The Business Case for Digital Signatures Automating IT
The Business Case for Digital Signatures Automating IT 1
Compliance of IT Solutions - Overview Many industries are facing high costs due to increasing industry regulations and escalating fines for non-compliance. From Sarbanes-Oxley to GMP to the FDA's 21 CFR Part 11, compliance requirements continue to have a high impact on IT controls and policy. As business models evolve to include the Cloud we can expect to see an even higher level of compliance due to increasing business risks. A good example of such risk is Facebook's lack of policy, controls, and enforcement, which led to the data of 50 million users being harvested for unauthorized commercial use. “I’m not sure we shouldn’t be regulated”. Mark Zuckerberg – CEO Facebook March 21 st 2018 Automating IT 2
Compliance meets IT Solution Governance – The Challenges SAP is often the core repository for the majority of Business Critical Processes and Data. This means that SAP Solution Governance is key to ensuring effective Compliance. Traditionally these Governance processes and controls have been manual and paper based. This has led to the below challenges: • • • Struggle to meet compliance requirements High levels of manual effort needed to meet IT and Business Audit requirements Document status and validity confusion leading to inaccurate data and processes Manual workflow for Document Approval lacks control and is inefficient Manual Document Version control and revision leads to inconsistent results High coordination effort and delay in getting multiple sign-offs Inaccurate recording of signatories names and potential for fraud Lack of encryption of final documents leads to potential security risk Cost of paper, document routing and physical archiving Fines for non-compliance Automating IT 3
The Business Casee for using SAP Solution Manager 7. 2 is SAP’s Application Lifecycle Management suite of processes and tools for managing SAP Solutions. It includes all the tools for Business Process and Document Management which are fully integrated into the Change and Release Management Processes. This includes best practices for Solution Governance and supports Document Management and Digital Signatures. By combing this functionality with SAP’s workflow tool we are able to archive the following benefits: Processes (and Libraries) System Landscape (and Applications) Automating IT Te ms Diagra n tio nta tus e a cum St Do pes/ Ty Sp ec st C ase ific Vie ws ati on s Solution Sites ns ur fig n Co io at s Roles W or kfl ow Developments Exe cut abl es Digital Signature Branches (Versions) 4
Digital Signatures - Benefits Document Control • • Proof of approval - Digital Signature Enforces document control Improves quality of documentation Secures Documents via cryptographic methods Compliance • Maintain strict compliance on content / format through proper controls • Validated Environment • SOX • Audit Cost Reduction Automation Open • • • Document Workflow Automate Document control Status management E-mail notification Printing and Routing Cost Reduction Extendable via BADI Cha. RM Approval Process ECC Business Documents ie Invoices Multiple Digital Signature Options Automating IT 5
SAP Solution Manager 7. 2 Digital Signature Solution Automating IT 6
Digital Signature Solution - Key Features Multiple signatures Separation of duties Mapping of the process structure Document Status Management Document Versioning Document Encryption Workflow E-mail notifications when signatures need to be executed Regulation Compliance Automating IT 7
Digital Signature Solution - Overview User Solman Template Unlocked E-mail Status Workflow Extend through BADI Document updated with Versioning, Comments & Remarks Smart Search with HANA Digital Approval Signature CHa. RM Change Approval Output to Adobe Validated & Locked with Digital Signature Comments Remarks Fiori Mobile Encryption Org structure to map a single person, or a team to sign the document Admin Organization Hierarchy Signature Strategy Document Status Schema Automating IT Document Types 8
Digital Signatures – Business Case Automating IT 9
Digital Signatures – Business Case Digital Signatures not only simplify and speed up workflows that require obtaining signatures, they keep the information secure and help drive compliance along with reducing costs. That’s a big advantage to going fully digital. As part of adopting any new Solution a business case is required to justify the Implementation Costs. By utilizing your existing SAP Solution Manager Environment you can help reduce the costs of Licenses and Hardware. To help with kickstarting this digital initiative we have built a business case template based on the below Whitepaper. In 2016 the Association for Information and Image Management (AIIM) in conjunction with ARX (now Docu. Sign) produced a whitepaper on the drivers of Digital Signatures and making the business case - AIIM White. Paper Automating IT 10
