DATA AND DOCUMENT MANAGEMENT | SAPINSIDER SPECIAL REPORT
4 Tips to Tame Data Management
Get the Most Out of SAP Production Reports
Sales — Americas
Within each SAP module, there are hundreds of pre- defined production reports — including invoices,
purchase orders, loading slips, inventory reports, and sales
reports — that track day-to-day operations. These reports
are the lifeblood of any organization. Users need to be
able to easily access them, no matter the format, and break
them down into smaller reports that can then be delivered automatically to appropriate users (or an archive).
Any effort to tackle this data management challenge
needs to consider the old axiom, “garbage in, garbage
out.” Organizations should ensure that the data populating these reports is well-formatted and divided into logical pieces. Furthermore, the entire data management
process should be fully automated, from the point of
creation to the archive. In this article, I’ll share four tips
to help companies reach these goals.
Any effort to
tackle the data
challenge needs to
consider the old
axiom, “garbage in,
Tip #1: Use an External OMS
Delivering production report data in the right format to
the right place and then archiving it requires processing
time — and therefore can affect system performance.
However, a distributed, Windows platform-based output
management system (OMS) can handle all of the duties
associated with this process without significantly affecting
SAP system performance; the OMS ensures that the workload remaining on the SAP system consists solely of
exchanging raw spool data. An added advantage is that
the OMS can be upgraded to take advantage of new technologies without upgrading the entire SAP system.
Tip #3: Format, Enhance, Burst, Route,
Deliver, and Archive
SAP production reports contain a wealth of detailed and
valuable information. However, companies will only be
able to get the most out of this information if they can
effectively deliver, manage, and archive it. These reports
need to be formatted, enhanced, and burst before being
routed, delivered, and archived — and all of this should
be done automatically.
Symtrax’s Supervisor module allows you to create scenarios that accomplish all of these tasks without manual
intervention. In addition, it is important to be able to
add external data that depends on information within
the report. For example, you may want to add email
addresses to support electronic data delivery or add
external text files to provide detailed instructions on the
proper handling of hazardous materials. To facilitate
this, Compleo uses lookup variables during runtime.
Tip #2: Use the Connection Architecture
Best Suited to Your Needs
SAP created the BC-XOM protocol to facilitate external
communication with OMSs, most of which are based
on this protocol. Other systems use virtual printers or
connect directly to the spool system. All three connection architectures have advantages and disadvantages;
that’s why Symtrax’s Compleo Suite for SAP solutions
includes an SAP-certified connector that supports all
three. Each architecture can be implemented independently or combined to achieve specific goals.
Tip #4: Ensure Flexible Data Retrieval
A crucial part of data management is data retrieval. After
all, data is only useful if users can easily access it. Companies should use software that supports legal and auditing
requirements, minimizes archive size overtime, and optimizes retrieval time. Symtrax’s Archivor allows users to
choose which fields in a document to index, and captures
all available SAP-provided document metadata to ensure
adherence to legal requirements. And by indexing only
what is important, Archivor minimizes archive size.
Finally, it optimizes retrieval through lookup scenarios
that are unique to the document type.
Symtrax is an SAP partner with over 3,000 customers and
offices throughout the world. We have been helping companies improve data management, reporting, and forms
creation for over 20 years. To learn more about this topic,
download our white paper “Getting the Most from Your
SAP Production Reports” at www.symtrax.com/Pages/
en-us/Download-Compleo-Suite-Whitepaper-SAP-Production-Reports.aspx, or visit www.symtrax.com. n
Jul n Aug n Sep 2011 | sapinsider.wispubs.com | © 2011 Wellesley Information Services.
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