WIXLIB

Whitepaperenterprise.efax.comConnector 2.0 for SAPHelping SAP Managers Find theBest Cloud-Based Fax ProviderManagers of SAP environments are poised to takeadvantage of the migration to the cloud for faxcommunications. The emergence of proven, stable,and affordable cloud-based fax services now enablesIT managers to replace their aging server hardwareinfrastructure and software license and maintenanceinvestments with a service that integrates faxdirectly into their SAP email platform. This paperwill explore the advantages of moving legacy SAPfax processes into the cloud, and offer guidanceon finding the ideal cloud-hosted fax provider.Hardware-Based Fax SolutionsBring Cost and ComplexityAccording to a recent Gartner report, the need forspeed, agility, and cost-effective IT solutions is beinghindered by hardware-based server applications,including fax servers. This trend is especially true forbusiness processes that are repeatable, such as digitalfaxing, where companies might generate thousands ofSAP forms daily, including invoices, purchases orders,statements, etc. and fax them from a common source.Fax CardsOutbound FaxFax ServerFax CardsFax CardsHardware-based fax solutions pose unique challengesfor IT managers, ranging from high upfront hardwareand software licensing costs and the recurring cost oftelecommunications, to the bureaucratic headaches thatdevolve from software upgrade and trouble-shootingrequirements. Sizing the fax server infrastructure to avoidbottlenecks at times of peak usage means that at othertimes this system may sit virtually idle, and componentsthat aren’t actively working are, of course, wasting money.In addition to the investment cost is the cost ofmaintaining the traditional fax server system. Figure Aillustrates the many components that lay between thisinstance of SAP and the telephone network (PSTN),including the fax server and its component cards, thededicated analog or digital telecommunication lines,and the customized software between SAP and theapplication server. Each of these components must bepurchased, implemented, maintained, and supportedby dedicated in-house resources. Then, if a fax cardshould subsequently fail, IT must endure yet anotherheadache and unplanned expense to replace it. Thetruth is, no one in IT wants to be responsible formanaging the ‘last-generation’ fax server infrastructure!Telecom LinesTelecom LinesPSTNRecipientTelecom LinesFigure A: Typical hardware-based fax solution built for high-volume trafficenterprise.efax.com (888) 532-9265eFax Corporate SAP Whitepaper - 1943-57638US v1a1

WhitepaperThen comes licensing and upgrades. Here is a commonscenario: You’ve paid for the server hardware andabsorbed the cost of the fax software, but it’s been afew years and now your system needs maintenance,yet the solution vendor won’t support you unless yourenew your license and upgrade to the latest version.Or perhaps you’ve planned to upgrade your serversto a current OS but discover that your old fax serverwon’t support anything newer than ‘X’ Server 2003.Needless to say, keeping pace with these limitations andrequirements is enough to make any IT manager dizzy.Furthermore, in the newer releases of NetWeaver, RFCis no longer a supported protocol for connecting to faxservers (SAP Note 1236270). SAP has ceased renewingcertification of these connectors in favor of using BCSMTP for all email, SMS, and fax messaging. So ifyou’ve recently upgraded your SAP implementation,or are just trying to maintain certifications on all ofyour applications, you’re in for a surprise; at the veryleast this change is going to require developmenttime to prevent the loss of fax functionality.What becomes clear, regardless of the source of theinefficiency, is that servicing increasingly outmodedIT infrastructures generates negative economicreturns. Naturally, SAP managers seek surer economicfooting. We see them turn increasingly to outsourcedalternatives for required office functions such asfax, convinced that the combination of cost savingsand simplified IT demands are simply not possiblewithout the advantage of hosted applications.Should You Move SAP Third-PartyApplications to the Cloud?Cost is always important, but as every IT managerknows, cheaper is not necessarily better. Beforeretiring your fax server infrastructure and moving to anoutsourced solution, due diligence is required. Beloware critical factors to consider when evaluating a cloudbased solution for transmitting SAP documents: Does it provide direct outbound faxing frommultiple SAP modules, including ECC 6.0,Business Suite, Sales and Distribution,CRM, and Materials Management (MM)? Does it support multiple document types,including PDF, Smart Forms, TIFF, TXT,HTML, RTF, Word and Excel? Does it provide an updated and extensive userinterface for all fax administration tasks? Does it employ a connector that supports therequired SAP BC-SMTP spec for fax transmission? Does it permit the return of Delivery StatusNotification (DSN) through SAPconnect, permittingsending SAP module to maintain up-to-date fax logs? Can it issue timely and detailedusage and tracking reports? Does it offer a secure and direct communicationbridge between SAP and the publicInternet, such that your SAP network isalways compliant with standards mandatedby organizations such as HSCIC? Does it complement your organization’s CorporateSocial Responsibility (CSR) objectives?A hosted service might save IT dollars in theform of lower hardware and software costs. Butany serious third-party solution must also meetthe above-listed criteria, while demonstrablyimproving customer service. The right solutionenterprise.efax.com (888) 532-9265eFax Corporate SAP Whitepaper - 1943-57638US v1a2

