This document discusses the benefits of implementing an Enterprise Content Management (ECM) system for SAP. It describes how ECM can address key challenges of document management in SAP, including document processing, secure access to documents, and process management. It provides BCC ECM as an example of an ECM solution that integrates well with SAP to provide document archiving, access from SAP, secure access controls, and workflow management. The document also provides case studies of companies that implemented BCC ECM to improve invoice processing, contract management, and other processes when using SAP.

1. Why is ECM for SAP worth implementing?

2. Document management in SAP — key challenges
Document processing Secure access to
documents
Process management Access to documents
directly from the SAP system
Processing of documents of any type for purposes
of the SAP system.
Providing the system of authorizations compliant
with the roles of employees in the organization;
data encryption.
Successive acceptance steps, responsible
persons, notifications.
E.g. an invoice scan image linked with
a document in the FI or MM module.

3. Why is ECM for SAP worth implementing?
BCC ECM — a response to the challenges of document
management in SAP

4. BCC ECM responds to the challenges of document
management in conjunction with the SAP system
Document processing
BCC ECM allows for scanning of documents and automatic recognition of
their contents using OCR engines.
It is also possible to directly transfer to SAP the document sent by e-mail,
fax or any other communication channel, for example EDI.
Archiving of documents of any type for purposes of the SAP system
financial documents (invoices, purchase orders)
HR documents
sales documents (e.g. an "automatic" archive of sales invoices
generated from SAP)
project documentation for production processes

5. BCC ECM responds to the challenges of document
management in conjunction with the SAP system
Access to documents directly from the SAP
system
Convenient and fast access to documents through a web browser
from anywhere, with instant search features on mobile devices
Fast display of documents in SAP ERP
Access from mobile devices (a smartphone, a tablet) operating on any
platform, i.e. IOS, Android, Windows

6. BCC ECM responds to the challenges of document
management in conjunction with the SAP system
Secure access to documents
The authorization system consistent with the roles of employees in
the organization
Data encryption using the strongest algorithms
Security guaranteed by ISO 27018

7. BCC ECM responds to the challenges of document
management in conjunction with the SAP system
Process management
Designing the flow of processes integrated with SAP: cost invoices,
material invoices, purchase orders, HR applications and other
Dynamic data exchange between SAP and ECM through effective
integration mechanisms
The possibility of modeling any process with advanced workflow
engine functions
Support for the Business Process Modeling Notation (BPMN)
Presentation of all tasks in the process in a single mailbox
Handling of notifications, substitutions and escalations in line with the
policy of the organization

8. Created by SAP
experts
An ECM solution developed by a leading SAP
partner, with taking into account the needs of
companies using SAP systems
The same process in multiple languages —
support of multilingualism
Multilingualism
Excellent SAP
integration
Communication with SAP systems using
standard mechanisms (BAPI / web service)
The possibility of implementing 'end-to end'
solutions — from ECM to the configuration of
SAP — by a single provider (a clear
specification of responsibility for the result)
A single
provider
Convenient
handling
A single system handling both documents and
processes
Implementation and maintenance of the
system, depending on the Customer’s
preferences
Two implementation
models
BCC ECM — the best ECM solution for SAP customers

9. BCC ECM for SAP
Benefits of use and sample processes

10. Benefits of using BCC ECM
Faster execution of processes
through:
Optimization and reduction of redundant tasks in the process
Reduction of the time needed to obtain information vs. the time
needed to perform a task
Automation of actions at the level of various IT systems at the
same time
The possibility of parallel execution of tasks and group work, and
elimination of the risk of errors made by employees
Unique assignment of persons responsible for tasks

11. Benefits of using BCC ECM
Full control over the execution of processes and
editing of documents:
The detailed analysis of the history and the process audit
The ability to immediately determine the persons responsible for
tasks and decisions
Security of stored data, authorizations adjusted to duties

12. Benefits of using BCC ECM
View all processes supported by BCC ECM
Full knowledge of the process
Reports and statements enabling optimization and improvement
Dedicated configurable views, personalized according to users
The ability to link data between different processes
click

13. SAP ERP
SAP GUI
SAP ArchiveLink (HTTP/HTTPS)
SAP Webservice (HTTP/HTTPS),
SAP RFC (CPI-C)
Enterprise Content Management (ECM)
- integration with the SAP ERP system
Incoming
documents

14. BCC ECM for SAP: handling of purchase invoices
OCR SCANNER
Invoice
E-mail or paper document
ECM MAIL
SAP ERP

15. BCC ECM for SAP: handling of purchase invoices
BCC ECM
SAP ERP
The amount bigger than X
The amount smaller than X
Is the amount
smaller than X?
DECISIONStep 1
Invoice description
Step 2
Step 3
Step 4
Step 5
Accounting
acceptance
Content-related
acceptance
Additional acceptance
by the Superior
Automatic SAP ECC
interface Data +
connector to invoice scan

