CA800 Strukturen im Projektmanagement
CA800
Release 46C 06.03.2002
CA800 Strukturen im Projektmanagement
CA800
Structures in Project
Management
SAP AG 1999
SAP AG
R/3 System
Release 4.6C
Date: January 2001
Material number: 5004 2366
Copyright
Copyright 2001 SAP AG. All rights reserved.
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SAP AG. The information contained herein may be changed
without prior notice.
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SAP AG 2001
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R/3 Project Management
Level 2 Level 3
CA080 3 days CA800 3 days CA820 5 days
Project Management Project Management
Project Management - Structures - Logistics
CA830 5 days
Project Management
- Accounting
CA080 or CA840 3 days
CA800 or Project Management
CA820 or - Reporting
CA830
SAP AG 1999
Course Prerequisites
You must already have attended at least one R/3
course (and you must have experience in finding your
way around the R/3 system)
You must have a basic knowledge of the business
processes involved in Project Management
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Target Group
Participants:
Project managers and engineers
Project team members
Consultants
Duration: 3 days
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Notes to the user
The training materials are not teach-yourself programs. They complement the course instructor's
explanations. There is space on the sheets for you to write down additional information.
Course Overview
Contents:
Course Goals
Course Objectives
Course Contents
Course Overview Diagram
Main Business Scenario
Purpose of Projects
SAP AG 1999
(C) SAP AG CA800 1-1
Course Goals
This course will prepare you to:
Create, change, and delete structures in the
R/3 Project System
Make the necessary Customizing settings for
working with structures
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(C) SAP AG CA800 1-2
Course Objectives
At the conclusion of this course, you will be able to:
Create work breakdown structures and
activities in the Project System
Use the Project Builder and Project Planning
Board to edit project structures
Make the relevant settings in Customizing
Archive operative structures
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Course Contents
Preface
Unit 1 Course Overview Unit 5 Assembly Processing
Unit 2 Work Breakdown Unit 6 Tools
Structures
Unit 7 Archiving
Unit 3 Activities and Networks
Unit 4 Versions
Exercises for each unit
Appendix
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(C) SAP AG CA800 1-4
Course Overview Diagram (1)
Appendix
Archiving
Tools
Assembly
Versions
Activities
1 Work
Breakdown
Structures
Course
Overview
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Main Business Scenario
You work in a company that is going to
implement the R/3 Project System. You are
responsible for finding structures in the Project
System that are suited to the business
processes in your company. You familiarize
yourself with the options available for
generating operative project structures, and you
report regularly to the management. You find
ways in which your project structures can be
edited with the least amount of effort.
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In each unit of this course, there is a slide entitled "Business Scenario." These slides describe a real-
world task that you will be able to process once you have completed the unit in question. The "Main
Business Scenario" applies to the entire course.
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What Is a Project?
Projects are planned tasks with particular characteristics:
They have a defined start and finish date
They use up (consume) resources
They result in a unique product or process
SAP AG 1999
Projects are planned tasks with specific characteristics:
They are usually complex, unique, and can involve a high degree of risk.
They have precise targets which are agreed between the ordering party (project sponsor) and the
contractor.
They are limited in duration, and are cost and capacity intensive.
Several departments are involved in a project.
They are subject to specific quality requirements.
They are often strategically important for the business carrying them out.
Projects are usually an integral part of a company's business processes. If you want to be able to regulate
and control all of the tasks involved in carrying out a project, you will need to set up a project-specific
organizational team. From an organizational point of view, this should be located "between" the user
departments involved (i.e. act as a central interface).
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Factors Involved in Projects
Dates
Dates
Risk Quality
Projects
Projects
Resources
Resources Costs
Costs
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Projects are a balancing act between differing demands and bottlenecks. For instance, limited resources
are available or the costs framework has been predefined. Projects can involve a high degree of risk for a
company, as in general the costs are high, but there is no guarantee that they will be concluded.
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Project Phases
Status/ Concept Rough Detailed Approval Execution Period-End
Phase planning planning Closing
Settlement
Commt.
Costs Costs
Budget Revenues
WBS
Release
Network
Final
Prod.order confirmation
TIME
Invoice
SD
document
Quotation Order Billing
plan
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The project itself comprises several phases. A high degree of precision is required when planning and
coordinating large and complex projects. When planning the flow of a project, you will schedule
deadlines and dates, make resources available, and allocate funds. The Project System supports you in all
project phases.
The various phases depicted above represent an ideal project flow. In your own specific project, you can
omit certain phases, overlap phases with other phases, or allow certain phases to run in parallel to each
other.
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Structuring Projects
This information is not SAP-specific!
It is project management theory:
Planning and defining requirements
Work Breakdown Structures
Hierarchical organizational structure
Top-down estimate
Bottom-up estimate
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The success of any project is only partially dependent on the planning tool used (for example, the R/3
Project System). This training course does not examine the question of how best to structure different
types of project. There is a wealth of literature available on this subject. The points listed above are
simply basic rules that you must observe in order to manage projects successfully.
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Rules for Defining Requirements
Formulate clear-cut, unambiguous requirements
Have your customers confirm these requirements
Be realistic - you might be misunderstood
Be realistic - things might not go according to plan
Use graphics, charts and models
Monitor everything - if changes are requested, record the
request date and requester, the reasons given for the
proposed changes, and check the effects of the changes
on the project flow and costs - have the proposed changes
confirmed
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Be specific
Get the signatures you need
Always have a contingency plan ready
Express yourself clearly and intelligibly, and present information in a way that can be easily visualized
Monitor the project
All team members should be fully aware of the requirements
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Basic Data in PS
WBS elements Activities
Responsibility-oriented Process-oriented
organization organization
1:N
1:N
Assignments
WBS elements
and activities 13-1
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A work breakdown structure (WBS) is a model of a project, and shows the project activities to be
fulfilled in hierarchical form. It forms the operative basis for planning costs, revenues, and payments, as
well as for scheduling, and budgeting.
Activities are used to show the flow of a project or of the actions involved in a project. Individual actions
can be linked to each other in terms of so called “activities”. Activities form the operative basis for
planning and controlling dates, costs, and resources (personnel, machinery, materials).
When activities are assigned to WBS elements, the dates and costs defined in the individual activities are
totaled up (aggregated) at the WBS level, and can be evaluated. Activity funds already assigned are
checked against the budgets of the WBS elements.
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Tips for Structuring Projects
The various WBS elements and activities should cover the
entire scope of the project
Keep the structure simple - generally speaking, nobody can
monitor structures containing more than 500 elements
Keep your project elements "SMART" (specific, measurable,
attainable, realistic and time-framed)
Alternative structure information should be contained in the
project elements - not in the structure itself
Use alternative structures/hierarchies during the evaluation
phase
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Structures in PS
Operative
Copy Templates
Structures
SD order
Item 1
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During this course, you will be shown many different ways of creating project structures. The slide
above shows the various options available. These options will be dealt with during this course.
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Course Overview: Unit Summary
Generally speaking, projects are cross-
departmental plans, and are structured
hierarchically. The costs, dates and resources
involved in projects have to be monitored.
The operative structures in PS are called work
breakdown structures (WBS) and networks.
A WBS is a structural representation of the
various parts of a project, whereas a network
describes how the project should be executed.
There are no organizational units specific to the
Project System.
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Work Breakdown Structures
Contents:
Generating and working with work breakdown
structures
Customizing activities for work breakdown
structures
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Work Breakdown Structures: Unit Objectives
At the conclusion of this unit, you will be able to:
Describe the role played by work breakdown
structures (WBS)
Create and change work breakdown structures
Define and use the main profiles in
Customizing
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Course Overview Diagram (2)
Appendix
Archiving
Tools
2
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
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Work Breakdown Structures: Business Scenario
You are an experienced project manager and have
worked with different stand- alone project
management systems. Describe in a short report to
your manager the advantages of the integrated
SAP R/3 Project System. Base your report on a
simple project (in other words, don't worry about
resource planning yet). Use only work breakdown
structures.
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What Is a Work Breakdown Structure Used for?
Planning
Dates, costs, revenues,
payments, structure
Budgeting
Execution (Actual Data)
Dates, costs, revenues,
payments
Controlling Object
For example: Account assignment of purchase orders
For example: Assignment of orders
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The work breakdown structure is the operative basis for further planning in projects. The focus here is on
planning and monitoring costs, budgets and basic dates. Networks and network activities are more
suitable for planning resources and scheduling than WBS's and WBS elements.
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Project Definition and Work Breakdown Structure
Project definitions
Project definitions
Work Breakdown Structures
WBS elements
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Common abbreviations in R/3:
WBS (work breakdown structure)
WBS element (work breakdown structure element)
A work breakdown structure comprises work breakdown structure elements and their hierarchical
structure.
The project definition contains default values and profile data for the WBS elements, for example
assignments to particular organizational units in the R/3 system. The basic dates for the entire project
and the planning parameters for costs and dates are stored at the project definition level. The project
definition thus forms a frame round the project.
Note: A project definition is not an account assignment object (that is, you cannot post to it).
The WBS elements form the operative basis of a work breakdown structure. Planning data and actual
data is recorded and aggregated at the WBS element level.
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Different Ways of Creating a WBS
Direct Methods
Project Builder,
Project Planning Board,
Structure planning,
"Create WBS"
Indirect Methods
"Create Network"
"Assembly processing"
Transfer simulation
Procedure 7.
April
Create manually or by copying
from a template
(Standard WBS, operative WBS)
SAP AG 1999
In addition to the transactions above, you can also use the Structure/Dates information system to make
changes to existing work breakdown structures. You can also use the Information System to create new
project structures.
You can use the structure planning, project planning board, and "Create work breakdown structure"
transactions in the R/3 Project System to create a work breakdown structure directly.
One example of how to create a work breakdown structure indirectly is to call up the "Create Network"
transaction and to copy from a standard network. If the standard network is assigned to a standard WBS,
you can generate a WBS when you save your new network.
Assembly processing is another indirect method of generating a network or a WBS from a sales order
(see the unit entitled Assembly Processing).
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Project Profile
Project profile
Control Controlling
• Field key • Planning profile
• Simulation • Budget profile
• Status profile • Settlement profile
• ... • ...
Organization Plg board/dates
• Controlling area • WBS scheduling
• Company code • Planning board profile
• Business area • Hierarchy graphic
• ... • ...
SAP AG 1999
The project profile is the most important profile for the work breakdown structure. It contains default
values and control data for the project. For the sake of clarity, the project profile is subdivided into four
sections: Control, Organization, Planning board/dates and Controlling. The various fields in the project
profile are dealt with in more detail in the appendix.
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Project Coding Masks and Special Characters
PrjID Coding mask Description Lck LkS
A 0000-
-0000-X-X-X-X A&D Mask
E 0000-
-0000-X-X-X-X IDES (Elevator) Mask
I /0000/XX-
/0000/XX-0-0-0 IDES (IT Project) Mask
Coding mask
X = alphanumeric Lock for Lock for
Key 0 = number operative WBS standard WBS
PL SL ET Sp SP SP SP SP SP SP SP Edit ANo
1 x @ / . : > < ; - = &
Projects only
Length of Entry tool with coding mask
the key
Length Special Placeholder
fixed characters of for temporary
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coding mask WBSs
In the "Project Number Coding Mask" table in Customizing, you define the appearance of the coding
masks in the Project System. Please note that, even though you can make additions to the masks later,
you cannot take anything away if WBSs have been already created using this project coding mask.
In the "Special Characters" table, you specify the special characters for WBSs, and you also specify the
following for the project coding: whether coding must be used, how long the key should be, and whether
this length is compulsory. In Release 4.6, there is a new indicator which you can use to define a
temporary placeholder for determining a project number automatically. This placeholder is only used if a
free project coding cannot be determined automatically.
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Project Builder
Project Edit Goto Extras Settings System Help
Project - E-1145
Current
Overviews
project
Identification and view selection of object
selected
Project structure: Identification WBS element Engineering
Detail
Overview(s)
Basic data Dates Assignments Control User fields Administr.
Selected Proj. type Short ID
object Priority Project sum.
System status REL
Responsibilities Operative Indicators
Respons. person Planning element
Applicant no. Acc. assign. element
Templates: Identification Resp. cost cntr Billing element
Individual objects Req. cost center Grouping WBS el.
Project definitions Req. co. code Detail Screen
WBS element
Network of object
Activity
Activity element
Work selected
Material components
Milestone list and
PS text
Documents Templates
SAP AG 1999
The Project Builder is a new user-friendly feature in the Project System.
You can use the Project Builder to create and edit a WBS or networks in an integrated environment or
individually. When you edit WBS's and networks in the Project Builder you can switch between the
various views (detail screen and overviews), graphics, and the project planning board - quickly and
efficiently. You will find out more about the Project Builder in this unit and in the next units of this
course.
The Project Builder has 3 windows: the structure overview (top left), the worklist (bottom left), and a
display/edit area on the right.
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WBS Structure (1)
Operative Indicators
Invoice
Invoice
Billing Planning Account
Invoice
element element assignment
element
Attributes
Statistical Grouping
WBS element WBS element
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You use operative indicators to define the characteristics of a WBS element, and to specify what tasks
the WBS element will assume during project execution:
WBS elements for which you want to plan costs are flagged as planning elements.
WBS elements to which you want to post actual costs are flagged as account assignment elements.
WBS elements for which you want to plan or post revenues are flagged as billing elements.
Other indicators for WBS element functions during project execution are: Statistical and grouping
element
The "Statistical" indicator specifies whether a WBS element is used only for statistical purposes, or
whether it works with real costs. You can only specify that a WBS element is statistical if it is an
accounting element or a billing element.
You use grouping WBS elements to group the material requirements from several WBS elements for
components kept in project stock in one or more projects on one WBS element.
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WBS Structure (2)
Assigned Objects
Billing
Plan
Milestone Billing
Plan
Billing plan
Project
organization
PS text
Documents
Investment
program
item
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You can assign objects to WBS elements to perform additional functions, some of them in other
modules. Examples include:
Milestones, which you can use, say, to plan and follow the progress of a project
Billing plans to plan and schedule revenues
Documents and texts to give more precise specifications for a WBS element
Project team (as of Release 4.6) to use persons from this team when distributing work at the activity
level
Investment program items to manage and distribute a budget at a level higher than the project
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Derivation of the WBS Hierarchy
Automatic
Entries Goal
derivation
P.1234
1 P.1234 1 P.1234
1 P.1234.1 2 P.1234.1
1 P.1234.2 P.1234.1 P.1234.2 3 P.1234.1.1
1 P.1234.1.1 3 P.1234.1.2
P.1234.1.1 P.1234.1.2
1 P.1234.1.2 2 P.1234.2
Hierarchy level Key
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In order to be able to derive the hierarchy from the the keys defined for the WBS elements, you must
have defined an appropriate project coding mask in Customizing.
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Hierarchy graphic
Project Edit Goto Settings View Extras System Help
Hierachy graphic
Include WBS std.
Inc std. WBS
WBS Description
element
Engineering Procurement Assembly
Acct.
Acct. Acct.
Acct. Acct.
Acct.
Key
Operative
Mechanical Electrical indicator
Engineering Engineering
Acct.
Acct. Acct.
Acct. Navigation
area
Objects to include
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The hierarchy graphic enables you to represent a WBS graphically. It also enables you to change the
details of individual WBS elements, and even to insert more WBS elements. You can also delete WBS
elements in the hierarchy graphic.
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System Status and User Status
CRTD PREL
CRTD CRTD CRTD REL
CRTD CRTD REL REL
What for? Who?
To allow or forbid Project definition and WBS
business transactions elements
How? Why two?
Manually or automatically User status adds detail
to the system status
SAP AG 1999
The statuses determine which business transactions are permitted and which are prohibited in the system.
The system statuses have been set up by SAP and cannot be changed. They control the main business
transactions. You can, however, define your own user statuses to attain a greater level of detail.
You define user statuses in the status profile in Customizing. You can enter your user statuses here, and
define which business transactions are permitted or prohibited
You can also specify the sequence in which user statuses should occur.
The user status can be set or deleted manually for several WBS elements at the same time.
Individual status profiles can be defined for a project definition and WBS elements. If a status profile has
not yet been defined in the project profile, you can still specify in the application which status profile
should be used the first time you set a user status.
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Status Function
System and user statuses determine whether
business transactions are allowed or forbidden.
A transaction is permitted if at least one status
permits it and no status prohibits it
A transaction is permitted but a warning issued if at
least one status permits it and issues a warning and
no status prohibits it
A transaction is prohibited if one status
prohibits it
SAP AG 1999
Example: The system status of a WBS element is Created - this means, among other things, that the
business transaction Create Purchase Order is permitted. However, you can now set a user status*
(Quotation, for example) which prohibits purchase orders being created.
* You must already have defined a suitable status profile in Customizing for PS.
