Reimagine Business Through

Fully Digitalized Processes and Real-Time Information

SAP Extended Enterprise Content Management by OpenText, add-on for Microsoft Office 365
Speaker’s Name, SAP
Month 00, 2018
Topics

State of Digital Transformation

Key Challenges

Solution Overview

Summary

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 2

Living in a digital economy

“Generation Z is mobile 78% of employees say By 2020, information 74% of companies

first and mobile only, it is very important to will be used to believe business
and they are nothing work for a digitally reinvent, digitalize or complexity hurts their
like Millennials” enabled company or a eliminate 80% of ability to meet goals,
digital leader but only 17% believe
business processes
current simplification
and products from a
efforts are very effective
decade earlier

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 3

 Only 5% of organizations feel that they have mastered digital
to a point of differentiation from their competitors.
Accenture, Digital Transformation in the Age of the Customer

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 4

 Globally, 47% of business application users waste more than
10% of their day waiting on technology to deliver content, data,
or results after they interact with a business application. That adds
up to more than 24 working days lost per year.
Oxford Economics, Mind the Gap Infographic

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 5

Topics

State of Digital Transformation

Key Challenges

Solution Overview

Summary

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 6

Content management is becoming more complex

Legal Access Compliance

Find

Security Update Cost

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 7

Key challenges facing business executives
Supporting multiple
systems is overwhelming
my staff
Manage brand and Improve reliability
communicate in a and accuracy of
consistent and document-intensive
differentiated way business processes

CMO CIO COO

Achieve full Content is key to fully

transparency and understand each
close out key customer’s situation
CFO Chief Compliance Head of Sales
financial reports Officer & Services
and our opportunity

Respond quickly to
changes in market and
regulatory demands
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 8
Common barriers that reduce business process efficiency

Content locked in siloed, fragmented

Inefficient, paper-based processes
content management applications

SAP
S/4 HANA
Inability to find needed
Processes slowed by inaccessible
information among growing
or disconnected content
content volume
ECM Landscape

Content lacking process context,

Content not retained for legally-
often irrelevant, accidentally
required duration, or kept too long
discarded

Increased legal and compliance risk

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 9

Lack of content in the process for users…

Information Worker Transactional Worker

Provide Content

Content Transactions

Provide Data

Issue: Lack of Issue: Lack of

Business Data Business Content

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 10

Topics

State of Digital Transformation

Key Challenges

Solution Overview

Summary

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 11

The Components of the Intelligent Enterprise

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 12

SAP Content Management
(OpenText) integration
within Intelligent Suite

Digital Core
Manufacturing People
& Supply Chain Engagement

Customer Network & Spend

Experience Management
Achieve Omnichannel
Customer Experience

Lower TCO
Reduce Increase
Compliance Risk Revenue

Increase Process Increase

Efficiency Productivity
SAP
S/4HANA

* SAP Extended ECM by OpenText

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 13

The link between data and documents

Email
Customer Information
Correspondence
Sales Order

Maintenance
Functional Location
Manual

Employee Data WBS Element

Performance
Review
Lawsuit

Most enterprise content is SAP data is complex, with numerous

interconnected with data from SAP hierarchies and internal references

Using different retention engines/schedules for No external solution can manage retention of
content and SAP data can create chaos SAP data on a granular, object level

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 14

Example types of unstructured content

Manufacturing Network
▪ Work orders and and ▪ Incoming delivery notes
Supply Chain
▪ Contracts Spend Management ▪ Order confirmation
▪ Order/shipment documents SAP S/4HANA ▪ Supplier statements
▪ Failure report ▪ PR and PO monitor
▪ Incident report ▪ Approval change of
▪ Inspection notes master data
▪ Technical documentation ▪ Service entry sheet

Digital
Core
▪ Mailroom for HR forms ▪ Incoming sales order
(combined with EFM*) ▪ Incoming customer
– Sick notes statements
– I-9 ▪ Contracts
– Certificates People Customer
– Driver Licenses Engagement Experience

* SAP Employee File Management by OpenText

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 15

SAP Extended ECM use cases
Engineering Document Supplier Information Customer Information Customer Case
Plant Maintenance / EAM
Management Management Management with CRM Management

Internal and External Purchase Contracts Product Information Installed Equipment

Transportation & Logistics
Collaboration in R&D Management Management History and Maintenance

Project and Portfolio Quality Control & Quality Quotation and Bid Service Project
RFX Management
Management Management Records Management Management

