IPS640 - SAP Public Sector Records Management

IPS640 SAP Public Sector Records Management

IPS640

SAP Public Sector Records Management

THE BEST-RUN BUSINESSES RUN SAP © SAP AG 2006

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© SAP AG 2006

SAP for Industries SAP for Public Sector „ 2006/Q2 „ Material number 50080810

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IPS640

Preface-1

Copyright

Copyright 2006 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

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Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are trademarks or registered trademarks of IBM Corporation in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. The information in this document is proprietary to SAP. No part of this document may be reproduced, copied, or transmitted in any form or for any purpose without the express prior written permission of SAP AG.

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Preface-2

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This document is a preliminary version and not subject to your license agreement or any other agreement with SAP. This document contains only intended strategies, developments, and functionalities of the SAP® product and is not intended to be binding upon SAP to any particular course of business, product strategy, and/or development. Please note that this document is subject to change and may be changed by SAP at any time without notice. „ SAP assumes no responsibility for errors or omissions in this document. SAP does not warrant the accuracy or completeness of the information, text, graphics, links, or other items contained within this material. This document is provided without a warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, or non-infringement. „ SAP shall have no liability for damages of any kind including without limitation direct, special, indirect, or consequential damages that may result from the use of these materials. This limitation shall not apply in cases of intent or gross negligence. „ The statutory liability for personal injury and defective products is not affected. SAP has no control over the information that you may access through the use of hot links contained in these materials and does not endorse your use of third-party Web pages nor provide any warranty whatsoever relating to third-party Web pages.

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Preface-3

Agenda: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Agenda – General Comments

General remarks on „

System for the course

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Users

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Organizational structure

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Keyword catalog

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Record plan

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General Comments Unit:

General Comments

Topic:

System, User, Organizational Structure, Keyword Catalog, Record Plan

Here you will find information and notes on all exercises.

1-1

System System name: TPP Client:

820

User:

IPS640-01, …, IPS640-18 Password: init (Change the password to “demo”)

RMS ID:

PSRM TRAINING

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Organizational structure used for all exercises

Organizational units, positions, and user within the organizational units The password for all users of the organization Scotland Yard is demo.

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Keyword Catalog Name: TRAINING_EN (Description: Training Keyword Catalog)

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Record Plan Name: Record Plan PSRM Training

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Preparatory steps in the TPP system •

Participant groups must be numbered in sequence. Write your group number on your card

•

Change the following setting in the Electronic Desk: Select Close Work Item (Path: Goto → Settings → Desk) Choose Desk (DOMEA).

•

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An Introduction to SAP Records Management for Public Sector

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Main Topics for SAP PSRM*: Unit Objectives

At the end of this unit, you will be familiar with: „ Definitions of terminology in PSRM „ Public Sector Records Management positioning „ Application areas and integration aspects of Public

Sector Records Management „ The difference between Records Management and

Public Sector Records Management „ The Public Sector Records Management introduction

roadmap * PSRM := Public Sector Records Management © SAP AG 2006

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What is SAP Records Management? An Introduction: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Defining Terminology (1) „ Differences of terminology can cause misunderstandings, particularly in the case of the term "record". „ Document according to ISO 15489 „ Information recorded in accordance with the classification structure of a government agency or organization.

„ Document Management „ Management area concerned with managing documents and offering the following options: „ Check-in/Check-out „ Versioning „ Status Management „ Database-driven metadata management (and thus integration into existing organizational structure) „ Indexing documents „ Enhanced search technologies

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Defining Terminology (2) „ Record according to ISO 15489 „ A document created, received or kept by a government agency, organization or person for verification and information purposes, so as to be able to meet legal requirements and follow up business processes.

„ Records Management according to ISO 15489 „ Management area that allows efficient and systematic control of the processes of creating, receiving, keeping, using and storing records, including the collection of data, and provides complete verification as well as information about all business processes and occurrences. „ Records Management systems meet the legal requirements and the need for varying certificates required in different countries by offering the following options: „ Creating a hierarchical organizational structure and embedding the records in this structure „

Creating superordinate information objects (records, for example)

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Access lists and authorizations for users, user groups and organizational units

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Classifying records by security levels (such as, top secret, restricted, ...)

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Retention and disposal procedures

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What Does SAP Public Sector Records Management Contain? „ The application SAP Public Sector Records Management (short: PSRM) offers a far greater range of services than the name might suggest. „ The following are essential components of PSRM: „ Administration of superordinate information objects such as records, record folders, record plan items, cases „ Case processing and management including workflows and notes „ Document management „ Records Management according to the ISO 15489 standard „ For further details, see the PSRM Solution Components slide.

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As well as the range of services listed above, SAP PSRM is certified in accordance with the following standards • DOMEA (Germany), version 1.2 • TNA (UK) • DoD 5015.2 (USA); certification planned for Q1/2007

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Document Driven Processes All documents related to a case are kept in a record or case file. The record is used for processing the case. Administrative cases are processed on the basis of paper/electronic documents? ...

The record contains all processes and documents related to an administrative case.

Records Management Case Processing Integration of Applications Enterprise Content Management © SAP AG 2006

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Records Management is a system supporting the electronic management of records. By using electronic records instead of paper records, you will be able to enjoy all the benefits of an almost paperless office: • No record storage costs • No costly and time-consuming copying • No carrying records around • Automatic case processing on the basis of the record's process route • You can always make sure the record is complete • Information can be researched easily • Fast, decentralized access to all record components • Several persons can read a document simultaneously • Direct document processing with electronic office communication tools

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Where Do I Find the Information?

Other Places

Desktops File Servers Doc. Man. Systems CRM Systems Financial Systems HR Management Systems Planning Systems

Records

?

Change Management

Records Management System

-----x----Special Applications

0%

50%

100%

Information © SAP AG 2006

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PSRM Solution Components 9 CRM & SRM integration

1 Content Management

Citizens' web requests Customer history (call center) Fast solution offer (call center) Frontend for citizens (CRM) integrated into back office (RM) solution SRM for government departments

Storing records/cases/documents Distributed (external) content and cache server landscape Metadata models for records/cases/documents

2 Incoming Mail Processing E-mail, fax, single item and mass scanning Workflow for incoming documents

8 Security Data integrity and privacy Digital signatures for documents Secure e-mailing & encryption

3 Information Retrieval

7 Integration into SAP for Public Sector Grants Management Funds Management Tax and revenue integration

6 Cross-Departmental Information Exchange Printing records and cases Exporting and e-mailing records/cases/documents SAP Workflow

Records/Case Management 5 Retention and Disposal Retention periods Appraisal of records

Metadata search Classification of records/cases/ documents by keyword and file plan Full text retrieval

4 Workflows Collaboration on cases/documents Ad hoc and structured workflows Approval and decision-making processes (signature)

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This slide shows the most important functions for each process step

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Records are evaluated to identify hard copy belonging to a particular department that should be archived after disposal.

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Embedding SAP PSRM in the System Landscape Documents Management System

Facility Management

Citizens' Master Data Processes subject to Case/Records Management: Linking cases/records with applications and documents

Funds Management

Services for citizens

Taxes

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Innovations: • SAP Public Sector Records Management was developed for working with electronic records on the basis of procedures tried and tested in various countries (Best Business Practices). Æ No other product is as internationally adaptable. • SAP Public Sector Records Management provides seamless integration of process documents and application documents and thus ensures greater process efficiency and coherence. • SAP Public Sector Records Management can be used to replace paper-based processes by processes based on workflows. In this context, it works as the central application.

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Typical Content of Records/Cases Business Objects from SAP and Non-SAP Systems

Business Reports

Material Contacts Business Applications

Invoices Human Resources

Process Information Desktop Documents and Templates

Scanned Documents

Web Content

Forms/ Web Requests

Notes

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Records Management not only provides an electronic representation of the conventional paper record, but also offers functions that far exceed those available for conventional records management. In addition to electronic documents, Records Management can also integrate the following electronic elements: • SAP business objects • SAP business workflows • SAP reports • SAP transactions • SAP ArchiveLink documents • Administration data for paper documents • Internet/Intranet pages

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These integration functions provide a complete representation of a business process and quick access to information. By integrating SAP Business Workflow, you have the option of using a record as a starting point for efficient process control.

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Elements can originate either from the local SAP system, from other SAP systems, or even from non-SAP systems.

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Goals of SAP Public Sector Records Management Make case-related and up-to-date business information available to the user from a single point of entry. Manage individual business processrelated documents in accordance with Public Sector laws, rules and practices. Accelerate electronic document processing. Increase efficiency and improve transparency. Manage records in a way that meets ebusiness and integration requirements.

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SAP RM versus SAP PSRM

Digital signature

Retention and disposal Records Cases Incoming mail processing

Secure electronic business relationships

Documents Organizer Ad hoc workflow for cases

Workflow Electronic desk

Framework technology Menu and toolbar restrictions

Supplied default settings

Activity functions for process route

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You call SAP RM with the transaction Organizer

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You call SAP PSRM with the transaction SCASEPS (electronic desk)

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In a nutshell, SAP PSRM is the union of records management and case management, with additional functions from Public Sector.

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Records/Case Management: Road Map to Success I

CRM

Activity Area tion istra n i Adm

- Call center - Citizens' portal - Web Service requests

lized igita d s me beco

- Content Management - Incoming mail processing - Registering paper records

mySAP PS - Workflow for cases - Integration into SAP processes

- Electronic records - Information retrieval

PSRM

- Record retention and disposal

External

Internal

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This slide shows the "Roadmap" for Service Management. It could further include suggestions on implementation procedures, especially if part of the solution needs to be implemented first or if not all components are available yet.

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You will find another example of a product roadmap on the following slides.

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Records/Case Management: Road Map to Success II

mySAP PS Activity Area Adm

on trati i ni s

om Bec

CRM - Call center - Citizens' portal - Web Service requests

io n grat e t n es I

- Integration with SAP processes - Electronic records - Information retrieval

PSRM - Content Management - Workflow for cases - Electronic case record

- Record retention and disposal

Internal

External

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Electronic Desk

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Electronic Desk: Unit Objectives By the end of this unit, you will be familiar with: „ Accessing and handling the electronic desk „ Work areas of the role-based electronic desk „ Structure of the work basket „ Private folders „ Context menu of element types „ Resubmissions

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Electronic Desk and Personalization: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desktop © SAP AG 2006

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Electronic Desk: Work Areas and History E-Desk

Processing Area for Elements

Selection? Work Area

Active Processing

Active Work Area

History

Access to the last 30 information objects used

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PSRM includes 4 Work Areas (Work Environment, Private Folders, Resubmission, Work Basket)

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Which work areas you can use depends on Customizing. This will be explained on another slide.

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Electronic Desk: Selection of a Work Area E-Desk

Processing Area for Elements

Active Processing

Click on the button Work Environment

Active Work Environment

History

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Electronic Desk: Context Menu for an Element Type Electronic Desk

Processing Area for Elements

Selection? Work Area

Active? Work Area

Active Processing

Context menu of a case

History

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Electronic Desk: Selecting a Context Menu Entry Processing Area for Elements

E-Desk

Selection? Work Area

Context Menu Entry Find

Active Processing

Active? Work Area Find Create Location List Information

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Which context menu is displayed depends on the element type.

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If you click on Information in the context menu, you get technical information about the element type (ID, name), such as: • Element Type - Element type: ID

Z_RM_PS_SP3_CASE_TRAINING

- Element type: Name „

Case Training

The address type of the current location as well as the location itself are shown in the Location List.

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Electronic Desk: Private Folders Electronic Desk

Processing Area for Elements

My private Folders

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The Private Folders can be structured according to your needs. You can create a link to certain records, cases and documents that interest you using drag and drop. You can also delete this link if necessary.

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You can store and organize elements and element types in Private Folders. In Favorites, you can manage the elements and element types that you use most often.

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Electronic Desk: Resubmission E-Desk

Processing Area for Elements

Selection? Work Area

Active Work Environment

Handling Resubmissions

History

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Resubmission allows you to specify a list of elements that are to be resubmitted. This allows you to monitor deadlines and other dated entries. There are also additional functions for managing resubmissions: •

Display detail information

•

Export

•

Print

•

Send by fax or e-mail

•

Delete

•

Change

•

Find

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Select "Set to done" for the resubmission

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Search in a list and set filters

•

Sort a list

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Electronic Desk: Worklist Electronic Desk

Processing Area for Elements

Department folders and general records

Structured Worklist

History

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The structure of the worklist can be adapted. IMG Path: Records and Case Management -> Basic Settings -> Interface Settings -> Define Structure of Worklist •

Definition of items

•

Definition of folders to be displayed in the worklist

•

Definition of desk

•

Within a desk: Assignment Folder-Item

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The Worklist is a subarea of the Work Basket work area, which can be found alongside Private Folders and Resubmission.

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The worklist is structured in Folders. The content of the folders is made up of Items. These represent elements to be processed and are specified by the system. If you were to define a folder for each item on a 1:1 basis, this would constitute the most detailed structure for the worklist.

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Electronic Desk: Worklist (Continued.)

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Role-based E-Desk: Structure of the Work Environment Processing Area for Elements

E-Desk

Selection? Work Area

Active? Work Area

Depends on PSRM Customizing for interface settings: Create Role-Based View for Work Environment

Definition via the Transaction SCMGVIEWGEN for the Roles TRAINING_USER and RMS ID Z_RMS_TRAINING

History

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Customizing the structure of the E-desk • The structure displayed for the work area depends on the user role • Definition of work areas - Path: Records and Case Management Public Sector -> Basic Settings -> Interface Settings > Create Role-Based View for Work Environment - Role Work area - SAP_PS_RM_USER Work Basket SAP_PS_RM_USER Private Folder SAP_PS_RM_USER Work Environment •

Sub-areas of the Work Basket - Folders - Worklist - Resubmission - Worklist from substitutes

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Electronic Desk: Editing a Record Electronic Desk

Processing Area for Elements

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Electronic Desk: Editing a Case Electronic Desk

Processing Area for Elements

Selection? Work Area

Active? Work Area

History

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Selecting the Electronic Desk „ Transaction: SCASEPS „ Menu path: Goto -> Settings ‹

Desktop

‹

Use the F4 help to select Desk DOMEA. z

This default setting only works if DOMEA has been defined in Customizing.

z

Otherwise the system displays the message "No desk defined for user …".

The desk that is displayed therefore depends on the user.

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The DOMEA desk is supplied with client 000 as preconfigured Customizing. If you work in another client, you must create the desk in this client.

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Electronic Desk: Defining Substitutes „ You can define the type of substitute: ‹

Personal substitute (SAP User)

‹

Note: z

Substitutions for organizational units or items are not supported.

z

There are no substitution profiles for the assignment of dedicated tasks.

„ Substitutes can ‹

Be defined and activated at the same time z

‹

From the beginning of the substitute's activation, the relevant person automatically receives work items from the substitution in addition to his or her own work items.

Be defined without activation z

As long as the substituted person is not substituted in the system, the substitute automatically receives the work items from the substitution in addition to his or her own work items. This means that the substitute is only temporarily active.

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Electronic Desk: Resubmissions (I) „ Click on Resubmission on your electronic desk. ‹

Select Resubmit create.

‹

Select an element type (records, for example).

‹

Select an element (a particular record, for example).

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E-Desk: Resubmissions (II) „ Enter values in the following dialog box:

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Resubmission for an SAP user

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If you enter a time period, the system automatically calculates the date for the resubmission (Submisson On) via the ( button Calculate Time Limit). The calendar is taken into account during this calculation. In case of a holiday, the system will show a warning and offer a change to the next work day.

‹

On the date Due on, processing must be completed.

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Electronic Desk: Inbox – Worklist „ Important functions for handling the worklist

(via the context menu) ‹ ‹ ‹ ‹ ‹

Execute a work item Reserve a work item Replace a work item Display a work item Manage attachments z z z z

‹ ‹ ‹

Display Create Change Delete

Forward a work item Resubmit a work item More functions z z z z z

"Set to done" Reject execution Change work item (information, deadlines) Send as e-mail Change priority

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Authorizations for RMPS I „ „

PS_RMPSOEH PS_RMPSORG ‹

„

The system checks whether or not the user is authorized to execute an activity for the object. This depends on the organizational assignment of the object as well as the user.

S_FRA_SPS ‹ ‹

Checks the maintenance of element types in the Framework Registry. Checked fields: z z z z

„ „ „ „

ACTVT: Activity F_AREA_ID: Allows a restriction for certain areas F_SP_ID: The authorization object Service Provider ID allows a restriction of Service Provider maintenance for a selected service provider. F_SPS_ID: The authorization object Service Provider Space ID allows a restriction of element type maintenance for certain element types.

S_APPL_LOG S_SRMDISP1 S_SCMG_CAS S_SCMG_FLN

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Authorizations for RMPS II „ S_SCMG_STA z

‹

Authorization for the status of a case

Checked fields: z

SPS_ID: Authorization depends on the SPS-ID of the case

z

CASETYPE: Authorization depends on the case type

z

ORDER_NO: Authorization depends on the status of the case

z

ACTVT: Access can be restricted to certain activities

„ S_SCMG_TXT „ S_SRMGS_CT „ S_SRMGS_DC „ S_SRMGS_PR „ S_SRMGS_VV „ S_SRMKCMNT © SAP AG 2006

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Authorizations for RMPS III „ S_SRMPATH1 „ S_SRMSY_CL „ S_TABU_DIS „ S_TCODE ‹

Authorization for transactions

„ S_TRANSLAT „ S_USER_GRP

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Authorization Object PS_RMPSOEH „

PS_RMPSOEH: Controls access to the following objects: Record, case, document and incoming post item. Depending on the organizational assignment, the user is allowed to execute an action on the object. ‹

The access fails if the user has no authorization for the particular organizational unit in accordance with the authorization object PS_RMPSORG.

‹

Important fields to be checked: z

SPS_ID: Element type ID of the Object. Allows various authorizations for different objects.

z

RMPS_TYPE: Depending on the object type of an object, different authorizations can be defined for a given object (e.g. case).

z

RMPS_ACT: Authorization depends on the activity (such as, create, change, display).

z

RMPS_KEY: Authorization depends on the attributes required or other information. The key for the authorization check is dynamically created via a Business Add In (BAdI).

z

SCMG_LVL: With the attribute for the authorization level, you can restrict the authorization to a certain attribute of the object.

z

RMPS_AUTU: Use this field to determine to which organizational objects access is to be permitted.

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Authorization Object S_SCMG_TXT „

S_SCMG_TXT: The authorization object applies to editing of the text in a case. Checked fields:

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SPS_ID: Restriction of authorization to a selected element type.

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CASETYPE: Restriction of authorization to a certain case type.

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TEXTID: Restriction of authorization to a certain text type. All text types to which the text object SCMG_CASE was assigned can be used.

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ACTVT: Restriction of authorization to certain activities.

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Authorization Object S_SRMGS_CT „

S_SRMGS_CT: The authorization object refers to the document content. The term Document covers documents, records, record models, file plans and notes. Checked fields:

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ACTVT: Restriction of authorization to specific activities.

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SPS_ID: Restriction of authorization to a specific element type.

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SRM_MODEL: Restriction of authorization to a specific content model.

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DOCUMENTID: Restriction of authorization to a specific element. Use the unique Document ID as the value for the element. (See also: General information about an element; this can be found in Information in the context menu.)

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Role-Based Views in Records Whether or not an entry is shown in a record depends on the user role. ‹ ‹ ‹ ‹

Role-based entries can be folders and all element types allowed in the record. Maintained in the Record Modeler for the record type Maintained in the record browser for the record Procedure: 1 z Select the entry 2 z Press the button z

Enter the roles in the "Determine Visibility" dialog box

3

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The visibility of the content of a case can be displayed and edited in the same way.

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Exercises Unit:

Electronic Desk

Topic:

Working with the Electronic Desk

At the end of this exercise, you will be able to:

3-1

3-2

3-3

•

Work with the Electronic Desk

•

Work with Favorites

•

Define substitutes

Electronic Desk work areas 3-1-1

Which area of the Electronic Desk contains the elements types you can work with?

3-1-2

Which element types can you use?

Favorites 3-2-1

Search for document templates. Select one template from the results list.

3-2-2

Add the template you selected in 3-2-1 to your Favorites for IPS640-xx (xx stands for your group number).

3-2-3

Which option in the context menu can you use to delete the entry from your Favorites without deleting the object itself?

Worklist 3-3-1

Where can you check which cases you have initialized yourself?

3-3-2

Maintain IPS640-xx+1 as a personal substitute. When can IPS640-xx+1 act as a substitute for IPS640-xx? The substitution should be valid for two months starting from today.

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Solutions

3-1

Unit:

Electronic Desk

Topic:

Working with the Electronic Desk

Electronic Desk work areas 3-1-1

Which area of the Electronic Desk contains the elements types you can work with? In the Work Environment.

3-1-2

3-2

Which element types can you use? Records, cases, documents, URLs, and so on. Note: The definition of your role in the Electronic Desk determines which element types are visible in your Work Environment.

Favorites 3-2-1

Search for document templates. Select one template from the results list. Open the context menu of the Document Template PSRM Training element type. Select Find. You can enter search parameters in the dialog box that opens. Then choose Search. Select one of the templates shown in the results list. Press the Copy icon to accept the selection. Note: The selected template automatically appears in your History.

3-2-2

Add the template you selected in 3-2-1 to your Favorites for IPS640-xx (xx stands for your group number). Choose Private Folders. Select the template you chose under 3-2.1. Use drag & drop to add this to your Favorites.

3-2-3

Which option in the context menu can you use to delete an entry from your Favorites without deleting the object itself? Delete from Private Folders

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3-3

Worklist 3-3-1

Where can you check which cases you have initialized yourself? Choose Work Basket. All cases created by you and currently in process are listed under Current Cases.

