ips640 - sap public sector records management

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THE BEST-RUN BUSINESSES RUN SAP © SAP AG 2006 IPS640 SAP Public Sector Records Management SAP for Industries SAP for Public Sector 2006/Q2 Material number 50080810

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IPS640 - SAP Public Sector Records Management

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  • SAP AG 2006

    IPS640 SAP Public Sector Records Management

    THE BEST-RUN BUSINESSES RUN SAP

    SAP AG 2006

    IPS640SAP Public Sector Records Management

    SAP for Industries SAP for Public Sector

    2006/Q2 Material number 50080810

  • SAP AG IPS640 Preface-1

  • SAP AG IPS640 Preface-2

    SAP AG 2006

    Copyright

    Copyright 2006 SAP AG. All rights reserved.

    No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

    Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.

    Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400,

    OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are trademarks or registered trademarks of IBM Corporation in the United States and/or other countries.

    Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are

    trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C, World Wide

    Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology

    invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver and other SAP products and

    services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.

    The information in this document is proprietary to SAP. No part of this document may be reproduced, copied, or transmitted in any form or for any purpose without the express prior written permission of SAP AG.

  • SAP AG IPS640 Preface-3

    This document is a preliminary version and not subject to your license agreement or any other agreement with SAP. This document contains only intended strategies, developments, and functionalities of the SAP product and is not intended to be binding upon SAP to any particular course of business, product strategy, and/or development. Please note that this document is subject to change and may be changed by SAP at any time without notice.

    SAP assumes no responsibility for errors or omissions in this document. SAP does not warrant the accuracy or completeness of the information, text, graphics, links, or other items contained within this material. This document is provided without a warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

    SAP shall have no liability for damages of any kind including without limitation direct, special, indirect, or consequential damages that may result from the use of these materials. This limitation shall not apply in cases of intent or gross negligence.

    The statutory liability for personal injury and defective products is not affected. SAP has no control over the information that you may access through the use of hot links contained in these materials and does not endorse your use of third-party Web pages nor provide any warranty whatsoever relating to third-party Web pages.

  • SAP AG IPS640 1-1

    SAP AG 2006

    Agenda: Overview Diagram

    01 Agenda02 What is SAP Records Management?

    An Introduction 03 Electronic Desk04 Important Entities in Public Sector

    Records Management05 Cases and Ad Hoc Workflows

    06 Documents and Document Templates07 Incoming Mail Processing08 Content Models09 Information Retrieval10 Additional Configuration Details

    11 Integration Scenarios in Procurement12 Integration Scenario Grants Management13 Integration Scenario cFolder14 Digital Signatures and Security for E-Mails15 Retention and Disposal16 Personalized Electronic Desk

  • SAP AG IPS640 1-2

    SAP AG 2006

    Agenda General Comments

    General remarks on

    System for the course Users Organizational structure Keyword catalog Record plan

  • SAP AG IPS640 1-3

    General Comments

    Unit: General Comments Topic: System, User, Organizational Structure,

    Keyword Catalog, Record Plan

    Here you will find information and notes on all exercises.

    1-1 System

    System name: TPP

    Client: 820

    User: IPS640-01, , IPS640-18 Password: init (Change the password to demo)

    RMS ID: PSRM TRAINING

  • SAP AG IPS640 1-4

    1-2 Organizational structure used for all exercises

    Organizational units, positions, and user within the organizational units

    The password for all users of the organization Scotland Yard is demo.

  • SAP AG IPS640 1-5

    1-3 Keyword Catalog

    Name: TRAINING_EN (Description: Training Keyword Catalog)

    1-4 Record Plan

    Name: Record Plan PSRM Training

    1-5 Preparatory steps in the TPP system

    Participant groups must be numbered in sequence. Write your group number on your card

    Change the following setting in the Electronic Desk: Select Close Work Item (Path: Goto Settings Desk)

    Choose Desk (DOMEA).

  • SAP AG IPS640 1-6

  • SAP AG IPS640 2-1

    SAP AG 2006

    An Introduction to SAP Records Management for Public Sector

  • SAP AG IPS640 2-2

    SAP AG 2006

    At the end of this unit, you will be familiar with:

    Definitions of terminology in PSRM

    Public Sector Records Management positioning

    Application areas and integration aspects of Public Sector Records Management

    The difference between Records Management and Public Sector Records Management

    The Public Sector Records Management introduction roadmap

    Main Topics for SAP PSRM*: Unit Objectives

    * PSRM := Public Sector Records Management

  • SAP AG IPS640 2-3

    SAP AG 2006

    What is SAP Records Management? An Introduction: Overview Diagram

    01 Agenda02 What is SAP Records Management?

    An Introduction03 Electronic Desk04 Important Entities in Public Sector

    Records Management05 Cases and Ad Hoc Workflows

    06 Documents and Document Templates07 Incoming Mail Processing08 Content Models09 Information Retrieval10 Additional Configuration Details

    11 Integration Scenarios in Procurement

    12 Integration Scenario Grants Management

    13 Integration Scenario cFolder

    14 Digital Signatures and Security for E-Mails

    15 Retention and Disposal

    16 Personalized Electronic Desk

  • SAP AG IPS640 2-4

    SAP AG 2006

    Defining Terminology (1)

    Differences of terminology can cause misunderstandings, particularly in the case of the term "record".

    Document according to ISO 15489 Information recorded in accordance with the classification structure of a

    government agency or organization.

    Document Management Management area concerned with managing documents and offering the

    following options:

    Check-in/Check-out Versioning Status Management Database-driven metadata management (and thus integration into

    existing organizational structure)

    Indexing documents Enhanced search technologies

  • SAP AG IPS640 2-5

    SAP AG 2006

    Defining Terminology (2)

    Record according to ISO 15489 A document created, received or kept by a government agency, organization or person

    for verification and information purposes, so as to be able to meet legal requirements and follow up business processes.

    Records Management according to ISO 15489 Management area that allows efficient and systematic control of the processes of

    creating, receiving, keeping, using and storing records, including the collection of data, and provides complete verification as well as information about all business processes and occurrences.

    Records Management systems meet the legal requirements and the need for varying certificates required in different countries by offering the following options: Creating a hierarchical organizational structure and embedding the records in this structure Creating superordinate information objects (records, for example) Access lists and authorizations for users, user groups and organizational units Classifying records by security levels (such as, top secret, restricted, ...) Retention and disposal procedures

  • SAP AG IPS640 2-6

    SAP AG 2006

    What Does SAP Public Sector Records Management Contain?

    The application SAP Public Sector Records Management (short: PSRM) offers a far greater range of services than the name might suggest.

    The following are essential components of PSRM: Administration of superordinate information objects such as

    records, record folders, record plan items, cases

    Case processing and management including workflows and notes Document management Records Management according to the ISO 15489 standard For further details, see the PSRM Solution Components slide.

    As well as the range of services listed above, SAP PSRM is certified in accordance with the following standards

    DOMEA (Germany), version 1.2 TNA (UK) DoD 5015.2 (USA); certification planned for Q1/2007

  • SAP AG IPS640 2-7

    SAP AG 2006

    Administrative cases are processed on the basis of

    paper/electronic documents? ...

    All documents related to a case are kept in a record or

    case file. The record is used for processing the case.

    The record contains all processes and documents related to an

    administrative case.

    Document Driven Processes

    Records ManagementCase Processing

    Integration of Applications

    Enterprise Content Management

    Records Management is a system supporting the electronic management of records. By using electronic records instead of paper records, you will be able to enjoy all the benefits of an almost paperless office:

    No record storage costs No costly and time-consuming copying No carrying records around Automatic case processing on the basis of the record's process route You can always make sure the record is complete Information can be researched easily Fast, decentralized access to all record components Several persons can read a document simultaneously Direct document processing with electronic office communication tools

  • SAP AG IPS640 2-8

    SAP AG 2006

    Where Do I Find the Information?