It is possible to permit a transaction, but to have the system issue a warning at the same time. In this
case, you can decide whether the business transaction that triggered the warning should be executed. The
status log contains information as to which status permits the transaction with a warning.
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Status profile
profile:
Status profile: 13000
Language EN
Status Init.
Init.
Status Short text Lowest Highest
No.
No. stat.
stat.
OBuL Org.
Org.budget locked
10 Quot Quotation 10 20 Yes
20 Ordr Order 20 20
profile:
Status profile: 13000
Status: OBuL
Business No
AllowedWarning
AllowedWarning Disalld Set Delete
transaction infl.
infl.
Confirmation x
Budgeting x x
SAP AG 1999
In the above example, the user status "OBzS" can be set in two ways: manually, or automatically as a
follow-on action when an original budget is entered. If this user status is set, a warning is issued by the
system when the original budget is changed.
You must create a status profile for certain types of objects. In the Project System, these are: project
definition, WBS element, network header and/or network activity.
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Milestones in the WBS
Sales document date
10%
Progress analysis 40%
80%
Milestone
trend analysis
10%
For information purposes 20%
70%
Any combination
SAP AG 1999
Milestones are events that are of particular significance or interest to the project flow. They are assigned
to individual WBS elements or activities (see the unit "Networks").
Milestones can be used both in operative WBS's and standard WBS's.
Milestones are created either manually or by copying from a standard milestone. If you wish, you can
also include a group of milestones. A so-called "milestone group" is made up of several standard
milestones. It is created in Customizing for PS, and individual standard milestones are assigned to the
group.
Standard milestones can only be used to copy from (in other words, they cannot be used in the operative
process).
As of Release 4.5, you can use milestones for the purposes of milestone trend analysis.
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User-Defined Fields in WBS Elements
Field key
Determines names of
user-defined fields
User fields
Alphanumeric (4x)
Numeric (2 x quantity, 2 x currency)
Date (2x)
Checkboxes (2x)
SAP AG 1999
You can enter specific data in user-defined fields for every WBS element. The system provides two text
fields 20 characters long, two text fields 10 characters long, two quantity fields with quantity units, two
value fields with currency units, two date fields and two checkboxes.
The field key determines the name of the respective user field, and specifies whether it is ready for input.
If you change the field key for the WBS element, the name of the user-defined field itself changes, but
the contents of the field stays the same. If you evaluate user-defined fields in the information system and
use different field keys, this can cause confusion and lead to misinterpretation (due to the different
names of the user-defined fields). You define field keys in PS Customizing.
You can define a user exit that enables you to develop your own special checks for user-defined fields.
If the user-definable fields available do not satisfy your requirements, you can use a user exit to develop
additional fields for WBS elements (and the project definition).
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Project Documentation
PS texts
for instance Word files
Documents
For instance audio and
video files
and CAD drawings
Long texts
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You can enter PS texts for each WBS element. At the same time, however, it is possible to use the same
PS text several times in different work breakdown structures. You use either the R/3 SAPscript Editor or
Microsoft Word to enter PS texts. Whichever option you use, the PS texts themselves are physically
stored in the R/3 System.
You can only assign documents to WBS elements if the R/3 Document Management System (DMS) has
been implemented and configured accordingly.
Documents relating to WBS elements can be displayed in a browser on the Internet or on an intranet.
You can assign PS texts to copy templates (standard WBS's).
PS texts can be categorized according to text type (for example, note, idea, etc.).
You cannot assign either PS texts or documents to the project definition.
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Assigning Documents in PS
Identification / view selection
Activity
Details
Overview
Linked documents
Current Version
All versions
Worklist Templates
Individual objects
WBS element
Network
Activity
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In PS, you can create assignments to documents in the Document Management System, or you can
create new documents. The picture above depicts the Project Builder. In the Project Builder, you can
assign documents either in the document overview or by dragging and dropping from the template area.
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Creating Documents@web (1)
Exit
Documents for Project
Define access objects
Project definition
WBS element
Network Read
Description
Definition
Maximum no. of hits
Description Project def.
Elevator
Elevator XL
Demo: Documents@web
SAP AG 1999
As of Release 4.6C, you can assign documents to your project on the Internet (service CNW4).
If you use this functionality, the following activities are performed in a single step:
A document master record is created
This master record is linked to the object in question (WBS element, network activity)
The document is checked in to the Knowledge Provider (KPRO)
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Creating Documents@web (2)
Exit
Documents for Project
Define access objects Legend
Project definition Activity
WBS element Document
Network Read
Create document link
Create document link
Create document link
Create document link
Create document link
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You can use Documents@Web to create new documents and assign them to activities or WBS elements.
Please note, though, that it is not possible to link a new document to an existing document.
All of the documents pertaining to your project are displayed in an overview. It does not matter whether
the link was created in R/3 or using Documents@web.
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Finding and Displaying Documents@web (1)
Exit Help
Find Document
Object link
Are you looking for a document that is linked to a specific object type?
No object type
If so, select the object type in question. If not, select "No object type."
Criteria
You can enter search criteria in one or both areas.
Do you know any keywords from the document or the linked object?
If so, enter these below.
Find:
Do you know any values for any of the criteria listed below?
If so, enter these criteria and enter the appropriate values to the right.
Delete
Document content Logic
Find
SAP AG 1999
This search functionality gives you Web access to find documents in the Document Management System
(DMS). You can use a search engine to find these documents - you do not need to have access to the
SAP GUI of the SAP system.
If you enter the following data, you will speed up your search considerably:
Data from the document info record (metadata)
Contents of the original file (full-text search)
Data from projects to which the document is assigned
Characteristic values (when the documents are classified)
You can run the full-text search and attribute-based search using the components of the Index
Management Service (IMS). Prerequisite for full-text search: the Knowledge Provider (KPRO).
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Finding and Displaying Documents@web (2)
Exit Help
Find Document Document List
Document list
1 document found
Administrator
Search conditions: Originals
Object link
Document content: Logic
To search
SAP AG 1999
The results of the search are displayed in a list. From this list, you can process the documents as follows:
You can display the document info record and the original files to which the document is linked
You can change the original file and transfer the data immediately from your Web browser to the SAP
system.
You can start a company-specific process for a selected document (for example, changing the status).
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Tips for Work Breakdown Structures
Use coding masks
Define coding masks early on - lock them, if required
WBS elements belong to one project definition - they cannot
be assigned to another project definition later
Specify who is responsible for the various WBS elements
Don't use more than 10,000 WBS elements (otherwise,
system performance will suffer)
SAP AG 1999
For advice on improving performance in the Project System, see notes 68383 and 206264 in the SAPNet
- R/3 Frontend.
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Templates and Work Breakdown Structures
Operative
Templates
Structures
SAP AG 1999
You can now create operative WBS elements. You can do this manually or by using templates. In the
latter case, you can decide whether you want to transfer the whole structure or only a part of it. The
template can be a standard work breakdown structure or an existing operative work breakdown structure.
You can also include several templates in an operative work breakdown structure.
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Work Breakdown Structures: Unit Summary
The work breakdown structure is the operative
basis for further planning in projects.
A work breakdown structure consists of a
project definition and WBS elements with
hierarchical relationships.
It is possible to assign documents, PS texts,
and milestones to WBS elements.
Standard work breakdown structures can be
used as templates to copy from (this saves
time)
SAP AG 1999
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Work Breakdown Structures - Exercises
Unit: Work Breakdown Structures
• Project profile
• Project Builder
• Hierarchy graphic
Topic: Instructor Preparations
1-1 During this training course, attendees will also work through some Customizing
exercises. This means that you will need to deactivate the lock logic for Customizing
– otherwise participants will block each other when they work through the exercises.
Do this by running the appropriate report.
System → Services → Reporting
Program “ZSENQOFF”
Click the “Execute” icon
You have now deactivated the lock logic in the client for the training course.
Go back to the SAP Easy Access Menu.
Click the “Back” icon (twice)
Topic: Work Breakdown Structures
In the following exercises, you will create a work breakdown structure
(WBS). The main transaction you will use to do this will be the Project
Builder transaction. You will also use an older transaction (“Change
Work Breakdown Structure”) – but only for the purpose of comparison.
1-2 First of all, create a project profile in Customizing. Use profile 1004 as a template to
copy from, and tailor it to your needs. Assign your user to the project manager
(person responsible) that corresponds to your course group number.
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1-2-1 Create the project profile GR## (GR## SD Projects).
Use profile 1004 to copy from.
Project System Customizing
Structures → Operative Structures → Work Breakdown Structure (WBS) →
Create Project Profile
Select the line containing profile 1004
Click the “Copy as ...” icon
Change the number and text of the project profile (as specified above)
Click the “Transfer Enter” icon
1-2-2 Change some of the settings in your profile (GR##):
Select line with GR##
Click the “Details” icon
Select various tab pages as shown below
Control tab page:
Field Name Values
Proj. type CP
Only one root Check this box
Proj. summ. MastDa Check this box
Substitution group box PSSUB01
WBS elements field
WBS sts. prof. None
Project stock group box Select this radiobutton
“valuated stock” radiobutton
Automatic requirements grouping Deselect this checkbox
Project summarization group box
All WBS elements Check this box
Leave other fields as they are
Organization tab page:
Field Name Values
Leave other fields as they are
Plg board/dates tab page:
Field Name Values
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Sched. scenario 1
Leave other fields as they are
Controlling tab page:
Field Name Values
Budget profile None
Leave other fields as they are
Save your project profile, and exit the project profile transaction.
Click the “Save” icon.
To exit the transaction, click the “Back” icon twice.
1-2-3 Assign the person responsible ## (project manager) to your user.
Project System Customizing
Structures → Operative Structures → Work Breakdown Structure (WBS) →
Specify Persons Responsible for WBS Elements
Find person responsible ##
Enter your user name in the “Office user“ field.
Save your changes, and exit the transaction for maintaining persons
responsible.
Click the “Save” icon.
To exit the transaction, click the “Back” icon.
1-3 To create a work breakdown structure, call up the Project Builder.
SAP menu
Logistics → Project System → Project → Project Builder
(Select Project Builder by double-clicking)
1-3-1 Create a project called E-99##.
Click the “Create” icon → Project.
1-3-2 Enter the following data in the project definition:
Field Name Values
Project def. E-99##
Description GR##
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Project profile GR## (SD Projects)
Confirm your entries by clicking the “Enter” icon.
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1-3-3 Create a WBS element. This WBS element should have the same number and
description as the project definition you have just created.
Field Name Values
WBS element E-99##
Description GR##
Click the “Templates” icon.
Expand the “Individual objects” node, click the object “WBS element”
and, keeping your finger down on your mouse button, drag this up and
drop it on the project definition.
Enter the data above
Confirm your entries by clicking the “Enter” icon.
1-3-4 Now create more WBS elements manually in the WBS element overview.
Enter the following data:
WBS element Description
@1 Engineering
@11 Mechanical Engineering
@12 Electrical Engineering
Click the “WBS element overview” icon.
Enter the above data
Confirm your entries by clicking the “Enter” icon.
1-3-5 Up to this point, you have not structured the WBS elements hierarchically. Do
this now by deriving the hierarchy.
Choose: Project → Derive structure → Execute.
1-3-6 You have now created a simple structure. Save this structure before you
continue.
Click the “Save” icon.
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1-4 You will now enter details for the WBS elements. You will name persons responsible,
enter descriptions, define milestones, and set operative indicators. You will use the
Project Builder to make all changes.
1-4-1 Start by setting the operative indicators. First, call up your project in the Project
Builder.
Enter the following data:
WBS element Acct. PE Bill
E-99## x x x
E-99##-1 x x
E-99##-1-1 x x
E-99##-1-2 x x
Drag your WBS from the “Worklist” area up to the “Structure” area (top
left area).
Click the “WBS element overview” icon – this will enable you to edit all of
the WBS elements at the same time.
Choose the “Basic data” tab page.
Enter the above data and confirm by choosing the “Enter” icon.
1-4-2 Now name the persons responsible for the individual WBS elements. In each
case, specify your course group number as the person responsible.
Choose the “Responsibilities” tab page.
In the “Responsible person” field, enter your course group number.
Confirm your entries by clicking the “Enter” icon.
1-4-3 Assign status profile 13000000 to the level 1 WBS element. Start from the
WBS element overview.
Select the project definition.
Click the “WBS element overview” icon – this will enable you to edit all of
the WBS elements at the same time.
Select the level 1 WBS element.
Choose: Edit → Status → System/user status.
In the “Status profile” field, enter 13000000.
Confirm your entries by clicking the “Enter” icon, and click “Yes” in the
dialog box that appears.
To return to the Project Builder, click the “Back” icon.
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1-4-4 Create a milestone for the level 1 WBS element. This milestone should denote
the kick-off meeting for the project. Enter the following data:
Field Name Values
Description Kick-off Meeting Group ##
Usage 00001
Offset 12
Unit Day
In the “Templates” area, click the object “Milestone,” and drag it up to
the level 1 WBS element.
Enter the above data
Confirm your entries by clicking the “Enter” icon
1-4-5 In order to document your project, create a PS text for the level 1 WBS
element. Enter the following data:
Field Name Values
ST (text type) 02
Description Project ##
T (text format) Leave empty
TT (language) Leave empty
Select the top WBS element in the structure tree.
On the detail screen, click the “PS text overview” icon.
Enter the data above.
Confirm your entries by clicking the “Enter” icon, and then enter a text
of your choice.
To exit the text, click the “Back” icon.
Now click the “WBS element” icon to go back to where you started.
1-4-6 You have already made a whole range of settings in your work breakdown
structure. Now save your project.
Click the “Save” icon.
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1-5 Unfortunately, your project structure is still too simple to manage the project
effectively. For this reason, please add more WBS elements to the WBS. For once use
the older “Change work breakdown structure” transaction. With this transaction you
can make the same changes to WBS elements as in the Project Builder.
SAP menu
Logistics → Project System → Project→ Special Maintenance Functions → Work
Breakdown Structure (WBS) → Change (double-click to start transaction)
1-5-1 Call up the WBS element overview for your project.
Enter the name of your project definition.
Click the “WBS element overview” icon.
1-5-2 Do not create the new WBS elements manually – include them by transferring
them from the standard WBS E-1004. Use the following data. Replace the keys
of the WBS elements with keys of your own (E-99##), and incorporate the last
2 WBS elements into your project.
Field Name Values
WBS element on level 2 E-1004
Without root x
Right x
Select the level 1 WBS element.
Choose: Project → Copy from.
Choose the Standard WBS tab page and enter the data above.
Confirm your entries by clicking the “WBS element overview” icon.
Select only the last two WBS elements.
To replace the key “1004” with the key you want to use for your project,
click the “Replace” icon.
Then click the “Include” icon – this will copy the selected WBS elements
to your project.
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1-5-3 Create another WBS element in the hierarchy graphic – this WBS element is for
planning your quality assurance measures. To do this, you must first display the
standard view of the hierarchy graphic. Enter the following data:
Field Name Values
WBS element E-99##-4
Description Quality Assurance
Click the “Hierarchy graphic” icon.
Choose: View → Standard.
Click the WBS element that can be inserted. Then click somewhere in the
display area.
Enter your data as specified above and confirm your entries by clicking
the “Back” icon.
1-5-4 The new WBS element is still at the wrong hierarchy level. Assign it to level 2
of the hierarchy. Use the Connect icon to do this.
Click the “Connect” icon.
Your cursor will now appear as a pencil in the display area.
Keeping your finger down on your left mouse button, drag a line from
the level 1 WBS element to the WBS element called “Quality Assurance”.
To deactivate the “Connect” function, click on an empty space in the display
area.
1-5-5 Exit the hierarchy graphic, and save your changes.
Click the “Back” icon.
Then click the “Save” icon.
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Activities and Networks
Contents:
Creating and editing activities and networks
Customizing activities for networks
SAP AG 1999
(C) SAP AG CA800 5-1
Activities and Networks: Unit Objectives
At the conclusion of this unit, you will be able to:
Create activities and operative networks, and
structure these to a high degree of detail
Make the necessary Customizing settings for
networks
SAP AG 1999
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Course Overview Diagram (3)
Appendix
Archiving
Tools
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
SAP AG 1999
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Activities and Networks: Business Scenario
In future projects in your company, scheduling and
resource planning will play an increasingly
important role. In particular, the procurement
process is to be triggered from the Project System.
You familiarize yourself with network planning in
the SAP R/3 System, and draw up a summary of the
outcome for your manager. You prepare an
example, and use templates to copy from.
SAP AG 1999
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What Are Activities and Networks Used for?
7.
April Date planning
Scheduling
Cost planning
Costing
Resource planning
Material, labor, capacity, documents
Execution
Costs, dates, overheads, capacity
load reduction
Monitoring
Progress analysis, capacity
load utilization
SAP AG 1999
Important: you cannot allocate a budget to a network - you can only allocate budgets to WBS elements.
An activity uses the budget of the WBS element to which it is assigned.
