Integrating Archibus system with ERP (SAP)

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Integrating ARCHIBUS with the organization’s ERP system helps consolidate the core data of the enterprise and finance with information about infrastructure and facility, and contribute value to main processes in the enterprise and the operating process of the facility within the organization. This article targets ARCHIBUS system architects, ERP specialists, and application developers, providing them with an overview of the potential benefits of integrating the two systems.

GENERAL INTRODUCTION

ARCHIBUS is the world’s number one provider in the field of managing real estate, infrastructure and facility in the world, providing central storage for all data relating building and space.

SAP is a tool that allows to manage financial information, assets and costs of software managing operations, materials, personnel, plants and archives. SAP is the world’s leading provider of Enterprise Resource Planning (ERP) with nearly 24% of revenue of the market (Gartner, 2014), twice as much as the second provided (Oracle). To do this, they need right tools, quick deployment, cost savings and immediate results. And, more importantly, they need tools that can be integrated right into their existing ERP system and provide an intuitive interface about cost structure of assets.

Integrating ARCHIBUS with the organization’s ERP system helps consolidate the core data of the enterprise and finance with information about infrastructure and facility, and contribute values to key processes in the enterprise and process of operating facility within the organization.

Integrating Archibus system with ERP (SAP)

Integrating ARCHIBUS with the organization’s ERP system helps consolidate the core data of the enterprise and finance with information about infrastructure and facility, and contribute value to main processes in the enterprise and the operating process of the facility within the organization. This article targets ARCHIBUS system architects, ERP specialists, and application developers, providing them with an overview of the potential benefits of integrating the two systems.

GENERAL INTRODUCTION

ARCHIBUS is the world’s number one provider in the field of managing real estate, infrastructure and facility in the world, providing central storage for all data relating building and space.

SAP is a tool that allows to manage financial information, assets and costs of software managing operations, materials, personnel, plants and archives. SAP is the world’s leading provider of Enterprise Resource Planning (ERP) with nearly 24% of revenue of the market (Gartner, 2014), twice as much as the second provided (Oracle). To do this, they need right tools, quick deployment, cost savings and immediate results. And, more importantly, they need tools that can be integrated right into their existing ERP system and provide an intuitive interface about cost structure of assets.

Integrating ARCHIBUS with the organization’s ERP system helps consolidate the core data of the enterprise and finance with information about infrastructure and facility, and contribute values to key processes in the enterprise and process of operating facility within the organization.

THE BENEFITS OF INTEGRATING INFORMATION IN BUSINESS MANAGEMENT

Each organization has their own needs in collectin and analyzing data, so that they can find their way to use and optimize shared data.

Advantages in business

Integrating ARCHIBUS with SAP does not increase profitability, but it can cut waste, save money and, in particular, bring efficiency to business operations by:

  • Process rationalized, burden of managing data weighed down allow to significantly improve productivity.
  • Integrated and up-to-date information allows to provide required reports accurately, completely and timely for departments or leaders, as well as related partners.
  • Managing use, maintenance, depreciation, and disposal of assets to maximize the useful life circle of assets and help organizations and businesses avoid unnecessary investment costs is strengthened.
  • Accessing centralized database, supporting the implementation of enterprise plans are speeded up.

Technical advantages

Integration with SAP will assist the existing features in ARCHIBUS:

  • Open management system of ARCHIBUS enables exchange data easily with other SAP data warehouses such as ERP, CRM – Customer Relationship Management, HRM – Human Resource Management.
  • Flexibility allows to quickly create and easily modify reports without requiring specialized programming knowledge or expensive customization.
  • Seamless Integration between databases and AutoCAD drawing intends to reflect changes in floor or asset map, ensuring accuracy in reports.
  • Ability to spread information across the enterprise through the centralized administration tool based on Web Central of ARCHIBUS

DENIFITION

To put the defined data in SAP into ARCHIBUS requires synchronization of data.

Information about organizational structure and staff is mainly identified in the SAP system and should be updated in ARCHIBUS. In the opposite direction, cost information in SAP can be included in ARCHIBUS to classify cost data. Data on suppliers in SAP can also be synchronized with the ARCHIBUS database.

An enterprise business process may include different parts implemented in both systems. A system can hand over control of processes to the rest of the system.

Integration can be done in different ways, depending on the functionality, budget, and limitations of the security system. Organizations can integrate asynchronous data using the traditional push / pull method of input and output from flat files. A more effective solution is to set up Web Services, which allows information to be exchanged instantaneously between the two systems. This solution enhances the transparency of the data and can assist in providing the data in a timely manner for a given process.

SYNCHRONIZE DATA BASE BETWEEN TWO SYSTEMS

ARCHIBUS applications are primarily designed around building data, while SAP is developed based on cost units (and company codes). SAP will always require a company code to categorize costs. In ARCHIBUS, all activities relate primarily to building data. ARCHIBUS requires a unique code for each build. However, SAP systems often do not use unique building codes, so it is necessary to create a mapping table between the code identifying the building + the SAP cost unit and the unique building code in ARCHIBUS.

Organizational data structure in ARCHIBUS is organized into three levels: enterprise unit, departmental and departmental level. Employees are allocated to each unit and / or department. In cost ARCHIBUS can also be assigned to a department and / or department.

