美国SAP用户组之壳牌石油公司的文档管理.ppt

1、Improve Your Business Processes with Business Documents 2001 IXOS SOFTWARE, INC.,Imagining the Possibilities,Greg Martin - Bus. Focal Point Shell Oil Products US,Imagining The Possibilities:,Shell Oil Products US, 2003 IXOS SOFTWARE, INC.,Agenda Introduction Who we are Archiving with workflow Early

2、Archiving for Invoice Payments Late Archiving for invoice payments Lessons Learned from upgrade to 4.6 Late Archiving Outside Workflow from ScanClient Doculink utilizations Expense Statement Manually indexed Imported Lockbox with Java Viewer applet Pre-populated index Barcode enabled (Phase I & II P

3、roduction 10/02) Desktop Link functionality & uses Q & A, 2003 IXOS SOFTWARE, INC.,Who are Shell Oil Products US & Motiva ?,Shell Oil Products US is the downstream arm of Shell in the US. The function is the refining, transportation and marketing of petroleum products in the Western and Midwestern U

4、.S. from the refinery to the gas pump and lubricants businesses nationwide,Motiva Enterprises LLC., is 50 / 50 joint venture between Shell and Saudi Aramco covering the Eastern and Gulf Coast U.S. from the refinery to the gas pump., 2003 IXOS SOFTWARE, INC.,Who are Shell Oil Products US & Motiva ? S

5、OP US capacity and rankings 9th largest refiner in US 5 refineries #2 marketer of Lubricants and coolants in US 5th largest gasoline retail marketer in US App. 8,800 stations in 30 states One of the largest pipeline companies in US 29,000 miles of crude and refined products pipelines in the Gulf of

6、Mexico and 34 states. Worlds largest supplier of JP5 military jet fuel 8,700 employees, 2003 IXOS SOFTWARE, INC.,Who are Shell Oil Products US & Motiva ? Motiva Enterprises LLC. capacity and rankings 7th largest refiner in US 4th largest gasoline retail marketer in US App. 13,000 stations in 26 stat

7、es & District of Columbia 3,800 employees, 2003 IXOS SOFTWARE, INC.,Current Operating Environment,SAP Clients 4.6c with IS Oil 4.6b standard with Web Portal 5.0B Archive Client HP 11i SuperDome “UNIX” Doculink 2.6 & Doculink 3.2 4.2a Viewer & ScanClient - fully patched 3 Fujitsu 4099D with Endorser

8、for AP 2 Fujitsu 4099D for Contracts 1 Kodak 8000 series 3rd party shop, 2003 IXOS SOFTWARE, INC.,Early Archiving: Invoice processing utilizing IXOS & SAP Workflow,Processing invoices in 3 SAP clients - 2 SAP instances Approx 45,000 invoices / month FI and P.O. Invoices 24 invoice processors Post IX

9、OS 41 invoice processors Pre IXOS, 2003 IXOS SOFTWARE, INC.,Benefits of using IXOS with Workflow enabled Invoice Processing.,Reduces staffing requirements due to gained efficiencies With use of certified WORM storage media, removes need to keep the paper Invoices can be electronically routed to appr

10、opriate parties for review and approvals no more paper shuffling, lost invoices, improves trackability All-in processing time drops dramatically catch the missed discounts Archiving makes the invoices available at the click of the mouse from anywhere with the appropriate authorizations Invoice can b

11、e annotated without defacing the image Makes the auditors very happy with supporting documentation at hand, 2003 IXOS SOFTWARE, INC.,Late Archiving using SAP Workflow functionality,There are several benefits to utilizing SAP workflow to manage your late archiving requirements,Can push the workload o

12、ut to a group of users instead of confining to scan client users Can balance workloads and adjust staffing assignments readily using PPOM functionality Items can be forwarded to SAP users outside of workgroup for completion, 2003 IXOS SOFTWARE, INC.,Late archiving outside of SAP Workflow,There are s

13、ome distinct advantages and disadvantages of Late Archiving outside of SAP workflow,Pros Does not require setting up and configuring workflow and maintaining organization Relatively simple to setup Anyone with ScanClient can perform Is not technically difficult for end-user,Cons Effectively limits n

14、umber of users late archiving Cannot monitor readily Software is everywhere with capabilities to load invoice documents to workflow Documents can be stranded at local workstation if utilizing external storage source or worse deleted without archiving, 2003 IXOS SOFTWARE, INC.,Notes of Importance to

15、those now upgrading to SAP 4.0a or higher from a 3.X instance,FI and MM document tables have now been segregated FI documents continue to utilize BKPF MM documents now utilize BUS2081 Certain Workflow element names have been discontinued or eliminated - Read the OSS notes Workflow inbox functionalit

16、y has been modified with advent of SBWP Major OLE compatibility issue with W2K SP2 and IXOS viewer -Contact your IXOS representative to obtain the appropriate patch 5.0 Viewer patch V50P045 has been tested successfully, 2003 IXOS SOFTWARE, INC.,DocuLink Utilizations,Expense Statements Current functi

17、onality Future enhancements Lockbox Functionality Web Query Future Projects Expense Reporting with Bar-code Contract Management, 2003 IXOS SOFTWARE, INC.,Expense statement & P-card statement imaging,First Implemented in 3rd qtr 2000 Used to retain employee expense reports and receipt copies Generate

18、 comparison reports with expense reporting system to determine who has not submitted signed expense reports Future Enhancement: Download indexing information into Doculink table based on data supplied by Expense Reporting System. Will eradicate the need to manually index each item, 2003 IXOS SOFTWAR

