Orange County Convention Center
Orlando, Florida | May 15-18, 2011
Colgate Palmolive Masters the Challenge of
Web UI for PLM DMS
Mary Ellen Carey
]
[
Abstract
 See how Colgate’s DMS portal solution is being used
across their global DMS user base,
and how DMS can be configured to search across
document types, classes, and characteristics via
a user-friendly Web UI. Hear how DMS integrates with
TREX and the SAP NetWeaver Enterprise
Search application to enable lightning-fast, full-text search
with additional drill-down functionality.
Real Experience. Real Advantage.
[ Learning Points
 Understand the difference between DMS GUI vs EhP4
DMS Web UI that SAP provides out of the box.
 See how Colgate developed a web based interface to
enable classification search across a wide range of
document types
 Learn how TREX and Enterprise search enable enhanced
DMS search
Real Experience. Real Advantage.
3
[ Agenda
 About Colgate Palmolive
 SAP DMS at Colgate
 DMS Web UI
 DMS GUI vs EhP4 Web UI (out of the box)
 Colgate‟s DMS Implementation
 TREX and Enterprise Search
Real Experience. Real Advantage.
[ About Colgate-Palmolive Company
$15.3 + Billion in
Sales
Products Sold in
223 Countries &
Territories
Sales by Division
38,100
Colgate People
Real Experience. Real Advantage.
[
ORAL CARE
HOME CARE
Real Experience. Real Advantage.
PERSONAL CARE
PET NUTRITION
[ DMS for PLM Content at Colgate Palmolive
 Documents stored in vast
electronic library
 Documents are Linked to other
objects (Recipes, Specs, Ideas,
Projects)
 Fully searchable
 20+ „doc-types‟ to date holding
60,000 documents
 Fastest growing component of
our PLM portfolio
Real Experience. Real Advantage.
7
[Colgate – SAP DMS Roadmap
2008
2009
2010
2011
2012+
Implement
Base
Functionality
Expand the Base,
Optimization,
Simplification,
Sustainability plus more
functionality
Deliver Value to more
people, ease of use
Deliver Ease of Use &
Integration
Expand
Integration
Experimental
Manufacturing
Orders
PPM Documents
Clinical/
Consumer
Protocols
Clinical Research
Analytical SPIs
Idea Management
Documents
Analytical Method Validation
Non Analytical SOPs
Regulatory Dossiers
Knowledge Mgt Docs
Safety Assessments
 Apply EhP4 and Begin
Web DMS Development
Oral Care Publication
Review
Trex Search Live
EnterpriseSearch Live
Environmental Claims
Documents
EU Plant PIF
Documentation
Product Safety
Documents
PDM Manufacturer
Qualification
Hill's Product Claims
Documents
Oral Care In-Vitro
Studies/Documents
 Tech Transfer Documents
Web DMS for all apps
Phase I–Display
Phase 2–Create/Chg
Upgrade SAP Content
Server
Real Experience. Real Advantage.
 More apps
Web DMS
Phase 3- Digital
Signature &
Approval
TB CAD Files
[Colgate – SAP DMS Roadmap
2008
2009
2010
2011
2012+
Implement
Base
Functionality
Expand the Base,
Optimization,
Simplification,
Sustainability plus more
functionality
Deliver Value to more
people, ease of use
Deliver Ease of Use &
Integration
Expand
Integration
Experimental
Manufacturing
Orders
PPM Documents
 Apply EhP4 and Begin
Web DMS Development
Oral Care Publication
Review
Trex Search Live
Enterprise Search Live
Environmental Claims
Documents
Clinical/
Consumer
Protocols
Clinical Research
Analytical SPIs
Analytical Method Validation
EU Plant PIF
Documentation
Product Safety
Documents
Non Analytical SOPs
PDM Manufacturer
Regulatory Dossiers
Qualification
Hill's Product Claims
Documents
Knowledge Mgt Docs
Oral Care In-Vitro
Studies/Documents
Idea Management
Documents
Safety Assessments
 Tech Transfer Documents
Web DMS for all apps
Phase I–Display
Phase 2–Create/Chg
Upgrade SAP Content
Server
Real Experience. Real Advantage.
 More apps
Web DMS
Phase 3- Digital
Signature &
Approval
TB CAD Files
[ Early Learning
 EhP 4 upgrade 1Q/2010
 Expectation was a fast, easy DMS WUI deployment
 After upgrade and testing, significant functionality gaps realized
 Out of the box DMS Web UI did not satisfy our business user‟s
requirements
Real Experience. Real Advantage.
[ Web DMS Implementation Plan (post EHP4)
 Phase 1: Search/display in web for all doc types
 Phase 2: Create & Change for all repository doc types
(non-workflow)
 User select approvers via DMS WebUI to kickoff workflow
 Approver implements approvals (workflow) in DMS GUI
 Phase 3: DIR Approvals in Web UI (must have Digital
Signatures NW version dependent – timing TBD)
Real Experience. Real Advantage.
[ Web DMS Implementation Plan (post EHP4)
 Phase 1: Search/display in web for all doc types
 Phase 2: Create & Change for all repository doc types
(non-workflow)
 User select approvers via DMS WebUI to kickoff workflow
 Approver implements approvals (workflow) in DMS GUI
 Phase 3: DIR Approvals in Web UI (must have Digital
Signatures NW version dependent – timing TBD)
Real Experience. Real Advantage.