3-3-2

Maintain IPS640-xx+1 as a personal substitute. When can IPS640-xx+1 act as a substitute for IPS640-xx? The substitution should be valid for two months starting from today. Choose Work Basket. Open the context menu for the Worklists from Substitutes category. Select Maintain Substitute. Select Personal Substitutes in the dialog box. Choose Create Substitute (F5). In the dialog box that appears, enter IPS640-xx+1 as the search term. In the next dialog box, enter the relevant validity dates.

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Important Entities in Public Sector Records Management

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Entities in PSRM: Unit Objectives

At the end of this unit, you will be familiar with: „ RMS ID as organizational element „ Records and Record Models „ Element types in PSRM „ PSRM technical landscape „ Integration of BOR and transactions „ Record plan „ Log © SAP AG 2006

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Important Entities in Public Sector Records Management: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Records Management System ID (RMS ID) Dr. Jones, Orthopedist

Patient Records

Ms. Yukava, ? Head of HR

Mr. Smith, ?Administration

Personnel Records

Budget Planning? Records

The SAP system consists of several RMSs © SAP AG 2006

„

A Records Management System (RMS) is a discrete unit within Records Management (like a client within an SAP system). Different RMSs can be used to separate different business areas that physically exist in the same client of an installation (in a similar way to company codes). Dividing the records of a company into discrete units makes it is possible to provide particular groups of users access to particular records.

„

Example: In a hospital there are personnel records and patient records. Employees in the personnel department only have access to the "RMS for personnel records", nurses and doctors only have access to the "RMS for patient records".

„

The RMS ID is a classification parameter of the area S_AREA_RMPS. You assign values to this parameter using the Customizing activity Maintain Registry . You separate the different RMSs by assigning element types to one or more RMS. An RMS can contain any number of element types. Elements can only be displayed in the RMS in which they have been entered.

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Organizational Elements in SAP

SAP R/3

Client

Records Management

m:n

RMS ID

„ Company code „ Plant „ ...

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4-5

Records Records are represented in the system by XML documents. These XML documents are managed in the system via the Knowledge Provider (Document Management Service). Consequences: „ You easily can configure the system to store electronic records in the application database (default and recommendation) or on a content server. „ Records contain references only (references for documents, transactions, business objects ...). There is no replication of elements and no data redundancy. „ Documents held in Records Management should be stored externally (SAP Content Server or external storage system).

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You display a record in XML format as follows: 1. Display the record 2. Follow the menu path: Record -> Administration -> XML Representation

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Overview of Possible Elements contains

m

Element is a specific

n Record n

n

based on

1

is organized in Document

URL

Business Object

Report

Case

Record Plan 1 Record Model

ArchiveLink document

Note

Administration data for documents on paper

Workflow Instance

Transaction

Incoming post items

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„

An element type is a subclass of objects of a service provider

„

An element is an instance of an element type.

„

A record model/type is used to prestructure a record.

„

Each record is based on a record model/type.

„

A record model can contain elements and element types.

„

A record can contain elements and element types as templates for elements.

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Recommended System Landscape for Records Management

SAP R/3 / mySAP ERP

Netweaver Web AS

Content Server

Netweaver Web AS

as central records, case and document management system

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This slide shows: • The front end • The SAP R/3 system (system consists of a server instance and a database) • An additional SAP Web Application Server, which is used as a central records and document server. WebAS 7.0 contains PSRM 2.0 • A content server, that is, either an external content server (archive system) or an SAP Content Server • Instead of running on a separate SAP Web AS, PSRM Rel. 2.0 runs on SAP ERP 2005. However, before you can start a records project, you must upgrade your system to SAP ERP 2005. • Note: SAP Web AS can be installed as a separate logical instance on the same hardware as the ERP system. Web AS should only be installed on different hardware (additional physical system) if the new application causes too high of a demand for additional workload.

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Records Management Component View

SAP Public Sector Records Management SAP Records Management Address Administration SAP Office SAP Workflow

Scan Solution

Kpro: Document Management Infrastructure

Netweaver Web Application Server Archive Link®

Org. Management

Archiving Solution

Content Server Database Archiving Solution

External Storage Systems © SAP AG 2006

„

SAP Public Sector Records Management is always based on SAP Records Management.

„

The other components such as SAP Office, SAP Workflow etc. are part of the Web Application Server and can be used to full extent in Records Management.

„

In realistic business scenarios the content is stored on a separate content server. If you have a high volume of data, you will additionally need an archive system. The metadata is stored on a database.

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Creating an Element Type for BOR Objects in Records Management

Select Create Element Type in the context menu. © SAP AG 2006

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Registry for BOR Objects in Records Management

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Details of a BOR Object in Records Management

BOR Object

Methods

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Use transaction SWO1 to test and to check a BOR object method.

„

Depending on the BOR object, certain methods are not available. For example, you cannot delete an FI document.

„

If the Business Object is located in another system, you have to configure the RFC connection and maintain the Logical_System parameter accordingly.

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Transactions in Records Management

Select the transaction node. Press this button to display the node attributes.

If you would like to skip the initial screen, enter X as the value. Enter the SPA/GPA ID and value here.*

* If more than one SPA/GPA ID is needed, use additional SPAGPAID lines. © SAP AG 2006

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Reports in Records Management (1)

Select the report node.

Select this button to display the node attributes.

Enter the names of the selection criteria and their value here.

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Reports in Records Management (2) How do you find the names of the selection criteria?

„ „

Press F1 help for the G/L account field Select the button Technical Information in the dialog box „ In the Technical Information dialog box, the value of the screen field is the search name

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Record Model A Record Model is a template for records. The template is created in Customizing. The Records Modeler is intended for the ?system administration and project team, not for the end user. Record Models define: „ Record structure „ Record content (possible elements) „ Authorizations „ Some technical parameters

Records that are based on the same record model always have the same structure. This makes user orientation within the records easier. Record models can be rigidly defined or user-defined, and always have a status. © SAP AG 2006

„

Status for Record Models • Initial: The record model is being created. You cannot yet create any records for this record model. • Released: You cannot change existing nodes of this record model, but you can create further nodes. You can create records using this record model. • Final: You cannot make any further changes to this record model. You can create records using this record model. • Obsolete: The record model is no longer valid. The records that have been created using this record model still exist. You cannot create any further records with this record model. „ Node Types • Structure nodes - Help to define the structure of the record. These nodes only act as headers for other nodes. - Nodes that cannot have elements assigned to them in records - Folders within a record • Model nodes - Define which elements are permitted by assigning an element type. - The element type determines that the node in the record can only be filled with elements of this element type. - You can assign several element types to one model node. • Instance nodes - Definition of fixed elements - Node that already has an element (not an element type) assigned to it in the record model .

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Structure Elements of a Record Model Record Model Structure Node 1 Structure Node 2 Model Node 21 Model Node 22 Instance Node 221 Instance Node 222

Remarks • A user-defined number of nodes on each level is possible. • The hierarchy of nodes presented above is just one possibility. Every node can be used on each level of the record model.

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Possible structure elements are: • Structure nodes (on paper, structure nodes are depicted by the register node of a record.) • Model nodes (a model node determines which type(s) of information object(s) can be included in the record.) • Instance nodes

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Record Model: Example 1 Model Name Worklist Documents URLs Case Processing Record Model A

Documents Business Objects

Cases

Transactions = Record model = Structure node = Model node

Based on a separate model for the content of a case.

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Record Model: Example 2

Model Name Worklist Documents URLs Sub-records Documents Records*

Cases Transactions

= Record model = Structure node

* May be based on another record model

= Model node © SAP AG 2006

„

The example shows the immense flexibility in the structure of E-records.

„

We will see later that models are also necessary for the structure of case content. From a technical point of view, these are identical to record models. So it would be possible for a case to contain a record.

„

Having said this, it is clear that there is no a priori hierarchical relationship between records and cases. Records can contain cases and vice versa. You can only decide from the application context which structure is most suitable.

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Expanding/Changing Record Models (1) Be careful when defining record models. If your record model is released, you cannot delete nodes in the model. Instead, you can set certain nodes as inactive. „

New instances of this record model will no longer contain inactive nodes

It is possi ble to return to Initial status from Released status. Then you can delete nodes. You can create new nodes (as long a s your model is not set to Final status).

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In a production system, reversing the status of a model to delete nodes should only be done in an emergency. The record model standardizes the structure of records and makes Information Retrieval within a document easier for the user. This no longer works if the record model is changed substantially on a regular basis.

„

All changes to the record model are logged. To display the log, follow the path Other Functions → Administration → Log Entries.

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Expanding/Changing Record Models (2) The changed record model is not automatically available in records that were created before the record model was changed. The following options are available: 1.

No synchronization with the new record model

2.

Manual synchronization with the new record model

3.

Automatic synchronization with the new record model

There is a new connection parameter MODEL_SYNC_METHOD in the service provider for records. Which of the three options the system offers depends on the valuation of this parameter. Option 1: No valuation Option 2: Valuation M (in Change mode, an additional button appears here in the record toolbar) Option 3: Valuation A

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The synchronization option is available in WebAS 6.40 with SP12.

„

The additional pushbutton with Valuation M is called Synchronize Record.

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Records Browser

Display/create/edit elements Record attributes

Other record functions Display records as a hierarchy

© SAP AG 2006

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Switch to the Records Browser when you want to: • Create a new record • Display or edit a record that you have already created

„

To create a record, you first need to select a record model. Every record must be based on a record model.

„

Main Functions include: • Displaying the record as a hierarchy - The record structure is predefined by the record model. • Displaying/creating/editing elements - The appropriate display or edit window opens on the right-hand side of the screen. • Entering attribute values for the elements • Displaying the record as list - all normal list functions can be used

„

PSRM 2.0 also supports the so-called transparent record: If a record contains an information object that is comprised of subobjects (for example, a part record), you can expand this information object within the record.

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Important Functions of Records I „ Other Functions ‹

Different record

‹

Reload

‹

Where-used list

‹

Close record

‹

Administration (such as, XML representation)

‹

User-specific settings

‹

Print (attributes, for example)

‹

Send as e-mail

‹

References

„ Display log

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Important Functions of Records II „ Activities (for a node) ‹

Attributes for a node

‹

Create

‹

Insert from clipboard

‹

Delete

‹

Rename

‹

Determine visibility

‹

Expand subtree

‹

Close subtree

‹

Find in subtree

‹

Find next in subtree

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Display Record Elements in a List Find, sort, filter

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To open the list view, call up the context menu on the E-desk and select Display Variants -> Display Record Elements in a List.

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Displaying the Record Log Select a record on the E-desk

Find, sort, filter

Select button Display Log

Log of activities in a record

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Generation Rule for Record Reference Numbers Generation rules are explained in detail in the unit Additional Configuration Details. The record reference number generally consists of different components:

„ Organizational unit „ Record plan item (file plan item) „ Separators (for example, . -

/ )

„ Sequence number Example: unit 211 – 1124 / 3 (unit, sep., record plan item, sep., seq. number1)

The generation rule that is applied in a record can be stored in the record model. If not, the user has to select a generation rule every time they creates a new record. 1 In

the context of the organizational unit + record plan item

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Reassigning a Record „ Function called up in the history via the context menu of a

record. „ The reassignment function is required when the unique

indicator requires manual entries in accordance with the generation rule. „ Reassignment happens due to changes that affect the

components used in the generation rule. ‹

Organizational changes (as part of a reorganization, for example)

‹

Functional changes (here: file plan item)

„ When a record has been reassigned, the system stores the

old reference number in the attribute Old Reference Number, and the activity is logged.

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If you reassign a record twice, another entry is created in attribute Old Reference Number. In the log, you can also see see the changes made by the reassignment.

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Record Plan „ A record plan consists of a hierarchical arrangement of

items. Each item represents an objective within an agency. „ The record plan guarantees the standardization of the

objectives of all organizational units of an agency. The record plan is often identical for all the agencies of a state. „ Organizational units and record plan items often serve as

classification criteria for records. „ Exporting and importing record plans ‹

A record plan can be exported in XML format.

‹

The XML file of a record plan can be imported.

„ For the integration of a record plan with Records

Management, you need a service provider and an element type.

© SAP AG 2006

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Composition and structure of the record plan differs greatly within the Public Sector. Besides classification, the record plan represents a model for the comprehensive structure of the whole record and document management system. However, this additional option is not a subject of this course.

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Keyword Catalog „

„

Using a keyword catalog ‹

The keyword catalog can be used for records, cases, and documents.

‹

Only keywords from the catalog are allowed.

‹

The keyword catalog is hierarchically arranged.

‹

Multiple selection of keywords is supported.

‹

A keyword catalog in the format of a text file or Excel file can be uploaded.

Free entry of keywords ‹

Multiple entry of keywords is supported.

Maintaining the keyword catalog within the E-desk: ‹

Transaction: SCASEPS

‹

Menu Path: Registry “ Keyword Catalog “ Keyword Catalog Administration

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Resubmission as Optional Connection Parameter I z In the Registry, go to the tab page for Connection Parameter Values. z Select the RMPS_FCODE_SHOWOPT line and then select Create.

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Resubmission as Optional Connection Parameter II z Enter the value you need in the dialog box. z The following input values are possible: Value

Description

PS_RESUBMISSIONS

Resubmissions

PS_SUP_HLEVEL

Displays the superordinate object

z A button for resubmissions appears within the record.

Button for resubmissions

© SAP AG 2006

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This functionality is available with Web AS 6.40, SP 17.

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Logging Activities For all element types you use in PSRM, you have to specify the classification parameter LOG_LEVEL. This parameter determines the level of detail of the log. In accordance with this level of detail, you see different activities like Create, Change, Display. The log contains the following information: • Activity • Date of activity • Time of activity • User • Object ID • Old value • New value • Processor • Description of the activity • End of the time period © SAP AG 2006

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The scope of the log depends on the information object. The documents log is relatively small. The case log tends to be the most comprehensive, as it logs all activities related to the workflow too.

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Exercises Unit:

Important Entities in Public Sector Records Management

Topic:

Using Business Objects in Records Management

At the end of this exercise, you will be able to:

4-1

4-2

4-3

4-4

•

Integrate a BOR leave request in Records Management (RM)

•

Integrate a transaction in Records Management

•

Create a record

•

Create different elements within a record

•

Check important information in a record

•

Use a record plan in a record

•

Reassign and download a record

BOR integration in RM 4-1-1

Create a leave request in Records Management.

4-1-2

Which element type is used to integrate BORs? Specify the technical name as well as the description.

Integrating a transaction in Records Management 4-2-1

Create an element for transaction SPRO in RM.

4-2-2

What is the technical name (element type ID) of the element type Transaction?

Creating a record 4-3-1

Generate the reference number.

4-3-2

Enter a keyword from the TRAINING_EN catalog (Training Keyword Catalog).

4-3-3

Use Services for Object to create a private note.

4-3-4

Send the record to user IPS640-xx+1 by using the path within a record: Other Functions→ Send as Mail. Select an SAP logon name as recipient type.

Contents of a record 4-4-1

Create a URL within a record.

4-4-2

Use MS Word to create a document within the record. Do not use a template for this task. 4-4-2-1 Define the attributes Re: (indicates the subject matter) and Here (describes the subject in more detail). Note: Save the document and the record.

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4-5

4-6

4-7

4-8

Detailed information in a record. 4-5-1

Which element was created in your record?

4-5-2

When (date/time) were the record and document created?

4-5-3

Which element type was used to create the record?

4-5-4

Which record model (technical name and description) was specified when the record was created?

4-5-5

Which record model (document class and document object ID) was used?

4-5-6

Display the record in XML format (Note: This does not work when a Citrix client is used).

Record plan (file plan) 4-6-1

How long is the storage period for item 1124?

4-6-2

What is the disposal status of item 1124?

Reassigning a record 4-7-1

Create a record and a document within the record.

4-7-2

Reassign the record by changing the organizational entries and the record plan item. Note: To do this, use the context menu of the record within the History.

4-7-3

In the reassigned record, check the attribute Old Reference Number.

Downloading a record 4-8-1

© SAP AG

Download the record that you created in exercise 4-3 to your desktop (in the context menu of a record in the History, select Other Functions -> Generate and Store Export Format). 4-8-1-1

Take a look at the files that have been saved locally and display the record in XML format.

4-8-1-2

In which formats was your record saved?

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Solutions

4-1

Unit:

Important Entities in Public Sector Records Management

Topic:

Using Business Objects in Records Management

BOR integration in RM 4-1-1

Create a leave request in Records Management. Open the context menu for the Leave Request element type. Select Create. Enter details of the requested leave and choose Save.

4-1-2

Which element type is used for the integration of BORs? Specify the technical name as well as the description. Element type Leave Request PSRM Training, technical name: Z_RM_PS_SPS_BOR_ABSENT_TRAINING.

4-2

Integrating a transaction in Records Management 4-2-1

Create an element for transaction SPRO in RM. Open the context menu of the Transactions element type. Select Find. Enter SPRO in the dialog box.

4-2-2

What is the technical name (element type ID) of the element type Transaction? Open the context menu of the Transactions element type. Select Information. The following element type ID is displayed in a dialog box: Z_RM_PS_SPS_GENERAL_TRANSAC_TRAI.

4-3

Creating a record 4-3-1

Use the generation rule for reference numbers. Open the context menu for the Records element type. Choose Create. Use the F4 help for the reference number. Follow the instructions for entering an organizational unit (use the help function and select a unit within the Scotland Yard top node). Use the F4 help to enter a record plan item.

4-3-2

Enter a keyword from the TRAINING_EN catalog (Training Keyword Catalog). Use the help function.

4-3-3

Use Services for Object to create a private note. Choose Services for Object. Choose Private Note. In the dialog box that appears, enter a title for the note and a text.

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4-3-4 Send the record to user IPS640-xx+1. To do this, select Record (quick info text: Other Functions) → Send as Mail in the record. Select an SAP logon name as the recipient type. Follow the specified instructions. 4-4

Contents of a record 4-4-1 Create a URL within a record. Open the Web Content folder, and open the context menu of the URLs element type. Select Activities -> Create to create a new URL in RM. Select Activities > Find to select an existing URL in RM. 4-4-2 Use MS Word to create a document within the record. Do not use a template for this task. In the Worklist of the record, open the context menu for the All Element Types element type. Select Activities -> Create. In the dialog box that opens, open the Documents folder. Double-click on the Document (PSRM Training; EN) element type. Select the Create activity. Choose Application. Select Microsoft Word. Select the required text and choose Save Document. In the list of attributes in the dialog box that opens, use the F4 help in the Document Number field. The document number is then generated automatically. Hint: If no element belonging to the All Element Types element type exists, select the Worklist folder and click on the Create pushbutton. The system then creates the All Element Types element type. Then simply follow the instructions provided. 4-4-2-1 Define the attributes Re: (indicates the subject matter) and Here (describes the subject in more detail). Hint: Save the document and the record. Maintain the two specified attributes in the dialog box for attributes. Choose OK. Now save the record. Hint: When you save the document, the traffic light icon for the record changes to yellow. When you save the record, the traffic light then changes to green.

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4-5

Detailed information in a record. 4-5-1 Which element was created in your record? In the record, look at the Last Processed column, which indicates the last time the record was changed. Find the row containing the current date and the most recent time. 4-5-2 When (date/time) were the record and document created? See the answer under 4-5.1. 4-5-3

Which element type was used to create the record? In the History, select the record and open the context menu. Select Information. In the dialog box that opens, you will see the element type ID and the name of the element type.

4-5-4

Which record model (technical name and description) was used to create the record? You will find the information you are looking under the record attributes in the Underlying Record Model field.

4-5-5

Which record model (document class and document object ID) was used? In the record, follow the path: Other Functions → Administration → Corresponding Model (Key). You will find the information you need in the dialog box that appears.

4-5-6

Display the record in XML format (note: This does not work if you are using a Citrix client). Display the record. Follow the path Other Functions -> Administration -> XML Representation.

4-6

Record plan (file plan) 4-6-1

How long is the storage period for item 1124? Open the context menu of the Record Plan PSRM Training element type. Select Find. In the dialog box, click on Execute Search. In the results list, double-click on Record Plan PSRM Training (EN). Click on Expand Subtree. Select item 1124. This displays the detailed information for item 1124. If Transfer from Superior Item is shown as the retention period, navigate upwards in the hierarchy until an element is displayed for which a retention period has been entered. In our example, find the Scotland Yard/Sample Agency element. You will see that a retention period of 10 years has been entered for this item.

4-6-2

What is the disposal status of item 1124? Display the details for item 1124, as described in exercise 4-6.1. Here you will find that the disposal status has been set to To Provide.

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4-7

Reassigning a record 4-7-1

Create a record and a document within the record. The steps required to do this are described in exercises 4-3 and 4-4.

4-7-2

Reassign the record by changing the organizational entries and the record plan item. Note: To do this, use the context menu of the record within the History. In the History, select the record you created in 4-7.1. Open the context menu for this record and select Reassign. In the dialog box that appears, use the F4 help function (which provides a list of possible entries) to select a different organizational unit. Follow the same steps for the record plan item.

4-7-3

In the reassigned record, check the attribute Old Reference Number. Display the attributes of the record. The reference number that was valid before reassignment is shown in the Old Reference Number field.