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Different Ways of Creating Networks
Direct Methods
"Create Network"
Project Builder
Indirect Methods
"Assembly processing"
"Create WBS with Activities"
Project planning board and simulation
Structure planning and time scheduling
Procedure
Create manually or by copying from a
template
(standard network or network)
SAP AG 1999
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Network Type and Network Profile
Control keys, graphic profiles,
Network
field keys ...
profile
Settlement profile, status profile,
Network type
residence times ...
Network type parameters Header/activity account
(plant + network type) assignment, costing variants,
change profile ...
Scheduling parameters Scheduling type, "Schedule
(plant + network type) automatically" indicator,
reduction strategy ...
Confirmation parameters Checks, workflow,
(plant + network type) propose default ...
= Profile in Customizing
SAP AG 1999
The network profile and network type are important tables in PS Customizing where you specify the
characteristics of a network. They store default values and control data for the network in question.
When you create a network, the network profile and the network type are passed on to the system, as is
the reference to a plant. The system takes the plant and the network type, and, on the basis of these,
searches for control data and default values in three other tables in Customizing: the Parameters for
network type, the Confirmation parameters and the Scheduling parameters profiles.
The network profile, the network type and parameters for network type are discussed in detail in the
appendix.
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Network Structure
Network
Internal/external numbers
Network
header
Network header
Default values, control values
Account assignment object*
Activities
Planning element
Account assignment object**
Activity elements
Relationships
* if the network is header assigned
** if the network is activity assigned
SAP AG 1999
The network header contains default organizational assignment and control data that applies to the entire
network (similar to the project definition for WBS elements). In the network header, you can assign a
network to a work breakdown structure, a sales order, or a superordinate network (if you work with
subnetworks).
Activities form the basis for planning and executing networks. Each activity can be assigned to any
WBS element (as long as it is an account assignment element). The network is scheduled at the activity
level.
Relationships determine the order in which activities are carried out. Consequently, relationships - and
the duration of the activities - are essential for scheduling networks.
You use activity elements to split activities up into more detail. The planning data entered for activity
elements supplements the planning data of the activities.
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Network Activities
Internal Processing
Work/services performed
inhouse
Control key
External Processing
Purchasing of work/services
Services Type of
activity Relevance to
Work Capacity
Purchasing of services papers
with service specifications
Relevance to
Costing Relevance to
Costs activity Scheduling
Planning of additional primary Confirm-
costs ation
SAP AG 1999
Internally processed activities contain a work center at which the work is to be carried out. They contain
the working time and the duration of the activity. The assignment of the work center to a cost center
provides an activity type and a rate so that planned costs can be calculated for the activity.
External activities are used for procuring activities or services that are not procured within your
company. Purchase requisitions are generated that are processed in Purchasing.
General cost activities allow you to plan cost that cannot be assigned to neither internal nor external
activities, for example expenses or insurance premiums.
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Activity elements
Four types:
Internal processing,
external processing,
costs, services
Reference dates
Start or finish
Resources
Work
Capacity
Materials
Relationships
SAP AG 1999
Activity elements allow you to map network activities in greater detail. For example, it is possible to
complement an internal processing activity, which describes the transportation of a material, with a cost
element, which describes the insurance for that transportation process.
Activity elements have almost the same functionality as activities. Types of activity elements include:
internal processing elements, external processing elements, and general costs elements. All activity
elements have a date reference to the activity to which they are assigned. The activity elements
themselves do not affect scheduling. For this reason, they do not have any relationships or durations.
Materials and relationships are assigned to the superior activity.
Example: several departments in your company work on the same activity. You use activity elements to
enable each department to plan independently while at the same time being bound to the scheduling data
defined for the higher-level activity.
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Relationships
Logical sequence Time sequence
Production Assembly
FS relationship
Engineering Purchase order
Bestellung SS relationship
Engineering Work
scheduling FF relationship
Acceptance Test
TÜV run SF relationship
SAP AG 1999
Relationships determine the chronological sequence of the individual activities in a network (or standard
network). You can enter additional data (such as a time interval or factory calendar) on the detail screen
of each relationship.
In the network structure graphic, you can display relationships "time dependently", in order to illustrate
the logical sequence of events. By default, all relationships are displayed as FS relationships in the
network structure graphic.
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Network Graphic
Activity Control
key
Activity Duration
number
Days Days Days Description
Specification FS Mechanical Layout FS Procurement
16.02.2000 34 18.02.2000 21.02.2000 34 17.05.2000 18.05.2000 34 08.06.2000
04.04.2000 0 06.04.2000 07.04.2000 0 07.07.2000 10.07.2000 34 28.07.2000
Earliest
FS FS finish
Relationship Latest
Days
Electronic Layout Floats finish
21.02.2000 64 31.03.2000
24.05.2000 30 07.07.2000
SAP AG 1999
All of the functions you need to create a network are available in the network structure graphic
(functionality for inserting activities or relationships, for example).
You can access the network structure graphic from various transactions in the Project System (from the
network, from time scheduling, and from the Structure/Dates information system, for example).
The cycle analysis is a function that you can only perform in the network graphic. A cycle is a closed
sequence of relationships and activities ("closed" means that, when you start out from an activity, you
end up back at the same activity, when you pass through the sequence of relationships). If the activity-
relationship-activity path is cyclical, you will not be able to schedule the network. Cycle analysis is a
tool that enables you to detect cyclical relationships, and correct them.
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Resource Planning
Internal processing
Documents (DMS)
Labor, capacity
requirements
External processing
Material
Documents, PS texts
PS texts
Milestones
Material
Milestones
SAP AG 1999
Resource planning in networks includes the planning of internal and external activities, the procurement
of materials, the assignment of texts and documents as well as the planning of milestones. When you
plan milestone dates or determine the dates on which materials are required, you can reference the dates
of the superordinate activity (you can of course also enter definite dates without referencing the activity).
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Network Levels
Networks
902178 Elevator Classic PS Model
Internally processed activities
Layout
Material components
Prod. resources/tools
PS texts
Milestones
154728 Check finished
Relationships
Engineering
Procurement
Assembly
Externally processed activities
External check
General cost activities
Expenses
SAP AG 1999
You can display the various levels in networks in the Overview tree in the Change network transaction.
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Activity Milestones
Unique milestone
number
ID
Milestone Concept finished
Basic data Functions Admin.
Activity to which
Usage Concept finished
the milestone is
Enter concept
assigned
Activity
Usage Progress analysis Parameter for
Milestone functions Progress analysis Perc of completion progress analysis
Release stop ind. Sales document date
Trend analysis Billing plan
InvoicePercentg
Dates Offset to activity
Parameter for
Fixed date Latest dates
Offset to fin.
billing plan
Actual date
Sched. date Offset
Manual Parameter for
planned date planned date in
relation to activity
SAP AG 1999
Milestones are events that are of particular significance to the project flow. You can assign milestones to
activities or WBS elements.
If you want to use particular milestones several times in project planning, you should create standard
milestones, and use these as templates to copy from.
You use milestones in the Project System for the following tasks and functions:
To trigger defined milestone functions in activities
For the milestone technique of progress analysis
To determine dates in a sales order
For information purposes
For milestone trend analysis (as of Release 4.5)
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Milestone Functions
Identification
Milestone Concept
Basic data Functions Administr.
Example: Name
Usage Concept of standard network for
“Include standard network”
Activity Enter concept
Milestone functions
Functions Parameter
Function Syst.Sts User sts Change Once Activa
Release following activities REL
Release up to stop indicator
Include standard network
Create network
Include subnetwork Trigger manually or
Start workflow task using status?
Function that
the milestone is Status that Trigger by
to trigger triggers the setting or deleting
milestone function the status?
SAP AG 1999
Milestone functions are functions in a network that are predefined by SAP. You can use them to trigger a
sequence of steps that carry out a business process.
Examples:
Release subsequent activities
Release up to stop indicator
Include standard network
Create network
Include subnetwork
Start workflow task
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Subnetworks
What for?
Detailing activities
How?
Manually
(assignment in network header)
Automatically
(milestone function)
What?
In subnetwork:
header/activity data
In activity:
change control key
SAP AG 1999
There is an exchange of data between the network and the subnetwork: the WBS assignment, sales order
assignment and, if applicable, configuration data are taken from the header of the network. The basic
dates of the activity are copied to the basic dates of the header of the subnetwork, and it is possible to
copy the settlement rule, the profit center and the business area.
The control key of the higher-level activity is changed on the basis of the network type of the higher-
level network and of the subnetwork. This determines which tasks are carried out by the higher-level
activity (relevance for costing, relevance for scheduling, etc.)
You can also copy the relationships of the higher-level activity to the subnetwork.
You can also create maintenance orders (PM orders) as subnetworks of a network. As of Release 4.6,
you can schedule these PM orders from the Project System.
You can define subnetworks for subnetworks (until you have achieved the level of detail you require). In
other words, you can create a subnetwork for a subnetwork for a subnetwork, and so on.
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Assignment to WBS
Date planning
Cost planning
Generating
settlement rule
Activity elements
(cost planning and
settlement)
SAP AG 1999
There are several reasons why activities are assigned to WBS elements. First, this means that dates can
be exchanged between activities and WBS elements during scheduling. Second, this assignment is used
for cost planning purposes. Third, it is possible to define a settlement rule automatically for the
activities. For example, you might define a rule whereby settlement is made to the corresponding WBS
element, or you might specify that the settlement rule of the corresponding WBS element should be
used.
Activity elements are also assigned to WBS elements. The assignment has the same functionality as in
the case of the activities, but has no influence on time scheduling of WBS elements.
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Tips for Networks
Use a maximum of 10,000 activities and elements per
project; use a maximum of 500 activities and activity
elements per network
Use activity elements to split up an activity into its
various tasks
Do not assign activities from a header-assigned
network to several WBS elements
Use the option of creating several networks and
subnetworks for one project to store different
responsibilities (MRP controllers)
Remember that networks have a lock logic
(for example, if work is distributed)
SAP AG 1999
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Templates and Networks with WBS
Operative
Templates
Structures
SAP AG 1999
If you use templates that are assigned to each other (that is, if you use standard networks that are
assigned to standard WBS's), there are two ways in which you can proceed. Either you start by creating
an operative network (from a template) - in this case, a WBS will be assigned when you save.
Alternatively, you can start by creating an operative WBS (by copying a template and all its activities) -
in this case, the activities will be included right from the start. In the latter case, you can use the Project
Builder, project planning board or structure planning transactions.
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Activities and Networks: Unit Summary
Networks are mainly used to map the logistical
aspects of your project
Networks consist of a network header,
activities, relationships and activity elements
You can assign a large number of objects (for
example, components, texts, and milestones)
to activities
Subnetworks can be used to structure
networks
SAP AG 1999
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Activities and Networks Exercises
Unit: Activities and Networks
• Activities in the Project Builder
• Network graphic
Topic: Activities and Networks
In the following exercises, the first thing you will do is make
Customizing settings for networks. Following on from this, you will then
add activities to your work breakdown structure.
1-1 First of all, make settings in the important Customizing tables. Create a network type,
assign it to a number range, define parameters and scheduling parameters for the
network type, and generate a network profile.
1-1-1 Create a network type called GR## (use network type PS04 to copy from).
Change the descriptive short text to “Group ##”.
Project System Customizing
Structures → Operative Structures → Network → Settings for Networks
→ Maintain network types
Select network type PS04
Click the “Copy as...” icon
Change order type and descriptive long type as specified above
Click the “Transfer Enter” icon
Save your entries, and exit the network type transaction.
Click the “Save” icon.
To exit the transaction, click the “Back” icon.
Important: When you saved, the system assigned a number range (as
specified in the copy template). Normally, you would have to do this in a
separate step.
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1-1-2 Define parameters for your network type for plant 1300 (use the parameters
from network type PS04 of plant 1300 to copy from). Change the descriptive
short text to “Group ##”.
Project System Customizing
Structures → Operative Structures → Network → Settings for Networks
→ Specify Parameters for Network Type
Select network type PS04 for plant 1300
Click the “Copy as...” icon
Change the number to network type GR##
Click the “Transfer Enter” icon
Save your entries, and exit the network type parameter transaction.
Click the “Save” icon.
To exit the transaction, click the “Back” icon.
1-1-3 Create a network profile called GR## (use network profile 1004 to copy from).
Enter your network type there. Change the descriptive short text to “Group ##”.
Project System Customizing
Structures → Operative Structures → Network → Settings for Networks
→ Maintain network profiles
Select network profile 1004
Click the “Copy as...” icon
Change the number to network profile GR##
Change the description to “Group ##”
Change the network type to GR##
Click the “Transfer Enter” icon
Save your entries, and exit the network profile transaction.
Click the “Save” icon.
To exit the transaction, click the “Back” icon.
1-1-4 Define scheduling parameters for the network type in plant 1300. Use the
scheduling parameters of network type PS04 in plant 1300 to copy from. Allow
the start dates that are 999 days or less in the past, and change the scheduling
type to „Forward“.
Project System Customizing
Dates → Scheduling → Specify Parameters for Network Scheduling
Select network type PS04 for plant 1300
Click the “Copy as...” icon
Change the order type to GR##
Specify start in the past as 999 days
Change the scheduling type to "Forward"
Click the "Transfer Enter" icon
Save your entries, and exit the scheduling parameter transaction.
Click the “Save” icon.
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To exit the transaction, click the “Back” icon.
1-1-5 Change your project profile (GR##). Enter your own network profile on the
“Planning board/dates” tab page.
Project System Customizing
Structures → Operative Structures → Work Breakdown Structure (WBS)
→ Create Project Profile
Select profile GR##
Click the "Details" icon
Select the tab page "Plg board/dates" and
enter GR## as the network profile
Click the “Transfer Enter” icon
Save your entries, and exit the project profile transaction.
Click the “Save” icon.
To exit the transaction, click the “Back” icon twice.
1-2 You will now create activities with a direct link to the work breakdown structure you
created in the previous unit. When you use this technique, you do not have to worry
about the details involved in creating a network. Using the Project Builder, call up your
work breakdown structure, and first of all correct the control data in your project
definition. Enter your network profile (GR##).
SAP menu
Logistics → Project System → Basic data → Project → Project Builder
(Select Project Builder by double-clicking)
Drag your WBS (E-99##) from the “Worklist” area up to the “Structure” area (top
left area).
On the “Control data” tab page of the project definition, change the network profile
(in the Planning dates box).
Enter the network profile “Group ##”.
1-2-1 In order to plan costs for your team sessions, create a general costs activity for
the level 1 WBS element. Enter the following data:
Field Name Values
Description Costs for Meetings
Amount 12000 UNI
Duration 20 days
Cost element 466000
Click on a costs activity in the “Templates” area, and, keeping your finger
down on your mouse button, drag it to the level 1 WBS element.
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Enter the data above.
Confirm your entries by clicking the “Enter” icon.
1-2-2 You commission an external service provider with the task of implementing
quality assurance measures. Plan this into your project by assigning an external
processing activity with the data below to the WBS element “Quality
Assurance”.
Field Name Values
Description External Quality Assurance
Purchasing info record 5500000057
Activity quantity 42
Click on an external processing activity (“Activity (external)”)in the
“Templates” area, and, keeping your finger down on your mouse button,
drag it to the WBS element called “Quality Assurance”. You will need to
expand your project in the “Structure” area.
Enter the data above.
Confirm your entries by clicking the “Enter” icon.
If necessary correct the activity quantity.
1-2-3 Up to now, you have created all activities manually. You will probably have
noticed that this is a tedious process, and prone to errors. Now use a template
(standard network E-1002) to create more activities for the WBS element called
“Engineering”. Create the network with network profile GR##, network type
GR## in plant 1300.
Place your cursor on the WBS element in question, and click your right
mouse button.
Choose: Create → Copy network.
In the “Standard network” field of the dialog box that appears, enter “E-
1002”. Then go to the “Network parameters” tab page.
Enter the values specified above, and confirm by clicking the “Continue”
icon.
Click the “Enter” icon again – this will cause the system to read and
insert the template.
1-2-4 The activities you have just included are all assigned to the WBS element called
“Engineering”. Reassign as follows:
Activity Number WBS element
1000 E-90##-1
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1010 E-90##
1030 E-90##-1-1
1050 E-90##-1-2
1080 E-90##-2
1100 E-90##-2
1140 E-90##-3
In each case, place your cursor on the activity in question, and click your
mouse button to go to the corresponding detail screen.
You can then assign the activity to the appropriate WBS element by
dragging and dropping it.
1-2-5 Since you also want to use your activities as a basis for scheduling, you now
have to link the activities to each other by means of relationships. Create the
following relationships:
Type of from to
relationship
FS relationship 1010 10
FS relationship 1140 20
Place your cursor on the predecessor activity, and click your mouse
button to go to the corresponding detail screen.
Click the “Relationship overview” icon.
Choose the “Successor” tab page, and find the successor activity in the
lower section of the tab page. Select this activity, and click the “Create”
icon.
