PLM210 - Project Management - Strcutures

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PLM210Project Management � Structures

mySAP Product Lifecycle Management

Date

Training Center

Instructors

Education Website

Participant HandbookCourse Version: 2005 Q2Course Duration: 3 Day(s)Material Number: 50072913

An SAP course - use it to learn, reference it for work

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Copyright

Copyright © 2005 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without theexpress permission of SAP AG. The information contained herein may be changed without prior notice.

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About This HandbookThis handbook is intended to complement the instructor-led presentation of thiscourse, and serve as a source of reference. It is not suitable for self-study.

Typographic ConventionsAmerican English is the standard used in this handbook. The following typographicconventions are also used.

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Example text Words or characters that appear on the screen. Theseinclude field names, screen titles, pushbuttons as well asmenu names, paths, and options.

Also used for cross-references to other documentationboth internal (in this documentation) and external (inother locations, such as SAPNet).

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EXAMPLE TEXT Names of elements in the system. These include reportnames, program names, transaction codes, table names,and individual key words of a programming language,when surrounded by body text, for example SELECTand INCLUDE.

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<Example text> Variable user entry. Pointed brackets indicate that youreplace these words and characters with appropriateentries.

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About This Handbook PLM210

Icons in Body TextThe following icons are used in this handbook.

Icon Meaning

For more information, tips, or background

Note or further explanation of previous point

Exception or caution

Procedures

Indicates that the item is displayed in the instructor�spresentation.

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ContentsCourse Overview ...... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Course Goals.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .viiCourse Objectives .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii

Unit 1: Introduction ... .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1Introduction ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Unit 2: Work Breakdown Structures ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Work Breakdown Structures ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Unit 3: Activities and Networks ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Activities and Networks ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Unit 4: Claims, Versions ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Claims .. .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Versions.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Unit 5: Assembly Processing..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123Assembly Processing .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124

Unit 6: Tools ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153Tools ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .154

Unit 7: Archiving..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .177Archiving .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .178

Appendix 1: Additional Slides ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .195

Glossary ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .219

Index ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .223

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Contents PLM210

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Course OverviewIn the course PLM210 Project Management - Structures, you will learn about thedifferent options for generating and maintaining project structures (work breakdownstructures, networks), as well as the relevant Customizing settings.

Target AudienceThis course is intended for the following audiences:

� Project managers� Project team members� Consultants

Course PrerequisitesRequired Knowledge

� PLM200 Project Management� Basic business experience in the area of project management

Recommended Knowledge

� SAPPLM mySAP PLM Solution Overview

Course GoalsThis course will prepare you to:

� Use different options for creating and maintaining project structures� Make the required Customizing settings

Course ObjectivesAfter completing this course, you will be able to:

� Create and structure work breakdown structures� Create and process activities and networks� Make the relevant Customizing settings� Create claims and versions� Explain the function of and prerequisites for assembly processing

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Course Overview PLM210

� Use different project management tools� Archive project structures

SAP Software Component InformationThe information in this course pertains to the following SAP Software Componentsand releases:

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Unit 1Introduction

Unit OverviewThis unit introduces you to different project management concepts. You will receivean initial overview of the structures in the SAP Project System.

Unit ObjectivesAfter completing this unit, you will be able to:

� Explain the typical characteristics of projects� Explain the main differences between work breakdown structures and networks

Unit ContentsLesson: Introduction .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Exercise 1: Structures in the SAP Project System.... . . . . . . . . . . . . . . . . . . . . . . 11

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Unit 1: Introduction PLM210

Lesson: Introduction

Lesson OverviewThis lesson gives you a brief overview of the typical features, phases, and basicconditions of projects. You will get to know the most important features of the two SAPProject System (SAP PS) structures: work breakdown structure (WBS) and network.This lesson also contains tips on defining requirements and structuring projects.

Lesson ObjectivesAfter completing this lesson, you will be able to:

� Explain the typical characteristics of projects� Explain the main differences between work breakdown structures and networks

Business ExampleYou work in a company that is going to implement the SAP Project System to processparticular plans. You are responsible for implementing the SAP Project System. Findout about the characteristics and requirements of projects in your company.