4-8

Downloading a record 4-8-1

Download the record that you created in exercise 4-3 to your desktop (in the context menu of a record in the History, select Other Functions -> Generate and Store Export Format). Note the hint provided above. Save the files to your desktop. 4-8-1-1 Take a look at the files that have been saved locally and display the record in XML format. Open the file in XML format. 4-8-1-2 In which formats was your record saved? The metadata of the record was saved/downloaded in HTML and XML format. The number of files and saved formats depend on the element defined in the record. For example, the following files are generated when you create a URL: - Metafile in HTML format - Metafile in XML format - Content (URL) in TXT format

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Cases and Ad Hoc Workflows

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5-1

Cases in PSRM: Unit Objectives

At the end of this unit you will be familiar with: „ Navigation within and handling of cases „ Ad hoc workflows / Process routes „ Notes within cases „ Media discontinuities „ Logging

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Cases and Ad Hoc Workflows: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Example: Business Process "Purchasing" Check, approve

Maintain system

Signature

Request by E-form

MM Budget Monitoring

Purchasing - Monitoring

E-Case

Letter or

"Purchasing" Superior Employee © SAP AG 2006

„

Detailed scenarios are discussed in the unit "Integration Scenarios in Procurement".

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Business Transaction from SAP Human Capital Management Check, process

Maintain system

Check; acknowledge

R/3 HR E-Form Works Council

Human Resources Letter

E-Record or

"Higher Salary" Superior Employee © SAP AG 2006

„

Example: electronic record in HR

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Case Management in PSRM: Terminology Definitions „

First and foremost, Case Management has the following characteristics and structures: ‹

‹

‹

Incident Management z

Steering procedures and methods on the basis of unplanned formal characteristics as well as dispositions and notes, which are considered necessary for the decision-making process.

z

Processes are scheduled in order to shorten the overall processing time.

Investigation Management z

Traceability and transparency of executed operations

z

Logging working methods and procedures

z

Logging tasks and their execution

Case Management is a tool that makes procedures within the administrative work transparent and allows the handling of events, which lead to the creation of records.

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Process Information with Electronic Cases Complex Business Processes „ Need complete documentation of all steps on the basis of ‹

Documents

‹

Notes

‹

Process logs

„ Require a signature (for example, purchasing and budget

monitoring in the purchasing process) „ Are sometimes structured, sometimes unstructured „ Are often integrated with applications (for example, service

order in CRM, web requests) „ Are managed with a business workflow

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Components of a Case Main Document Display higher objects

Attributes

Navigation Links

Case

Contents

Process Route

Log Notes Keywords © SAP AG 2006

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Attributes of a Case „ Attributes (Metadata) ‹

Are customizable

‹

Important: z

Case indicators (often generated by a rule)

z

Status Æ

new

Æ

in process

Æ

media discontinuity

Æ

completed

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Besides the supplied default statuses, the customer can also define thier own status.

„

In order to start the workflow connected with the process route in a case, the status must be set to in process.

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Service Provider (SP) for Case Subcomponents

Subcomponents of Cases

Case SP: RM_PS_SP_CASE Content1 SP: RM_PS_SP_CASE_RECORD

PATH [process route] PS_SUBCOMPONENT_RECORD [content]

SUBCOMPONENT_NOTES [notes]

Notes SP: RM_PS_SP_CASE_NOTES

PS_SUB_KEYWORDS [keywords] SUBCOMPONENT_LOG [log]

Registry

Function Profile

Note For each of the above service providers an element type must be defined within the registry. 1

The SP for the underlying case container model is RM_PS_SP_MODEL.

© SAP AG 2006

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The case is the most complex information object in PSRM. It consists of the subcomponents outlined on the slide. This architecture is also reflected in the service providers. Just like a record, a SP is therefore necessary for the whole case (RM_PS_SP_CASE). • For the content of a case, an element type based on the SP RM_PS_SP_CASE_RECORD is required. To structure the content, a case container model the same as the record model must be defined. This model is based on an element type of the SP RM_PS_SP_MODEL and must be assigned to a claim type [Field: element type ID (record)] in Customizing. • A separate SP (RM_PS_SP_CASE_NOTES) should be used for notes. This allows users to handle different types of notes within the case.

„

In the Customizing of the Function Profile, you can determine which subcomponents can be used for a case. The Function Profile is also assigned to a case type.

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Case Container Model „ The Case Container model is used to reconfigure the

content allowed within a case. „ From a technical point of view, a case container model is

nothing other than a record model. „ In Customizing, a case content model must be assigned to a

case type. „ In the Registry, the case container model must be entered as

a connection parameter within the element type for the case container that is assigned to the service provider RM_PS_SP_CASE_RECORD.

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Types of Workflows Two types can be differentiated: „ Structured workflow: In accordance with the application

context of a given workflow, workflows all work items and people involved are known in advance. „ Unstructured workflow: In accordance with the application

context of the given workflow, it must be possible to change work items and people involved at any time by persons who have the authorization to adapt the workflow. Unstructured workflows are also called Ad hoc workflows. This functionality gives the user the necessary flexibility to react (incident management).

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Layout Process Route An unstructured workflow is modeled by a process route. This route is divided into individual process steps. Each process step is assigned to a planned activity. For the execution you have to specify the agent type and the agent id. 1

2.1 2.2

3

4

Flexible Layout Thanks To: • Sequential process route steps (3 and 4) • Parallel process route steps (2.1 and 2.2) • Process route step 3 only starts after steps 2.1 and 2.2 have both been executed Planned activities can have the following indicators: signature, final signature, for attention. Executed activities can have the indicators signed, finally signed andnot responsible. © SAP AG 2006

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Permitted activities are entered in a Customizing table (Path: Records and Case Management → Case → Process Route →Define Activities and Activity Functions for Process Route). Depending on the activity, you have different options for execution. You can choose, for example,during the execution of the activity signature between the following options: • Co-signature • Sign Under Condition • Do Not Sign

„

These options are called activity functions in the previously mentioned Customizing table.

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Main Document of a Case Often the decision to be made (signature) for a case refers to a single document. The button Main Document displays all documents in the case or the superordinate records. You can mark a document as main document in the list.

Document 01/2005 x Document 02/2005 Document 03/2005

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You can flag another document as the main document at any time, if required.

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Notes in a Case Note s in Customizing can be differentiated by text type. Examples: „

Busine ss Transaction Memo ‹

This text type pla ys a special role in Public Sector. Users cannot delete or change this note when you start a new session for changing the case. This behavior is ensured by the authorization object S_SCMG_TXT.

„

Comment

„

Note

„

De scription

„

Internal Note

„

Concluding Remark

„

Reply

© SAP AG 2006

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In the Customizing table (menu path: Records and Case Management → Case → Text Profile → Set Text IDs). Go to the entry SCMG_CASE and click on Text IDs.

„

Now create a text profile and assign the required text IDs to the profile: Menu path: Records and Case Management → Case → Text Profile → Create Text Profile.

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Comprehensive Log: Case and Process Route

Circular

Case

Metadata

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The log clearly combines the processing activities that you have performed in the case with the activities arising from workflow items that result from the process route.

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Media Discontinuity Requests Business Scenario „ During case processing, people from other organization

units need to be involved in the decision process. „ The other organization uses a separate Records

Management system or has no electronic system (paper-based Records Management). „ The media discontinuity has to be recorded more or less

comprehensively. For this, additional (user-specific) activities can be defined in the Customizing of the process route.

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Media Discontinuity Handling I 1

2

4

External Person

t0

t1

t2

5

3

Case C0 Media Discontinuity Phase (Es-Ph)

t3

t4

t5

t

Time Action t0

Start of C0.

t1

In step 2 introduce the process route activity,Prepare media discontinuity. Set the status for case C0 to Media Discontinuity.

This status "freezes" all objects in C0 and g enerates an incom ing document with barcod e in InDoc automatically. InDoc is needed for the reply of the external processor . When step 2 has been executed, the log of C contains the information on the 0

person who has prepared the media discontinuity. t2

Print the case and all documents and send these to the external person. The complete printout is provided with the barcode (either on each page or on the cover sheet).

t3

In step 3 introduce the process route activity, in process (external). Step will be executed autom atically. t 3 represents the end of Es-Ph.

3

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The media discontinuity scenario shown here represents the DOMEA® cConcept, version 1.2.

„

A media discontinuity-free process for cross-organizational collaboration is presented in the unit "Integration Scenario cFolder".

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Media Discontinuity Handling II 1

2

4

External Person

3

5

Case C0 Media Discontinuity Phase (Es-Ph)

Time Action t4

In step 4 introduce the process route activity, Take Over Media Discontinuity. Scan all documents from Es-Ph. They are assigned to InDoc autom atically with via a barcode. Change the status of C0 to in process. Execute the activity Take Over Media Discontinuity, which leads to an entry in the log of C0. Continue processing C0.

t5

End of C0.

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Notes in a Process Route In order to give information on executing a work item to a processor you can enter a note for the respective process route item.

Button to create a note for a process route item © SAP AG 2006

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Visibility of Case Subcomponents

Subcomponents of Cases PATH PS_SUBCOMPONENT_RECORD SUBCOMPONENT_NOTES PS_SUB_KEYWORDS SUBCOMPONENT_LOG

When you enter a case subcomponent as parameter value of the parameter ID SCMG_DSUB in the user master data, this entry overrides the sequence of the subcomponents in the function profile: If you display or edit a case, the system displays the content of the case and not the process route according to the configuration.

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Attribute Sets for Different Case Types Problem „ Several attribute sets are needed for different case types.

Solution „ Option 1: One common attribute set applies for all case types; they are differentiated by different attribute profiles. Attributes that are used in profile 1 for case type 1. Attributes that are used in profile 2 for case type 2.

Option 2: Each case type uses a different attribute set..

Attribute set 1 with reference to profile 1 for case type 1

Attribute set 2 with reference to profile 2 for case type 2

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Terminology Profiles for Cases Problems „ Texts in generic dialogs need to be application or customer specific. „ SAP standard texts must not get lost when customizing, because otherwise the context of the terminology used in the documentation disappears.

Solution „ Definition of client-dependent terminology IDs „ Definition of SAP standard texts via terminology IDs „ Definition of client-dependent terminology profiles „ Define application-specific or customer-specific texts by using terminology profile and terminology ID „ An ABAP class can serve to determine the right text at runtime (CL_SCMG_TERM_PROF_CUST) © SAP AG 2006

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Data Model

Language

Client

Terminology ID

Terminology Text (Default)

Terminology Profile

Terminology Text (Profile)

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As you can see from the data model, a client-dependent terminology profile overrides the standard terminology.

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Example of a Text Profile

Term ID: SAP standard text: Terminology profile: Text in this profile:

CASE CASE PS Case

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Generation Rule for Case Indicators Generation rules are explained in detail in the unit More Configuration Details. The case indicator consists in general of different components.

„ Record reference number of the superordinate record „ Sequential number „ Separators (for example, . -

/ )

Example: U11 – 5302 / 3 – 1 (unit, sep., record plan item, sep., seq. number1, sep., seq. number2)

Record reference number

The generation rule, which is applied for a case, is defined in the IMG. Path:Records and Case Management Æ Case Æ Attribute Profile Æ Values Permitted for Attributes Æ Assign Generation Rule for Case Indicator to Case Type.

Case Type

Rule Name

TRAI

RMPS_TEMPLATE_CASE

1 2

in the context of a record in the context of a case

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Exercises Unit:

Cases and Ad Hoc Workflows

Topic:

Handling Cases and Ad Hoc Workflows in Records Management

At the end of this exercise, you will be able to: • Create a case • Create a process route • Start and execute a workflow • Check a case log • Use different functionalities to handle a short business scenario for a case 5-1

Creating a case 5-1-1 Create a case in the record you created in exercise 4-3. 5-1-2 Enter the Case Reference attribute and a Keyword. Use the TRAINING_EN catalog (Training Key Word Catalog) for this exercise. 5-1-3 Create a versionable document in the case. 5-1-4 Select the document created in 5-1.3 as the main document.

5-2

Notes in a Case 5-2-1 Create a business transaction memo. 5-2-2 Create and save an internal note.

5-3

Process route within a case 5-3-1 Create a process route with the three steps Edit, Signature and Final Signature. 5-3-1-1 Select an SAP User or an Organizational Unit within the Scotland Yard organizational structure as the agent type. 5-3-1-2 Save the process route as a process route model. 5-3-1-3 Set the case status to In process. 5-3-1-4 Execute the work items as the users who were assigned to your group's process route.

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5-4

Case log 5-4-1 Display the log for the case you created in 5-1. 5-4-2 Which activity results are shown in the log show after you execute the work items? 5-4-3 How can you determine who executed a work item when the agent type is an organizational entity, not an SAP user? 5-4-4 Create your own log layout (name: case_log_IPS640-xx, where xx is your group number), which only displays executed activities.

5-5

Short business scenario 5-5-1 Create a case within a record. 5-5-2 Create a document within the case. 5-5-3 Select the document as a main document. 5-5-4 Create a process route within the case. using the process route model you just created. 5-5-5 Execute the work items for the users that were assigned to the process route defined for your group. 5-5-6 Reassign the record by changing the organizational entity and the record plan item. 5-5-7 Check the changes to the record plan item in the record attributes. 5-5-8 Display the log for the record and the case. 5-5-9 In the history, open the context menu for the case and enter a resubmission for the group IPS640-xx+1.

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Solutions Unit:

Cases and Ad Hoc Workflows

Topic:

Handling Cases and Ad Hoc Workflows in Records Management

5-1 Creating a case 5-1-1 Create a case in the record you created in exercise 4-3. In the History, open the context menu of the record, and select Change. Expand the Internal Processes folder. Open the context menu of the Case PSRM Training element type, and select Create. The system splits the display. You can see the case to the right of the screen. Save the case, and then save the record. The traffic light icon for the record changes from yellow to green. 5-1-2 Enter the Case Reference attribute and a Keyword. Use TRAINING_EN (Training Keyword Catalog) for this exercise. Enter the case reference in the corresponding attribute. Choose Keywords to add a key word. Then press the Keword Insert button. In the dialog box that appears, select the correct keyword catalog. In the catalog itself, double-click on any key word. Choose Copy (green checkmark). Save the case. 5-1-3 Create a versionable document in the case. Choose Content. Open the context menu of the Document PSRM Training element type. Select Create. Then follow the steps described in the solution to exercise 4-4. When you have saved the document, choose Previous Object. Save the case. If no Document (versionable; EN) element type is displayed, select the Linked Objects row and click on Create. The proceed as described in exercise 4-4. 5-1-4 Select the document you created in 5-1.3 as the main document. Press the Main Document button in the case. In the dialog box that appears, select the document you created in exercise 5-1.3.

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5-2 Notes within a case Hint: The case must be open in change mode. 5-2-1 Create a business transaction memo. Choose Notes. Choose Change Text Type, and select Business Transaction Memo. A blinking cursor indicates where the text is to be entered. Choose Copy. 5-2-2 Create and save an internal note. Choose Notes. Choose Change Text Type, and select Internal Note. A blinking cursor indicates where the text is to be entered. Choose Copy. 5-3

Process route within a case Hint: The case must be open in change mode. 5-3-1 Create a process route with the three steps Edit, Signature and Final Signature. 5-3-1-1 Select an SAP User or an Organizational Unit within the Scotland Yard organizational structure as the agent type. Choose Process Route. Click Start. Choose Insert Sequentially. In the dialog box that opens, you can select Organizational Unit (for example) as the agent type. Use the input help for the Processor ID field. Enter an asterisk (*) as the search term. Press the Structure search button. In the dialog box that opens, expand the Scotland Yard entry. Select an organizational unit (for example, unit 221). Choose Continue (Enter). Use the F4 help to select the entry Edit in the Activity field. Choose Continue (Enter). To create the second process route item, select the first process route item. Choose Insert Sequentially. Follow the steps described above. Do the same for the third process route item. Save the case. 5-3-1-2 Save the process route as a process route model. Choose Save as Template. Note down the number of the process route model. 5-3-1-3 Set the case status to In process. Use the input help to enter a value in the Status field. Select In process. Save the case.

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5-3-1-4 Execute the work items as the users who were assigned to the process route defined by your group. If you selected an organizational unit within the Scotland Yard structure, check which user is assigned to this organizational unit. Log on as this user. Start the electronic desk. Choose Work Basket. Expand the Cases New folder. Double-click the case you created in exercise 5-1. Click on Edit for the first work item to be executed. Change the text of the document. Save the document. Note: The work item closes automatically if Close Work Item is activated in the settings. For the second work item to be executed, select Sign or Sign Under Condition within the case. Continue in the same way for the third work item. 5-4 Case log 5-4-1 Display a case log. Press the Log button in the case. 5-4-2 Which activity results are shown in the log show after you execute the work items? If you scroll down to the rows containing the execution date of the work items from exercise 5-3, you will find the results of the activities in the Subobject column. 5-4-3 How can you determine who executed a work item when the agent type is an organizational entity, not an SAP user? In the activity log, the organizational unit is displayed in the Agent column and the name of the person who actually executed the work item in the User column. Press the Process Route button in the case. 5-4-4 Create your own log layout (name: clog_GR-xx description: case_log_IPS640xx, where xx is your group number), which only displays executed activities. Press the Log button in the case. Press the Select Layout button. Select the Change Layout option. Open the Filter tab.

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In the column set, choose the Activity column . Click to copy Activity as the filter criterion. Choose the pushbutton in the second step Determine Values for Filter Criteria In the dialog box, use the F4 Help to select the value Activity Executed.

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Click on ENTER. Now choose Save. In the dialog box that opens, use the input help to select the relevant entry for Activity. Choose Continue (Enter). Enter clog_GR-xx in the Save Layout dialog field and case_log_IPS640-xx in the Description field, where xx is your group number. Select the User-specific field. Choose Continue (Enter). Press Enter in the Change layout dialog box. The log entries are now displayed in accordance with the defined filter criteria.

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Hint: If you want to use your own log layout at a later stage, display the log for the case. Press the Select Layout button. Select the Select Layout option. Click to select one of the defined layouts. 5-5

Short business scenario 5-5-1 Create a case within a record. To do this, see exercise 5-1-1. 5-5-2 Create a document within the case. To do this, see exercise 5-1-3. 5-5-3 Select the document as a main document. See exercise 5-1-4. 5-5-4 Create a process route within the case. Use the process route model you just created. Choose Process Route. Choose Load Process Route Model. Select the process route model you created in exercise 5-3-1-2. Set the case status to In process. Save the case. 5-5-5 Execute the work items as the users who were assigned to your group's process route. See exercise 5-3-1-4. 5-5-6 Reassign the record by changing the organizational entity and the record plan item. See exercise 4-7. 5-5-7 Check the changes to the record plan item in the record attributes. Display the case log, and look for entries with attribute changes in the Activity and ID columns, or SRM_FILEPLAN in the Subobject column. 5-5-8 Display the log for the record and the case. 5-5-9 In the History, open the context menu of the case and create a resubmission for the IPS640-xx +1 group. Open the context menu of the case in the History. Select Resubmission. In the dialog box that opens, enter the date for the resubmission and user IPS640-xx +1.

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Documents and Document Templates

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Documents and Document Templates in PSRM: ?Unit Objectives

By the end of this unit, you will be familiar with: „

Functions for handling documents

„

Uploading MS Office documents to PSRM

„

Creating document templates

„

Creating documents using templates

„

Standard Letter

„

Logging

„

Status management for documents

„

Aspects of document customizing

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Documents and Document Templates: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Types of Documents „ SAP Public Sector Records Management lets you edit

various document types: ‹ ‹ ‹

Word Excel PowerPoint

„ Document display ‹ Integrated into the application window (in place) ‹ Outside of the application window (out place) ‹ Display different document formats using ECL Viewer and SAP GUI z z z z z z z z z

DOC PPT XLS TIFF GIF PDF JPEG HTML BMP

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Document formats that cannot be edited in Records Management must be downloaded to your local hard disk and edited there.

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Document Handling Options in PSRM E-Mail Send

Print

Attributes Log Download/ Check out

Upload/ Check in

Links

Subord. Object

Open/close document

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Documents can be created under different circumstances: • As a stand-alone object within PSRM • Within a case record • Within a case

„

If a document has been created as stand-alone, it can be assigned to a record or a case later on.

„

Even if the relevance of a document to a record or to a case is not yet clear, from an organizational point of view it is better to store a document in PSRM instead of on your local hard disk.

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Functionality of Document Handling I „

Completing a document ‹

„

Managing versions of documents ‹

‹

„

A document cannot be changed after it has been completed. It can only be reopened by someone who has been authorized to do so.

You have two options when you edit an existing document: z

You can save the existing version

z

Or you can save it as a new version. In this case, the original version will be saved with the attribute "Version of Original Document".

If you edit and save another author's document, the system automatically creates a new version.

Copying documents ‹

The system generates a new document number when you create a copy of an existing document.

‹

If you want to keep the number of the original document, use the "As Copy Of" attribute.

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If there are several versions of a document, you can only change the current version.

„

You only have one set of metadata for all versions of a document. This means you cannot do version management for metadata.

„

A copy is created in the history using the context menu for the document.

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Functionality of Document Handling II „ Download / Check-out ‹

You can download a document to the local hard disk or to a server. The document still remains available in Records Management.

‹

A check-out is a download where the document is locked in Records Management.

„ Upload / Check-in ‹

When you create a new document, you can upload it from the local hard disk or from a server. Then you have to enter the attributes in Records Management.

‹

If a document has been checked out by a user, the check-in must be done by the same user. Check-in creates a new version, and the document gets unlocked.

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Whenever you want to change a document whose format requires software that can not be run using Records Management, you need to check that document out before you can change it on your local hard drive. After that, you check the document in again.

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Functionality of Document Handling III „ Sending documents ‹

‹

Many recipient types are supported: z

Organizational unit

z

Business partner

z

Shared distribution list

z

Private distribution list

z

Fax number

z

Internet address

z

SAP logon name

z

X.400 address

z

Remote mail address

When something gets sent, the program logs the send.

