Ips640 - Sap Public Sector Records Management 463642

[email protected]

‹

Here

‹

Sender of the incoming post item as receiver address

A link between the letter of reply and the incoming post item is created.

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Creating a Letter of Reply: Procedure

„

Switch to Change mode.

„

Select Contents (this only applies to cases).

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Create the element type Document (versionable; EN).

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Select this element type and choose Activities in the context menu. In the pulldown menu, select Create Letter of Reply.

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7-16

Exercises Unit:

Incoming Post Processing

Topic:

Procedure for Incoming E-Mail Messages

At the end of this exercise, you will be able to:

7-1

•

Manage the process route for incoming post items

•

Assign a post item to a record or case

Incoming E-Mail Messages 7-1-1 Info: There is a new e-mail message in your worklist. 7-1-2 Change the process route of the incoming post item as follows: 7-1-2-1 Change the for distribution to IPS640-xx+1 and execute the work item. 7-1-2-2 Within the organizational structure Scotland Yard, the receiver group will change the organizational unit for the process route step "Assign Record" to "Mail Room", execute the work item and resubmit the incoming post item to group IPS640-xx+1. Enter the following text for resubmission: "Execute work item as mail room member". 7-1-2-3 Within the organizational structure Scotland Yard, the receiver group will change the organizational unit for the process route step "Assign Record" to unit 212. Execute the work item and resubmit the incoming post item to group IPS640-xx+1. Enter the following text for resubmission: "Execute work item as member of unit 212". 7-1-2-4 The receiver group will execute the work item. Note: For this activity, the receiver group must be ed as s of the organizational unit 212. Log off as a of this unit when you have completed the process. 7-1-2-5 Create a letter of reply to the post item you have received. Use the template Header_Standard Letter_Template_Training_EN. 7-1-3 You have to advise a customer whose incoming post processing is different from the one described in exercise 7-1.2. Can you help the customer if the incoming post and the registry are in the same department? Explain the necessary adjustments. 7-1-4 You will need the full text search for incoming post items. Which feature do you need? 7-1-5 You have received an incoming post item whose sender is not ed in the system. What do you have to do to assign a sender to this post item?

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Solutions Unit:

Incoming Post Processing

Topic:

Procedure for Incoming E-Mail Messages

7-1 Incoming E-Mail Messages 7-1-1 Info: There is a new e-mail message in your worklist. You see that a corresponding item entered in the folder New Incoming Post Items. If you double-click this item, the incoming post item is opened and you can deal with the work item. 7-1-2 Change the process route of the incoming post item as follows: 7-1-2-1 Change the for distribution to IPS640-xx+1 and execute the work item. Select Jump to Process Route. Double-click the row containing the activity Distribute. In the dialog box displayed, change the agent type to SAP and the agent ID to IPS640-xx+1. Choose Enter. Save the process route. Choose Back. Choose Activities. Choose the button to transfer e-mail parts 7-1-2-2 Within the organizational structure Scotland Yard, the receiver group will change the organizational unit for the process route step "Assign Record" to "Mail Room", execute the work item and resubmit the incoming post item to group IPS640-xx+1. Enter the following text for resubmission: "Execute work item as mail room member". The receiver group will find the work item on its worklist in the folder New Incoming Post Items. Change the process route in the way described in Exercise 7-1.1. Choose Activities. Select Distribute. 7-1-2-3 Within the organizational structure Scotland Yard, the receiver group will change the organizational unit for the process route step "Assign Record" to unit 212. Execute the work item and resubmit the incoming post item to group IPS640-xx+1. Enter the following text for resubmission: "Execute work item as member of unit 212". On your worklist, check the folder Resubmissions (to be processed) first. You can only execute the workitem if you have ed as a member of the organizational unit Mail Room. Change the process route in the way described in Exercise 7-1.2. Choose Activities. Select Create and assign record or Assign record. This will depend on whether you wish to create a new record or search for an existing one.

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7-1-2-4 The receiver group will execute the work item. Note: For this activity, the receiver group must be ed as s of the organizational unit 212. Log off as a of this unit when you have completed the process. On your worklist, check the folder Resubmissions (to be processed) first. You can only execute the work item if you have ed as a member of the organizational unit 212. Choose Activities. Select Create and assign record or Assign record. This will depend on whether you wish to create a new case or search for an existing one. 7-1-2-5 Create a letter of reply to the post item you have received. Use the template Header_Standard Letter_Template_Training_EN. Select the case you created in exercise 7-1.2.3. Open the context menu of the Documents (versionable) element type. Select Create Letter of Reply. Choose the template, adjust the attributes and enter a text. Then save. 7-1-3 You have to advise a customer whose incoming post processing is different from the one described in exercise 7-1.2. Can you help the customer if the incoming post and the registry are in the same department? Explain the necessary adjustments. The process route required will take 3 instead of 4 steps. To combine the first two steps in one, introduce a new activity in Customizing and define a new template for the process route. You also have to enter it in the appropriate Customizing table. 7-1-4 You will need the full text search for incoming post items. Which feature do you need? You need the search engine TREX. 7-1-5 You have received an incoming post item whose sender is not ed in the system. What do you have to do to assign a sender to this post item? When you create the incoming post item, select Sender and open the pull-down menu. Depending on the situation, either select Create (to create a new business partner) or Find (to search for an existing one). When you leave the business partner istration transaction, the system will automatically enter the sender information for the incoming post item.

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Content Models

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8-1

Content Models in PSRM: Unit Objectives

At the end of this unit, you will be familiar with:

- Creating and maintaining content models - Content models for records, cases, documents,

incoming post items - The details of attributes - The Document Modeling Workbench

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Content Models: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Content Models for Records and Documents

A content model is a definition for documents with a common structure. Content models must be defined before you can save documents using the Knowledge Provider. You characterize a content model by asg values to individual attributes when you save individual documents. Use the wizard to create a new content model. IMG menu path: Records and Case Management -> Basic Settings -> Create Content Model You maintain existing content models in the Document Modeling Workbench (transaction: DMWB). Note: You must create your own content model in many cases. Content models are supplied by default in accordance with the DOMEA concept.

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Instead of the IMG menu path, you can use the transaction srmcmcreate.

„

Document Modeling Workbench: transaction code dmwb.

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Generic Service Provider Connection Parameter: Document Class „

Maintained in the Document Modeling Workbench: Transaction DMWB

„

Defines the number of attributes

„

Defines the content server

„

Defines the index server

„

Defines if the content can be transported

Æ Based on the SAP Knowledge Provider

The Knowledge Provider (KPro) ... „

Is a part of the SAP basis system that s the istration and storage of documents

„

Forms part of the SAP Web Application Server

„

Is not a separate application, but is used by applications

„

Does not appear on screen (with few exceptions, for example in Customizing transactions)

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Physical Structure of Documents: LOIOs and PHIOs

One logical document with two physical versions Record 1

Version 1

XML

HTML

Version 2

PDF

XML

HTML

PDF

LOIOs: Logical Information Objects: name and identifier PHIOs: Physical Information Objects: Content of Documents Relationship between information objects © SAP AG 2006

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Document Modeling Workbench: LOIO Classes

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If you are looking for a specific LOIO class, click on Other Model Object. In the dialog box, select the IO class as the model object type and enter the name of the LOIO class you are looking for in the IO Class field.

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Delivered Content Models

Records (maintained in Records Browser) „

RPS_REC01 demo records, transportable (PHIO: RPS_RE01)

Electronic and paper documents (maintained in Document Client) „

RPS_DOC02 (PHIO: RPS_DO02)

„

RPS_DOC05 incoming post items, transportable (PHIO: RPS_DO05)

File plans „

RPS_FPL03, transportable

Records/Case Container models „

RPS_MOD04, transportable

All documents are stored in the SAP Database „

Storage categories: RPS_XX

„

Content repositories: RPS_DB_XX

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How Do I Find a Content Model for a Record?

Open the context menu (history) of a record and select Information • Here you find the document class • Transaction: DMWB; follow the path „ „ „ „ „ „ „

SRM LOIO Classes SRM_GENERIC_V SRM_RECORD_V RPS_RECORD_V RPS_REC01_V RPS_REC 01

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DMBW LOIO Classes for Attributes

You find SRM-PHIOCLASS RPS_RE01 here © SAP AG 2006

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DMBW PHIO Classes for Attributes

Names of the attributes of a record © SAP AG 2006

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DMBW: Details of an Attribute

Link to IO attribute

Properties of an attribute

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Note: The SORTING attribute for the IO attribute must be set so that it can be displayed.

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DMWB: IO Attributes

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8-13

How Do I Find the Content Model of a Document?

Open the context menu (history) of a document and selectInformation • You find the document class • here Transaction: DMWB; follow the path „ „ „ „ „ „ „

SRM LOIO Classes SRM_GENERIC_V SRM_DOCUMENTS_V RPS_DOCUMENTS_V RPS_DOC_DOMEA_V RPS_DOC02

The other steps are the same as the steps for cases © SAP AG 2006

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How Do I Find the Attributes of a Case Type? IMG menu path: Records and Case Management -> Case -> Attribute Profile -> Create Attribute Profile Attributes for Cases are defined in two tables: „

Generic table SCMG_T_CASE_ATTR

„

Specific table that is stored in the attribute profile. Here: RMPS_T_CASE_ATTR. The specific table is defined in a Customizing table

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Table Structure of Specific Attributes of a Case

• Transaction SE11

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8-16

Using Attributes Within a Case • IMG menu path: Records and Case Management -> Case -> Attribute Profile -> Create Attribute Profile • Select Attribute Profile (such as, PS_DOMEA); click on Assign Attributes

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8-18

Information Retrieval

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9-1

Information Retrieval in PSRM: Unit Objectives

By the end of this unit, you will be familiar with: Searching Procedures and Selection Options Handling, design, and export of results lists Full text retrieval Searching by keywords, resubmission and record plan items Incoming post book Cross-element type search Creating search variants Application log and the log level analysis

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Information Retrieval: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Search Procedures

Unique retrieval handling Search for records, cases and documents In the search mask, you can predetermine the values of attributes as selection criteria Search requests can be stored under a name A full text retrieval is ed. Here functionality of the TREX (Text Research and Information Extraction) is used The search for attributes can be combined with the full text retrieval © SAP AG 2006

Notes can also be included in the full text retrieval, which is created with an element type that is based on the service provider RM_PS_NOTE.

