Project Partners Document Management Integration enables users of Oracle eBusiness Suite (EBS) to automatically file all documents to Microsoft Sharepoint using the Oracle Attachments feature. Security si also setup based on Role or Responsibility based access in Oracle EBS and the Documents can be easily routed for approval using Oracle Workflow and URL links to the documents in Microsoft Sharepoint.

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Document Management Integration

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Agenda
 Project Partners Overview
 Requirements for Business Documents
 Document Management Integration (DMI)

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Project Partners Overview
Founded in 1997 by former chief architect of Oracle Projects
World leader in delivering Oracle applications to project-driven firms
16 year record of service excellence to 250+ clients
Collaborative, team approach delivers best of many options for the best fit to
a client’s specific business process.
Global delivery network provides consistent delivery
Experienced team of management consultants, former senior Oracle personnel from
consulting, development, support, marketing and sales, and veteran end users of the E-
Business Suite and Primavera applications
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Project Partners Lines Of Business
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Project Partners
Products
OP3
User Interface Applications
Invoicing
Time Management
Document Management
Salesforce/CRM
Integration
Integration Framework
Professional
Services
Upgrade, Implement,
and Enhance
•E-Business Suite
•Fusion Applications
•Primavera Applications
Technical Services
Management
Consulting Services
•PMO Services
•Application Utilization
•Best Practice Analysis
Primavera
Products
P6 Enterprise Project
Portfolio Management
P6 Analytics
Portfolio Management
Contract Management
Risk Analysis
Integration Solutions

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Requirements: Business Documents

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Business Documents:
What are They and Where are They Held?
 Examples of Business Documents:
 Contracts, Invoices
 Supporting documents for requisitions/POs & expense reports
 HR documents like I-9, W-4, resumes
 Project Plans, Work Product (for knowledge repository)
 Where are they typically held?
 Hard copies in file folders – difficult to find/access for a
geographically disperse organization
 Soft copies in a network drive – unsecure, unlinked to related
business transactions
 Soft copies in a Document Management System – still not linked to
the business transaction
 As Attachments in Oracle – linked to the business transaction, but not
conducive to quick searches for related documents and bloat the
transactional database

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Business Documents: What is Needed?
Basic Needs
 Each document must be associated with the business
transaction/s to which it is related
 All related documents must be held together in a properly
categorized library to enable quick searching and review
 Proper security as determined by the transactional
system must be applied on all documents
 Documents must be available for business workflows to
enable review and approvals
 Should not bloat the transactional database to ease
database space usage and performance

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Business Requirements for EBS
Document Management
 Secure and convenient document management
 Easily create folders and filing structures
 Categorize and version documents
 Easy access to documents from EBS Applications
 Tight integration between document repository and Oracle
 Utilize native document repository features such as:
 Collaboration - routing, review, and approval
 Options for non-EBS users to utilize documents
 Scalable server options for large document volume
implementations

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Common Document Repositories
 Oracle EBS
 Provides attachment capability to link documents to EBS
Applications
 Ability to link and store, but no other document management
capabilities
 Oracle WebCenter Content
 No native ability in EBS to directly link to Content Management
 Microsoft® SharePoint
 No native integration to Oracle
 No ability to directly link from an EBS Attachment
 No native Oracle security
 Need multiple servers to support large enterprises

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Steps to Use SharePoint with Oracle EBS TODAY!
1. Login and Create/Name
Folders
2. Upload Documents
3. Copy Document URL
4. Login and Query Business Object
5. Paste Document URL via Attachment
6. Click on Link in Attachments to View
ALL Manual
NO Direct EBS
Link
NO Native
Security
Time Consuming
Documents
Error Prone

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Using Project Partners
Document Management Integration

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Solution: Project Partners Document Management
Integration
 Using Standard Oracle Attachment and Microsoft
SharePoint:
 Integrates Oracle EBS Applications and Microsoft SharePoint
 Creates a folder for each application’s documents
 Creates subfolders based on defined structures and setups
 e.g. relate each attachment category to a specific SP folder
 Extension to apply complex custom rules to determine folder
 Document Retrieval
 Creates a URL Attachment link in Oracle for easy document retrieval
 Documents accessible from Forms, HTML and SharePoint
 Native Oracle security – Role/Responsibility
 Applied to SharePoint folders and files
 Extension to apply complex custom rules
 SharePoint servers can be linked to different OUs/Orgs
 Extension to apply complex custom rules

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Using Project Partners Document Management
Integration

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Security in SharePoint
 Role-based security for each SharePoint folder
 Predefined rules in DMI
 Security is set automatically for all files moved to folder
 Demo example:
Role User Folder Name Permissions
Project Manager pbudelov Design-SP Full Control
Project Administrator DMIUser1 Design-SP Read
Project Manager pbudelov Scope-SP Full Control
Project Administrator DMIUser1 Scope-SP Full Control
Any DMIUser2 Scope-SP Read

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Demonstration
Document Management Integration

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Behind the Scenes – How it works
 Lookups
 Link each EBS application to a starting folder in SharePoint
 Final start folder
 Associate each attachment category to a specific subfolder within
the starting folder
 Concurrent process parameters
 Security
 Concurrent Process
 Batch or Real-Time
 Looks for new attachments in specific categories
 Client Extension
 Identify SharePoint Server URL
 Populate EBS-Username and business object ID to SharePoint
 Allows for directing certain documents to different SP Servers – for
high volume implementations

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Using Project Partners Document Management
Integration
 User Attaches
Document in
Oracle
 Document
Physically Resides
in Oracle
With no user intervention
Sharepoint Integration
Automatically……
 User Accesses
Document
Attachment (URL)
 Document
Physically Resides
in SharePoint
 Custom Security
Document folder/subfolder
created in SharePoint
Document copied to
SharePoint folder appropriate
for EBS category
Oracle document attachment deleted and
replaced with SharePoint document URL
One Action Many
Results

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Works With Any EBS Application Using
Attachments
 Use Project Partners SharePoint Integration with other
Oracle EBS Applications, to automatically save documents
 Examples:
 Use anywhere Oracle EBS supports Attachments
Application Document Type SP-Folder Name
Assets Warranties Asset Name
HR Resume Employee #
Payables Invoices Supplier Name
Projects Notice to Proceed Contract Docs
Purchasing Purchase Orders Supplier Name
Receivables Invoices Customer Name

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 Oracle e-Business Suite
 R11.5.10.2, R12+
 Oracle Database Version
 9i -11g
 Microsoft SharePoint
 2007/2010
 Windows
 Windows XP/7/8
Software Compatibility

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In Summary

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 Business documents are integral to the transaction and very
important for business history reuse
 Association with related business transactions is important
 Proper classification, security and common repository is key to
maintaining document integrity
 Project Partners DMI provides a single point solution that
 Retains End-User process (attachments in Oracle)
 Automatically classifies, secures and files all documents in central
repository
 Simple to implement for common scenarios
 Flexible enough to handle the most complex requirements
 Reduces bloat in the transactional database and retains transaction
association
In Summary

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 Saves time and reduces errors
 Dynamic folder creation in SharePoint
 Automatic folder naming
 Automatic document filing
 Dynamic MS-SharePoint link created in Oracle
 Simple to use
 Simple and flexible setup
 Easy document access - Oracle Forms, HTML or MS-SharePoint
 Fast access to latest document version
 Leverages Oracle role/responsibility security
 Large document volume support - SharePoint servers can be linked
to different OUs/Orgs
 Secure
 Easily set up custom security rules
Why Project Partners SharePoint Integration?

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For more information:
Phone: +1-650.712.6200
email: information@projectp.com
www.projectp.com
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