IntroductionTo successfully manage projects, you must plan, control, and execute fundamentalobjectives in a target-oriented and efficient manner. In light of this, professionalproject management plays an important role in a business�s ability to staycompetitive. This is especially true for businesses whose success is based primarilyon project-oriented business processes.

The term �Project� is not specific to any particular industry and therefore coversdifferent types of plans such as the following:

� R&D projects� Make-to-order production� Engineering projects� Investment plans� Maintenance� IT projects

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PLM210 Lesson: Introduction

Project CharacteristicsA project is a summary of certain business processes within a company. A projectcan be defined as a plan distinguished by the uniqueness of its conditions. Theseconditions include clear goals and objectives, and restrictions such as time, money,and personnel resources.

Figure 1: What is a Project?

Projects are usually an integral and interdisciplinary part of a company�s businessprocesses. To control all of the tasks involved in carrying out a project, project-specificorganizational forms (project organizations) are often used, which are located betweenthe specialist departments involved. Many projects can also be characterized by theiruniqueness and newness, the high quality demands placed on the result of the project,or their strategical importance for a company.


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Figure 2: Project Environment and Constraints

Projects are a balancing act between different demands and bottlenecks. For example,limited resources are available or the costs framework has been predefined. Projectscan involve a high degree of risk for a company because costs are generally high andthere is no guarantee that the projects will be completed.


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Figure 3: Phases of the Project Flow

The realization of a project involves different phases. Large projects require ahigh degree of precise planning and coordination. During the initial phase of theprocess, dates must be defined, resources must be made available, and financingmust be provided. A clearly and precisely structured project is the basis for planning,monitoring, and controlling your projects. As a rule, a project is structured accordingto two points of view: structure and process. The various phases depicted aboverepresent an ideal project flow. In practice, individual project phases can be left out,others may overlap or be carried out in parallel.


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In particular, the planning phase at the beginning of a project is very important for thefuture progress of a project. Here, the definition of requirements (for example, in theform of specifications) plays a large role.

Hint: In the following, you will find some general rules for definingrequirements:

� Explicitly and clearly name the specific requirements.� Have your customers confirm these requirements.� If required, use graphics, charts, and models.� Be realistic � you might be misunderstood.� Be realistic � things might not go according to plan.� If changes are requested, monitor the request date and requester, the reasons

given for the changes, and the effects of the changes on the project flow and costs.� Have the proposed changes confirmed.� Always have a contingency plan ready.

Ensure that all members of the project team are clear about the requirements.

Hierarchical structures are used to represent the structure of projects. They enablethe following:

� Top-down estimates (for example, to establish persons responsible, theassignment of budgets)

� Bottom-up estimates (for example, to evaluate aggregated data about costs,revenues, scheduling, and progress)

As a rule, network techniques are used for planning and controlling the process flowof projects.

Structures in the SAP Project SystemSAP PS is a project management tool, which provides you with support in allphases of the project. The high degree of integration between SAP PS and otherSAP functions, such as Logistics, Accounting, and Human Resources, ensures thatthe required business processes can run quickly and efficiently in SAP PS. SAP PSprovides structures that you can use to model and organize projects flexibly. You canplan and monitor dates, costs, revenues, budgets, resources, materials, and so on, inthese structures using the relevant tools and reports from SAP PS.


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SAP PS is part of the operations support area of mySAP Enterprise Resource Planning(mySAP ERP). The mySAP ERP solution includes the areas operations support,operations value generation, financials, human capital management, corporateservices, and analytics, and covers almost all the essential business processes requiredby companies. mySAP ERP is based on the new technology platform SAP NetWeaver,which provides a standard technical architecture and solution platform for integratingusers, information, processes, and applications.

SAP PS is also part of mySAP Product Lifecycle Management (mySAP PLM) programand project management. Program and project management is a key functional areaof the mySAP PLM solution, which contains functions for product-related businessprocesses from the initial product concept, design, and engineering to productionramp-up, product change management, and service and maintenance.

