Integration with ERP is something most SE’s (Systems Engineers) and PMs (Project Managers) should keep in mind when designing a project. ERP, or Enterprise Resource Planning, is the process of using modularized software and hardware within a centralized network and datastore. In regards to ECM, proper integration with ERP is important for maintaining data integrity with the larger organization. ImageSource has successfully incorporated ERP Integration with many of it’s customer partners.
As an example, ERP Integration can be done within an Oracle IPM Process Workflow, using a combination of scripts and forms to access the centralized data store for use within an IPM Package. The centralized data is usually populated and maintained by sources within the organization, but external to Oracle IPM Process Workflow.
The following examples demonstrate how ERP Integration can be used to maintain data integrity. In this example, we have a workflow package that requires 3 pieces of Vendor Information: the Name, Address and ID Number. Information about all of our example organization’s Vendors is located in a pre-existing database. We can harness this data within the workflow, using some techniques demonstrated below:
The above screenshot illustrates one way that ERP Integration can be handled within a process workflow. The package would enter the workflow containing a rudimentary amount of metadata gathered during the Document Capture phase. It would then be processed by the Vendor Lookup Script, which would use data in the package (like the Vendor Name) to query the centralized data store for the appropriate vendor information (like Address and ID Number). If matching data is successfully found, it would then populate the package with it. From there, the package would move on to the Review Queue where all of that data would be made viewable to the user.
ERP Integration can also be handled within an IPM Process Workflow form. Observe the ERP data lookup demonstrated below:
If the user needs to change the Vendor Information, they can do so by clicking on the Vendor Name drop-down. The drop-down list is populated with vendor names pulled from the centralized data store.
Upon selecting a new Vendor Name, the workflow form performs a query against the data store for the matching vendor information, as pictured below.
As you can see, the only data that was needed was the Vendor Name. The Vendor ID and Address were updated to reflect the change on the form. This kind of ERP Integration keeps data intact and makes metadata capture easier for the user, as they do not need search through piles of paper or external applications to find the appropriate information.