Introduction To SAP Records Management For Public Sector

Introduction to SAP RecordsManagement for Public SectorApplies to:SAP Records Management for Public Sector.SummaryThis article gives an overview of the SAP records management for Public Sector. It introduces some termsspecific to public sector and also offers a step by step guide to some important customizing relevant forRecords management for public sector (TNA specific).Author:Poonam AssudaniCompany: SAP Labs IndiaCreated on: 04 March 2010Author BioPoonam Assudani is working with the SAP Labs India for the past 3.5 years .She is working asSenior Consultant - Development with SAP Custom Development team which offers customizedsolutions to customers.SAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com1

Introduction to SAP Records Management for Public SectorTable of ContentsIntroduction . 3Important Entities in Public Sector Records Management: . 4RMS ID . 4Records: . 4Records model: . 5Record Plan /File Plan: . 5Records and Case Management standard the National Archives (TNA) . 5Customizing . 6Setting up Generation Rules . 6Case Indicators . 6Assign Generation Rules . 7Create Generation Profile . 7Assign Generation Profile . 7Creation of Disposal Rule . 8Creation of File Plan and Class . 8Creation of Record model (Case Container) . 10Creation of Record model (record model). 12Related Content . 13Copyright. 14SAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com2

Introduction to SAP Records Management for Public SectorIntroductionThis document aims at providing basic understanding of the SAP Records Management for Public Sector.The Document assumes basic understanding of the SAP systems in general and understanding of the SAPRecords Management in general.SAP PSRM is the union of Records management and Case Management with some additional features forpublic sector.The goal of the PSRM is to manage business process related documents in accordance with the publicsector laws, rules and practices.SAP PSRM is certified in accordance with the following standards: DOMEA (GERMANY) TNA (UK)Below are the solution components for PSRM1. Content Management: Storing records/case/document in electronic format.2. Incoming mail processing: Using this process, you can enter incoming documents (e-mail, faxes, andscanned documents) electronically in the incoming post book and forward them to the responsibleprocessor.3. Information retrieval: Classification of records/cases/documents by keywords and fileplan.4. Workflows: Approval and decision making process.5. Retention and disposal: Using this process, you can transfer completed cases and documents thatare no longer required to the central archive.Cases that do not have to be stored in the central archive can be deleted from the system once theirretention period expires.6. Cross – Departmental information exchange : Printing, emailing records/cases/documents7. Integration into SAP for public sector: Integration to grant management, Funds management , taxand revenue integration8. Security: Digital signature for documents.Electronic Desk: You call the PSRM electronic desk using the transaction ‘SCASEPS’.SAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com3

Introduction to SAP Records Management for Public SectorImportant Entities in Public Sector Records Management:RMS IDAn RMS is a discrete unit within Records Management. The RMS divides various business units logically.Dividing the records of a company into discrete units means that is it possible to provide particular groups ofusers with access to particular records.1. Example: In a hospital there are personnel records and patient records. Employees in the personneldepartment only have access to the "RMS for personnel records"; nurses and doctors only have accessto the "RMS for patient records".2. RMS is a classification parameter of the area S AREA RMS. You assign values to this parameterusing the Customizing activity Maintain Registry. You separate the different RMSs by assigning elementtypes to one or more RMS. An RMS can contain any number of element types. Elements can only bedisplayed in the RMS in which they have been entered.Records:Records are represented in the system by XML documents.These XML documents are managed in the system via Knowledge provider.Records contain references only (references for documents , transaction , business objects .) there is no duplication of elements and no data redundancy.SAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com4

Introduction to SAP Records Management for Public SectorRecords model:Record model is a template for record. It defines the record structure, record content (possible elementtypes), authorization and some technical parameters.Records based on same record model have same structure.There are two types of record model:1. Record Model ( for case container)2. Record Model ( for record )Record Plan /File Plan:Record plan contains a hierarchical arrangement of items. Each item represents an objective within anagency.The record plan guarantees standardization of objectives of all organization unit of an agency.A record plan can be exported in XML format.For integration of record plan with the records management you need a service provider and element type.Element Types in PSRM: SAP delivers additional service providers for PSRM. In the registry the servicearea is S AREA RMPS (Area: Records Management for Public Sector).There are additional service providers for Fileplan, Incoming Post items, Folder (TNA), Class (TNA) and Part(TNA).Records and Case Management standard the National Archives (TNA)Content structuring of documents in the fileplan is supported for the standard The National Archives inRecords and Case Management. The following elements are available for structuring documents in thefileplan: Classes are nodes that form a multi-level hierarchy structure. You can use them to map anorganizational division of documents according to their function. At the level of class, you create folders in which the documents are managed. In a folder, you store documents in parts. A part divides a folder into units with limited time periods. Documents or incoming post items (e-mail) can be attached edited and forwarded in different fileformats in the fileplan or without being assigned to a fileplan.SAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com5

