SAP interactive forms by Adobe: The solution A business case · SAP interactive forms by Adobe: The solution A business case Pascal Decock EoZen Eric Vanhove SAP BeLux 21 November

SAP interactive forms by Adobe:

The solution A business case

Pascal Decock EoZen

Eric Vanhove SAP BeLux

21 November 2006

© SAP Belgium – EoZen 2006, Adobe Integration

What are interactive forms ?

Paper-like layoutSelf-explanatoryDynamicNatural look and feel

User HandlingSave locallyDistribute via email / PortalDigital signatureLocal printing

Background ServicesStructured data in XMLPrefilled application valuesPrefilled list boxes, help values, …Automatic data extraction and integration in application


Challenges in form based processes

Paper-based form processes have limitations Error-prone and easily outdatedManual data re-entryProcess status is hard to trackHigh costs (e.g. production, storage) $30 million per year for a global organization

Casual users (incl. executives) are typically unfamiliar with enterprise software

Access to enterprise applications needs to be intuitive

External users (suppliers etc.) are disconnected from the process.

System-relevant data capture is cumbersome


Best Run Businesses Employ End-to-end Processes

KH1

KH2

Slide 4

KH1 Need a NetWeaver trim layer on the extreme left. It must cover all apps including legacy apps.

Change DCM to SRM.

Change Enterprise application to mySAP ERP

Change Intelligent Document to Interactive FormsKevin Henshaw, 5/25/2006

KH2 Combine this and the previous slide in an animation showing a before and after stateKevin Henshaw, 5/11/2006


Maintain the visual integrity of a document

Key Best PracticesIntegrate regulatory (e.g. W4) or industry group (RosettaNet) forms to SAP without losing any formatting

What you see is what you print.

Preserve the original design and data in one document for archived forms (not possible with HTML form templates)

Lock down the state of a form with a digital signature

Support of all Adobe reader extensions

Support for 2D barcodeLiveCycle Designer

AdobeReader

Original form


Full Integration into SAP NetWeaver

Adobe Designer Adobe Designer

Adobe Document Services

Java

Java


Forms scenario Technical view


Online Interactive Form Scenario: Example

SAP Application

e.g. Subsidiary of customer needs extra markteting supplies

Ordering paper

Pre-filled according to location

Forms for Data Acquisition


Offline Interactive Form Scenario: Example

e.g. mySAP CRM

Completing form with thecustomerPrint-out for the customeras protocol

Pre-filled PDF-meeting-minutes is sent to sales representatives

@Sales Representative

Automatic processing of nextsteps (e.g. order posting)

@SAP

Support for Sales Force

Sales and customer

1

2

3


Offline Interactive Scenario by SAP Customer

Extract data XML Update data Z table

Create passive PDF and file form in Records Management

RM File

Workshop supervisor

@

Evaluation form

Pre-fill with patient data

IS-H / RM

Send back by e-mail


SAP is using the solution extensively


mySAP ERP Operations:Guided Procedures and Interactive Forms

Guided Procedures: Lead through the workflow and enable tracking of the process

Interactive Forms: Each step can be completed offline

Find form

1 2 43

Add data Approve Create Master Data

Requestor ManagerSpecialist

Notifications triggered by Guided Procedures

Enterprise Services

Architecture


Cost Savings Increases as Level of Automation Increases

Moving from paper forms to distributing electronic versions online that can be printed out and filled in can save up to $14.00 per form in printing, storage, and distribution costs

Moving to a complete solution to fill, validate, sign, submit and manage entire process can add up to savings of as much as $154 per form


Key Adobe Interactive Forms Value Drivers

Tangible Benefits Value DriversBusiness Gains

Productivity / Efficiency GainsReduce Manual Data Entry

Reduce Unstructured Communication

Reduce Data Error HandlingDecrease Transaction Processing Costs

Eliminate manual tasks with ability to provide on-line and off-line forms for data entryReduce number of emails and phone conversations to complete workflowsEnable offline processes for remote employees without direct system access Ensure backend system data is accurate, complete and up to dateReduce manual intervention in processing transactions through streamlined data flow

Improve Customer Retention

Improve Days Sales Outstanding (accelerate cash receipts and reduce paperwork processing)

Deliver clear personalized communication and improve customer document process to improve satisfactionOn-board partners faster with formsImprove cash receipts and paper work processing

Cost SavingsReduce Printing CostsReduce Archiving, Storage and Retrieval Costs

Reduce Document Distribution & Routing CostsReduce Non-Compliance Fines (Industry Specific: Finance, Insurance or Sarbanes-Oxley risk customers)

Eliminate paper forms with on-line and off-line formsReduce paper forms and need for storage / retrievalCreate electronic secure archives of forms Reduce need for paper forms and utilize forms in workflow

Reduce risk of violation of regulatory, security or privacy acts


Public Web


Main objective for the project

The main objective of our customer - a main retailer in Belgium - is to

SPEED UP THE DELAY BETWEEN AN INITIAL MARKETING DECISION AND THE REAL AVAILABILITY OF A PRODUCT IN THE STORES

Marketing Idea and Decision Availability in stores

Vendors+12 Weeks needed


Challenges (1/2)

Speed-up and improve quality of communication with external vendors!Ms-Excel sheets exchange data on a daily basisEach department works on his own

Speed-up internal article creation (8 departments are involved)Article creations in SAP Retail is manual, heavy & difficultCurrently managed via Ms-Access & Excel tools before entered in SAP

Complex data to maintain (food / non-food, EAN)Specific requirements per department (food : time-limitation, …non-food : 2 years warranty, …)1 article contains commercial information, logistic information, sales information, warehouse information, …


Challenges (2/2)

High volumes of data to process+/- 2.800 articles creations or changes each weekOnly 50 % are processed without errors/problemsLack of visibility : always considered as « urgent »

Lack of information from the supplierLogistics info (UoM, volumes, delivery methods « à la carte »…)Manual actions (telephones, unstructured e-mails, IT support, …)

SAP Retail is now fully implemented, it is time for further business process improvements

SAP is now the central tool for the whole assortment listMany interfaces are still in place to communicate with othersystemsSimplification and unification of the whole process


Functional Requirements

Need for a unified way of communication between ‘Suppliers’ and ‘Retailer’

Process guidance and control is required for all article creations

Only one tool (as user interaction) should be used internally to support the whole ‘Article Creation’ process

Reporting tools should be in place to support visibility of the process and statistics


Implemented solution

Need for a unified way of communication between ‘Suppliers’ and ‘Retailer’

Process guidance and control is required for all article creations

Only one tool (as user interaction) should be used internally to support the whole ‘Article Creation’ process

Reporting tools should be in place to support visibility of the process and statistics

Interactive Forms

Universal Worklist from within Enterprise Portal

Business Warehouse


Adobe Interactive Forms combined with Workflow

When external communication needed with 3rd Parties and an automated process is required to handle this, then ‘Workflow’ and ‘Adobe Interactive Forms’ form a golden combination!


Questions ?

Documents

SAP interactive forms by Adobe: The solution A business case · SAP interactive forms by Adobe: The solution A business case Pascal Decock EoZen Eric Vanhove SAP BeLux 21 November