Figure 4: SAP Project System

Successful project management requires that you structurally identify all processesnecessary to the project and depict them in a structural and process-oriented way. SAPProject System provides you with basic data, standard structures, and templates, whichsimplify the process of creating and planning various projects. A clearly structuredproject and precisely described project goals build the basis for successful planning,monitoring, and control of your projects. Depending on the project type and thefocus of project monitoring, you can structure your project in SAP PS using workbreakdown structures (WBS) and/or activities in one or more networks, which can belinked using relationships, if required.


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Figure 5: Basic Data of the SAP Project System

A work breakdown structure is a model of the project that shows the projectdeliverables in hierarchical form. The work breakdown structure thereby representsthe structural organization of the project and provides a phase, function, orproduct-oriented description of the project. It outlines the project in manageablesections. The individual elements of the work breakdown structure are called WBSelements. You can break down the WBS elements further, depending upon the projectphase. The work breakdown structure is the operative basis for cost, revenue, andpayment planning, time scheduling, and budget allocation in projects.

The network describes the time sequence and dependencies of events and activitiesin a project, and thereby represents the course of the project. A network consists offundamental elements: activities and relationships. Networks and their activities formthe basis for planning, analyzing, and controlling dates, costs, and the personnel,capacity, materials, resources, and services that are required for carrying out a projectand its tasks.

When activities are assigned to WBS elements, for example, the dates and costsdefined in the individual activities are totaled (aggregated) at the WBS level and canbe evaluated. Activity costs already assigned are checked against the budgets of theWBS elements. A project can consist of a work breakdown structure and, if necessary,several networks.


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The criteria according to which a project is structured using a work breakdownstructure and/or networks can vary and depend on the type and complexity of aproject. For example, the criteria can vary depending on the responsibility andstructure of the departments or teams involved, or on how production and assemblyare integrated. It is therefore impossible to give a wholesale answer to the question ofhow best to structure different types of projects.

Hint: Generally, however, you should take the following recommendationsinto consideration when structuring your projects:

� The various WBS elements and activities should cover the entire scope of theproject.

� Keep the structure simple � generally speaking, nobody can monitor structurescontaining 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 evaluations.

During this course, you will be shown many different ways of creating projectstructures. All of these options are shown in the following figure and will be lookedat in succession in the course.

Figure 6: Structures of SAP PS


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As well as being able to create work breakdown structures and/or networks manually,you can also use existing project structures as templates. You can create a project bycopying other operative projects, standard structures, or also simulation versions.Assembly processing is another indirect method of generating a network or a WBSfrom a sales order (see the �Assembly Processing� unit).


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Exercise 1: Structures in the SAP ProjectSystem

Exercise ObjectivesAfter completing this exercise, you will be able to:� Identify the most important common features of and differences between the two

structures: work breakdown structures and networks

Business ExampleEnsure that you are clear about the characteristics of work breakdown structures andnetworks. As you do this, consider the structural requirements of your company'splans.

Task:The following text describes once again the basic characteristics of work breakdownstructures (WBS) and networks (NTW). Fill in the blanks in the text with WBSand/or NTW.

1. The complex plans of a company can be represented in SAP PS using thetwo structures work breakdown structure (WBS) and network (NTW). Thehierarchical structurereflects the structure of such projects, are used torepresent the detailed processes. To plan and monitor costs, you can use

. You plan and post revenues on. Budgeting is only

possible for . However,by assigning one, or if required, more than one to a

, the costs of both structurescan be checked against the budget as assigned funds. Time scheduling iscarried out using . Time dependenciesbetween individual tasks in a project can be planned by linking the activitiesof . To plan material and capacity requirements, you use

. When you create ,you can use standard structures as templates.Fill in the blanks to complete the sentence.


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Solution 1: Structures in the SAP ProjectSystemTask:The following text describes once again the basic characteristics of work breakdownstructures (WBS) and networks (NTW). Fill in the blanks in the text with WBSand/or NTW.

