Introduction To DMS [PDF]

Zitiervorschau

1.1.1

Introduction to DMS

The DMS Blueprint will help realize this objective by giving a definition of the future process, a view of how DMS will integrate with other SAP functionality and meet business requirements. The Document Management System (DMS) in SAP R/3 offers the following distinct advantages over the current procedures and systems. • • •

It avoids data redundancy, maintains consistency of data and minimizes the workload involved in entering and updating data. In order to use large databases to the full, it is required to exchange data quickly and securely. Data can be accessed directly using electronic search tools, or find documents using known parameters. Document distribution functionality (SAP-Workflow functionality is required)

The SAP R/3 Document Management System meets all these demanding requirements. In addition to managing documents, it also coordinates document processing. It is possible to automate the entire life cycle of a document: from document creation to document storage, its access and its update. Each document Document Management System can be accessed immediately from any computer on the network.

External NC program

Contract Contract

(Paper)

Scan

Computer creates original

SAP Document

Material

Material Equipment Bill of material

 SAP AG 2001

The above diagram shows a few examples of non-SAP documents (means PC files, not SAP Mat Docs, Purchase Orders etc) that can be linked with various objects and managed in SAP R/3 Document Management System.

The following diagram shows the integration of Document Management in the SAP R/3 system.

Do cum ent M anagem en t

Arch ive Lin k

CAD in terfac e

E n g inee ring C ha n g e M a n ag e m en t

C lassific atio n sys te m

D o cu m en t

S AP o ffice

Inte rn et

O bjec t lin ks

W o rkflo w

Deep integration with the SAP R/3 System affords a wide range of functionality, and many options are open for configuring the system to meet GPI’s requirement. DMS is basically a cross-application module, which supports various modules of SAP. A user may thus access all documents essential for the transaction they are in. For example, the user may start from an equipment master record and then view the drawings, installation manual, commissioning instructions etc. DMS can help ensure documents are kept consistent and unduplicated, and minimize the document management workload. Searches may be executed on documents by use of various parameters. Data may be exchanged (i.e. uploaded and downloaded) with many document types.

1.1.2

Features

DMS in SAP R/3 is a cross-module application that manages non SAP documents. The following options are available for processing any document: Functions for Document Info Record: •

Number Assignment (a unique internal, external)

•

Identification of Document Types - depending on the nature of document

•

Version Management (to manage revision or amendment of documents)

•

Part Management (for subdividing large documents into parts)

•

Status Management (to maintain different processing statuses of documents during their entire life cycle)

•

Authorization Control (to control, create, change and display the status of the user depending on the nature of work they perform)

•

Classification (to classify documents through different characteristics)

•

Document Hierarchy (to manage complicated document structure)

•

Find Documents (e.g. via parameter, classification, match-code)