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Record Retrieval Record Retrieval with Placeholder

* as placeholder

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A "*" can be used as a placeholder. If a certain amount of selection criteria is regularly required, a search variant can be created for it. To do this, see the slide Creating a Search Variant.

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Case Retrieval I Search mask for cases A default search request appears Mask symbols * are allowed

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Selection Options The following selection options are available: Equal (incl. wild card; for example, xyz*) Less Less than Greater Greater than Between (interval) Not between Template

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Case Retrieval II A new search can be made using an element type for the service provider RM_PS_CASE_LOCATOR

The selection criteria and layout in the search mask are defined using a profile for the case search © SAP AG 2006

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Document Retrieval Search Masks for Documents

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In accordance with the selection criteria, the system searches all documents that were created in 2006.

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Results List I A results list includes important features A certain line item is only displayed when the has the appropriate authorization The system displays the details of a line item Sorting function Ascending/ descending By sorting criteria

Filter functions and filter criteria Printing using ALV (ABAP List Viewer) Flexible layout Selection of columns to be printed Sorting criteria © SAP AG 2006

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Results List II Export MS-Excel MS Word Send as e-mail Local file on desktop in different formats Not converted MS-Excel MS Word Rich Text HTML Format

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Searching for ... Keywords: Integrated with the maintenance of the keyword catalog Record plan items: Integrated with record plan handling Resubmissions In a search mask, enter the following: Resubmission from Resubmission to

Hit list of resubmissions An ALV functionality is available here

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Searching by Incoming Post Items Incoming Post Book: Path in the electronic desk: Registry -> Incoming Post Book Allows a search by incoming post items

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Cross Search The search is done via the service provider and element types. Use the element type Locator – Cross-SP search

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Input selection criteria to narrow a search; i.e., for the attribute Unique Name You create a results list with the button Start Search

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.

.

9-14

Creating Search Variants

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Enter the search criteria Select Search Variants Select Save when the dialog box "Manage search variants" appears Enter the name of the variant when "Load search variant" Select "Continue" Select "Continue" when the dialog box "Manage search variants" appears

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9-15

Application Log Analysis

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Each application can write detached from the logs of individual objects from superordinate aspects to additional log records. In this case, this happens for the object RMPS (Records Management Public Sector). Logging can be divided within this object to sub-objects. This sub-object is displayed using F4 help

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Log Level Analysis Transaction: Help for log Customizing (Tcode: RMPS_AUDIT_CUST)

Log level of activity

Log level in the Registry © SAP AG 2006

If the log level of activity for an element type is greater than the log level in the Registry, the activity is not logged. In this case, a check mark is not shown in the Active column.

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9-18

Exercises Unit:


Topic:

Search Procedures

At the end of this exercise, you will be able to: • Search for records, cases, documents and incoming post items • Search for resubmissions • Search for incoming post items

9-1

Results list for records 9-1-1 Create a results list for all records created by IPS640-* s. 9-1-1-1 How many records were created? 9-1-1-2 Sort the list by creation date. 9-1-2 Create a search request with the name rec_IPS640-xx in order to receive a results list for all records created for IPS640-xx s and IPS640-xx+1 s (xx stands for your group number).

9-2

Results list for cases 9-2-1 Create a results list for all cases with the case reference number Unit_221*. 9-2-1-1 How many cases have case reference number Unit_221*? 9-2-1-2 Which cases were already completed?

9-3

Results list for documents (element type: Document PSRM Training) 9-3-1 How many documents were created with version 2 or 3? Make a note of which s created these documents. 9-3-2 How many of the documents created with version 2 or 3 were created with a keyword? 9-3-3 Create a search query with the name doc_IPS640-xx in order to generate a results list with the selection criteria Subject, Here, Created by and Version.

9-4

Search for resubmissions.

9-5

Generate a list of all incoming post items.

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Solutions

9-1

Unit:


Topic:

Search Procedures

Results list for records 9-1-1 Create a results list for all records created by IPS640-* s. Open the context menu of the Records PSRM Training element type. Select Find. Use input help in the Attribute column of the dialog box that appears, and choose Created by. Use input help to select the template in the Option column. Enter IPS640-* in the From column. Choose Start Search. 9-1-1-1 How many records were created? The number of records is displayed at the top of the results list. 9-1-1-2 Sort the list by creation date. Select the Created on column in the results list. Choose either Sort in ascending order or Sort in descending order. 9-1-2 Create a search request with the name rec_IPS640-xx in order to receive a results list for all records created for IPS640-xx s and IPS640-xx+1 s (xx stands for the group number). In the attribute search for records, specify the required selection criteria and enter the required name. Save your search request.

9-2

Results list for cases 9-2-1 Create a results list for all cases with case reference number Unit_221*. See exercise 9-1. 9-2-1-1 How many cases have case reference number Unit_221*? See exercise 9-1-1. 9-2-1-2 Which cases were already completed? Note: Status is an attribute of cases. Search for cases in Completed status.

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9-3

Results list for documents (element type: Document PSRM Training) 9-3-1 How many documents were created with version 2 or 3? Make a note of which s created these documents. Start a search using the required search criteria. 9-3-.2 How many of the documents created with version 2 or 3 were created with a keyword? The solution is obvious. 9-3-3 Create a search query with the name doc_IPS640-xx in order to generate a results list with the selection criteria Subject, Here, Created by and Version. The solution is obvious.

9-4

Search for resubmissions. The solution is obvious.

9-5

Generate a list of all incoming post items. The solution is obvious.

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Additional Configuration Details

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10-1

Configuration in PSRM: Learning Objectives of this Unit

At the end of this unit you will be familiar with: „ The meaning of application logs „ Authorization checks „ The creation of reference numbers „ The creation of a keyword catalog

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Additional Configuration Details: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Application Log

To analyze problems use the application log. Transaction: SLG1 Object: SRM Different sub-objects enable a detailed analysis. If you want to use the application log for system analysis, you have to activate it. This is an IMG activity.

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IMG activities for activating the application log: SAP Web Application Server -> Basis Services -> Records Management -> -> Basic Customizing -> Activate Application Log

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10-4

Authorization Check Missing authorizations can cause an incorrect configuration. This is what transaction SU53 is used for.

In the illustrated example the TR_IPS640 is not allowed to change the service provider RM_PS_SP_MODEL.

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The cause of an error message in the PSRM is not always shown. Therefore the transaction SU53 should be pulled up as tool for error analysis.

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10-5

Generation Rules for Reference/Document Numbers The generation rule can be used when a saves a record, case or document: A dialog box appears in which you can enter reference numbers for records, cases, and document numbers. In some cases, you can also let the system generate automatically a unique number from the elements that you have defined in the generation rule. You define a rule that determines which information has to be contained in the reference/document number. This definition is an activity in the Implementation Guide. A generation rule is composed of several rule elements. Assignment to Records: In a record model, you enter the name of the generation rule as a value for the attribute Record number generation rule. The generation rule for the record number then applies for all records based on this record model.Assignment

to documents is also possible.

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Implementation Guide IMG: Transaction SPRO. You can also use transaction RMPS_CUSTOMIZING.

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If you name the generation rule DEFAULT, the system always uses this generation rule.

„

In the DOMEA standard, the number of a record is known as the reference number. Otherwise, the term record number is also frequently used.

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Rule Elements IMG Path: Records and Case Management -> Basic Settings -> Unique Indicator -> Define Generation Rules The different components of a reference number are modeled as rule elements of the generation rule. Rule

Description

SRM_ACTUAL_DATE

Actual date

SRM_ATTRIBUTE

Attribute value

SRM_FILE_PLAN

Record plan item

SRM_FIXED_TEXT

Fixed text

SRM_INPUT_DATE

Date input

SRM_NUMBER_RANGE

Number range

SRM_ORGUNIT

Organizational unit

SRM_REF_COUNTER

Context counter

SRM_REF_MARK_BEG

Start marking for context counter

SRM_REF_MARK_END

End marking for context counter

SRM_RULE_LINK

Rule link

SRM_TEXT_INPUT

Text input

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Every generation rule is composed of some of these rule elements.

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Rule Element "Context Counter" Explanation: In some cases, you need a counter in the context as part of the generation rule. The counter then functions as follows: „ If the value of the context area has not changed, the counter increases by 1. „ If the value of the context area has changed, the system takes the counter corresponding to this value and increases the counter by 1.

Generation Rule Rule

Name

Element 1

Test1

Start marking for context counter

MBEG_Count1

Element 2

Test2

End marking for context counter

MEND_Count1

Context counter

Count1

The colored part of the name must be identical

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Rule Element "Rule Link" Explanation: With the Rule Link you can integrate another generation rule as part of your generation rule. „ Loops in the definition via Rule Links are not allowed. „ The Context Counter contained in a Rule Link depends on the generation rule and not on superior rule.


Name

Element 1

Test1

Rule Link

Test Link

Element 2

Test2

Specify in the details the following: • Rule type • Rule name of the referenced rule

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Rule Element "Rule Link" Using "CONTAINER_ID" Explanation: If you use the name CONTAINER_ID within a rule link, you can integrate the generation rule of the superior object into your generation rule. Example: The case reference number contains the record reference number. Rule Element


Name

Element 1

Test1

Rule Link

CONTAINER_ID

Element 2

Test2

Type

Rule Link

Name

CONTAINER_ID

Description Details

Referenced Rule* Rule Type Rule Name * The referenced rule is applied, if the superior object exists.

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Rule Element "Organizational Unit" Using "RESPONSIBLE_OU"

Explanation: If you use the name RESPONSIBLE_OU for a rule element of the type Organizational Unit, the system automatically moves the entered organizational unit into the attribute Record Plan Item. If you use another name for the rule element organizational unit, you have to enter an organizational unit in the attribute organizational unit separately. In the last case the organizational unit as part of the reference number can differ from the value of the attribute Organizational Unit. Rule Element


Name

Element 1

Test1

Organizational unit

RESPONSIBLE_OU

Element 2

Test2

Type

Organizational unit

Name

RESPONSIBLE_OU

Description Details

... ... ...