1. The complex plans of a company can be represented in SAP PS using thetwo structures work breakdown structure (WBS) and network (NTW). Thehierarchical structure work breakdown structure reflects the structure of suchprojects, networks are used to represent the detailed processes. To plan andmonitor costs, you can use WBSs and/or NTWs. You plan and post revenueson work breakdown structures. Budgeting is only possible for work breakdownstructures. However, by assigning one, or if required, more than one network toa work breakdown structure, the costs of both structures can be checked againstthe budget as assigned funds. Time scheduling is carried out using WBSsand/or NTWs. Time dependencies between individual tasks in a project can beplanned by linking the activities of networks. To plan material and capacityrequirements, you use networks. When you create WBSs and/or NTWs, you canuse standard structures as templates.

Answer: work breakdown structure, networks, WBSs and/or NTWs, workbreakdown structures, work breakdown structures, network, work breakdownstructure, WBSs and/or NTWs, networks, networks, WBSs and/or NTWs

Consider the requirements of your projects.


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Lesson Summary

You should now be able to:� Explain the typical characteristics of projects� Explain the main differences between work breakdown structures and networks

Related Information

� There is a wealth of literature available about project management, withoutneeding to mention any particular books, which can help you when you areprocessing and structuring your projects.

� For more information about the mySAP PLM e-business solution and some of itskey functional areas, refer to the SAP literature under www.sap-press.de.

� For more information about mySAP PLM and mySAP ERP and the topicsLife-Cycle Profitability Analysis and Strategic Program Management, refer tothe SAP Service Marketplace (www.service.sap.com) under the alias PLM,ERP or PS.


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Unit Summary PLM210

Unit SummaryYou should now be able to:� Explain the typical characteristics of projects� Explain the main differences between work breakdown structures and networks


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Unit 2Work Breakdown Structures

Unit OverviewThis unit discusses the creation of work breakdown structures, their most importantcharacteristics, and Customizing settings. Different processing options will bedemonstrated using the Project Builder.


� Explain the purpose and setup of work breakdown structures� Use options for creating and editing work breakdown structures (Project Builder,

network graphic)� Make important Customizing settings for work breakdown structures, especially

in the project profile and coding masks� Describe characteristics of work breakdown structures and user fields� Use statuses in work breakdown structures� Use milestones and documentation options

Unit ContentsLesson: Work Breakdown Structures .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Exercise 2: Work Breakdown Structures .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37


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Unit 2: Work Breakdown Structures PLM210

Lesson: Work Breakdown Structures

Lesson OverviewA work breakdown structure (WBS) is the basis for organizing a project. This lessondiscusses the structure and fundamental characteristics of the objects in a workbreakdown structure. Using the Project Builder you will become familiar with thevarious editing options for work breakdown structures. Furthermore, you will learnhow to make basic settings for work breakdown structures in Customizing for theProject System.


� Explain the purpose and setup of work breakdown structures� Use options for creating and editing work breakdown structures (Project Builder,



Business ExampleTo become familiar with the various options for work breakdown structures, create asimple project and make all the required settings in Customizing.

Purpose and Setup of Work Breakdown StructuresThe work breakdown structure organizes your project in a hierarchical way andmakes the structure of the project transparent. It enables you to define personsresponsible and organizational affiliations. The work breakdown structure is theoperative basis for further planning in projects. The focus here is on planning andmonitoring costs, budgets, revenues, and basic dates. Networks and network activitiesare more suitable for planning resources and scheduling than work breakdownstructures and work breakdown structure elements (WBS elements).


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PLM210 Lesson: Work Breakdown Structures

In the execution phase of the project, you can compare and analyze the planned data inreporting with the costs actually incurred or dates (actual dates), for example, at anytime. With the help of progress analysis, you can view progress values that reflectthe status of your project relative to the individual WBS elements, or aggregate themaccording to the project hierarchy.

Each WBS element can act as its own controlling object for which you can plancosts and revenues. You can transfer these costs and revenus to the WBS element byassigning the corresponding documents to the WBS element. By assigning orders toa WBS element, you can analyze order costs for the WBS element and check themagainst the WBS element budget.

Figure 7: What Is a Work Breakdown Structure Used For?