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Due to the different recipient types, it is possible to send emails to recipients within the system as well as outside the system.

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Functionality of Document Handling IV „ Delete ‹

If several versions are present, you have to decide which version you want to delete.

„ Log document handling „ Print attributes and contents „ Where-used list „ Search for documents „ Resubmit (using the context menu)

© SAP AG 2006

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If you want to resubmit at regular intervals, you can use a resubmission template. See IMG path, Records and Case Management -> Basic Settings -> Resubmissions -> Create New Cross-Client Resubmission Templates. • Every 1st of the month • Every 15th of the month • Monthly repetition • Every 10 working days • Weekly repetition

„

If you need another resubmission template, you have to use a BAdI (details can be found in the following IMG path: Records and Case Management -> Basic Settings -> Resubmissions -> BAdI: Calculate Resubmission Date from Template.

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Resubmission as Optional Connection Parameter I

z In the registry, go to the tab page for Connection Parameter Values. z Select the RMPS_FCODE_SHOWOPT line and then select Create.

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Resubmission as Optional Connection Parameter II z Enter the value you need in the dialog box. z The following input values are possible: Value

Description

PS_RESUBMISSIONS

Resubmissions

z You can use Other Functions to call up the resubmission from within the document.

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This functionality is available with Web AS 6.40, SP 17.

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Multipart Document I z

Created when you upload certain files

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This is the procedure for creating a multipart document: • In the context menu of the element type for documents, select Create. •

In the Application dropdown menu, select From File.

• Navigate to the folder that contains the files you need. • Select the files you need (four files in this example). • Choose Open.

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Multipart Document II z

Overview of the parts of a document

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If you click Components , you will see a list of the components in the document.

„

All the components in the document share the same number of attributes.

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Displaying the Log for a Document

Use ALV functions (for sorting, filtering, etc.) to call the list of log entries that you require.

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Unique Indicators for Documents

„ The most common generation rules are ‹

Sequence number / year (such as 112 / 2006)

‹

Sequence number / date (such as 87 / 14.04.06)

‹

The above examples of generation rules work without interacting with the user, that is, only automated rule elements are applied.

© SAP AG 2006

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Generation rules are explained in more detail in the unit "Additional Configuration Details".

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Uploading MS Office Documents to PSRM (1) Procedure 1.

Open one of the following Office applications: ‹

Word ‹ PowerPoint ‹

Excel

2.

Create a new document (or open an existing document)

3.

In the menu, select Tools -> Upload to SAP

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Comment: The procedure described here is not an SAP standard. It is a project solution that the standard provides some parts for.

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Uploading MS Office Documents to PSRM (2) Procedure (continued) 4.

Make the follow ing entries for the metadata on the screen: „ System ID, Client and Language (optional) „ User Name and Password „ Title , Description of the document and the element type for the document

Note: Title and Description must be filled in, otherwise you cannot choose Upload.

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To prevent errors, be sure to fill out the fields in the three areas from the top down.

„

If you cannot find the PSRM option you need for Document Type using F4 Help, choose Refresh Doc Types.

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Uploading MS Office Documents to PSRM (3) Procedure (continued)

Click Upload. 6. The following applies for a newly created document: 5.

ƒ

7.

Document is completed; document version only exists in PSRM.

The following applies for existing documents: ƒ

Document will be saved as new version in PSRM.

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Requirements (1) •

SAP ABA 640, SP 17

•

Enter a scenario in the SAP table RMPS_OI_SCENARIO.

•

In the user master record, assign the scenario to the RMPS_OI_SCENARIO parameter as a value.

© SAP AG 2006

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The SAP standard system offers four functions in the RMPS_OI_UPLOAD function group: RMPS_OI_UPLOAD, RMPS_OI_GET_DOCTYPES, RMPS_OI_GET_STATE_FOR_ELETYPE and RMPS_OI_SELECT_FOLDER.

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Requirements (2) The authorization for RFC access must be entered in the user role (authorization object S_RFC)

PSRM_OI_Upload.dll „

Must be installed and registered on the desktop

„

This creates the function Upload to SAP in the following MS Office products, in the menu under Tools: ‹

W ord

‹

Po werPo int Excel

‹

Disclaimer: SAP does not guarantee, nor is it responsible for maintaining the sample softw are at front-end or end user workstations. The customer bears full responsibility for the software and uses it at his or her own ris k. © SAP AG 2006

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Creating a Document Template „ Procedure for transferring attributes from

Records Management to fields in MS Word ‹

Display the toolbar for forms: View -> Toolbars -> Forms.

‹

Create a text form field by choosing:

‹

Double-click the newly created field.

‹

Enter a name in the mask that appears (such as John).

‹

Menu: File -> Properties -> Custom.

‹

Choose Link to Content.

‹

Enter an attribute name from Records Management for the name.

‹

Select the bookmark name (John) from the dropdown list next to Source.

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The slide shows a step by step procedure for creating a link between a document's metadata and the text form fields in a Word template.

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How to Check a Link to Content Click Properties. If a link exists, you can see this: „ Under Source you can see a

bookmark for the MS Word template. „ Link to Contents is selected. „ Under Name you can see the field

name used in Records Management.

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If the Properties window shows a broken chain link to the left of the name, the field is not linked to a text form field in the Word template. So, for example, DOC_DOCUMENT_FORMAT is not linked to a text form field in the Word template.

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Printing a Standard Letter „ In order to print a standard letter, at least one recipient must

be maintained in the attributes. „ If you want to automatically transfer important attributes

(name, address, etc.) to a standard letter, you must use an appropriate Word template. „ An example of a template is saved in the training system

(information about naming conventions can be found on the slide entitled Address Data for Document Templates: Standard Letter).

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Address Data for Document Templates: Single Letter z You can find a complete list in the IMG activity documentation in the following path: Records and Case Management -> Document -> Include Data for Document Templates. Description

Field name in PSRM

Field name in MS Word1

Last name

PS_A_L_NAME

PS_A_LMNAME1

Street

PS_A_STREET

PS_A_STREET

z Using a name twice in a template Description

Last name

1 © SAP AG 2006

© SAP AG

Field name in PSRM

Field name in MS Word*

Used as

PS_A_L_NAME

PS_A_LMNAME1

Name of the address

PS_AA_L_NAME

PS_A_LMNAME2

Form of address

Field names can be defined individually.

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Address Data for Document Templates: Standard Letter z You can find a complete list in the IMG activity documentation in the following path: Records and Case Management -> Document -> Include Data for Document Templates. Description

Field name in PSRM

Field name in MS Word1

Last name

PS_ACURR_L_NAME

PS_A_LMNAME1

Street

PS_ACURR_STREET

PS_A_STREET

Example: In the PS_ACURR_L_NAME field, enter the last name for the address that you just processed using the Print Standard Letter function. z Using a name twice in a template Description

Field name in PSRM

Field name in MS Word1

Used as

PS_ACURR_L_NAME

PS_A_LMNAME1

Name of the address

PS_AACURR_L_NAME

PS_A_LMNAME2

Form of address

Last name

1

Field names can be defined individually.

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Transferring Document Templates to Records Management I

z Create a document template in MS Word (local hard disk). z Create a Records Management template by uploading the MS Word template. This creates a document class and a document ID in RM (see also the information in the context menu of the template).

z In the registry, edit the element type for documents (such as RM_PS_SPS_DOCUMENT). © SAP AG 2006

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Transferring Document Templates to Records Management II

z Go to the tab page for Connection Parameter Values. z Select TEMPLATE_ID, and choose Create.

z Enter your RMS ID in the popup (for example, S_RMS_RMPS). z Use the help function in the next popup. This displays a list of all existing templates that the RMS ID you entered has been assigned to. z Double-click to make the template you require a connection parameter in the element type for documents.

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If you have never used the connection parameter to link the document template to the element type you are using for the document, you cannot use the template within your RMS ID either.

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Status Management for Documents I z Create a status profile (such as PS_DOMEA) using the following path: Records and Case Management Æ Basic Settings Æ Customizing for Status Management Æ Define Status Profile.

z The status ID defines which status comes first in the status profile. z If you are doing status management for a Document, you must select BOR Object Type as the object category.

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This functionality is available with Web AS 6.40, SP 17.

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Status Management for Documents II z Use Records and Case Management -> Basic Settings -> Customizing for Status Management -> Define Status to create all the statuses you need. z To be able to create private documents within PSRM, define PRI status as follows.

Select Object Locked to stop other users from accessing the document.

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Selecting "Object Locked" is the only way to tell the system that the document is in private status. The status ID is irrelevant here.

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Status Management for Documents III z Other users can access and edit a private document when its status changes to EDT.

z EDT status must be configured as follows:

Select Restricted to allow all other users to edit the document.

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Selecting "Restricted" is the only way to tell the system that the document can be edited by other users. The status ID is irrelevant here.

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Status Management for Documents IV z A status profile must exist in the registry. z Select STATE_PROFILE_ID, and choose Create. Enter the name of the status profile in the popup.

z Define a status sequence in the status network.

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This document is created in private status in line with the status network for PS_DOMEA.

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Status Management for Documents V z Private documents offer a Publish button.

z If you choose this button, you will convert the document to EDT status. The document must also be assigned to a case or a file. z Log the status change.

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A dialog box appears in which you can search for the file or case that you want to assign the document to.

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The status change gets logged. The additional information serves as the basis for assigning the document to a file or case.

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Authorization Level for Documents I „ An authorization level is an attribute of a document ‹

Permitted attribute values are stored in a customizing table. For example: Authorization Level

Text for Authorization Level

0

Open

1

Restricted

2

Confidential

3

Secret

4

Top secret

„ Authorization object for an authorization level ‹

PS_RMPSPGE (RMPS TNA: Advanced activity check). You must enter a value here for the parameter SCMG_LVL (authorization level).

‹

An administrator does not check authorization levels.

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The IMG path is: Records and Case Management -> Authorizations → Authorisations for The National Archives (TNA) → Create Values for the Authorization Level Attribute.

„

A user is an administrator if the parameter SCMG_ACT has the value PSAD for the authorization object PS_RMPSPGE.

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Authorization Level for Documents II „ You can use authorization levels to classify documents by

their security level. „ An authorization level controls a user's ability to access a

particular document. „ Use the basic settings for an RMS ID to activate an

authorization level as an authorization object.

You must use the TNA authorization check.

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Exercises Unit:

Documents and Document Templates

Topic:

Creating Documents and Handling Document Templates in Records Management

At the end of this exercise, you will be able to: • Create a document • Create a document template • Transfer attribute values to a document template • Check out a document • Define document resubmission

6-1 Creating a document on the desktop 6-1-1 Create a document in PSRM using the desktop document. 6-1-2 Create a document using the generation rule. 6-1-3 Enter values for the attributes Subject and Here. 6-2 Resubmitting documents 6-2-1 Create a document in MS Word, and upload it to PSRM. 6-2-2 Resubmit the document to user IPS640-xx+1. 6-2-3 Display the documents to be resubmitted. Use the work basket to access the resubmission. 6-2-4 In the resubmitted document you created in exercise 6-2-2, change the due date and the status to In Process. 6-2-5 Change the resubmission to “Resubmit set to done”. 6-3 Copying documents in PSRM 6-3-1 Create a document in PSRM using MS Word. 6-3-2 Enter IPS640-xx+1 as the reference. 6-3-3 For Here, enter the text Copy Document. 6-3-4 User IPS640-xx+1 searches for the document with the subject IPS640-xx+1, for which Copy Document was entered as the Here attribute. 6-3-5 Copy the document you found. 6-3-6 Check the attributes for the document you copied. 6-3-7 Check whether the relevant group copied your document. 6-3-8 Check the version of the document you saved.

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6-4 Creating a document template 6-4-1 Copy the Template PSRM Training EN template. For the attributes Short Description and Unique ID, enter Template PSRM Training EN GRxx, where xx is your group number. Note: As soon as you have created the copy, inform the instructor. The instructor can then enter your template as a connection parameter in the element type Z_RM_PS_SPS_DOCUMENT_TRAINING. 6-4-2 Create format text fields in the copied template in accordance with the following table: Field Name in MS Word

Field Name in PSRM

Group

Last name

DOC_RMPS_DOM_SURNAME

01

First name

DOC_RMPS_DOM_FIRST_NAME

02

Date

DOC_RMPS_DOM_LETTER_DATE

03

Document number

DOC_ SRM_DOCUMENT_ID

04

Reference number

DOC_RMPS_DOM_REFERENCE

05

City

DOC_RMPS_DOM_CITY

06

ZIP code

DOC_RMPS_DOM_POSTCODE

07

Street

DOC_RMPS_DOM_STREET

08

Re:

DOC_RMPS_DOM_SUBJECT

09

Here

DOC_RMPS_DOM_SUBJECT_DETAIL

10

Keyword

DOC_SRM_KEYWORD

11

External reference number

DOC_RMPS_DOM_FGN_TRANS_REF

12

Country

DOC_RMPS_DOM_COUNTRY

13

Institution

DOC_RMPS_DOM_INSTITUTION

14

Created by

DOC_CREATED_BY

15

Generation rule

DOC_SRM_REF_RULE

16

Created on

DOC_RMPS_DOM_ENTRY_DATE

17

Template ID

DOC_SRM_DOC_TEMPLATE_ID

18

6-4-3 Create a document. Use the template you just created. Wait until the last group has changed the template before you create the document.

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6-5 Document check-out 6-5-1 Check out the document you created in exercise 6-1-1. 6-5-2 Can you still change the document in Records Management? 6-5-3 Change the document on your desktop. 6-5-4 Check the changed document back in. 6-6 Resubmission 6-6-1 Resubmit a document to user IPS640-xx+1. Use the document's context menu in the History. 6-6-2 Change the resubmission by entering a period of four weeks and calculate the due date. 6-6-3 Change the resubmission by defining the due date as October 3 of the current year. What message does the system display? Why does this message appear? 6-7 Uploading a Word document to PSRM 6-7-1 Create a Word document on your local hard disk, and keep the document open in Word. 6-7-2 Use the Upload to SAP plug-in to upload the document from Word to PSRM. Note: Use the path Tools -> Upload to SAP in Word. 6-7-3 Check whether the document was created in PSRM. Assign the document to a record that you created in the exercise for the Entities in Public Sector Records Management unit.

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Solutions Unit:

Documents and Document Templates

Topic:

Creating Documents and Handling Document Templates in Records Management

6-1 Creating a document on the desktop 6-1-1 Create a document in PSRM using the desktop document. Go to the Work Environment area of the electronic desk. Expand the Documents folder. Open the context menu of the Documents element type. Select Create. Specify that you do not want to use a template. Choose Copy. Choose Application and select Microsoft Word. Enter a text and choose Save Document. 6-1-2 Create a document using the generation rule. After you press Save in exercise 6-1-1, the Document Attributes dialog box opens. If the generation rule is STANDARD, the document number is generated automatically. Otherwise, use the F4 help. This opens a dialog box, where you can select a generation rule from a list (provided that more than one rule exists). If only one rule exists, the document number is generated automatically. Depending on the rule selected, the document number is either generated automatically, or you are asked to make a number of entries. 6-1-3 Define the attributes Re: and Here. Make the required entries in the relevant fields. Press Enter and then choose OK.

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6-2 Resubmitting documents 6-2-1 Create a document in MS Word, and upload it to PSRM. Start MS Word, enter the required text, and save the document on your desktop. Go to the Work Environment area of the electronic desk. Expand the Documents folder. Select Document PSRM Training. Right-mouse click to open the context menu, and select Create. In the dialog box that opens, specify that you do not want to use a template. Choose Copy. Choose Application and select Microsoft Word. Find the document you just created. Then choose Save Document. The dialog box for document attributes opens. Here you must maintain the specified attributes. This is done in the same way as in the solution to exercise 4-4-2. 6-2-2 Resubmit the document to user IPS640-xx+1. The simplest way to do this is to start the resubmission from the History. Select the document, and right-click to open the context menu. Select Resubmission. A dialog box opens, where you enter a description, a date, and a processor for the resubmission. 6-2-3 Display the documents to be resubmitted. Use the work basket to access the resubmission. Choose Work Basket in the electronic desk. Expand the To Resubmission folder. Double-click the entry in this folder. 6-2-4 In the resubmitted document you created in exercise 6-2-2, change the due date and the status to In Process. Open the context menu for the document for which you created a resubmission in exercise 6-2-1 and choose Resubmission. Change the due date and the status to In Process. 6-2-5 Change the resubmission to “Resubmit set to done”. In the Work Basket, open the context menu for the document that was set to resubmission in exercise 6-2-2. Select Resubmit set to done. 6-3 Copying documents in PSRM 6-3-1 Create a document in PSRM using MS Word. Go to the Work Environment area of the electronic desk. Expand the Documents folder. Open the context menu of the Document (PSRM Training; EN) element type. Select Create. In the dialog box that opens, specify that you do not want to use a template. Choose Copy. Choose Application and select Microsoft Word. Enter a text and choose Save Document.

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6-3-2 Enter IPS640-xx+1 as the reference. The solution is obvious. 6-3-3 Define the Here attribute as follows: Copy document The solution is obvious. Choose Continue (Enter). 6-3-4 User IPS640-xx+1 now searches for the document with the subject (Re:) IPS640-xx+1 and the text Copy document entered as the Here attribute. Go to the Work Environment area of the electronic desk. Expand the Documents folder. Open the context menu of the Document (PSRM Training; EN) element type. Select Find. Use the input help to select the attribute Re: in the input field in the Attribute column. In the same row, enter the value IPS640xx+1 in the Frm column. In a second row, enter the attribute Here, and enter Copy document in the Frm column. Choose Start Search. Double-click a document in the results list. 6-3-5 Copy the document you found. Open the context menu of the document you created in exercise 6-3.1, and which can now be found in the History. Select Make Copy. The copy now appears in the History. 6-3-6 Check the attributes for the document you copied. Open the context menu of the copied document and select Change. When the document is open, choose Change attrbs. In the Original Document Indicator attribute, the number ## of the original document is displayed. In the Original Document Version attribute the copied version of the original document is displayed. 6-3-7 Check whether the relevant group copied your document. Find documents with the following attributes: - Reference: IPS640-xx+1 - Here: Copy document - Original document indicator: > ‘ ‘ (the attribute has no initial value.) To find these documents, follow the steps described in the solution to exercise 6-3-4. 6-3-8 Check the version of the document you saved. Display the document. Choose Versions. A list of all existing versions is displayed. When you double-click an element in the list, the corresponding version is displayed.

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6-4 Creating a document template 6-4-1 Copy the Template PSRM Training EN template. For the attributes Short Description and Unique ID, enter Template PSRM Training EN GRxx, where xx is your group number. Note: As soon as you have created the copy, inform the instructor. The instructor can then enter your template as a connection parameter in the element type Z_RM_PS_SPS_DOCUMENT_TRAINING. Double-click on the element type to search for the Template PSRM Training EN template, and then display it. Copy the template as described in exercise 6-3-5 and maintain the attributes as requested. 6-4-2 Create format text fields in the copied template in accordance with the following table: Field Name in MS Word

Field Name in PSRM

Group

Last name

DOC_RMPS_DOM_SURNAME

01

First name

DOC_RMPS_DOM_FIRST_NAME

02

Date

DOC_RMPS_DOM_LETTER_DATE

03

Document number

DOC_ SRM_DOCUMENT_ID

04

Reference number

DOC_RMPS_DOM_REFERENCE

05

City

DOC_RMPS_DOM_CITY

06

ZIP code

DOC_RMPS_DOM_POSTCODE

07

Street

DOC_RMPS_DOM_STREET

08

Re:

DOC_RMPS_DOM_SUBJECT

09

Here

DOC_RMPS_DOM_SUBJECT_DETAIL

10

Keyword

DOC_SRM_KEYWORD

11

External reference number

DOC_RMPS_DOM_FGN_TRANS_REF

12

Country

DOC_RMPS_DOM_COUNTRY

13

Institution

DOC_RMPS_DOM_INSTITUTION

14

Created by

DOC_CREATED_BY

15

Generation rule

DOC_SRM_REF_RULE

16

Created on

DOC_RMPS_DOM_ENTRY_DATE

17

Template ID

DOC_SRM_DOC_TEMPLATE_ID

18

Follow the steps described on the “Creating Document Templates” slide in the Documents and Document Templates unit. Enter the metadata for your group. To copy the metadata to the template, press the Set Form Fields button.

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6-4-3 Create a document. Use the template you just created. Then simply follow the instructions provided under 0. However, enter Document Template PSRM Training in the dialog box here. 6-5 Document check-out 6-5-1 Check out the document you created in exercise 6-1-1. Display the document and choose Download/Check-Out. Choose Check-Out. The rest of the solution is obvious. 6-5-2 Can you still change the document in Records Management? No – once a document is checked out, it is locked for further processing in Records Management. 6-5-3 Change the document on your desktop. 6-5-4 Check the changed document back in. Display the document you checked out. Choose Upload/Check-In. Choose Check-In. The rest of the solution is obvious. 6-6 Resubmission 6-6-1 Resubmit a document to user IPS640-xx+1. Use the document's context menu in the History. The steps involved in resubmitting a document are described in exercise 6-2-2. 6-6-2 Change the resubmission by entering a period of four weeks and calculate the due date. See exercise 6-2-2. 6-6-3 Change the resubmission by defining the due date as October 3 of the current year. What message does the system display? Why does this message appear? A warning message is displayed because this date is a public holiday in Germany.

