Upload
stephane-haelterman
View
2.829
Download
6
Tags:
Embed Size (px)
Citation preview
Integrating Enterprise Content Management Solutions
with the SAP Enterprise Asset Management Solution at
the Belgian Railways
Stephane Haelterman – Project Manager
SAP EAM - London, 30th of September 2011
- 2 - SAP EAM - London, 30th of September 2011
Agenda
Optimize cost and TCO of all the organization‟s information assets with SAP
Extended ECM by Open Text: NMBS's business case
Easy access to unstructured content for operators, technicians, and reliability
engineers, ensuring worker safety, procedural compliance, and efficient repairs
Technical documentation, operating procedures, reports, and recommendations
automatically tied to all SAP plant maintenance data and available for both SAP
and non-SAP users
Comply with European legislation on traceability and safety measures
Key points to take home / Q&A
- 3 - SAP EAM - London, 30th of September 2011
Business case – Key figures
• 550 Stations & Stops
• > 3.670 trains a day
• 698 locomotor
• 740 self-propelled
• 280.980 seats
• 4 Eurostar (HST)
• 7 Thalys (HST)
Trains &Stations
• 3.374 km of lines
• 3.002 km powered
• 314 km HST lines
Network
• 29.298 traveler trains a week
• 6.941 freight trains a week
• 89,2% arrived on time or max 5 min. delay
Traffic
• > 500.000 travelers a day
• 207 million travelers a year
Travelers
• 60 million tons a year
Freight
• 20.761 SNCB/NMBS
• 12.749 Infrabel
• 4.111 Holding
• 710 Other
Employees
FR
DE
NL UK
BE
- 4 - SAP EAM - London, 30th of September 2011
Business case – Corporate Objectives
Innovation driven by
New business model within an open market for
- passenger transport
- maintenance of rolling stock
Agility to meet evolving customer demands
Quality and accuracy of the information
Paper reduction
Work procedures uniformity
Transition driven by
Cost optimisation
Enhanced Customer Services
Punctuality of rail services
Uncompromising safety
New generation of employees
European market demands
Traditional monolithic
national railways company
Past Present Future
Strategic Platform for change
and agile business processes
Legacy DBs, Custom Apps,
File servers and Paper
Enriched Business Processes with content to
enable Enterprise Information Management
- 5 - SAP EAM - London, 30th of September 2011
Business case – Volumes
Invoice Task List
PM Notification
PM Order
WBS Element
Functional Location
Equipment
Material
BoM
3.586
Volume
Object
Technical
Drawings
912.836
8.667
112.000 / Y
Procedures
Work
Instructions
Technical
Files
Maintenance
Guides
…
6.980
WBS Element
Solman Ticket
Customer
Complaints
23.000 / Y
Service Ticket
Business Partner
Employee
Files
20.761
Vendor
Invoices
Employee
Projects
documents
- 6 - SAP EAM - London, 30th of September 2011
Business case – Why SAP xECM by OpenText
All processes require ACCESS to HIGH QUALITY DATA
360° View Process Integration Rig
ht
Tim
e R
igh
t Pla
ce Quick Search
Central Repository Structured / Unstructured Data Standardization
of procedures
GOVERNANCE of the information lifecycle Tracability
Auditabilty
- 7 - SAP EAM - London, 30th of September 2011
Business case – Why SAP xECM by OpenText
Infrastructure and Architecture
Architecture simplicity
Number of servers
Interoperability
Scalability
Support and Maintenance
Longterm ERP integration roadmap
Quality of support
Functionalities
Intelligent document recognition
Paper scan and electronic document
indexation
Full-text indexation with OCR
Automatic classification
Content and storage space management
Thesaurus management
Offline access to documents
Collaboration
Workflow
SAP ERP integration
Out-of-the-box integration