16. Invoice description and submission for acceptance

17. Selection of CC and acceptance of costs

18. Preview of an attachment at the stage of financial
acceptance

19. Preview of a document in SAP (posting)

20. Audit and review of the document flow history

21. Financial processes
Sales area processes
ISO processes
HR processes
Project management processes
R&D processes
IT processes
Purchasing processes
Case management
• Flow of purchase orders, purchase requests,
internal requirements
• Flow of cost and material invoices
• Archiving and flow of contracts with
counterparties
• Archiving of sales invoices in SAP
ECM — applications in business areas
• Handling of inquiries
• Handling of public procurement contracts
• Conclusion of contracts with counterparties
• Complaints
• Customer satisfaction survey
• Process documentation management
• Audit management
• Corrective and preventive actions —
supervision of execution
• Risk analysis
• Automatic flow of forms and applications
• Electronic personnel files
• Recruitment of new employees (workflow)
• De-recruitment of employees
• Leave requests
• Business travel expense statements
• Appraisal of employees
• Management of tasks in projects
• Archiving of project documentation
• Reporting and analyses of projects
• Management of resource allocation
• Implementation and supervision of projects
• Designing new products and marketing (PTM)
• Marketing research
• Request management/helpdesk
• Granting/changing of authorizations to IT
systems
• ITIL/ISO 20000 processes
• Analysis of risk in information security
• IT purchasing
• Organization and conducting of tenders
• Evaluation of bids
• Conclusion of contracts
• Evaluation of suppliers
• Repository of documents related to suppliers
• Case management
• Dynamic assignment of ad-hoc tasks
• Checking the completeness of case
documents
• All unstructured processes, difficult to
program due to the number of exceptions

22. BCC ECM for SAP
Case studies

23. Case study: Pinguin Foods Polska
Objective of the project
Consolidation of documentation in the multi-department enterprise without
adversely affecting the access to documents
Centralization of the Accounting Department
Elimination of the problems arising from the flow of paper documents (delays,
losses, human errors)
Solution
BCC ECM in the license model (on-premise)
Implementation of the electronic flow of cost invoices
OCR of financial documents
Benefits
Ensuring full transparency of the document flow process
Reduction of handling time
Instant document search
Customer
Pinguin Foods Polska Sp. z o.o.
a branch of a Belgian frozen-food manufacturer
"We have decided to select ECM BCC because of
its capabilities, among which we appreciate
the system scalability and integration
with SAP confirmed in other deployments
and planned by us”
Przemysław Masłowski
Chief Financial Officer

24. Case study: Poli-Eco Tworzywa Sztuczne
Objective of the project
Elimination of the problems related to the flow of paper documents (delays,
losses, human errors in processing)
Reduction of the financial risk associated with the cost document flow
Optimization of document processing in multiple locations
Solution
BCC ECM in the license model (on-premise)
Implementation of the electronic flow of cost invoices along with OCR of
financial documents
Creation of a central repository of agreements with counterparties
Integration with the SAP ERP system
Benefits
Shorter time of handling of cost documents
Ensuring full transparency of the whole business process
The ability to instantly search for documents
Linking documents of cost invoices with agreements in a single repository
Access to invoices from the SAP ERP system
Customer
Poli-Eco Tworzywa Sztuczne Sp. z o.o.
one of the biggest Polish manufacturers
of PVC finishing products
"The implementation of ECM BCC has allowed us to organize
the flow of financial documents in our company. Now we have
a complete and current knowledge of circulating invoices,
which helps us plan costs and financial flows. BCC ECM
provides full accountability
throughout the whole business process“
Dorota Łukowska
IT manager

25. Case study: G.EN. Gaz Energia
Objective of the project
Reduction of fixed costs of maintaining an archive of documents for the SAP
system
Increased operational efficiency of billing document management
Solution
BCC ECM in the license model (on-premise)
Migration of the archival resources to a new optical archive of BCC ECM
Linking billing documents with the SAP ERP system using SAP ArchiveLink
Benefits
Effective management of the archive with a volume exceeding
1,500,000 documents
Convenient access to a single resource of documents from multiple systems
simultaneously (SAP ERP, a web browser, a dedicated billing system)
Customer
G.EN. Gaz Energia Sp. z o.o.
A distributor of natural gas in Poland, a part of
the German VNG Group
"We were looking for tools that would optimize the costs of
maintaining IT solutions related to billing documents, without
compromising on quality of customer service
and the effectiveness of energy sales processes. BCC ECM
enabled us to find the golden mean between
the value of the investment and software functionality.
The 80/20 rule, i.e. 80% of the functionalities
of the market-leading IT solutions
for 20% of the price, has proved
correct“.
Artur Lech
IT Department Head