    Information

    100%50%0%

    RecordsOther Places

    RecordsManagement

    System

    DesktopsFile Servers

    Doc. Man. SystemsCRM Systems

    Financial SystemsHR Management Systems

    Planning Systems

    -----x-----Special

    Applications

    ?Change Manage-ment

  • SAP AG IPS640 2-9

    SAP AG 2006

    Records/Case Management

    1 Content ManagementStoring records/cases/documentsDistributed (external) content and cache server landscapeMetadata models for records/cases/documents

    4 WorkflowsCollaboration on cases/documentsAd hoc and structured workflowsApproval and decision-making processes (signature)

    6 Cross-DepartmentalInformation Exchange

    Printing records and casesExporting and e-mailing records/cases/documentsSAP Workflow

    2 Incoming Mail ProcessingE-mail, fax, single item and mass scanningWorkflow for incoming documents

    3 InformationRetrieval

    Metadata searchClassification of records/cases/documents by keyword and file planFull text retrieval

    5 Retention and DisposalRetention periodsAppraisal of records

    9 CRM & SRM integrationCitizens' web requestsCustomer history (call center)Fast solution offer (call center)Frontend for citizens (CRM) integrated into back office (RM) solutionSRM for government departments

    PSRM Solution Components

    7 Integration into SAP for Public Sector

    Grants ManagementFunds ManagementTax and revenue integration

    8 SecurityData integrity and privacyDigital signatures for documentsSecure e-mailing & encryption

    This slide shows the most important functions for each process step Records are evaluated to identify hard copy belonging to a particular department that should be

    archived after disposal.

  • SAP AG IPS640 2-10

    SAP AG 2006

    Embedding SAP PSRM in the System Landscape

    FacilityManagement

    FundsManagement

    DocumentsManagement

    System

    Taxes

    Services for citizens

    Citizens'Master Data

    Processes subject toCase/Records Management:

    Linking cases/records with applications and documents

    Innovations: SAP Public Sector Records Management was developed for working with electronic records on

    the basis of procedures tried and tested in various countries (Best Business Practices). No other product is as internationally adaptable.

    SAP Public Sector Records Management provides seamless integration of process documents and application documents and thus ensures greater process efficiency and coherence.

    SAP Public Sector Records Management can be used to replace paper-based processes by processes based on workflows. In this context, it works as the central application.

  • SAP AG IPS640 2-11

    SAP AG 2006

    Typical Content of Records/Cases

    Material

    InvoicesHuman Resources

    Contacts

    Business Objectsfrom SAP and

    Non-SAP Systems

    Forms/Web Requests

    Desktop Documents and

    Templates

    BusinessApplications

    BusinessReports

    Web ContentScanned

    Documents

    ProcessInformation

    Notes

    Records Management not only provides an electronic representation of the conventional paper record, but also offers functions that far exceed those available for conventional records management. In addition to electronic documents, Records Management can also integrate the following electronic elements:

    SAP business objects SAP business workflows SAP reports SAP transactions SAP ArchiveLink documents Administration data for paper documents Internet/Intranet pages

    These integration functions provide a complete representation of a business process and quick access to information. By integrating SAP Business Workflow, you have the option of using a record as a starting point for efficient process control.

    Elements can originate either from the local SAP system, from other SAP systems, or even from non-SAP systems.

  • SAP AG IPS640 2-12

    SAP AG 2006

    Goals of SAP Public Sector Records Management

    Make case-related and up-to-date business information available to the user from a single point of entry.

    Manage individual business process-related documents in accordance with Public Sector laws, rules and practices.

    Accelerate electronic document processing.

    Increase efficiency and improve transparency.

    Manage records in a way that meets e-business and integration requirements.

  • SAP AG IPS640 2-13

    SAP AG 2006

    SAP RM versus SAP PSRM

    Records

    Cases

    Organizer

    Workflow

    Incoming mailprocessing

    Retention anddisposal

    Electronicdesk

    Documents

    Ad hoc workflowfor cases

    Digital signature

    Secureelectronicbusinessrelationships

    Frameworktechnology

    Supplieddefault settings

    Menu and toolbarrestrictions

    Activity functions for process route

    You call SAP RM with the transaction Organizer You call SAP PSRM with the transaction SCASEPS (electronic desk) In a nutshell, SAP PSRM is the union of records management and case management, with additional

    functions from Public Sector.

  • SAP AG IPS640 2-14

    SAP AG 2006

    Records/Case Management: Road Map to Success I

    - Content Management- Incoming mail

    processing- Registering paper

    records

    CRM

    ActivityArea

    PSRM - Record

    retention anddisposal

    - Workflow for cases- Integration into SAP processes

    mySAP PS

    - Call center- Citizens' portal- Web Service

    requests

    Internal External

    Administra

    tion becom

    es digitalize

    d

    - Electronic records- Information retrieval

    This slide shows the "Roadmap" for Service Management. It could further include suggestions on implementation procedures, especially if part of the solution needs to be implemented first or if not all components are available yet.

    You will find another example of a product roadmap on the following slides.

  • SAP AG IPS640 2-15

    SAP AG 2006

    Records/Case Management: Road Map to Success II

    CRM

    ActivityArea

    - Electronic records- Information retrieval

    PSRM

    - Recordretention and disposal

    - Integration with SAP processes

    mySAP PS

    - Call center- Citizens' portal- Web Service

    requests

    External Internal

    - Content Management- Workflow for cases- Electronic case record

    Administra

    tion Becom

    es Integrat

    ion

  • SAP AG IPS640 2-16

  • SAP AG IPS640 3-1

    SAP AG 2006

    Electronic Desk

  • SAP AG IPS640 3-2

    SAP AG 2006

    Electronic Desk: Unit Objectives

    By the end of this unit, you will be familiar with:

    Accessing and handling the electronic desk

    Work areas of the role-based electronic desk

    Structure of the work basket

    Private folders

    Context menu of element types

    Resubmissions

  • SAP AG IPS640 3-3

    SAP AG 2006

    Electronic Desk and Personalization: Overview Diagram

    01 Agenda02 What is SAP Records Management?

    An Introduction 03 Electronic Desk04 Important Entities in Public Sector

    Records Management05 Cases and Ad Hoc Workflows

    06 Documents and Document Templates07 Incoming Mail Processing08 Content Models09 Information Retrieval10 Additional Configuration Details

    11 Integration Scenarios in Procurement

    12 Integration Scenario Grants Management

    13 Integration Scenario cFolder

    14 Digital Signatures and Security for E-Mails

    15 Retention and Disposal

    16 Personalized Electronic Desktop

  • SAP AG IPS640 3-4

    SAP AG 2006

    Electronic Desk: Work Areas and History

    Selection?Work Area

    History

    ActiveWork Area

    E-Desk Processing Area for Elements

    ActiveProcessing

    Access to the last 30 information objects used

    PSRM includes 4 Work Areas (Work Environment, Private Folders, Resubmission, Work Basket) Which work areas you can use depends on Customizing. This will be explained on another slide.

  • SAP AG IPS640 3-5

    SAP AG 2006

    History

    ActiveWork Environment

    ActiveProcessing

    Click on thebutton WorkEnvironment

    E-Desk Processing Area for Elements

    Electronic Desk: Selection of a Work Area

  • SAP AG IPS640 3-6

    SAP AG 2006

    Electronic Desk: Context Menu for an Element Type

    Selection?Work Area

    History

    Active?Work Area

    ActiveProcessing

    Electronic Desk Processing Area for Elements

    Context menuof a case

  • SAP AG IPS640 3-7

    SAP AG 2006

    Electronic Desk: Selecting a Context Menu Entry

    Selection?Work Area

    Active?Work Area

    ActiveProcessing

    E-Desk Processing Area for Elements

    FindCreate

    Location List

    Information

    Context MenuEntry Find

    Which context menu is displayed depends on the element type. If you click on Information in the context menu, you get technical information about the element

    type (ID, name), such as:

    Element Type - Element type: ID Z_RM_PS_SP3_CASE_TRAINING

    - Element type: Name Case Training

    The address type of the current location as well as the location itself are shown in the Location List.

  • SAP AG IPS640 3-8

    SAP AG 2006

    Electronic Desk: Private FoldersElectronic Desk Processing Area for Elements

    My privateFolders

    The Private Folders can be structured according to your needs. You can create a link to certain records, cases and documents that interest you using drag and drop. You can also delete this link if necessary.

    You can store and organize elements and element types in Private Folders. In Favorites, you can manage the elements and element types that you use most often.

  • SAP AG IPS640 3-9

    SAP AG 2006

    Electronic Desk: Resubmission

    Selection?Work Area

    ActiveWork Environment

    History

    E-Desk Processing Area for Elements

    Handling Resubmissions

    Resubmission allows you to specify a list of elements that are to be resubmitted. This allows you to monitor deadlines and other dated entries. There are also additional functions for managing resubmissions:

    Display detail information Export Print Send by fax or e-mail Delete Change Find Select "Set to done" for the resubmission Search in a list and set filters Sort a list

  • SAP AG IPS640 3-10

    SAP AG 2006

    Electronic Desk: Worklist

    History

    Electronic Desk Processing Area for Elements

    Department folders andgeneral records

    StructuredWorklist

    The structure of the worklist can be adapted. IMG Path: Records and Case Management -> Basic Settings -> Interface Settings -> Define Structure of Worklist

    Definition of items Definition of folders to be displayed in the worklist Definition of desk Within a desk: Assignment Folder-Item

    The Worklist is a subarea of the Work Basket work area, which can be found alongside Private Folders and Resubmission.

