美國SAP用戶組之殼牌石油公司的文檔管理

美國SAP用戶組之殼牌石油公司的文檔管理ImaginingThe

Possibilities:ShellOilProductsUSAgendaIntroduction–WhoweareArchivingwithworkflowEarlyArchivingforInvoicePaymentsLateArchivingforinvoicepaymentsLessonsLearnedfromupgradeto4.6LateArchivingOutsideWorkflow–fromScanClientDoculinkutilizationsExpenseStatementManuallyindexedImportedLockboxwithJavaViewerappletPre-populatedindexBarcodeenabled(PhaseI&IIProduction10/02)DesktopLinkfunctionality&usesQ&AWhoareShellOilProductsUS&Motiva?ShellOilProductsUSisthedownstreamarmofShellintheUS.Thefunctionistherefining,transportationandmarketingofpetroleumproductsintheWesternandMidwesternU.S.–fromtherefinerytothegaspumpandlubricantsbusinessesnationwideMotivaEnterprisesLLC.,is50/50jointventurebetweenShellandSaudiAramcocoveringtheEasternandGulfCoastU.S.–fromtherefinerytothegaspump.WhoareShellOilProductsUS&Motiva?SOPUScapacityandrankings9thlargestrefinerinUS5refineries#2marketerofLubricantsandcoolantsinUS5thlargestgasolineretailmarketerinUSApp.8,800stationsin30statesOneofthelargestpipelinecompaniesinUS29,000milesofcrudeandrefinedproductspipelinesintheGulfofMexicoand34states.World’slargestsupplierofJP5–militaryjetfuel8,700employeesWhoareShellOilProductsUS&Motiva?MotivaEnterprisesLLC.capacityandrankings7thlargestrefinerinUS4thlargestgasolineretailmarketerinUSApp.13,000stationsin26states&DistrictofColumbia3,800employeesCurrentOperatingEnvironmentSAPClients4.6cwithISOil4.6bstandardwithWebPortal5.0BArchiveClient–HP11iSuperDome“UNIX”Doculink2.6&Doculink3.24.2aViewer&ScanClient-fullypatched 3Fujitsu4099DwithEndorserforAP 2Fujitsu4099DforContracts 1Kodak8000series–3rdpartyshopEarlyArchiving:InvoiceprocessingutilizingIXOS&SAPWorkflowProcessinginvoicesin3SAPclients-2SAPinstancesApprox45,000invoices/monthFIandP.O.Invoices24invoiceprocessorsPostIXOS41invoiceprocessorsPreIXOSBenefitsofusingIXOSwithWorkflowenabledInvoiceProcessing.

