DMS Solution Document

Table of Contents

1.0 DMS Overview.......................................................................................................... 4

2.0 DMS Master Data..................................................................................................6
3.0 Business Processes:.............................................................................................10
DMS Business process 11
3.1 Letter and circular management.....................................................................................................11
3.2 E-library for drawings and Documents...........................................................................................15
3.3 On-line Directory for all user..........................................................................................................20

4.0 User Roles and Authorizations.............................................................................21

5.0 Technical Considerations –Forms, Reports........................................................21
6.0 Technical Considerations – Interface Requirements..........................................21
7.0 Technical Considerations – Enhancements........................................................21
8.0 Change Management.............................................................................................21
9.0 Data Conversion / Legacy data transfer...................................................................21

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1.0 DMS Overview

Document management is a foundation business process for any enterprise across departments. The term
"document" is a broad definition that includes physical files and digitized information of many different types
and formats, all of which must be managed in a consistent manner for further consumption like search and
retrieval and document distribution like printing.

For example a Product based Organization will have Engineering Department which churns out new products to
be launched to market. Engineering teams generally use CAD (Computer Aided Design) to create new designs
and generate drawings which needs to be managed as Documents

Document Management in SAP for an end user means Document Key, constructed with unique Document
numbering, Document type, Document Version. Document is further enriched by maintaining attribute meta-
data like classification, authorizations and placing them in secure vaults. Maturity of Document could be
managed by various Document Statuses which could trigger events for workflow based collaboration across
departments like engineering, manufacturing, suppliers, sourcing etc.

2.0 DMS Master Data

1. DIR - Document Info Record

A document is a carrier of information. This information is either for the user/person responsible or for
exchanging between systems/processes. A document contains information that can be stored and it can take
many different forms (such as technical drawings, graphics, programs, or text). When complete, this
information gives a full description of an object.

The term document info record refers to the master record in the SAP R/3 System that stores all the business
information for a document. It is a bit like a record card. While the document info record contains the
metadata (i.e. the information about information) for a document (such as the storage location), the original
file (for example, the design drawing) contains the actual information in the document.
Purpose

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It holds all administrative and control data against original file or document.
Structure

The document info record contains the following information:

 Document Data

Document Data has information about the Document like, Description of document, Default
document Status ie. Create (CR). Superior document, its document type and version can also
be entered in document data. It also has Control functions like Document version document
part etc.

 Additional Data

It gives following information.

o Document Number

o Document Date

o Railway Zone

o Railway Unit

o Railway Sub-unit

o Location

o Categorization

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  Object link

Following things are linked to Document in DMS.

o Document Info record

o Equipment Master

o Functional Location

o Material Master

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Document Number: In proposed system the Document number will be generated from SAP system (Internal
Number) but there will be provision to maintain existing Number format.

Following extra field will be given to enter the document Meta data

1.Document number –Document number which is used in Railway terminology for e.g. Letter number

516-M/DMU/Admin/policy – Administrative policy Matters including yardstick etc

2.Document date- Document creation date

3.Railway Unit - Department from which documents are created (e.g. shed, DLW etc)
4.Zone – The zone where the document belongs.

The document number, Document date and other fields in additional data will be used in searching Document.

2. Document Type

The document type is used to categorize documents according to their distinguishing features and the organizational
procedures that result from them. The description of the document type is language-dependent.

Purpose
It has important control functions in document management and is used, for example, to control the processing flow via a
status network.

Structure
The document type is an alphanumeric field in which up to three characters can be entered. The following
document types will be

3. Document version

Document versions are used to represent the different change or delivery statuses of a document. This field is part of the
document key and is often referred to simply as Version.

Purpose
Document versions document processing status in a complex change process. Version numbers are allocated automatically
and are uniform irrespective of document type.

Structure

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Document version is a two character alphanumeric field. Numeric version numbers (for example 01, 02, 03 etc) will be used
in SAP DMS. Versions will be assigned automatically to the documents. When new version of document is going to be
created, version number will be automatically assigned .

4. Status Management

The status indicates the processing status of a document. The characteristic statuses are defined for the
document type and can be set in relationship to each other in a status network.

Purpose
Processing statuses of documents can be controlled using status management.
 Several statuses that represent important processing statuses can be defined for a processing
cycle of a document.
The processing cycle of a document can be represented in a status network. Status networks can
be constructed by creating a relationship between the statuses for a document type.
In each processing situation, the system determines the possible subsequent statuses of the current status.
These statuses can be displayed and selected using the possible entries function.

Structure
It is a two character alphanumeric field. Each status is logically related to others.
A status network represents the entire processing cycle of a document, from the beginning to the end of a
phase; for example, from the creation of a document to its release. The processing steps can be defined and
controlled exactly.

Status Network:-Each Document type will have two Statuses Create and Release

Create state- document is in created state

Release state- document is in Release state ( Only Approver will be able to see Release status)

3.0 Business Processes:

DMS Business process

3.1 Letter and circular management

Link to As-Is process : 2.1

Name of Business Process : Letter and circular management

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 Name of Sub Process / Task : None
Flow Chart of Activities: Refer at the end of the process

Requirements of business process

 Every Department issues letters and circulars to other department for official communication.
 Sometimes department have to resend the letters to other department
 Metadata of documents need to be captured
 Easy scanning and document creation process
 Circulation of letters and circulars to recipient
 Address book of recipients

Note: DIR (Document info record) is called as Document in this business blue print document

Proposed Solution
 Document will be scanned and manually uploaded to SAP DMS server by authorized user.
 Document will be distributed using the document distribution functionality, once the Document is
ready to circulate (i.e. document should be released), it will be a manual process.
 Authorized user can create and maintain the document recipient list and can distribute the document
to concerned User/ user list.
 Recipients will receives the Notification when document is distributed to them
 Recipient can view the notification and subsequently the Document

Details of business process

Letter and circular management is important process in an organization from communication point of view.
Every department Communicate with each other using Letters. Circular are used as a communication medium
between Departments and employee.
In this process when letters / circular are prepared in a department it will be scanned and uploaded on
the DMS content server and will be distributed to the respective users. Once the letter is distributed the
notification will be sent to respective persons SAP Inbox. When User logins to SAP and view his SAP Inbox ,he
can view the notification , when he open the Notification the link provided in Notification navigates user to
view Document, it may be Letter / Circular. This way we can achieve this functionality.