    The worklist is structured in Folders. The content of the folders is made up of Items. These represent elements to be processed and are specified by the system. If you were to define a folder for each item on a 1:1 basis, this would constitute the most detailed structure for the worklist.

  • SAP AG IPS640 3-11

    SAP AG 2006

    Electronic Desk: Worklist (Continued.)

  • SAP AG IPS640 3-12

    SAP AG 2006

    Role-based E-Desk: Structure of the Work Environment

    Selection?Work Area

    History

    Active?Work Area

    E-Desk Processing Area for Elements

    Definition via the Transaction SCMGVIEWGENfor the Roles TRAINING_USERand RMS ID Z_RMS_TRAINING

    Depends on PSRM Customizingfor interface settings:

    Create Role-Based View for Work Environment

    Customizing the structure of the E-desk The structure displayed for the work area depends on the user role Definition of work areas

    - Path: Records and Case Management Public Sector -> Basic Settings -> Interface Settings -> Create Role-Based View for Work Environment

    - Role Work area

    - SAP_PS_RM_USER Work Basket SAP_PS_RM_USER Private Folder SAP_PS_RM_USER Work Environment

    Sub-areas of the Work Basket - Folders

    - Worklist

    - Resubmission

    - Worklist from substitutes

  • SAP AG IPS640 3-13

    SAP AG 2006

    Electronic Desk: Editing a Record

    Electronic Desk Processing Area for Elements

  • SAP AG IPS640 3-14

    SAP AG 2006

    Electronic Desk: Editing a Case

    Selection?Work Area

    History

    Active?Work Area

    Electronic Desk Processing Area for Elements

  • SAP AG IPS640 3-15

    SAP AG 2006

    Selecting the Electronic Desk

    The desk that is displayed therefore depends on the user.

    Transaction: SCASEPS Menu path: Goto -> Settings

    Desktop

    Use the F4 help to select Desk DOMEA.z This default setting only works if DOMEA has been defined in

    Customizing.

    z Otherwise the system displays the message "No desk defined for user ".

    The DOMEA desk is supplied with client 000 as preconfigured Customizing. If you work in another client, you must create the desk in this client.

  • SAP AG IPS640 3-16

    SAP AG 2006

    Electronic Desk: Defining Substitutes

    You can define the type of substitute: Personal substitute (SAP User) Note:

    z Substitutions for organizational units or items are not supported.z There are no substitution profiles for the assignment of dedicated

    tasks.

    Substitutes can Be defined and activated at the same time

    z From the beginning of the substitute's activation, the relevant person automatically receives work items from the substitution in addition to his or her own work items.

    Be defined without activationz As long as the substituted person is not substituted in the

    system, the substitute automatically receives the work items from the substitution in addition to his or her own work items. This means that the substitute is only temporarily active.

  • SAP AG IPS640 3-17

    SAP AG 2006

    Electronic Desk: Resubmissions (I)

    Click on Resubmission on your electronic desk. Select Resubmit create.

    Select an element type (records, for example).

    Select an element (a particular record, for example).

  • SAP AG IPS640 3-18

    SAP AG 2006

    Enter values in the following dialog box:

    Resubmission for an SAP user

    If you enter a time period, the system automatically calculates the date for the resubmission (Submisson On) via the ( button Calculate Time Limit). The calendar is taken into account during this calculation. In case of a holiday, the system will show a warning and offer a change to the next work day.

    On the date Due on, processing must be completed.

    E-Desk: Resubmissions (II)

  • SAP AG IPS640 3-19

    SAP AG 2006

    Electronic Desk: Inbox Worklist

    Important functions for handling the worklist(via the context menu) Execute a work item Reserve a work item Replace a work item Display a work item Manage attachments

    z Displayz Createz Changez Delete

    Forward a work item Resubmit a work item More functions

    z "Set to done"z Reject executionz Change work item (information, deadlines) z Send as e-mailz Change priority

  • SAP AG IPS640 3-20

    SAP AG 2006

    Authorizations for RMPS I

    PS_RMPSOEH PS_RMPSORG

    The system checks whether or not the user is authorized to execute an activity for the object. This depends on the organizational assignment of the object as well as the user.

    S_FRA_SPS Checks the maintenance of element types in the Framework Registry. Checked fields:

    z ACTVT: Activityz F_AREA_ID: Allows a restriction for certain areasz F_SP_ID: The authorization object Service Provider ID allows a restriction

    of Service Provider maintenance for a selected service provider.z F_SPS_ID: The authorization object Service Provider Space ID allows a

    restriction of element type maintenance for certain element types. S_APPL_LOG S_SRMDISP1 S_SCMG_CAS S_SCMG_FLN

  • SAP AG IPS640 3-21

    SAP AG 2006

    Authorizations for RMPS II

    S_SCMG_STAz Authorization for the status of a case

    Checked fields:z SPS_ID: Authorization depends on the SPS-ID of the case

    z CASETYPE: Authorization depends on the case type

    z ORDER_NO: Authorization depends on the status of the case

    z ACTVT: Access can be restricted to certain activities

    S_SCMG_TXT S_SRMGS_CT S_SRMGS_DC S_SRMGS_PR S_SRMGS_VV S_SRMKCMNT

  • SAP AG IPS640 3-22

    SAP AG 2006

    Authorizations for RMPS III

    S_SRMPATH1 S_SRMSY_CL S_TABU_DIS S_TCODE

    Authorization for transactions

    S_TRANSLAT S_USER_GRP

  • SAP AG IPS640 3-23

    SAP AG 2006

    Authorization Object PS_RMPSOEH

    PS_RMPSOEH: Controls access to the following objects: Record, case, document and incoming post item. Depending on the organi-zational assignment, the user is allowed to execute an action on the object. The access fails if the user has no authorization for the particular

    organizational unit in accordance with the authorization object PS_RMPSORG.

    Important fields to be checked:z SPS_ID: Element type ID of the Object. Allows various authorizations for

    different objects.

    z RMPS_TYPE: Depending on the object type of an object, different authorizations can be defined for a given object (e.g. case).

    z RMPS_ACT: Authorization depends on the activity (such as, create, change, display).

    z RMPS_KEY: Authorization depends on the attributes required or other information. The key for the authorization check is dynamically created via a Business Add In (BAdI).

    z SCMG_LVL: With the attribute for the authorization level, you can restrict the authorization to a certain attribute of the object.

    z RMPS_AUTU: Use this field to determine to which organizational objects access is to be permitted.

  • SAP AG IPS640 3-24

    SAP AG 2006

    Authorization Object S_SCMG_TXT

    S_SCMG_TXT: The authorization object applies to editing of the text in a case. Checked fields:

    SPS_ID: Restriction of authorization to a selected element type. CASETYPE: Restriction of authorization to a certain case type. TEXTID: Restriction of authorization to a certain text type. All text

    types to which the text object SCMG_CASE was assigned can be used.

    ACTVT: Restriction of authorization to certain activities.

  • SAP AG IPS640 3-25

    SAP AG 2006

    Authorization Object S_SRMGS_CT

    S_SRMGS_CT: The authorization object refers to the document content. The term Document covers documents, records, record models, file plans and notes. Checked fields:

    ACTVT: Restriction of authorization to specific activities. SPS_ID: Restriction of authorization to a specific element type. SRM_MODEL: Restriction of authorization to a specific content

    model.

    DOCUMENTID: Restriction of authorization to a specific element. Use the unique Document ID as the value for the element.(See also: General information about an element; this can be found in Information in the context menu.)

  • SAP AG IPS640 3-26

    SAP AG 2006

    Whether or not an entry is shown in a record depends on the user role. Role-based entries can be folders and all element types allowed in the

    record. Maintained in the Record Modeler for the record type Maintained in the record browser for the record Procedure:

    z Select the entryz Press the button z Enter the roles in the "Determine Visibility" dialog box

    Role-Based Views in Records

    12

    3

    The visibility of the content of a case can be displayed and edited in the same way.