Research Records and

Regulatory Submissions

Business Development
Supply Chain Operations Sales & Marketing Customer Service
R&D
Human Resources
Finance
Legal
IT

Legal Services & Corporate Data and

Employee File Management Financial Record Management
Contracts Management Content Archiving Service

Secure Data Room for

HR Project Documentation e-Discovery & Litigation Services Legacy Decommissioning
Mergers & Acquisitions

Corporate Legal Records IT Project Documentation

… Records Management
Management & System Validation

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 16

Manage content in context

From To
Content Managed Separately from Content Integrated With
Core Business Processes Core SAP Business Processes
(e.g. FI/CO, MM, HCM, SRM, CRM)
Core
Business
Processes Content and Data part of the process

Content
Access/ Preserve/
Distribute Destroy Create/
Create/
Capture
Capture
Store/
Secure
Store/ Review/
Secure Collaborate
Review/ Preserve/
Collaborate Destroy Access/
Distribute

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 17

 SAP Extended Enterprise Content Management
provides process-centric collaboration and compliance

Records Management Document Management

(retention policies, legal hold, (check in/out, version control,
audit trail, physical records mgmt) access controls, approvals, audit)

Capture Collaboration
(scanning, SAP S/4HANA (team sharing, threaded
batch/single, fax, discussion, wiki, blog,
e-mail, bulk import) workspace)

Archive Content-centric Workflow

(storage of content and data,
(review workflows, authorization,
security, compression, access
commentary)
rights, hardware, management) Content Access
(access rights, publication,
presentation, portal sharing, …)
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 18
Connecting users and content, inside and outside of SAP, through
collaborative workspace

SAP User Non-SAP User

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

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 19

 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
(connected) roles of connected
workspaces workspaces
following SAP
business model

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 20

Access business workspaces from SharePoint

Access to content Up-to-date

relevant to this metadata
business object directly from
the ERP or
CRM system

Related business
objects and
transactions

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 21

Customized integration with SAP Extended ECM

Integrated SharePoint
experience

Web part configuration by

business users

Central configuration from

within SAP Extended ECM

Efficient, no-touch update

process

Built on latest SharePoint

Framework (SPFx)
technology

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 22

Integration with Microsoft Teams

Connect business processes to

collaboration and communication tools
▪ Access business workspace from Microsoft Team
website and app
▪ Add results of collaboration to SAP Extended
ECM Business Workspace

Benefits:
▪ Full visibility into business process and
associated content
▪ Frictionless flow of information and documents
between Microsift Office 365 and SAP Extended
ECM

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 23

Integration with Microsoft Teams

SAP Extended ECM drives lifecycle of

Microsoft Teams collaboration
1. Create team for workspace
2. Manage team membership
3. Collaborate in Office 365
4. Capture content into workspace
5. Retire team when done

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 24

Seamless Integration with Microsoft Teams

Open
Microsoft
Team
connected to
Workspace

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 25

Seamless Integration with Microsoft Teams

Integrated Extended
ECM* Business
Workspace – Can be
full Smart UI Access
Perspective or just Business
Folder Browse View Workspace
from Team UI

* SAP Extended ECM by OpenText

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 26
Seamless Integration with Microsoft Teams

Choose from recent

files, files in
connected Team, or
personal OneDrive

Add files
from
Office 365

Select files to
add to this
business
workspace

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 27

Integrate business workspaces with Office 365 Groups

Click arrows to open this

group, conversation or
calendar in Office 365

Microsoft Office 365 Group

is linked to an Extended
Click title to view a
ECM* Workspace which
conversation thread
itself can be linked to ERP
or CRM customer Click title to view a
* SAP Extended ECM by OpenText
calendar entry
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 28
Automate creation of Microsoft Teams and Office 365 Groups

Automatically create Microsoft

Teams and Office 365 Groups
for new business workspaces

Bulk-creation for existing

business workspaces

Teams and Groups linked to

workspace

Configured per workspace type

Builds on SAP Extended ECM

scheduled task framework

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 29

Office 365 Outlook: Access to Customer Workspaces

Quickly find a business

workspace from within
Outlook

Store emails in
Business Workspaces
easily and efficiently

Open business
workspace

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 30

Suggest workspaces relevant to email

Intelligence to assist with faster filing of emails

Email sender and recipients

▪ Identify workspaces where emails from the same
sender or recipients were filed before

Configurable rules based on regular

expressions
▪ Identify relevant workspaces based on email
attributes
▪ Example: If subject start with Contract, extract the
string between the brackets to identify
the suggested business workspace Use suggested
workspaces that are
selected on
predefined rules

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 31

An example

Workspaces found
based on extracted
data

Keyword detection and

extraction from email
properties

Workspaces where
email from the same
sender were files
previously

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 32

Co-authoring and editing with Microsoft Office Online productivity tools

Word, Excel, PowerPoint in the browser

Works cross-platform (Windows, Mac,

mobile, etc.)