26. Case study: Polimex Mostostal
Objective of the project
Implementation of the solution enabling comprehensive and effective
management of the process of preparing agreements with counterparties
(document preparation, evaluation, handling of annexes, a base of agreements)
Solution
BCC ECM in the SaaS/cloud model (a service of BCC Data Centers) — application
+ infrastructure in the form of a subscription-based business service
Implementation of an electronic repository of agreements with counterparties
and a workflow process for all departments involved in the business process
Migration of archival agreements to BCC ECM
Development of BCC ECM by employees of Polimex Mostostal on their own —
import of historical documents and ECM for managing files of court cases
Benefits
Combination of Workflow and DMS (Document Management System) functions
in a single ECM tool
Optimization of the cost document flow — ensuring full transparency of the
process, shortening the time of handling, instant document search
Customer
Polimex Mostostal S.A.
A leading Polish engineering and construction
company
"An important advantage of BCC ECM for us is that we can
develop the solution on our own. After the knowledge transfer
by BCC, we can launch the solution for further areas, processes
and types of documents”
Tomasz Pierzchała
IT Office Director

27. Case study: ROTR Spółdzielnia Mleczarska
Objective of the project
Elimination of the problems arising from the flow of paper documents (delays,
losses, human errors, repeated entering of the same data into various IT systems
Reduction of the financial risk associated with the cost document flow
Optimization of correspondence processing costs
Solution
BCC ECM in the hosting model (a license along with the services of BCC Data
Centers)
Implementation of the electronic flow of purchase requests and cost invoices
Managing a team of drivers, a fleet of tank trucks, as well as related documents
(e.g. certificates, attestations, etc.)
OCR of all incoming documents along with integration with the SAP ERP system
Benefits
Optimization of the cost document flow
Fewer internal copies, financial savings (including reduced paper consumption)
Customer
ROTR Spółdzielnia Mleczarska
a Polish producer of milk and dairy products
"With BCC ECM we have gained control over expenditure and
we have standardized the organizational and financial aspects
of the process. The activities related to checking the data
correctness have gained a new dimension, the risk of the
process of handling invoices has been significantly reduced“
Ewa Laskowska
Senior Controlling Specialist

28. BCC ECM for SAP...
... available also from the cloud

29. BCC ECM maintenance variants
Software as a Service (SaaS) On-premise
A subscription system maintained in
the cloud with full post-
implementation support and
monitoring of operation as well as
performance tests
One-time fee with the assumption of
implementation on the Customer’s
infrastructure

30. Comparison of a license with the SaaS service
Payment method
The financial threshold for starting the implementation project (investment expenditure)
Starting work with the application
Management of IT infrastructure required for proper operation of BCC ECM
(networks, servers, disk arrays, virtualization, rooms)
Maintaining and ensuring an update of the technical layer of BCC ECM (an
operating system, a database, an application server, etc.)
Creation of backup copies and disaster recovery
Ensuring the security, performance, availability of ECM, monitoring and risk
management for BCC ECM applications
Involvement of the Customer’s IT human resources in the project
Management/influence on the costs of the organization
Monthly subscription without additional fees
None
Immediately
BCC
BCC
Monthly subscription without additional fees
BCC (latest technologies)
Not needed
OPEX
One-time fee + maintenance, IT hardware,
administration
Requires a budget and planning
Requires installation and preparation of IT
infrastructure
The Customer’s administrators — I support line
On the Customer’s side — I support line
One-time fee + maintenance, IT hardware, administration
On the Customer’s side
Significant
CAPEX
Software as a Service (SaaS) License
(On-premise)

31. ISO 27018 certificate — a guarantee of security for solutions in
the SaaS model
Key risk areas subject to verification in the
certification process:
The system of data backup creation and maintenance
Data encryption (both at the level of storage and transmission)
Management of application changes (including the separation of development,
test and production environments, the process of releasing a new version of the
application)
Registration of the activity of users and administrators
Management of user accounts and authorizations
ISO 27018 in the context of ECM
The ISO 27018 certificate is a guarantee that
both the application itself and the model of its
delivery as well as IT technologies used for its
maintenance meet strict standards of security
and confidentiality of data

32. How to launch a corporate archive of documents in SAP?
It takes only 3 simple steps
Step 1
Step 2
Step 3
Write to or call our Account Manager.
Based on your needs and expectations, BCC experts will
define the scenarios and method of integration with SAP.
We implement the BCC ECM system based on your
guidelines and we launch the archive of documents in SAP

33. Please contact us: info@bccgroup.com
More: www.bccgroup.com/ecm