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6-7 Uploading a Word document to PSRM 6-7-1 Create a Word document on your local hard disk, and keep the document open in Word. 6-7-2 Use the Upload to SAP plug-in to upload the document from Word to PSRM. Note: Use the path Tools -> Upload to SAP in Word. Follow the patch specified above. In the dialog box that appears, carefully fill in the details in the fields in the following three areas: - Client Number - Logon Details - SAP Attributes for this Document Refer to the instructions on the Uploading MS Office Documents to PSRM (2) slide. 6-7-3 Check whether the document was created in PSRM. Assign the document to a record that you created in the exercise for the Important Entities in Public Sector Records Management unit.

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Incoming Post Processing

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Incoming post Items in PSRM: Unit Objectives

By the end of this unit, you will be familiar with: „ Handling incoming post items (functions) „ Different scenarios (mail, fax, scanning, ex post) „ Processing incoming post items „ Letters of reply

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Incoming Mail Processing: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Steps of Incoming Post Processing (Scanning) (Registering) (Resubmission) Assigning to a case Creating a case

Mail Room Opening Scanning Distribution (Receipt stamp)

Registration

Entries Distribution Assigning to case or record Resubmission

Head of Department

Delegating Co-signature

Administrator

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Embedding Incoming E-Mail Messages Links to other objects „ Sender is linked to Business Partner „ The incoming document can be linked to a case or a record ‹ ‹

The incoming document is assigned to an existing case or record The incoming document is assigned to a new case or record

Selection: work area

Incoming e-mail

Attributes including sender

Active work area

E-mail elements

History

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E-mail elements are attachments of an E-mail.

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Components of Incoming Mail Processing Sender Call Record/ case

Attributes

Navigation References

Incoming post item

Full screen display of the incoming document

Log Process route

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The object that is addressed with the call depends on the execution status of the process route steps.

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Incoming Documents

Incoming e-mail

WF for inbound processing

Create incoming document

Incoming fax Create an Office object

Save the document in the archive (image) Incoming scanned document

Select one of the following steps: • Forward • Save in a record • Assign to a case

© SAP AG 2006

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In order to create an incoming post item in PSRM you need an interface either of your groupware system (for e-mails and faxes) or your content server (for scanned objects) with PSRM.

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Incoming E-Mail I The system administration creates a Link between the e-mail system (such as, MS Outlook) and the Records Management System. This results in an email address in the Records Management System, such as [email protected]. Explanation: „ srm is the name of the Records Management System „ 100 is the client in srm „ name denotes an SAP user in srm. This user is the receiver of the e-mail. Identifying the sender and the receiver of the work item „ The receiver is named explicitly

E-mail System From: [email protected] To: [email protected]

Business Partner E-mail address [email protected]

SAP User Name YYY

The sender fields in the incoming post item are filled in

Receives the incoming post item in his inbox

The receiver is not named explicitly The receiver of the work item of the incoming post item is E-mail System an organizational unit according to To: [email protected] Customizing: Basic Settings for Incoming Post Items „

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Incoming E-Mail II „ The workflow for handling incoming post items requires at

least four process route steps: ‹

Step 1: If the e-mail has attachments, only parts of the e-mail can be transferred to Records Management.

‹

Step 2: Often another person is involved in the case. Therefore, the incoming post item has to be forwarded.

‹

Step 3: The incoming post item must be assigned to a record. Here, you have two options:

‹

z

Create and assign a record

z

Assign to an (existing) record

Step 4: The incoming post item must be assigned to a case. Here, you have two options: z

Create and assign a case

z

Assign to an (existing) case

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The requirement for at least four process route steps is based on the DOMEA standard.

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Inbound Processing for Scanned Documents Scanning forms with Scan Client

Automatic meta data recognition

Scanning doc. (no form) with Scan Client

Manual identification of metadata

Generating an OCR document for full text search

Archiving the document and OCR document

Automatic sender identification via list of senders

Creating an incoming doc. with attributes

Starting customized inbound processing

Automatic sender identification based on list of senders

Select one of these steps: • Forward • Save in a record • Assign to a case © SAP AG 2006

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For automatic metadata recognition you need an OCR.

„

An OCR is always necessary when you need a full text search for scanned documents.

„

When you have completed OCR, you have two documents in your system: The scanned document and the corresponding OCR document.

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Inbound Processing Using Bar Code

Create an incoming document in Record/Case

Scan the original document

Enter your metadata

Link bar code/ object key to original and incoming document

Pass on the original to scanning

Automatic link: Image with incoming document

Automatic bar code recognition

Using a case: • Scanned documents after media discontinuity

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Incoming Single Document with Metadata

Doc. Date Re Here Attachment External RNo

First name Last name Institution Street Country Postcode City

Incoming document

Metadata

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Incoming Post Item as Ex Post Document

Create an incoming document on your e-desk

Enter your metadata

Assign to locally stored, scanned document as attachment of incoming post item

Start customized inbound processing

Define a proc. route

Select one of these steps: • Forward • Save in record • Assign to a case

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Using an incoming post item as an ex post document is helpful when an incoming letter has already been scanned and needs to be transferred to the PSRM afterwards.

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Incoming Post Item: Functions for Ex Post Handling

Create a process route after the event (Ex Post)*

Assign a scanned document*

* For Customizing see Appendix

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Creating a Letter of Reply: Functions „ The function can be used

„

„

‹

only within a record or a case and

‹

only if at least one incoming post item is contained.

‹

If there is more than one item, a selection list is displayed.

‹

If the record of a case does not contain any incoming post items, an error message is displayed.

The system transfers the following attributes of the incoming post item to the document: ‹

Reference number

‹

External reference number = External reference number of the incoming post item

‹

Reference = Your letter of

‹

Here

‹

Sender of the incoming post item as receiver address

A link between the letter of reply and the incoming post item is created.

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Creating a Letter of Reply: Procedure

„

Switch to Change mode.

„

Select Contents (this only applies to cases).

„

Create the element type Document (versionable; EN).

„

Select this element type and choose Activities in the context menu. In the pulldown menu, select Create Letter of Reply.

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Exercises Unit:

Incoming Post Processing

Topic:

Procedure for Incoming E-Mail Messages

At the end of this exercise, you will be able to:

7-1

•

Manage the process route for incoming post items

•

Assign a post item to a record or case

Incoming E-Mail Messages 7-1-1 Info: There is a new e-mail message in your worklist. 7-1-2 Change the process route of the incoming post item as follows: 7-1-2-1 Change the user for distribution to IPS640-xx+1 and execute the work item. 7-1-2-2 Within the organizational structure Scotland Yard, the receiver group will change the organizational unit for the process route step "Assign Record" to "Mail Room", execute the work item and resubmit the incoming post item to group IPS640-xx+1. Enter the following text for resubmission: "Execute work item as mail room member". 7-1-2-3 Within the organizational structure Scotland Yard, the receiver group will change the organizational unit for the process route step "Assign Record" to unit 212. Execute the work item and resubmit the incoming post item to group IPS640-xx+1. Enter the following text for resubmission: "Execute work item as member of unit 212". 7-1-2-4 The receiver group will execute the work item. Note: For this activity, the receiver group must be registered as users of the organizational unit 212. Log off as a user of this unit when you have completed the process. 7-1-2-5 Create a letter of reply to the post item you have received. Use the template Header_Standard Letter_Template_Training_EN. 7-1-3 You have to advise a customer whose incoming post processing is different from the one described in exercise 7-1.2. Can you help the customer if the incoming post and the registry are in the same department? Explain the necessary adjustments. 7-1-4 You will need the full text search for incoming post items. Which feature do you need? 7-1-5 You have received an incoming post item whose sender is not registered in the system. What do you have to do to assign a sender to this post item?

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Solutions Unit:

Incoming Post Processing

Topic:

Procedure for Incoming E-Mail Messages

7-1 Incoming E-Mail Messages 7-1-1 Info: There is a new e-mail message in your worklist. You see that a corresponding item entered in the folder New Incoming Post Items. If you double-click this item, the incoming post item is opened and you can deal with the work item. 7-1-2 Change the process route of the incoming post item as follows: 7-1-2-1 Change the user for distribution to IPS640-xx+1 and execute the work item. Select Jump to Process Route. Double-click the row containing the activity Distribute. In the dialog box displayed, change the agent type to SAP User and the agent ID to IPS640-xx+1. Choose Enter. Save the process route. Choose Back. Choose Activities. Choose the button to transfer e-mail parts 7-1-2-2 Within the organizational structure Scotland Yard, the receiver group will change the organizational unit for the process route step "Assign Record" to "Mail Room", execute the work item and resubmit the incoming post item to group IPS640-xx+1. Enter the following text for resubmission: "Execute work item as mail room member". The receiver group will find the work item on its worklist in the folder New Incoming Post Items. Change the process route in the way described in Exercise 7-1.1. Choose Activities. Select Distribute. 7-1-2-3 Within the organizational structure Scotland Yard, the receiver group will change the organizational unit for the process route step "Assign Record" to unit 212. Execute the work item and resubmit the incoming post item to group IPS640-xx+1. Enter the following text for resubmission: "Execute work item as member of unit 212". On your worklist, check the folder Resubmissions (to be processed) first. You can only execute the workitem if you have registered as a member of the organizational unit Mail Room. Change the process route in the way described in Exercise 7-1.2. Choose Activities. Select Create and assign record or Assign record. This will depend on whether you wish to create a new record or search for an existing one.

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7-1-2-4 The receiver group will execute the work item. Note: For this activity, the receiver group must be registered as users of the organizational unit 212. Log off as a user of this unit when you have completed the process. On your worklist, check the folder Resubmissions (to be processed) first. You can only execute the work item if you have registered as a member of the organizational unit 212. Choose Activities. Select Create and assign record or Assign record. This will depend on whether you wish to create a new case or search for an existing one. 7-1-2-5 Create a letter of reply to the post item you have received. Use the template Header_Standard Letter_Template_Training_EN. Select the case you created in exercise 7-1.2.3. Open the context menu of the Documents (versionable) element type. Select Create Letter of Reply. Choose the template, adjust the attributes and enter a text. Then save. 7-1-3 You have to advise a customer whose incoming post processing is different from the one described in exercise 7-1.2. Can you help the customer if the incoming post and the registry are in the same department? Explain the necessary adjustments. The process route required will take 3 instead of 4 steps. To combine the first two steps in one, introduce a new activity in Customizing and define a new template for the process route. You also have to enter it in the appropriate Customizing table. 7-1-4 You will need the full text search for incoming post items. Which feature do you need? You need the search engine TREX. 7-1-5 You have received an incoming post item whose sender is not registered in the system. What do you have to do to assign a sender to this post item? When you create the incoming post item, select Sender and open the pull-down menu. Depending on the situation, either select Create (to create a new business partner) or Find (to search for an existing one). When you leave the business partner administration transaction, the system will automatically enter the sender information for the incoming post item.

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Content Models

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Content Models in PSRM: Unit Objectives

At the end of this unit, you will be familiar with:

- Creating and maintaining content models - Content models for records, cases, documents,

incoming post items - The details of attributes - The Document Modeling Workbench

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Content Models: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Content Models for Records and Documents

A content model is a definition for documents with a common structure. Content models must be defined before you can save documents using the Knowledge Provider. You characterize a content model by assigning values to individual attributes when you save individual documents. Use the wizard to create a new content model. IMG menu path: Records and Case Management -> Basic Settings -> Create Content Model You maintain existing content models in the Document Modeling Workbench (transaction: DMWB). Note: You must create your own content model in many cases. Content models are supplied by default in accordance with the DOMEA concept.

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Instead of the IMG menu path, you can use the transaction srmcmcreate.

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Document Modeling Workbench: transaction code dmwb.

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Generic Service Provider Connection Parameter: Document Class „

Maintained in the Document Modeling Workbench: Transaction DMWB

„

Defines the number of attributes

„

Defines the content server

„

Defines the index server

„

Defines if the content can be transported

Æ Based on the SAP Knowledge Provider

The Knowledge Provider (KPro) ... „

Is a part of the SAP basis system that supports the administration and storage of documents

„

Forms part of the SAP Web Application Server

„

Is not a separate application, but is used by applications

„

Does not appear on screen (with few exceptions, for example in Customizing transactions)

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Physical Structure of Documents: LOIOs and PHIOs

One logical document with two physical versions Record 1

Version 1

XML

HTML

Version 2

PDF

XML

HTML

PDF

LOIOs: Logical Information Objects: name and identifier PHIOs: Physical Information Objects: Content of Documents Relationship between information objects © SAP AG 2006

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Document Modeling Workbench: LOIO Classes

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If you are looking for a specific LOIO class, click on Other Model Object. In the dialog box, select the IO class as the model object type and enter the name of the LOIO class you are looking for in the IO Class field.

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Delivered Content Models

Records (maintained in Records Browser) „

RPS_REC01 demo records, transportable (PHIO: RPS_RECP01)

Electronic and paper documents (maintained in Document Client) „

RPS_DOC02 (PHIO: RPS_DOCP02)

„

RPS_DOC05 incoming post items, transportable (PHIO: RPS_DOCP05)

File plans „

RPS_FPL03, transportable

Records/Case Container models „

RPS_MOD04, transportable

All documents are stored in the SAP Database „

Storage categories: RPS_XX

„

Content repositories: RPS_DB_XX

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How Do I Find a Content Model for a Record?

Open the context menu (history) of a record and select Information • Here you find the document class • Transaction: DMWB; follow the path „ „ „ „ „ „ „

SRM LOIO Classes SRM_GENERIC_V SRM_RECORD_V RPS_RECORD_V RPS_REC01_V RPS_REC 01

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DMBW LOIO Classes for Attributes

You find SRM-PHIOCLASS RPS_RECP01 here © SAP AG 2006

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DMBW PHIO Classes for Attributes

Names of the attributes of a record © SAP AG 2006

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DMBW: Details of an Attribute

Link to IO attribute

Properties of an attribute

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Note: The SORTING attribute for the IO attribute must be set so that it can be displayed.

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DMWB: IO Attributes

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How Do I Find the Content Model of a Document?

Open the context menu (history) of a document and selectInformation • You find the document class • here Transaction: DMWB; follow the path „ „ „ „ „ „ „

SRM LOIO Classes SRM_GENERIC_V SRM_DOCUMENTS_V RPS_DOCUMENTS_V RPS_DOC_DOMEA_V RPS_DOC02

The other steps are the same as the steps for cases © SAP AG 2006

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How Do I Find the Attributes of a Case Type? IMG menu path: Records and Case Management -> Case -> Attribute Profile -> Create Attribute Profile Attributes for Cases are defined in two tables: „

Generic table SCMG_T_CASE_ATTR

„

Specific table that is stored in the attribute profile. Here: RMPS_T_CASE_ATTR. The specific table is defined in a Customizing table

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Table Structure of Specific Attributes of a Case

• Transaction SE11

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Using Attributes Within a Case • IMG menu path: Records and Case Management -> Case -> Attribute Profile -> Create Attribute Profile • Select Attribute Profile (such as, PS_DOMEA); click on Assign Attributes

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Information Retrieval

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Information Retrieval in PSRM: Unit Objectives

By the end of this unit, you will be familiar with: Searching Procedures and Selection Options Handling, design, and export of results lists Full text retrieval Searching by keywords, resubmission and record plan items Incoming post book Cross-element type search Creating search variants Application log and the log level analysis

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Information Retrieval: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Search Procedures

Unique retrieval handling Search for records, cases and documents In the search mask, you can predetermine the values of attributes as selection criteria Search requests can be stored under a name A full text retrieval is supported. Here functionality of the TREX (Text Research and Information Extraction) is used The search for attributes can be combined with the full text retrieval © SAP AG 2006

Notes can also be included in the full text retrieval, which is created with an element type that is based on the service provider RM_PS_NOTE.

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Record Retrieval Record Retrieval with Placeholder

* as placeholder

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A "*" can be used as a placeholder. If a certain amount of selection criteria is regularly required, a search variant can be created for it. To do this, see the slide Creating a Search Variant.

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Case Retrieval I Search mask for cases A default search request appears Mask symbols * are allowed

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Selection Options The following selection options are available: Equal (incl. wild card; for example, xyz*) Less Less than Greater Greater than Between (interval) Not between Template

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Case Retrieval II A new search can be made using an element type for the service provider RM_PS_CASE_LOCATOR

The selection criteria and layout in the search mask are defined using a profile for the case search © SAP AG 2006

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Document Retrieval Search Masks for Documents

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In accordance with the selection criteria, the system searches all documents that were created in 2006.

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Results List I A results list includes important features A certain line item is only displayed when the user has the appropriate authorization The system displays the details of a line item Sorting function Ascending/ descending By sorting criteria

Filter functions and filter criteria Printing using ALV (ABAP List Viewer) Flexible layout Selection of columns to be printed Sorting criteria © SAP AG 2006

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Results List II Export MS-Excel MS Word Send as e-mail Local file on desktop in different formats Not converted MS-Excel MS Word Rich Text HTML Format

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Searching for ... Keywords: Integrated with the maintenance of the keyword catalog Record plan items: Integrated with record plan handling Resubmissions In a search mask, enter the following: User Resubmission from Resubmission to

Hit list of resubmissions An ALV functionality is available here

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Searching by Incoming Post Items Incoming Post Book: Path in the electronic desk: Registry -> Incoming Post Book Allows a search by incoming post items

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Cross Search The search is done via the service provider and element types. Use the element type Locator – Cross-SP search

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Input selection criteria to narrow a search; i.e., for the attribute Unique Name You create a results list with the button Start Search

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Creating Search Variants

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Enter the search criteria Select Search Variants Select Save when the dialog box "Manage search variants" appears Enter the name of the variant when "Load search variant" Select "Continue" Select "Continue" when the dialog box "Manage search variants" appears

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Application Log Analysis

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Each application can write detached from the logs of individual objects from superordinate aspects to additional log records. In this case, this happens for the object RMPS (Records Management Public Sector). Logging can be divided within this object to sub-objects. This sub-object is displayed using F4 help

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Log Level Analysis Transaction: Help for log Customizing (Tcode: RMPS_AUDIT_CUST)

Log level of activity

Log level in the Registry © SAP AG 2006

If the log level of activity for an element type is greater than the log level in the Registry, the activity is not logged. In this case, a check mark is not shown in the Active column.

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Exercises Unit:

Information Retrieval

Topic:

Search Procedures

At the end of this exercise, you will be able to: • Search for records, cases, documents and incoming post items • Search for resubmissions • Search for incoming post items

9-1

Results list for records 9-1-1 Create a results list for all records created by IPS640-* users. 9-1-1-1 How many records were created? 9-1-1-2 Sort the list by creation date. 9-1-2 Create a search request with the name rec_IPS640-xx in order to receive a results list for all records created for IPS640-xx users and IPS640-xx+1 users (xx stands for your group number).

9-2

Results list for cases 9-2-1 Create a results list for all cases with the case reference number Unit_221*. 9-2-1-1 How many cases have case reference number Unit_221*? 9-2-1-2 Which cases were already completed?

9-3

Results list for documents (element type: Document PSRM Training) 9-3-1 How many documents were created with version 2 or 3? Make a note of which users created these documents. 9-3-2 How many of the documents created with version 2 or 3 were created with a keyword? 9-3-3 Create a search query with the name doc_IPS640-xx in order to generate a results list with the selection criteria Subject, Here, Created by and Version.

9-4

Search for resubmissions.

9-5

Generate a list of all incoming post items.

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Solutions

9-1

Unit:

Information Retrieval

Topic:

Search Procedures

Results list for records 9-1-1 Create a results list for all records created by IPS640-* users. Open the context menu of the Records PSRM Training element type. Select Find. Use input help in the Attribute column of the dialog box that appears, and choose Created by. Use input help to select the template in the Option column. Enter IPS640-* in the From column. Choose Start Search. 9-1-1-1 How many records were created? The number of records is displayed at the top of the results list. 9-1-1-2 Sort the list by creation date. Select the Created on column in the results list. Choose either Sort in ascending order or Sort in descending order. 9-1-2 Create a search request with the name rec_IPS640-xx in order to receive a results list for all records created for IPS640-xx users and IPS640-xx+1 users (xx stands for the group number). In the attribute search for records, specify the required selection criteria and enter the required name. Save your search request.

9-2

Results list for cases 9-2-1 Create a results list for all cases with case reference number Unit_221*. See exercise 9-1. 9-2-1-1 How many cases have case reference number Unit_221*? See exercise 9-1-1. 9-2-1-2 Which cases were already completed? Note: Status is an attribute of cases. Search for cases in Completed status.

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9-3

Results list for documents (element type: Document PSRM Training) 9-3-1 How many documents were created with version 2 or 3? Make a note of which users created these documents. Start a search using the required search criteria. 9-3-.2 How many of the documents created with version 2 or 3 were created with a keyword? The solution is obvious. 9-3-3 Create a search query with the name doc_IPS640-xx in order to generate a results list with the selection criteria Subject, Here, Created by and Version. The solution is obvious.

9-4

Search for resubmissions. The solution is obvious.

9-5

Generate a list of all incoming post items. The solution is obvious.

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Additional Configuration Details

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Configuration in PSRM: Learning Objectives of this Unit

At the end of this unit you will be familiar with: „ The meaning of application logs „ Authorization checks „ The creation of reference numbers „ The creation of a keyword catalog

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Additional Configuration Details: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Application Log

To analyze problems use the application log. Transaction: SLG1 Object: SRM Different sub-objects enable a detailed analysis. If you want to use the application log for system analysis, you have to activate it. This is an IMG activity.

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IMG activities for activating the application log: SAP Web Application Server -> Basis Services -> Records Management -> -> Basic Customizing -> Activate Application Log

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Authorization Check Missing authorizations can cause an incorrect configuration. This is what transaction SU53 is used for.

In the illustrated example the user TR_IPS640 is not allowed to change the service provider RM_PS_SP_MODEL.