Digital Signatures – Business Case The assumptions and instructions in the next few slides are used to help provide guidance for using the Business Case Calculator to estimate the potential ROI for Implementing Digital Signatures based on SAP Solution Manager 7. 2. Once the inputs have been customized for your organizations data they can then be input into the provided Power. Point Presentation Template for presenting to the business case. Click to download Business Case Templates Automating IT 11
Using CONCORN’s Digital Signature Business Case Tool 1. Estimate the current costs under the Assumptions Tab: INPUT PRINTING/SIGNING 50 Number of Approvers 2 Signatures per document 200 Documents signed per year (1 per day) = 30, 000 pages 3 Avg Pages per document 0. 03 Cost per page - Input data (green cells) to calculate costs This business case yemplate focuses on Hard Benefits (Cost reduction). Additional soft benefits such as efficiency can be added to Business Case presentation. Avoidance of fines is another hard benefit but has been excluded due to difficulty in calculating. $ 0. 50 $ 2. 00 ROUTING Internal mail cost for routing External mail costs of routing respectively 100% % of Internal mail routed 0% % of External mail routed RETENTION/RECOVERY 0. 5 Scanning cost 0. 75 Archiving cost 50% % documents scanned 50% % documents physically archived - Enter in cost reduction targets by year It is best to start with the last year, then back into how much of that benefit you’re likely to achieve by the end of each intervening year 20 Documents misfiled and needed later - recovrey cost 40 Docuemnts both lost and needed later - reproduction cost 4% % of documents that are both misfiled and needed later 1% % of documents that are both lost and needed later COMPLIANCE COST REDUCTIONS Yr 1 Yr 2 Yr 3 Yr 4 Yr 5 Printing/Signing 75% 90% 90% Routing 75% 90% 90% Retention/Recovery 75% 90% 90% Compliance 75% 50% 50% Automating IT 50, 000 Cost of manual compliance and audits 9%DISCOUNT RATE 12
Using CONCORN’s Digital Signature Business Case Tool 2. Estimate Project Costs under the Project Tab: - Input data (green cells) to calculate costs PROJECT COSTS INFRASTRUCTURE Server (Existing Solman) License Cost (Free under Maint Fee) $ - $ $0 SERVICES Set-up and configuration Test Training/Learning curve Estimate costs based on prior experience Discount rate can be usually obtained from CFO group $ $ $ 24, 000 8, 000 $40, 000 TOTAL NEW ONGOING COSTS Hardware maintenance Existing Solman Support Contact CONCORN for Discovery Workshop $40, 000 $ $ $0 Automating IT 13
Customize this presentation Automating IT 14
CONCORN + Solution Manager = Digital ALM Prime. ALM Digital Signature Service 2 -6 weeks • • Discovery workshop Technical set-up Design Organization Hierarchy Configure signature strategy, status schema, document types Set-up workflow including email notifications Test Solution Knowledge Transfer Support Automating IT 15
CONCORN our Story CONCORN is short for The Consultants Corner. This comes from spending 20 years sitting in the corner as part of the technical team solving SAP technology problems. During this time SAP introduced Solution Manager as part of its strategy to help manage complexity and reduce the cost of maintaining its exploding number of technologies and solutions. Being SAP evangelists, Solution Manager soon became a key tool in our monitoring and issue resolution within complex SAP landscapes. Over time SAP's strategy evolved to include a full set of Application Lifecycle Management (ALM) tools and best practices. These included Business Process, Project, Change, Test, Incident, Code, Security and Data Management. By combining these functions into one platform, licensed under the SAP Enterprise Support fee, SAP provides customers with a single source of the truth for all Business Process and Application Management. Automating IT 16
CONCORN our Story In 2016 we continued to see many customers still struggling with the challenges of system reliability and battling with cost and long change cycles while Solution Manager sat neglected in the corner even though SAP heavily recommended the adoption of its ALM best practices as a solution to these challenges. Even new customers weren't utilizing Solution Manager for their implementations as partners did not recommend it as an ALM solution, mostly because it did not fit their methodologies and through customers lack of understanding. In order to help SAP and its customers meet these challenges, CONCORN was launched with the objective of providing high quality ALM services and solutions. Our approach is based on agile delivery with a focus on rapid time-to-value and total client satisfaction. CONCORN has the proven experience, vision and talent to help our clients run their SAP solutions. Faster. Smarter. Better. Automating IT 17
Thank you Contact: info@concorn. com M 678 -469 -3887 www. concorn. com Automating IT 18
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