In ARCHIBUS, additional tables can be created for cost allocation. As in the ordering module in the SAP system, before sending the order request to SAP, the responsible manager will classify and assign a unit of cost or other specific information in SAP to a record. In ARCHIBUS. Managers may not have direct access to SAP, but will be able to assign a specific SAP data to ARCHIBUS data. Data can be synchronized in real time or update asynchronously / batch data.

  • Synchronize data in real-time

“Real-time synchronization” allows for achieving a tight interface and two-way synchronization of data between ARCHIBUS and SAP. In this context, the term “real time” means that data is automatically synchronized between two databases. If a note is entered / updated in database A, a similar record is also immediately synchronized in real-time database B. Of course, synchronization time depends on many factors such as transmission line, update process and monitoring.

Users are advised to be cautious when directly accessing the database. The specified user should only access the data with the appropriate Application Programming Interface (API). This has been mandated in SAP, a financial database management system that is sensitive and affecting business operations, and is gradually being incorporated into ARCHIBUS through Web Central.

  • Update data asynchronously/batch

If the data does not require real-time integration, the update can be scheduled according to the frequency with which the enterprise depends on the level of system and database. Usually, databases are usually synchronized and updated daily. This approach requires significantly less system resources and effort to set up, as well as significantly reduce system investment costs such as server, line and security.

When the data is synchronized between the two systems, a system is the “owner” of the data. Updates on these specific data are entered into ARCHIBUS or SAP, never in both systems at the same time. If the data is updated in the “owner” system, the data will be automatically synchronized and updated to other backup systems.

Changes can be batched through the use of flat files, but the Web Services feature can also be used. In this case, Web Services may operate asynchronously, suspending updates without promptly responding to requests.

One important point here is the issue of reporting incidents and errors. If the update fails, the user needs to take measures to try updating later or scheduling the next day. Updates can also be manually triggered when an unsuccessful report is received.

INTEGRATE WORKING PROCESS

Besides integrating the database, the ARCHIBUS system can also integrate with the SAP system a number of related workflows between the two systems. As, when the service support request process can be an ordering code request from SAP Web Services. Upon receipt of the request and processing in SAP, SAP may invoke an ARCHIBUS Web Service to send feedback. Data is updated in ARCHIBUS and work can proceed. Thus, with the integration of workflows involved between the two systems, improved work efficiency, shortening of intermediate processing.

If SAP receives invalid or incomplete information, or process is not completed, an error message will be sent to ARCHIBUS. The “drag” data in ARCHIBUS must be changed and order requests must be resubmitted with new data.

FORMAT INPUT/OUTPUT DOCUMENTATION

Documents (Word, PDF …) input to one upload system can be used by many other systems. According to the workflow and authorization policy, SAP users may not have access to ARCHIBUS or ARCHIBUS users may not have access to SAP.

However, documents created and stored in SAP or ARCHIBUS can be accessed from both systems. Access to a document that is accessible through a link or controlled by security / access may be provided by using the Web Service to encrypt the data in binary form.

Documents can also be stored in a single archive and accessible from both systems. Many document processing organizations in the document-centric management system (eg .., FileNet, Documentum, SharePoint, Project Library and others). ARCHIBUS users should have access to these systems to upload and download files. Archives in ARCHIBUS can also be transferred to another document management system using Web Services if provided.

ENSURE TRANSPARENCY OF DATA

Data in the database must always ensure consistency and transparency. Managers need to ensure that the database is updated through the transaction management system. When an error occurs, the system must be brought back to a consistent state. This reporting and retrying process should be carried out to ensure that data exchange between the two systems is made if one of the two systems is temporarily down.

To detect a change in the data in ARCHIBUS, the user applies the Change Control Database feature to record all changes. Data can be changed by different applications. For example, the HR data can be changed in the Windows Client / Server ARCHIBUS or by using the Web Central file. This is why you should use the Database Change Control feature, instead of highlighting data, in the business logic.

DESIGN FOR RISK PREVENTATION

The risk prevention design minimizes the risk of project failure. When integrating data between two systems and different infrastructure, the manager should be ready to respond when problems occur. Possible problems include:

  • Connection problems between the two systems
  • Time-out error when calling Web Services
  • Unforeseen errors
  • Transparency is not guaranteed when updating the database
  • The remote control system is interrupted by maintenance work
  • Remote system error message
  • Unexpected error caused by system remote error
  • Security and firewalls cause unforeseen problems with connectivity
  • Overload in batch processing

Solution:

  • Log all actions
  • Ensure that incidents are reported; Create date reports; Notify the system administrator
  • Provides a monitoring system for users who detect remote connectivity issues
  • Create an automated retry process for block processing
  • Separation of components, when possible
  • Perform asynchronous communication for heavy transactions
  • Performing updates and restoration that may affect database transparency and consistency.

ASSESS AND CONCLUDE

By using Web Services, you can exchange data and functionalities with other systems. This facilitates the integration of systems such as ARCHIBUS with other business systems such as SAP, significantly increasing the value of your information by connecting to personnel-related data. real estate, maintenance, power/utility, billing or other data. The integration of all data from all fields of the organization supports analysis of operations and decision-making. It provides a more complete picture of your processes, so these processes can be streamlined to achieve higher performance and organizational value.

In the future, software is built up by Service Oriented Architect (SOA), based on Web Services. Deployment by SOA defines APIs (Application Programming Interface) of an entire organization, and helps reorient their own organization, always looking for the strategic technologies to enhance the value of the organization in the future.

Song Phuong – FPT IS

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