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The cause of an error message in the PSRM is not always shown. Therefore the transaction SU53 should be pulled up as tool for error analysis.

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Generation Rules for Reference/Document Numbers The generation rule can be used when a user saves a record, case or document: A dialog box appears in which you can enter reference numbers for records, cases, and document numbers. In some cases, you can also let the system generate automatically a unique number from the elements that you have defined in the generation rule. You define a rule that determines which information has to be contained in the reference/document number. This definition is an activity in the Implementation Guide. A generation rule is composed of several rule elements. Assignment to Records: In a record model, you enter the name of the generation rule as a value for the attribute Record number generation rule. The generation rule for the record number then applies for all records based on this record model.Assignment

to documents is also possible.

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Implementation Guide IMG: Transaction SPRO. You can also use transaction RMPS_CUSTOMIZING.

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If you name the generation rule DEFAULT, the system always uses this generation rule.

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In the DOMEA standard, the number of a record is known as the reference number. Otherwise, the term record number is also frequently used.

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Rule Elements IMG Path: Records and Case Management -> Basic Settings -> Unique Indicator -> Define Generation Rules The different components of a reference number are modeled as rule elements of the generation rule. Rule

Description

SRM_ACTUAL_DATE

Actual date

SRM_ATTRIBUTE

Attribute value

SRM_FILE_PLAN

Record plan item

SRM_FIXED_TEXT

Fixed text

SRM_INPUT_DATE

Date input

SRM_NUMBER_RANGE

Number range

SRM_ORGUNIT

Organizational unit

SRM_REF_COUNTER

Context counter

SRM_REF_MARK_BEG

Start marking for context counter

SRM_REF_MARK_END

End marking for context counter

SRM_RULE_LINK

Rule link

SRM_TEXT_INPUT

Text input

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Every generation rule is composed of some of these rule elements.

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Rule Element "Context Counter" Explanation: In some cases, you need a counter in the context as part of the generation rule. The counter then functions as follows: „ If the value of the context area has not changed, the counter increases by 1. „ If the value of the context area has changed, the system takes the counter corresponding to this value and increases the counter by 1.

Generation Rule Rule

Name

Element 1

Test1

Start marking for context counter

MBEG_Count1

Element 2

Test2

End marking for context counter

MEND_Count1

Context counter

Count1

The colored part of the name must be identical

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Rule Element "Rule Link" Explanation: With the Rule Link you can integrate another generation rule as part of your generation rule. „ Loops in the definition via Rule Links are not allowed. „ The Context Counter contained in a Rule Link depends on the generation rule and not on superior rule.

Generation Rule Rule

Name

Element 1

Test1

Rule Link

Test Link

Element 2

Test2

Specify in the details the following: • Rule type • Rule name of the referenced rule

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Rule Element "Rule Link" Using "CONTAINER_ID" Explanation: If you use the name CONTAINER_ID within a rule link, you can integrate the generation rule of the superior object into your generation rule. Example: The case reference number contains the record reference number. Rule Element

Generation Rule Rule

Name

Element 1

Test1

Rule Link

CONTAINER_ID

Element 2

Test2

Type

Rule Link

Name

CONTAINER_ID

Description Details

Referenced Rule* Rule Type Rule Name * The referenced rule is applied, if the superior object exists.

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Rule Element "Organizational Unit" Using "RESPONSIBLE_OU"

Explanation: If you use the name RESPONSIBLE_OU for a rule element of the type Organizational Unit, the system automatically moves the entered organizational unit into the attribute Record Plan Item. If you use another name for the rule element organizational unit, you have to enter an organizational unit in the attribute organizational unit separately. In the last case the organizational unit as part of the reference number can differ from the value of the attribute Organizational Unit. Rule Element

Generation Rule Rule

Name

Element 1

Test1

Organizational unit

RESPONSIBLE_OU

Element 2

Test2

Type

Organizational unit

Name

RESPONSIBLE_OU

Description Details

... ... ...

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Rule Element "Record Plan Item" with FILEPLAN_POS Explanation: If you use the name FILEPLAN_POS for a rule element of the type Record Plan Item, the system automatically moves the entered record plan item into the attribute Record Plan Item. In addition, the system automatically fills the attributes retention period and disposal status. If you use another name for the rule element Record Plan Item, you have to enter the two mentioned attributes separately. In the last case the entered retention period and disposal status can differ from the ones corresponding to record plan item entered as part of the reference number.

Rule Element

Generation rule Rule

Name

Element 1

Test1

Record plan item

FILEPLAN_POS

Element 2

Test2

Type

Record plan item

Name

FILEPLAN_POS

Description Details

... ... ...

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The retention period and disposal status is only transferred automatically in the DOMEA standard.

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Key Word Catalog Creation Activity in the Implementation Guide A user can use the Keyword Catalog for the following purposes: „ to maintain attributes for a document (values of the attribute Keyword) „ and to search for documents

A catalog has the following properties: „ Hierarchical structure of key words „ Editing Key Words – every user has permission to edit the catalog „ Free input of Key Words – all users can add their own (personal) key words „ Display key words in uppercase.

You can define permissible and impermissible key words in the system.

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The key word catalog is a very important tool for the classification of objects in records management. Therefore the customer should take care to maintain permissible and impermissible key words.

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Only system administrators should have the authorization to create or to change the key word catalog. This can be done using the authorization of the transaction SRM_KEYWORD_CATALOG_ADMIN for maintaining the key word catalog.

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Uploading a Key Word Catalog „ Create an Excel file with the following structure: Name

Description

Keyword catalog reg.

Catalog

Waste

Keyword catalog reg.

Waste fees

Superior Keyword

Waste

Mandatory entry (each catalog must have a name)

„ Save the Excel file in txt format. „ Upload a TXT file using the following menu path on the electronic desk: Registry -> Keyword Catalog -> Import Keyword Catalog

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Integration Scenarios in Procurement

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Procurement Integration Scenarios: Unit Objectives

At the end of this unit, you will be familiar with the possible integration scenarios in the area of procurement: „

Quantity change

„

Price change

„

Delivery date change

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Changing the manufacturer part number

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Breach of contract

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Reversal of contract (with contractual penalty)

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Integration Scenarios in Procurement: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Process Overview of Procurement

Pre-Award

Before Ordering • Tender • Contract • Purchase requisitions

Purch. Order

Create Purchase Order • Vendor selection • Price negotiation

Post-Award

Materials Management • Purchase order changes • Inventory management • Vendor evaluation • Goods receipt • Budgetary control • Quality control

Accounting • Down payment • Invoice receipt • Budgetary control • Payment

Evaluation

Controlling • Audit reports • Final reports

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Procurement Cases Analysis of the following situations leads to creating and tracking procurement cases: „

Quantity change

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Price change

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Delivery date change

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Breach of contract

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Reversal of contract (with contractual penalty)

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Vendor requisition due to changing the manufacturer part number

These procurement cases are often connected to active correspondence that is • and must be documented, and • must be processed in the system, and • can be planned and tracked in the decisionmaking process.

Using Public Sector Records Management

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Manufacturer part number (MPN) is the entry the manufacturer or vendor uses to manage the material.

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Many procurement cases are called Post Award Actions; this means that they first occur after the order has been made.

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Procurement Record Model Model Entry Model for purchase order records Purchase ?order Carrying forward purchase order Relevant tendering record Relevant purchase requisition record Relevant contract record Goods receipt Invoice receipt Attachments Other documents Comments Purchase order award Post purchase order award Worklist Various Notes Correspondence Check-in Product Assurance Alerts Terminations/Cancellations Deviation report Shipping papers Payment/Accounting document Final report Entitlements and disputes Protest Documents for exceptional cases

The procurement record contains all information such as • Purchase order documents • Goods receipts • Invoice receipts • Down payments and payments • Vendors • Notes • Attachments • Other documents • Processes that can appear in the life cycle of a purchase order

Processes & Workflow Circulars Cases/Processes Workflows © SAP AG 2006

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The model is highly complex because very different situations must be considered in a procurement record. In contrast, the actual procurement record based on this model can be much simpler.

„

The most important part in the model is the Post Award folder where all post-contract processes are stored.

„

Carrying forward one or more contracts or purchase orders from a vendor to another due to a fusion or a company takeover (Purchase Order Novation) are important business scenarios.

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Important Attributes of the Procurement Record

Metadata Procurement Record Record number

Distribution deal date

Description

Contract start

Purchasing group

Contract end

Purchasing organization

Contract term

Purchasing document number

Contract monitoring rule

Purchasing document item

Keyword

Vendor

Status

© SAP AG 2006

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The procurement record metadata contains important data from the purchase order and contract.

„

The vendor and procurement record are assigned to an organization/a person. The vendor has his/her own master data in ERP and is therefore not a business partner. The vendor is modeled as a business partner in SRM.

„

You can specify the triggering event and period that begins with the event up to contract monitoring in contract monitoring rules.

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Important attributes of a Procurement Case

Metadata Procurement Case Case number

Case type

Title header

Material number

Purch. group

Request type

Purch. org.

Initial action type

Purchasing document number

Final action type

Purchasing document item

Status

Vendor

Compensation amount

Case worker

Currency

Administrator code

Payer

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Examples of action types are listed in the following table: Action type

Description

1537D

Vendor query on changing the delivery date

1537T

Various technical and quality problems

1541

CONGRESSIONAL OR GAO INQUIRIES

1600

Changing the manufacturer part number

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Procurement Case Content The content of a procurement case includes the following important components: „

Purchasing documents (such as purchase orders, contracts, purchase requisitions, goods receipts and invoice receipts)

„

Correspondence between customer and vendor

„

Notes

„

Transactions File entry Linked objects Purchasing documents Purchasing order Contract Correspondence Correspondence documents Transactions Transaction Various All elements Referrals Referral

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Scenario: Quantity Change A vendor representative sends the customer a request to change the purchase order quantity. There are two possible procedures: „ The vendor sends a request without a form by ‹ Mail or ‹ e-mail „ The vendor sends a completed request form1 ‹ ‹

As an attachment to an e-mail or As a web request

„ An administrator on the customer side enters the request dependent on the communication channel chosen by the vendor „ The request is processed on the customer side ‹ ‹ ‹

The Post Award Administrator processes the request The query is clarified with a technical specialist Decision and Result: z

z

1

Variant 1: Customer agrees. Th e vendor is sent the customer's consent b y e-mail with a request for approval z Vender sends approval b y e-mail z The Post Award Administr ator carr ies out the purchase order change in the procurement system z Quer y complete Variant 2: Customer does not agr ee. The vendor is notified b y e-mail. z Quer y complete

Using an interactiv e form

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Quantity Change Process: RM Steps

Request for quantity change Without a form (letter or e-mail) Request form (letter, e-mail, web)

Process incoming request Create an incoming post item

Create a process route Call the process route in the case and create process route steps (possibly using a process route model)

Legend:

Vendor

Start the Workflow Set the status of the case to "in process"

Create a procurement case Execute the work item from the process route of the incoming post item

Formulate a reply

Send the reply

Edit the process route steps according to the activities

Customer

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Process Route for Quantity Change Process

1

2

Letter of reply drafted by the Post Award Admin

A technical specialist checks and revises the draft

3

4

The purchasing manager approves the draft

The letter of reply is sent to the vendor

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The process route illustrated here represents only the simplest situation. If required, the customer must refine this process route and add additional steps.

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Scenario: Price Change A representative of the vendor sends the customer a request to change the purchase order price. There are two possible procedures: „

„

The vendor sends a request without a form by ‹ Mail or ‹ e-mail The vendor sends a completed request form1 ‹ As an attachment to an e-mail or ‹ As a web request

„ An administrator on the customer side enters the request dependent on the communication channel chosen by the vendor „

The request is processed on the customer side ‹ The Post Award Administrator processes the request ‹ Reviews the query with a commercial specialist ‹ Decision and Result: z Variant 1: Customer agrees. Th e vendor is sent the customer's consent b y e-mail with a request for approval z Vender sends approval b y e-mail z The Post Award Administr ator carr ies out the purchase order change in the procurement system z Quer y complete z Variant 2: Customer does not agr ee. The vendor is notified b y e-mail. z Quer y complete

1

Using an interactive form

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Price Change Process: RM Steps

Request for price change Without a form (letter or e-mail) Request form (letter, e-mail, web)

Process incoming request Create an incoming post item

Create a process route Call the process route in the case and create process route steps (possibly using a process route model)

Legend:

Vendor

Start the workflow Set the status of the case to "in process"

Create a procurement case Execute the work item from the process route of the incoming post item

Formulate a reply

Send the reply

Edit the process route steps according to the activities

Customer

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Process Route for Price Change Process

1

2

Letter of reply drafted by the Post Award Admin

A technical specialist checks and revises the draft

3

4

The purchasing manager approves the draft

The letter of reply is sent to the vendor

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The process route illustrated here represents only the simplest situation. If required, the customer must refine this process route and add additional steps.

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Scenario: Delivery Date Change A vendor representative sends the customer a request to move the delivery date. There are two possible procedures: „ The vendor sends a request without a form by ‹

Mail or

‹

e-mail

„ The vendor sends a completed request form 1 ‹

As an attachment to an e-mail or

‹

As a web request

„ An administrator on the customer side enters the request dependent on the communication channel chosen by the vendor „ Processing the request ‹

The Post Award Administrator processes the request

‹

The request is clarified with a technical specialist, a commercial specialist and the legal department

‹

Decision and Result: z Customer demand s a contractual pen alt y. Th e vendor is notified of the dem and b y email.

1

Using an interactive form

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Delivery Date Change Process: RM Steps

Process incoming request

Request for delivery date change Without a form (letter or e-mail) Request form (letter, e-mail, web)

Create an incoming post item

Create a process route Call the process route in the case and create process route steps (possibly using a process route model)

Legend:

Vendor

Start the workflow Set the status of the case to "in process"

Create a procurement case Execute the work item from the process route of the incoming post item

Formulate a reply

Send the reply

Edit the process route steps according to the activities

Customer

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Process Route for Delivery Date Change Process

1

2

3

Letter of reply drafted by the Post Award Admin

A technical specialist checks and revises the draft

A commercial specialist checks and revises the draft

4

5

6

A legally qualified person checks and revises the draft

The purchasing manager approves the draft

The letter of reply is sent to the vendor

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The process route illustrated here represents only the simplest situation. If required, the customer must refine this process route and add additional steps.

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Scenario: Breach of Contract The customer identifies a breach of contract by the vendor. „ „

The customer documents the breach of contract in detail and files all relevant information in a procurement case. The customer creates a draft in the procurement case for internally determining the contractual penalty. ‹

All adm inistrators and managers for processing and signing the draft are determ ined using the process route.

‹

After all adm inistrators and managers have signed, the manager responsible gives the final signature, thereby completing another process route step.

‹

In the next process route step, the document is shipped to the vendor.

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Breach of Contract Process: RM Steps

Determine a breach of contract Without a form (letter or e-mail) Request form (letter, e-mail, web)

Start the workflow Set the status of the case to "in process"

Legend:

Create a procurement case

Document the breach of contract

Maintain metadata of the procurement case

Save the documents in the procurement case

Process the incoming vendor response Create an IP item in the procurement case

Create a process route Call the process route in the case and create process route steps (possibly using a process route model)

Maintain proc. route of IP item Ship using the desired communication channel

Customer

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Some process steps affect the definition and approval of the compensation amount.

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A process route step represents posting the compensation amount demand.

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Process Route for Breach of Contract Process Details of the phase 1

2

3

Document with details on the breach of contract drafted by the Post Award Admin

Draft is checked and revised, and a technical specialist determines the contractual penalty

Draft is checked and revised, and a commercial specialist determines the contractual penalty

5.1 A technician approves the draft 4 A legally qualified person checks and verifies the draft, and determines the contractual penalty

5.2

6

A business manager approves the draft

The draft is sent to the vendor

5.3 A legally qualified person approves the draft

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The process route illustrated here represents only the simplest situation. If required, the customer must refine this process route and add additional steps.

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Process Route for IP Items for Breach of Contract Process Details of the phase 1

2

Create vendor reply as IP item

Check and revise the attributes of the IP item

4 3 Create a new case in the Assigning the IP item to the vendor procurement record

vendor procurement record and assigning the IP item to the new case

IP = Incoming post item © SAP AG 2006

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The process route illustrated here represents only the simplest situation. If required, the customer must refine this process route and add additional steps.

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Scenario: Reversal of Contract The customer plans to reverse the contract with the vendor. „

„

The customer prepares detailed documentation of the reasons for reversal of contract and files all relevant information in a procurement case. The customer creates a document draft for the reversal of contract in the procurement case. ‹

‹

‹

All adm inistrators and managers for processing and signing the draft are determ ined using the process route. After all adm inistrators and managers have signed, the manager responsible gives the final signature, thereby completing another process route step. In the next process route step, the document is shipped to the vendor.

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Reversal of Contract Process: RM Steps

Request the reversal of contract Without a form (letter or e-mail) Request form (letter, e-mail, web)

Send the request Edit the process route steps according to the activities

Legend:

Create of an route

Create an procurement case Maintain metadata of the procurement case

Formulate a reply Edit the process route steps according to the activities

Call the process route in the case and create process route steps

Signature the reply Edit the process route steps according to the activities

Start the workflow Set the status of the case to "in process"

Send the reply Ship using the desired communication channel

Customer

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Some process steps affect the draft and approval of the letter to the vendor.

„

A process step affects estimates of the compensation amount.

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Process Route for Reversal of Contract Phase

of the process 2

1 Documentation of technical aspects of reversal

3

Documentation of commercial aspects of reversal

Documentation of legal aspects of reversal

4.1

7.1

Signature of technical manager

A technical manager signs the draft

4.2 Signature of technical manager

5

6

Draft of a letter to the vendor

Draft is revised and checked

8 7.2 A commercial manager signs the draft

4.3

7.3

Signature of legally qualified person

A legally qualified person signs the draft

Send the letter to the vendor

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The process route illustrated here represents only the simplest situation. If required, the customer must refine this process route and add additional steps.

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Scenario: Changing the Manufacturer Part Number A vendor representative sends the customer a request to change the manufacturer part number. There are two possible procedures: „

The vendor sends a request without a form by ‹ ‹

„

Mail or E-mail

The vendor sends a completed request form 1 ‹ ‹

As an attachment to an e-mail or As a web request

„

An administrator on the customer side enters the request dependent on the communication channel chosen by the vendor „ Processing the request ‹ ‹ ‹

The Post Award Administrator processes the request The query is clarified with a technical specialist Reaches a decision and a result: z Variant 1: Customer agrees. Th e vendor is sent the customer's consent b y e-mail with a request for approval z Vender sends approval b y e-mail z The Post Award Administr ator carr ies out the purchase order change in the procurement system z Quer y complete z Variant 2: Customer does not agr ee. The vendor is notified b y e-mail. z Quer y complete

1

Using an interactive form

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Manufacturer Part Number Change Process: RM Steps

Request for MP number change Without a form (letter or e-mail) Request form (letter, e-mail, web)

Create an incoming post item

Create a process route Call the process route in the case and create process route steps (possibly using a process route model)

Legend:

Vendor

Process incoming request

Start the workflow Set the status of the case to "in process"

Create a procurement case Execute the work item from the process route of the incoming post item

Formulate a reply

Send the reply

Edit the process route steps according to the activities

Customer

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Process Route for Changing the Manufacturer Part Number Details of the phase

1

2

3

Check the request

Draft of a letter of reply

A technical specialist checks and amends the draft

5

4 A manager approves the draft

Send the letter of reply

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The process route illustrated here represents only the simplest situation. If required, the customer must refine this process route and add additional steps.

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Integration Scenario Grants Management

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Integration Scenario Grant Management: Unit Objectives

At the end of this unit, you will be familiar with integration scenarios from the area of Grants Management: „ Process overview for Grants Management „ Record model of the grant record „ Metadata of the grant record „ Customizing in Grants Management

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Integration Scenario Grants Management: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Core Functionality – Records Management

Objective „

Business process support before allocation of the grant ‹ Storing general forms that are required by the organization z

Budget overview, access prerequisites, IRB, and so on...

„

Standard templates that are automatically assigned as master data, and postings that are created.

„

Offering useful, centralized links to records to enable efficient access to administrative details of grants

Concept „

Storing record models for grant and sponsor master records Automatic assignment to a record as soon as a grant or sponsor master record is created

„

Updating a record according to the processing status of the grant award

„

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IRB = Institutional Review Board. It deals with internal approval processes for ethically problematic research projects.

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Process Overview of Grants

Preparation

Request

Pre-Approval

Request

• Review • Master Data • Internal draft

• Budget including process

Execution

Utilization • Separate report to the sponsor for each recipient

Accounting • Budgetary control • Compensation separate by recipient

Appraisal

Closing • Final reports

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Records Management Configuration 1. Registration of all element types that should be used in the record model (transaction: SRMREGEDIT) 2. Creating a record model (instance of record model) 3. Registration of the record model as a value of the connection parameter MODEL_ID of the element type for grant records (transaction SRMREGEDIT)

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Grant Record Model: Example

Model Entry Grant record model Worklist New documents Application Internal documents Award

The record model must cover the entire life cycle of the application, from the aw ard, the project execution to the closing of the process.

Notice of granting Waiver of remedy Project execution Grant Billing Application of grant statement Invoice Vendor Budget report Working time statement Research report Project closing Application of grant final statements General information Forms of the sponsor URLs Sponsor master data Internal case processing Cases

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Important Attributes of the Grant Record

Grant Record Metadata Record reference number

Project start

Project name

Project end

Sponsor

Project status

Project manager responsible

Keyword

Organization Department External reference number

© SAP AG 2006

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The grant record metadata contains important data relating to the project to be sponsored and its organizational establishment, as well as the sponsor.