360° view on content linked to processes
Easy access to documents via business
workspaces
Virtual folders based on SAP data
structures
SAP data and documents archiving
Autocad / Inventor
Interoperability an semantic level
User interface
Web wokspace
MS Windows Explorer
MS Outlook
SAP Enterprise Portal
SAP Gui
- 8 - SAP EAM - London, 30th of September 2011
Business case – Link to Corporate Objectives
Cost optimisation
Enhanced Customer Services
Punctuality of rail services
Uncompromising safety
New generation of employees
European market demands
SA
P x
EC
M b
y O
pen
Text
Progressive paper cost reduction strategy Lower TCO for the content management solution, so a higher ROI
Faster handling of customer case files, faster information lookup
Speed up and avoid breaches in the supply chain by visualizing parts to order/produce
Accuracy of technical drawings and valid working procedures
Secure historical know-how and offer modern working tools
Comply with demands for traceability, conformity, safety certificates
Co
rpo
rate
O
bje
cti
ves
- 9 - SAP EAM - London, 30th of September 2011
Business case – The 4-year xECM roadmap
2009 2010 2011 2012
FI, CO, MM, WM, SD, LE, PS, PM for 4 Central Workshops
2013
xECM Strategy
xECM Vision & Plan
Rolling Stock Maintenance, Intelligent Driver Assistant
QM Certificates, PS Documentation + Solman integration, PS-RPM HR-OM, HR-PA, HR-TIME, HR-REC, HR-TRAVEL, Employee File Mgt, Information Lifecycle Mgt
FI, CO, MM, WM, SD, LE, PS, PM for all entities HR, CO-PA, BI Invoice Mgt
CRM Complaints Handling, Carve-out B-Cargo, Entity In Charge of Maintenance
HR-LSO, HR-QLF, Enterprise Portal, HST Maintenance, Rolling Stock Maintenance, CRM-LTO, CRM-CPM, CRM-CTR
2014
2015
HST Maintenance, HR-LSO, HR-QLF, CRM-LTO, CRM-CPM, CRM-CTR , CRM Complaints Handling, Web Content Mgt
CRM-MKT, HR-PA, HR-TIME, HR-REC, HR-TRAVEL Distribution, Web Content Mgt, SAP Data Archiving
Enterprise Asset Mgt
IS-Real Estate, EH&S QM Certificates, PS-RPM, Information Lifecycle Mgt
ERP
xECM
10.000 users
5.000 users
- 10 - SAP EAM - London, 30th of September 2011
Business case Bridge the gap between business processes and business documents
• Technical Drawings
• Book of Patterns
• Calculation notes
• Quality Manuals
• Operational Guides
• Procedures
• Work Instructions
• Fact Sheets
• Forms
• Checklists
• Naming Conventions
• Technical Catalogue
• Pictures
Maintenance
Example of solutions
Enterprise Asset Management
Real Estate Management
Employee File Management
Invoice Management
Travel Receipt Management
Intelligent Driver Assistant
FI/CO, PLM, SRM, EH&S, HR
FI/CO, PS, PM, MM, HR
HCM, Non-SAP
FI-AP, MM
HCM, FI/CO
HR, PM, Non-SAP
• Lease Agreements
• Leasing Contracts
• Property Acts
• Contract Forms
• Contract Account Sheets
• Rent Settlements
• Customized Emails / Fax
• Digital Signatures
• Photos
Facility Management
• Resumes
• Learning
• Assessments
• Appraisals
• Medical Attests
• Training Attests
• Certificates
• Function Descriptions
HR
• Invoices
• Taxes
• Downpayments
• Line Sheets
• Brakes Bulletin
• Troubleshooting Wizard
• Log Book
• Time Registration
• Incident Handling
Driver Procedures
Accounts Payable
- 11 - SAP EAM - London, 30th of September 2011
Business case – Return On Investment
• Handling cost of 1 document is about 20 USD (15 EUR).
• An employee handles at least 1 document a day and works at least 200 days a year. The average cost is theoretically about 3.000 EUR by employee by year.
• For 10.000 users, this cost is theoretically about 30.000.000 EUR a year.
• By using SAP xECM by OpenText, this cost can be reduced by 50% at least, along with measures to drastically reduce the usage of paper.
