Wagon Maintenance Services

WMS, Wagon Maintenance Services, is an

entity of workshops, with central coordinating

services, that offers its expertise of Wagon

Maintenance over whole Belgium.

ECM Wagons NMBS stands for wagon

management that combines high level

maintenance studies with the precise adaptation

and registration of the wagon passport.

ECM Wagons SNCB is certified as

ECM (Entity In Charge of Maintenance)

with EU identification BE-34-2011-0001.

ISO9001 / ISO9000 / ISO9008


Agenda







and non-SAP users




Key points to take home

If you plan to manage documents, think enterprise-wide, think SAP

xECM by OpenText

Set up an enterprise-wide governance model for your xECM platform

Manage your xECM projects roadmap based on processes with the highest

amount of users and documents

Make also use of SAP xECM for non-SAP related documents

All processes require ACCESS to HIGH QUALITY DATA


Contact

Stéphane Haelterman

Project Manager

[email protected]

+32 474 800 124 http://be.linkedin.com/in/shaelter

Integrating Enterprise Content Management Solutions with the SAP Enterprise Asset Management...

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