ReducesstaffingrequirementsduetogainedefficienciesWithuseofcertifiedWORMstoragemedia,removesneedtokeepthepaperInvoicescanbeelectronicallyroutedtoappropriatepartiesforreviewandapprovals–nomorepapershuffling,lostinvoices,improvestrackabilityAll-inprocessingtimedropsdramatically–catchthemisseddiscountsArchivingmakestheinvoicesavailableattheclickofthemousefromanywherewiththeappropriateauthorizationsInvoicecanbeannotatedwithoutdefacingtheimageMakestheauditorsveryhappywithsupportingdocumentationathandLateArchivingusingSAPWorkflowfunctionalityThereareseveralbenefitstoutilizingSAPworkflowtomanageyourlatearchivingrequirementsCanpushtheworkloadouttoagroupofusersinsteadofconfiningtoscanclientusersCanbalanceworkloadsandadjuststaffingassignmentsreadilyusingPPOMfunctionalityItemscanbeforwardedtoSAPusersoutsideofworkgroupforcompletionLatearchivingoutsideofSAPWorkflowTherearesomedistinctadvantagesanddisadvantagesofLateArchivingoutsideofSAPworkflowProsDoesnotrequiresettingupandconfiguringworkflowandmaintainingorganizationRelativelysimpletosetupAnyonewithScanClientcanperformIsnottechnicallydifficultforend-userConsEffectivelylimitsnumberofuserslatearchivingCannotmonitorreadilySoftwareiseverywherewithcapabilitiestoloadinvoicedocumentstoworkflowDocumentscanbestrandedatlocalworkstationifutilizingexternalstoragesourceorworse–deletedwithoutarchivingNotesofImportancetothosenowupgradingtoSAP4.0aorhigherfroma3.XinstanceFIandMMdocumenttableshavenowbeensegregatedFIdocumentscontinuetoutilizeBKPFMMdocumentsnowutilizeBUS2081CertainWorkflowelementnameshavebeendiscontinuedoreliminated---ReadtheOSSnotesWorkflowinboxfunctionalityhasbeenmodifiedwithadventofSBWPMajorOLEcompatibilityissuewithW2KSP2andIXOSviewer--ContactyourIXOSrepresentativetoobtaintheappropriatepatch 5.0ViewerpatchV50P045hasbeentestedsuccessfullyDocuLinkUtilizationsExpenseStatementsCurrentfunctionalityFutureenhancementsLockboxFunctionalityWebQueryFutureProjectsExpenseReportingwithBar-codeContractManagementExpensestatement&P-cardstatementimagingFirstImplementedin3rdqtr2000UsedtoretainemployeeexpensereportsandreceiptcopiesGeneratecomparisonreportswithexpensereportingsystemtodeterminewhohasnotsubmittedsignedexpensereportsFutureEnhancement: DownloadindexinginformationintoDoculinktablebasedondatasuppliedbyExpenseReportingSystem.–WilleradicatetheneedtomanuallyindexeachitemLockboximagingwithWeb-queryfunctionalityProvidescashapplicationsgrouptoprocessA/Rlockboxchecksbyviewingscannedimagesoflockboxreceipts.Imagesareprocessednightly,allowingreceiptstobeprocessedfirstthinginthemorning.Nolongerneedtowaitfordeliveryofhardcopiesfrombank.BankprovidesanightlyfilecontainingscannedimagesandanindexDataisparsedonIXOSserverandthenwrittentoplatterandSAPtables.ImagesarematchedtolockboxreceiptsdatasuchasDate,Batch#,Check#.UserscanaccessimagesthroughDoculink,viacustomcreatedicononlockboxprocessingscreen,orviaweb.LockboximagingwithWeb-queryfunctionalityCurrently,ShellOilProductsisreceivingnightlyimagesofsupportingdocumentationononeoftheLockboxaccountwithChasebank.Includedinthefilesreceivedare:2setsofTiffimages1check&1paymentstubofeachcheck,segregatedintobatchfolders2IndexfileslinkingLockboxdataoneheader,onedetailLinktoDoculinkdocumentimageBatchdirectoriescontainingFrontandbackTiffImagesHeaderfilesIndexesofimagesanddetaildataUponclickingthelinkthisloginboxpopsuptogainaccesstotheSAPsystemThisqueryboxisusedtoretrievetheimageindexesthatmatchtheinputcriteria.Note:Thesearchbyinvoiceisextremelyslowduetothevolumeofinvoicesinthesystem. LinkcallsJavaViewer,LoadingcorrespondingIXOSimageDesktopLinkfunctionality–Whatcan’tyoutackon???ThisistheultimatetoolwhenitcomestolinkingsupportingdocumentationtoSAPforposterity.Desktoplinkallowsyouto:Attachfilesgeneratedfrom3rdpartyapplications(MicrosoftOutlook,Excel,Word,LotusNotes,etc.,toFIdocuments,billingorders,PurchaseOrders,Salesdocumentsandthensome–easyas1-2-3.Documentsarenon-changeableifwrittentoaWORM.Itgivestheend-userstheabilitytolinktheirsupportingdocumentstotherelatedfinancialentries–withoutfearofchangesbeingmade.AllowseveryonetolookatthesameversionoftheunderlyingdocumentsDesktopLinkfunctionality–Whatcan’tyoutackon???TherearethreewaystoreadilyaccessDesktoplinkfunctionalityDragandDropIcononthePCDesktop“Sendto”optioninWindowsExplorerInSAPDocumentDisplay–Environment–AdditionalAssignments–Objectlinks–ArchivefromFileSystemProjectsinProductionnotcompleteExpenseReportingUsingBar-coding/OCRAlleviatetheneedtomatchimagewithpre-loadedindexdata.ExpensereportingsystemoutputwillloadintoDoculinktableaswellasupdateopenbar-codetablewithuniqueidentifierAbarcodewillprint-outonusersexpensereportcontainingtheuniquestatementidentifier.(Statementyear.Month&card#)Barcodetableupdatedasimagesarescannedin.TheimageisthenlinkedtotheDoculinktablebythecommondata(object)inthebar-codetable.ProjectsinProductionnotcompleteContractsImagingUseasingleDoculinktabletomaintaindataformultiplecontracttypesMaintainseparateviewsfordifferentdepartmentsandroles,sousersonlyseedatathatisrelevanttothemOriginalcontractstobeimportedwithindexSigned/updatedcontractscanbematchedtoexistingindexedinformationbyusingthecopyfeature,andcreateanewreference.IntegrateddocumentrepositorywithSiebelFuture/ContemplatedProjectsW-9scanningtoVendorMasterusingOCR/BarcodingWilluseOCRtoreadTIN/SSNtolinktoapplicablerecords.FulltextOCR/ICRimplementationforA/PprocessestoreduceA/Pstaffcostsandreduceprocessingtimefurther.Thisisinthepreliminaryexploratorystage.IXOSwouldremaintheOpticalstoragebackbone.Opticalarchivingofvendorenteredinvoicesin3rdPartySH&EmanagementsystemusingprintspoolandindexesQuestions??WanttotalkaboutIXOS?AskJohnfirstAppendixI

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

LateArchivingScreenshotsNote:Thepresettingoptionissetforstoreforlaterassignmentwiththerecipientbeingtheorganizationalunit50002384-InvoiceProcessor–LateFI1Note:TheobjectutilizedhereisBKPFasthisaFIdocument.IfhadbeenaPOdocument,itwouldutilizeBUS2081Note:ThispopboxwasopenedbyRt.ClickingonQueueandselectingInformation(CTRL+F4)Note:ThepresettingisissettoEnterandStore.ThisallowstheSAPdocumenttoberetriev