project partners document management integration for oracle ebusiness suite


Document Management Integration


Agenda

Project Partners Overview

Requirements for Business Documents

Document Management Integration (DMI)


Project Partners Overview

Founded in 1997 by former chief architect of Oracle Projects

World leader in delivering Oracle applications to project-driven firms

16 year record of service excellence to 250+ clients

Collaborative, team approach delivers best of many options for the best fit toa client’s specific business process.

Global delivery network provides consistent delivery

Experienced team of management consultants, former senior Oracle personnel fromconsulting, development, support, marketing and sales, and veteran end users of the E-Business Suite and Primavera applications

4


Project Partners Lines Of Business

5

Project PartnersProducts

OP3

User Interface Applications

Invoicing

Time Management

Document Management

Salesforce/CRMIntegration

Integration Framework

ProfessionalServices

Upgrade, Implement,and Enhance

•E-Business Suite•Fusion Applications•Primavera Applications

Technical Services

ManagementConsulting Services

•PMO Services•Application Utilization•Best Practice Analysis

PrimaveraProducts

P6 Enterprise ProjectPortfolio Management

P6 Analytics

Portfolio Management

Contract Management

Risk Analysis

Integration Solutions


Requirements: Business Documents


Business Documents:What are They and Where are They Held?

Examples of Business Documents: Contracts, Invoices Supporting documents for requisitions/POs & expense reports HR documents like I-9, W-4, resumes Project Plans, Work Product (for knowledge repository)

Where are they typically held? Hard copies in file folders – difficult to find/access for a

geographically disperse organization Soft copies in a network drive – unsecure, unlinked to related

business transactions Soft copies in a Document Management System – still not linked to

the business transaction As Attachments in Oracle – linked to the business transaction, but not

conducive to quick searches for related documents and bloat thetransactional database


Business Documents: What is Needed?

Basic Needs Each document must be associated with the business

transaction/s to which it is related All related documents must be held together in a properly

categorized library to enable quick searching and review Proper security as determined by the transactional

system must be applied on all documents Documents must be available for business workflows to

enable review and approvals Should not bloat the transactional database to ease

database space usage and performance


Business Requirements for EBSDocument Management

Secure and convenient document management

Easily create folders and filing structures

Categorize and version documents

Easy access to documents from EBS Applications

Tight integration between document repository and Oracle

Utilize native document repository features such as: Collaboration - routing, review, and approval Options for non-EBS users to utilize documents

Scalable server options for large document volumeimplementations


Common Document Repositories

Oracle EBS Provides attachment capability to link documents to EBS

Applications Ability to link and store, but no other document management

capabilities

Oracle WebCenter Content No native ability in EBS to directly link to Content Management

Microsoft® SharePoint No native integration to Oracle No ability to directly link from an EBS Attachment No native Oracle security Need multiple servers to support large enterprises


Steps to Use SharePoint with Oracle EBS TODAY!

1. Login and Create/NameFolders

2. Upload Documents

3. Copy Document URL

4. Login and Query Business Object

5. Paste Document URL via Attachment

6. Click on Link in Attachments to View

ALL Manual

NO Direct EBSLink

NO NativeSecurity

Time Consuming

Documents

Error Prone


Using Project PartnersDocument Management Integration


Solution: Project Partners Document ManagementIntegration Using Standard Oracle Attachment and Microsoft

SharePoint: Integrates Oracle EBS Applications and Microsoft SharePoint

Creates a folder for each application’s documents Creates subfolders based on defined structures and setups

e.g. relate each attachment category to a specific SP folder Extension to apply complex custom rules to determine folder

Document Retrieval Creates a URL Attachment link in Oracle for easy document retrieval Documents accessible from Forms, HTML and SharePoint

Native Oracle security – Role/Responsibility Applied to SharePoint folders and files Extension to apply complex custom rules

SharePoint servers can be linked to different OUs/Orgs Extension to apply complex custom rules


Using Project Partners Document ManagementIntegration


Security in SharePoint Role-based security for each SharePoint folder

Predefined rules in DMI

Security is set automatically for all files moved to folder

Demo example:Role User Folder Name Permissions

Project Manager pbudelov Design-SP Full Control

Project Administrator DMIUser1 Design-SP Read

Project Manager pbudelov Scope-SP Full Control

Project Administrator DMIUser1 Scope-SP Full Control

Any DMIUser2 Scope-SP Read


DemonstrationDocument Management Integration


Behind the Scenes – How it works Lookups

Link each EBS application to a starting folder in SharePoint Final start folder

Associate each attachment category to a specific subfolder withinthe starting folder

Concurrent process parameters Security

Concurrent Process Batch or Real-Time Looks for new attachments in specific categories Client Extension

Identify SharePoint Server URL Populate EBS-Username and business object ID to SharePoint Allows for directing certain documents to different SP Servers – for

high volume implementations


Using Project Partners Document ManagementIntegration

User AttachesDocument inOracle

DocumentPhysically Residesin Oracle

With no user intervention

Sharepoint IntegrationAutomatically……

User AccessesDocumentAttachment (URL)

DocumentPhysically Residesin SharePoint

Custom Security

Document folder/subfoldercreated in SharePoint

Document copied toSharePoint folder appropriate

for EBS category

Oracle document attachment deleted andreplaced with SharePoint document URL

One Action ManyResults


Works With Any EBS Application UsingAttachments Use Project Partners SharePoint Integration with other

Oracle EBS Applications, to automatically save documents

Examples:

Use anywhere Oracle EBS supports Attachments

Application Document Type SP-Folder NameAssets Warranties Asset Name

HR Resume Employee #

Payables Invoices Supplier Name

Projects Notice to Proceed Contract Docs

Purchasing Purchase Orders Supplier Name

Receivables Invoices Customer Name


Oracle e-Business Suite R11.5.10.2, R12+

Oracle Database Version 9i -11g

Microsoft SharePoint 2007/2010

Windows Windows XP/7/8

Software Compatibility


In Summary


Business documents are integral to the transaction and veryimportant for business history reuse Association with related business transactions is important Proper classification, security and common repository is key to

maintaining document integrity

Project Partners DMI provides a single point solution that Retains End-User process (attachments in Oracle) Automatically classifies, secures and files all documents in central

repository Simple to implement for common scenarios Flexible enough to handle the most complex requirements Reduces bloat in the transactional database and retains transaction

association

In Summary


Saves time and reduces errors Dynamic folder creation in SharePoint Automatic folder naming Automatic document filing Dynamic MS-SharePoint link created in Oracle

Simple to use Simple and flexible setup Easy document access - Oracle Forms, HTML or MS-SharePoint Fast access to latest document version Leverages Oracle role/responsibility security Large document volume support - SharePoint servers can be linked

to different OUs/Orgs

Secure Easily set up custom security rules

Why Project Partners SharePoint Integration?


For more information:Phone: +1-650.712.6200email: [email protected]

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mailto:[email protected]

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