In Letter and circular management processes following departments are involved.

1. Railway Board
2. RDSO
3. W&MP
4. Head quarters
5. Depots
6. Division

DMS User for Railway Board

Sr No DMS User Description

1 EDME freight Executive Director mechanical engineer freight
2 DME freight Director mechanical engineer freight
3 SO Section officer safety and M(N)
4 AME freight Assistant Mechanical Engineer

DMS User for RDSO

Sr No DMS User Description

1 Executive Director/Wagon Executive Director Wagon

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 Director Standard Wagon -I,II,III,IV,WD(Wagon
2 DSW Design),JDSW-V
3 DD Deputy Director Wagon ,Wagon Design

DMS will be used for storing following type of data.

 Various letter & circular
 Maintenance manual
 Motive power publication
 Diesel maintenance reports
 Maintenance instructions
 RDSO Bulletin documents
 Local Bulletin documents
 DMG meeting MOM
 STR(scheduled technical requirement ) document
 TS (Technical specification

Business Benefits

 We have central storage of the letters/circular issued so we find any letter/circular at any point of
time
 As Documents are distributed through DMS, we can save the time as document will be instantly
available to the recipient.
 User will get updated and most recent version of the documents.
 The Documents are controlled through proper authorization process so confidentiality is maintained.

Flowchart

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3.2 E-library for drawings and Documents

Link to As_Is process : 2.2

Name of Business Process : E-library for drawing and Documents
Name of Sub Process / Task : None
Flow Chart of Activities: At the End of process

Requirements of business process:-

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  E-library will be a central repository of all the drawings and technical instructions.
 RDSO will maintain the all the standard drawings which will be stored in the E-Library
 Metadata of documents need to be captured
 Easy scanning and document creation process
 Circulation of drawings and documents to recipient

Proposed Solution
 Document will be scanned and manually uploaded to SAP DMS server by authorized user.
 Drawing which are uploaded in PDF format ,will require PDF viewer at user end to view the Drawing
 Document will be distributed using the document distribution functionality; it will be a manual
process.
 Authorized user can create and maintain the document recipient list and can distribute the document
to concerned User/ user list
 Recipients will receives the Notification when document is distributed to him
 Recipient can view the notification and subsequently the Document

Details of business process

E-library for drawing and Documents is central repository of the organization. E- Library is place where
all the Standard drawing from RDSO as well as other drawing and technical documentation is stored
and provided to other department as and when needed. Now Department will search the documents
from E-Library directly and can view the latest version of drawings. This functionality is available to
the authorized users only so confidentiality is maintained.

Business Benefits
 We have central E-library of drawing /documents so we can find any drawing / document easily
 As drawings /documents are distributed through DMS, we can save the time as drawing /document
will be instantly available to the recipient.
 User will get updated and most recent version of the drawing / documents.
 We can also get the older version of the documents if required
 The Documents are controlled through proper authorization process so confidentiality is
maintained.

Flow Chart

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3.3 On-line Directory for all user

Link to As_Is process : 2.3

Name of Business Process : On-line Directory for all user
Name of Sub Process / Task : None
Flow Chart of Activities: At the End of process

Requirements of business process:-

 Online directory where we can find the employee’s information like name, designation, telephone,
address etc.
 User can modify his personal data like telephone number.

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Proposed Solution

 There will be an online directory on where we can search the employee’s information.
 Each user will have permission to modify his personal information like telephone number.

Details of business process

This business process is deals with the online user directory, where user can update his personal
information. Users can search other user’s information using parameters like name, telephone number.
In this process all the users are involved.

Business Benefits

 There will be a central directory of user’s information

 We can search user’s data from the directory whenever needed.
 User can update his personal details on his own.

Flow Chart

4.0 User Roles and Authorizations

Authorization on the basis of segregation of duties will be achieved through SAP functionality available for the
same. Depending on the requirement and type of access, the roles will be defined so as there is a clarity in the
activities to be performed by different groups of people in the entire process.

5.0 Technical Considerations –Forms, Reports

Necessary reports and forms will be developed as per the formats provided and for each of the business
processes separately.

6.0 Technical Considerations – Interface Requirements

Interface requirements between legacy systems, SAP & other systems will be handled thru file transfers.

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7.0 Technical Considerations – Enhancements
Where ever the SAP standard functionality does not suffice to accommodate the business process, necessary
enhancements will be considered to provide the business functionality as mentioned in the above processes.

8.0 Change Management

The requirements identified during the To-Be discussions which are out of scope of this project will be handled
through the change management process. Appropriate training related to the handling the daily activities in
the system will be given to the appropriate core team members who would then make the actual end user
aware of the process change.

9.0 Data Conversion / Legacy data transfer

Batch upload programs would be prepared for initial data transfer to populate the respective tables.
These programs would do a straight forward upload of data without any validations

Sign-off (Approval) for this document :

Name of Team member Organisation/Bus. Unit Signature

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