SAP on-board resources reach their limits

The SAP on-board tools are only suitable for large printer fleets to a limited extent because changes are typically made on an object-by-object basis and configurations in multi-system landscapes can only be distributed consistently with additional effort. With the „BC-XOM Extension for Printer Management“ specification, SAP addresses this gap and provides an API that enables remote-capable management of OMS topology and printer objects. In conjunction with an external output management system (OMS), this creates the basis for modern, scalable administration solutions - including mass changes, controlled roll-out across multiple SAP servers, real-time status and a consistent printer definition. One such implementation is the SAP-certified Bens OMS Panel application as a web application; in conjunction with the external output management system Bens OMS from Suchy MIPS.

Challenging starting position

The administration of output systems and printers in SAP is operationally critical and organizationally demanding. Anyone who administers output devices, OMS connections or spool-relevant parameters generally requires appropriate administrative authorizations. This is not only a technical hurdle, but also a governance issue: changes have a direct impact on the availability, stability and traceability of print and document processes.

In addition, SAP printer administration requires a special skill set that brings two worlds together. On the one hand, there are SAP-specific aspects such as the spool concept, device types, output parameters and landscape logic. On the other hand, knowledge of the IT environment is required, such as the network, naming conventions, protocols, printer fleets, security requirements and typical error patterns in the print path. This combination is rare - and this is precisely why a bottleneck arises in many companies: printer administration depends on a few specialists.

In practice, creating new printers in the SAP system is therefore often not an isolated action, but a coordinated project. Several teams have to work together - SAP Basis, Network, Security, Workplace/Client Management and often also specialist departments or external service providers. A key structural disadvantage of classic SAP on-board resources is their limited suitability for mass production.

Mass suitability and consistency

SAP Spool Administration typically only allows changes to one printer at a time. Typical requirements in large printer parks - such as the simultaneous assignment of a new device type to many printers - are not provided for in the standard process. This leads to a lot of manual work, long processing times and an unnecessarily high risk of inconsistencies.

This problem is exacerbated in landscapes with multiple SAP servers. In practice, changes to printer configurations made via Spool Administration usually only affect the SAP server on which the change was made. Rolling out to other systems is possible with the SAP tool „Printing Assistant for Landscapes (PAL)“, but remains cumbersome in everyday use:
A central system must be defined in which maintenance is carried out, and from there it is distributed to the target systems. Changes are therefore tied to rules and processes and require additional operational discipline.

BC-XOM extension

SAP has recognized these shortcomings and formulated a clear answer with the „BC-XOM Extension for Printer Management“ specification. The core statement is that BC-XOM historically primarily addressed the runtime of the print process - i.e. the sending of print jobs to an OMS and the status query - but did not offer any functions for configuring the resources involved in the interface to external management tools. This meant that the configuration of the OMS connection and, in particular, the configuration of the associated printers was inadequately mapped. The extension was intended to close this gap.

Technically, the API provided by SAP is based on remote-capable standard RFC modules. This enables external applications - using the SAP authorization and RFC mechanisms - to call up administration functions remotely and automate them. This is an essential prerequisite for transferring printer administration from a purely transactional SAP GUI logic to modern, process- and role-based administration workflows.

It is important to note the basic prerequisite, which is already set out in the classification of the extension: The „Extension for Printer Administration“ only works in conjunction with an output management system. An OMS must therefore be installed and in productive operation; the printers must be created with coupling type „E“ (external OMS).

OMS as an enabler

External spool or output management is not only a prerequisite, but also a proven architectural principle recommended by SAP. It relieves the SAP servers, transfers print job management to a specialized system and takes over communication with the output devices. A key added value lies in the significantly improved transparency:
Detailed status messages can be delivered back to SAP unsolicited, which significantly improves operation and troubleshooting.

In addition to performance and transparency, security is playing an increasingly important role in modern environments. An external OMS, such as Ben's OMS from Suchy MIPS, can - depending on the architecture and target environment - support the encryption of print data along the entire path from the SAP server to the output device and thus better secure the print path for sensitive documents (e.g. HR, finance, healthcare).

Furthermore, an external OMS opens up additional possibilities for the further processing of print data. Using the Bens OMS from Suchy MIPS as an example, workflows can be implemented that go beyond pure printing: from comparatively simple scenarios such as barcode printing or the conversion of Prescribe print data into PCL5 industry standard data to more complex workflows with content analysis and conditional actions that are executed depending on the result of the analysis.

This makes output management an integral part of document and process automation that integrates seamlessly into the SAP server landscape.

From the API to the application

The „BC-XOM extension for printer management“ creates the basis for powerful administration applications. The API provides interfaces with which objects can be created, queried, configured and deleted. These include ROMS (Real Output Management Systems), LOMS (Logical Output Management Systems) as well as printers and their properties. This means that not only the individual printer can be addressed, but also the entire OMS topology - a key lever for standardization and operational security in SAP server landscapes.

Intelligently implemented, functions can be derived from this that directly save time and increase quality in everyday life. The decisive factor is that administration no longer has to happen „printer by printer“, but can be carried out via selected groups. This makes mass changes possible, as well as rolling out changes to several SAP servers in one step. In addition, real-time information about the printer status can be provided. Another particularly valuable effect in practice is the consistent and uniform printer definition on all SAP servers: if definitions are centrally managed, validated and distributed in a controlled manner, the number of system-related deviations is reduced - and faults become more reproducible and quicker to resolve.

When these functions are translated into an easy-to-use and intuitive user interface, an organizational lever is created. The need for in-depth SAP specialist knowledge is reduced for standard processes because the complexity is translated into guided actions, templates and validations. This means that printer management can be delegated to a helpdesk in defined cases without losing control and quality. The SAP basis is relieved and throughput times are reduced.

Practical relevance: Large landscapes

With the Bens OMS Panel, Suchy MIPS has developed such an application as a web application and extension for printer management for the Bens OMS output management system.

The approach: simple and intuitive user interface, detailed real-time reporting, group selection options, mass changes for groups and simple distribution of changes to the entire SAP server landscape in a single step.

The solution will be presented in practice in one of the next issues of E3 magazine. This involves the installation at a customer who has ten SAP servers and around 1000 printers in use and controls them via the Bens OMS and manages them with the Bens OMS Panel web application.

Take-aways

First: SAP printer administration is a governance and scaling issue because authorizations, specialist knowledge and team orchestration come together.
Second: The classic SAP on-board tools are only efficient to a limited extent for mass changes and multi-system landscapes; PAL provides a remedy, but remains process- and centrality-driven.
Third: The „BC-XOM extension for printer management“ provides an API basis for modern management applications in combination with an external OMS and the coupling type to the host pool „E“.
Fourth: In conjunction with an OMS, not only are operation and transparency improved, but security aspects such as encryption in the print path and additional data workflows are also possible.
Fifth, web-based, API-driven management can operationalize mass changes, roll-outs, real-time status and consistent printer definitions across all SAP servers - greatly simplifying printer administration and making it scalable.

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