View and edit, co-authoring (multiple

people working on the same document in
real-time)

No installation on client machine

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 33

Records management and archiving for Office 365

Individual documents, folders,

document sets, sites and lists

Captures everything
▪ Versions, metadata, audit trail, permissions

Supports different approaches

▪ Move, copy, stub, incremental
▪ Manually or fully automated

Supports Teams, SharePoint online,

and OneDrive

Leverages SAP Extended ECM by

OpenText

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 34

SAP Extended ECM by OpenText and the add-on for MS Office 365

SAP Extended ECM Add-on for Office 365

Microsoft Teams SharePoint Online Office 365 Groups

Office Online Editing
Integration Add-in Integration
SharePoint Online OneDrive for Business
Office 365 File Upload Outlook Add-in
Archiving Archiving

SAP Extended ECM

Business Application UI Integration
Business Object Types CMIS Interface
Connectivity Widgets
Open Business Web Reports + WR Remote Cache &
Business References
Application API + SDK Workflow Extensions Object Importer

Document Connected External File

Smart View Collaboration
Management Workspaces Sharing
Scanning & Records Business
Workflow Archiving
Document Viewing Management Users & Roles

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 35

SAP Extended ECM by OpenText, add-on for Microsoft Office 365
Deployment options - Hybrid

SAP xECM by
OpenText on premise OpenText cloud
Microsoft Office Teams
SAP xECM by OpenText, add-on for O365 365 Cloud Skype for
Business
Microsoft Teams Integration SharePoint
Office 365 File Upload OneDrive
Office Online Editing Integration Outlook
Install two components
from SAP Service Outlook Add-in
Marketplace: SharePoint Online Add-in
SharePoint Online Archiving
Office 365 Groups Integration
Microsoft Office 365 Integration OneDrive for Business Archiving
integration module

Extended ECM for

Office 365 module

Blue arrows show xECM, add-on for O365 functionality

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 36

SAP Extended ECM by OpenText, add-on for Microsoft Office 365
Deployment options – cloud only

OpenText cloud
SAP xECM by OpenText, Microsoft Office Teams
cloud edition SAP xECM by OpenText, add-on for O365 365 Cloud Skype for
Business
Microsoft Teams Integration SharePoint
Office 365 File Upload OneDrive
Office Online Editing Outlook
Outlook Add-in
SharePoint Online Add-in
SharePoint Online Archiving Integration
Microsoft Office 365
integration module Office 365 Groups Integration
OneDrive for Business Archiving
Extended ECM for
Office 365 module

Blue arrows show xECM, add-on for O365 functionality

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 37

Topics

State of Digital Transformation

Key Challenges

Solution Overview

Summary

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 38

Key benefits of integrating ECM and SAP

CxO

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

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

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 39

 In real time
Find what you need,

Where you need it,

When you need it.

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 40

 vs.

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 41

 vs.

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 42

 Digital

Connected

Productive

Compliant

Are you ready for it?

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 43
Thank you.
Contact information:
F name L name
Title
Address
Phone number
Appendix
Benefits of SAP Extended ECM

Employee Productivity One Version of the Truth Compliance with

Ability to stay in business processes and Centralized repository for Regulations
associated applications (SAP, all your business files
Compliance and internal controls for the
SAP SuccessFactors, Office 365)
Documents automatically filed by most critical content
Unified access to documents outside of business applications
Consistently applied metadata that
the lead applications
Consistent business workspaces powers search and faceted browsing
Easily find content that is part of the for filing documents
Consistently applied RM classifications
current or related business processes
Metadata and classification applied with trigger-based retention as needed
automatically and in the background
Single source of unstructured content
Content connected to
Completeness check lets you know if all
SAP, SAP SuccessFactors, Office 365
documents are accounted for
Inherited role-based permissions for
access control

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 46

Deliver trusted, complete, and relevant information

Gain process insights by linking

Create and manage
master data SAP S/4HANA data and content within core
processes
Files Systems Applications SAP HANA PLATFORM

