Component documentationSAP File Lifecycle Management Locate this document in the navigation structure

 

This solution aims at providing a simple and digitized solution for the movement of files, documents and correspondences in an organization.

Public sector companies, municipal bodies, and other large organizations execute projects after seeking reviews and approvals from various experts. They seek these reviews and approvals by opening a file for an activity and circulating the file amongst a select list of people, authorized to review and approve the file.

Example Example

  • Opening of a file for purchase of materials for the construction of a new building.

    This file would need a review by the technical expert, project manager and purchase manager and head of finance. Once the cost approvals are through, there would need to be a tender rolled out inviting applications from different vendors. All documents from the purchase requisition until the tender allotment would typically be maintained in the form of a file, which would move through various officers before closure.

  • Recruitment process across departments

    In a large company, recruitments often take place in batches. The Human Resources department opens a file to gather information about the work force needs of various departments. They circulate a letter to these departments asking about their workforce needs for a given year, and then attach these letters and correspondences to the file. In this case too, the department maintains all documents in physical files.

End of the example.

These manually created files need tracking as they move from one stage to the next and one approver to another. In a scenario involving innumerable projects and files, this is often a laborious process.

The SAP File Lifecycle Managementsolution addresses this need to create and track a file as it goes through its lifecycle. The solution does so using the workflow and document management strengths of SAP Netweaver.

Lifecycle of a file

In generic terms, it is possible to classify the lifecycle of a file into the following stages:

  1. Need for a file

    The need to start or create a file results from factors such as a communication from the Ministry or the head office, an internal departmental need, or a communication from a vendor requesting approval to purchase additional materials to complete a project.

    Communication can be through various means, such as letter, email, correspondence, and so on. The individual receiving the communication notes down the particulars and then routes it to the concerned department or individual.

    Based on the contents of the communication, the department might decide that there is a need for further analysis; thereby, opening a file.

  2. Creation of file

    While creating a file, one specifies its attributes, such as its start and expected end date, list of people who need to review and verify the data, and okay the same, before final approval of the activity for which the department opened the file.

    Various departments in the organization can have their own nomenclature for numbering the file, or there could be a common file naming convention in the company.

    Example Example

    A human resources department might categorize the files in its department with the following file numbering convention:

    • Recruitment process - HR/Hiring/20xx/MM1210

    • Performance Management as HR/PRM/20xx/1121

    End of the example.
  3. Review and approvals of the file

    The file goes through multiple verifications and approvals by the experts. Throughout this lifecycle, multiple documents, communications, official notings keep cumulating into the file,

  4. Closure and resubmitting of file

    After the closure of project or activity, the file is considered to be completed and it is sent to the archiving department for safekeeping and future references