- 12 - SAP EAM - London, 30th of September 2011
Business case – Introduction to SAP xECM by OpenText
Automate filing and indexing
Define, control and accelerate decision processes
Empower teams with internal and external users to collaborate efficiently
Enable consistent document handling and Microsoft Office Integration
Provide secure native access to SAP and non-SAP users.
Enable 360° view on documents.
Consolidate repositories and storage management
Control the content and reduce compliance costs
- 13 - SAP EAM - London, 30th of September 2011
Business case – Introduction to SAP xECM by OpenText
-Scanning
-Indexing
-Forms Management
-Intelligent Classification
-Batch Processes
-Imaging
-Viewers
-Shared Workspace
-Barcode recognition
-Capture of various inbound types
(paper, fax, mail…)
-Eliminate paper and free up office
space
-Reduce printing, copying and paper
storage costs
-Ensure consistent and cost effective
filing and audits
-Eliminate manual entry errors
-Decrease cost of filing content from
non-SAP processes
Solution Enablers Value Drivers
- 14 - SAP EAM - London, 30th of September 2011
Business case – Introduction to SAP xECM by OpenText
-Version Control
-Check In/Out
-Categorization
-Audit Trail
-User/Group Access
-Content Type Agnostic
-Comprehensive Search
-Notifications
-Ad hoc document workflow
-Work item lists / Task Lists
-Content associated to business
processes
-Team and project rooms
-Shared Workspace
-SAP data access from collaboration
space
-Forums / Discussions
-News Channels
-Polls
-Reduce time spent finding the “one
version of the truth” document
-Shrink file server and legacy document
management application costs
-Decrease printing and copying to
desktops/file shares and between
applications
-Reduce review and approval process
costs
-Decrease time spent on document-
intensive processes
-Improve processes and compliance by
using electronic signatures
-Boost productivity and accelerate
business decisions
-Push business decisions to the
appropriate individuals
-Reduce risk by providing secure
access
Solution Enablers Value Drivers
- 15 - SAP EAM - London, 30th of September 2011
Business case – Introduction to SAP xECM by OpenText
-Role-based user interface
-MS-Office, Web and SAP-Gui
integration
-Comprehensive search
-Content browsing and navigation
-Virtual folders
-Personalization
-Permission and role management with
user access rights inherited from SAP
-Reduce search costs
-Easily find content associated with SAP
objects
-Increase content accessibility
-Reduce deployment time
-Eliminate need for end-user training
Solution Enablers Value Drivers
- 16 - SAP EAM - London, 30th of September 2011
Business case – Introduction to SAP xECM by OpenText
-Data and Document Archiving
-Agnostic storage management
-Content Move between different
storage devices
-SAP ILM integration
-Advanced Security
-Single Instance Archiving
-Cut costs by consolidating
-Archive platform
-Decrease response times when
managing large volumes of data and
documents
-Reduce risk by protecting content with
replication and
-Tamper-proof storage
-Significantly improve content
accessibility
-Archived content available in SAP at all
times
-Can archive any SAP information
(DMS docs, ILM exports, print lists,...)