  • SAP AG IPS640 3-27

    Exercises

    Unit: Electronic Desk Topic: Working with the Electronic Desk

    At the end of this exercise, you will be able to:

    Work with the Electronic Desk Work with Favorites Define substitutes

    3-1 Electronic Desk work areas

    3-1-1 Which area of the Electronic Desk contains the elements types you can work with?

    3-1-2 Which element types can you use?

    3-2 Favorites

    3-2-1 Search for document templates. Select one template from the results list.

    3-2-2 Add the template you selected in 3-2-1 to your Favorites for IPS640-xx (xx stands for your group number).

    3-2-3 Which option in the context menu can you use to delete the entry from your Favorites without deleting the object itself?

    3-3 Worklist

    3-3-1 Where can you check which cases you have initialized yourself?

    3-3-2 Maintain IPS640-xx+1 as a personal substitute. When can IPS640-xx+1 act as a substitute for IPS640-xx? The substitution should be valid for two months starting from today.

  • SAP AG IPS640 3-28

  • SAP AG IPS640 3-29

    Solutions

    Unit: Electronic Desk Topic: Working with the Electronic Desk

    3-1 Electronic Desk work areas 3-1-1 Which area of the Electronic Desk contains the elements types you can work

    with? In the Work Environment.

    3-1-2 Which element types can you use? Records, cases, documents, URLs, and so on. Note: The definition of your role in the Electronic Desk determines which element types are visible in your Work Environment.

    3-2 Favorites

    3-2-1 Search for document templates. Select one template from the results list. Open the context menu of the Document Template PSRM Training element type. Select Find. You can enter search parameters in the dialog box that opens. Then choose Search. Select one of the templates shown in the results list. Press the Copy icon to accept the selection. Note: The selected template automatically appears in your History.

    3-2-2 Add the template you selected in 3-2-1 to your Favorites for IPS640-xx (xx stands for your group number). Choose Private Folders. Select the template you chose under 3-2.1. Use drag & drop to add this to your Favorites.

    3-2-3 Which option in the context menu can you use to delete an entry from your Favorites without deleting the object itself? Delete from Private Folders

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    3-3 Worklist

    3-3-1 Where can you check which cases you have initialized yourself? Choose Work Basket. All cases created by you and currently in process are listed under Current Cases.

    3-3-2 Maintain IPS640-xx+1 as a personal substitute. When can IPS640-xx+1 act as a substitute for IPS640-xx? The substitution should be valid for two months starting from today. Choose Work Basket. Open the context menu for the Worklists from Substitutes category. Select Maintain Substitute. Select Personal Substitutes in the dialog box. Choose Create Substitute (F5). In the dialog box that appears, enter IPS640-xx+1 as the search term. In the next dialog box, enter the relevant validity dates.

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    Important Entities in Public Sector Records Management

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    Entities in PSRM: Unit Objectives

    At the end of this unit, you will be familiar with:

    RMS ID as organizational element

    Records and Record Models

    Element types in PSRM

    PSRM technical landscape

    Integration of BOR and transactions

    Record plan

    Log

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    Important Entities in Public SectorRecords Management: Overview Diagram

    01 Agenda02 What is SAP Records Management?

    An Introduction 03 Electronic Desk04 Important Entities in Public Sector

    Records Management05 Cases and Ad Hoc Workflows

    06 Documents and Document Templates07 Incoming Mail Processing08 Content Models09 Information Retrieval10 Additional Configuration Details

    11 Integration Scenarios in Procurement

    12 Integration Scenario Grants Management

    13 Integration Scenario cFolder

    14 Digital Signatures and Security for E-Mails

    15 Retention and Disposal

    16 Personalized Electronic Desk

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    Records Management System ID (RMS ID)

    The SAP system consists of several RMSs

    Patient Records Personnel Records

    BudgetPlanning? Records

    Dr. Jones, Orthopedist

    Ms. Yukava, ?Head of HR

    Mr. Smith,?Administration

    A Records Management System (RMS) is a discrete unit within Records Management (like a client within an SAP system). Different RMSs can be used to separate different business areas that physically exist in the same client of an installation (in a similar way to company codes). Dividing the records of a company into discrete units makes it is possible to provide particular groups of users access to particular records.

    Example: In a hospital there are personnel records and patient records. Employees in the personnel department only have access to the "RMS for personnel records", nurses and doctors only have access to the "RMS for patient records".

    The RMS ID is a classification parameter of the area S_AREA_RMPS. You assign values to this parameter using the Customizing activity Maintain Registry . You separate the different RMSs by assigning element types to one or more RMS. An RMS can contain any number of element types. Elements can only be displayed in the RMS in which they have been entered.

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    Records Management

    RMS ID

    SAP R/3

    Client

    Company code Plant ...

    Organizational Elements in SAP

    m:n

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    Records

    Records are represented in the system by XML documents.

    These XML documents are managed in the system via the Knowledge Provider (Document Management Service).

    Consequences:

    You easily can configure the system to store electronic recordsin the application database (default and recommendation) or on a content server.

    Records contain references only (references for documents, transactions, business objects ...). There is no replication of elements and no data redundancy.

    Documents held in Records Management should be stored externally (SAP Content Server or external storage system).

    You display a record in XML format as follows: 1. Display the record

    2. Follow the menu path: Record -> Administration -> XML Representation

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    Overview of Possible Elements

    contains

    n

    m

    based on

    n

    1

    1

    nisorgani-zed in

    is a specific

    Element

    Administration data for

    documents on paper

    ArchiveLink document

    URL

    Record

    Record Plan

    Record Model NoteWorkflow Instance

    Business Object

    Trans-action

    ReportDocument Case

    Incomingpostitems

    An element type is a subclass of objects of a service provider An element is an instance of an element type. A record model/type is used to prestructure a record. Each record is based on a record model/type. A record model can contain elements and element types. A record can contain elements and element types as templates for elements.

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    Recommended System Landscape for Records Management

    Netweaver Web AS

    as central records, case and document management system

    SAP R/3 /mySAP ERP

    Netweaver Web AS

    ContentServer

    This slide shows: The front end The SAP R/3 system (system consists of a server instance and a database) An additional SAP Web Application Server, which is used as a central records and document

    server. WebAS 7.0 contains PSRM 2.0

    A content server, that is, either an external content server (archive system) or an SAP Content Server

    Instead of running on a separate SAP Web AS, PSRM Rel. 2.0 runs on SAP ERP 2005. However, before you can start a records project, you must upgrade your system to SAP ERP 2005.

    Note: SAP Web AS can be installed as a separate logical instance on the same hardware as the ERP system. Web AS should only be installed on different hardware (additional physical system) if the new application causes too high of a demand for additional workload.

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    Records Management Component View

    Archiving SolutionScan Solution

    External Storage Systems

    SAP Public Sector Records Management

    Netweaver Web Application ServerArchive LinkSAP Workflow

    SAP Office

    SAP Records Management

    Kpro: Document Management Infrastructure

    Org. Management

    Address Administration

    Content Server

    Archiving Solution

    Data-base

    SAP Public Sector Records Management is always based on SAP Records Management. The other components such as SAP Office, SAP Workflow etc. are part of the Web Application

    Server and can be used to full extent in Records Management.

    In realistic business scenarios the content is stored on a separate content server. If you have a high volume of data, you will additionally need an archive system. The metadata is stored on a database.

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    Creating an Element Type for BOR Objects in Records Management

    Select Create Element Type in the context menu.

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    Registry for BOR Objects in Records Management

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    Details of a BOR Object in Records Management

    Methods

    BOR Object

    Use transaction SWO1 to test and to check a BOR object method. Depending on the BOR object, certain methods are not available. For example, you cannot delete an

    FI document.

    If the Business Object is located in another system, you have to configure the RFC connection and maintain the Logical_System parameter accordingly.

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    Transactions in Records Management

    Select the transaction node.

    Press this button to display the node attributes.

    If you would like to skip the initial screen, enter X as the value.

    Enter the SPA/GPA ID and value here.*

    * If more than one SPA/GPA ID is needed, use additional SPAGPAID lines.

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    Reports in Records Management (1)

    Select the report node.

    Select this button to display the node attributes.

    Enter the names of the selection criteria and their value here.

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    Reports in Records Management (2)

    How do you find the names of the selection criteria?