19、E, INC.,Lockbox imaging with Web-query functionality,Provides cash applications group to process A/R lockbox checks by viewing scanned images of lockbox receipts. Images are processed nightly, allowing receipts to be processed first thing in the morning. No longer need to wait for delivery of hard c

20、opies from bank. Bank provides a nightly file containing scanned images and an index Data is parsed on IXOS server and then written to platter and SAP tables. Images are matched to lockbox receipts data such as Date, Batch #, Check #. Users can access images through Doculink, via custom created icon

21、 on lockbox processing screen, or via web., 2003 IXOS SOFTWARE, INC.,Lockbox imaging with Web-query functionality,Currently, Shell Oil Products is receiving nightly images of supporting documentation on one of the Lockbox account with Chase bank. Included in the files received are: 2 sets of Tiff im

22、ages 1 check & 1 payment stub of each check, segregated into batch folders 2 Index files linking Lockbox data one header, one detail, 2003 IXOS SOFTWARE, INC.,Link to Doculink document image,Batch directories containing Front and back Tiff Images,Header files,Indexes of images and detail data, 2003

23、IXOS SOFTWARE, INC., 2003 IXOS SOFTWARE, INC.,Upon clicking the link this login box pops up to gain access to the SAP system,This query box is used to retrieve the image indexes that match the input criteria . Note: The search by invoice is extremely slow due to the volume of invoices in the system.

24、, 2003 IXOS SOFTWARE, INC.,Link calls JavaViewer, Loading corresponding IXOS image, 2003 IXOS SOFTWARE, INC.,Desktop Link functionality What cant you tack on ?,This is the ultimate tool when it comes to linking supporting documentation to SAP for posterity.,Desktop link allows you to: Attach files g

25、enerated from 3rd party applications (Microsoft Outlook, Excel, Word, Lotus Notes, etc., to FI documents, billing orders, Purchase Orders, Sales documents and then some easy as 1-2-3. Documents are non-changeable if written to a WORM. It gives the end-users the ability to link their supporting docum

26、ents to the related financial entries without fear of changes being made. Allows everyone to look at the same version of the underlying documents, 2003 IXOS SOFTWARE, INC.,Desktop Link functionality What cant you tack on ?,There are three ways to readily access Desktop link functionality,Drag and Dr

27、op Icon on the PC Desktop “Send to” option in Windows Explorer In SAP Document Display Environment Additional Assignments Object links Archive from File System, 2003 IXOS SOFTWARE, INC.,Projects in Production not complete,Expense Reporting Using Bar-coding / OCR Alleviate the need to match image wit

28、h pre-loaded index data. Expense reporting system output will load into Doculink table as well as update open bar-code table with unique identifier A bar code will print-out on users expense report containing the unique statement identifier. (Statement year. Month & card #) Bar code table updated as

29、 images are scanned in. The image is then linked to the Doculink table by the common data (object) in the bar-code table., 2003 IXOS SOFTWARE, INC.,Projects in Production not complete Contracts Imaging Use a single Doculink table to maintain data for multiple contract types Maintain separate views f

30、or different departments and roles, so users only see data that is relevant to them Original contracts to be imported with index Signed/updated contracts can be matched to existing indexed information by using the copy feature, and create a new reference. Integrated document repository with Siebel,

31、2003 IXOS SOFTWARE, INC.,Future / Contemplated Projects,W-9 scanning to Vendor Master using OCR / Barcoding Will use OCR to read TIN / SSN to link to applicable records. Full text OCR / ICR implementation for A/P processes to reduce A/P staff costs and reduce processing time further. This is in the

32、preliminary exploratory stage. IXOS would remain the Optical storage backbone. Optical archiving of vendor entered invoices in 3rd Party SH&E management system using print spool and indexes In development should be in Production End Q12003, 2003 IXOS SOFTWARE, INC.,Questions ? G Want to talk about I

33、XOS? Ask John first J, 2003 IXOS SOFTWARE, INC.,Appendix IEarly Archiving Screen Shots, 2003 IXOS SOFTWARE, INC.,Note: The presetting option is set for store for subsequent entry with the recipient being the organizational unit 50001724 - Invoice Processor Purchase Orders 1,Note: The object utilized

34、 is BUS2081 MM payment utilizing MIRO A FI document would be BKPF utilizing FB60,Note: This pop box was opened by Rt. Clicking on Queue and selecting Information (CTRL+ F4), 2003 IXOS SOFTWARE, INC.,Note: The “Note” field can be edited to change the description that appears in the Workflow Container

35、 so that this, 2003 IXOS SOFTWARE, INC.,Note: The “Note” field can be edited to change the description that appears in the Workflow Container so that thiscan become this, and upon creating the workflow object, looks like, 2003 IXOS SOFTWARE, INC., 2003 IXOS SOFTWARE, INC.,Appendix IILate Archiving S

36、creenshots, 2003 IXOS SOFTWARE, INC.,Note: The presetting option is set for store for later assignment with the recipient being the organizational unit 50002384 - Invoice Processor Late FI 1,Note: The object utilized here is BKPF as this a FI document. If had been a PO document, it would utilize BUS2081,Note: This pop box was opened by Rt. Clicking on Queue and selecting Information (CTRL+ F4), 2003 IXOS SOFTWARE, INC., 2003 IXOS SOFTWARE, INC., 2003 IXOS SOFTWARE, INC., 2003 IXOS SOFTWARE, INC.,Note: The presetting is is set to Enter and Store. This allows the SAP document to be retrieved an