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Enhancing Communication and Efficiency with Document Management Solutions

Learn how effective document management can improve communication, ensure compliance, and reduce errors while providing technicians with essential information. Discover tips for storing, linking, and creating documents in SAP for seamless operations.

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Enhancing Communication and Efficiency with Document Management Solutions

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  1. Document Management Greg Olynyk

  2. Why Documents? • “A Picture is worth a thousand words” • Improves communication, compliance, reduces penalties • Provides field technicians with information to do their jobs • Aging workforce – capture knowledge • You can do it all in SAP • Third party Printing Add-on produces document packages for work orders

  3. What is a Document ? • Job procedures, lock-outs, sketches, drawings, pictures, work lists • Check Lists (Excel can have multiple authors) • Inventory Pictures • Manuals • Videos

  4. Horror Stories… • 12 page print out ! • Object Services – attachments; fill up SAP server • BMP (huge file size) • Poor File management skills…people make mistakes, rename, move, no naming conventions, poor folder structures • Personal Mapped drive links • Symbols in Filenames #$%&*

  5. Topics Simplified

  6. Storing Documents on Network • Network Places - Read / Write • Directory Protocol (by Planner GRP or FL) • Naming Conventions (noun-asset number) • File size (compression , batch resize jpg) • Linking issues • Avoid user mapping • Avoid renaming or moving files

  7. Creating Document Links in SAP • Access via data carriers for Consistency • Document Types (Drawings, Documents, JPGs, ) • Versioning (gotcha) • Release Strategy • Auto-numbering Documents • Naming Conventions (so you can find them)

  8. Create Document (CV01N, try cv00)

  9. Create Document (CV01N, try cv00)

  10. Basic Attributes • Application associated • Data Carrier by file type • Browse to the document

  11. Object Links • Select the Object Links tab; • Select the Appropriate Object Tab • Specify the Object(s) such Equipment Masters or Functional Location Masters or Material Masters

  12. Object Links • By associating a document to an object(s) (example; FL or EQ), the master sheet and any Notification or Work Order created to that object will have the link available via the icon • Note: This does NOT add it to the BOM(s)

  13. Documents in BOMs (IB02, IB12, CS02) • Technical Objects > Bill of Material > FL BOM > Change

  14. D is for Document

  15. Searching Document

  16. Order of Items

  17. Verify

  18. Documents in Work Orders • PRT in Task Lists Operations (IA12) • PRT in Work Order Operations (IW32) • Object Services (PM Work Order)

  19. PRT in Task Lists Operations (IA12)

  20. PRT in Task Lists Operations (IA12)

  21. PRT in Work Order Operations (IW32)

  22. PRT in Work Order Operations (IW32)

  23. Object Services • We use this for temporary document to the Work Order • Does not copy over from Task List • Supports URL to website(s) • Do not attach JPG directly (printing and server issues) • Paste image into WORD, compress images • Arrows and Call-outs in WORD • Save file into read/write network directory • Link to SAP Documentation

  24. PDF - Right Click > Open With… IE • Spot the Danger ?

  25. TIP: Office 2007; Add command “Document Location” to Quick Access toolbar… TIP: inVista+; [Shift] Right click any file > Copy Path

  26. Create Attachment’ thiscopies thefile to the server !

  27. View / Edit or Delete Object Services

  28. Printing PM Work Orders • Work Order Print Manager by Prometheus • Shop-papers (un-released Work Orders too) • Object Services (default to Print) • PRTs (default to Print) • FL / EQ documents • Can control at operational level with WOPM

  29. Inventory Images (MM) • Link to re-sized JPG (<50K) • Image resizer (batch processing) • Grid background • Build into receiving / business process • Images show in Search Materials (ZMSE) • Images show in Material Masters GuiXT(MM03)

  30. ZMSE (any document type)

  31. MM03 (GuiXT Script supports JPG only)

  32. Summary • What a mess we were in with documents; • Situation; • Actions; • Results; • Electronic • Searchable • Save time $$ • Consistency $ • Materials • Auto-print

  33. Key Points to Take Home • Good file management skills • Common server for documents • Data Carrier for each document type • Templates for each document type • Document Manager / Admin (reports, batch processing) • Business Process for each document linking method • Make printing documents easy • Make information accessible to all

  34. Questions ? How to contact me… Greg Olynyk greg@cvgo.com 1-250-339-4969 http://cvgo.com/

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