You create a project definition automatically when you create a work breakdownstructure. A project definition defines an objective to be achieved within a project.In this way, you retain the idea that is behind the project. It is not necessary at thispoint to create WBS elements or individual activities. The project definition is theframework for all objects within a project in later planning phases. The projectdefinition contains default values and profile data for WBS elements, for example,assignments to particular organizational units in the SAP system. Default data is


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transferred to new WBS elements you create for this project. The basic dates for theentire project and the planning parameters for costs, budget, and dates are storedat the project definition level.

Caution: A project definition is not an account assignment object (that is,you cannot post to it).

WBS elements form the operative basis of a work breakdown structure. Planned andactual values are stipulated for them and aggregated to them. The work breakdownstructure consists of WBS elements and their hierarchical order.

Figure 8: Project Definition and Work Breakdown Structure

Creating Work Breakdown StructuresThere are many options for creating work breakdown structures in the SAP ProjectSystem. The Project Builder, structure planning, the project planning board, andCreate Work Breakdown Structure are transactions in the SAP Project System you canuse to create a work breakdown structure. When you create a new work breakdownstructure, you can use an existing work breakdown structure, the subhierarchy of aproject, or a standard work breakdown structure as a template. You can also includethe templates in an operative work breakdown structure at a later stage.

A standard work breakdown structure is a neutral work breakdown structure that canbe used more than once and serves only as a template for creating operative workbreakdown structures.


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In addition to the transactions above, you can also use the structure informationsystem to make changes to existing work breakdown structures. You can also use theinformation system to create new project structure objects.

One example of how to create a work breakdown structure indirectly is to call up theCreate Network transaction with a standard network as a template. If this standardnetwork is assigned to a standard work breakdown structure, you can create a workbreakdown structure when you save the network you created. Similar to standard workbreakdown structures, standard networks are project-neutral network structures thatcan be used as a template for creating other standard networks or operative networks.

Assembly processing is another indirect method of generating a network or a WBSfrom a sales order, for example. Assembly processing and standard structures arediscussed in that lesson.

In the quotation phase of a project, you can simulate projects using simulationversions, even if an operative project does not yet exist. It is possible to plan severalsimulation versions. You can then decide which version is the most suitable totransfer to an operative project. Simulation versions are discussed in the �Claims andVersions� lesson.

Figure 9: Different Ways of Creating Work Breakdown Structures

You must assign a project profile to the project when you create a work breakdownstructure. The project profile is the most important profile for the work breakdownstructure. It contains default values and profile data for the project. When you create


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a work breakdown structure, the system saves the project profile in the projectdefinition. When you edit the work breakdown structure, you can change the defaultvalues provided by the project profile. Values for the project profile are maintained inCustomizing for the Project System. The project profile is divided into four sections(for a better overview): control, organization, planning board/dates, and controlling.

Figure 10: Project Profile

The various fields in the project profile are discussed in more detail in the appendix.

From SAP R/3 Enterprise on, you can determine (using a check box) from where thedata for the new project should come when you create a project with a template. Youcan transfer the data from the profile of the template project, from the template projectitself, or from another profile you enter for the new project.

Coding masks serve as a display option for complex project numbers. They can alsobe used to derive the hierarchy of a work breakdown structure from the numbers oftheir WBS elements. In the Project Coding Mask table in Customizing, you definethe appearance of the coding masks in the Project System. The way it is set updepends upon the first characters of the project number. These characters serve askeys for coding projects. You can create a mask for each key you want to use whencoding a project. The following characters are available for editing and structuringproject numbers: X for alphanumeric characters, 0 for numeric characters and specialcharacters. In addition, you can maintain blocking indicators for standard structures(LkS) and operative structures (Lck). It is not possible to create new projects with thiscoding key if you maintain an indicator.


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In the Special Characters table, you specify the special characters for WBSs, and youalso specify the following for the project coding: whether coding must be used, howlong the key should be, and whether this length is compulsory. Furthermore, you candefine a special character to be used as input help. If you enter special characters thathave been defined for your project in Customizing in the WBS Element field, thesystem transfers the number of the superior WBS element to this field. If this is thefirst WBS element in the project hierarchy, the system transfers the number of theproject definition. You need to modify the number just so it differs from the numberthat was transferred. Using another indicator, you can define a temporary place holderfor automatically determining a project number. This placeholder is used only if anunused (free) project coding cannot be determined automatically.