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Rule Element "Record Plan Item" with FILEPLAN_POS Explanation: If you use the name FILEPLAN_POS for a rule element of the type Record Plan Item, the system automatically moves the entered record plan item into the attribute Record Plan Item. In addition, the system automatically fills the attributes retention period and disposal status. If you use another name for the rule element Record Plan Item, you have to enter the two mentioned attributes separately. In the last case the entered retention period and disposal status can differ from the ones corresponding to record plan item entered as part of the reference number.

Rule Element

Generation rule Rule

Name

Element 1

Test1

Record plan item

FILEPLAN_POS

Element 2

Test2

Type

Record plan item

Name

FILEPLAN_POS

Description Details

... ... ...

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The retention period and disposal status is only transferred automatically in the DOMEA standard.

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Key Word Catalog Creation Activity in the Implementation Guide A can use the Keyword Catalog for the following purposes: „ to maintain attributes for a document (values of the attribute Keyword) „ and to search for documents

A catalog has the following properties: „ Hierarchical structure of key words „ Editing Key Words – every has permission to edit the catalog „ Free input of Key Words – all s can add their own (personal) key words „ Display key words in uppercase.

You can define permissible and impermissible key words in the system.

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The key word catalog is a very important tool for the classification of objects in records management. Therefore the customer should take care to maintain permissible and impermissible key words.

„

Only system s should have the authorization to create or to change the key word catalog. This can be done using the authorization of the transaction SRM_KEYWORD_CATALOG_ for maintaining the key word catalog.

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ing a Key Word Catalog „ Create an Excel file with the following structure: Name

Description

Keyword catalog reg.

Catalog

Waste

Keyword catalog reg.

Waste fees

Superior Keyword

Waste

Mandatory entry (each catalog must have a name)

„ Save the Excel file in txt format. „ a TXT file using the following menu path on the electronic desk: Registry -> Keyword Catalog -> Import Keyword Catalog

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Integration Scenarios in Procurement

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11-1

Procurement Integration Scenarios: Unit Objectives

At the end of this unit, you will be familiar with the possible integration scenarios in the area of procurement: „

Quantity change

„

Price change

„

Delivery date change

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Changing the manufacturer part number

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Breach of contract

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Reversal of contract (with contractual penalty)

© SAP AG 2006

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Integration Scenarios in Procurement: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Process Overview of Procurement

Pre-Award

Before Ordering • Tender • Contract • Purchase requisitions

Purch. Order

Create Purchase Order • Vendor selection • Price negotiation

Post-Award

Materials Management • Purchase order changes • Inventory management • Vendor evaluation • Goods receipt • Budgetary control • Quality control

ing • Down payment • Invoice receipt • Budgetary control • Payment

Evaluation

Controlling • Audit reports • Final reports

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Procurement Cases Analysis of the following situations leads to creating and tracking procurement cases: „

Quantity change

„

Price change

„

Delivery date change

„

Breach of contract

„

Reversal of contract (with contractual penalty)

„

Vendor requisition due to changing the manufacturer part number

These procurement cases are often connected to active correspondence that is • and must be documented, and • must be processed in the system, and • can be planned and tracked in the decisionmaking process.

Using Public Sector Records Management

© SAP AG 2006

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Manufacturer part number (MPN) is the entry the manufacturer or vendor uses to manage the material.

„

Many procurement cases are called Post Award Actions; this means that they first occur after the order has been made.

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Procurement Record Model Model Entry Model for purchase order records Purchase ?order Carrying forward purchase order Relevant tendering record Relevant purchase requisition record Relevant contract record Goods receipt Invoice receipt Attachments Other documents Comments Purchase order award Post purchase order award Worklist Various Notes Correspondence Check-in Product Assurance Alerts Terminations/Cancellations Deviation report Shipping papers Payment/ing document Final report Entitlements and disputes Protest Documents for exceptional cases

The procurement record contains all information such as • Purchase order documents • Goods receipts • Invoice receipts • Down payments and payments • Vendors • Notes • Attachments • Other documents • Processes that can appear in the life cycle of a purchase order

Processes & Workflow Circulars Cases/Processes Workflows © SAP AG 2006

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The model is highly complex because very different situations must be considered in a procurement record. In contrast, the actual procurement record based on this model can be much simpler.

„

The most important part in the model is the Post Award folder where all post-contract processes are stored.

„

Carrying forward one or more contracts or purchase orders from a vendor to another due to a fusion or a company takeover (Purchase Order Novation) are important business scenarios.

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Important Attributes of the Procurement Record

Metadata Procurement Record Record number

Distribution deal date

Description

Contract start

Purchasing group

Contract end

Purchasing organization

Contract term

Purchasing document number

Contract monitoring rule

Purchasing document item

Keyword

Vendor

Status

© SAP AG 2006

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The procurement record metadata contains important data from the purchase order and contract.

„

The vendor and procurement record are assigned to an organization/a person. The vendor has his/her own master data in ERP and is therefore not a business partner. The vendor is modeled as a business partner in SRM.

„

You can specify the triggering event and period that begins with the event up to contract monitoring in contract monitoring rules.

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Important attributes of a Procurement Case

Metadata Procurement Case Case number

Case type

Title header

Material number

Purch. group

Request type

Purch. org.

Initial action type

Purchasing document number

Final action type

Purchasing document item

Status

Vendor

Compensation amount

Case worker

Currency

code

Payer

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Examples of action types are listed in the following table: Action type

Description

1537D

Vendor query on changing the delivery date

1537T

Various technical and quality problems

1541

CONGRESSIONAL OR GAO INQUIRIES

1600

Changing the manufacturer part number

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Procurement Case Content The content of a procurement case includes the following important components: „

Purchasing documents (such as purchase orders, contracts, purchase requisitions, goods receipts and invoice receipts)

„

Correspondence between customer and vendor

„

Notes

„

Transactions File entry Linked objects Purchasing documents Purchasing order Contract Correspondence Correspondence documents Transactions Transaction Various All elements Referrals Referral

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Scenario: Quantity Change A vendor representative sends the customer a request to change the purchase order quantity. There are two possible procedures: „ The vendor sends a request without a form by ‹ Mail or ‹ e-mail „ The vendor sends a completed request form1 ‹ ‹

As an attachment to an e-mail or As a web request

„ An on the customer side enters the request dependent on the communication channel chosen by the vendor „ The request is processed on the customer side ‹ ‹ ‹

The Post Award processes the request The query is clarified with a technical specialist Decision and Result: z

z

1

Variant 1: Customer agrees. Th e vendor is sent the customer's consent b y e-mail with a request for approval z Vender sends approval b y e-mail z The Post Award istr ator carr ies out the purchase order change in the procurement system z Quer y complete Variant 2: Customer does not agr ee. The vendor is notified b y e-mail. z Quer y complete

Using an interactiv e form

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Quantity Change Process: RM Steps

Request for quantity change Without a form (letter or e-mail) Request form (letter, e-mail, web)

Process incoming request Create an incoming post item

Create a process route Call the process route in the case and create process route steps (possibly using a process route model)

Legend:

Vendor

Start the Workflow Set the status of the case to "in process"

Create a procurement case Execute the work item from the process route of the incoming post item

Formulate a reply

Send the reply

Edit the process route steps according to the activities

Customer

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Process Route for Quantity Change Process

1

2

Letter of reply drafted by the Post Award

A technical specialist checks and revises the draft

3

4

The purchasing manager approves the draft

The letter of reply is sent to the vendor

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The process route illustrated here represents only the simplest situation. If required, the customer must refine this process route and add additional steps.

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Scenario: Price Change A representative of the vendor sends the customer a request to change the purchase order price. There are two possible procedures: „

„

The vendor sends a request without a form by ‹ Mail or ‹ e-mail The vendor sends a completed request form1 ‹ As an attachment to an e-mail or ‹ As a web request

„ An on the customer side enters the request dependent on the communication channel chosen by the vendor „

The request is processed on the customer side ‹ The Post Award processes the request ‹ Reviews the query with a commercial specialist ‹ Decision and Result: z Variant 1: Customer agrees. Th e vendor is sent the customer's consent b y e-mail with a request for approval z Vender sends approval b y e-mail z The Post Award istr ator carr ies out the purchase order change in the procurement system z Quer y complete z Variant 2: Customer does not agr ee. The vendor is notified b y e-mail. z Quer y complete

1

Using an interactive form

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Price Change Process: RM Steps

Request for price change Without a form (letter or e-mail) Request form (letter, e-mail, web)

Process incoming request Create an incoming post item


Legend:

Vendor

Start the workflow Set the status of the case to "in process"


Formulate a reply

Send the reply


Customer

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Process Route for Price Change Process

1

2



3

4



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Scenario: Delivery Date Change A vendor representative sends the customer a request to move the delivery date. There are two possible procedures: „ The vendor sends a request without a form by ‹

Mail or

‹

e-mail

„ The vendor sends a completed request form 1 ‹

As an attachment to an e-mail or

‹

As a web request

„ An on the customer side enters the request dependent on the communication channel chosen by the vendor „ Processing the request ‹

The Post Award processes the request

‹

The request is clarified with a technical specialist, a commercial specialist and the legal department

‹

Decision and Result: z Customer demand s a contractual pen alt y. Th e vendor is notified of the dem and b y email.

1


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Delivery Date Change Process: RM Steps

Process incoming request

Request for delivery date change Without a form (letter or e-mail) Request form (letter, e-mail, web)

Create an incoming post item


Legend:

Vendor



Formulate a reply

Send the reply


Customer

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Process Route for Delivery Date Change Process

1

2

3



A commercial specialist checks and revises the draft

4

5

6

A legally qualified person checks and revises the draft



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Scenario: Breach of Contract The customer identifies a breach of contract by the vendor. „ „

The customer documents the breach of contract in detail and files all relevant information in a procurement case. The customer creates a draft in the procurement case for internally determining the contractual penalty. ‹

All inistrators and managers for processing and g the draft are determ ined using the process route.