Personalized Omni-channel
Devices Paper to Communication
Digital

Migrate and integrate Business

data and content Processes Analytics

Retire Data
and Content

Associate and Manage information

manage content lifecycle

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 47

SAP Content Management
(Open Text) integration
within Intelligent Suite

Digital Core
Manufacturing People
& Supply Chain Engagement

Customer Network & Spend

Experience Management
Achieve Omnichannel
Customer Experience

Lower TCO
Reduce Increase
Compliance Risk Revenue

Increase Process Increase

Efficiency Productivity
SAP
S/4HANA

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 48

SAP Content Management
(OpenText) integration
within Intelligent Suite

Digital Core
Manufacturing People
& Supply Chain Engagement

Customer Network & Spend

Experience Management
HR Document
Management
Content Digital Asset
Management Management
Process Centric Invoice
Collaboration Management
Records
Information
Management
SAP Extraction

S/4HANA

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 49

SAP Content Management
(OpenText) integration
within Intelligent Suite

Digital Core
Manufacturing People
& Supply Chain Engagement

Customer Network & Spend

Experience Management
SAP SuccessFactors
Extended ECM
SAP Digital SAP Digital
Content Asset
Processing Management

SAP Document SAP Invoice

Presentment Management
SAP
S/4HANA

SAP Extended ECM by OpenText

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 50

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 Archiving and Document

Access by OpenText

SAP Extended ECM by OpenText

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 51
SAP offers a solution to holistically manage SAP Data,
SAP-related content and all other enterprise content

Holistic Information Governance

Records Management for Lifecycle Management for Data
Content SAP ILM
SAP Extended ECM by OpenText ▪ Retention rules set based on associated
▪ Retention rules set based on associated SAP object
SAP object ▪ Supports SAP data hierarchies and
▪ Physical records management (barcoding, business references
space management, check in/out, etc.) ▪ Support eDiscovery and legal holds
▪ Support eDiscovery and legal holds ▪ Permanent audit-trail
▪ Permanent audit-trail ▪ Automated destruction process
▪ Automated destruction process Unified Archive for Data and Content ▪ Synchronization of data and content
▪ DoD5015.2 compliance destruction processes
SAP Archiving and Document Access
▪ Secure and scalable
▪ Supports images, data, content
▪ Integrated with retention engines
*SAP Extended ECM by OpenText
(Extended ECM* and SAP ILM)
© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 52
International, national, and industry regulations are constantly evolving
Basel II/III
Canadian Electronic Electronic Ledger
Capital Accord
Evidence Act Storage Law
GDPdU & GoBS
DoD 5015.2 & DOMEA AIPA

Dodd-Frank EU Data
SEC 17a-4 Protection
Directive
HIPAA
The Banking Act
MoReq 2010
ISO/PRFTR15081 Financial Instruments and
Financial Exchange Act
FDA 21 CFR Part 11 Services
Sarbanes-Oxley Act Authority Insurance Business Act

Federal Rules of Articulo 052 Electronically Recorded

Civil Procedure Monetary Claims Act

Capitulo X, CNBV NF Z 42-013

Nota Fiscale
VERS

Normativa 3400, SBIF

Model IGA - FACTA

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 53

Unstructured content: Three competing enterprise mandates

End users need

to collaborate
Make it easy to find, share,
change and save content

Process owners require Compliance officer needs

process completeness “Unstructured Content” information governance
Ensure relevant content is Ensure all legally relevant
accessible and manageable information is retained for the
from the process application proper duration and auditable

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 54

Typical evolution of enterprise content landscape

Hey what about us?

Collaborative Tools Content Management We need that content too!
Preserve/
Destroy
Create/
Capture

Store/
Secure
Review/
Collaborate

Access/Distribute Process Owners

Manageability Challenges Integration Challenges

▪ Systems proliferate ▪ Content lacking process context not very useful
▪ Not part of a holistic information governance program ▪ Integrations to process applications cumbersome
▪ Cloud content managed only by 3rd parties ▪ Content retention rules not tied to system of record
▪ Lacking more scalable management features

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 55

How to start with SAP Extended ECM

1. Add SAP Extended ECM by OpenText to your SAP landscape – one time effort – it then can
support hundreds of SAP business objects in SAP ERP, SAP CRM powered by SAP HANA,
SAP SRM, SAP PLM, SAP SuccessFactors HCM Suite, …

2. Select Business Process/business object to start with

3. Identify Document Types required or generated by the process

4. Identify Roles involved in the process and their information/collaboration needs

5. Define Workspace Structure for this business object and provide this as a template
6. Define 360° views on content for the involved roles

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 56

SAP and OpenText
Solution extension program vs. open ecosystem
What is the difference?

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

© 2019 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 58