美国SAP用户组之壳牌石油公司的文档管理

ImaginingthePossibilitiesGregMartin-Bus.FocalPointShellOilProductsUSImproveYourBusinessProcesseswithBusinessDocuments

©2001IXOSSOFTWARE,INC.ImaginingThe

Possibilities:ShellOilProductsUSImproveYourBusinessProcesseswithBusinessDocumentsAgendaIntroduction–WhoweareArchivingwithworkflowEarlyArchivingforInvoicePaymentsLateArchivingforinvoicepaymentsLessonsLearnedfromupgradeto4.6LateArchivingOutsideWorkflow–fromScanClientDoculinkutilizationsExpenseStatementManuallyindexedImportedLockboxwithJavaViewerappletPre-populatedindexBarcodeenabled(PhaseI&IIProduction10/02)DesktopLinkfunctionality&usesQ&AImproveYourBusinessProcesseswithBusinessDocumentsWhoareShellOilProductsUS&Motiva?ShellOilProductsUSisthedownstreamarmofShellintheUS.Thefunctionistherefining,transportationandmarketingofpetroleumproductsintheWesternandMidwesternU.S.–fromtherefinerytothegaspumpandlubricantsbusinessesnationwideMotivaEnterprisesLLC.,is50/50jointventurebetweenShellandSaudiAramcocoveringtheEasternandGulfCoastU.S.–fromtherefinerytothegaspump.ImproveYourBusinessProcesseswithBusinessDocumentsWhoareShellOilProductsUS&Motiva?SOPUScapacityandrankings9thlargestrefinerinUS5refineries#2marketerofLubricantsandcoolantsinUS5thlargestgasolineretailmarketerinUSApp.8,800stationsin30statesOneofthelargestpipelinecompaniesinUS29,000milesofcrudeandrefinedproductspipelinesintheGulfofMexicoand34states.World’slargestsupplierofJP5–militaryjetfuel8,700employeesImproveYourBusinessProcesseswithBusinessDocumentsWhoareShellOilProductsUS&Motiva?MotivaEnterprisesLLC.capacityandrankings7thlargestrefinerinUS4thlargestgasolineretailmarketerinUSApp.13,000stationsin26states&DistrictofColumbia3,800employeesImproveYourBusinessProcesseswithBusinessDocumentsCurrentOperatingEnvironmentSAPClients4.6cwithISOil4.6bstandardwithWebPortal5.0BArchiveClient–HP11iSuperDome“UNIX”Doculink2.6&Doculink3.24.2aViewer&ScanClient-fullypatched 3Fujitsu4099DwithEndorserforAP 2Fujitsu4099DforContracts 1Kodak8000series–3rdpartyshopImproveYourBusinessProcesseswithBusinessDocumentsEarlyArchiving:InvoiceprocessingutilizingIXOS&SAPWorkflowProcessinginvoicesin3SAPclients-2SAPinstancesApprox45,000invoices/monthFIandP.O.Invoices24invoiceprocessorsPostIXOS41invoiceprocessorsPreIXOSImproveYourBusinessProcesseswithBusinessDocumentsBenefitsofusingIXOSwithWorkflowenabledInvoiceProcessing.