‹

After all inistrators and managers have signed, the manager responsible gives the final signature, thereby completing another process route step.

‹

In the next process route step, the document is shipped to the vendor.

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Breach of Contract Process: RM Steps

Determine a breach of contract Without a form (letter or e-mail) Request form (letter, e-mail, web)


Legend:

Create a procurement case

Document the breach of contract

Maintain metadata of the procurement case

Save the documents in the procurement case

Process the incoming vendor response Create an IP item in the procurement case


Maintain proc. route of IP item Ship using the desired communication channel

Customer

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Some process steps affect the definition and approval of the compensation amount.

„

A process route step represents posting the compensation amount demand.

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Process Route for Breach of Contract Process Details of the phase 1

2

3

Document with details on the breach of contract drafted by the Post Award

Draft is checked and revised, and a technical specialist determines the contractual penalty

Draft is checked and revised, and a commercial specialist determines the contractual penalty

5.1 A technician approves the draft 4 A legally qualified person checks and verifies the draft, and determines the contractual penalty

5.2

6

A business manager approves the draft

The draft is sent to the vendor

5.3 A legally qualified person approves the draft

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Process Route for IP Items for Breach of Contract Process Details of the phase 1

2

Create vendor reply as IP item

Check and revise the attributes of the IP item

4 3 Create a new case in the Asg the IP item to the vendor procurement record

vendor procurement record and asg the IP item to the new case

IP = Incoming post item © SAP AG 2006

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Scenario: Reversal of Contract The customer plans to reverse the contract with the vendor. „

„

The customer prepares detailed documentation of the reasons for reversal of contract and files all relevant information in a procurement case. The customer creates a document draft for the reversal of contract in the procurement case. ‹

‹

‹

All inistrators and managers for processing and g the draft are determ ined using the process route. After all inistrators and managers have signed, the manager responsible gives the final signature, thereby completing another process route step. In the next process route step, the document is shipped to the vendor.

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Reversal of Contract Process: RM Steps

Request the reversal of contract Without a form (letter or e-mail) Request form (letter, e-mail, web)

Send the request Edit the process route steps according to the activities

Legend:

Create of an route

Create an procurement case Maintain metadata of the procurement case

Formulate a reply Edit the process route steps according to the activities

Call the process route in the case and create process route steps

Signature the reply Edit the process route steps according to the activities


Send the reply Ship using the desired communication channel

Customer

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Some process steps affect the draft and approval of the letter to the vendor.

„

A process step affects estimates of the compensation amount.

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Process Route for Reversal of Contract Phase

of the process 2

1 Documentation of technical aspects of reversal

3

Documentation of commercial aspects of reversal

Documentation of legal aspects of reversal

4.1

7.1

Signature of technical manager

A technical manager signs the draft

4.2 Signature of technical manager

5

6

Draft of a letter to the vendor

Draft is revised and checked

8 7.2 A commercial manager signs the draft

4.3

7.3

Signature of legally qualified person

A legally qualified person signs the draft

Send the letter to the vendor

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Scenario: Changing the Manufacturer Part Number A vendor representative sends the customer a request to change the manufacturer part number. There are two possible procedures: „

The vendor sends a request without a form by ‹ ‹

„

Mail or E-mail

The vendor sends a completed request form 1 ‹ ‹

As an attachment to an e-mail or As a web request

„

An on the customer side enters the request dependent on the communication channel chosen by the vendor „ Processing the request ‹ ‹ ‹

The Post Award processes the request The query is clarified with a technical specialist Reaches a decision and a result: z Variant 1: Customer agrees. Th e vendor is sent the customer's consent b y e-mail with a request for approval z Vender sends approval b y e-mail z The Post Award istr ator carr ies out the purchase order change in the procurement system z Quer y complete z Variant 2: Customer does not agr ee. The vendor is notified b y e-mail. z Quer y complete

1


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Manufacturer Part Number Change Process: RM Steps

Request for MP number change Without a form (letter or e-mail) Request form (letter, e-mail, web)

Create an incoming post item


Legend:

Vendor

Process incoming request



Formulate a reply

Send the reply


Customer

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Process Route for Changing the Manufacturer Part Number Details of the phase

1

2

3

Check the request

Draft of a letter of reply

A technical specialist checks and amends the draft

5

4 A manager approves the draft

Send the letter of reply

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Integration Scenario Grants Management

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Integration Scenario Grant Management: Unit Objectives

At the end of this unit, you will be familiar with integration scenarios from the area of Grants Management: „ Process overview for Grants Management „ Record model of the grant record „ Metadata of the grant record „ Customizing in Grants Management

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Integration Scenario Grants Management: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Core Functionality – Records Management

Objective „

Business process before allocation of the grant ‹ Storing general forms that are required by the organization z

Budget overview, access prerequisites, IRB, and so on...

„

Standard templates that are automatically assigned as master data, and postings that are created.

„

Offering useful, centralized links to records to enable efficient access to istrative details of grants

Concept „

Storing record models for grant and sponsor master records Automatic assignment to a record as soon as a grant or sponsor master record is created

„

Updating a record according to the processing status of the grant award

„

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IRB = Institutional Review Board. It deals with internal approval processes for ethically problematic research projects.

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Process Overview of Grants

Preparation

Request

Pre-Approval

Request

• Review • Master Data • Internal draft

• Budget including process

Execution

Utilization • Separate report to the sponsor for each recipient

ing • Budgetary control • Compensation separate by recipient

Appraisal

Closing • Final reports

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Records Management Configuration 1. Registration of all element types that should be used in the record model (transaction: SRMREGEDIT) 2. Creating a record model (instance of record model) 3. Registration of the record model as a value of the connection parameter MODEL_ID of the element type for grant records (transaction SRMREGEDIT)

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Grant Record Model: Example

Model Entry Grant record model Worklist New documents Application Internal documents Award

The record model must cover the entire life cycle of the application, from the aw ard, the project execution to the closing of the process.

Notice of granting Waiver of remedy Project execution Grant Billing Application of grant statement Invoice Vendor Budget report Working time statement Research report Project closing Application of grant final statements General information Forms of the sponsor URLs Sponsor master data Internal case processing Cases

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Important Attributes of the Grant Record

Grant Record Metadata Record reference number

Project start

Project name

Project end

Sponsor

Project status

Project manager responsible

Keyword

Organization Department External reference number

© SAP AG 2006

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The grant record metadata contains important data relating to the project to be sponsored and its organizational establishment, as well as the sponsor.

„

You have to create a status profile for the project status that is then stored as the connection parameter value STATE_PROFILE_ID in the element type for the grant record.

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The project start and finish dates are important for the document retention periods in the grant record.

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Grant Master

The link to the grant master is created in the project execution node. © SAP AG 2006

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Transaction GMGRANTD

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Budget Overview for a Grant

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Transaction: GM_DISPLAY_BUDGET

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Integration of Business Objects in the Record The grant record should integrate the following business objects: „ Sponsor

„

Budget

„

Grant

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Integration in PSRM when Creating the Sponsor IMG menu path: Public Sector Management Æ Grants Management Æ Grantee Management Æ Master Data Æ Sponsor Æ Business Partner Integration with Records Management

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The integration details allow you to integrate Records and Case Management at any phase of the project. • Planning phase • Award phase • Execution phase

„

The sponsor can be included in the planning and award phases.

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Grant Type: Integration in PSRM Assign a grant type to the following entities in PSRM

IMG menu path: Public Sector Management Æ Grants Management Æ Grantee Management Æ Master Data Æ Grant Æ Maintain Grant Types

© SAP AG 2006

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The table for Records Management Integration contains the following columns • Case: The grant and the grantor (sponsor) are entered here. • Sequence: Enter a 0 for the attribute level "Record" and a 1 for elements (element types), element details (connection parameter), and element positions (for example, anchor). • Attribute level, element name, and value: Attribute level, element names, and values should be considered combined entries. Therefore, the element names and values must be specified according to the selection of the attribute level. • Attribute level in Records Management: With integration with Records Management (RM), this element identifies in detail the characteristics of each parameter that is used in the interface. Possible values: - Record: The record is created with the value defined at this level. To do this, the RMS ID must first be specified. The model ID and the element type must be specified to create a grant. - Element: Elements are added to or changed in the record with the values that are specified at this level. The semantic ID of the element that is to be added must be specified at this level. - Element detail: Specify all required details of the added element here. - Element position: The exact position within the record to which an element must be added is specified here . - Attributes: The attributes of the element is define here.

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Budgeting: Integration in PSRM IMG menu path: Public Sector Management Æ Grants Management Æ Grantee Management Æ Budgeting and Availability Control Æ Budgeting Æ Configure GM Budget Document Types

Details

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The sequence controls the order of the BAPI modules for RFCs in Records Management (RM). "0" is used for records and "1" for elements, element details and element positions.

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cFolder Integration Scenario

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cFolder Integration in PSRM: Unit Objectives

At the end of this unit, you will be familiar with the integration scenario, cFolder in PSRM „ Objectives of Collaboration „ Overview of cFolder „ Importing and exporting records and documents „ Customizing and technical information

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cFolder Integration Scenario: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Objectives of Cross-Organizational Collaboration

Collaboration folders (cFolders) are a powerful web-based application from mySAP Product Lifecycle Management (my SAP PLM) that allow you to „ Create the structure and the contents of a project and to

vi sualize these using a hierarchy of folders, subfolders and the objects they contain „ Collaborate with all the necessary organizations and persons

responsible across organizational barriers „ Take into the security requirements and access

authorizations that re sult from business collaboration

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Collaboration with G2G, C2G, B2G

Citizen Agency B

Agency A INTRANET INTERNET cFolders

Agency C

Company

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Activity Range of the Collaboration Folders

„ Different views „ Authorizations „ Hierarchial structures cFolders

„ Versioning „ Visualizing and redlining „ Discussions „ Data sheets

Collaboration with all partners in real time © SAP AG 2006

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Authorization Concept

Authorizations: „ istration „ Write „ Read „ None

An authorization can be explicitly or implicitly assigned to a . Implicitly means that the has authorization using the role or group.