„

You have to create a status profile for the project status that is then stored as the connection parameter value STATE_PROFILE_ID in the element type for the grant record.

„

The project start and finish dates are important for the document retention periods in the grant record.

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Grant Master

The link to the grant master is created in the project execution node. © SAP AG 2006

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Transaction GMGRANTD

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Budget Overview for a Grant

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Transaction: GM_DISPLAY_BUDGET

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Integration of Business Objects in the Record The grant record should integrate the following business objects: „ Sponsor

„

Budget

„

Grant

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Integration in PSRM when Creating the Sponsor IMG menu path: Public Sector Management Æ Grants Management Æ Grantee Management Æ Master Data Æ Sponsor Æ Business Partner Integration with Records Management

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The integration details allow you to integrate Records and Case Management at any phase of the project. • Planning phase • Award phase • Execution phase

„

The sponsor can be included in the planning and award phases.

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Grant Type: Integration in PSRM Assign a grant type to the following entities in PSRM

IMG menu path: Public Sector Management Æ Grants Management Æ Grantee Management Æ Master Data Æ Grant Æ Maintain Grant Types

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The table for Records Management Integration contains the following columns • Case: The grant and the grantor (sponsor) are entered here. • Sequence: Enter a 0 for the attribute level "Record" and a 1 for elements (element types), element details (connection parameter), and element positions (for example, anchor). • Attribute level, element name, and value: Attribute level, element names, and values should be considered combined entries. Therefore, the element names and values must be specified according to the selection of the attribute level. • Attribute level in Records Management: With integration with Records Management (RM), this element identifies in detail the characteristics of each parameter that is used in the interface. Possible values: - Record: The record is created with the value defined at this level. To do this, the RMS ID must first be specified. The model ID and the element type must be specified to create a grant. - Element: Elements are added to or changed in the record with the values that are specified at this level. The semantic ID of the element that is to be added must be specified at this level. - Element detail: Specify all required details of the added element here. - Element position: The exact position within the record to which an element must be added is specified here . - Attributes: The attributes of the element is define here.

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Budgeting: Integration in PSRM IMG menu path: Public Sector Management Æ Grants Management Æ Grantee Management Æ Budgeting and Availability Control Æ Budgeting Æ Configure GM Budget Document Types

Details

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The sequence controls the order of the BAPI modules for RFCs in Records Management (RM). "0" is used for records and "1" for elements, element details and element positions.

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cFolder Integration Scenario

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cFolder Integration in PSRM: Unit Objectives

At the end of this unit, you will be familiar with the integration scenario, cFolder in PSRM „ Objectives of Collaboration „ Overview of cFolder „ Importing and exporting records and documents „ Customizing and technical information

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cFolder Integration Scenario: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Objectives of Cross-Organizational Collaboration

Collaboration folders (cFolders) are a powerful web-based application from mySAP Product Lifecycle Management (my SAP PLM) that allow you to „ Create the structure and the contents of a project and to

vi sualize these using a hierarchy of folders, subfolders and the objects they contain „ Collaborate with all the necessary organizations and persons

responsible across organizational barriers „ Take into account the security requirements and access

authorizations that re sult from business collaboration

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Collaboration with G2G, C2G, B2G

Citizen Agency B

Agency A INTRANET INTERNET cFolders

Agency C

Company

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Activity Range of the Collaboration Folders

„ Different views „ Authorizations „ Hierarchial structures cFolders

„ Versioning „ Visualizing and redlining „ Discussions „ Data sheets

Collaboration with all partners in real time © SAP AG 2006

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Authorization Concept

Authorizations: „ Administration „ Write „ Read „ None

An authorization can be explicitly or implicitly assigned to a user. Implicitly means that the user has authorization using the role or user group.

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Hierarchical Structure of Folders

Hierarchy of „ Folders „ Subfolders „ Documents

Anchor within documents

Versioning

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The Document in PSRM and cFolder System

Document from Records Management

The same document in the cFolder system

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Detailed History in cFolders

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cFolder Concept A cFolder enables project work in a virtual team. You can build a suitable structure based on existing object types. Hierarchial structure of folders

Data sheet & classifcation options

Comprehensive project modeling discussion

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Architecture for the Integration of cFolders in PSRM Internet

Intranet

External user (requires web browser)

Project Manager

HTTPS

SAP PLM cFolders

RECORDS MANAGEMENT Backend System....

User 1 HTTPS

User 2 Export Import

User 3 RFC

Sap User

Document Exchange

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Creating Records and Documents In the Records Management system

1. Create a record 2. Create a document in the Basic Data folder

3. Create other document

4. Export the record

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Exported Record Structure with Documents In cFolders

Folders and subfolders

Dokuments within a subfolder

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Integration of cFolders

Create record Create Documents in the record Export the record Import the record

Imported documents are saved according to the anchor in the record

Connection to PSRM System

Records Management System

Connection to cFolder System

Export

Import

cFolder System

Document check-out Changing document content Document check-in Import record with documents

Each document has a version and an anchor

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Technical Information

Export functionality

Import functionality

Option in the context menu © SAP AG 2006

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Application Programming Interface We use the cFolders Application Programming Interfaces (API's) to integrate the cFolder system with a PSRM system in a way that exports documents and record structures from the PSRM in a cFolder and on the other hand can import records and documents from cFolders into the PSRN. Here is a list of important API's that are available for collaboration scenarios: 1. CFX_API_COLLABORATION_CREATE 2. CFX_API_CATEGORY_ASSIGN 3. CFX_API_CATEGORY_CHANGE 4. CFX_API_DOC_CREATE 5. CFX_API_DOC_CATEGORY_ASSIGN 6. CFX_API_DOC_CATEGORY_CHANGE and so on…

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When a new document must be created in the cFolder system within the exported record, it is important to export the record structure. The user would not be able to create the new document in the correct location without the exported record structure.

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Digital Signatures and Security for E-Mails

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Digital Signatures in PSRM: Unit Objectives

At the end of this unit you will be familiar with: „ General aspects of digital signatures „ Business scenarios for digital signatures „ The digital signature of documents „ The digital signature of process route steps „ Secure data exchange by e-mail „ Logging digital signatures

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Digital Signatures and Security for E-Mails: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Characteristics of a Handwritten Signature

„ If a digital signature is to be the electronic equivalent of a

handwritten signature, the digital signature must exhibit important properties of a handwritten signature. „ The following apply for a handwritten signature: ‹

It is personal, meaning that it is associated with a person.

‹

Is unique, because every person has his/her own signature.

‹

It can be verified. By comparison, it can be determined whether the signature originates from a certain person.

‹

Generally, signatures cannot be forged; experts can quickly identify a forgery.

‹

A signature identifies a certain person.

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A handwritten signature is part of a document and forms an inseparable link between the signer and the content of the document. This provides binding effect to the largest extent possible. The situation is more complex for digital documents. In this case, it is insufficient to add a signature to the text. As, in this case, this does not create an inseparable connection between the text and the signature. Digital documents can be easily changed without a trace. You can add new text passages and delete existing sections. Therefore, the authenticity of digital documents must be guaranteed with respect to the aspects previously mentioned.

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Characteristics of a Digital Signature „ The digital signature of a document is an encrypted finger-

print of the document content with the private key of the sender. „ The digital signature guarantees the integrity of the

document and the signer's identity. „ It is not possible to prevent the document from being

manipulated during transfer completely, but the recipient is able to recognize manipulation without a doubt. „ Neither signer nor recipient can change the document

without leaving a trace.

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Digital Certificates: Digital Identity Cards

Certification authority (CA)

Such as SAP Trust Center Service

issues Certificates as proof of identity • Name of the holder • Name of the issuer • Validity period • Public key

Private key (secret) © SAP AG 2006

CA = Certification Authority

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Technical Background of Digital Signatures Document Document Item Material 10 80000311 1100.0 20 80000620 100.2 30 80000636 110.3 40 80000639 50.0 50 80000711 10

Cryptographic hash algorithm

Private key of the signer Total/Cryptographic hash

Signature format such as PKCS#7

Signature value

Signed document

010110..

Document Item Material 10 80000311 1100.0 20 80000620 100.2 30 80000636 110.3 40 80000639 50.0 50 80000711 10

Public key algorithm

Signed document Document Item Material 10 80000311 1100.0 20 80000620 100.2 30 80000636 110.3 40 80000639 50.0 50 80000711 10

Document

Cryptographic hash algorithm

CA's signature OK? Certificate not deactivated

Total / Cryptographic hash

Yes

010110..

Public key algorithm 010110..

Public key of the signer

= ?

No

Document

Yes No

Item Material 10 80000311 1100.0 20 80000620 100.2 30 80000636 110.3 40 80000639 50.0 50 80000711 10

OK

Document

Error

Item Material 10 80000311 1100.0 20 80000620 100.2 30 80000636 110.3 40 80000639 50.0 50 80000711 10

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14-7

Digital Signature: Requirements Requirement: Prove the integrity of the transferred data by using the error-free connectivity between the sender and recipient of the data (proof of the author, proof of the recipient). Sign

¾ Creat a hash value ¾ Encrypt hash value with private key ¾ Create a time stamp

Time Stamp

¾ Monitoring the observance of a time limit ¾ Documenting the time of the signature ¾ Created by a time stamp provider

Archive

¾ Scope: request, signature and certificate ¾ In a database/archiving system ¾ Retention period

Log

¾ All transactions/activities ¾ All relevant accesses ¾ Changing authorizations

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14-8

Characteristics of a Digital Signature „ Authenticity The identity of the sender must be able to be verified unambiguously using a digital signature. This occurs when the author of the document is able to create the digital signature.

„ Integrity/Non-Transferability The transmitted data is protected against intended or unintended manipulation. The digital signature is valid only for the relevant document; it cannot be transferred to another document.

„ Liability The sender can deny authorship. Therefore, a legally binding communication must be guaranteed.

„ Verifiability The receiver of a document can check the digital signature and determine without a doubt if it is right or wrong.

© SAP AG 2006

„

The term digital signature is a technically neutral term that describes various methods of signing a document. A digital signature is used to determine the author of a document without doubt and to confirm the correctness and validity of the contents of a document. Examples of technologies for digital signatures are Personal Identification Numbers (PIN), user IDs and passwords, digital signatures with smart cards and the use of biometric procedures. A digital signature should be, as the name suggests, the electronic equivalent of a handwritten signature.

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14-9

EU Directive for Signatures EU Directive 1999/93/EC defines different types of digital signatures: 1. Simple digital signatures (such as scanned signatures) ¾ No regulations „

No legal validity

2. Advanced digital signatures (such as GNUPP) ¾ Used to identify the certificate holder and prevents the data from being changed subsequently „

Low legal validity

3. Qualified digital signatures (such as smart card) ¾ A valid personal certificate that was created with signature equipment, which is classified as secure „

Strong legal validity

4. Qualified digital signatures with provider accreditation ¾ Similar to number 3, except that all used components and providers of certification services have been officially checked in advance in accordance with signature levels according to the law on signatures „

Highest legal validity

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„

Note: Digital signature quality determines authenticity.

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How the Digital Signature Works

Such as SAP Trust Center Service

Certificate for Identity Verification „ Name of the holder „ Name of the issuer „ Validity period „ Public key

Certification authority

issues

Private key (secret)

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14-11

Digitally Signed Documents Private key „Document was not changed

Public key

„Signer's

identity

„Liability

Verification

Signature

Internet

(Registration)

CA

Trust

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Incoming E-Mail in the Mail Room Message

Business Partner

Office

Digital Signature

E-mail is sent (digitally signed DOC file as an e-mail attachment)

S/MIME

S/MIME

INTERNET

E-mail encryption using the public key of the mail center

Mail Center

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Sending E-Mail to Business Partners Message

Outgoing Message

Digital Signature

Mail Center

Business partner 1 office

Sending the e-mail (digitally signed DOC file as an e-mail attachment) S/MIME S/MIME

INTERNET INTERNET

Advanced DigSig Business partner 2 office

Encrypting the e-mail for multiple recipients using PKI* * Public Key Infrastructure © SAP AG 2006

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14-14

Overview of the S/MIME Proxy Architecture SAP

PSRM Word

PDF

il E-Mail ma ink ? EL S j. GO M ob PSR PKC WF event S#7

SSF

SAP Connect

Yes GOS

Yes

LINK?

Indicator for sending encrypted or signed e-mails on the screen of the sender

DSN?

SMTP

Secure e-mail proxy

Signature solution

SMTP

E-mail server LINUX

SMTP

Certificates

DSN: Delivery Status Notification GOS: Generic Object Services SMTP: Simple Message Transfer Protocol MIME: Multipurpose Internet Mail Extensions SSF: Secure Store and Forward

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14-15

Digital Signatures for Documents: Functions „ Creating a signature ‹

Freeze the document version

‹

Start Signature Viewer with the document content

‹

Select the button for signing

‹

Save the signature data (in the Signature data container) with a link to the document in Records Management

‹

Logging occurs according to audit requirements

„ Verifying a signature ‹

Select the button for verifying the signature

‹

Load and verify the signature data

‹

Transfer the result to the user

‹

Logging occurs according to audit requirements

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Document Element Types

Element type for the data container for the digital signature

Element type for documents with connection parameters RMPS_SPS_SIGNED_DOCUMENTS

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Digital Signature of a Document

Digital Signature

Sign Verify signature

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14-18

PDF Document That is to Contain a Digital Signature

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14-19

Digitally Signed Document

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14-20

Digital Signature for Cases: Business Scenario Signing an activity within a case „ In a record, press the button for creating a case. „ Create a process route with a SAP user and define the Signature

activity. „ Create a document using the element type you use for signed

documents within the case. „ A signed document will be sent as an attachment to an e-mail in

MIME format. Flag the document as a main document. „ Set the status of the case to in process. „ Save the case. „ Start transaction SCASEPS again. „ You will find a work item in the inbox. Double-click the work item. „ Select Signature. „ Select Sign. „ View the log.

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Digital Signatures for E-mails: Functions Sending a Document by E-mail „ Select the button for sending an e-mail with or without signature data „ A signed document is sent as an attachment to the e-mail in MIME format and metadata in XML format „ Logging occurs according to audit requirements

Receiving the Document by E-mail „ Incoming e-mail in MIME format with signed e-mail attachments „ Processed as incoming post item „ E-mail attachments can be saved as separate incoming post items ?(metadata from XML file) „ Select the button for verifying the signature

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Logging the Digital Signature of a Document

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14-24

Retention and Disposal

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15-1

Retention and Disposal in PSRM: Unit Objectives

By the end of this unit, you will be familiar with: „ The disposal process „ How to handle temporary objects

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15-2

Retention and Disposal: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Disposal: Overview Step 1

Central Archive

PSRM

Disposal Disposal Disposal Catalog Catalog Catalog Create

Step 2 List of Providers

Export

Import

Records Management System Delete

Export Database System Central Archive

PSRM

Step 3 Evaluation Directory Import

Step 4

Appraisal Export Administrator Administrator Records Management in Central Archive in Central Archive System

Disposal Directory

Compare

Disposal File

Import

Delete Delete

Central Archive

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Database System/ Visual Archive in Central Archive

15-4

Disposal: Requirements

„ The retention period must be defined

„

‹

The retention period is an attribute of records and cases

‹

The retention status is an attribute of records and cases

Necessary requirements for disposal ‹

The disposal status must be defined

‹

The case status must be closed

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15-5

Disposal Status

„ There are two possible status entries ‹

To be provided z

‹

Records and cases are made available for the central archive

To be deleted z

The records and cases may be deleted

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Temporary Objects Explanation: Temporary objects are information objects in Records Management that only have a short lifespan and do not need to be archived. Therefore, temporary objects are deleted.

Æ Deleting temporary objects ‹

‹

Prerequisites z

Disposal status (attribute within the case): To be deleted

z

The retention period is over

If these conditions are met, the respective information objects are deleted.

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Maintaining Retention Periods (1) Explanation: The retention period ensures that records and closed cases are kept accessible for the responsible organizational unit during the time covered by the given period.

Æ Maintaining Retention Periods ‹

The program Check and Definition of Retention Periods (Tcode: RMPS_MT_STORAGE_P) allows you to define retention periods and the disposal status of records and cases.

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„

Note: The program allows mass maintenance, which means that you can process these two attributes for many records and cases simultaneously.

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15-8

Maintaining Retention Periods (2)

Result list for maintaining the retention period and disposal status.

Changeable

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„

Double-click the red traffic light to display a dialog box with the details.

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List of Providers Explanation: The list of providers serves as a central archive enabling the institution to determine which records and cases are to be made available for archiving.

Æ Creating a List of Providers ‹

‹

Requirements z

Disposal status (attribute within the case): To be provided

z

On the date for disposal which you have chosen within the program for creating a list of providers, the retention period must be over

The program Create Disposal Catalog and List of Providers (Tcode: RMPSDISPOSALOFFER) will create a list determined by the given disposal date

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Disposal Directory

Explanation: The disposal directory results from an evaluation of the list of providers. Therefore, the disposal directory contains a list of all records and cases that have to be transferred to the central archive.

Æ Load disposal directory ‹

The program Create Submission Directory from Valuation Directory (Tcode: RMPS_RATING_LIST) loads the disposal directory. Furthermore, all records and cases not transferred to the central archive can be deleted.

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Finishing Disposal

Explanation: The disposal directory results from an evaluation of the list of providers. Therefore, the disposal directory contains a list of all records and cases that have to be transferred to the central archive.

Æ Finishing Disposal ‹

The program Finish Disposal (Tcode: RMPSDISPOSALFINALIZE) allows you to load the disposal directory. Furthermore, all records and cases not transferred to the central archive can be deleted.

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15-12

Personalized Electronic Desk

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16-1

Personalized Electronic Desk: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Reasons for Limiting Menu Entries „ Simplifying navigation on the E-desk „ Improving usability „ Removing functions from the toolbars for ‹

File plans

‹

Records

‹

Incoming post items

‹

…

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Menus That Can Be Limited (I) Menu Name

Technical Description

All Menus

_ALL

Private Cases

DISPO

File Plan

FILEPLAN

File Plan: Toolbar

FILEPLAN_TOOLBAR

History

HISTORY

Activities in History

HISTORY_CONTEXT

New Cases

NEWCASES

Functions for Elements

OBJINFLD

Incoming Post Item Toolbar

POST_TOOLBAR

Private Objects

PRIV_OBJ_FOLDER

Case Container: Node

RECORD_EMBD_INSTANCE

Case Container: Model

RECORD_EMBD_MODEL

Record: Node

RECORD_INSTANCE

Record: Model

RECORD_MODEL

Record Toolbar

RECORD_TOOLBAR

Record Toolbar in Case

RECORD_TOOLBAR_CASE

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Menus That Can Be Limited (II)

Menu Name

Tech. Descrip.

Resubmission

RESUB

Resubmission List

RESUBCTRL

Records for Resubmissions

RESUBFLD

Work Environment

RMS

Substitutes

SUBTOP

Records

TOPFLD

Records for Work Items

WFFLD

Functions for Work Items

WORKITEM

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16-5

Limiting Menu Entries and Toolbars: Overview

Creating a Menu Profile Create a menu profile and assign it to an E-desk. Prerequisites The E-desk must have been created beforehand (IMG activity: Define Structure of Worklist). Default Settings SAP delivers a menu profile; however, it does not contain any entries.

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16-6

Limiting Menu Entries: Customizing (1) Customizing Activities 1.

Selecting the electronic desk for Customizing (IMG menu path: Records and Case Management -> Basic Settings -> Interface Settings -> Limit Menu Entries)

2.

Select Electronic Desk for Customizing

3.

On the next displayed desk, follow the path Goto -> Settings -> Desk, and select the E-desk that you would like to work w ith in the Records and Case Management system.

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Limiting Menu Entries: Customizing (2) Customizing Activities 4.

On the E-desk, follow the path Goto -> Settings -> Desk, and select the E-desk that you would like to work with in the Records and Case Management system .

5.

Select Electronic Desk for Customizing (or start transaction SCASEPSCUSTOMIZING)

Specifies the Custom izing mode of the E-desk

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Limiting Menu Entries: Customizing (3) Customizing Activities 6.

Take the description of the function codes and the technical description for toolbars and menus from the electronic desk in Custom izing mode.

Technical description of the menu

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If there is only one GUID as a technical description for a menu entry, use transaction SE24. Enter IF_SRM_ACTIVITY_LIST as object type. Click on and go to Attributes. The GUIDs are in the column Initial Value.

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Limiting Menu Entries: Customizing (4) Customizing Activities 7.

Note the name of the menu and the technical description of the functions that you want to hide.1

8.

Note the name of the menu and the technical description of the functions that you want to hide.

1 Note that you can only display the m enus for some fold ers if the folder contains elements. For

toolbars, you can display the description and the technical description of functions u sing quick info text.

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How Do You Determine the Menu Name? Menu History Context menu for a document in the history

Context menu for a record in the history

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Defining a Profile for Menus

Choose: Menu Customizing

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Example: Hiding Functions in the Context Menu for Records

Enter a menu profile and a description

Enter the menu name and the functions to be hidden © SAP AG 2006

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Assigning a Profile

Choose: Assign profile to desk

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16-14

Example: Context Menu Before and After

Context Menu Before

Context Menu After

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Options for Limiting Functionality 1. On the electronic desk: 1. Via a menu profile

2. For records: 1. Via a menu profile

3. For case s: 1. Via a function profile 2. Via a menu profile

4. For incoming post item s: 1. Via a menu profile 2. Via connection parameters within the element type (see the unit on Processing Incoming Post Items)

5. For documents via connection parameters within the element type (see unit Documents and Document Templates)

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Limiting Functionality with a Menu Profile You can limit the functionality of content handling using the menu "RECORD_TOOLBAR_CASE".

