SAP Extended ECM Solutions

Overview
CONFIDENTIAL
Agenda

SAP & OpenText

Reimagine Business Through Fully Digitalized Process and Real-

Time Information

Q &A

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SAP and OpenText

1 Team: SAP 12+ Solution Ongoing

tested, licensed and 5000+ joint Extensions and 9+ 13 year Pinnacle roadmap and strategic #1 SAP ISV
unified support customers Cloud Solutions award winning alignment partner

Simplified Mature market Complete suite Customers Future proof Stable, industry
contracting and validated solutions with flexible benefit from solutions aligned to benchmark
support deployment options constant SAP Strategy partnership
Co-Innovation

The market leading Digital Content Platform supporting SAP customers to gain the
Information Advantage and become Intelligent and Connected Enterprises

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SAP and opentext
Solution Extension

Partner and Solution Selection Product Support

▪ By SAP invitation only ▪ SAP is single point of contact for
▪ SAP branded customer across all phases of the
▪ Open and partner certified technology lifecycle including
Training, Maintenance and Support
Product Roadmap ▪ Available from the partner
▪ SAP owns integration of
solution into SAP roadmap
▪ Available from the partner SAP Solution
Extensions
Customer Route to (30 partners)
Acquiring Solution
▪ Sold by SAP Product Testing and Validation
▪ PSLE applicable ▪ Meets SAP product standards with
Open Ecosystem broader testing requirements
▪ SAP EULA
(thousands of partners) ▪ “Premium Qualification”
▪ Sold by the partner
(16 standards)
▪ Partner EULA
▪ Platform interoperability certification

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 Digital
Experience

Develop a maniacal
focus on engaging
the customer to
anticipate customer
change
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 Digitize
Content &
Process

Digitize the content

& process to keep
up with the pace of
change
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 Work
Anywhere

Enable employees to
maintain productive,
collaboration and
security - anywhere
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 OpenText support key processes in Engineering & Construction

Plan & Acquire &

Build Operate Service Dispose
Develop Procure
Engineering Document
Design & Engineering Management
Correspondence
Management
Customer File
Opportunity & Bid Management
Bid Management
Folder Transmittal Contract Claims Invoice
Project Management Management Management Management Management
Project
Workspace Supplier
File
Sub-contractor, Supplier & Materials Management
Management of
Workforce & Equipment Management Change
Knowledge & Idea Facility Folder
Management
Equipment
Change Management
Expansion and Dismantling
Documentation Projects Equipment Failure
Analysis
Real Estate Operations
Asset Shutdown Turnaround
Documentation Asset Operations & Maintenance

SAP Invoice Records Employee File Legacy System Secure

Case Management Archiving Collaboration
Management Management Management Retirement

Finance 5-8% Legal HR IT Operation

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The link between data and documents

Customer Sales Order

Information Email
Correspondence
Functional Maintenance
Location Manual

Employee
Data

Performance
Lawsuit Review

SAP data is complex, with numerous Most enterprise content is

hierarchies and internal references interconnected with data from SAP
→ No external solution can manage retention → Using different retention engines/schedules
of SAP data on a granular, object level for content and SAP data can create chaos

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Example types of unstructured content

▪ Work orders ▪ Incoming delivery notes

▪ Contracts ▪ Order confirmation
▪ Order/shipment documents ▪ Supplier statements
▪ Failure report ▪ PR and PO monitor
▪ Incident report ▪ Approval change of
▪ Inspection notes master data
▪ Technical documentation ▪ Service entry sheet

▪ Incoming sales order

▪ Mailroom for HR forms
(combined with EFM) ▪ Incoming customer
statements
– Sick notes
– I-9 ▪ Contracts
– Certificates
– Driver Licenses

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 Reimagine Business Through Fully Digitalized
Processes and Real-Time Information

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Content management is becoming more complex

Legal Access Find

Compliance

Secure
Security Update Cost
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 Put ECM in business context…

Enterprise Content Deep Integration with Content-Enriched

Management Business Applications Business Processes

SAP

+ ECM
=

Improve Business Process Efficiency by Supplier Product Customer

integrating content into business applications

Improve Regulatory Compliance by

managing content through its lifecycle Employee Asset Project

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SAP and OpenText provides process-centric collaboration and compliance

Document Management
(check in/out, version control, access controls,
approvals, audit)

Records Management
(retention policies, legal hold,
audit trail, physical records mgmt) Collaboration
(team sharing, threaded discussion,
wiki, blog, workspace)

Capture
(scanning, batch/single, fax, e-mail, Content-centric Workflow
bulk import) (review workflows, authorization,
commentary)

Archive Content Access

(storage of content and data, security, (access rights, publication,
compression, access rights, hardware, presentation, portal sharing, …)
management)

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Connecting users and content, inside and outside of SAP, through
collaborative business workspace

Collaborate
SAP Non-SAP
(Business
Related Content Workspace) Related Content

SAP User Non-SAP User

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What is Collaborative Business Workspace ?

A business workspace is a digital twin (mirror) of an object such as a customer, an employee,

an asset, etc. which is managed inside a lead business application.