ReducesstaffingrequirementsduetogainedefficienciesWithuseofcertifiedWORMstoragemedia,removesneedtokeepthepaperInvoicescanbeelectronicallyroutedtoappropriatepartiesforreviewandapprovals–nomorepapershuffling,lostinvoices,improvestrackabilityAll-inprocessingtimedropsdramatically–catchthemisseddiscountsArchivingmakestheinvoicesavailableattheclickofthemousefromanywherewiththeappropriateauthorizationsInvoicecanbeannotatedwithoutdefacingtheimageMakestheauditorsveryhappywithsupportingdocumentationathandImproveYourBusinessProcesseswithBusinessDocumentsLateArchivingusingSAPWorkflowfunctionalityThereareseveralbenefitstoutilizingSAPworkflowtomanageyourlatearchivingrequirementsCanpushtheworkloadouttoagroupofusersinsteadofconfiningtoscanclientusersCanbalanceworkloadsandadjuststaffingassignmentsreadilyusingPPOMfunctionalityItemscanbeforwardedtoSAPusersoutsideofworkgroupforcompletionImproveYourBusinessProcesseswithBusinessDocumentsLatearchivingoutsideofSAPWorkflowTherearesomedistinctadvantagesanddisadvantagesofLateArchivingoutsideofSAPworkflowProsDoesnotrequiresettingupandconfiguringworkflowandmaintainingorganizationRelativelysimpletosetupAnyonewithScanClientcanperformIsnottechnicallydifficultforend-userConsEffectivelylimitsnumberofuserslatearchivingCannotmonitorreadilySoftwareiseverywherewithcapabilitiestoloadinvoicedocumentstoworkflowDocumentscanbestrandedatlocalworkstationifutilizingexternalstoragesourceorworse–deletedwithoutarchivingImproveYourBusinessProcesseswithBusinessDocumentsNotesofImportancetothosenowupgradingtoSAP4.0aorhigherfroma3.XinstanceFIandMMdocumenttableshavenowbeensegregatedFIdocumentscontinuetoutilizeBKPFMMdocumentsnowutilizeBUS2081CertainWorkflowelementnameshavebeendiscontinuedoreliminated---ReadtheOSSnotesWorkflowinboxfunctionalityhasbeenmodifiedwithadventofSBWPMajorOLEcompatibilityissuewithW2KSP2andIXOSviewer--ContactyourIXOSrepresentativetoobtaintheappropriatepatch 5.0ViewerpatchV50P045hasbeentestedsuccessfullyImproveYourBusinessProcesseswithBusinessDocumentsDocuLinkUtilizationsExpenseStatementsCurrentfunctionalityFutureenhancementsLockboxFunctionalityWebQueryFutureProjectsExpenseReportingwithBar-codeContractManagementImproveYourBusinessProcesseswithBusinessDocumentsExpensestatement&P-cardstatementimagingFirstImplementedin3rdqtr2000UsedtoretainemployeeexpensereportsandreceiptcopiesGeneratecomparisonreportswithexpensereportingsystemtodeterminewhohasnotsubmittedsignedexpensereportsFutureEnhancement: DownloadindexinginformationintoDoculinktablebasedondatasuppliedbyExpenseReportingSystem.–WilleradicatetheneedtomanuallyindexeachitemImproveYourBusinessProcesseswithBusinessDocumentsLockboximagingwithWeb-queryfunctionalityProvidescashapplicationsgrouptoprocessA/Rlockboxchecksbyviewingscannedimagesoflockboxreceipts.Imagesareprocessednightly,allowingreceiptstobeprocessedfirstthinginthemorning.Nolongerneedtowaitfordeliveryofhardcopiesfrombank.BankprovidesanightlyfilecontainingscannedimagesandanindexDataisparsedonIXOSserverandthenwrittentoplatterandSAPtables.ImagesarematchedtolockboxreceiptsdatasuchasDate,Batch#,Check#.UserscanaccessimagesthroughDoculink,viacustomcreatedicononlockboxprocessingscreen,orviaweb.ImproveYourBusinessProcesseswithBusinessDocumentsLockboximagingwithWeb-queryfunctionalityCurrently,ShellOilProductsisreceivingnightlyimagesofsupportingdocumentationononeoftheLockboxaccountwithChasebank.Includedinthefilesreceivedare:2setsofTiffimages1check&1paymentstubofeachcheck,segregatedintobatchfolders2IndexfileslinkingLockboxdataoneheader,onedetailImproveYourBusinessProcesseswithBusinessDocumentsLinktoDoculinkdocumentimageBatchdirectoriescontainingFrontandbackTiffImagesHeaderfilesIndexesofimagesanddetaildataImproveYourBusinessProcesseswithBusinessDocumentsImproveYourBusinessProcesseswithBusinessDocumentsUponclickingthelinkthisloginboxpopsuptogainaccesstotheSAPsystemThisqueryboxisusedtoretrievetheimageindexesthatmatchtheinputcriteria.Note:Thesearchbyinvoiceisextremelyslowduetothevolumeofinvoicesinthesystem.ImproveYourBusinessProcesseswithBusinessDocuments LinkcallsJavaViewer,LoadingcorrespondingIXOSimageImproveYourBusinessProcesseswithBusinessDocumentsDesktopLinkfunctionality–Whatcan’tyoutackon???ThisistheultimatetoolwhenitcomestolinkingsupportingdocumentationtoSAPforposterity.Desktoplinkallowsyouto:Attachfilesgeneratedfrom3rdpartyapplications(MicrosoftOutlook,Excel,Word,LotusNotes,etc.,toFIdocuments,billingorders,PurchaseOrders,Salesdocumentsandthensome–easyas1-2-3.Documentsarenon-changeableifwrittentoaWORM.Itgivestheend-userstheabilitytolinktheirsupportingdocumentstotherelatedfinancialentries–withoutfearofchangesbeingmade.AllowseveryonetolookatthesameversionoftheunderlyingdocumentsImproveYourBusinessProcesseswithBusinessDocumentsDesktopLinkfunctionality–Whatcan’tyoutackon???TherearethreewaystoreadilyaccessDesktoplinkfunctionalityDragandDropIcononthePCDesktop“Sendto”optioninWindowsExplorerInSAPDocumentDisplay–Environment–AdditionalAssignments–Objectlinks–ArchivefromFileSystemImproveYourBusinessProcesseswithBusinessDocumentsProjectsinProductionnotcompleteExpenseReportingUsingBar-coding/OCRAlleviatetheneedtomatchimagewithpre-loadedindexdata.ExpensereportingsystemoutputwillloadintoDoculinktableaswellasupdateopenbar-codetablewithuniqueidentifierAbarcodewillprint-outonusersexpensereportcontainingtheuniquestatementidentifier.(Statementyear.Month&card#)Barcodetableupdatedasimagesarescannedin.TheimageisthenlinkedtotheDoculinktablebythecommondata(object)inthebar-codetable.ImproveYourBusinessProcesseswithBusinessDocumentsProjectsinProductionnotcompleteContractsImagingUseasingleDoculinktabletomaintaindataformultiplecontracttypesMaintainseparateviewsfordifferentdepartmentsandroles,sousersonlyseedatathatisrelevanttothemOriginalcontractstobeimportedwithindexSigned/updatedcontractscanbematchedtoexistingindexedinformationbyusingthecopyfeature,andcreateanewreference.IntegrateddocumentrepositorywithSiebelImproveYourBusinessProcesseswithBusinessDocumentsFuture/ContemplatedProjectsW-9scanningtoVendorMasterusingOCR/BarcodingWilluseOCRtoreadTIN/SSNtolinktoapplicablerecords.FulltextOCR/ICRimplementationforA/PprocessestoreduceA/Pstaffcostsandreduceprocessingtimefurther.Thisisinthepreliminaryexploratorystage.IXOSwouldremaintheOpticalstoragebackbone.Opticalarchivingofvendorenteredinvoicesin3rdPartySH&EmanagementsystemusingprintspoolandindexesIndevelopmentshouldbeinProductionEndQ12003ImproveYourBusinessProcesseswithBusinessDocumentsQuestions??Gjmartin@WanttotalkaboutIXOS?AskJohnfirstJohn.leach@ImproveYourBusinessProcesseswithBusinessDocumentsAppendixI