    Press F1 help for the G/L account field Select the button

    Technical Information in the dialog box In the Technical Information dialog box,

    the value of the screen field is the search name

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    Record Model

    A Record Model is a template for records. The template is created in Customizing. The Records Modeler is intended for the ?system administration and project team,not for the end user.Record Models define: Record structure Record content (possible elements) Authorizations Some technical parameters

    Records that are based on the same record model always have the same structure. This makes user orientation within the records easier.Record models can be rigidly defined or user-defined, and always have a status.

    Status for Record Models Initial: The record model is being created. You cannot yet create any records for this record

    model. Released: You cannot change existing nodes of this record model, but you can create further

    nodes. You can create records using this record model. Final: You cannot make any further changes to this record model. You can create records using

    this record model. Obsolete: The record model is no longer valid. The records that have been created using this

    record model still exist. You cannot create any further records with this record model. Node Types

    Structure nodes - Help to define the structure of the record. These nodes only act as headers for other nodes. - Nodes that cannot have elements assigned to them in records - Folders within a record

    Model nodes - Define which elements are permitted by assigning an element type. - The element type determines that the node in the record can only be filled with elements of this

    element type. - You can assign several element types to one model node.

    Instance nodes - Definition of fixed elements - Node that already has an element (not an element type) assigned to it in the record model .

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    Structure Elements of a Record Model

    Record Model

    Instance Node 221

    Instance Node 222

    Model Node 21

    Model Node 22

    Remarks A user-defined number of nodes on each level is possible. The hierarchy of nodes presented above is just one possibility. Every

    node can be used on each level of the record model.

    Structure Node 1

    Structure Node 2

    Possible structure elements are: Structure nodes (on paper, structure nodes are depicted by the register node of a record.) Model nodes (a model node determines which type(s) of information object(s) can be included in

    the record.)

    Instance nodes

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    Record Model: Example 1

    Documents

    Business Objects

    Transactions

    Based on a separate model for the content of a case.= Structure node= Model node

    = Record model

    Record Model A

    Worklist

    Case Processing

    Documents

    URLs

    Cases

    Model Name

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    Record Model: Example 2

    Documents

    Cases

    Transactions

    Worklist

    Sub-records

    Documents

    URLs

    Records*

    Model Name

    * May be based on another record model= Structure node= Model node

    = Record model

    The example shows the immense flexibility in the structure of E-records. We will see later that models are also necessary for the structure of case content. From a technical

    point of view, these are identical to record models. So it would be possible for a case to contain a record.

    Having said this, it is clear that there is no a priori hierarchical relationship between records and cases. Records can contain cases and vice versa. You can only decide from the application context which structure is most suitable.

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    Expanding/Changing Record Models (1)

    Be careful when defining record models.

    If your record model is released, you cannot delete nodes in the model. Instead, you can set certain nodes as inactive. New instances of this record model will no longer contain

    inactive nodes

    It is possible to return to Initial status from Released status. Then you can delete nodes.You can create new nodes (as long as your model is not set to Final status).

    In a production system, reversing the status of a model to delete nodes should only be done in an emergency. The record model standardizes the structure of records and makes Information Retrieval within a document easier for the user. This no longer works if the record model is changed substantially on a regular basis.

    All changes to the record model are logged. To display the log, follow the path Other Functions Administration Log Entries.

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    Expanding/Changing Record Models (2)

    The changed record model is not automatically available in records that were created before the record model was changed. The following options are available:

    1. No synchronization with the new record model2. Manual synchronization with the new record model3. Automatic synchronization with the new record model

    There is a new connection parameter MODEL_SYNC_METHOD in the service provider for records. Which of the three options the system offers depends on the valuation of this parameter.Option 1: No valuationOption 2: Valuation M (in Change mode, an additional button appears here in the record toolbar)Option 3: Valuation A

    The synchronization option is available in WebAS 6.40 with SP12. The additional pushbutton with Valuation M is called Synchronize Record.

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    Records Browser

    Other record functions

    Display/create/editelements

    Display records as a hierarchy

    Record attributes

    Switch to the Records Browser when you want to: Create a new record Display or edit a record that you have already created

    To create a record, you first need to select a record model. Every record must be based on a record model.

    Main Functions include: Displaying the record as a hierarchy

    - The record structure is predefined by the record model.

    Displaying/creating/editing elements - The appropriate display or edit window opens on the right-hand side of the screen.

    Entering attribute values for the elements Displaying the record as list - all normal list functions can be used

    PSRM 2.0 also supports the so-called transparent record: If a record contains an information object that is comprised of subobjects (for example, a part record), you can expand this information object within the record.

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    Important Functions of Records I

    Other Functions Different record

    Reload

    Where-used list

    Close record

    Administration (such as, XML representation)

    User-specific settings

    Print (attributes, for example)

    Send as e-mail

    References

    Display log

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    Important Functions of Records II

    Activities (for a node) Attributes for a node

    Create

    Insert from clipboard

    Delete

    Rename

    Determine visibility

    Expand subtree

    Close subtree

    Find in subtree

    Find next in subtree

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    Display Record Elements in a List

    Find, sort, filter

    To open the list view, call up the context menu on the E-desk and select Display Variants -> Display Record Elements in a List.

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    Displaying the Record Log

    Find, sort, filter

    Log of activities in

    a record

    Select a record on the E-desk

    Select buttonDisplay Log

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    Generation Rule for Record Reference Numbers

    Generation rules are explained in detail in the unit Additional Configuration Details.

    The record reference number generally consists of different components:

    Organizational unit Record plan item (file plan item) Separators (for example, . - / ) Sequence number

    The generation rule that is applied in a record can be stored in the record model. If not, the user has to select a generation rule every time they creates a new record.1 In the context of the organizational unit + record plan item

    Example:unit 211 1124 / 3 (unit, sep., record plan item, sep., seq. number1)

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    Reassigning a Record

    Function called up in the history via the context menu of a record.

    The reassignment function is required when the unique indicator requires manual entries in accordance with the generation rule.

    Reassignment happens due to changes that affect the components used in the generation rule. Organizational changes (as part of a reorganization, for

    example)

    Functional changes (here: file plan item)

    When a record has been reassigned, the system stores the old reference number in the attribute Old Reference Number,and the activity is logged.

    If you reassign a record twice, another entry is created in attribute Old Reference Number. In the log, you can also see see the changes made by the reassignment.

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    Record Plan

    A record plan consists of a hierarchical arrangement of items. Each item represents an objective within an agency.

    The record plan guarantees the standardization of the objectives of all organizational units of an agency. The record plan is often identical for all the agencies of a state.

    Organizational units and record plan items often serve as classification criteria for records.

    Exporting and importing record plans A record plan can be exported in XML format.

    The XML file of a record plan can be imported.

    For the integration of a record plan with Records Management, you need a service provider and an element type.

    Composition and structure of the record plan differs greatly within the Public Sector. Besides classification, the record plan represents a model for the comprehensive structure of the whole record and document management system. However, this additional option is not a subject of this course.

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    Keyword Catalog

    Using a keyword catalog The keyword catalog can be used for records, cases, and documents.

    Only keywords from the catalog are allowed.

    The keyword catalog is hierarchically arranged.

    Multiple selection of keywords is supported.

    A keyword catalog in the format of a text file or Excel file can be uploaded.

    Free entry of keywords Multiple entry of keywords is supported.

    Maintaining the keyword catalog within the E-desk: Transaction: SCASEPS

    Menu Path: Registry Keyword Catalog Keyword Catalog Administration

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    Resubmission as Optional Connection Parameter I

    z In the Registry, go to the tab page for Connection Parameter Values.z Select the RMPS_FCODE_SHOWOPT line and then select Create.

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    z Enter the value you need in the dialog box.z The following input values are possible:

    z A button for resubmissions appears within the record.

    Resubmission as Optional Connection Parameter II

    Displays the superordinate objectPS_SUP_HLEVEL

    ResubmissionsPS_RESUBMISSIONSDescriptionValue

    Button for resubmissions

    This functionality is available with Web AS 6.40, SP 17.

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    Logging Activities

    For all element types you use in PSRM, you have to specify the classification parameter LOG_LEVEL. This parameter determines the level of detail of the log.

    In accordance with this level of detail, you see different activities like Create, Change, Display.The log contains the following information:

    Activity Date of activity Time of activity User Object ID Old value New value Processor Description of the activity End of the time period

    The scope of the log depends on the information object. The documents log is relatively small. The case log tends to be the most comprehensive, as it logs all activities related to the workflow too.

