SAP MRO Solution Matthew Hall Air New Zealand Engineering Services

SAP Document Management

SAP4.6c1 and Document Management

SAP has significantly enhanced the functionality included in SAP 4.6c1 from that of 4.0b.
Air New Zealand implementation includes:

KPro - part of the SAP cross application base system used by DMS, KW, BDS etc
Content management service Index management service Cache server (later) Web server (later)

DMS

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Processing & checking in - secure vault Status changes Document versions and content versioning Document distribution Digital signatures Conversion

KPro Infrastructure
sapgui

R/3
RFC

Index Server incl. R/3 Gateway

Client
HTTP

SAP-DB Documents
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Content Server

Cache Server

SAP-DB Cashed Documents

Processing
Document is very broad in the SAP context
Air New Zealand Phase 1:
Computer Graphics Metafile CGM$
Mechanical Desktop 2000

IDW$
Autodesk Inventor

Drawing DWG$ Scanned TIFF$ PDF# HTML# Excel XLS*# Word DOC*# SAPScript/Smartform*#

Authoring from within SAP of document types indicated * Launch of desktop application via SAP for document types indicated # Use of SAP provided integrated viewer for document types indicated $
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Checking In
Air New Zealand Phase 1:
Documents are checked in to a secure area of the SAP content server They cannot then be accessed from outside SAP Checking out enables the user to change content

ANZES SAP solution documentation (600Mb, 2,600 files) Technical Services documentation (19.9Gb, 64,000 files)

Status Changes
Air New Zealand Phase 1
Different statuses set to allow for different processing options by different users Status network per document type Authorisation objects to set specific statuses

Versions and Content Versioning

Air New Zealand Phase 1

At DIR level for a group of original documents
New DIR version means completely new document Latest (active) version of physical documents copied to new DIR version Old version set to superseded Cannot change information or check out documents from superseded DIR

At content level for a physical document

Physical documents checked out from SAP content server After approval, checked in - configuration determines whether older content versions are kept as reference or deleted

Document Distribution
Air New Zealand Phase 1 Recipient Management
Who should receive the documents in the recipient list

Creating and Processing Distribution Orders

How and on what media the distribution takes place (Express, Fax, Internet, E-mail, hardcopy etc). All distribution steps are controlled by SAP Business Workflow.

Monitoring Distribution Orders

All distribution steps are documented in the distribution log. All who, when and what data are logged including acknowledgement of receipt
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etc.

Digital Signature (Approval)

Air New Zealand Phase 1
Different statuses set to allow for next processing step Status may require digital signature by one or more people according to signature strategy Phase 1 uses SAP R/3 password (subsequent phases will use 3rd party product)

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Conversion
Air New Zealand Phase 1
Conversion interface controls conversion of original files Actual conversion uses 3rd party tools SAP programs take care of data transfer to and from the converter Phase 1 is for PDF viewing/publishing for annotation but no editing

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Use of SAP Document Management Calibration Front End

ZCAL Enhancement Description

Central to the process is the ZCAL front screen for the tradesman. This screen is used as the main method for entering data into the service order and notification, and for calling other screens. The ZCAL front screen uses a TC01 service order for non-billable work and TC02 service order for billable work. It uses a TE notification for internal work or TC notification for external customer work.

From this front screen the tradesman may:

Select from a list of allocated service order operations; Access manuals to be followed during the calibration process which have been previously stored electronically in SAP DMS; Look at the equipment calibration history via notifications, and equipment details; Record time worked and print timesheets; Enter calibration results, create and sign calibration documents.

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ZCAL Enhancement Description

On completion of a calibration, SAP DMS in conjunction with SAP Knowledge Provider are used by the tradesman to store Calibration documents on a content server. A DIR is automatically created from the front screen, and the documents first attached and stored on the Air New Zealand LAN. A key feature is the use of digital signatures using SAP R/3 password, which negate the need to keep hard copy Calibration certificates. This is again executed from the front screen, and results in transfer of documents from the Air New Zealand LAN to the content server. This procedure has been approved by CAANZ, FAA & JAA.

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Benefits
Each job is created automatically from a maintenance plan; Each job is planned, allocated, and progress reported on one screen; Each job is completed using a library of electronic manuals, available from one screen; Each Work by and Certified signature is attached electronically; The resultant certificate and required history documents are converted to PDF format and permanently filed in a secure manner with read only access by an authorised user; Tool Out of Tolerence Alerts, where required, are electronically generated and work flowed to the recipient. They can then be completed on screen with ready access to certificates etc. Finally the completed Alert is workflowed to QA for electronic filing in a similar manner to the certificates.
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Allocated work

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Manual

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Result states

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1.0

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Your file

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SH

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Created

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Your password

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Use of SAP Document Management SB/AD Management

ECM ENHANCEMENT

Ability to:- Record - Plan -Track and -show compliance

against a SB/AD or design change.

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ECM ENHANCEMENT
TS01
AD/SB Workflow Service Order collect costs

DIR
Object Links

T1

Notification collection of tasks Workflow

Workflow

ECM
C1
Show compliance of AD against Objects

Applicable object for mods

GTL

General Task list

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Tracking C 1 Notifications

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Compliance Report

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Compliance Report

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