[ DMS Web DIR
GUI
Real Experience. Real Advantage.
– General Data Tab
EHP 4 WebUI
[ DMS WEB DIR – Characteristics Values
GUI
Real Experience. Real Advantage.
EHP4 WebUI
[ EHP4 DMS Web UI Gaps
Colgate DMS users rely on their characteristic fields for searching
EHP4 Advance Search did not include Classification/Additional data tab
No Characteristic Search tab
Real Experience. Real Advantage.
[ Custom DMS WEB UI Classification Search
• Colgate DMS users rely on
their characteristic fields for
searching
• EHP4 Advanced Search did
not include the Additional
(characteristic) data tab
• Decided to develop custom
DMS Portal Display
Real Experience. Real Advantage.
[ Custom DMS WEB UI for Classification Search
 Webdynpro abap application built to display classification tab
and characteristics based on Doctype
Classification fields for docytpe displayed
Real Experience. Real Advantage.
[ Custom DMS WEB UI for Classification Search
DMS characteristic pull down fields Web enabled to behave same
as in GUI
Real Experience. Real Advantage.
[ Custom DMS WEB UI for Classification Search
CP uses function modules to search
and populate characteristic fields
 Needed to “web enable” these
programs
Real Experience. Real Advantage.
[ Custom Classification Search - Results List
 Results list same as GUI CV04N
 User can change layout
 Add/delete columns
 Add additional filters
 Ability to set default layout for all doctypes
Real Experience. Real Advantage.
[ CP PLM SAP Portal
 Integration DMS WEB UI with PLM custom web apps
 One stop shopping for the CP R&D user base
Real Experience. Real Advantage.
[ Web DMS Implementation Plan (post EHP4)
 Phase 1: Search/display in web for all doc types
 Phase 2: Create & Change for all repository doc types
(non-workflow)
 User select approvers via DMS WebUI to kickoff workflow
 Approver implements approvals (workflow) in DMS GUI
 Phase 3: DIR Approvals in Web UI (must have Digital
Signatures NW version dependent – timing TBD)
Real Experience. Real Advantage.
[ DMS Web UI Moving Forward
 Phase 3: DIR Approvals in Web UI




Execute eSignature
Collect/route approver‟s rejection/approval comments
Complete full approval process
Inbox notification, email redirection
Real Experience. Real Advantage.
[ Conceptual DMS Approval Screen in Notes
Please Approve DMS E01 DIR 10000011241 Version 00 Soap Trials
William Bessette to: Joseph Smith
10/21/2010 10:06 AM
Action Required and Link to SAP
Approve/Reject with comments and
signature (SAP password)
Document Header Data
Classification Data Varies by
Document Type
Document Long Text
Embeded attached Documents
Real Experience. Real Advantage.
[Colgate – SAP DMS Roadmap
2008
2009
2010
2011
2012+
Implement
Base
Functionality
Expand the Base,
Optimization,
Simplification,
Sustainability plus more
functionality
Deliver Value to more
people, ease of use
Deliver Ease of Use &
Integration
Expand
Integration
Experimental
Manufacturing
Orders
PPM Documents
Clinical/
Consumer
Protocols
Clinical Research
Idea Management
Documents
Analytical SPIs
Analytical Method Validation
Non Analytical SOPs
Regulatory Dossiers
Knowledge Mgt Docs
Safety Assessments
 Apply EhP4 and Begin
Web DMS Development
Oral Care Publication
Review
TREX Search Live
Environmental Claims
Documents
Enterprise Search
Live
EU Plant PIF
Documentation
PDM Manufacturer
Qualification
Oral Care In-Vitro
Studies/Documents
Product Safety
Documents
Hill's Product Claims
Documents
 Tech Transfer Documents
Web DMS for all apps
Phase I–Display
Phase 2–Create/Chg
Upgrade SAP Content
Server
Real Experience. Real Advantage.
 More apps
Web DMS
Phase 3- Digital
Signature &
Approval
TB CAD Files
[ Trex Search
 Ability to locate text embedded within DIR originals
Enter search term
Click Execute
Real Experience. Real Advantage.
[ TREX Search and DMS UI
Results lists displayed
Click on Document Number to display DIR
Open Original to locate search term
Real Experience. Real Advantage.
[ CP Enterprise Search
One stop “Searching” for Global CP users
Searches Lotus Notes, HR, PLM, DMS, Marketing, CP
Intranet
Real Experience. Real Advantage.
[ Enterprise Search & DMS
Displays data source – Document Info Record
Direct link to DIR
DIR metadata displayed
Respects user‟s SAP security roles
Real Experience. Real Advantage.
[ Enterprise Search Features
Sort by DIR meta data
Advanced search features,
boolean logic
Real Experience. Real Advantage.
[ Best Practices
 Establish Global Content Management guidelines &
standards
 All Colgate product related Regulatory content to be stored
in DMS (vs teamrooms, shared drives)
 Establish and maintain list of business content owners by
document type
 Critical when application or server upgrades are needed
 Maintain security roles at the Document Type level and
also a display only role to easily provide access to new
unrestricted document types
 Access Enforcer enables business team to assign
security roles to end users
Real Experience. Real Advantage.
all
32
[
]
 Thank you for participating.
Please remember to complete and return your
evaluation form following this session.
For ongoing education in this area of focus, visit
www.asug.com.
SESSION CODE: 2913
Real Experience. Real Advantage.