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    Exercises

    Unit: Important Entities in Public Sector Records Management

    Topic: Using Business Objects in Records Management

    At the end of this exercise, you will be able to:

    Integrate a BOR leave request in Records Management (RM) Integrate a transaction in Records Management Create a record Create different elements within a record Check important information in a record Use a record plan in a record Reassign and download a record

    4-1 BOR integration in RM

    4-1-1 Create a leave request in Records Management. 4-1-2 Which element type is used to integrate BORs? Specify the technical name as

    well as the description.

    4-2 Integrating a transaction in Records Management

    4-2-1 Create an element for transaction SPRO in RM.

    4-2-2 What is the technical name (element type ID) of the element type Transaction?

    4-3 Creating a record

    4-3-1 Generate the reference number.

    4-3-2 Enter a keyword from the TRAINING_EN catalog (Training Keyword Catalog).

    4-3-3 Use Services for Object to create a private note. 4-3-4 Send the record to user IPS640-xx+1 by using the path within a record: Other

    Functions Send as Mail. Select an SAP logon name as recipient type.

    4-4 Contents of a record

    4-4-1 Create a URL within a record.

    4-4-2 Use MS Word to create a document within the record. Do not use a template for this task.

    4-4-2-1 Define the attributes Re: (indicates the subject matter) and Here (describes the subject in more detail). Note: Save the document and the record.

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    4-5 Detailed information in a record.

    4-5-1 Which element was created in your record?

    4-5-2 When (date/time) were the record and document created?

    4-5-3 Which element type was used to create the record?

    4-5-4 Which record model (technical name and description) was specified when the record was created?

    4-5-5 Which record model (document class and document object ID) was used? 4-5-6 Display the record in XML format (Note: This does not work when a Citrix

    client is used).

    4-6 Record plan (file plan)

    4-6-1 How long is the storage period for item 1124?

    4-6-2 What is the disposal status of item 1124?

    4-7 Reassigning a record

    4-7-1 Create a record and a document within the record.

    4-7-2 Reassign the record by changing the organizational entries and the record plan item. Note: To do this, use the context menu of the record within the History.

    4-7-3 In the reassigned record, check the attribute Old Reference Number.

    4-8 Downloading a record

    4-8-1 Download the record that you created in exercise 4-3 to your desktop (in the context menu of a record in the History, select Other Functions -> Generate and Store Export Format). 4-8-1-1 Take a look at the files that have been saved locally and display the

    record in XML format.

    4-8-1-2 In which formats was your record saved?

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    Solutions

    Unit: Important Entities in Public Sector Records Management

    Topic: Using Business Objects in Records Management

    4-1 BOR integration in RM

    4-1-1 Create a leave request in Records Management. Open the context menu for the Leave Request element type. Select Create. Enter details of the requested leave and choose Save.

    4-1-2 Which element type is used for the integration of BORs? Specify the technical name as well as the description. Element type Leave Request PSRM Training, technical name: Z_RM_PS_SPS_BOR_ABSENT_TRAINING.

    4-2 Integrating a transaction in Records Management

    4-2-1 Create an element for transaction SPRO in RM. Open the context menu of the Transactions element type. Select Find. Enter SPRO in the dialog box.

    4-2-2 What is the technical name (element type ID) of the element type Transaction? Open the context menu of the Transactions element type. Select Information. The following element type ID is displayed in a dialog box: Z_RM_PS_SPS_GENERAL_TRANSAC_TRAI.

    4-3 Creating a record

    4-3-1 Use the generation rule for reference numbers. Open the context menu for the Records element type. Choose Create. Use the F4 help for the reference number. Follow the instructions for entering an organizational unit (use the help function and select a unit within the Scotland Yard top node). Use the F4 help to enter a record plan item.

    4-3-2 Enter a keyword from the TRAINING_EN catalog (Training Keyword Catalog). Use the help function.

    4-3-3 Use Services for Object to create a private note. Choose Services for Object. Choose Private Note. In the dialog box that appears, enter a title for the note and a text.

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    4-3-4 Send the record to user IPS640-xx+1. To do this, select Record (quick info text: Other Functions) Send as Mail in the record. Select an SAP logon name as the recipient type. Follow the specified instructions.

    4-4 Contents of a record

    4-4-1 Create a URL within a record. Open the Web Content folder, and open the context menu of the URLs element type. Select Activities -> Create to create a new URL in RM. Select Activities -> Find to select an existing URL in RM.

    4-4-2 Use MS Word to create a document within the record. Do not use a template for this task. In the Worklist of the record, open the context menu for the All Element Types element type. Select Activities -> Create. In the dialog box that opens, open the Documents folder. Double-click on the Document (PSRM Training; EN) element type. Select the Create activity. Choose Application. Select Microsoft Word. Select the required text and choose Save Document. In the list of attributes in the dialog box that opens, use the F4 help in the Document Number field. The document number is then generated automatically. Hint: If no element belonging to the All Element Types element type exists, select the Worklist folder and click on the Create pushbutton. The system then creates the All Element Types element type. Then simply follow the instructions provided.

    4-4-2-1 Define the attributes Re: (indicates the subject matter) and Here (describes the subject in more detail). Hint: Save the document and the record. Maintain the two specified attributes in the dialog box for attributes. Choose OK. Now save the record. Hint: When you save the document, the traffic light icon for the record changes to yellow. When you save the record, the traffic light then changes to green.

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    4-5 Detailed information in a record.

    4-5-1 Which element was created in your record? In the record, look at the Last Processed column, which indicates the last time the record was changed. Find the row containing the current date and the most recent time.

    4-5-2 When (date/time) were the record and document created? See the answer under 4-5.1.

    4-5-3 Which element type was used to create the record? In the History, select the record and open the context menu. Select Information. In the dialog box that opens, you will see the element type ID and the name of the element type.

    4-5-4 Which record model (technical name and description) was used to create the record? You will find the information you are looking under the record attributes in the Underlying Record Model field.

    4-5-5 Which record model (document class and document object ID) was used? In the record, follow the path: Other Functions Administration Corresponding Model (Key). You will find the information you need in the dialog box that appears.

    4-5-6 Display the record in XML format (note: This does not work if you are using a Citrix client). Display the record. Follow the path Other Functions -> Administration -> XML Representation.

    4-6 Record plan (file plan)

    4-6-1 How long is the storage period for item 1124? Open the context menu of the Record Plan PSRM Training element type. Select Find. In the dialog box, click on Execute Search. In the results list, double-click on Record Plan PSRM Training (EN). Click on Expand Subtree. Select item 1124. This displays the detailed information for item 1124. If Transfer from Superior Item is shown as the retention period, navigate upwards in the hierarchy until an element is displayed for which a retention period has been entered. In our example, find the Scotland Yard/Sample Agency element. You will see that a retention period of 10 years has been entered for this item.

    4-6-2 What is the disposal status of item 1124? Display the details for item 1124, as described in exercise 4-6.1. Here you will find that the disposal status has been set to To Provide.

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    4-7 Reassigning a record

    4-7-1 Create a record and a document within the record. The steps required to do this are described in exercises 4-3 and 4-4.

    4-7-2 Reassign the record by changing the organizational entries and the record plan item. Note: To do this, use the context menu of the record within the History. In the History, select the record you created in 4-7.1. Open the context menu for this record and select Reassign. In the dialog box that appears, use the F4 help function (which provides a list of possible entries) to select a different organizational unit. Follow the same steps for the record plan item.

    4-7-3 In the reassigned record, check the attribute

    Old Reference Number. Display the attributes of the record. The reference number that was valid before reassignment is shown in the Old Reference Number field.

    4-8 Downloading a record

    4-8-1 Download the record that you created in exercise 4-3 to your desktop (in the context menu of a record in the History, select Other Functions -> Generate and Store Export Format). Note the hint provided above. Save the files to your desktop.

    4-8-1-1 Take a look at the files that have been saved locally and display the record in XML format. Open the file in XML format.

    4-8-1-2 In which formats was your record saved? The metadata of the record was saved/downloaded in HTML and XML format. The number of files and saved formats depend on the element defined in the record. For example, the following files are generated when you create a URL: - Metafile in HTML format - Metafile in XML format - Content (URL) in TXT format

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    Cases and Ad Hoc Workflows

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    Cases in PSRM: Unit Objectives

    At the end of this unit you will be familiar with:

    Navigation within and handling of cases

    Ad hoc workflows / Process routes

    Notes within cases

    Media discontinuities

    Logging

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    Cases and Ad Hoc Workflows: Overview Diagram

    01 Agenda02 What is SAP Records Management?

    An Introduction 03 Electronic Desk04 Important Entities in Public Sector

    Records Management05 Cases and Ad Hoc Workflows

    06 Documents and Document Templates07 Incoming Mail Processing08 Content Models09 Information Retrieval10 Additional Configuration Details

    11 Integration Scenarios in Procurement

    12 Integration Scenario Grants Management

    13 Integration Scenario cFolder

    14 Digital Signatures and Security for E-Mails

    15 Retention and Disposal

    16 Personalized Electronic Desk

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    Example: Business Process "Purchasing"

    or

    MM

    Letter

    "Purchasing"

    Requestby E-form

    E-Case

    Check, approve Signature

    Employee

    Purchasing - Monitoring Budget Monitoring

    Maintain system

    Superior

    Detailed scenarios are discussed in the unit "Integration Scenarios in Procurement".