CUSTOMER
WORKSPACE

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Business workspace overview
In general: Role-specific Views, Workspaces
are automatically created based on templates Always up-to-
date: data
SAP Business updates from
Objects such as SAP and
“Customer” information
trigger updates from
Workspace OpenText runs
creation into Activity Feed

Roles and SAP Business

Responsibilities Data is
for the synchronized with
Workspace the Workspace

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Business workspace overview

Easily configured for collaboration (Whole screen)

Provide relevant Drag and drop

inherited folder integration of
structures and email and
document desktop (goes
templates to drag/drop
tab)

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Business workspace overview
Starting from a
Customer
workspace users
can quickly find
related
workspaces such
as Sales
Contracts, and
Sales Orders
Popups show
preview of
List of related business data and
(Business) roles of business
workspaces workspaces
following SAP
business model

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Capture – scanning

The new webscan allows

implementation of capture,
indexing, and filing without
client roll out

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Capture – email filing

The new Outlook sidebar

offers an alternative to the
well-established Enterprise
Connect sidebar, and
simplifies filing email
communications to
workspaces

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Document management – check in/out

The new Smart UI widget

convinces with a clear
arrangement of controls and
information. Online editing
automatically checks out
documents, interactive icons
highlight reserved
documents, ...
Online Editing
The screen shows the Smart Reserved
UI widget in the SAP Fiori Reserved by
co-worker
business object browser

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Document management – version control

As in previous versions of
the well-established SAP
Extended ECM content
management; every change
to the content results in a
new document version that
is managed in the version
history

Version history

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Document management – audit

The activity log records

every change and event
that occurs on a
document

The new smart UI

summarizes all events
and comments in a
workspace feed

Audit

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Content Centric Workflow – Workflow Model

To automate and control

document centered workflow
as for instance the review
and/or approval of a
document, business content
managers can set up or edit
workflow maps listing steps
of an approval workflow

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Content-centric workflow – initiate a workflow

When a user initiates a

workflow he or she inserts
users or groups into the
respective roles that are
defined in the workflow map

Step assignments can

automatically adjust to
properties of the to-be-
approved content or could be
fixed and non-editable for the
initiator of the workflow

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Content-centric workflow – approve or reject a workflow-item

Based on the workflow’s

configuration reviewers
and approvers can
forward, delegate,
approve or reject work
items after reviewing the
content

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Content access

With the new release, SAP

Extended ECM adds support
for SAP Customer Experience
and ships a new SAP Fiori app
that reuses the Smart UI
Widget

When integrating into SAP

S/4HANA and SAP ECC,
customers can choose
between different UI integration
technologies

Access rights, publication,

presentation, portal sharing,
and more

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Records management – records details and classification

With SAP Extended ECM, every

document is assigned to a
classification which turns the
document into a record and
connects it to a retention
schedule (RSI)

Standard records management

attributes include a file number,
the RSI, the Record Date and
the Status (retention policies,
legal hold, audit trail, physical
records management)

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 Intelligent content management capabilities
Intelligent Asset Management
Legal
▪ Improved reliability and reduced outages
▪ Better asset management collaboration

Finance QA Human Capital Management

▪ Ensure regulatory compliance
▪ Manage the total workforce lifecycle
Intelligent
Content Supplier Collaboration
Management ▪ Manage Incoming content including invoices,
Sales & delivery notes, …
HR Marketing
Customer Experience
▪ Deliver personalized experiences and real-
time communications in context
Records
Operations
Management

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 Intelligent content management benefits
Intelligent Asset Management
Legal ▪ Maximum ROA
▪ Asset Reliability
▪ Lower TCO

QA Human Capital Management

Finance
▪ Easy
▪ Self-service
Intelligent ▪ Mobile
Content Supplier Collaboration
Management ▪ End-to-end
Sales &
HR Marketing ▪ Connected
▪ Compliant
Customer Experience
▪ Optimized
Records
Operations ▪ Personalized
Management
▪ Real-time
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SAP Extended ECM by OpenText:
Packaging and business value

Data and
Document Full Content
Business Value Document
Access Lifecycle
▪ Increase Archiving
efficiency 360-degree Management
Integrate business
▪ Reduce TCO for documents views on SAP Records
IT landscape with SAP data and management and
▪ Be compliant and transactions documents collaboration with
reduce risk Securely store data deep integration
files with SAP

SAP Extended ECM by OpenText

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 Key benefits of
integrating
ECM and SAP

Business User: Easy Access SAP Application User: IT Manager: Compliance Manager:
to All Relevant Information Better Process Execution Cost Reduction Risk Mitigation

▪ All information easy to find and ▪ SAP processes become more ▪ Storage costs ▪ Establish a single set of
access through variety powerful when enhanced with retention policies
▪ Administration costs
of user-friendly UIs unstructured content
▪ Enterprise-wide electronic and
▪ Higher performance at lower cost
▪ Access all enterprise assets ▪ Collaborate with non-SAP physical Records Management
with optimized archiving
with MS Office Integration and and external users including SAP content
Quick Search ▪ Simple business process
▪ Reduced corporate exposure
reconfiguration
▪ Attach unstructured content to to litigation
SAP processes

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Q&A
Thank you