To get to the second activity, simply click the next activity in the
“Structure” area (top left area). Then proceed as described for the first
activity.
1-2-6 Display the activities in the network graphic, and edit the next relationships
there. Delete the relationship from the “Layout” activity to the “Customer
acceptance” activity and instead create a Start-Start relationship from
“Customer acceptance” to “Layout”.
Place you cursor on the second network header in the „Structure“ area.
Then click the “Network graphic” icon.
Select the relationship in question by clicking it.
Click the “Delete” icon.
In the dialog box that appears, click the “Continue” icon.
Click the “Connect” icon.
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Do this by dragging the relationship from the start of one activity to the
start of the other activity (remember to keep your finger down on your
mouse button).
1-2-7 Save your changes before you continue to edit your project. Exit the network
graphic, and save your project.
Click the “Back” icon.
Click the “Save” icon.
If any scheduling warnings appear, confirm them by clicking “Yes”.
1-3 Next, you will make some additions to you project. You will assign documentation,
milestones, and activity elements. Call up your project again in the Project Builder.
SAP menu
Logistics → Project System → Basic data → Project → Project Builder
(Select Project Builder by double-clicking)
Drag your WBS from the “Worklist” area up to the “Structure” area (top left area).
1-3-1 Document the activity called “Customer Acceptance” using the PS text you
created in the last unit. Use the PS text overview for the activity and search for
the text with the matchcode “Created by”.
Place your cursor on the activity in question, and click your left mouse
button.
Click the „PS text overview“ icon.
Enter the value 02 in the “Text type” field.
Place your cursor in the “Description” field, and press F4.
Click the tab page in question, and enter your user in the “Created by”
field.
Confirm this dialog box by clicking the “Start search” icon.
In the next dialog box that appears, select your text by double-clicking it.
Click the “Enter” icon.
Place the cursor on your text, and click the “Copy” icon.
The text is now assigned to your WBS. The editor appears again- you can
change the text as required here.
To exit the editor, click the “Back” icon.
1-3-2 Next, you will assign a milestone to the activity “Customer Acceptance”. When
this milestone is reached, the activities directly after the activity in question
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should be released. Enter the following basic data:
Field Name Values
Description Release subsequent activities
Usage 00001
Milestone function x
Make the milestone function more specific by entering the following data:
Field Name Values
Release following activities x
System status REL
Change +
Click on the object “Milestone” in the “Templates” area, and, keeping
your finger down on your mouse button, drag it to the activity in question
in the “Structure” area.
Enter the data above.
Click the “Functions” tab page and enter the above data for milestone
functions.
Confirm your entries by clicking the “Enter” icon.
1-3-3 Using an activity element, plan the costs for a presentation at the customer site.
Create a cost element for the activity “Customer Acceptance”. Enter the
following data:
Field Name Values
Description Presentation at customer site
Amount 2500 UNI
Offset to start 1 day
Click on a general costs element in the “Templates” area, and, keeping
your finger down on your mouse button, drag it to the activity in question
in the “Structure” area.
Enter the data above in the detail screen.
Confirm your entries by clicking the “Enter” icon.
1-3-4 Save the entire structure. Confirm any scheduling warnings that appear.
Click the “Save” icon.
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If any warnings appear during scheduling (which is performed
automatically when you save), confirm these by clicking the “Yes” icon.
1-4 OPTIONAL: Even though the network settings you have made in Customizing will
enable you to work through the rest of this course, there are still some settings missing
that affect the execution of networks. In this case, you need to maintain the tables
“Confirmation Parameters for Network Type” and “Availability Check Control”.
1-4-1 OPTIONAL: Define confirmation parameters for your network type (GR##) in
plant 1300. Use the parameters of network type PS04 in plant 1300 to copy
from.
Project System Customizing
Confirmation → Define Confirmation Parameters
Select the line with plant 1300 and network type PS04
Click the "Copy as...” icon
Change the network type to GR## Click the "Transfer Enter" icon
Save your entries, and exit the confirmation parameter transaction.
Click the “Save” icon.
To exit the transaction, click the “Back” icon.
1-4-2 OPTIONAL: Activate the availability check for your network type in plant
1300 (both for created and for released networks). Once again, use the settings
defined for network type PS04 in plant 1300 to copy from.
Project System Customizing
Material → Availability Check → Define Checking Control
Select the line with plant 1300 and network type PS04 for created orders
(that is, “1”)
Click the “Copy as ...” icon
Change the order type to GR##
Click the "Transfer Enter" icon
Now repeat this procedure, only this time for released orders (that is, "2").
Then save your entries, and exit the check control transaction.
Click the “Save” icon.
To exit the transaction, click the “Back” icon.
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Versions
Contents:
Simulation versions
Project planning board
Project versions
SAP AG 1999
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Versions: Unit Objectives
At the conclusion of this unit, you will be able to:
Create and edit simulation versions, and make the
necessary settings in Customizing
Use the project planning board, and make the
necessary settings in Customizing
Create project versions, and make the necessary
settings in Customizing
SAP AG 1999
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Course Overview Diagram (4)
Appendix
Archiving
Tools
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
SAP AG 1999
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Versions: Business Scenario
It is your task to find ways of reducing costs in a
project that is currently running. You have to draw
up detailed descriptions of the cost-cutting options
you find but, at the same time, your cost-cutting
scenarios must not affect the running of the
current project in any way. For this reason, you use
simulation versions to draw up your cost-cutting
scenarios.
SAP AG 1999
(C) SAP AG CA800 8-4
Versions in the Project System
Project version
Versions
"Snapshot,"
cannot be changed
Simulation version
can be changed!!!
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xxxx
xxxx
xxxxx
xx
CO plan versions
SAP AG 1999
The term "version" is used in different contexts in the Project System. Different types of versions
include simulation versions, project versions and CO planning versions.
Simulation versions in the Project System are versions that you can change. You might, for example,
create simulation versions in the following situations:
In the quotation phase: generally speaking, there is still no operative project at this point.
To draw up alternative planning scenarios for existing operative projects or parts of these.
Project versions are snapshots of a project at a specific point, and are used for documenting the progress
of a project over time. Both quantities and values are stored in versions. Project versions are created
either manually, or automatically when a status changes. In the latter case, the project profile contains a
reference to a version profile which specifies the name of the project version to be created when a
particular user or system status is set.
CO planning versions are used to plan costs and revenues. You can copy values from one version to
another. You can change planned values manually in every version - the costed values are retained.
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Simulation
January February March April
ive
r at
e
Op
Project P/1234
Time
Project P/1234 Project P/1234
Version 0001 Version 0002
SAP AG 1999
Simulation versions are used to draw up alternative "what if?" planning scenarios. They are created
manually, can be changed, and, if necessary, deleted easily (unlike released operative WBS's with
activities).
When an operative project is copied to a simulation version (or vice versa), a log file is created. This
contains the objects that were transferred and any error messages that were issued in the process.
Simulation versions can be created either for an entire WBS, or for subhierarchies of a WBS.
Simulation versions are edited using the project planning board, or - as of Release 4.6C - using the
Project Builder.
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What Are Simulation Versions Used For?
Update operative project
Capacity leveling
Comparisons
SIM001 SIM002 SIM003
Create
SAP AG 1999
At the beginning of a project, you can use simulation versions to simulate projects before you actually
transfer them to an operative project. Simulation versions are particularly useful during the quotation
phase and for comparing different "what if?" scenarios. It is possible to plan several simulation versions.
You can then decide which version is the most suitable.
Even when a project is running, you can copy operative projects to simulation versions, analyze and
work with these, and then transfer them back to the operative project. The system can conduct a test run
to see if it is possible to transfer a project or simulation version.
If you want to work with simulation versions, you must create simulation profiles and version keys in
Project System Customizing.
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Data Transfer: Objects
Projects
WBS elements
Operative Networks, activities,
activity elements
project
Sub-
Milestones
networks
Transfer
Texts Components
B
Long texts A C D
E
Documents
Simulation Capacities
version S
SAP AG 1999
When you transfer data from operative projects to simulation versions (or vice versa), the following
objects are copied:
Work breakdown structure
Network with activities, activity elements, relationships, and subnetworks
Milestones
Materials for the activity
Documents, PS texts and long texts (depending on the simulation profile used)
Capacity requirements
Invoicing plan for the network, and billing plan for the WBS element (as of Release 4.5A)
The following objects are not copied:
Other orders that are not networks (e.g. no production orders)
Production resources/tools
Costs that you have planned manually for operative WBS elements are transferred to the simulation
version. However, this cost planning data cannot be changed in the simulation version. You can only
change costs at the network level in simulation versions.
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Version Keys and Simulation Profiles
Valid name
Version key e.g. SIM007
Version Description Inactiv AGrp
SIM* SImulation versions (group A)
VER++ Versions for elevator projects
Valid name
e.g. VERX1
Simulation profile
Transfer for update
PS text
Long text
Document assignment
SAP AG 1999
Customizing for simulation versions comprises two steps:
The key for simulation versions merely determines how the names for simulations are formed. You
should work with version keys right from the start, since they cannot be created afterwards without
deleting existing simulations.
The simulation profile determines whether texts should also be copied (in addition to the structure
information) from simulations to operative projects (and vice versa). If you work without a simulation
profile, all texts are copied. The simulation profile is contained as the default value for the project
definition in the project profile.
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Simulation: Reporting
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xxxx
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xxxx
xxxxx
xx
-
Project Planning
Board
Capacities
Costs / Revenues /
Order.
Structure/ Financing
Reservation
Dates
Resources
Simulation Version
SAP AG 1999
Just like project versions, simulation versions can be analyzed and compared with each other in the
information system. In the Structure/Dates information system, it is not possible to change simulation
versions (unlike operative projects).
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Project Planning Board
Project Edit Goto Details Settings Extras System Help
Extended
Project: Change toolbar
Project: Turbine 2000
Jan 99 Feb 99 Mar 99 Apr 99 May 99 Jun 99 Jul 99
L Hi L ID Wrk Ctr Project cost pl.
50000
20000
Table 5000
area 15000 Graphic
30000 area
20000
20000
10000
Capacity overview
Jan 99 Feb 99 Mar 99 Apr 99 May e.g.
Diagram, 99 Jun 99 Jul 99
Wrk Ctr Description
capacities
General work center
SAP AG 1999
Prior to Release 4.6C, the project planning board was the only transaction available for changing
simulation versions. The functionality available here is the same as for editing normal operative projects.
The project planning board has been enhanced extensively for Release 4.6. For example:
Extended toolbar
It is now easier to create new objects (activities, milestones, ...).
Activities and activity elements can be confirmed
Integrated cost and material overview, overview of assigned maintenance orders
You can now create several relationships at once with a single click of your mouse
In the appendix you will find an overview and brief description of the icons in the project planning
board.
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Diagram Area: Time Settings
10/10/1999 2/2/2000 8/8/2000 6/6/2001
Evaluation period
Pre-evaluation Post-evaluation
period period
Planning period
Scale relationship:
Example: 1 month's pre-evaluation period = 5% of 1 month's planning period
SAP AG 1999
The time settings for the chart area of the project planning board are determined by three profiles, which
are defined in the project planning board profile.
The time profile determines when the evaluation period starts and finishes. It also specifies when in
the evaluation period the planning period starts and finishes. Consequently, the start and finish of the
pre-evaluation period and post-evaluation period are also set.
The scale of the time axis determines the ratio used for the pre-evaluation period and post-evaluation
period with respect to the planning period. The scale of the planning period is entered directly.
The profile for the time scales determines the individual time periods (year, quarter, monthly periods.
...). It determines when a specific period is used, and the display size of the period.
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Planning Board Profile
General data Diagram area
• Default values • Time profile
• Show/hide • Labels
• Cost plan version • Display float
• Graphic profile • Critical from
Planning board
assistant
Table area
• Field selection
• Character width
• Display network
SAP AG 1999
The project planning board profile determines the appearance of the planning board, and you can also
enter default values here (for creating new activities, for example).
The project planning board profile is valid for both simulation versions and for normal operative
projects.
The planning board assistant is available both in Customizing and in the application itself. In
Customizing, you can check the graphic settings immediately using a predefined project.
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Creating Project Versions
Created Budgeted
Automatically
Released
Version
Manually Manual version Manual version
"Prototype" "Pilot"
SAP AG 1999
Project versions enable you to record a snapshot of a project at a specific moment in time - this can be
used for future comparisons with the operative project.
You can create a project version automatically (this is triggered by a change of system or user status).
You can also create a project version manually:
While changing the WBS
While changing the network
In the Structure/Dates information system for one or more projects
Using the transaction Create Project Version (CN72 - available as of Release 4.6C)
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Project Versions: Data Transfer
Projects
WBS elements
Operative Networks, activities,
activity elements
Sub-
changes )
(no c hanges)
Milestones networks
Transfer
Texts Components
B
PS texts A C D
Documents E
Payments
Version
Costs, revenues
SAP AG 1999
If you generate status dependent project versions, the version profile determines which data is copied to
the project version.
If you create project versions manually either in the network maintenance transaction (CN22) or in the
WBS maintenance transaction (CJ02), the version profile also determines which data is copied.
If you use transactions CN71 or CN72 to create project versions manually, then all data will be copied to
the project version irrespective of the version profile.
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Version Profile
Objects in a version
Project definition
Sales order
Sys.status Description
WBS element I0001 Created
I0002
Version key
Version
Released key
Description
Network 00011 Created
Activity
Material
Relationship
prof.
Status prof. Description Status
Activity element
13000000 Customer projects Quot
PS text
13000000 Customer projects Ordr
Milestone Version key Description
00000001 R&D projects Prot
Costs 00001 Quotation
Capacity reqmts
SAP AG 1999
You use a version profile to define two different kinds of information. First, you specify which version is
created automatically when a specific system status or user status is set. Second, you specify which data
is to be written to the versions that are created automatically.
You need to define a version profile if you wish to have versions created automatically, or if you wish to
generate versions directly from the WBS or network maintenance transactions.
You do not need to define a version profile if you wish to generate versions manually from the
Structure/Dates information system or if you use transaction CN72.
The version profile is entered in the project profile and network profile.
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Tips for Simulation and Versions
Create version keys in Customizing - and use them
Only ever use the same version key once for each project
Use simulation in the quotation phase of your project
If you save project versions manually, use the appropriate
transaction for this (CN72)
SAP AG 1999
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Versions: Unit Summary
You are now able to:
Use simulation versions to draw up "what if?"
scenarios
Create, change, and delete simulation versions,
and transfer them to operative projects
Create non-changeable project versions that
document the status of your projects
SAP AG 1999
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Versions Exercises
Unit: Versions
• Simulation Versions
• Project Planning Board
• Project versions
Topic: Simulation Versions
In the following exercises, you will generate simulation versions and
project versions for your project. You will learn about the project
planning board and how it can be used to edit work breakdown structures,
activities, and simulation versions.
1-1 In this part of the exercise, you will generate a simulation version for your project, and
use the project planning board to edit this version. You will also look at the
administrative data of the simulation version.
1-1-1 First of all, create a version key for simulations. Use a 5-character key (GR##-)
and enter the descriptive text “Simulations Group ##”.
Project System Customizing
Simulation → Stipulate Version Keys for the Simulation
Click the “New Entries” button
Enter "GR##-*" in the “Version” field (the * denotes a character string of
your choice)
Enter a description.
Save your changes, and exit the transaction for maintaining version keys.
Click the “Save” icon.
To exit the transaction, click the “Back” icon twice.
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1-1-2 Generate a simulation version for your project by copying the operative project
to the simulation version. A log will appear showing you if data was
transferred, or if any errors occurred. Use the following data:
Field Name Values
Project definition E-99##
Operative data → Version x
Target version GR##-001
SAP menu
Logistics → Project System → Project → Simulation → Transfer Project
(double-click)
Now click the “Transfer” icon.
In the popup that appears, click the “Yes” icon.
To exit the transaction, click the “Back” icon twice.
1-1-3 You can now use the project planning board to edit your simulation version. In
the project planning board, change your project structure. Enter the following
data on the initial screen:
Field Name Values
Version key GR##-001
Project definition E-99##
With activities x
SAP menu
Logistics → Project System → Basic data → Project → Simulation ###
Change (double-click)
Confirm your entries by clicking the “Open project” icon
1-1-4 Now edit the structure. Assign all engineering activities directly to the WBS
element called “Engineering”.
Drag activities 1050 and 1030 and drop them on the WBS element
“Engineering”.
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1-1-5 In your project, you have neglected the delivery to the customer. Create an
internal processing activity for the WBS element called “Quality Assurance”
for this purpose. Add detail to the activities as follows:
Field Name Values
Description Packaging and Delivery
Work 10 hours
Work center 2000
Duration 5 days
Select the WBS element “Quality Assurance”.
Click the “Create” icon.
In the “Templates” area, double-click “Activity (internal)”.