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Hierarchical Structure of Folders

Hierarchy of „ Folders „ Subfolders „ Documents

Anchor within documents

Versioning

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The Document in PSRM and cFolder System

Document from Records Management

The same document in the cFolder system

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Detailed History in cFolders

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cFolder Concept A cFolder enables project work in a virtual team. You can build a suitable structure based on existing object types. Hierarchial structure of folders

Data sheet & classifcation options

Comprehensive project modeling discussion

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Architecture for the Integration of cFolders in PSRM Internet

Intranet

External (requires web browser)

Project Manager

HTTPS

SAP PLM cFolders

RECORDS MANAGEMENT Backend System....

1 HTTPS

2 Export Import

3 RFC

Sap

Document Exchange

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Creating Records and Documents In the Records Management system

1. Create a record 2. Create a document in the Basic Data folder

3. Create other document

4. Export the record

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Exported Record Structure with Documents In cFolders

Folders and subfolders

Dokuments within a subfolder

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Integration of cFolders

Create record Create Documents in the record Export the record Import the record

Imported documents are saved according to the anchor in the record

Connection to PSRM System

Records Management System

Connection to cFolder System

Export

Import

cFolder System

Document check-out Changing document content Document check-in Import record with documents

Each document has a version and an anchor

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Technical Information

Export functionality

Import functionality

Option in the context menu © SAP AG 2006

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Application Programming Interface We use the cFolders Application Programming Interfaces (API's) to integrate the cFolder system with a PSRM system in a way that exports documents and record structures from the PSRM in a cFolder and on the other hand can import records and documents from cFolders into the PSRN. Here is a list of important API's that are available for collaboration scenarios: 1. CFX_API_COLLABORATION_CREATE 2. CFX_API_CATEGORY_ASSIGN 3. CFX_API_CATEGORY_CHANGE 4. CFX_API_DOC_CREATE 5. CFX_API_DOC_CATEGORY_ASSIGN 6. CFX_API_DOC_CATEGORY_CHANGE and so on…

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When a new document must be created in the cFolder system within the exported record, it is important to export the record structure. The would not be able to create the new document in the correct location without the exported record structure.

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Digital Signatures and Security for E-Mails

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Digital Signatures in PSRM: Unit Objectives

At the end of this unit you will be familiar with: „ General aspects of digital signatures „ Business scenarios for digital signatures „ The digital signature of documents „ The digital signature of process route steps „ Secure data exchange by e-mail „ Logging digital signatures

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Digital Signatures and Security for E-Mails: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Characteristics of a Handwritten Signature

„ If a digital signature is to be the electronic equivalent of a

handwritten signature, the digital signature must exhibit important properties of a handwritten signature. „ The following apply for a handwritten signature: ‹

It is personal, meaning that it is associated with a person.

‹

Is unique, because every person has his/her own signature.

‹

It can be verified. By comparison, it can be determined whether the signature originates from a certain person.

‹

Generally, signatures cannot be forged; experts can quickly identify a forgery.

‹

A signature identifies a certain person.

© SAP AG 2006

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A handwritten signature is part of a document and forms an inseparable link between the signer and the content of the document. This provides binding effect to the largest extent possible. The situation is more complex for digital documents. In this case, it is insufficient to add a signature to the text. As, in this case, this does not create an inseparable connection between the text and the signature. Digital documents can be easily changed without a trace. You can add new text ages and delete existing sections. Therefore, the authenticity of digital documents must be guaranteed with respect to the aspects previously mentioned.

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Characteristics of a Digital Signature „ The digital signature of a document is an encrypted finger-

print of the document content with the private key of the sender. „ The digital signature guarantees the integrity of the

document and the signer's identity. „ It is not possible to prevent the document from being

manipulated during transfer completely, but the recipient is able to recognize manipulation without a doubt. „ Neither signer nor recipient can change the document

without leaving a trace.

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Digital Certificates: Digital Identity Cards

Certification authority (CA)

Such as SAP Trust Center Service

issues Certificates as proof of identity • Name of the holder • Name of the issuer • Validity period • Public key

Private key (secret) © SAP AG 2006

CA = Certification Authority

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Technical Background of Digital Signatures Document Document Item Material 10 80000311 1100.0 20 80000620 100.2 30 80000636 110.3 40 80000639 50.0 50 80000711 10

Cryptographic hash algorithm

Private key of the signer Total/Cryptographic hash

Signature format such as PKCS#7

Signature value

Signed document

010110..

Document Item Material 10 80000311 1100.0 20 80000620 100.2 30 80000636 110.3 40 80000639 50.0 50 80000711 10

Public key algorithm

Signed document Document Item Material 10 80000311 1100.0 20 80000620 100.2 30 80000636 110.3 40 80000639 50.0 50 80000711 10

Document

Cryptographic hash algorithm

CA's signature OK? Certificate not deactivated

Total / Cryptographic hash

Yes

010110..

Public key algorithm 010110..

Public key of the signer

= ?

No

Document

Yes No

Item Material 10 80000311 1100.0 20 80000620 100.2 30 80000636 110.3 40 80000639 50.0 50 80000711 10

OK

Document

Error

Item Material 10 80000311 1100.0 20 80000620 100.2 30 80000636 110.3 40 80000639 50.0 50 80000711 10

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Digital Signature: Requirements Requirement: Prove the integrity of the transferred data by using the error-free connectivity between the sender and recipient of the data (proof of the author, proof of the recipient). Sign

¾ Creat a hash value ¾ Encrypt hash value with private key ¾ Create a time stamp

Time Stamp

¾ Monitoring the observance of a time limit ¾ Documenting the time of the signature ¾ Created by a time stamp provider

Archive

¾ Scope: request, signature and certificate ¾ In a database/archiving system ¾ Retention period

Log

¾ All transactions/activities ¾ All relevant accesses ¾ Changing authorizations

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Characteristics of a Digital Signature „ Authenticity The identity of the sender must be able to be verified unambiguously using a digital signature. This occurs when the author of the document is able to create the digital signature.

„ Integrity/Non-Transferability The transmitted data is protected against intended or unintended manipulation. The digital signature is valid only for the relevant document; it cannot be transferred to another document.

„ Liability The sender can deny authorship. Therefore, a legally binding communication must be guaranteed.

„ Verifiability The receiver of a document can check the digital signature and determine without a doubt if it is right or wrong.

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„

The term digital signature is a technically neutral term that describes various methods of g a document. A digital signature is used to determine the author of a document without doubt and to confirm the correctness and validity of the contents of a document. Examples of technologies for digital signatures are Personal Identification Numbers (PIN), IDs and s, digital signatures with smart cards and the use of biometric procedures. A digital signature should be, as the name suggests, the electronic equivalent of a handwritten signature.

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EU Directive for Signatures EU Directive 1999/93/EC defines different types of digital signatures: 1. Simple digital signatures (such as scanned signatures) ¾ No regulations „

No legal validity

2. Advanced digital signatures (such as GNUPP) ¾ Used to identify the certificate holder and prevents the data from being changed subsequently „

Low legal validity

3. Qualified digital signatures (such as smart card) ¾ A valid personal certificate that was created with signature equipment, which is classified as secure „

Strong legal validity

4. Qualified digital signatures with provider accreditation ¾ Similar to number 3, except that all used components and providers of certification services have been officially checked in advance in accordance with signature levels according to the law on signatures „

Highest legal validity

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Note: Digital signature quality determines authenticity.

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How the Digital Signature Works

Such as SAP Trust Center Service

Certificate for Identity Verification „ Name of the holder „ Name of the issuer „ Validity period „ Public key

Certification authority

issues

Private key (secret)

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Digitally Signed Documents Private key „Document was not changed

Public key

„Signer's

identity

„Liability

Verification

Signature

Internet

(Registration)

CA

Trust

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Incoming E-Mail in the Mail Room Message

Business Partner

Office

Digital Signature

E-mail is sent (digitally signed DOC file as an e-mail attachment)

S/MIME

S/MIME

INTERNET

E-mail encryption using the public key of the mail center

Mail Center

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Sending E-Mail to Business Partners Message

Outgoing Message

Digital Signature

Mail Center

Business partner 1 office

Sending the e-mail (digitally signed DOC file as an e-mail attachment) S/MIME S/MIME

INTERNET INTERNET

Advanced DigSig Business partner 2 office

Encrypting the e-mail for multiple recipients using PKI* * Public Key Infrastructure © SAP AG 2006

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Overview of the S/MIME Proxy Architecture SAP

PSRM Word

PDF

il E-Mail ma ink ? EL S j. GO M ob PSR PKC WF event S#7

SSF

SAP Connect

Yes GOS

Yes

LINK?

Indicator for sending encrypted or signed e-mails on the screen of the sender

DSN?

SMTP

Secure e-mail proxy

Signature solution

SMTP

E-mail server LINUX

SMTP

Certificates

DSN: Delivery Status Notification GOS: Generic Object Services SMTP: Simple Message Transfer Protocol MIME: Multipurpose Internet Mail Extensions SSF: Secure Store and Forward

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Digital Signatures for Documents: Functions „ Creating a signature ‹

Freeze the document version

‹

Start Signature Viewer with the document content

‹

Select the button for g

‹

Save the signature data (in the Signature data container) with a link to the document in Records Management

‹

Logging occurs according to audit requirements

„ ing a signature ‹

Select the button for ing the signature

‹

Load and the signature data

‹

Transfer the result to the

‹

Logging occurs according to audit requirements

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Document Element Types

Element type for the data container for the digital signature

Element type for documents with connection parameters RMPS_SPS_SIGNED_DOCUMENTS

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Digital Signature of a Document

Digital Signature

Sign signature

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PDF Document That is to Contain a Digital Signature

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Digitally Signed Document

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Digital Signature for Cases: Business Scenario g an activity within a case „ In a record, press the button for creating a case. „ Create a process route with a SAP and define the Signature

activity. „ Create a document using the element type you use for signed

documents within the case. „ A signed document will be sent as an attachment to an e-mail in

MIME format. Flag the document as a main document. „ Set the status of the case to in process. „ Save the case. „ Start transaction SCASEPS again. „ You will find a work item in the inbox. Double-click the work item. „ Select Signature. „ Select Sign. „ View the log.