WhitepaperThe Benefits of Hosted Faxingserver-based solution, particularly for companies looking tobuild a strong, obsolescence-free framework to conduct,manage, and control SAP document delivery. As we’ve seen,Cloud-based solutions eliminate both the upfront capital costsassociated with deploying, maintaining and upgrading premisebased fax servers, as well as the recurring costs of connectingthem to traditional telecommunications services. In their placeis a predictable, efficient and scalable cost-model that freescapital for deployment elsewhere in the IT organization.Select benefits of Cloud faxing include: Eliminating up-front capital investment costs. Eliminating monthly recurring costs of expensiveanalog and/or digital telecommunication lines. Reducing document-distribution costs by up to 50%(including reductions in monthly recurring costs forcommunications, data storage, and energy consumption) Usage-based pricing for a technology that mightsee declining use over the next five years. Reducing costs of internal IT resources required tomaintain, monitor and troubleshoot fax servers. Reallocate IT resources to core competencies. Reducing delivery times for invoices and otheraccounts-receivable documents from SAP forimproved revenue collection and cash flow. Improved fax security through transmission encryption. Near-real-time fax processing and scalabilityeliminates need for queuing faxes until off-hours. Giving your company a higher level of redundancyas insurance against data loss.In short, hosted faxing can be a highly sensible solution for thelong-term, enabling your company to realize enormous cost-ofownership savings, which include making your company greener,more efficient, transparent, and its systems more reliable.enterprise.efax.com (888) 532-9265eFax Corporate SAP Whitepaper - 1943-57638US v1aFinding a Hosted Provider:Five Essential QuestionsWhen seeking the best fax integrationprovider for your SAP platform,be sure to ask the following fivequestions of any candidate seekingyour business. The answers will helplead to your ideal hosted provider.1. What is the company’s history? In theshort history of the Internet, onlineentrepreneurs have come and gone.Be sure your hosting company isfinancially stable, offers global serviceand customer support, and hasplenty of strong customer referrals.2. Is the company a certified SAPpartner? Faxing your businesscritical SAP documents requiresan SAP-certified fax connectorthat features the latest BC-SMTP(not RFC) interface. Remember,ensuring the integrity of yourdata also means protecting yourprofessional reputation.3. Does the company offer ironcladsecurity? Client confidentialityis imperative and can’t be left tochance. Be sure your provider’ssolution ensures compliance withrelevant privacy regulations.4. Is the company able to scale itsservices to your needs? You’llwant the ability to easily add ordelete users as necessary. Lookfor the ability to scale on demandwith the click of a mouse.5. Does the company demonstratea commitment to world-class,enterprise-level businesses?Enterprise faxing is part of thecommunications lifeblood of anybusiness. Your provider shouldbe an expert at delivering afax solution that supports thesuccess of both your companyand the customers you serve.3