Double-click on the number of the new activity to access the detail screen.
Enter the above data.
Confirm your entries by clicking the “Back” icon.
1-1-6 Now create a FS relationship between this new activity and the activity
“External monitoring”.
Select the activity called “Packaging and Delivery”.
In the context menu (right mouse button), choose “Relationship list”.
Choose the “Predecessor” tab page.
In the lower section of this tab page, select the activity called “External
Quality Assurance”.
To create the relationship, click the “Create” icon.
Confirm your entries by clicking the “Back” icon.
1-1-7 You also want to have a WBS element that will enable you to plan the delivery
for which you have just created an activity. Create a level 2 WBS element E-
99##-5. Use the following data and expand the planning board, if the WBS
element is not displayed.
Field Name Values
WBS element E-99##-5
Description Delivery (Group ##)
Planning element x
Double-click the “WBS element” icon in the “Templates” area.
Double-click on the new WBS element and enter the above data in the
detail screen.
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If the WBS is not displayed expand the window of the project planning
board.
Confirm your entries by clicking the “Continue” icon.
Select the WBS element.
Click the “Level down” icon.
1-1-8 Now assign the activity “Packaging and Delivery” to the WBS element
“Delivery Group ##”. Then save your simulation version.
Drag the activity and drop it on the WBS element.
Then click the “Save” icon.
1-2 In the following section, you have two tasks to complete. The first of these involves
generating a project version of your operative project. The second is to copy the
simulation version to the operative project.
1-2-1 Create a project version – this will enable you to record the current status of
your operative project for later analysis. Use the DB profile 000000000001 and
the following data to create the project version:
Field Name Values
Version key 1##
Description Project before copying
Version group Group ##
SAP menu
Logistics → Project System → Project → Project Version → Create
(double-click)
In the “Project” field, enter your project definition (E-99##).
Enter the above data in the “Project version specifications” section.
Confirm your entries by clicking the “Continue” icon, and then click the
“Execute” icon.
Go back to the initial SAP menu by clicking the “Back” icon.
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1-2-2 Transfer your simulation version to your operative project. Use the following
data:
Field Name Values
Project definition E-99##
From version to operative data x
Source version GR##-001
SAP menu
Logistics → Project System → Project → Simulation → Transfer Project
(double-click)
Enter the above data
Now click the “Transfer” icon.
Confirm dialog box by clicking “Yes”.
To exit the transaction, click the “Back” icon twice.
1-2-3 Every simulation version has administrative data. View the administrative data
of your simulation. Enter the following data on the initial screen:
Field Name Values
Version key GR##-001
Project definition E-99##
SAP menu
Logistics → Project System → Project → Simulation → Administrative
Data (double-click)
Confirm your entries by clicking the “Enter” icon.
Look at your administrative data.
What does the “Inactive” flag mean? _________
Has your simulation already been transferred? ________
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1-3 Now use the project planning board to look at your operative project. You also have
the option of creating a planning board profile called “GR##” in Customizing.
Otherwise, select the profile “Elevators/turbines”.
1-3-1 Create a project profile called “GR##” and enter the descriptive text “GR##:
Elevators”. Use the “Elevators/turbines” planning board profile to copy from.
Make the following changes:
“General data” tab page
Field Name Values
Currency UNI
Version 2 1
Show activity elements Yes
Show relationships No
“Diagram area” tab page
Field Name Values
Non-working time Leave empty
Text type Leave empty
Project System Customizing
Structures → Project Planning Board → Define Profiles for the Project
Planning Board
Select the “Elevators / Turbines” profile
Click the “Copy as...” icon Enter “GR##” as the number and “GR##:
Elevators” as the description
Make the changes specified above
Confirm your entries by clicking the "Transfer" icon.
Save your changes, and exit the transaction for maintaining the planning board
profile.
Click the “Save” icon.
To exit the transaction, click the “Back” icon.
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1-3-2 Call up your project in the project planning board. Use either your own
planning board profile (“GR##”) or the planning board profile
“Elevators/Turbines”.
SAP menu
Logistics → Project System → Basic data → Project → Project Planning
Board → Change Project (double-click)
Select a planning board profile, and select “With activities”.
In the “Worklist” area, double-click project E-99##.
1-3-3 Call up the Planning Board Assistant – this will enable you to tailor the way in
which the table view is displayed. In the table area, change the presentation of
the project definition and the activities to suit your taste.
Click the “Planning board assistant” icon.
In the tree structure place the cursor on Gantt chart, table area.
Choose the “Project definition” tab page.
Change some of the graphic settings.
Proceed in the same way for the activities.
Click the “Update graphic” icon.
1-3-4 Use the Planning Board Assistant to change the colors used for the time bars.
Change the date bar of the project version, the WBS elements and the activities.
Then save your settings.
In the hierarchical structure of the Planning Board Assistant, select the
date display for the GANTT chart.
Choose the “Project definition” tab page, and then the graphic object
“Basic date”.
Change some of the settings for the project definition, and repeat for the
WBS elements and the activities.
Click the “Save user settings” icon, and then click the “Back” icon.
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1-3-5 Change the scale on the time axis. Enlarge the planning period and instead of
calendar days display the days of the week. Use the Time Scale Assistant to do
this.
Click the “Time Scale Assistant” icon.
Select time scale 01 for the planning period.
Change the value in the “Comment” field to “D”.
Select the entry “Planning period” in the hierarchical structure.
Increase the value of the base unit width until you can see all the days of
the week in the graphic.
Click the “OK” icon.
1-3-6 In the table section, display both activity numbers and the numbers of the
networks.
Click the “Options” icon.
Place your cursor on the entry called “Planning board”.
Choose the “Table area” tab page.
Activate the “Display network” option.
Confirm your entries by clicking the “Copy” icon
1-3-7 Save your project, and exit the project planning board.
Click the “Save” icon.
Click the “Back” icon.
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Assembly Processing
Contents:
Introduction to and benefits of assembly processing
Settings in the material master and Customizing
activities for assembly processing
Assembly processing for complex structures and
alternatives to assembly processing
Standard structures as templates for assembly
processing
SAP AG 1999
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Assembly Processing: Unit Objectives
At the conclusion of this unit, you will be able to:
Create standard networks and standard work
breakdown structures, and use these as copy
templates for assembly processing
Make the necessary settings for assembly
processing in Customizing
Make the necessary settings in the material
master
Use assembly processing to structure networks
and WBS’s
SAP AG 1999
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Course Overview Diagram (5)
Appendix
?? 5
Archiving
Tools
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
SAP AG 1999
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Assembly Processing: Business Scenario
Your company processes many projects that are
often very similar. You use standard structures to
create networks and work breakdown structures
quickly. Nevertheless, there are often still delays
and discrepancies between the sales department
and the project team. You have to find a way to
solve this problem. You explore the integrated
environment of the R/3 System in your quest to do
this.
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Benefits of Assembly Processing
SD & PS
Integration problem Integrated solution
1. Sales dept. creates sales 1. Sales dept. creates document.
document Assembly processing is used to
2. Sales dept. tells project team create a network and, if
to create a project applicable, a WBS.
3. Project team creates a project
Advantages:
• Close link between SD order
Disadvantages:
and project
• Delivery date? • Delivery date
• Billing dates? • Billing dates
• Costing? • Costing
• Deadline shifts? • Deadline shifts
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Assembly Processing
Billing element
Templates Operative structures
PS
SD Table:
Order / Sales order
Quotation parameters
Mat 1 Mat 1
Mat
Mat 2 Mat 2
PRT1 PRT1
Requested delivery date, quantity
Planned costs, confirmed delivery date
SAP AG 1999
If you create a sales order for a material to which a requirement class for assembly processing has been
assigned, the system automatically creates a so-called assembly order in the background, and starts
assembly processing. In this case, assembly processing omits the MRP planning stage, and generates an
operative order directly from the sales order. You can create the following assembly orders: network,
production order, planned order, process order, maintenance or service order.
In assembly processing, you can use the entire functionality of both sales orders and assembly orders.
For example, scheduling is carried out for the sales order and the assembly order in one run to ensure
that they both have accurate delivery dates and quantities. Because of the direct connection between the
sales order and the assembly order, all additional changes made in one document are automatically
reflected in the other document.
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Prerequisites for Assembly Processing
1. Standard network as template
(and possibly standard WBS)
2. Material with sales views
(and possibly MRP views)
3. Material is assigned to Material StdN
Turbine T-20000
standard network Turbine XL T-20000A
4. Requirements class that enables
assembly in the sales order
SAP AG 1999
To use assembly processing (with networks), you need a suitable standard network as a template for the
network that is to be created.
A material must be entered in the sales document. At least the sales views (item category group) must
have been defined in the corresponding material master. If you determine the requirements type via the
MRP group or strategy group, you will also need the MRP views of the material master.
The "Network parameters for sales order" table forms a link between the material and standard network.
If you want to have completely automatic assembly processing, you must make entries in this table.
Otherwise, a dialog box appears in sales order maintenance where you can enter the missing data.
In requirement type determination, the system determines a requirements type and requirements class
that enable assembly processing. In the standard system, you can use requirements class 212 and
requirements type KMPN as templates.
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Standard Structures
Network,
Standard network,
work breakdown
standard WBS
structure
2
1
SAP AG 1999
If you use assembly processing, you use it to create a network (by copying from a template). If the
template is assigned to a standard WBS, an operative WBS will also be created when you save the sales
order. Creating a network in assembly processing is the same as creating a network (by copying from a
template) in the Project System.
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Standard Network
Header of Standard Network
External
Services
processing
Material
Material
Internal proc.
PS texts
PS texts element
Milestones
Milestones
External proc.
General Internal element
costs activity processing
General costs
element
SAP AG 1999
A standard network is structured in much the same way as a network. However, there are differences: for
instance, a standard network has the same internal structure as a task list (comparable to the structure of
a routing in Logistics).
You assign materials, milestones and PS texts to a standard network. Material are assigned by means of
material BOMs and standard BOMs (see later in unit).
You can define possible statuses for standard networks in PS Customizing.
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Standard Network: Headers and Alternatives
Alternative ...
Header data:
Alternatives Alternative 2
Usage
Alternative 1
Status
Standard WBS element
Plant
SAP AG 1999
Standard networks are task lists in the R/3 System (as are routings, for example), in contrast to operative
networks, which are orders. This means that there are small differences between a standard network and
an operative network:
Materials are assigned by means of BOMs
Standard networks can be stored as multiple alternatives
The data in the standard network header is different (usage, planner group,...)
Responsible persons (planner group)
Status management
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Standard Network: Material Assignments
+ =
Standard Network Material BOM,
Standard BOM
SAP AG 1999
You cannot assign materials directly to a standard network, but only indirectly using bills of material
(BOMs). The BOM in question can be either a material BOM or a standard BOM.
A standard BOM does not have a "header component"; it is a tool that is only used for assigning material
components to a standard network. It is created and edited directly in the standard network.
In a second step, the individual BOM items (materials) are assigned to the activities of the standard
network.
The explosion of phantom assemblies is multi-level so that the individual materials can be assigned to
the network activities.
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Standard WBS
General
Structure User-def.
fields
Control Mile-
Basic data stones
Responsibility Costing
Status
Organization sheet PS texts
profile
Person Overhead
Controlling structure ...
Des- area responsible
cription
Interest
Applic- profile
Company ant
Project code
type
... ...
Plant
Operative
indicators
...
...
SAP AG 1999
You use standard WBS's as templates for operative WBS's. You can use standard WBS's to plan the
structure in advance (that is, the WBS hierarchy, organizational assignments, control data, and project
documentation). Unlike operative WBS's, standard WBS's do not have user statuses.
It is not possible to plan operative data with standard WBS's. For example, you cannot use a standard
WBS for cost planning or time scheduling purposes.
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Standard WBS: Status management
System status User status
Project definitions WBS element
"Created" "Released" "Closed"
SAP AG 1999
In the standard work breakdown structure, only the definition has a status. The WBS elements do not
have statuses.
The status of the definition is Created (standard WBS) (CRES), Released (standard WBS) (RELS) or
Closed (standard WBS) (CLOS).
If the status is CRES or RELS, standard work breakdown structures can be used as templates; if the
status is CLOS, a standard work breakdown structure cannot be used as a template for creating either an
operative or a standard WBS.
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Material
Sales: sales org.2 Sales: general Foreign trade Sales
Material Elevator Classic PS
Sales org. In MRP views:
Distr.channel strategy group,
MRP group,
Grouping MRP type
Item category group
Material group Required for selecting item
category in sales order, therefore
essential for determining
requirements type
Product attributes
SAP AG 1999
The sales views of a material are always required for assembly processing. You only require the MRP
views (specifically, the strategy group, MRP group, and MRP type), if you want to determine the
requirements type and requirements class from the material master.
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Assignment of Material to Standard Networks
Network parameters from sales order
Material Type Std. ntwk Alt. ext. Rel. Std. WBS from
Profile MRP controller
Network
profile
Standard
Standard WBS for
network acc. assgmnt
Material Create
external
Network type relationships?
SAP AG 1999
Editing the "Network parameters for sales order" table is optional. If it has been entered a standard
network is determined automatically in the sales order. If the entries are missing, you must enter them
manually in the sales order.
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Customizing - Requirement Class
Requirement Assembly In PS:
Availability Assembly type Assembly
Req. transfer Order costing processing:
yes or no
Allocation ind. Automatic planning
Prod. allocation Creation of Special stock
assembly order Order type:
Ind. reqn. reduction Order type
No MRP Avail. components PP, SM, PS-
Orders
Type comp. check
Configuration Online assembly
Configuration Capacity check
Cons. of config.
Consider. in No update
MRP
EC mgt. Value and
Costing quantity flow
Costing
Costing ID Product all.
Costing method Acc. assgmt. cat.
Costing variant Valuation
Costing sheet W/o val. strat.
Copy cst sheet Settlement profile
CndTypLineItems Results analysis key
CndTypLineItFix Consumption
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Control in SD
Material master Sales document
Strategy Item category Item usage
MRP type group Doc. type
group
Item category
Determine reqmts type
MM - SD
Main strategy
Reqmts type
Reqmts class
Assembly type,
order type, MRP
relevance, configuration,
account assignment category,
transfer of requirements, availability check
SAP AG 1999
The sales department obtains its central control keys from three different sources: the material master
(which item is purchased?), customer master (which customer is buying/what conditions have been
defined for this customer?) and the SD document (what kind of contract applies, which sales area is
responsible?).
A default item category is proposed when the order is entered in the system, but users can change it as
required (possible item categories are defined in Customizing).
In the material master, the admissible planning strategies are assigned to the material (based on the
planning strategy group). This assignment is needed to find the correct requirements type in independent
requirements management and sales order management.
The default requirements type is determined by the main strategy of the planning strategy group. You
can define substrategies (and, consequently, alternative requirements types) manually in the sales order.
The individual requirements types are assigned to requirements classes.
The requirements class controls the transfer of requirements between SD and PP, the relevance to MRP,
the availability check in SD, and other procedures.
If the planning strategy group is missing in the material master, the system looks for the requirements
type for the sales order by using the item category group (sales view in the material master) and the
MRP type. This method can be used explicitly for special sales orders.
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Assembly Processing: Number of Pieces
Duration: x 5
Costs: x 5
Components: x 5
SD Work: x 5
order
5 pc Network
Network
Header: 5 PC
Header: 5 PC
x5
x5
x5
5 pc
Activities with
no execution factor
are not multiplied
SAP AG 1999
As of R/3 Release 4.0, you can enter quantities greater than one in the sales order for assembly
processing with networks. All activities for which an execution factor has been defined are multiplied by
the factor in question. In the case of activity elements, the execution factor of the higher-level activity
applies.
In the network activity or activity element, the following planned data is multiplied (in accordance with
the execution factor and the quantity in the sales order item):
Duration
Work
Costs
Material
If the quantities in the sales order item change, the network is adjusted accordingly.
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Assembly Processing:
Relationships Across Networks
Billing
element
SD order
Item 1
Item 2
Item 3
S1 S2 F1=F2 S3 F3
S = Start date
F = Finish date (confirmed delivery date)
SAP AG 1999
Assembly processing can be expanded to include several sales document items. An individual network
will be assigned to each item in this case. The individual networks are assigned to a work breakdown
structure. This means that the standard networks used must have assignments to the same standard WBS.
The individual networks can be scheduled from the sales order. If the networks are connected by cross-
network relationships, you will be able to schedule the entire overall network.
The finish date of a network is proposed as the confirmed delivery date.
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Project Number from Sales Document
No SD/PS assignment
T-1496
Sales order 1496
10 Turbine classic
20 Turbine HX
SD/PS assignment
T-1496-10 T-1496-20
Sales order 1496
10 Turbine classic
20 Turbine HX
SAP AG 1999
You will find the "SD/PS assignment" indicator in the control data for the project definition of the
standard project. This indicator determines whether, during assembly processing, a hierarchy is created
in the operative WBS for each sales document item, or whether a hierarchy is created for the entire sales
document in the operative WBS.
