The comprehensive solution architecture for the management of documents and processes in SAP shows modules in SAP on two platforms
Akademika (BPM) Framework is a software solution for simplified business process building within SAP based on SAP’s workflow.
OpenText DocuLink is an SAP add-on, which expands the usefulness of the SAP information system through simple and transparent access to documents and data through standard SAP transactions and allows review and access to non SAP content. Sharing the business content provided by DocuLink between different applications enables businesses to make the best use of all business content wherever they are located. View of documents is shown in a very intuitive way, similar to what is used in Microsoft Windows Explorer. Like Akademika (BPM) Framework, DocuLink uses external ArchiveLink compatible repository to store documents.
The Human Resource Folders app on the OpenText DocuLink platform enables easy access to HR content from one location, no matter where the documents are located. Typification, standardisation and storage of documentation related to the recruitment process, admission to employment and termination of employment is enabled (employment contract, annexes, evidence of health checks carried out, safety and health at work training, fire safety, employee record sheets and other documentation).
With the Register of Contracts app on the OpenText DocuLink platform, easy access and review of contractual documents is ensured both by customers and suppliers by controlling/managing contractual milestones. The contractual documents can be accessed through standard SAP facilities such as the supplier card or buyer card.
At the client’s request, we also establish OpenText’s solution for invoice confirmation in SAP – VIM (Vendor Invoice Management), which is also an SAP add-on.
To manage documents and processes in scenarios that require little or no SAP connectivity, the application is introduced on the OpenText Content Suite Platform (CSP) document management system. In this case, the connection between the CSP and SAP document system is established on the basis of Web Services or REST calls.
The Incoming/Outgoing Mail app allows scanning and classification of incoming and outgoing mail within the company. Once documents with metadata have been provided, they are forwarded to the relevant recipients for the purpose of processing or document archiving. Incoming mail may be redirected to further processing if it is not possible to identify the recipient or enter the correct metadata. In the event that the incoming mail is an invoice, it continues the validation path in the framework of the Akademika (BPM) Framework. An outgoing mail book is generated with the outgoing mail.
The Contract Management app allows for a multi-level alignment of the text of contracts with appropriate functionality in the CSP document management system of the built-in versioning mode. Alignment takes place by exchanging the working space of the contract between different departments within the company. The alignment shall be followed by a validation process. Once signed by both parties, the signed contract is scanned and the documents and data transferred to SAP, where the Register of Contracts based on OpenText DocuLink is established. The contract can also be signed electronically, thus eliminating the need to scan the signed contract.
In the Validation of Internal/ISO Documentation app, the documentation is processed in the CSP document management system. Each internal document is validated at the stage of creation or individual audit thereof, in accordance with the company's internal policy. There are 3 subprocesses: document creation, document revision, and document archiving. The document shall be revised prior to its expiry. Once the document is no longer up-to-date, it is archived.
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