Department of Finance and AdministrationOffice of the Mississippi Management and Reporting System
14 December 2011
SAP SRM 7.0Records Management
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AGENDA1. Workshop Ground Rules
2. Workshop Guiding Principles
3. Workshop Objectives
4. Workshop Agenda in Detail
5. Workshop Roles
6. Workshop Content
7. Workshop Wrap-up
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All participants should be familiar with the requirements and the topics to be covered;
The workshop scribe is responsible for documenting the parking lot issues and follow up questions;
The workshop facilitators are responsible for keeping the discussion centered on the topic being discussed. If an issue is determined that cannot be resolved during the workshop, the facilitator will note the issue for future resolution and enter it into the workshop output document; and
Parking of discussion item if the required knowledge is not in the room.
Workshop Ground Rules
Workshop Guiding PrinciplesWorkshop Participant
– Demonstrate how requirements are met using Standard SAP functionality
– Utilize standard SAP functionality (80/20 rule)
– Avoid the “what won’t work” mindset
– Be attentive and open minded
– Explore questions and answers
– Encourage input from other participants
– Refrain from absolutes and mandates
– Focus on current issue being discussed
– Avoid “war stories”
– Manage cell phone, pagers & interruptions
– Keep the conversations to one at a time
Essential to dos:• Review Business Process
Model• Update/Create process Flow
Diagrams• WS Output Documents
• Identify RICEFW Objects• Solution Manager:
•Create Business Blueprint documents
• Identify Issues and Risks
Workshop Objectives
Overview of Records Management Demonstrate Manual Upload of Document Identify Potential Users of Records Management Introduce Concept of Electronic File Structure
Workshop Key Decisions Confirm Record Types Snapshot Usage Unique Attributes to be captured Triggers identified for Records Creation
Workshop Agenda
Date
Topics
Deliverables
Team Logistics
12/14/2011
Overview Records Management for Procurement for Public Sector What is a Record? Record Attributes Record Content Structure Accessing Records Inserting Documents Manually Use Case Examples
Workshop Minutes
Blueprint Workshop - Roles
SAP Facilitator Jon Sanford, Wayne Liu
Customer Facilitator
Carlos Galloway, Shelley Walker
Scribe Jack Ladhur
OCM Tammy Waltman
A successful workshop is the result of interaction and participation!
What is Records Management? Records Management is a generic process management platform included in SAP
A Record is a collection of systemic information referring to a specific business context, process or landscape entity
Records Management replaces paper records with digital records based on electronically stored documents. The contents of the record are displayed in a strictly or loosely defined record structure.
Default Content of Electronic Records – Service provider
Material
Invoice
Personnel
Contact
Business Objectsfrom SAP and
Non-SAP systems
Notes
DesktopDocuments
andTemplates
BusinessApplications
BusinessReports
Web ContentScanned
Documents
ProcessInformation
Records Management with SAP Procurement for Public Sector
For each of the following SRM procurement documents, an electronic record can be created in Records Management (corresponding Service provider exist):
Shopping Cart
RFx
Contract
Purchase Order
RM Creation of Records
Creation of records
The records are created automatically
It is configurable when a record is created
The trigger for record creation is usually based on the status of the procurement document
For example, a contract record can be created when the procurement document is released
View of a record – content structure
Name of record
Link to SRM doc.
Snapshot of SRM doc.
Links to related records
Id of related SRM doc.
Structure nodes
Accessing ERP Purchase Requisition from within a record
Double click on a record element
Goods receipts and invoices etc. work
analogously
Contract Management with Records Management ~ Overview I
SAP ERPSAP SRM
VendorMasterShopping
Cart
Sourcing
SAP Records Mgmt.
Purchase OrderRecords
Create RFx
Award
Create Contract
Bid InvitationRecord
GR/IR in PO record
Contractrecord
Paper
DecentralContract
Call – offs/Quotations
Doc
umen
t Man
agem
ent S
yste
m
SAP BI
DiverseReports
Contractdistribution
Vendor Evaluation
VendorEvaluation
Scanning
PO/GR/IR
BIReporting
Other Reports...