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Tips for Assembly Processing
Pay attention to the account assignment category of the
sales order item - if the item is an account assignment
object, you can only use header-assigned networks
Make sure that the coding mask is wide enough to write the
sales order number between the first and second special
character
If you use the SD/PS assignment, do NOT flag the "Only one
root" option in the project profile
SAP AG 1999
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Assembly Processing: Unit Summary
You are now able to:
Use assembly processing to create a network while
creating a sales order.To do this, you create a
standard network first, and assign it to the material of
the sales document item.
To define the MRP and sales views in the material
master so that assembly processing is possible.
To define in Customizing the requirements class and
type as well as the planning strategies for assembly
processing.
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Assembly Processing - Exercises
Unit: Assembly Processing
• Creating a standard network and standard WBS
• Creating materials for assembly processing
• Creating a sales order
Topic: Assembly Processing
In the following exercises, you will create standard structures in the
Project System. These are standard structure that you require for
assembly processing and configuration. You will also edit a material that
you use when creating a sales order. In the Project System, you will link
your standard network to this material.
1-1 Create a standard WBS.
SAP menu
Logistics → Project System → Basic data → Templates → Standard WBS →
Create (double-click)
1-1-1 Create a standard WBS called E-98##. Enter the following data on the initial
screen:
Field Name Values
Standard project definition E-98##
Template E-1004
Std. project def.
Change the short text to “Standard elevator (Group ##)”. Change the key
from E-1004 to E-98##, and include the WBS elements.
Enter the data above in the initial screen.
Confirm your entries by clicking the “Enter” icon – this will take you to
the basic data screen of the definition.
Change the short text correspondingly.
Click the “WBS structure” icon.
Click the “Replace” icon, and confirm your entries by clicking the
“Replace” icon.
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Now click the “Include” icon.
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1-1-2 Depict “Procurement” in more detail by adding two WBS elements to the
standard WBS element E-98##-2. Use the following data and assign the WBS
elements in the third hierarchy level.
WBS element Description
E-98##-2-1 Procurement mech. parts
E-98##-2-2 Procurement elec. parts
Click the “WBS element overview” icon.
Place your cursor on the WBS element “Assembly,” and click the “Insert
line” icon.
Enter the data above.
Select both WBS elements, and choose:
Edit → Object → Level down
1-1-3 Activate the “Planning element” indicator for both the new WBS elements.
On the Basic Data tab page, activate the “PE” indicator for both the new
WBS elements.
1-1-4 Release the definition of your standard project, and save the standard project.
Click the “Project definition” icon.
Choose Edit → Status → Release
Click the “Save” icon.
1-2 Create a standard network.
SAP menu
Logistics → Project System → Basic data → Templates → Standard Network →
Create (double-click)
1-2-1 Create a standard network called E-98## using the standard network E-1004
alternative 1 as a template. Enter the following data on the initial screen:
Field Name Values
Profile Elevator model group 4
Std. network E-98##
Click the “Copy from” icon, and in the dialog box that appears enter the
standard network E-1004 alternative 1.
Confirm your entries by clicking the “Continue” icon.
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1-2-2 Change the header of the standard network. Enter the following data:
Field Name Values
Short text Standard Network (Group ##)
Network status Released (general)
Std. WBS element E-98##
Confirm your entries by clicking the “Enter” icon.
This takes you to the alternative overview.
1-2-3 Create an internal processing activity called “Delivery.” Enter the following
data:
Field Name Values
Activity number 1150
Description Delivery
duration 2 days
Work 10 hours
Work center 2000
Click the “Activity overview” icon.
Create a new activity with the data above.
Confirm your entries by clicking the “Enter” icon.
1-2-4 Create an FS relationship from the activity “Assembly” to the activity
“Delivery.”
Select the activity called “Delivery.”
Click the “Relationship overview” icon.
In the “Operation selection” area, select the activity “Assembly”.
Then click the “Create relationship” icon.
Click the “Back” icon.
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1-2-5 Assign your standard network activities to the WBS elements in your standard
WBS. Use the following assignments and then save your standard network.
Activity Std. WBS element
1000 E-98##
1010 E-98##
1030 E-98##-1
1050 E-98##-1
1080 E-98##-2-2
1100 E-98##-2-1
1140 E-98##-3
1150 E-98##
Choose the “Total” tab page.
Enter the assignment.
Confirm your entries by clicking the “Enter” icon.
Click the “Save” icon.
1-3 Create a material in the material master.
SAP menu
Logistics → Production → Master Data → Material Master → Material → Create
(general)→ Immediately (double-click to start transaction)
1-3-1 Create a material called M-98##. Enter the following data on the initial screen:
Field Name Values
Material M-98##
Industry sector Plant engineering and
construction
Material type Finished product
Copy from material E-1004
Confirm your entries by clicking the “Enter” icon, or the “Select view(s)”
icon – this will take you to the view selection screen.
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1-3-2 Select the following fields on the view selection screen:
View
Basic data 1 and 2
Sales: Sales org. data 1 and 2
Sales: General/plant data
MRP 1, 2, 3 and 4
Accounting 1 and 2
Costing 1 and 2
Now click the “Organizational levels” icon.
1-3-3 A dialog box appears where you can specify the organizational levels for the
individual views that you are about to create and copy. Enter the following
data:
Field Name Org. Levels Copy from
Plant 1300 1300
Sales organization 1000 1000
Distribution channel 10 10
Now click the “Continue” icon.
1-3-4 The basic data view of your new material appears. Change the short text to “
Material Group ##”, copy all views and save the new material.
Change the short text to “Material (Group ##)”.
Keep clicking the “Enter” icon until a dialog box appears with the
message “Last data screen reached.”
To save the new material, click the “Yes” icon.
1-4 (Optional) Assign material E-98## to your standard network (E-98##). If you decide
not to work through this part of the exercise now, you will always have the option of
entering missing data when you create a sales order for the material.
SAP menu
Logistics → Project System → Basic data → Templates → Network Parameters
from Sales Order → Edit (double-click)
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1-4-1 Create a new entry for your material with the following data.
Field Name Values
Material number M-98##
Order type *
Std. network E-98##, alternative 1
Network profile 1004
MRP controller 101
Std. WBS element E-98##
Click the “Create parameters” icon.
Confirm your entries by clicking the “Save” icon.
To exit, click the “Back” icon twice.
1-5 Create a sales order for your material.
Main SAP R/3 menu
Logistics → Sales and Distribution → Sales → Order → Create (double-click)
1-5-1 Enter the following data on the initial screen:
Field Name Values
Order type PS1
Sales organization 1000
Distribution channel 10
Division 00
Confirm your entries by clicking the “Enter” icon – this will take you to
the entry screen.
1-5-2 Cerate a sales order for your material. Use the following data and plan
“complete delivery” on the confirmed date.
Field Name Values
Sold-to party 1600
Purch. order no. Group ##
Req. deliv.date Today’s date +3 months
Material M-98##
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Order quantity 1
Confirm your entries by clicking the “Enter” icon.
Important: If you decided not to work through the task 1-4-1, a dialog box will
appear at this point asking you to enter the missing data that is required for
assembly processing.
Confirm this dialog box.
To accept the confirmed delivery date, click the “Complete delivery” icon.
1-5-3 Save the sales order. Look at the status bar, and make a note of the sales order
number displayed there.
Click the “Save” icon.
When the SAP R/3 System is saving the sales order, a WBS is created – based
on the assignment of your standard network to the standard project.
Sales order number: _________________
1-6 Use the Project Builder to display the project for your sales order.
SAP menu
Logistics → Project System → Project → Project Builder (double-click)
1-6-1 Open the project for the sales order. This project is called E-XXXX (XXXX
stands for the last 4 digits of your sales order number).
Click the “Open” icon.
In the dialog box that appears, enter the key of the project definition.
Confirm your entries by clicking the “Open” icon.
1-6-2 Look at the “Assignments” tab page of the corresponding network and view the
sales order assignment.
Expand the entire structure.
Select the network header in the structure.
On the detail screen, choose the “Assignments” tab page.
To exit the Project Builder, click the “Back” icon.
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Tools
Contents:
Flexible detail screens
Table Controls
Mass change
Substitution, validation
Open PS
Configuration of networks
SAP AG 1999
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Tools: Unit Objectives
At the conclusion of this unit, you will be able to:
Use flexible detail screens and table controls so
that data is displayed in accordance with your
requirements
Use the mass change function to change master
data in projects
Use substitution and validation
SAP AG 1999
(C) SAP AG CA800 13-2
Course Overview Diagram (7)
Appendix
6
Archiving
Tools
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
SAP AG 1999
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Tools: Business Scenario
You use flexible detail screens and table controls
so that the way data is displayed in PS meets the
requirements of your company's users.
You use the mass change transaction to change
large quantities of master data for WBS's and
activities.
SAP AG 1999
(C) SAP AG CA800 13-4
Flexible Detail Screens
Example ... ... ...
Tab Pages:
Title, icon
Detail Screens:
Up to 5 detail screens
per tab page:
Basic data
Dates
Milestones,
Progress analysis,
Administration
SAP AG 1999
Detail screens are available for WBS elements and activities. Flexible detail screens enable you to show,
hide, and define titles for individual tab pages, and to display icons for tab pages. You can define up to 5
detail screens for each tab page.
The flexible detail screens created refer to a project profile or network profile. You have two options for
creating detail screens. First, you can define detail screens within the application - in this case, the
screens are user-specific. Second, you can define detail screens in PS Customizing - in this case, the
screens are generally applicable.
You can define detail screens of your own in Customizing - these are then included in the tab pages.
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User-Specific Settings: Table Controls
1 2
3
Hi Lev.WBS element Description GC Pl System status
1 E-1100 Elevator CRTD
2 E-1100-1 ~~~ CRTD
3 E-1100 ~~~ CRTD
3 E-1100 ~~~ CRTD 1 Swap round
2 E-1100-2 ~~~ CRTD
2 E-1100-3 ~~~ CRTD
3 E-1100-3-1 ~~~ CRTD
2 Column width
3 E-1100-3-2 ~~~ CRTD
1
1
1 3 User settings and
1
1
administrator
settings
SAP AG 1999
Table controls are used for displaying WBS and activity overviews. This means that you can manipulate
the layout of these overviews. You can change the sequence in which columns appear, and the width of
columns. You can save your settings as user-specific settings. You can also use the administrator settings
to hide specific columns. Administrator settings affect all users.
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Validation and Substitution
Substitution Validation
Prerequisite Prerequisite
EXIT Replace EXIT Check
values
EXIT Reaction
Prerequisite: e.g. Person Prerequisite: e.g. project type = CP and
responsible = 19 hierachy level = 1 !
Replace values: e.g. cost center = 4290 Check: e.g. billing indicator set ?
Reaction: e.g. warning
EXIT = Termination of the substitution/validation
SAP AG 1999
Validation is a means of checking input that is not available in the standard R/3 system. For example,
you can check if the billing element indicator is set at the first level of the hierarchy when the project is
of the project type "Customer project".
If validation detects that a statement is incorrect, the system can react in different ways: a warning, an
error message or an information message can be issued.
Substitution involves writing specific values to master data fields of a WBS (or network) if a prerequisite
is met. For example, if the person responsible for the project is Ms Morris, then cost center 4290 is
substituted (i.e. written to the appropriate field).
In Customizing for PS, you can define default values for validation and substitution in the project profile
(or network profile). You can use a special indicator to specify whether a validation or substitution
should be carried out when the WBS is saved. In this way, you can prevent incorrect WBSs being saved.
You also define rules for validation and substitution in PS Customizing.
You can use a validation to check several values at the same time. You can use a substitution to set
several values at the same time. Substitution is also suitable for mass changes. You can also set up user
exits for substitution.
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Mass Change (1)
Objects that can be changed:
• Project definitions
• WBS elements
• Networks
• Activities, activity elements
• Relationships
• Milestones
Mass
change
Cannot be
undone!!
SAP AG 1999
You can use the mass change function to make cross-project changes to fields pertaining to project
definitions, WBS elements, networks, activities, activity elements, milestones and relationships.
You can test the extent of your changes before you actually make a mass change.
The same authorization objects as for individual changes are used for mass changes.
Remember that, if you make a mass change, this might mean that a large number of objects will be
changed simultaneously.
In many cases, you cannot undo the changes made. For this reason, always be particularly careful when
you use this transaction.
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Mass Change (2)
Direct Project Structure Project planning Structure
access Builder info system board Planning
Mass change
Direct change Table view
(no control) (with control)
Logs
SAP AG 1999
You can make a mass change directly. In this case, you select the fields to be changed, and you define
new values without knowing what the old values were.
If you go to make a mass change in the table view, you have the option of displaying the original values.
A log of changes is output for every mass change. You can save this log, and analyze it later.
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Tabular Mass Changes
Restrictions Old values
Project definition WBS elements Networks Activities Milestones
WBS element Description Co. code Field key Acc. assign. element
New values
Elevator
Elevator
Engineering
Engineering
Procurement
Procurement
Assembly
Assembly
SAP AG 1999
The table form for mass changes has several advantages compared to the simple transaction:
The old values of object fields can be displayed (for instance, the field "Responsible person" of the
object "WBS element".
Only the selected objects are changed
You can select objects using conditions (for instance, select all WBS element with company code
1000 or 2000).
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EPS Interface
R/3
BAPI
PS
MS
Project
R/3 with EPS 4.0 Interface External project
interface solution management software
e.g. Open PS e.g. MS Project
for MS Project
SAP AG 1999
The EPS 4.0 interface is based on SAP BAPI technology. R/3 is broken down into Business Objects,
which are structured according to business criteria. Business objects in the Project System are:
ProjectDefinition, WorkBreakdownStruct and Network. These business objects can be processed by the
BAPIs of the EPS 4.0 interface. For example, you can use the BAPI maintain to process a WBS, and the
BAPI getinfo to read activity or WBS data.
You can find a description of the EPS 4.0 interface in SAPnet - after logging on, use the alias PS (see
also Online Service System (OSS) note 144 467). You can also download the current version of Open PS
for Microsoft Project from here. Enter the following URL in your browser: http://service.sap.com/ps. If
this doesn't work, see the Online Service System note above.
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Open PS for Microsoft Project
Create projects in MS Project and transfer to SAP PS
Create projects in SAP PS and transfer to MS Project
Change projects and transfer in both directions
Prerequisite: Microsoft Project 98 SR-1
Prerequisite: SAP R/3 Release 4.5
SAP AG 1999
You will find a brief description of Open PS for Microsoft Project in SAPnet. You can also download
the program itself and the necessary documentation from there. Log on to SAPnet, and, using the alias
"PS", go to the Project System homepage (http://sapnet.sap.com/PS). The "PS World of Knowledge"
page appears, where you will find a link to Open PS for Microsoft Project. In case of difficulties, read
Online Service System (OSS) note 144 467.
Open PS is supplied by SAP for 4.5 or 4.6 systems, and establishes a connection to Microsoft Project. To
use it, you must have installed Microsoft Project (MS Project 98 SR 1) on your PC. As of Open PS
version 1.3, all languages available in MS Project are supported. In Open PS itself, you can toggle
between English and German.
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Configuration of Project Structures
Create networks 7.
April
by copying
Assign
characteristic
values
Mat 1 Mat 1
Mat 2 Mat 2
PRT PRT
Aspects of Configuration Objects with Dependencies
Classification Variant Activities BOM PRT
System: Configuration:
Classes, Object
characteristics dependencies
CA PS PP
SAP AG 1999
You can use configuration in the Project System if you wish to produce a complex product which has
different variants. The networks and work breakdown structures are basically identical for the different
variants, but they have specific characteristic values, might have alternative or additional activities, have
different quantities (of material components, labor, or duration), or different production resources/tools.
If you want to use configuration, you must use configurable standard networks. The only configurable
object in the Project System is the standard network. Materials and maintenance plans are configurable
elsewhere in the R/3 System.
When using configuration, you usually start out from a standard superstructure. In other words, the
standard network and standard WBS contain all objects that might be needed for any product variant:
that is, all activities, all activity elements and all materials.
WBS's are configured indirectly: the activities of configurable standard networks are assigned to the
elements of a standard WBS. If you create and configure a network (by copying from a standard
network), only elements of the standard WBS that are assigned to the activities selected in the
configuration, or elements that are hierarchically above such WBS elements can be copied into an
operative WBS.
Example: Activity 1000 is selected in the configuration, and assigned to a level-2 WBS element
(A1000). The work breakdown structure now contains this element (A1000) and also its higher-level
element from level 1 of the hierarchy.
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Steps in Configuration
PS
Network configuration
SD Characteristic value PS
assignment
2 6 Standard network PS
CA Variant class Assignments (link to
material)
1 5 Activities/work centers
3
CA Characteristics Obj. dependencies
Obj. Material (BOM) PS
Characteristic values PRTs
SAP AG 1999
4
You use characteristics and characteristic values to specify the details and attributes of different variants.