Figure 11: Project Coding Masks and Special Characters

Hint: Please note that, even though you can make additions to the codingmasks later, you cannot take anything away if WBSs have been createdalready using this project coding mask.

You have many options for creating and editing work breakdown structures (see figure�Different Ways of Creating Work Breakdown Structures�). The Project Builderoffers you a clear and easy way to access the Project System. It is user-friendlyand enables you to quickly and efficiently edit projects. You can create, display, oredit the WBS structure or networks in an integrated manner or individually in the


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Project Builder. You can easily maintain your project by using the Project Builder'scontext-sensitive menus, Drag&Drop feature, and the option to define an individualworklist or list of templates.

The Project Builder is made up of a three-part editing window. In the upper-left corneryou find the structure overview, in the lower-left corner the worklist, and to the right, adisplay and editing area. The structure tree displays selected project data of the currentproject and its hierarchical dependencies. You can store projects, networks, and WBSelements used most often and according to the user in the worklist. Furthermore, theworklist always displays a list of the five projects edited last. The templates suggestdefault objects for maintaining project structures. From these templates you canadd new project elements to the project, and include operative project structures andstandard project structures as templates. The work area displays the detail view forselected objects in the structure tree and enables you to directly access overviews ofsubordinate objects. You can edit individual project elements in the work area. Tomaintain WBS structures and networks, you can navigate quickly and efficientlyin the Project Builder, between the various views (detail and overviews), graphics,and the project planning board.

Figure 12: Project Builder

You will find out more about the Project Builder in this lesson and in the next lessonsof this course.


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Structure of Work Breakdown StructuresWBS elements are the structure elements of the work breakdown structure. A WBSelement describes a task or a partial task that can be divided. With operative indicatorsyou determine the controlling characteristics of a WBS element and define the tasks ofthe WBS element while realizing the project:

� 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 functions used by WBS elements while realizing a project arestatistical and grouping WBS element. The Statistical indicator specifies whether aWBS element is used for statistical purposes only or whether it works with real costs.You can specify that a WBS element is statistical only if it is an accounting element ora billing element. You use grouping WBS elements to group the material requirementsfor components kept in project stock in one or more projects on one WBS.

Figure 13: WBS Element Indicators


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You can assign objects to WBS elements to carry out additional functions that may bein other key areas of the SAP system. Examples include:

� Milestones, which you can use 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 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

Figure 14: Assigned Objects

If you want to edit large projects and you need to create numerous WBS elements withcomplex project numbers, the system can help you derive the project hierarchy. Tobe able to derive the hierarchy from the keys defined for the WBS elements, youmust have defined an appropriate project coding mask in Customizing. After youhave defined a project coding mask, you can create WBS elements in a project oneafter the other without worrying about the correct hierarchy level. You can enter allWBS elements in level 1. The system then derives the individual levels of the WBSelements from the project coding mask. The WBS element with the shortest number iscreated on level 1. The remaining WBS elements are arranged in the lower hierarchylevels depending upon their numbers and the number of separators.


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Figure 15: Derivation of the WBS Hierarchy Structure

If you do not want to derive the hierarchy structure, enter the required level in theproject hierarchy when you create the WBS elements. You can change the hierarchylevel of WBS elements at a later point in time.

The hierarchy graphic enables you to display a work breakdown structure yet changethe individual WBS elements in detail, or add additional WBS elements. You canchange the operative indicators for individual WBS elements quickly and easily inthe hierarchy graphic. To do this, double-click on the corresponding fields below thename of a WBS element. You can change the project hierarchy by separating WBSelements or subtrees from the project hierarchy and, if necessary, arrange them in theproject hierarchy again or move subtrees within the project hierarchy. You can alsodelete WBS elements in the hierarchy graphic.


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Figure 16: Hierarchy Graphic

StatusA project is not static, but rather has a life cycle with a beginning and an end. Duringthis time, various business transactions change the project. For example, you canplan, post costs, and settle. You can document the current status of a project withstatus management. A status determines which business transactions are permittedand which are prohibited in the system.