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    E-Form

    or

    R/3 HR

    Letter

    "HigherSalary"

    E-Record

    Check, process Check; acknowledge

    Employee

    Human Resources Works Council

    Maintain system

    Superior

    Business Transaction from SAP Human Capital Management

    Example: electronic record in HR

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    Case Management in PSRM: Terminology Definitions

    First and foremost, Case Management has the following characteristics and structures: Incident Management

    z Steering procedures and methods on the basis of unplanned formalcharacteristics as well as dispositions and notes, which are considered necessary for the decision-making process.

    z Processes are scheduled in order to shorten the overall processing time.

    Investigation Managementz Traceability and transparency of executed operations

    z Logging working methods and procedures

    z Logging tasks and their execution

    Case Management is a tool that makes procedures within the administrative work transparent and allows the handling of events, which lead to the creation of records.

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    Process Information with Electronic Cases

    Complex Business Processes

    Need complete documentation of all steps on the basis of Documents

    Notes

    Process logs

    Require a signature (for example, purchasing and budget monitoring in the purchasing process)

    Are sometimes structured, sometimes unstructured Are often integrated with applications (for example, service

    order in CRM, web requests)

    Are managed with a business workflow

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    Components of a Case

    Case

    Display higherobjects

    Contents

    Attributes

    Notes

    Process Route

    Log

    Main Document

    Keywords

    Links

    Navigation

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    Attributes of a Case

    Attributes (Metadata) Are customizable

    Important:z Case indicators (often generated by a rule)

    z Status

    new

    in process

    media discontinuity

    completed

    Besides the supplied default statuses, the customer can also define thier own status. In order to start the workflow connected with the process route in a case, the status must be set to in

    process.

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    Service Provider (SP) for Case Subcomponents

    Content1SP: RM_PS_SP_CASE_RECORD

    CaseSP: RM_PS_SP_CASE

    NotesSP: RM_PS_SP_CASE_NOTES

    1 The SP for the underlying case container model is RM_PS_SP_MODEL.

    For each of the above service providers an element type must be defined within the registry.

    Subcomponentsof Cases

    PATH [process route]PS_SUBCOMPONENT_RECORD

    [content] SUBCOMPONENT_NOTES [notes] PS_SUB_KEYWORDS [keywords]

    SUBCOMPONENT_LOG [log]

    Registry Function Profile

    Note

    The case is the most complex information object in PSRM. It consists of the subcomponents outlined on the slide. This architecture is also reflected in the service providers. Just like a record, a SP is therefore necessary for the whole case (RM_PS_SP_CASE).

    For the content of a case, an element type based on the SP RM_PS_SP_CASE_RECORD is required. To structure the content, a case container model the same as the record model must be defined. This model is based on an element type of the SP RM_PS_SP_MODEL and must be assigned to a claim type [Field: element type ID (record)] in Customizing.

    A separate SP (RM_PS_SP_CASE_NOTES) should be used for notes. This allows users to handle different types of notes within the case.

    In the Customizing of the Function Profile, you can determine which subcomponents can be used for a case. The Function Profile is also assigned to a case type.

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    Case Container Model

    The Case Container model is used to reconfigure the content allowed within a case.

    From a technical point of view, a case container model is nothing other than a record model.

    In Customizing, a case content model must be assigned to a case type.

    In the Registry, the case container model must be entered as a connection parameter within the element type for the case container that is assigned to the service provider RM_PS_SP_CASE_RECORD.

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    Types of Workflows

    Two types can be differentiated:

    Structured workflow: In accordance with the application context of a given workflow, workflows all work items and people involved are known in advance.

    Unstructured workflow: In accordance with the application context of the given workflow, it must be possible to change work items and people involved at any time by persons who have the authorization to adapt the workflow. Unstructured workflows are also called Ad hoc workflows. This functio-nality gives the user the necessary flexibility to react (incident management).

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    Layout Process Route

    1

    2.1

    3 4

    2.2

    Flexible Layout Thanks To: Sequential process route steps (3 and 4) Parallel process route steps (2.1 and 2.2) Process route step 3 only starts after steps 2.1 and 2.2 have both been

    executedPlanned activities can have the following indicators: signature, final signature, for attention. Executed activities can have the indicators signed, finally signedandnot responsible.

    An unstructured workflow is modeled by a process route. This route is divided into individual process steps. Each process step is assigned to a planned activity. For the execution you have to specify the agent type and the agent id.

    Permitted activities are entered in a Customizing table (Path: Records and Case Management Case Process Route Define Activities and Activity Functions for Process Route). Depending on the activity, you have different options for execution. You can choose, for example,during the execution of the activity signature between the following options:

    Co-signature Sign Under Condition Do Not Sign

    These options are called activity functions in the previously mentioned Customizing table.

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    Main Document of a Case

    Often the decision to be made (signature) for a case refers to asingle document. The button Main Document displays all documents in the case or the superordinate records. You can mark a document as main document in the list.

    Document 01/2005

    x Document 02/2005

    Document 03/2005

    You can flag another document as the main document at any time, if required.

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    Notes in a Case

    Notes in Customizing can be differentiated by text type.

    Examples:

    Business Transaction Memo This text type plays a special role in Public Sector. Users

    cannot delete or change this note when you start a new session for changing the case. This behavior is ensured by the authorization object S_SCMG_TXT.

    Comment Note Description Internal Note Concluding Remark Reply

    In the Customizing table (menu path: Records and Case Management Case Text Profile Set Text IDs). Go to the entry SCMG_CASE and click on Text IDs.

    Now create a text profile and assign the required text IDs to the profile: Menu path: Records and Case Management Case Text Profile Create Text Profile.

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    Comprehensive Log: Case and Process Route

    Circular Case Metadata

    The log clearly combines the processing activities that you have performed in the case with the activities arising from workflow items that result from the process route.

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    During case processing, people from other organization units need to be involved in the decision process.

    The other organization uses a separate Records Management system or has no electronic system (paper-based Records Management).

    The media discontinuity has to be recorded more or less comprehensively. For this, additional (user-specific) activities can be defined in the Customizing of the process route.

    Media Discontinuity Requests

    Business Scenario

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    In step introduce the process route activity, in process (external). Step will be executed automatically. t3 represents the end of Es-Ph.

    t3

    Print the case and all documents and send these to the external person. The complete printout is provided with the barcode (either on each page or on the cover sheet).

    t2

    In step introduce the process route activity,Prepare media discontinuity. Set the status for case C0 to Media Discontinuity.

    This status "freezes" all objects in C0 and generates an incoming document with barcod e in InDocautomatically. InDoc is needed for the reply of the external processor.

    When step has been executed, the log of C0 contains the information on the person who has prepared the media discontinuity.

    t1

    Start of C0.t0

    ActionTime

    Media Discontinuity Handling I

    Case C0

    Media DiscontinuityPhase (Es-Ph)

    External Person

    t0 t1 t2 t3 t4 t5 t

    1 2

    3

    4 5

    2

    2

    3 3

    The media discontinuity scenario shown here represents the DOMEA cConcept, version 1.2. A media discontinuity-free process for cross-organizational collaboration is presented in the unit

    "Integration Scenario cFolder".

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    End of C0.t5

    In step introduce the process route activity, Take Over Media Discontinuity. Scan all documents from Es-Ph. They are assigned to InDoc automatically with via a barcode. Change the status of C0 to in process. Execute the activity Take Over Media Discontinuity, which leads to an entry in the log of C0. Continue processing C0.

    t4

    ActionTime

    Media Discontinuity Handling II

    4

    Case C0

    Media DiscontinuityPhase (Es-Ph)

    External Person

    1 2

    3

    4 5

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    Notes in a Process Route

    Button to create a note for a process route item

    In order to give information on executing a work item to a processor you can enter a note for the respective process route item.