In standard structures, object dependencies refer to the characteristics and their values. This determines
which activities and activity elements are copied to the operative structure for a certain variant. Once
you have entered the necessary data for the network header, you go automatically to the transaction for
assigning characteristic values (i.e. configuration).
Object dependencies for the objects selectable in configuration (activities, activity elements, work
centers, material components) are defined in the standard network. Object dependencies for the
components or BOM items assigned to the activities are defined in the bill of material (for a configurable
material) used.
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Tools: Unit Summary
You are now able to:
Set up flexible detail screens, and work with table
controls
Make use of the mass change transaction
Use substitution and validation in networks and
work breakdown structures
You are now familiar with:
Open PS for Microsoft Project
Configuration of networks
SAP AG 1999
(C) SAP AG CA800 13-15
Tools - Exercises
Unit: Tools
• Flexible data screens, table controls
• And/or substitution/validation
• And/or mass changes
Topic: Tools
In the following exercises, you will familiarize yourself with the tools
you can use to change the appearance of structures, and the tools you can
use to make changes to project structures.
1-1 Optional: Work with flexible data screens and table controls. Call up the Project
Builder to do this.
SAP menu
Logistics → Project System → Project → Project Builder
(Select Project Builder by double-clicking)
1-1-1 Create a user specific tab page called “Basis ##” with the “Basic data for WBS
elements”. Use the following data:
Field Name Values
Tab title Basis ##
Icons Icon of your choice
First tab page Check this box
Select your project by double-clicking it in the “Templates” area.
Then place you cursor on the WBS element E-99## in the “Structure”
area.
Choose the menu option “Settings → Layout detail screens” to do this.
Use the above data for your new tab page.
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In the “Detail screens on tab page” section, select the “WBS element
basic data” option.
Use the “left-arrow” icon to copy this to the first screen.
Click the “Save” icon.
Click the “Back” icon.
1-1-2 Create a user-specific table control for the WBS element overview. Adapt the
table for the “Basic data” to you requirements:
Field Name Values
Variant Group ##
Use as standard setting? Yes
Click the “WBS element overview” icon.
Swap around some columns by “dragging and dropping” them.
Change some of the column widths. Place your cursor on the line
separating two columns and, keeping your finger down on your left
mouse button, shift the line to change the width.
Save your changes in a variant.
Click the icon for editing table settings (this is on the top right in the table
control).
Enter the data above.
Click the “Create” icon.
To exit variant maintenance, click the “Save” icon.
To exit the Project Builder, click the “Save” icon.
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1-2 Optional: Use the substitution “PSSUB01”in project E-99##. Call up the Project
Builder again.
SAP menu
Logistics → Project System → Project → Project Builder
(Select Project Builder by double-clicking)
Select your project by double-clicking it in the “Templates” area.
1-2-1 You can best see the effects of substitution PSSUB01 on the Responsibilities
tab page. Here you change the person responsible for WBS elements and carry
out the substitution for all WBS elements.
Click the “WBS element overview” icon.
Choose the “Responsibilities” tab page.
Enter the value 21 in the “Responsible person” field for some WBS
elements, and your own course group number in the same field for other
WBS elements.
Select all WBS elements by clicking the “Select all” icon.
Choose Edit → Validation/Substitution → Substitution.
If the dialog box appears, you can select substitution PSSUB01 by double-
clicking it.
A dialog box appears with messages relating to the substitution.
Confirm this dialog box by clicking the “Continue” icon.
Look at the changes that have been made in the “Responsible cost center” field.
Save your changes by clicking the “Save” icon.
To exit the Project Builder, click the “Exit” icon.
(C) SAP AG CA800 15-18
1-3 Optional: Use the mass change function to process all of the WBS elements in project
E-99##.
SAP menu
Logistics → Project System → Basic data → Tools → Mass Changes → Execute
(double-click to start transaction)
If necessary, specify that the DB info profile is “000000000001”, and confirm this
by clicking the “Continue” icon.
On the initial screen, enter your project E-99##.
Confirm by choosing the “Execute” icon.
1-3-1 Change the project type to “Customer project” for all WBS elements.
Choose the “WBS elements” tab page.
Select the “Project type” field, and click the “Choose” icon to move it to
the selection.
Confirm your entries by clicking the “Continue” icon
Use the matchcode function to select the value that denotes a “Customer
project.”
Test your changes by clicking the “Test changes” icon.
The system displays a log of the changes. Look over the log, and exit it by
clicking the “Back” icon.
If no problems arise during the test run, write your changes to the
database by clicking the “Execute” icon.
A dialog box appears confirming that the changes have been made. The system
then displays a log. You can save this log when you go to exit it
(by clicking the “Back” icon). You are now back in the “Mass Change”
transaction.
1-3-2 (Optional) Follow the same procedure as above to change the work center
defined for the activities in your networks. In all cases, change work center
“2000” to work center “2100”.
Proceed in the same way as described in the precious example. When you
make the mass change, remember to activate the appropriate “Replace only”
fields, and to enter work centers “2000” and “2100” in the appropriate fields.
(C) SAP AG CA800 15-19
Archiving
Contents:
Archiving project structures
SAP AG 1999
(C) SAP AG CA800 16-1
Archiving: Unit Objectives
At the conclusion of this unit, you will be able to:
Set deletion flags and deletion indicators
Generate archive files, and delete operative data
from the database
Analyze archive files in the Structure/Dates
information system
SAP AG 1999
(C) SAP AG CA800 16-2
Course Overview Diagram (8)
8
Appendix
Archiving
Tools
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
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Archiving: Business Scenario
Your company has been working with PS for
several years. Several extensive projects have
recently been completed. These projects still
take up storage capacity in the database, and
slow down the performance of the entire
system. You move the data from the database,
but make sure that it can still be evaluated.
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Archiving: Why?
Before After
Operative
system
Archive
SAP AG 1999
By archiving data, you can improve your system's performance, make administration easier, reduce the
time it takes to make backups, and import R/3 updates more quickly.
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Archiving: Terms
Data and
archiving
programs
Archiving object Move
operative data
Archiving to archive
Deletion run
Delete
Reorganization operative data
from database
Archive
and delete
SAP AG 1999
Archiving is often used as a synonym for archiving and deleting. To be absolutely precise, archiving
really only involves the moving of operative data to an archive file. However, in the R/3 system, you can
automatically delete operative data from the database in conjunction with an archiving run.
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Archiving Object
Data
Programs
Preparation
Write to archive file
Archiving
Delete from database object
Display archived data
Settings
System settings
(e.g. file size, file path)
Object-specific Customizing
(e.g. residence times)
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(C) SAP AG CA800 16-7
Archiving Operative Structures
Work breakdown structure Network
Activity
WBS elements Project definition Activities
elements
PS texts Classification PS texts Production
Milestones res./tools
Actual costs data
Line items Milestones
Confirmations
Planned costs/
revenues
Planned dates Relation-
Components ships
Actual dates
Archiving object: PS_PROJECT
SAP AG 1999
The archiving program is a tool for archiving and deleting data from the R/3 System. Using the archiving
object PS_PROJECT, you can archive and delete PS operative data (master data) such as networks and
WBS's, including all transaction data and project versions.
(C) SAP AG CA800 16-8
Archiving Steps
Deletion
flag
Set deletion flag
Residence
Set deletion indicator time 1
Start archiving 2
1 Deletion
Start deletion run 2 indicator
3
Residence
4 time 2
5
Start
archiving/
deletion
SAP AG 1999
Archiving/deletion is usually processed from the general archiving menu. However, you can also archive
or delete operative PS data from the "Basic data" area menu.
Archiving/deletion can be run in the background. If, for example, you set a deletion flag in the
background for several projects, the deletion flag will be set for all objects that meet the prerequisites.
Important: In releases prior to Release 4.5, the deletion flag was not set for any of the projects if the
prerequisites were not met in only one project.
You can also set and remove deletion flags for WBS's and networks manually.
Deletion indicators can only be set in the background. Once set, they cannot be undone.
Residence times are set only for networks. They are defined in the network type.
(C) SAP AG CA800 16-9
Prerequisites
Action Prerequisite
Set deletion Balance= 0 *; commitments= 0; assigned orders have deletion
flag flags; no open purchase orders or purchase requisitions
Set deletion Objects have deletion flag; assigned orders have
indicator deletion indicator
Archive
No prerequisites
(without deleting)
Delete Objects have deletion indicator
* Generally speaking, the balance must be 0 before a deletion flag can be set.
Exception: If "Do not settle" has been specified in the settlement profile.
SAP AG 1999
There are no prerequisites for archiving or deleting project versions. Project versions can also be deleted
in the Structures information system.
Assigned orders are archived and deleted in the corresponding applications (for example, an internal
order is archived and deleted in Controlling).
(C) SAP AG CA800 16-10
Archiving: Retrieval, Management, Jobs
For evaluation
in Structure/Dates
info system
Retrieval:
Overview and
details of
archive files
Management: 303
302
Status overview of
the individual jobs
Job overview: of archiving runs
SAP AG 1999
Administration and Job Overview are functions used by the person doing the archiving (the system
administrator, for example) to monitor the status of the archiving runs and archive files.
Data is usually retrieved by the end user for the purposes of re-analysis.
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Deleting Without Archiving
Status: "Created" or "Released"
Operative Delete
Structures Standard
Structures
Prerequisite: as for deletion flag
SAP AG 1999
You can also delete activities, networks, WBS elements and project definitions from the database
without setting a deletion flag or indicator (and without writing the data to archive files). You can use
the transactions Change Network, Change Work Breakdown Structure, Change Structure Planning and
Change Project Planning Board for this. You can do this even if the status of individual objects is
"Released" - however, no postings may have been made to the objects in question.
As of Release 4.6, you can delete standard project definitions. Unfortunately, you cannot archive them.
(C) SAP AG CA800 16-12
Archiving: Standard Networks
What?
Activities, activity elements, relationships, components,
milestones, classification data
Prerequisites?
None!
Archiving object?
PS_PLAN
SAP AG 1999
You archive and delete standard networks from the general archiving menu or in the basic data of the
Project System.
(C) SAP AG CA800 16-13
Archiving: Documents
What?
Funds reservations, transfer prices
Prerequisites?
Deletion indicator in document header;
all positions are "completed" or "deleted"
Archiving object?
FM_FUNRES (funds reservation)
CO_FIXEDPR (transfer prices)
SAP AG 1999
You archive and delete documents in the general archiving transaction or in the Project System.
(C) SAP AG CA800 16-14
Archiving: Unit Summary
You are now able to:
Understand what archiving means, and how to
write data from the operative system to an archive
file
Understand what deletion means, and how to
remove operative data from the database
Understand that, in PS, operative data, standard
networks and documents are stored in different
archiving objects
Know that there are no prerequisites for archiving,
but that deletion is only possible under certain
circumstances
Archived data is analyzed in the Structure/Dates
information system
SAP AG 1999
(C) SAP AG CA800 16-15
Archiving - Exercises
Unit: Archiving
• Deletion flags and deletion indicators
• Archive files
Topic: Archiving
In the following exercises, you will work through the steps required for
archiving a project. At the same time, you will delete your project
(E-99##) and all its activities from the database.
1-1 In the Project Builder set a deletion flag for all objects in your project E-99##.
SAP menu
Logistics → Project System → Project → Project Builder
(Select Project Builder by double-clicking)
1-1-1 Open project E-99## from the worklist, and set the deletion flag for the project
definition. Save your project.
Double-click the project definition E-99## in the worklist..
Select the project definition in the structure tree.
Choose: Edit → Status → Deletion flag→ Set.
Save.
The deletion flag is passed down automatically within the hierarchy
of the work breakdown structure. This means that, if you define a
deletion flag for the project definition, it will be passed on to all
WBS elements, and from there, to the assigned activities. Of course,
you can also use the archiving tool to create the deletion flag. Use
this option if you want to process a large number of project
structures.
(C) SAP AG CA800 18-16
1-2 Create a deletion indicator for project E-99## and all of its activities.
SAP menu
Logistics → Project System → Basic data → Tools → Archiving → Project
Structures (double-click to start transaction)
1-2-1 Create a variant “Group##” to set the deletion indicator for your project E-
99##. Enter the following data for the variant:
Field Name Values
Project E-99##
WBS assignment to network Yes
header
WBS assignment to network Yes
activities
Test run No
Set deletion indicator Yes
Click the “Deletion flag/deletion indicator” icon.
Enter “Group ##” in the “Variant” field, and then click the “Maintain”
icon.
In the dialog box that appears, click the “Continue” icon.
Enter the data above.
Click the “Attributes” icon.
Enter a text of your choice in the “Description” field.
Save your variant by clicking the “Save” icon.
To exit variant maintenance, click the “Back” icon.
(C) SAP AG CA800 18-17
1-2-2 Apply (execute) the variant “Group ##” immediately. Use the following spool
parameters.
Field Name Values
Output device LP01
Print immediately Yes
Delete after output Yes
Click the “Start date” icon, and then click the “Immediate” icon.
Save the start date.
Click the “Spool parameters” icon.
Enter the data above.
Confirm your entries by clicking the “Continue” icon.
In the dialog box that appears, click the “Continue” icon.
Start executing the variant by clicking the “Execute” icon.
Archiving can take some time. You can find out the current status of
your archiving job by calling up the job overview.
To exit variant processing, click the “Back” icon.
You can re-use variants. However, you can only execute a given
variant once at any given time. If you want to use the variant again,
you must have deleted all jobs relating to the variant.
(C) SAP AG CA800 18-18
1-3 Write your data to an archive file, and delete your project (E-99##) and all its activities
from the database.
Click the “Archiving” icon.
1-3-1 Follow the same procedure as in the previous exercise to create a variant called
“Group ##”. Enter the following data for the variant:
Field Name Values
Project E-99##
Short text Archive E-99##
WBS assignment to network Yes
header
WBS assignment to network Yes
activities
Test run No
Delete from database Yes
Click the “Attributes” icon, and enter the description “Archive file”.
Save your variant by clicking the “Save” icon.
To exit variant maintenance, click the “Back” icon.
1-3-2 Execute the variant.
Define the start time and make spool parameters settings as described in
the previous exercise.
To start processing the variant, click the “Execute” icon.
To exit variant processing, click the “Back” icon.
1-4 Look at the administrative data for your archive file.
What is the number and status of your archive file? ________________
Can the archive file be accessed? ________________
Click the “Administration” icon.
(C) SAP AG CA800 18-19
Appendix
This appendix contains information on some
topics that could not be dealt with in detail
during the course.
SAP AG 1999
(C) SAP AG CA800 19-1
Project Profile: Control (1)
Control Organization Plg board/dates Controlling
Basic data
Proj.type All acct asst elem
Field key Only one root
Version prof. Trsfr to proj.def.
Simulation prof ChangeDocuments
Display options Proj. summ. MastDa
Level of detail
Partner det. prc
Validation
Project def. Autom. validation
WBS elements
Substitution
Project def. Autom. substitution
WBS elements
Cannot be changed in the application Network header Project definition
Can be changed in the application Activity WBS element
SAP AG 1999
Proj. type: Key that can be used as a selection criterion in the Information System.
Field key: identifies the short texts for user fields.
Version prof.: specifies whether status dependent project versions are created.
Simulation prof: specifies which texts are copied to and from simulation versions.
Display options: in overviews in table form, WBS elements are presented with key, short ID and
description.
Level of detail: Lowest level in the hierarchy that is displayed.
Partner det. prc.: Partner determination procedure (with roles) for project.
All acc.asst.elem.: Sets the account assignment indicator for all WBS elements.
Only one root: There can only be one top WBS element.
Ttrsfr to proj. def.: Only relevant for the “Create Single Element” transaction (CJ11).
Change documents: Change documents for master data are written when saving.
Proj. summ. MastDa: activates project summarization using master data characteristics instead of
classification.
Validation. Project def.: Profile for validation of the project definition.
Validation WBS elements: Profile for validation of WBS elements.
Autom. validation: Executes validation when saving project.
Substitution Project def.: Profile for substitution of the project definition.
Substitution WBS elements: Profile for substitution of WBS elements.
Autom. substitution: Executes substitution when saving project.
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Project Profile: Control (2)
Project stock Can be changed
No stock up to first save
non-valuated stk
valuated stock Automatic reqmnts grouping
Status management
PD sts. profile
WBS sts. profile
ChangeDocuments
Graphic
Master data prf. grp Graph. prfl mstr data
Vertical from level
SearchTxtIndex1 SearchTxtIndex2 SearchTxtIndex2
Project summarization
All WBS elements
Billing elements
Acct asst elements
Cannot be changed in the application Network header Project definition
Can be changed in the application Activity WBS element
SAP AG 1999
No stock, Non-valuated stock, Valuated stock: permits the use of project stock.