Note: Another option for limiting functions within a case is to create a specific function profile.

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Exercises Unit:

Personalized Electronic Desk

Topic:

Personalizing the Electronic Desk

At the end of this exercise, you will be able to: • •

Change the user interface for the electronic desk Check the effects on the user interface of assigning a profile for the electronic desk

16-1 Assigning an electronic desk with menu restrictions 16-1-1 Access the electronic desk PSRM Training using the menu path Goto → Settings → Desk. 16-2 Menu restrictions 16-2-1 Which functions do not appear in the context menu for a record in the History after you have switched from the Desk (DOMEA) to the Desk PSRM Training? 16-2-2 Open a record. Which entries are missing from the Print submenu?

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Solutions Unit:

Personalized Electronic Desk

Topic:

Personalizing the Electronic Desk

16-1 Assigning an electronic desk with menu restrictions 16-1-1 Access the electronic desk PSRM Training using the menu path Goto → Settings → Desk. To switch desks, select the menu option Goto → Settings. Use the F4 help in the Desk field to select Desk PRSM Training. To use the new settings, restart the electronic desk [transaction SCASEPS (electronic desk)}. 16-2 Menu restrictions 16-2-1 Which functions do not appear in the context menu for a record in the History after you have switched from the Desk (DOMEA) to the Desk PSRM Training? Start the transaction SCASEPSCUSTOMIZING. If you now open the context menu for a record in the History, the Delete and Reassign options are grayed out. Therefore, these entries are no longer found in the context menu of a record when you restart transaction SCASEPS (Electronic Desk). 16-2-2 Open a record. Which entries are missing from the Print submenu? Start transaction SCASEPSCUSTOMIZING (Electronic Desk for Customizing). Display a record (for example, from the History). Select the Record button (the quick info text for the button reads Other Functions). The Attributes and Content and Attributes menu options are grayed out. Therefore, these entries are no longer found in the Print submenu when you restart transaction SCASEPS (Electronic Desk).

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© SAP AG

•

Context Menu Before

•

Context Menu After

•

Change to desk

•

Change to desk

•

Display

•

Display

•

Layouts

•

Layouts

•

Change

•

Change

•

Delete

•

Other Functions

•

Other Functions

•

Change Attributes

•

Reassign

•

Display Attributes

•

Change Attributes

•

Print (attributes and contents)

•

Display Attributes

•

Send as mail

•

Print (attributes and contents)

•

Display location of contents

•

Send as mail

•

Display log

•

Display location of contents

•

Information

•

Display log

•

In New mode

•

Information

•

Application of grant statement

•

In New mode

•

Delete from History

•

Application of grant statement

•

Add to Personal Folders

•

Delete from History

•

Resubmission

•

Add to Personal Folders

•

•

Resubmission

•

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Appendix to Cases and Ad Hoc Workflows

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17-1

Case Container Model „ The case container model is used to configure the permitted

content within a case. „ From a technical point of view, a case container model is

nothing but a record model. „ A case container model must be assigned to a case type in

customizing. „ In the Registry, the case container model must be entered

as a connection parameter within the element type for the case container that is assigned to the service provider RM_PS_SP_CASE_RECORD.

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Activity Categories in a Process Route Use this popup to manage an activity category for a certain step in a process route:

IMG defines which activity categories are permitted. (Path: Records and Case Management -> Case -> Process Route -> Define Object Types and Assign Activity Types)

New activity type introduced in PSRM 1.30 © SAP AG 2006

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Customizing the Process Route Steps 1. Carry out basic Customizing for the workflow system. 2. Activate the process route (transaction RMPSACTIVATEWF). 3. Activate event linkage for the main workflow (such as WS75500107). 4. Manage possible agents for the task (such as TS7890714 and TS7890715). 5. Update the organizational environment (transaction SWU_OBUF).

© SAP AG 2006

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Use transaction SWU3 to make settings in basic Customizing for the workflow system. • Some Customizing can be done automatically by the system.

„

You activate event linkage using transaction PFTC_DIS. Choose the task type Workflow template, enter the number 75500107, and display the workflow. Open Triggering events, and activate the event by clicking the symbol in the first column. This step is only necessary when using circulars in a record.

„

Agent determination: you also manage this in transaction PFTC_DIS. Choose the task type Standard task, enter the number 75507961 or 75507962, and display the task. In the menu bar, select Additional data -> Agent assignment -> Maintain. If you do not want to make any restrictions, choose Attributes and select General Task.

„

Refresh the organizational environment in Business Workplace (transaction SWU_OBUF) or use transaction SWUS. Enter workflow 75500107, and select Environment -> Refresh Organizational Environment.

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Creating an Organizational Structure for a Workflow Transaction PPOME

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With transaction PPOCW, you can create organizations and staffing.

„

With transaction PPOME, you can change organizations and staffing.

„

There must be at least one user in each organizational unit to guarantee that work items can be executed.

„

After you create or change an organization, you should refresh it (transaction SWU_OBUF).

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Customizing Activities and Activity Functions for a Process Route Managing activities and activity functions for a process route „ This is an IMG activity. Path: Records and Case Management -> Case -> Process Route -> Define Activities and Activity Functions for Process Route.

„ Details for a few activities – for example, PS_MITZ:

© SAP AG 2006

„

Each step of a process route is assigned to an organizational entity (org. unit, position, user) and to an activity (such as signature, final signature, check). Sometimes these activities are called requests according to the rules and regulations within public sector organizations.

„

Each step in an activity is linked to a task in the workflow. If you need additional activities, you may need to create a new workflow task.

„

If you need different reactions to execute a work item, you have to define these reactions in Customizing. In this context, reactions to an activity are called Activity Functions.

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Digital Signature for an Activity in a Process Route Maintain activities and activity functions for the process route. „ This is an IMG activity. Path: Records and Case Management -> Case -> Process Route -> Set Type of Activity

1. 2.

The Final Signature activity requires a login password. The type of digital signature depends on the communication Customizing (see the document entitled RKT_Customizing_Digital Signature_ 2004)

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Process Route Model

1. Select the SCMG activity area and any group, and create an entry in the Grouping Options for Process Routes Customizing table. The groups are used to sort process route models thematically. Customizing transaction: SCASE_CUSTOMIZING Menu path: Records and Case Management Æ Case Æ Process Route Æ Set up Groups for Process Route Template

2. Enter a process route. Use the RMPS_MAINT_PATH transaction. Note: Enter a process route, save it, and then select Save as Template (Menu: Process Route Æ Save as Template). You have to select a group that was created in step 1.

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There are two ways to define a process route model. •

With transaction RMPS_MAINT_PATH: You create a process route in the first step. Select Case Management as the activity area. Choose Create Process Route Model. Enter the steps for the process route and save. To create a model, choose Process Route -> Save as Model.

•

Create a process route within a case. If you are in edit mode, choose Process Route and Save as Model.

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Customizing Notes IMG path: Records and Case Management -> Case -> Text Profile -> Set Text IDs In the table, select Text Objects and IDs, and choose Display. Select SCMG_CASE, and choose Text IDs.

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Customizing for an External Person Transaction: RMPS_CUSTOMIZING Path: Records and Case Management -> Case -> Process Route -> Define Object Types and Assign Activity Types

Entries in the Customizing table

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Customizing: Defining Case Types IMG path: Records and Case Management -> Case -> Define Case Types

Table entries

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Customizing: Function Profile IMG path: Records and Case Management -> Case -> Create Function Profile Function profile: DOMEA

The function profile lets you restrict functionality. Case subcomponents © SAP AG 2006

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Customizing: Additional Characteristics of Case Types

IMG path:Records and Case Management -> Case -> Case Types -> Determine Additional Characteristics of Case Types. Table entry

„

If you want to use documents of the same case type in different cases, you must select OC. „ You can assign a model to the case type in the Process Route Model column.

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Customizing Cases: Overview I „ „ „

Set Registry for case Edit case container model Process route ‹ Define activities and activity functions for process route z

z z

Activity (for example, Display, Edit, Signature, Final Signature, Send, For Records) Activity description [for the log] Task number [If the supplied tasks do not apply, you must create new tasks in the customer project.]

‹

Create number range interval for process route

‹

Define organizational objects for process route z z

z z

‹

In the activity area, enter "SCMG" Object type (External Person, Organizational Entity, Position, SAP User, Background) Description Activity category (possible entries: Dialog, Background, Media Discontinuity)

BAdI: Processing Customer-Specific Fields and External Step

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Customizing Cases: Overview II „ Attribute profile ‹

Create an attribute profile

‹

Values permitted for attributes: z

Assign Generation Rule For Case Indicator to Case Type

z

Create Values for Attribute 'Category'

z

Create Values for Attribute 'Priority'

z

Create Values for Attribute 'Reason for Escalation'

z

Assign Reasons for Escalation to Attribute Profile

z

Create Values for Attribute 'Authorization Level'

„ Create a function profile [Groups of all functions and

subcomponents that are permitted in a case; the function profile gets assigned to a case type.] „ Manage the text profile ‹

Define text IDs: enter "SCMG_CASE"

‹

Create text profile: enter "PS_DOMEA"

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Customizing Cases: Overview III „ Create a status profile (IMG path: Records and Case Management -> Case -> Create Status Profile) ‹ Status values [The status is recorded in the case log. If an event occurs in the background, you have to develop a new process route control.] z z

z z z

New In process [automatically starts the workflow defined by the process route based on the INPROCESS entry in the field for the process route control] Media Discontinuity [to process an external step] Processing is completed Completed [Process route is completed based on the COMPLETED entry in the field for the process route control.]

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Customizing Cases: Overview IV „ Define a number range interval for the case ‹

May be required for the case reference number. See also the definition of case types.

„ Define additional characteristics of case types ‹

This is where you determine case types. The relevant cases can contain documents that have already been assigned to other cases.

„ Set the activity type ‹

Specify an additional activity to be carried out depending on the activity area and the activity of the process route (for example, enter the login password for the final signature).

„ Extended Customizing ‹

Create activities for authorization check.

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Appendix to Incoming Post Processing

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Customizing: Incoming Post Item as Ex Post Document Starting point: Manual creation of an incoming post item. Use the connection parameter RMPS_FCODE_SHOWOPT to define optional function codes for handling the process route for incoming post items within the element type.

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Incoming Post Item as Ex Post Document Here is a list of the values of connection parameter RMPS_FCODE_SHOWOPT. Value

Description

PE_OPT_ASSIGNCASE

Assign to a case

PE_OPT_CREATECASE

Create a case

PE_OPT_ASSIGNREC

Assign to a record

PE_OPT_CREATEREC

Create a record

PE_OPT_CALLPATH

Call up the process route

PE_OPT_DELPATH

Delete the process route

PE_OPT_STARTPATH

Start the process route (starts workflow)

PE_OPT_STOPPATH

Stop the process route (stops workflow)

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Assigning a Scanned Document Ex Post to an Incoming Post Item

IMG path: Records and Case Management -> Incoming Post Item -> Define Basic Settings for Incoming Post Items

The icon for assigning a document appears when this flag has been set.

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Restricting Functionality (1) You can use the connection parameter RMPS_FCODE_HIDE to hide function codes of the incoming post item in the appropriate element type.

If you assign this parameter to a function code the related function cannot be used anymore.

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Restricting Functionality (2) Here is a list of important values of the connection parameter RMPS_FCODE_SHOWOPT. Value

Description

POST_EXPADDSUP

Assign

POST_PROTOCOL

Display log of incoming post item

PS_MAIL

Send as e-mail

POST_RELATION

References

POST_PRT_EXP

Print incoming post item

POST_PRT_ATT

Print attributes

POST_PRT_ALL

Print contents and attributes

POST_PRT_BC

Print document number as bar code

POST_SHOWSUP

Display assigned record

POST_CHGSUP

Change assignment to a record

PS_RECLASS

Display reclassifications

POST_SCAN

Assign document

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Automatic Generation of Document Numbers for Incoming Post Items (1) Transaction: SRMREGEDIT Requirement: If you wish to create an incoming post item with a document number, this number has to be generated in the background. You have to use a generation rule without dialog steps. Solution: In the area S_AREA_RMPS for the service provider RM_PS_SP_INBOUND_DOC, you select the element type you would like to apply. As connection parameters, you find the parameter IDs RULE_TYPE and DEFAULT_RULES. Assign the value DOC or PST to RULE_TYPE.

Here, a generation rule for documents is used.

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Automatic Generation of Document Numbers for Incoming Post Items (2) If Value = DOC has been set, select a generation rule for documents and take this rule as the value for DEFAULT_RULES. If Value = PST has been set, select a generation rule for incoming post items and use this rule as the value for DEFAULT_RULES. The advantage: You can use different number range intervals for documents and incoming post items. Remarks: „ For all incoming post items arriving from outside (by e-mail, scanner, fax),

you need an element type with a default rule which will generate the reference number automatically. Otherwise the system cannot create a work item in your inbox. „ If you want to create incoming post items manually, the parameter ID

DEFAULT_RULES can have several values. However, the user must choose one rule. „ If incoming post items need to be created automatically as well as

manually, you have to create at least two different element types if you are using a generation rule requiring manual entry for the manually created items. © SAP AG 2006

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E-Mail Settings for Communication Transaction: SICF (also see Note 455140) The transaction SICF helps you to create HTTP Services and virtual hosts for HTTP communication with the SAP system and to manage these. You can use the Internet Communication Manager (ICM) and the Internet Communication Framework (ICF). Every service has a list of HTTP request handlers which are implemented as ABAP object classes. Then the handlers generate appropriate responses, which are sent to the client. In the field ICF object you have to enter the HTTP service. On the tab pages „ Host Data „ Service Data „ Handler List

you can enter all data needed for communication.

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Customizing: Content Repository and ArchiveLink Create Content Repository Transaction: OAC0 Only set the flag No signature in the test system. The fields Basic Path and Archive Path are not relevant for HTTP access.

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Customizing: Viewer for Document Type Defining the Viewer for Document Types IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Basic Customizing -> Edit Document Types Note: The viewer must be installed on the front end.

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Customizing: Activate ECL Viewer IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Customizing Enhancements -> Maintain All Basic Settings „ Hit list settings (flag Display docs directly; further fields,

such as Maximum number of documents in hit list) „ Display settings (here: flag Include ECL control) „ Storage settings „ Further flags

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Customizing: Document Types Defining Document Types IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Basic Customizing -> Edit Document Types

Editing Links between Object Type and Document Type IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Basic Customizing -> Edit Links Object Type

Doc. Type

S Cont.Rep.ID

Link to

RMPSPOST

RMPSRESCAN

X CS

TOA02

RMPSPOST

Z_RMPS_CS

X CS

TOA02

Retention Period

„ For the object type RMPSPOST two links to document types are required ‹

RMPSRESCAN (for media discontinuity)

‹

Z_RMPS_CS (customer-specific name for scanned documents)

‹

The column "S" contains the ArchiveLink status active (X) or not active ( )

„ The column Link in the table TOA02 contains the link between the incoming document

and the scanned image. © SAP AG 2006

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Customizing: Workflow-Relevant Document Types

IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Customizing Incoming Documents -> Workflow Scenarios -> Use Document Types Customizing Wizard „ Assign a document type to a workflow. To do this, follow the

wizard's instructions.

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Customizing: Activating Bar Code Entries IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Customizing Incoming Documents -> Bar Code Scenarios -> Activate Bar Code Entry „ If a bar code is required for incoming post items, set the flag Active in the

second row. „ If you need the media discontinuity scenario, set the flag Active in the first

row.

Note: This type of Customizing is only necessary if you are working with bar codes.

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Customizing: Process Route for Incoming Post Items

IMG path: Records and Case Management -> Incoming Post Item -> Process Route -> Create Number Range Interval 01 for Process Route

Note: This number range interval is preset for incoming post items.

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Customizing: Activities and Functions of Inbound Processing IMG path: Records and Case Management -> Incoming Post Item -> Process Route -> Define Activities and Activity Functions for the Process Route.

For incoming post items, the four activities listed above are required. „ You need a workflow task for each activity. „ You use the classification to implement the interface entered for

executing an activity within this activity area. „ All activities affecting incoming post items are executed in dialog.

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Customizing: Organizational Objects for Inbound Processing IMG path: Records and Case Management -> Incoming Post Item -> Process Route -> Define Object Types and Assign Activity Types „ Relevant entries: Activity area RMPSPE „ Possible object types must exist in Organizational Management „ The description depends on the language used „ At present, only the activity type Dialog is supported

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Customizing: Transfer of Attributes To transfer attributes from the scan client to Public Sector Records Management, you need a user exit. In the TOAEX table, the following entry is required: EXIT_ID

ACTIVE

EXIT_FUB

OA_PROCESS_RFCIN_01

X

RMPS_POST_ARCHIV_PROC_RFCIN

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Customizing: Incoming Item Types IMG path: Records and Case Management -> Incoming Post Item -> Define Incoming Item Types Incoming Item Types are used for classifying incoming documents.

Incoming Type

Description

E-MAIL

E-mail inbox

RESCAN

Scanned external step case

SCAN1

Scanned letter

„ The description depends on the language used

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Customizing: Basic Settings for Incoming Post Items

IMG path: Records and Case Management -> Incoming Post Item -> Define Basic Settings for Incoming Post Items. Document Type

Process Route ID

RMS ID

Element Type ID

MAILGEN

23

S_RMS_RMPS

RM_PS_SPS_IN BOUND_DOC

E-mail inbox

S_RMS_RMPS

RM_PS_SPS_IN BOUND_DOC

Scanned external step case

S_RMS_RMPS

RM_PS_SPS_IN BOUND_DOC

Scanned letter

RMPSRESCA N Z_RMPS_CS

1

MB

Incoming Type

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Customizing: Preset Case Types IMG path: Records and Case Management -> Incoming Post Item -> Assign Case Type as Default When Creating Incoming Post Item Each document type can be assigned one or several case types. These assignments will be used for creating and assigning a case during inbound processing. Customizing makes it easier to choose a case type.

Document Type

Case Type

MAILGEN

Standard Case

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Customizing: Preset Element Type When Creating Record

IMG path: Records and Case Management -> Incoming Post Item -> Assign Element Type as Default When Creating Record Each document type can be assigned one or several element type IDs for records. These assignments will be used for creating and assigning a record during inbound processing. Customizing makes it easier to choose an element type for a record. Document Type

Element Type ID

MAILGEN

RM_PS_SPS_RECORD

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Process Route for Incoming Post Items Processing

Process Route No. 23

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Appendix - Settings for Using Digital Signatures

Settings for Users Logon Data In the logon data, select the value SSF under the communication type.

Figure 1: Communication Type SSF

On the detail screen for the SSF entry, maintain the SSF-ID, SSF profile and Destination:

Figure 2: SSF Addresses

If you would like to use your single sign-on for testing the digital signature you can make entries as follows: © SAP AG

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SSF-ID CN=Dxxxxxx, 0=SAP-AG, C=DE, where Dxxxxxx stands for your internal user ID SSF Profile \\dwdfpse\serving.pse\Dxxxxxx\secude\Dxxxxxx.pse Destination

SAP_SSFATGUI

Remarks:

If you enter more than one address, you must specify which address should be used as the standard address (see column St…in the above figure). This standard address will then be used for the digital signature. 1.

The SSF addresses can be maintained using transaction SU3.

User Parameters The parameters RMPS_SSF_FULLSCREEN and RMPS_SSF_POPUPS must be maintained.

Figure 3: User Parameters for Digital Signature

Check SAX Server The signed document must be converted into PDF format before it can be digitally signed. This happens via the SAX server. In order to check its readiness for use, start the report RSPO0069.

Start the report with the following entry:

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Figure 4: Selecting an Option for Status Conversion Inquiry

The result should be as follows:

Figure 5: Status of the SAX Converter

Useful Programs Program for testing the client installation of SSF Program SSF01 checks the status of the SSF installation on client side. It also informs you of the settings of the SSF interface.

Program for digital signature With the program RMPS_SIGN you can digitally sign a locally-stored PDF document.

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Program for digital multi-signature With the program RMPS_ADDSIGN you can apply multiple signatures to a locally-stored PDF document.

Program to verify a digital signature With the program RMPS_VERIFY you can verify the status of the digital signature of a locally-stored PDF document.

Registry Maintenance Element type for the digital signature data container An additional element type is required for handling the Digital Signature Data Container.

Figure 6: Element Type for Digital Signature Data Container

To establish the link from the digital signature data container to the signed document you have to enter this element type as connection parameter within the element type you use for documents. The parameter ID is RMPS_SPS_SIGNED_DOCUMENTS.

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Figure 7: Parameter ID for Digital Signatures

Customizing for Digital Signature IMG-Path: Records and Case Management -> Case -> Process Route -> Set Type of Activity.

For the Activity Area SCMG and the desired activity (here PS_MITZ) you must enter Digital Signature in the Drawing column.

Figure 8: Customizing for the Activity Area for Cases

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Customizing Incoming Post Items for Digital Signature Incoming e-Mail • • • • •

Create a document locally and convert it into PDF format (with the Adobe Acrobat program, for example). The converted PDF document will be digitally signed using the program RMPS_SIGN. Create an e-mail and add the following attachments: o PDF document o PKCS#7 container of the digital signature Send the e-mail to the PSRM System. Start the incoming post item process via the inbox in the PSRM system.

Figure 9: Incoming Post Item with Signed Attachments As Figure 9 shows, the status of the digital signature is displayed. Here the attachments Klageschrift.pdf.P7S and Anlage1.pdf.P7S are digitally signed. If a red light goes on, this means that the signature could not be verified.

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