Why to use xECM for Oracle ? Benifit of EBS integration with ECM ?

Problem with oracle ERP process

•    Not all of the documents are getting attached to EBS as an standard process
•    Most of the documents flow as hard copies from one department to other.
•   EBS Documents are not accessible to the peoples who are part of the process but do not have            access to EBS the only way they access content is through hard copies.
• Documents are not searchable.
•  Keeping track of hard copy documents is difficult.
• Archived Hard copy document doesn't have ownership 
• Documentation scattered over departments in hard-copies increases duplicity of documents.
• Documents are not directly  shareable from ERP
• Audit prospective its very difficult to track hard-copies.
• Manual flow of documentation delays the business process.
• Content as an attachment associated with heavy transactions in ERP keep growing database size.
•  Less collaboration of document as they are on form, page levels. And cannot be views as an entire process.
• Oracle Attached documents are less reusable.
• Employee documents can not be managed effectively in oracle application because employees documents are created on various stages in his life (candidate -> Applicant -> Employee) all this documents are cant be made available at one place.

Why to use OpenText xECM for Oracle?

xECM is getting better everyday latest release for xECM is ECMlink SP2 which has improved functionality and document archiving. This integration is  basically a customer specific and hugely depends on business requirement which we need to analyse and understand. This integration overall  can help customer for below purposes

1) Creating transasction specific busienss workspaces to effectivly manage the content.
2) Bringing Oracle  attachments to OpenText ECM along with relevant metadata associated with those attachments, This reduce the database space in oracle application and improves the performance.
3) EBS metadata can be stored in meaning full and searchable manner using  extensive functionality of  ECM  using its search engine and facets.
4) Bringing EBS users to C.S along with EBS passwords ( Bringing passwords depends on EBS setup)
5) Seamless integration between OpenText Content server and Oracle application has below user benefit for day to day activities.
  - Documents can be commented, shared within multiple user who are working on the same entity.
  - Document version can be maintained.
  - Business workspace support the drag and drop functionality for documents which indirectly allows drag and drop in the oracle UI.
6) Transaction specific workspaces can be given access to non-ebs users without giving the user access to oracle application which saves the license cost in oracle.
7) ECM denouements can be enabled for record management.
8) Transactions  in oracle are often a chain of transactions and are linked to each other. E.g. procurement cycle is chain of transactions starting from purchase requisition to payment or GL Journals. Using xECM related workspaces all the  documents generated/attached  during these cycle can be seen from one place.

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Real time use..

1) EBS HRMS mange the employee life cycle starting from candidate's recruitment process, applicant creation , hiring of applicant and then termination of employment.  But unfortunate oracle is good with management  of metadata and fails with effective management of documents associated with any employee in his entire life cycle.

Every employees has  documents associated with them like Resumes , Employment contracts, Personal documents, Dependents documents,  Payroll documents, Employee services, Compensation and benefits, Appraisal documents,   leave related documents, loan documents, Self service documents,certificates  etc.

among all this documents very few are stored in Oracle EBS and rest all documents are stored in scattered manner for Exa. stored on share drive, physical files. These  all documents can be stored at one place in ECM such that it can straight away accessed from oracle EBS with retaining specific set of permissions. This makes life easy for Human resource, payroll , recruitment department, and benefits the organization.

Apart from these all SSHR (Self service ) related documents can also be made available at the same place using related workspaces.

2) Oracle EBS have business process like procure to pay where items are purchased from suppliers and payment is done for that specific purchase. In this cycle we have different stages like  Purchase Requisition  ,Purchase order, RFQ , Quotations , Receipts, Invoices , Payment  etc.  at all this stages we come across  documents which are either stored in EBS corresponding form/pages or are stored on lshare drive/ physical files. But documents placed  in  share drive/physical files  are not much meaning full especially when it comes to searching historical documents specific to certain transaction. Because these documents do not hold metadata from EBS. Here xECM can be much more helpful. In procure to pay process all documents associated with entire chain of process  can also be viewed  at one place also   approvers  can be provided  access to workspace and its related workspace at workflow notification page wich is not supported in oracle application. Which is easily  customizable with xECM for oracle.

3) Same configuration done for any EBS process where client want to make documentation and metadata more meaningful.