Automatic reqmnts grouping: sets the value 1 for the "Grouping WBS Element" field in the top WBS
element.
Status management: Specifies default values for a user status profile for the project definition and WBS
elements.
Change documents: Activates the writing of change documents for status changes.
Graphic: Specifies the graphic settings for the hierarchy graphic.
Vertical from level: In the hierarchy graphic, WBS elements can be displayed above one another or
beside one another. Here, you determine from which hierarchy level the WBS elements are displayed
vertically.
Project summarization of all WBS elements: Sets the project summarization indicator for all WBS
elements.
Billing elements: Sets the project summarization indicator for all billing elements.
Acct asst elements: Sets the project summarization indicator for all account assignment elements.
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Project Profile: Organization
Control Organization Plg board/dates Controlling
Organization
Can be changed
Controlling area
up to first save
Company code
Business area
Plant
Depends on
Profit center
controlling area
Project currency
and company code
Cannot be changed in the application Network header Project definition
Can be changed in the application Activity WBS element
SAP AG 1999
Organization: Default values for the organizational assignment of the project definition and WBS
elements.
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Project Profile: Planning Board/Dates (1)
Control Organization Plg board/dates Controlling
WBS time scheduling
WBS sched. prof
Sched. scenario
With activities
Default values
Factory calend.
Time unit
Planning method
Plan. meth/basic
Plan. meth/fcst
Calc. with act.
Network
Network profile
Network asst
Display network hdr
Cannot be changed in the application Network header Project definition
Can be changed in the application Activity WBS element
SAP AG 1999
WBS sched. prof: Contains control data for scheduling in the project planning board, structure planning
and the Project Builder (as of 4.6C).
Sched. scenario: Predefined scheduling scenarios that can be used instead of the "WBS scheduling
profile".
With activities: Specifies that activities and not just WBS elements are selected.
Factory calend. Specifies holidays and workdays.
Time unit: Unit for the duration of WBS elements.
Plan. meth/basic: Specifies the method for planning the basic dates of WBS elements.
Plan. meth/fcst: Specifies the method for planning forecast dates of WBS elements.
Calc. with act.: Specifies whether activity dates are taken into account for bottom-up planning.
Network profile: Is used for new networks that are created from the work breakdown structure.
Network asst.: If activities are created for a WBS element, this indicator specifies in which network the
new activity is created.
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Project Profile: Planning Board/Dates (2)
Project planning board
Plan.board prf Can be changed
if called directly
Capacity Requirements Planning
Tot.tab.profile
Tot.graphic.prf
Ind CapTabOvProf
IndCapGrpOvProf
List profile
Hierarchy graphics
Profile group Profile
Time schd. prof
Cannot be changed in the application Network header Project definition
Can be changed in the application Activity WBS element
SAP AG 1999
Plan. board prf.: Default profile that is used, when the project planning board is called up. It
determines the display of the table and graphic areas of the planning board.
Capacity requirements planning: You can call up various capacity planning reports from the project
planning board and structure planning. Here you enter the relevant total profiles, taken from capacity
planning in PP.
Hierarchy graphics: These profiles specify how the hierarchy graphic is to be displayed, if it is called
up from date planning for WBS elements (e.g. CJ21).
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Project Profile: Controlling
Control Organization Plg board/dates Controlling
Costs/revenues/payments
Network header
Object class Statistical
Integrated planning
Activity
Planning/budgeting
Planning profile
Budget profile Project definition
Period-end closing WBS element
Costing sheet
Overhead key Can be changed
in the application
Int. calc. profile
Investment profile Cannot be changed
Results analysis key in the application
Settlement profile
Settlmt rule strat.
Graphic
Budget profile group Graph. profile budget
SAP AG 1999
Object class: Specifies the cost flow in CO from a business point of view.
Statistical: Determines whether a WBS element can have real costs posted, or whether it can only have
statistical costs posted.
Integrated planning: Activates the updating of planned activity input from WBS elements to the
sending cost center.
Planning profile: Specifies how cost planning is carried out for the work breakdown structure.
Budget profile: Specifies how budgeting is carried out for the work breakdown structure, and if
availability control is to be used.
Costing sheet: Specifies how overhead costs are determined.
Overhead key: Determines order-specific overhead rates.
Int. calc. profile: Specifies how interest is calculated for the project.
Investment profile: Specifies how the project is integrated with Investment Management (for example,
automatic generation of assets under construction).
Results analysis key: Is necessary for results analysis in WBS elements.
Settlement profile: The settlement profile specifies, for instance, the permitted settlement receivers for
the WBS elements.
Settlmt rule strat.: Specifies how settlement rules can be determined automatically.
Graphic: Specifies the graphic profile for the hierarchy graphics called from Budgeting.
(C) SAP AG CA800 19-7
Network Profile: Network
Network Graphic Activities
Network parameters Network header
Plant
Network type Activity
Planner group
MRP cont.group
Project definition
Rel. view Res./Purc.req.
WBS element
Level of detail Cap. reqmts
Comp. increment Entry tool
Op./act. incrmt Project sum. Can be changed
Check. WBS act. Align Fin. date in the application
Overview var. Proj. summ. MastDa
Cannot be changed
Procurement in the application
Field key
Version prof.
Validation
Network header
Netwk activities
Substitution
Network header
Netwk activities
SAP AG 1999
Plant, Network type, MRP controller group: Information necessary for creating networks from a work
breakdown structure.
Rel. view: Predecessor/successor/mixed, relevant for the list display of relationships.
Level of detail: Describes the level of detail with which networks with external relationships are
displayed in the network graphic.
Comp. increment: the increment used when numbering components.
Op/act. incrmt: the increment used for the numbering of activities.
Check WBS act.: Specifies whether activity dates are taken into account in "Top-Down time
scheduling".
Overview var.: Describes how the object overview is structured.
Procurement: relevant to component assignment, groups default values together.
Field key: Depicts the short texts for the user fields.
Version profile: Specifies whether status dependent project versions are created and which data is
contained in such versions.
Res./Purc.req.: Detemines when reservations and purchase requisitions are to be created.
Cap. reqmts: Determines capacity requirements when you save the network.
Entry tool: When you create new activities, the system goes automatically to the activity detail screen.
Project summ.: Specifies whether activities should participate in project summarization.
Align fin. date: Specifies whether the date on which components are required is aligned to the start or
finish of the activity.
(C) SAP AG CA800 19-8
Proj. summ. MastDa: Specifies whether data should be summarized on basis of classification or master
data characteristics.
Validation (Substitution), Network header, Activities: Default values for validation (substitution)
(C) SAP AG CA800 19-9
Network Profile: Graphic
Network Graphic Activities
Graphic
Graphic prfl
Rel. display Color-Subnetwk. Color milestone
Display options Color for doc.s Color for mat.
Color for elem.
SearchTxtIndex1 SearchTxtIndex2 SearchTxtIndex3
Prf planning board
Overall profile ID
Cannot be changed in the application Network header Project definition
Can be changed in the application Activity WBS element
SAP AG 1999
Graphic profile: Describes the structure of the network structure graphic.
Rel. display: In the graphic all relationships are either displayed as FS relationships or according to their
proper type.
Display options: Activities an be displayed in the graphic in four different levels of detail.
Color for subnetwork/documents/etc.: In the extended display of activities, the specified color
indicates an assigned object.
Prf planning board: determines the appearance of the GANTT chart
(C) SAP AG CA800 19-10
Network Profile: Activities (1)
Network Graphic Activities
Activity parameters
Internally processed activity
Control key
Mat. cost elem.
Unit for work
Norm.duratn un.
Calculation key
General costs activity
Control key
Cost element
Cannot be changed in the application Network header Project definition
Can be changed in the application Activity WBS element
SAP AG 1999
Internally processed activity, Control key: Describes the business properties of the activity.
Mat. cost elem.: Cost element for planning material in the activity.
Unit for work: self-explanatory.
Norm. duratn un.: self-explanatory.
Calculation key: Calculates work from duration and vice-versa.
General costs activity, Control key: Describes the business properties of the activity.
Cost element: Default value for the cost element for general cost activities.
(C) SAP AG CA800 19-11
Network Profile: Activities (2)
Services
Control key
Cost element
Material group
Purch. group
Unit of measure
Externally processed activity
Control key
Cost element
Currency
Purchasing org.
Material group
Purch. group
Order unit
Cannot be changed in the application Network header Project definition
Can be changed in the application Activity WBS element
SAP AG 1999
Control key: The control keys are used by the system when creating new activities (depending on the
activity type).
(C) SAP AG CA800 19-12
Network Type
Order category
Order type
Control indicator
CO partner update Semi-active
Classification
Planning
Reorganization
Residence time 1 Months
Residence time 2 Months
Costs
Functional area
Object class
Settlt. profile
Status management
Status profile
Release immed.
Number range general
Cannot be changed in the application Network header Project definition
Can be changed in the application Activity WBS element
SAP AG 1999
CO partner update: Specifies how many documents are created when the system settles a network.
Classification: Specifies whether networks participate in order classification in CO.
Planning: Networks that are only used for planning are never executed and therefore do not produce
assigned values; 'normal' networks produce assigned values.
Residence times: Specify the period of time that must elapse between individual archiving steps.
Functional area: Is used in financial accounting as a structural element for your company in profit and
loss accounting according to the cost of sales method.
Object class: Specifies the cost flow in CO from a business point of view.
Settlt. profile: Specifies how settlement takes place (for instance the possible receivers).
Status profile: The user status profile for the whole network.
(C) SAP AG CA800 19-13
Parameters for Network Type
Plant
Network type
Network type parameters Network header
Strategy Wrkflw PO chg.
Default rule ActvtyAcctAsgn
Activity
Red. strategy Net order price
CstgVariantPlan CollctveRequstn
CstgVariantActl Project definition
Plan cost calc.
WBS element
Status change documents
Change document Documents
Can be changed
OrdStatChangeDc in the application
OpStatChangeDoc
MatStatChngeDoc Cannot be changed
in the application
PRTStatChangeDc
BOM application
BOM application
Engineering Change Management
Change profile
SAP AG 1999
Strategy: Strategy for determining the settlement rule for activities.
Default rule: Settlement rule that can be used in the above strategy.
Red. strategy: Specifies at which levels the duration of an activity can be reduced in the case of
deadline pressure.
CstgVariantPlan and CstgVariantActl: Specifies how planned costs and actual costs should be
determined.
Plan cost calc.: Indicator specifying when and how costing should be performed (important: changed as
of Release 4.6).
Wrkflw PO chg.: Activates workflow for changing purchase order quantities and dates.
ActvtyAcct Asgn: Specifies whether an activity-assigned or header-assigned network is generated.
Net order price: The net price defined in the purchase requisition is copied - unchanged - to the
purchase order.
CollctveRequstn: For each network, either a purchase requisition with many items is generated, or
many purchase requisitions with one item.
Status change documents, Change document: Allows you to write change documents for changes to
master data.
OrdStatChangeDc: Writes change documents for network headers.
BOM application: Permits the automatic choice of a BOM alternative.
Engineering change management, Change profile: Specifies how the system reacts to changes in the
configuration; if you do not enter a profile, changes to the configuration are only allowed for "Created"
status.
(C) SAP AG CA800 19-14
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(C) SAP AG
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SAP AG 1999
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Integration with SD
Sales & dist 1) Network 2) WBS and Network
E Q D
Project
System
Via main item
3) WBS 4) WBS and Production Order
G Q D G Q D
Via subitem
MM PM
CO
SAP AG 1999
Re. 1): In assembly processing, you can generate a (header-assigned) network without a project when
you create a sales order. In this case, the sales document item is a cost object in its own right.
Re. 2): In assembly processing, you can generate a network when you create a sales order. When you
save, a work breakdown structure is created, and the sales document item is assigned to a WBS element
in the work breakdown structure. In this case, the sales order represents the sales view, the project is the
controlling instrument, and the network represents logistical processing. Alternatively, you can create
work breakdown structures and networks, and assign the sales document item manually.
Re. 3): You can assign a sales document item to a WBS element in a project. Controlling is carried out
for the project. You can assign orders or documents to the project.
Re. 4): You can use assembly processing or MRP planning to create a production order, and then assign
the sales document item to a WBS element in the project. You then assign the production order manually
to a WBS element in the project.
The sales document item must be controlled by an account assignment category with a special stock
indicator E, Q or blank. For example 1 above, the best choice would be account assignment category E;
in case 2, the best choice would be Q or D, in cases 3 and 4, account assignment category G would also
be possible..
(C) SAP AG CA800 19-16
Open PS for Palm
Transfer activity data from SAP PS to the Palm Pilot
Enter confirmations in the Palm Pilot
Transfer confirmations from the Palm Pilot to SAP PS
Prerequisite: Palm Pilot with PalmOS 3.0
Prerequisite: SAP R/3 Release 4.5
Prerequisite: PalmDeskTop on PC
SAP AG 1999
You will find a brief description of Open PS for Palm in SAPnet. You can also download the program
itself and the necessary documentation from there. Log on to SAPnet, and, using the alias "PS", go to the
Project System homepage (http://service.sap.com/PS). The "PS World of Knowledge" page appears
where you can find a link to Open PS for Palm. In case of difficulties, read Online Service System
(OSS) note 144 467.
(C) SAP AG CA800 19-17
CEP Scenario
Development
Service partner
provider
Plant
Customer
Head Office
Subcontractor
Trader
Plant
Vendor
SAP AG 1999
CEP is short for Collaborative Engineering and Project Management.
The aim of CEP is to ensure the efficient transfer of information and knowledge between a project
manager in your company and external partners when all are working on a mutual project task.
There are two different CEP scenarios:
Competition Scenario
As part of a bid invitation, for example, every participant modifies the same processing objects and
thus competes with the other participants for an order. During the entire process, none of the
participants can view the information submitted by the others.
Cooperation Scenario
All participants are involved in the transfer of knowledge, and are notified automatically of changes.
(C) SAP AG CA800 19-18
CEP Process Overview
(3) (4)
Process folder Return folder
Participant
Participant
Internet link
(1) (2) (5) (6) (7)
Create Inform Review Compare Incorporate
folder participants folders folders changes
Initiator
Initiator
Internet link
Participant
Participant
(3) (4)
Process folder Return folder
SAP AG 1999
The relevant objects pertaining to a project task are put into a folder in the R/3 system by the initiator.
The initiator creates a separate recipient list for each folder so that the participants can be notified by e-
mail - this means that it is also possible to send comments and other texts. The Internet link defined in
Customizing is automatically written to the e-mail - this is the link that enables external participants to
log on to the R/3 Internet server.
Once a participant has logged on via the Internet link, a list appears showing all of the folders that he or
she has to process. The participant selects an entire folder, or individual objects in a folder, and
downloads these to his or her PC. It is always possible to download further objects at any time.
The participant can log off from the Internet server, and process the downloaded objects offline.
If the participant wishes to send back changed objects to the initiator, he or she simply logs on to the R/3
Internet server again. When objects are sent back, a so-called "successor folder" is created - this is
assigned to the corresponding original folder.
Before transferring data, the initiator can compare a participant's successor folders with the original data
structure in the R/3 system. The objects that are to be transferred to the R/3 system are then selected in
the results overview of the comparison, checked, and transferred to the original structure. This data
transfer is documented in a log file.
(C) SAP AG CA800 19-19
Objects in the CEP Process
Participant
Participant
BOMs Project Structures Materials Documents
Initiator
Initiator
Participant
Participant
SAP AG 1999
The relevant objects pertaining to a project task can be put into a folder in the R/3 system. The objects
can be:
Material numbers
BOMs
Documents
Project structures (project definition, WBS elements, network activities)
If, as apart of the CEP process, external participants are to be able to process project structures in MS
Project, the latest version of Open PS for Microsoft Project (version 1.3 or higher) must be installed for
the initiator.
Participants can process offline the objects they have downloaded. Please note, though, that in Release
4.6C only project structures and documents can be modified. System requirements for this are: Microsoft
Project (for editing project structures) and Microsoft Office (for editing documents, Excel tables, and so
on).
(C) SAP AG CA800 19-20
Benefits of CEP
Not tied to
specific systems
Participant
Participant
Automatic
notification
Initiator
Initiator Access rights/
security
Ease of use
Participant
Participant
SAP AG 1999
Not tied to specific systems:
External participants do not need to have an R/3 system or R/3 experience to work on a project task.
Ease of use:
The objects sent are displayed in hierarchical structures - this gives everyone involved a clear overview
and allows them to navigate around easily.
Automatic notification / status display:
If objects were changed by participants and sent back, the initiator (and, if applicable, all participants)
are automatically notified of this, or informed of this by means of status displays.
Access rights / security:
The objects for processing are taken from the R/3 system and made available on an Internet server,
where they can only be accessed using the URL address sent in the mail, the authorized login ID and
password. This means that external participants do not have direct access to the original data structure in
the R/3 system.
(C) SAP AG CA800 19-21