dms in power industry

7/28/2019 DMS in Power Industry

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SAP Document Management System Overview

Sunday, 23 June 2013

IB Technology Solutions Inc 1


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DMS : Overview




3/24


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DMS : Process and Features



Start1Document

Creation

2Document

Upload

3Document

Workflow

4Document

Review

7Change

Management

6Document

Distribution

5Document

Approval

Finish

EngineeringChangeManagementfor trackingchanges

8

ClassificationSystem forStoring Meta Data

2

5FinalApproval

6

DocumentDistribution

DocumentReview andApproval

3

Commenting

4

Storing andManagingDocuments

DocumentLinkage toother SAPobjects

7

1

Create original

and Uploaddocument


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DMS : Document Life Cycle



Document

Creation

Document

Review

ChangeManagement

DocumentApproval

DocumentDistribution

Trigger ing

Workf low

Internal

dist r ibut ion

Redl in ing and

Comment ing

Master Markup

Creation

Not i f icat ion to

Vendors

Vendor

col laborat ion

plat form

Accept or

Reject

Decision

Re-submission

Not i f icat ion to

Vendors

Version

creation

Approva l wi th

Categories

Create

Recip ient List

Internal

Document

Distr ibut ion

with in IPL

External

Document

Distr ibut ion

ECN

(Engineering

Change

Number)creat ion

Approva l for

Change

Creation of

New Revision

Upload

documents

Characterst ics

Maintenance

Reviewers &

Approvers

Document

Recip ient Lis t


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DMS : Capabilities



FIND: Find documents and files in seconds rather than hours.

SHARE: Allow more than one worker access to the same document at the sametime.

VERSION CONTROL: Version control gives you the ability to mange documentchanges and revisions including going back to a previous version of a document.

CENTRALIZATION: Store department or workgroup documents in a centralstorage area.

SECURITY: Set document security for who can view and update files.

AUDIT: Verify who viewed and made updates to documents.

ARCHIVING: Set retention periods for documents, and schedule archivalor removal processes.


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DMS : Integration with other SAP Modules



Production Planning Module has a seamless Integration with all the other Modules in SAP

MMTech. Evaluation

Vendor Dwg.

Purchasing Support Doc.

Contract Document

Tender Doc.

FICOInvoices

Vendor Doc.

F&A Doc.

PMO&M Doc./Manuals

O&M Dwg.

O&M Modification Proposal

Vendor Dwg.

QAP and FQP

SDSales order

Sales contract

Invoices

Customer Doc.

PPGenerations Reports

QMQAP

FQP

Cert. of Conformity / Non Conformity

MDCC

Test Certificate

DMS


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DMS : Document Info Record



Document info record refers to the master record in the SAPSystem that stores all the business information for a

document. It contains the original files and the metadata for a

document.

Meta Data : It refers to the attributes related to the attached

Originals (such as the Dept., Project, Package etc.)

Originals : It refers to the original files (for example, thedesign drawing) which contains the actual information in the

document.


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DMS : Document Numbering System (DIR)



Internal numbering strategy is SAP generated numerical numbering system.

For example, we have defined a number range from 10000000001 to 99999999999.

The first saved number will be 10000000001, second will be 10000000002 and so on in a

sequential fashion.

DIR Numbering System


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DMS : Document Types



DefinitionThe document type is used to categorize documents according to their distinguishing

features and the organizational procedures and treatment that result from them.

Examples:


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DMS : Document Status Network



Document Status

During document review and approval process, document passes through multiple decisionpoints, which are represented and identified as document status.

Document Status Network

The multiple decision points once defined can be formed together in a logical sequence to

build a Document Status Network. It helps cater multiple needs of a process and can triggerautomatic notifications to decision makers for making a decision.

The Document Status Networks are based on the Document Types.

Advantages

Process Standardization for document review and approval process

Unique Status network for every document type

Automatic alerts/ workflow notifications triggering on document status change

Reduction in document review and approval lifecycle

Highly Secure


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DMS : Document Status Network



L

E

G

E

N

D

Previous status

Current status

Pending further status


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DMS : Document Workflow



Dynamic selection for reviewers and approvers

Decision notifications with document link to the reviewer/approver

Informatory notifications via e-mail

Reviewers Approvers

The Proposed Business Work Flow solution will add value to the document reviewand approval process.


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DMS : Document Workflow Alert Messages



Workflow Notification Decision step

The screen shows the SAP Business Work flownotification in SAP, with multiple decision options.

Based on decision made, the document work

flow gets triggered ahead.

InformatoryWorkflow Alert

The screen shows the informatory workflow alert,

with specific decision details for a document.


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DMS : Document Display using ECL Viewer 7.0



ECL Viewer from SAP enables to view the original application files without thenative software being installed on user front-end machine.

Review and commenting on original files with the use of mark up layers /

redlining.

Comparison of original application files between two different version of DIR


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DMS : Document Distribution



In its entire lifecycle document needs to be distributed multiple times to multipleusers like clients, vendors, consultants, reviewers etc.

With this Solution it will be possible to distribute the documents directly from SAP tomultiple recipients dynamically

Document distribution log maintenance

Single source distribution avoiding multiple communication modes

Secure for Confidential documents

Dynamic selection of document recipients possible

Document Distribution to any external agent is possible

Key Features


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DMS : Document Collaboration



Collaboration

HubSAP

SAP

IPL

Client

Consultants

Vendors


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DMS : Document Collaboration Using cFolder



cFolder (Collaboration Folders) is the SAP web-based application for collaborative

sharing of information which enables users to work on complex engineering projects in

virtual teams with external business partners.

cFolders is part of a suite of applications powered by SAP Net Weaver that

provides a collaborative platform inter-enterprise and intra-enterprise


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DMS : cFolder Structure



cFolders (Collaboration Folders) is the SAP web-based application for collaborative sharing of

information. It caters with requirements to work in distributed design and manufacturing teams in

a collaborative web based environment.

cFolders is used as collaborative platform to share information with external parties e.g. vendors,

suppliers and customers.

Role-Based access to cFolders

structure will be provided to Vendors

and Clients.

Based on current document status in

cFolders, Document will be visible to

Vendors and Consultants.

DMS D t M t ith


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DMS : Document Management with

SAP DMS & cFolder



SAP DMS

Document Info Record (DIR)

Alerts

Notifications

Versions

SAP ECM

Engineering Change Record (ECR)

Engineering Change Number (ECN)

cFolders

Collaboration

Document Structure

Versions, Revisions


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DMS : Document Storage and Retrieval



Secured Centralized storage for all originals

Improves processing time

Fast and direct access to documents from any workplace or location

Document storage and administration functionalities for different locations usingSAP Content Server and SAP Cache Server Components which will interact with theknowledge provider


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DMS : Advantages



1. Improve staff productivity2. Reduce costs associated with manual document

3. Promote sharing of knowledge and information

4. Enhance corporate transparency and governance

5. E-mail and fax files instantly

6. Access documents while traveling7. Publish documents to CD, DVD or the web, as appropriate


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DMS : Overview


Thank You