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Digital Signatures for E-mails: Functions Sending a Document by E-mail „ Select the button for sending an e-mail with or without signature data „ A signed document is sent as an attachment to the e-mail in MIME format and metadata in XML format „ Logging occurs according to audit requirements

Receiving the Document by E-mail „ Incoming e-mail in MIME format with signed e-mail attachments „ Processed as incoming post item „ E-mail attachments can be saved as separate incoming post items ?(metadata from XML file) „ Select the button for ing the signature

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Logging the Digital Signature of a Document

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Retention and Disposal

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Retention and Disposal in PSRM: Unit Objectives

By the end of this unit, you will be familiar with: „ The disposal process „ How to handle temporary objects

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Retention and Disposal: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Disposal: Overview Step 1

Central Archive

PSRM

Disposal Disposal Disposal Catalog Catalog Catalog Create

Step 2 List of Providers

Export

Import

Records Management System Delete

Export Database System Central Archive

PSRM

Step 3 Evaluation Directory Import

Step 4

Appraisal Export Records Management in Central Archive in Central Archive System

Disposal Directory

Compare

Disposal File

Import

Delete Delete

Central Archive

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Database System/ Visual Archive in Central Archive

15-4

Disposal: Requirements

„ The retention period must be defined

„

‹

The retention period is an attribute of records and cases

‹

The retention status is an attribute of records and cases

Necessary requirements for disposal ‹

The disposal status must be defined

‹

The case status must be closed

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Disposal Status

„ There are two possible status entries ‹

To be provided z

‹

Records and cases are made available for the central archive

To be deleted z

The records and cases may be deleted

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Temporary Objects Explanation: Temporary objects are information objects in Records Management that only have a short lifespan and do not need to be archived. Therefore, temporary objects are deleted.

Æ Deleting temporary objects ‹

‹

Prerequisites z

Disposal status (attribute within the case): To be deleted

z

The retention period is over

If these conditions are met, the respective information objects are deleted.

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Maintaining Retention Periods (1) Explanation: The retention period ensures that records and closed cases are kept accessible for the responsible organizational unit during the time covered by the given period.

Æ Maintaining Retention Periods ‹

The program Check and Definition of Retention Periods (Tcode: RMPS_MT_STORAGE_P) allows you to define retention periods and the disposal status of records and cases.

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„

Note: The program allows mass maintenance, which means that you can process these two attributes for many records and cases simultaneously.

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Maintaining Retention Periods (2)

Result list for maintaining the retention period and disposal status.

Changeable

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Double-click the red traffic light to display a dialog box with the details.

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List of Providers Explanation: The list of providers serves as a central archive enabling the institution to determine which records and cases are to be made available for archiving.

Æ Creating a List of Providers ‹

‹

Requirements z

Disposal status (attribute within the case): To be provided

z

On the date for disposal which you have chosen within the program for creating a list of providers, the retention period must be over

The program Create Disposal Catalog and List of Providers (Tcode: RMPSDISPOSALOFFER) will create a list determined by the given disposal date

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Disposal Directory

Explanation: The disposal directory results from an evaluation of the list of providers. Therefore, the disposal directory contains a list of all records and cases that have to be transferred to the central archive.

Æ Load disposal directory ‹

The program Create Submission Directory from Valuation Directory (Tcode: RMPS_RATING_LIST) loads the disposal directory. Furthermore, all records and cases not transferred to the central archive can be deleted.

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Finishing Disposal

Explanation: The disposal directory results from an evaluation of the list of providers. Therefore, the disposal directory contains a list of all records and cases that have to be transferred to the central archive.

Æ Finishing Disposal ‹

The program Finish Disposal (Tcode: RMPSDISPOSALFINALIZE) allows you to load the disposal directory. Furthermore, all records and cases not transferred to the central archive can be deleted.

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Personalized Electronic Desk

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Personalized Electronic Desk: Overview Diagram 01 Agenda 02 What is SAP Records Management? An Introduction 03 Electronic Desk 04 Important Entities in Public Sector Records Management 05 Cases and Ad Hoc Workflows 06 Documents and Document Templates 07 Incoming Mail Processing 08 Content Models 09 Information Retrieval 10 Additional Configuration Details 11 Integration Scenarios in Procurement 12 Integration Scenario Grants Management 13 Integration Scenario cFolder 14 Digital Signatures and Security for E-Mails 15 Retention and Disposal 16 Personalized Electronic Desk © SAP AG 2006

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Reasons for Limiting Menu Entries „ Simplifying navigation on the E-desk „ Improving usability „ Removing functions from the toolbars for ‹

File plans

‹

Records

‹

Incoming post items

‹

…

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Menus That Can Be Limited (I) Menu Name

Technical Description

All Menus

_ALL

Private Cases

DISPO

File Plan

FILEPLAN

File Plan: Toolbar

FILEPLAN_TOOLBAR

History

HISTORY

Activities in History

HISTORY_CONTEXT

New Cases

NEWCASES

Functions for Elements

OBJINFLD

Incoming Post Item Toolbar

POST_TOOLBAR

Private Objects

PRIV_OBJ_FOLDER

Case Container: Node

RECORD_EMBD_INSTANCE

Case Container: Model

RECORD_EMBD_MODEL

Record: Node

RECORD_INSTANCE

Record: Model

RECORD_MODEL

Record Toolbar

RECORD_TOOLBAR

Record Toolbar in Case

RECORD_TOOLBAR_CASE

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Menus That Can Be Limited (II)

Menu Name

Tech. Descrip.

Resubmission

RESUB

Resubmission List

RESUBCTRL

Records for Resubmissions

RESUBFLD

Work Environment

RMS

Substitutes

SUBTOP

Records

TOPFLD

Records for Work Items

WFFLD

Functions for Work Items

WORKITEM

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Limiting Menu Entries and Toolbars: Overview

Creating a Menu Profile Create a menu profile and assign it to an E-desk. Prerequisites The E-desk must have been created beforehand (IMG activity: Define Structure of Worklist). Default Settings SAP delivers a menu profile; however, it does not contain any entries.

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Limiting Menu Entries: Customizing (1) Customizing Activities 1.

Selecting the electronic desk for Customizing (IMG menu path: Records and Case Management -> Basic Settings -> Interface Settings -> Limit Menu Entries)

2.

Select Electronic Desk for Customizing

3.

On the next displayed desk, follow the path Goto -> Settings -> Desk, and select the E-desk that you would like to work w ith in the Records and Case Management system.

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On the E-desk, follow the path Goto -> Settings -> Desk, and select the E-desk that you would like to work with in the Records and Case Management system .

5.

Select Electronic Desk for Customizing (or start transaction SCASEPSCUSTOMIZING)

Specifies the Custom izing mode of the E-desk

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Take the description of the function codes and the technical description for toolbars and menus from the electronic desk in Custom izing mode.

Technical description of the menu

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If there is only one GUID as a technical description for a menu entry, use transaction SE24. Enter IF_SRM_ACTIVITY_LIST as object type. Click on and go to Attributes. The GUIDs are in the column Initial Value.

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Note the name of the menu and the technical description of the functions that you want to hide.1

8.

Note the name of the menu and the technical description of the functions that you want to hide.

1 Note that you can only display the m enus for some fold ers if the folder contains elements. For

toolbars, you can display the description and the technical description of functions u sing quick info text.

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How Do You Determine the Menu Name? Menu History Context menu for a document in the history

Context menu for a record in the history

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Defining a Profile for Menus

Choose: Menu Customizing

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Example: Hiding Functions in the Context Menu for Records

Enter a menu profile and a description

Enter the menu name and the functions to be hidden © SAP AG 2006

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Asg a Profile

Choose: Assign profile to desk

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Example: Context Menu Before and After

Context Menu Before

Context Menu After

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Options for Limiting Functionality 1. On the electronic desk: 1. Via a menu profile

2. For records: 1. Via a menu profile

3. For case s: 1. Via a function profile 2. Via a menu profile

4. For incoming post item s: 1. Via a menu profile 2. Via connection parameters within the element type (see the unit on Processing Incoming Post Items)

5. For documents via connection parameters within the element type (see unit Documents and Document Templates)

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Limiting Functionality with a Menu Profile You can limit the functionality of content handling using the menu "RECORD_TOOLBAR_CASE".

Note: Another option for limiting functions within a case is to create a specific function profile.

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Exercises Unit:


Topic:

Personalizing the Electronic Desk

At the end of this exercise, you will be able to: • •

Change the interface for the electronic desk Check the effects on the interface of asg a profile for the electronic desk

16-1 Asg an electronic desk with menu restrictions 16-1-1 Access the electronic desk PSRM Training using the menu path Goto → Settings → Desk. 16-2 Menu restrictions 16-2-1 Which functions do not appear in the context menu for a record in the History after you have switched from the Desk (DOMEA) to the Desk PSRM Training? 16-2-2 Open a record. Which entries are missing from the Print submenu?

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Solutions Unit:


Topic:

Personalizing the Electronic Desk

16-1 Asg an electronic desk with menu restrictions 16-1-1 Access the electronic desk PSRM Training using the menu path Goto → Settings → Desk. To switch desks, select the menu option Goto → Settings. Use the F4 help in the Desk field to select Desk PRSM Training. To use the new settings, restart the electronic desk [transaction SCASEPS (electronic desk)}. 16-2 Menu restrictions 16-2-1 Which functions do not appear in the context menu for a record in the History after you have switched from the Desk (DOMEA) to the Desk PSRM Training? Start the transaction SCASEPSCUSTOMIZING. If you now open the context menu for a record in the History, the Delete and Reassign options are grayed out. Therefore, these entries are no longer found in the context menu of a record when you restart transaction SCASEPS (Electronic Desk). 16-2-2 Open a record. Which entries are missing from the Print submenu? Start transaction SCASEPSCUSTOMIZING (Electronic Desk for Customizing). Display a record (for example, from the History). Select the Record button (the quick info text for the button reads Other Functions). The Attributes and Content and Attributes menu options are grayed out. Therefore, these entries are no longer found in the Print submenu when you restart transaction SCASEPS (Electronic Desk).