-Content automatically assigned
retention rules (based on type, process,
folder, user, role, …)
Solution Enablers Value Drivers
- 17 - SAP EAM - London, 30th of September 2011
Business case – Introduction to SAP xECM by OpenText
-File Plan and Administration
-Metadata Management
-Retention Schedules and Legal Holds
-Physical Records Management
-Advanced Circulation
-Automatic Classification
-Disposition
-Audit Trails
-Ensure holistic enterprise program
-Provide defensible disposition of all
corporate content
-Improve ability to mitigate risks
-Diminish exposure to discovery costs
-Reduce cost of storage through
proactive destruction
-Facilitate easier decommission of
legacy content
-Content automatically inherits retention
rules if present within designated SAP
folder structure
-SAP data retention rules can be
imported to manage data lifecycle
Solution Enablers Value Drivers
- 18 - SAP EAM - London, 30th of September 2011
Agenda
Optimize cost and TCO of all the organization‟s information assets with SAP
Extended ECM by Open Text: NMBS's business case
Easy access to unstructured content for operators, technicians, and reliability
engineers, ensuring worker safety, procedural compliance, and efficient repairs
Technical documentation, operating procedures, reports, and recommendations
automatically tied to all SAP plant maintenance data and available for both SAP
and non-SAP users
Comply with European legislation on traceability and safety measures
Key points to take home / Q&A
- 19 - SAP EAM - London, 30th of September 2011
Access to unstructured content – Present Drawing Management
Inconsistencies / Duplicates / Obsolescence / Inaccuracy…
Quality
Database
Public
Database File Server
File Server File Server
File Server
File Server
File Server
File Server
- 20 - SAP EAM - London, 30th of September 2011
Access to unstructured content – Future Drawing Management
The “one version of the truth” integrated document
- 21 - SAP EAM - London, 30th of September 2011
Access to unstructured content – Drawing Management process
AutoCAD Capture
Vault Professional Manual
Da
ta
Cre
ati
on
Up
da
te
Source Files Ma
na
gem
en
t S
tora
ge
xE
CM
SA
P
Numbering Purchasing / Production Manual
Input Automatic
Input Search / Access
NMBS / Constructor
Inventor
- 22 - SAP EAM - London, 30th of September 2011
Access to unstructured content – Frontends
Generic Object Services (SAPGUI) Tab Integration (SAPGUI) DocuLink for SAP (SAPGUI)
MS Windows Explorer MS Outlook
Extended ECM UI (Case)
- 23 - SAP EAM - London, 30th of September 2011
Access to unstructured content Business Workspace for Functional Location (Extended ECM UI)
Easy Access of Related Func.
Locations and Equipment
- 24 - SAP EAM - London, 30th of September 2011
Access to unstructured content Business Workspace for Functional Location (SAPGUI – TA IL03)
SAP users can
access ALL
documents.
SAP users can add,
reserve and edit
documents.
SAP users can
create folders.
SAP users can add
Follow Ups
SAP users can see
all document
properties.
SAP users can …
- 25 - SAP EAM - London, 30th of September 2011
Access to unstructured content Business Workspace for Functional Location (SAPGUI – TA IL03)
Immediate Access to
Photo of RELATED
Equipment
Maintenance Work Order allows to access all documents of related
functional locations and equipment (better than inheritance)
- 26 - SAP EAM - London, 30th of September 2011
Access to unstructured content Business Workspace Hierarchy (SAPGUI and MS Windows Explorer)
The SAP structure of Technical
Objects and their SAP
documents are also available
in MS Windows Explorer
- 27 - SAP EAM - London, 30th of September 2011
Agenda
Optimize cost and TCO of all the organization‟s information assets with SAP
Extended ECM by Open Text: NMBS's business case
Easy access to unstructured content for operators, technicians, and reliability
engineers, ensuring worker safety, procedural compliance, and efficient repairs
Technical documentation, operating procedures, reports, and recommendations
automatically tied to all SAP plant maintenance data and available for both SAP
and non-SAP users
Comply with European legislation on traceability and safety measures
Key points to take home / Q&A
- 28 - SAP EAM - London, 30th of September 2011
Maintenance – Revision and Modernization
10 Weeks
3000 Activities
Modernization
Pre-Study Plan. Intervention Operational Data Project Planning Prototype
Delivery Confirmation Intervention Exec. Project Start Visit
8 Weeks
1500 Activities
Revision
Technical Drawings
Book of Patterns
Calculation Notes
Quality Manuals
Operational Guides
Procedures
Work Instructions
Fact Sheets
Forms
Checklists
Pictures
Activity Registration
527 cars / year
260 loco’s / year
Rev / Modern.
- 30 - SAP EAM - London, 30th of September 2011
Maintenance – Business Workspace for Functional Location
Technical Documents of the functional location
are managed in the xECM Business Workspace,
which belongs to a SAP Functional Location
Non-SAP users can access SAP documents like
drawings, manuals, etc. and they can add documents.
Non-SAP Users can access attributes of SAP
Technical Objects and Process Information.
