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Records Management |
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SAP Records Management can assist document
business processes and manage electronic files. This innovative solution
focuses on customer-specific processes. The service provider framework
plays a prominent role in the system architecture.
The name SAP
Records Management indicates only one aspect of the solution. In
fact, SAP Records Management manages digital documents and structures them with an
orientation toward business processes. But SAP Records Management
also helps record business processes. After all, files in an SAP
solution not only contain scanned documents or documents edited
directly in the SAP solution; they also contain references to documents
or other business objects that are created in the context of transactional
applications. Such objects include postings in financial accounting,
orders, opportunities and many more.
From the technical viewpoint
of IT, these objects are the data records of a database. However,
the information contained in a business object, such as a financial
accounting documents, is not simply stored in a database record.
As a rule, business objects are complex, and the information they
contain is distributed across several database tables. Only the
use of the SAP solution creates the context. Therefore, SAP Records
Management manages not only documents, but also complex data records
that complement the information in a file. In SAP terminology, these
data records are called "business objects."
Application Programming
and Modelling
If all the information - both the documents and the
business objects - are collected structurally in a file, the file
would document the flow of a business process. Workflow solutions,
such as business workflow and records management, complement the
information. The workflow solution helps direct and automate business
processes. The processes modelled with the workflow solution can
access files.
And, in the reverse direction, processes can be traced
and logged from the files. This dual function of managing data and
documents, and of controlling processes actively, is the decisive,
competitive advantage of SAP Records Management. |
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What's Needed?
A Sustainable Infrastructure. Before
development on SAP Records Management began, some basic questions
had to be answered. What exactly is the necessary functional scope
needed to manage electronic files? What are the contents of those
files? How is their content structured and summarised? A dilemma
appeared with these questions. Every definition of a specific functional
scope or a specific record of objects remained unsatisfactory. It
was impossible to predict which SAP objects would play an important
role in records management or which objects in customer projects
have to be considered. Accordingly, the first task was to develop
a sustainable infrastructure for SAP Records Management - an infrastructure
that would link almost any information object to another and then
to link them to a uniform software solution.
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.and Intuitive Operation
An additional trend also emerged.
In a modern application, transactional applications and digitised
documents quite properly exist next to each other. Dealing with
digitised documents is usually much more intuitive. Processes can
be improved, and tasks that users find unnecessary can be automated.
For example, users want to fill out familiar forms directly on screen,
and they want to write business letters and store them in a file
without having to manually transfer the address data in the software
solution to the letter. And companies want a workflow solution that
can actively pass the corresponding work throughout an organisation.
Many of these examples are already available as technical components
in various SAP solutions, such as output control and print formatting
(Smart Forms) for forms or in business workflow. Accordingly, SAP
did not need to redevelop these kinds of elements for SAP Records
Management. Naturally, the solution could be a success only if it
were able to integrate existing components. These considerations
outlined the context for SAP Records Management and gave birth to
the idea of the service provider framework
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The Service Provider Framework
The term
"framework" is quite often used without any precision. Many applications
that support some openness to customer modifications or modifications
to higher levels of software already use the term "framework" for
these abilities. Such techniques - user, customer, or application
exits - are also found in SAP solutions as Business Add-Ins (BAdIs).
However, the service provider framework encompasses significantly
more than a record of published interfaces that can be used for
customer-specific modifications. Consider the following example.
The programs for posting an order in SAP Sales & Distribution (SAP
SD) and the programs for posting a vendor invoice in SAP Financials
(SAP FI) use many of the same elements. These elements include checking
for the existence of the company code entered by the user. But the
programs exist only for themselves. That means that an SAP SD order
per se cannot be related to a vendor document, but that the vendor
document, for example, can appear as an explanatory appendix to
the order. The tasks are treated differently in electronic file
management. With electronic files, a concrete instance of order
files must provide concrete visibility of orders, vendor invoices,
or digitised documents in a common structure. Framework technology
does more than just help solve integration questions in SAP Records
Management. It also helps in other application contexts. For example,
it can record disagreements and complaints in the context of financial
accounting and document the process of creating quarterly and balance
sheet processes. . |
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It is helpful to compare framework technology with the operating system
of a computer. Various programs are installed on a computer; each
has an entry in the system registry. For example, if a user clicks
on a file in Windows Explorer, the operating system - on its own
- finds the correct program to open the file, starts the program,
passes the file on to another application, and closes it when the
user finishes work. The operating system maintains control of the
concrete program at all times. It can minimise it, end it, or place
it into the foreground. The service provider framework works in
a similar way. Programs (service providers) register themselves
in the framework. To build upon the previous example, compare these
service providers with the programs used to post SAP SD orders or
vendor invoices. In some sense, service providers handle existing
objects or objects from non-SAP applications. Concrete configuration
variants can be performed on service providers in the application
registry. For example, here users can define which concrete workflow
definition is used for a process that can be started from a file
for a concrete file type, such as an application procedure as part
of a personnel file. New service providers - new programs - are
also entered into the registry. At runtime, the service provider
framework acts as a broker between the various programs involved
in an SAP solution. In the case of SAP Records Management, files
and the documents they contain communicate over the framework just
as they do with vendor invoices or orders. In the process, files,
orders, invoices, and documents must be considered as independent
objects that exhibit an independent implementation.
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Customising or enhancement by implementation?
Well-known companies such as the Deutsche Postbank,
KarstadtQuelle or the Westdeutsche Immobilien Bank already count
on SAP Records Management. All these customers required that non-SAP
components supplement SAP Records Management. For example, groupware
systems or special systems to appraise property were linked to the
file management solution. The strength of the framework approach
is apparent here: The non-SAP programs simply had to be entered
into the registry as services so that they could interact with existing
objects. The solution is consistently open so it guarantees freedom
to make modifications. The ability to enhance an application without
customer-specific modifications is an additional advantage. Framework
technology often proves superior to designs that offer extremely
complex customising or multiple configuration options that cut standard
software down to fit concrete customer needs. Often, it’s much simpler
to implement enhancements for a specific customer situation with
framework technology. The goals of a customer-specific implementation
generally correspond to real customer needs much more strongly because
the enhancements are created in collaboration with end users. The
disadvantage? Enhancements that arise through implementation demand
much more specific knowledge on the part of those involved in the
project – much more than simple system configuration through customising.
A decision about which approach better leads to the goal can be
made only when dealing with real-world situation.
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Additional applications based
upon the service provider framework
Other SAP solutions take advantage
of the service provider framework developed for SAP Records Management.
For example, mySAP Financials processes disputes, such as complaints
about invoices, and logs all the documents that arise during the
dispute management process in a procedure file. mySAP Financials
can also document the creation of a balance sheet and quarterly
reports in a form that meets the requirements of the Sarbanes-Oxley
Act, the new U.S. law requiring greater transparency in reporting.
mySAP Customer Relationship Management also contains procedure management
for processing service requests. And mySAP Public Sector provides
a records management solution for official files. SAP is delivering
more and more solutions that place objects in relation to each other
with the service provider framework and that contain the preconfigured
functionality of SAP Records Management. These solutions display
added value of SAP Records Management that is based upon the framework
design. The solution's openness does more than guarantee the creation
of tailor-made customer solutions. Reuse of the framework and the
objects realised in it in various SAP applications particularly
profits customers who now encounter uniform architecture and uniform
interfaces in various applications.
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