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© SAP AG

•

Context Menu Before

•

Context Menu After

•

Change to desk

•

Change to desk

•

Display

•

Display

•

Layouts

•

Layouts

•

Change

•

Change

•

Delete

•

Other Functions

•

Other Functions

•

Change Attributes

•

Reassign

•

Display Attributes

•

Change Attributes

•

Print (attributes and contents)

•

Display Attributes

•

Send as mail

•

Print (attributes and contents)

•

Display location of contents

•

Send as mail

•

Display log

•

Display location of contents

•

Information

•

Display log

•

In New mode

•

Information

•

Application of grant statement

•

In New mode

•

Delete from History

•

Application of grant statement

•

Add to Personal Folders

•

Delete from History

•

Resubmission

•

Add to Personal Folders

•

•

Resubmission

•

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Appendix to Cases and Ad Hoc Workflows

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Case Container Model „ The case container model is used to configure the permitted

content within a case. „ From a technical point of view, a case container model is

nothing but a record model. „ A case container model must be assigned to a case type in

customizing. „ In the Registry, the case container model must be entered

as a connection parameter within the element type for the case container that is assigned to the service provider RM_PS_SP_CASE_RECORD.

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Activity Categories in a Process Route Use this popup to manage an activity category for a certain step in a process route:

IMG defines which activity categories are permitted. (Path: Records and Case Management -> Case -> Process Route -> Define Object Types and Assign Activity Types)

New activity type introduced in PSRM 1.30 © SAP AG 2006

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Customizing the Process Route Steps 1. Carry out basic Customizing for the workflow system. 2. Activate the process route (transaction RMPSACTIVATEWF). 3. Activate event linkage for the main workflow (such as WS75500107). 4. Manage possible agents for the task (such as TS7890714 and TS7890715). 5. Update the organizational environment (transaction SWU_OBUF).

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Use transaction SWU3 to make settings in basic Customizing for the workflow system. • Some Customizing can be done automatically by the system.

„

You activate event linkage using transaction PFTC_DIS. Choose the task type Workflow template, enter the number 75500107, and display the workflow. Open Triggering events, and activate the event by clicking the symbol in the first column. This step is only necessary when using circulars in a record.

„

Agent determination: you also manage this in transaction PFTC_DIS. Choose the task type Standard task, enter the number 75507961 or 75507962, and display the task. In the menu bar, select Additional data -> Agent assignment -> Maintain. If you do not want to make any restrictions, choose Attributes and select General Task.

„

Refresh the organizational environment in Business Workplace (transaction SWU_OBUF) or use transaction SWUS. Enter workflow 75500107, and select Environment -> Refresh Organizational Environment.

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Creating an Organizational Structure for a Workflow Transaction PPOME

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With transaction PPOCW, you can create organizations and staffing.

„

With transaction PPOME, you can change organizations and staffing.

„

There must be at least one in each organizational unit to guarantee that work items can be executed.

„

After you create or change an organization, you should refresh it (transaction SWU_OBUF).

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Customizing Activities and Activity Functions for a Process Route Managing activities and activity functions for a process route „ This is an IMG activity. Path: Records and Case Management -> Case -> Process Route -> Define Activities and Activity Functions for Process Route.

„ Details for a few activities – for example, PS_MITZ:

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Each step of a process route is assigned to an organizational entity (org. unit, position, ) and to an activity (such as signature, final signature, check). Sometimes these activities are called requests according to the rules and regulations within public sector organizations.

„

Each step in an activity is linked to a task in the workflow. If you need additional activities, you may need to create a new workflow task.

„

If you need different reactions to execute a work item, you have to define these reactions in Customizing. In this context, reactions to an activity are called Activity Functions.

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Digital Signature for an Activity in a Process Route Maintain activities and activity functions for the process route. „ This is an IMG activity. Path: Records and Case Management -> Case -> Process Route -> Set Type of Activity

1. 2.

The Final Signature activity requires a . The type of digital signature depends on the communication Customizing (see the document entitled RKT_Customizing_Digital Signature_ 2004)

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Process Route Model

1. Select the SCMG activity area and any group, and create an entry in the Grouping Options for Process Routes Customizing table. The groups are used to sort process route models thematically. Customizing transaction: SCASE_CUSTOMIZING Menu path: Records and Case Management Æ Case Æ Process Route Æ Set up Groups for Process Route Template

2. Enter a process route. Use the RMPS_MAINT_PATH transaction. Note: Enter a process route, save it, and then select Save as Template (Menu: Process Route Æ Save as Template). You have to select a group that was created in step 1.

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There are two ways to define a process route model. •

With transaction RMPS_MAINT_PATH: You create a process route in the first step. Select Case Management as the activity area. Choose Create Process Route Model. Enter the steps for the process route and save. To create a model, choose Process Route -> Save as Model.

•

Create a process route within a case. If you are in edit mode, choose Process Route and Save as Model.

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Customizing Notes IMG path: Records and Case Management -> Case -> Text Profile -> Set Text IDs In the table, select Text Objects and IDs, and choose Display. Select SCMG_CASE, and choose Text IDs.

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Customizing for an External Person Transaction: RMPS_CUSTOMIZING Path: Records and Case Management -> Case -> Process Route -> Define Object Types and Assign Activity Types

Entries in the Customizing table

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Customizing: Defining Case Types IMG path: Records and Case Management -> Case -> Define Case Types

Table entries

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Customizing: Function Profile IMG path: Records and Case Management -> Case -> Create Function Profile Function profile: DOMEA

The function profile lets you restrict functionality. Case subcomponents © SAP AG 2006

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Customizing: Additional Characteristics of Case Types

IMG path:Records and Case Management -> Case -> Case Types -> Determine Additional Characteristics of Case Types. Table entry

„

If you want to use documents of the same case type in different cases, you must select OC. „ You can assign a model to the case type in the Process Route Model column.

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Customizing Cases: Overview I „ „ „

Set Registry for case Edit case container model Process route ‹ Define activities and activity functions for process route z

z z

Activity (for example, Display, Edit, Signature, Final Signature, Send, For Records) Activity description [for the log] Task number [If the supplied tasks do not apply, you must create new tasks in the customer project.]

‹

Create number range interval for process route

‹

Define organizational objects for process route z z

z z

‹

In the activity area, enter "SCMG" Object type (External Person, Organizational Entity, Position, SAP , Background) Description Activity category (possible entries: Dialog, Background, Media Discontinuity)

BAdI: Processing Customer-Specific Fields and External Step

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Customizing Cases: Overview II „ Attribute profile ‹

Create an attribute profile

‹

Values permitted for attributes: z

Assign Generation Rule For Case Indicator to Case Type

z

Create Values for Attribute 'Category'

z

Create Values for Attribute 'Priority'

z

Create Values for Attribute 'Reason for Escalation'

z

Assign Reasons for Escalation to Attribute Profile

z

Create Values for Attribute 'Authorization Level'

„ Create a function profile [Groups of all functions and

subcomponents that are permitted in a case; the function profile gets assigned to a case type.] „ Manage the text profile ‹

Define text IDs: enter "SCMG_CASE"

‹

Create text profile: enter "PS_DOMEA"

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Customizing Cases: Overview III „ Create a status profile (IMG path: Records and Case Management -> Case -> Create Status Profile) ‹ Status values [The status is recorded in the case log. If an event occurs in the background, you have to develop a new process route control.] z z

z z z

New In process [automatically starts the workflow defined by the process route based on the INPROCESS entry in the field for the process route control] Media Discontinuity [to process an external step] Processing is completed Completed [Process route is completed based on the COMPLETED entry in the field for the process route control.]

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Customizing Cases: Overview IV „ Define a number range interval for the case ‹

May be required for the case reference number. See also the definition of case types.

„ Define additional characteristics of case types ‹

This is where you determine case types. The relevant cases can contain documents that have already been assigned to other cases.

„ Set the activity type ‹

Specify an additional activity to be carried out depending on the activity area and the activity of the process route (for example, enter the for the final signature).

„ Extended Customizing ‹

Create activities for authorization check.

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Appendix to Incoming Post Processing

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Customizing: Incoming Post Item as Ex Post Document Starting point: Manual creation of an incoming post item. Use the connection parameter RMPS_FCODE_SHOWOPT to define optional function codes for handling the process route for incoming post items within the element type.

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Incoming Post Item as Ex Post Document Here is a list of the values of connection parameter RMPS_FCODE_SHOWOPT. Value

Description

PE_OPT_ASSIGNCASE

Assign to a case

PE_OPT_CREATECASE

Create a case

PE_OPT_ASSIGNREC

Assign to a record

PE_OPT_CREATEREC

Create a record

PE_OPT_CALLPATH

Call up the process route

PE_OPT_DELPATH

Delete the process route

PE_OPT_STARTPATH

Start the process route (starts workflow)

PE_OPT_STOPPATH

Stop the process route (stops workflow)

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Asg a Scanned Document Ex Post to an Incoming Post Item

IMG path: Records and Case Management -> Incoming Post Item -> Define Basic Settings for Incoming Post Items

The icon for asg a document appears when this flag has been set.

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Restricting Functionality (1) You can use the connection parameter RMPS_FCODE_HIDE to hide function codes of the incoming post item in the appropriate element type.

If you assign this parameter to a function code the related function cannot be used anymore.