DMS Features to complement SAP PM processes:
Versioning, reservation, revision workflow, red lining, physical documents rendition, audit
tracking, authorizations, etc.
- 31 - SAP EAM - London, 30th of September 2011
Maintenance – 360° Full Text Search for SAP and Non-SAP Info
SAP equipment attributes
SAP information on failure notification
SAP PM order printlist
ECM user can full text search in meta data,
notifications, orders and documents of SAP
Technical Objects
- 32 - SAP EAM - London, 30th of September 2011
Maintenance – 360° Full Text Search for SAP and Non-SAP Info
Picture and free hand draft of a pump recognized
from it„s meta data
.dwg Full Text Indexed
PDF Manual Full Text
indexed
Scanned Drawing – Full Text
Indexed
- 33 - SAP EAM - London, 30th of September 2011
Maintenance – Search for Functional Location (Extended ECM UI)
Search for Functional Location by
Full Text and Attributes
- 34 - SAP EAM - London, 30th of September 2011
Agenda
Optimize cost and TCO of all the organization‟s information assets with SAP
Extended ECM by Open Text: NMBS's business case
Easy access to unstructured content for operators, technicians, and reliability
engineers, ensuring worker safety, procedural compliance, and efficient repairs
Technical documentation, operating procedures, reports, and recommendations
automatically tied to all SAP plant maintenance data and available for both SAP
and non-SAP users
Comply with European legislation on traceability and safety measures
Key points to take home / Q&A
- 35 - SAP EAM - London, 30th of September 2011
Comply with European legislation – Prescriptions
It manages the maintenance logbooks for each vehicle which it is registered
in the National Register of Vehicles as “Entity in charge of Maintenance", and
ensures the correct implementation by ensuring that the vehicle is
maintained in accordance with its maintenance backlog and requirements force
including the TSI (Technical Specifications Interoperability);
It provides traceability of maintenance operations performed on each
vehicle by managing and keeping up to date maintenance reports for each vehicle;
It analyzes the lessons learned including the data from maintenance,
accidents or incidents to update the owner's maintenance logbook adequately;
It informs the owner of all restrictions and specific operation conditions of these
cars;
It contracts a liability insurance covering sufficient financial risks arising from
its activities.
The “Entity In Charge of Maintenance” needs to comply with the
following prescriptions:
1
2
3
4
5
- 36 - SAP EAM - London, 30th of September 2011
Comply with European legislation – Wagon Maintenance Services
WMS, Wagon Maintenance Services, is an
entity of workshops, with central coordinating
services, that offers its expertise of Wagon
Maintenance over whole Belgium.
ECM Wagons NMBS stands for wagon
management that combines high level
maintenance studies with the precise adaptation
and registration of the wagon passport.
ECM Wagons SNCB is certified as
ECM (Entity In Charge of Maintenance)
with EU identification BE-34-2011-0001.
ISO9001 / ISO9000 / ISO9008
- 37 - SAP EAM - London, 30th of September 2011
Agenda
Optimize cost and TCO of all the organization‟s information assets with SAP
Extended ECM by Open Text: NMBS's business case
Easy access to unstructured content for operators, technicians, and reliability
engineers, ensuring worker safety, procedural compliance, and efficient repairs
Technical documentation, operating procedures, reports, and recommendations
automatically tied to all SAP plant maintenance data and available for both SAP
and non-SAP users
Comply with European legislation on traceability and safety measures
Key points to take home / Q&A
- 38 - SAP EAM - London, 30th of September 2011
Key points to take home
If you plan to manage documents, think enterprise-wide, think SAP
xECM by OpenText
Set up an enterprise-wide governance model for your xECM platform
Manage your xECM projects roadmap based on processes with the highest
amount of users and documents
Make also use of SAP xECM for non-SAP related documents
All processes require ACCESS to HIGH QUALITY DATA
- 39 - SAP EAM - London, 30th of September 2011
Contact
Stéphane Haelterman
Project Manager
+32 474 800 124 http://be.linkedin.com/in/shaelter