EarlyArchivingScreenShotsImproveYourBusinessProcesseswithBusinessDocumentsNote:Thepresettingoptionissetforstoreforsubsequententrywiththerecipientbeingtheorganizationalunit50001724-InvoiceProcessor–PurchaseOrders1Note:TheobjectutilizedisBUS2081–MMpaymentutilizingMIROAFIdocumentwouldbeBKPFutilizingFB60Note:ThispopboxwasopenedbyRt.ClickingonQueueandselectingInformation(CTRL+F4)ImproveYourBusinessProcesseswithBusinessDocumentsNote:The“Note”fieldcanbeeditedtochangethedescriptionthatappearsintheWorkflowContainersothatthis…ImproveYourBusinessProcesseswithBusinessDocumentsNote:The“Note”fieldcanbeeditedtochangethedescriptionthatappearsintheWorkflowContainersothatthis…canbecomethis,anduponcreatingtheworkflowobject,lookslike…ImproveYourBusinessProcesseswithBusinessDocumentsImproveYourBusinessProcesseswithBusinessDocumentsAppendixII

LateArchivingScreenshotsImproveYourBusinessProcesseswithBusinessDocumentsNote:Thepresettingoptionissetforstoreforlaterassignmentwiththerecipientbeingtheorganizationalunit50002384-InvoiceProcessor–LateFI1Note:TheobjectutilizedhereisBKPFasthisaFIdocument.IfhadbeenaPOdocument,itwouldutilizeBUS2081Note:ThispopboxwasopenedbyRt.ClickingonQueueandselectingInformation(CTRL+F4)ImproveYourBusinessProcesseswithBusinessDocumentsImproveYourBusinessProcesseswithBusinessDocumentsImproveYourBusinessProcesseswithBusinessDocumentsImproveYourBusinessProcesseswithBusinessDocumentsNote:ThepresettingisissettoEnterandStore.ThisallowstheSAPdocumenttoberetrievedandverifiedandtheattachmentthenmade.ImproveYourBusinessProcesseswith