Introduction to SAP Records Management for Public SectorCustomizingThe relevant customizing for setting up RMPS can be found In the IMG: Cross-Application Components - General Application Functions - Records and CaseManagement Or by calling transaction RMPS CUSTOMIZINGSetting up Generation RulesRecords and Case Management - Unique Indicator - Define Generation RulesFor each element in the fileplan, you can use a generation rule to support the generation of the attributeunique description.For Example:Case IndicatorsSAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com6

Introduction to SAP Records Management for Public SectorAssign Generation RulesTake a look to Records and Case Management - Unique Indicator - Assign Generation Rules and followthe link for assigning the Generation Rules for Records:IMG activity: Assign Generation Rule for Case Indicator to Case TypeEntry should beCreate Generation ProfileRecords and Case Management - Unique Indicator - Generation Profiles - Create Generation ProfileAssign Generation ProfileTake a look to Records and Case Management - Unique Indicator - Generation Profiles - AssignGeneration Profile. This will lead you to the necessary customizing for Classes and Folders.IMG activity: Assign Generation Profile to Case TypeSAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com7

Introduction to SAP Records Management for Public SectorCreation of Disposal RuleRecords and Case Management - Basic Settings- Disposal- Define Disposal SchedulesCreate the following recordCreation of File Plan and ClassRecords and Case Management - Record- Create Record Model OR Use Transaction SCASEPS.1. Select ‘Record Plan’ Folder. On the ‘SCUK File’ plan Right click and select ‘Create’.Note: Since the example is taken from a customer landscape ‘File plan’ is named here as ‘SCUK file’.SAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com8

Introduction to SAP Records Management for Public SectorEnter the following attributes and save2. For Creation of classes. Select the Node TEST FP and select the Create button.3.Select ‘Create Class Underneath’Enter following detailsSAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com9

Introduction to SAP Records Management for Public Sector4.Enter the ‘Name’ ‘Description’ Number Business Partner’ ‘Disposal Schedule’ ‘Profile forGeneration’.Creation of Record model (Case Container)In this example I have shown a record model for case container this model has a ‘folder’ and a ‘part’ inkeeping with the TNA guidelines.1. From the transaction SCASEPS you can start the record modeler and create the foldermodel as shown below.SAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com10

Introduction to SAP Records Management for Public Sector2. Establish link between the ‘Part’ and the associated registry element type. In this caseregistry element type is ‘/SCUK/RM PS PRO SP PART’ which is a copy of registryelement ‘RM PS PRO SP PART’3. Go to Registry from the IMG path or transaction SRMREGEDIT and create a copy of registryelement type RM PS PRO SPS CASE RECORD. Assign this model ‘Folder Model 01‘toParameter ID ‘MODEL ID’.Note: I have not detailed every step on how to create a record model using a record modeler and how to assign toregistry elements. For detailed steps please refer the reference document mentioned below.4. Assign the model ID to case type For this, execute SPRO & select option Define CaseTypes (Application Server - Basis Services- Case Management - Define Case Types)SAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com11

Introduction to SAP Records Management for Public SectorCreation of Record model (record model)In this example I have show a record model (Ex. ‘Adult Part’) this model shows how the documents (records)will be structured in a ‘Part’.1. From the transaction SCASEPS you can start the record modeler and create the recordmodel as shown below.2. Go to Registry from the IMG path or transaction SRMREGEDIT and create a copy of registryelement type RM PS PRO SPS PART. Assign this model ‘Adult Part‘to Parameter ID‘MODEL ID’.SAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com12

Introduction to SAP Records Management for Public SectorRelated Content BIT 640 training – Generic Records Management IPS650 training – Public Sector Management RM on SAP Help –http://help.sap.com/saphelp /frameset.htm SDN Article - How to Setup a Simple Scenario Using SAP Records Managementhttp://www.sdn.sap.com/irj/scn/index?rid SAP COMMUNITY NETWORK 2010 SAP AGSDN - sdn.sap.com BPX - bpx.sap.com BOC - boc.sap.com UAC - uac.sap.com13