VendorRecord
Digital Documents
URLs
PurchaseOrders
Contract Management with Records Management ~ Overview II
SAP Records Mgmt.
Paper Records
Doc
umen
t Man
agem
ent S
yste
m
ControllingReports
Scanning
BIRecords
LogisticsReports
Digital Documents
URLs
SAP System
ArchivedContracts
MS Office Documents
ResearchContent Access
SAP System
Content Access
TREX
Workflow
Workflow
optional
MessagingAlerting
TransactionalSAP Data
SAP BI
Workshop Objectives
Overview of Records Management Demonstrate Manual Upload of Document Identify Potential Users of Records Management Introduce Concept of Electronic File Structure
Workshop Key Decisions Confirm Record Types Snapshot Usage Unique Attributes to be captured Triggers identified for Records Creation
Let’s verify that we are on the same page…
Clarify any Strange Jargon
Validate Parking Lot Items
Record Key Decisions
Wrap-up
Plus/Delta+’s
What worked well today?
• ∆’sWhat can we improve for future meetings and project
activities?
MAGIC Project WORKSHOP MINUTES/OUTPUT DOCUMENT
PROJECT IDENTIFICATION
Project Name CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other)
MAGIC Implementation
Customer Name Customer Number Planned Start/Finish
State of Mississippi 600260
SAP Customer Partner Project Sponsor Program Manager
SAP Project Director Customer Project Director Partner Project Manager
Bill Bevil Becky Thompson
GENERAL INFORMATION Workshop Title PRO-23 RECORDS MANAGEMENT Workshop Facilitators Wayne Liu, Jon Sanford, Shelley Walker, Carlos Galloway Process Owner Scribe Jack Ladhur / Aaron Stein
ATTENDEES Name (including Role/Organization) Jeanette Crawford- ITS Anthony Hardaway- ITS Shuntel Taylor- MSH
Charlotte Robinson - MDWFP Willie McAfee- MDE Catherine Gillispie- EMSH Madeline Morris- MDE Tina Wilkins- ITS Donna Hales- MDE Terri Ashley- MSPB Ross Campbell- DFA/OPTFM Brad Ware- MDEQ Lampton Harry- MDRS Richard Rogers- DBCF April Sanderson- MDRS Sonya Toaster- MDPS Shauna White- DFA/OFM/BFC Tina Smith- DBCF Margaret Jordan- DFA/OFM Lance Fulcher- DFA/OPTFM Phil Cumberland- MCCB Judy Miller- DFA Mark Hayden- MDOT Paula Conn- ITS Retha Gregory- MDOT Milo Crabtree- DFA/OPTFM Bonnie Sides- MDOT Warren Williams- MSH/DMH Leslie Smith- DMH
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KEY DECISIONS ANSWERED REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT
Snapshots will not be used. Trigger point for records management for shopping carts and PO’s will be on “released status”
Trigger point for records management for contracts and RFx’s will be on “Hold status” (on save)
ID GAPS IDENTIFIED OWNER DUE DATE 01 02 03 ID ACTION/PARKING LOT ITEM OWNER DUE DATE 01 AI – What is FOIA attribute for – Validate if this is for freedom of
information act? Wayne Liu 1/6/2012
02 AI – Need to confirm that the search parameter in RM goes down to line level to meet State of MS auditing requirements such as Fund, Cost Center etc.
Wayne Liu 1/6/2012
03 AI – Check if download capability is available in RM. Wayne Liu 1/6/2012 04 AI – Need to identify standard attributes available to see if additional
attributes should be added to standard settings. Wayne Liu 1/7/2012
05 AI – Follow up and determine how Controlling Agency such as ITS, OPTFM, have access to all records that they have purview over.
Security Action Items
AI –Need to determine how we will control / restrict access in records management so that they cannot access other agency records.
Wayne Liu 1/11/2012
06 PL - Can current database for Services be integrated with Records Management? Need to understand requirements for that and follow up with Terri Ashley
Wayne Liu 1/08/2012
07 PL - Where will MATA requirements be met? Transparency information will not be reported out of the RM component of SAP.
Wayne Liu 1/13/2012
08 PL – Discussion on retention with respective interested parties still needs to take place.
Brenda Benson
1/9/2012