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Restricting Functionality (2) Here is a list of important values of the connection parameter RMPS_FCODE_SHOWOPT. Value

Description

POST_EXPADDSUP

Assign

POST_PROTOCOL

Display log of incoming post item

PS_MAIL

Send as e-mail

POST_RELATION

References

POST_PRT_EXP

Print incoming post item

POST_PRT_ATT

Print attributes

POST_PRT_ALL

Print contents and attributes

POST_PRT_BC

Print document number as bar code

POST_SHOWSUP

Display assigned record

POST_CHGSUP

Change assignment to a record

PS_RECLASS

Display reclassifications

POST_SCAN

Assign document

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Automatic Generation of Document Numbers for Incoming Post Items (1) Transaction: SRMREGEDIT Requirement: If you wish to create an incoming post item with a document number, this number has to be generated in the background. You have to use a generation rule without dialog steps. Solution: In the area S_AREA_RMPS for the service provider RM_PS_SP_INBOUND_DOC, you select the element type you would like to apply. As connection parameters, you find the parameter IDs RULE_TYPE and DEFAULT_RULES. Assign the value DOC or PST to RULE_TYPE.

Here, a generation rule for documents is used.

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Automatic Generation of Document Numbers for Incoming Post Items (2) If Value = DOC has been set, select a generation rule for documents and take this rule as the value for DEFAULT_RULES. If Value = PST has been set, select a generation rule for incoming post items and use this rule as the value for DEFAULT_RULES. The advantage: You can use different number range intervals for documents and incoming post items. Remarks: „ For all incoming post items arriving from outside (by e-mail, scanner, fax),

you need an element type with a default rule which will generate the reference number automatically. Otherwise the system cannot create a work item in your inbox. „ If you want to create incoming post items manually, the parameter ID

DEFAULT_RULES can have several values. However, the must choose one rule. „ If incoming post items need to be created automatically as well as

manually, you have to create at least two different element types if you are using a generation rule requiring manual entry for the manually created items. © SAP AG 2006

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E-Mail Settings for Communication Transaction: SICF (also see Note 455140) The transaction SICF helps you to create HTTP Services and virtual hosts for HTTP communication with the SAP system and to manage these. You can use the Internet Communication Manager (ICM) and the Internet Communication Framework (ICF). Every service has a list of HTTP request handlers which are implemented as ABAP object classes. Then the handlers generate appropriate responses, which are sent to the client. In the field ICF object you have to enter the HTTP service. On the tab pages „ Host Data „ Service Data „ Handler List

you can enter all data needed for communication.

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Customizing: Content Repository and ArchiveLink Create Content Repository Transaction: OAC0 Only set the flag No signature in the test system. The fields Basic Path and Archive Path are not relevant for HTTP access.

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Customizing: Viewer for Document Type Defining the Viewer for Document Types IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Basic Customizing -> Edit Document Types Note: The viewer must be installed on the front end.

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Customizing: Activate ECL Viewer IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Customizing Enhancements -> Maintain All Basic Settings „ Hit list settings (flag Display docs directly; further fields,

such as Maximum number of documents in hit list) „ Display settings (here: flag Include ECL control) „ Storage settings „ Further flags

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Customizing: Document Types Defining Document Types IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Basic Customizing -> Edit Document Types

Editing Links between Object Type and Document Type IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Basic Customizing -> Edit Links Object Type

Doc. Type

S Cont.Rep.ID

Link to

RMPSPOST

RMPSRESCAN

X CS

TOA02

RMPSPOST

Z_RMPS_CS

X CS

TOA02

Retention Period

„ For the object type RMPSPOST two links to document types are required ‹

RMPSRESCAN (for media discontinuity)

‹

Z_RMPS_CS (customer-specific name for scanned documents)

‹

The column "S" contains the ArchiveLink status active (X) or not active ( )

„ The column Link in the table TOA02 contains the link between the incoming document

and the scanned image. © SAP AG 2006

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Customizing: Workflow-Relevant Document Types

IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Customizing Incoming Documents -> Workflow Scenarios -> Use Document Types Customizing Wizard „ Assign a document type to a workflow. To do this, follow the

wizard's instructions.

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Customizing: Activating Bar Code Entries IMG path: SAP Web Application Server -> Basis Services -> ArchiveLink -> Customizing Incoming Documents -> Bar Code Scenarios -> Activate Bar Code Entry „ If a bar code is required for incoming post items, set the flag Active in the

second row. „ If you need the media discontinuity scenario, set the flag Active in the first

row.

Note: This type of Customizing is only necessary if you are working with bar codes.

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Customizing: Process Route for Incoming Post Items

IMG path: Records and Case Management -> Incoming Post Item -> Process Route -> Create Number Range Interval 01 for Process Route

Note: This number range interval is preset for incoming post items.

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Customizing: Activities and Functions of Inbound Processing IMG path: Records and Case Management -> Incoming Post Item -> Process Route -> Define Activities and Activity Functions for the Process Route.

For incoming post items, the four activities listed above are required. „ You need a workflow task for each activity. „ You use the classification to implement the interface entered for

executing an activity within this activity area. „ All activities affecting incoming post items are executed in dialog.

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Customizing: Organizational Objects for Inbound Processing IMG path: Records and Case Management -> Incoming Post Item -> Process Route -> Define Object Types and Assign Activity Types „ Relevant entries: Activity area RMPSPE „ Possible object types must exist in Organizational Management „ The description depends on the language used „ At present, only the activity type Dialog is ed

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Customizing: Transfer of Attributes To transfer attributes from the scan client to Public Sector Records Management, you need a exit. In the TOAEX table, the following entry is required: EXIT_ID

ACTIVE

EXIT_FUB

OA_PROCESS_RFCIN_01

X

RMPS_POST_ARCHIV_PROC_RFCIN

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Customizing: Incoming Item Types IMG path: Records and Case Management -> Incoming Post Item -> Define Incoming Item Types Incoming Item Types are used for classifying incoming documents.

Incoming Type

Description

E-MAIL

E-mail inbox

RESCAN

Scanned external step case

SCAN1

Scanned letter

„ The description depends on the language used

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Customizing: Basic Settings for Incoming Post Items

IMG path: Records and Case Management -> Incoming Post Item -> Define Basic Settings for Incoming Post Items. Document Type

Process Route ID

RMS ID

Element Type ID

MAILGEN

23

S_RMS_RMPS

RM_PS_SPS_IN BOUND_DOC

E-mail inbox

S_RMS_RMPS


Scanned external step case

S_RMS_RMPS


Scanned letter

RMPSRESCA N Z_RMPS_CS

1

MB

Incoming Type

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Customizing: Preset Case Types IMG path: Records and Case Management -> Incoming Post Item -> Assign Case Type as Default When Creating Incoming Post Item Each document type can be assigned one or several case types. These assignments will be used for creating and asg a case during inbound processing. Customizing makes it easier to choose a case type.

Document Type

Case Type

MAILGEN

Standard Case

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Customizing: Preset Element Type When Creating Record

IMG path: Records and Case Management -> Incoming Post Item -> Assign Element Type as Default When Creating Record Each document type can be assigned one or several element type IDs for records. These assignments will be used for creating and asg a record during inbound processing. Customizing makes it easier to choose an element type for a record. Document Type

Element Type ID

MAILGEN

RM_PS_SPS_RECORD

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Process Route for Incoming Post Items Processing

Process Route No. 23

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Appendix - Settings for Using Digital Signatures

Settings for s Logon Data In the logon data, select the value SSF under the communication type.

Figure 1: Communication Type SSF

On the detail screen for the SSF entry, maintain the SSF-ID, SSF profile and Destination:

Figure 2: SSF Addresses

If you would like to use your single sign-on for testing the digital signature you can make entries as follows: © SAP AG

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SSF-ID CN=Dxxxxxx, 0=SAP-AG, C=DE, where Dxxxxxx stands for your internal ID SSF Profile \\dwdfpse\serving.pse\Dxxxxxx\secude\Dxxxxxx.pse Destination

SAP_SSFATGUI

Remarks:

If you enter more than one address, you must specify which address should be used as the standard address (see column St…in the above figure). This standard address will then be used for the digital signature. 1.

The SSF addresses can be maintained using transaction SU3.

Parameters The parameters RMPS_SSF_FULLSCREEN and RMPS_SSF_POPUPS must be maintained.

Figure 3: Parameters for Digital Signature

Check SAX Server The signed document must be converted into PDF format before it can be digitally signed. This happens via the SAX server. In order to check its readiness for use, start the report RSPO0069.

Start the report with the following entry:

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Figure 4: Selecting an Option for Status Conversion Inquiry

The result should be as follows:

Figure 5: Status of the SAX Converter

Useful Programs Program for testing the client installation of SSF Program SSF01 checks the status of the SSF installation on client side. It also informs you of the settings of the SSF interface.

Program for digital signature With the program RMPS_SIGN you can digitally sign a locally-stored PDF document.

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Program for digital multi-signature With the program RMPS_ADDSIGN you can apply multiple signatures to a locally-stored PDF document.

Program to a digital signature With the program RMPS_ you can the status of the digital signature of a locally-stored PDF document.

Registry Maintenance Element type for the digital signature data container An additional element type is required for handling the Digital Signature Data Container.

Figure 6: Element Type for Digital Signature Data Container

To establish the link from the digital signature data container to the signed document you have to enter this element type as connection parameter within the element type you use for documents. The parameter ID is RMPS_SPS_SIGNED_DOCUMENTS.

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Figure 7: Parameter ID for Digital Signatures

Customizing for Digital Signature IMG-Path: Records and Case Management -> Case -> Process Route -> Set Type of Activity.

For the Activity Area SCMG and the desired activity (here PS_MITZ) you must enter Digital Signature in the Drawing column.

Figure 8: Customizing for the Activity Area for Cases

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Customizing Incoming Post Items for Digital Signature Incoming e-Mail • • • • •

Create a document locally and convert it into PDF format (with the Adobe Acrobat program, for example). The converted PDF document will be digitally signed using the program RMPS_SIGN. Create an e-mail and add the following attachments: o PDF document o PKCS#7 container of the digital signature Send the e-mail to the PSRM System. Start the incoming post item process via the inbox in the PSRM system.

Figure 9: Incoming Post Item with Signed Attachments As Figure 9 shows, the status of the digital signature is displayed. Here the attachments Klageschrift.pdf.P7S and Anlage1.pdf.P7S are digitally signed. If a red light goes on, this means that the signature could not be verified.

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