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    Visibility of Case Subcomponents

    Subcomponents ofCases

    PATHPS_SUBCOMPONENT_RECORDSUBCOMPONENT_NOTES PS_SUB_KEYWORDS

    SUBCOMPONENT_LOG

    When you enter a case subcomponent as parameter value of the parameter ID SCMG_DSUB in the user master data, this entry overrides the sequence of the subcomponents in the function profile: If you display or edit a case, the system displays the content of the case and not the process route according to the configuration.

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    Problem Several attribute sets are needed for different case types.

    Solution Option 1: One common attribute set applies for all case types;

    they are differentiated by different attribute profiles.

    Option 2: Each case type uses a different attribute set..

    Attribute Sets for Different Case Types

    Attributes that are used inprofile 1 for case type 1.

    Attributes that are used inprofile 2 for case type 2.

    Attribute set 1 with reference to profile 1 forcase type 1

    Attribute set 2 with reference to profile 2 forcase type 2

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    Terminology Profiles for Cases

    Problems Texts in generic dialogs need to be application or customer

    specific.

    SAP standard texts must not get lost when customizing, because otherwise the context of the terminology used in the documentation disappears.

    Solution Definition of client-dependent terminology IDs Definition of SAP standard texts via terminology IDs Definition of client-dependent terminology profiles Define application-specific or customer-specific texts by using

    terminology profile and terminology ID

    An ABAP class can serve to determine the right text at runtime (CL_SCMG_TERM_PROF_CUST)

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    Data Model

    Terminology IDTerminology Text (Default)

    TerminologyProfile

    TerminologyText (Profile)

    Client

    Language

    As you can see from the data model, a client-dependent terminology profile overrides the standard terminology.

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    Example of a Text Profile

    Term ID: CASESAP standard text: CASETerminology profile: PSText in this profile: Case

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    Generation rules are explained in detail in the unit More Configuration Details.

    The case indicator consists in general of different components.

    Record reference number of the superordinate record Sequential number Separators (for example, . - / )

    The generation rule, which is applied for a case, is defined in the IMG. Path:Records and Case Management Case Attribute Profile Values Permitted for Attributes Assign Generation Rule for Case Indicator to Case Type.

    Example:U11 5302 / 3 1 (unit, sep., record plan item, sep., seq. number1, sep., seq. number2)

    Generation Rule for Case Indicators

    RMPS_TEMPLATE_CASETRAIRule NameCase Type

    1 in the context of a record2 in the context of a case

    Record reference number

  • SAP AG IPS640 5-27

    Exercises

    Unit: Cases and Ad Hoc Workflows Topic: Handling Cases and Ad Hoc Workflows in

    Records Management

    At the end of this exercise, you will be able to:

    Create a case Create a process route Start and execute a workflow Check a case log Use different functionalities to handle a short business scenario for a

    case

    5-1 Creating a case

    5-1-1 Create a case in the record you created in exercise 4-3.

    5-1-2 Enter the Case Reference attribute and a Keyword. Use the TRAINING_EN catalog (Training Key Word Catalog) for this exercise.

    5-1-3 Create a versionable document in the case.

    5-1-4 Select the document created in 5-1.3 as the main document.

    5-2 Notes in a Case

    5-2-1 Create a business transaction memo.

    5-2-2 Create and save an internal note.

    5-3 Process route within a case

    5-3-1 Create a process route with the three steps Edit, Signature and Final Signature. 5-3-1-1 Select an SAP User or an Organizational Unit within the Scotland Yard

    organizational structure as the agent type.

    5-3-1-2 Save the process route as a process route model.

    5-3-1-3 Set the case status to In process. 5-3-1-4 Execute the work items as the users who were assigned to your group's

    process route.

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    5-4 Case log

    5-4-1 Display the log for the case you created in 5-1.

    5-4-2 Which activity results are shown in the log show after you execute the work items?

    5-4-3 How can you determine who executed a work item when the agent type is an organizational entity, not an SAP user?

    5-4-4 Create your own log layout (name: case_log_IPS640-xx, where xx is your group number), which only displays executed activities.

    5-5 Short business scenario

    5-5-1 Create a case within a record.

    5-5-2 Create a document within the case.

    5-5-3 Select the document as a main document.

    5-5-4 Create a process route within the case. using the process route model you just created.

    5-5-5 Execute the work items for the users that were assigned to the process route defined for your group.

    5-5-6 Reassign the record by changing the organizational entity and the record plan item.

    5-5-7 Check the changes to the record plan item in the record attributes.

    5-5-8 Display the log for the record and the case.

    5-5-9 In the history, open the context menu for the case and enter a resubmission for the group IPS640-xx+1.

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    Solutions

    Unit: Cases and Ad Hoc Workflows Topic: Handling Cases and Ad Hoc Workflows in

    Records Management

    5-1 Creating a case

    5-1-1 Create a case in the record you created in exercise 4-3. In the History, open the context menu of the record, and select Change. Expand the Internal Processes folder. Open the context menu of the Case PSRM Training element type, and select Create. The system splits the display. You can see the case to the right of the screen. Save the case, and then save the record. The traffic light icon for the record changes from yellow to green.

    5-1-2 Enter the Case Reference attribute and a Keyword. Use TRAINING_EN (Training Keyword Catalog) for this exercise. Enter the case reference in the corresponding attribute. Choose Keywords to add a key word. Then press the Keword Insert button. In the dialog box that appears, select the correct keyword catalog. In the catalog itself, double-click on any key word. Choose Copy (green checkmark). Save the case.

    5-1-3 Create a versionable document in the case. Choose Content. Open the context menu of the Document PSRM Training element type. Select Create. Then follow the steps described in the solution to exercise 4-4. When you have saved the document, choose Previous Object. Save the case. If no Document (versionable; EN) element type is displayed, select the Linked Objects row and click on Create. The proceed as described in exercise 4-4.

    5-1-4 Select the document you created in 5-1.3 as the main document. Press the Main Document button in the case. In the dialog box that appears, select the document you created in exercise 5-1.3.

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    5-2 Notes within a case Hint: The case must be open in change mode.

    5-2-1 Create a business transaction memo. Choose Notes. Choose Change Text Type, and select Business Transaction Memo. A blinking cursor indicates where the text is to be entered. Choose Copy.

    5-2-2 Create and save an internal note. Choose Notes. Choose Change Text Type, and select Internal Note. A blinking cursor indicates where the text is to be entered. Choose Copy.

    5-3 Process route within a case Hint: The case must be open in change mode. 5-3-1 Create a process route with the three steps Edit, Signature and Final Signature.

    5-3-1-1 Select an SAP User or an Organizational Unit within the Scotland Yard organizational structure as the agent type. Choose Process Route. Click Start. Choose Insert Sequentially. In the dialog box that opens, you can select Organizational Unit (for example) as the agent type. Use the input help for the Processor ID field. Enter an asterisk (*) as the search term. Press the Structure search button. In the dialog box that opens, expand the Scotland Yard entry. Select an organizational unit (for example, unit 221). Choose Continue (Enter). Use the F4 help to select the entry Edit in the Activity field. Choose Continue (Enter). To create the second process route item, select the first process route item. Choose Insert Sequentially. Follow the steps described above. Do the same for the third process route item. Save the case.

    5-3-1-2 Save the process route as a process route model. Choose Save as Template. Note down the number of the process route model.

    5-3-1-3 Set the case status to In process. Use the input help to enter a value in the Status field. Select In process. Save the case.

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    5-3-1-4 Execute the work items as the users who were assigned to the process route defined by your group. If you selected an organizational unit within the Scotland Yard structure, check which user is assigned to this organizational unit. Log on as this user. Start the electronic desk. Choose Work Basket. Expand the Cases New folder. Double-click the case you created in exercise 5-1. Click on Edit for the first work item to be executed. Change the text of the document. Save the document. Note: The work item closes automatically if Close Work Item is activated in the settings. For the second work item to be executed, select Sign or Sign Under Condition within the case. Continue in the same way for the third work item.

    5-4 Case log

    5-4-1 Display a case log. Press the Log button in the case.

    5-4-2 Which activity results are shown in the log show after you execute the work items? If you scroll down to the rows containing the execution date of the work items from exercise 5-3, you will find the results of the activities in the Subobject column.

    5-4-3 How can you determine who executed a work item when the agent type is an organizational entity, not an SAP user? In the activity log, the organizational unit is displayed in the Agent column and the name of the person who actually executed the work item in the User column. Press the Process Route button