System statuses have been set up by the SAP system and cannot be changed. Theycontrol the main business transactions. You can, however, define your own userstatuses to attain a greater level of detail. You must always define a user status withina status profile. Therefore, you must always create a status profile for an object typein Customizing before you can define the user status in the status profile. You canenter your user statuses in the status profile and define which business transactionsare permitted or prohibited. You can also specify the sequence in which user statusesshould occur. A user status can be set or deleted manually for several WBS elementsat the same time. Individual status profiles can be defined for project definitions andWBS 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 firsttime you set a user status.


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Figure 17: System Status and User Status

From SAP R/3 Enterprise on, you have the following additional options for projectdefinitions and WBS elements in addition to the existing functions Set User Statusand Reset User Status.

� User status Set & Pass on� User status Undo & Pass on

You can use these functions in all transactions and overviews apart from individualprocessing.

The current combination of all statuses of an object determines which businesstransaction you can carry out. You can define the user status yourself if you want tocontrol at what time certain business transactions are allowed. A user status enhancesthe existing system status.

Example: A WBS element has the system status Created, which permits, among otherthings, the business transaction Create Purchase Order. However, you can now set auser status such as Quotation, which prohibits purchase orders being created. Youmust already have defined a suitable status profile in Customizing for Project System.It is possible to permit a transaction, but have the system issue a warning at the sametime. In this case, you can decide whether the business transaction that triggered thewarning should be executed. The status log contains information about which statuspermits the transaction with a warning.


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Figure 18: Status Function

You must create a status profile for certain types of objects. In the Project System,these objects include project definition, WBS element, network header, and networkactivity. Make the settings required for defining the user status within the status profile.

� Define the descriptions of user statuses and document their functions using acorresponding long text.

� Define the order in which user statuses can be set using a status number.� Define the initial status that is set automatically when you create an object.� Define that the system automatically sets the corresponding user status when

carrying out a specific business transaction.� Permit or prohibit certain business transactions if a certain user status is active.


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Figure 19: Status Profile

In the example above it is possible to set the user status LOB (lock original budget)in two ways: either manually or automatically as a follow-up action when creatingan original budget. If this user status is set, a warning is issued by the system whenthe original budget is changed.

Detailing OptionsMilestones are events that are of particular significance or interest to the project flow.They are assigned to individual WBS elements or activities (see the �Activities andNetworks� lesson). Milestones can be used in both operative WBSs and standardWBSs. Milestones are created either manually or by copying from a standardmilestone. If you wish, you can also include a group of milestones. A milestone groupis made up of several standard milestones. It is created in Customizing for ProjectSystem, and individual standard milestones are assigned to the group. Standardmilestones can be used only to copy from (in other words, they cannot be used in theoperative process). Milestones you created for WBS elements have various tasks.


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Figure 20: Milestones in the WBS

The Sales Document Date indicator gives you the option of linking a milestone with adate in the billing plan. When you reach a milestone, the system transfers the actualdate of the milestone to the billing plan.

In progress analysis, the milestone technique is one way to measure the earned value.Each milestone corresponds to a percentage of work completed in an activity or aWBS element.

Milestone trend analysis is a simple way to monitor dates in a project. In thisanalysis, milestone dates are compared at various report times.

You can enter specific data in user-defined fields for every WBS element. The systemprovides two text fields 20 characters long, two text fields 10 characters long, twoquantity fields with quantity units, two value fields with currency units, two datefields, and two check boxes. The field key determines the name of the respective userfield and specifies whether it is ready for input. If you change the field key for theWBS element, the name of the user-defined field itself changes, but the contents ofthe field stays the same. If you evaluate user-defined fields in the information systemand 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 PSCustomizing. You can define a user exit that enables you to develop your own specialchecks for user-defined fields. If the user-definable fields available do not satisfy yourrequirements, you can use a user exit to develop additional fields for WBS elementsand the project definition.


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Figure 21: User-Defined Fields in WBS Elements

Complex projects require comprehensive documentation and the ability to maketechnical documents available to the appropriate parties. Along with the option ofcreating long texts for various objects using the SAPscript editor, you can assign thefollowing documents to a WBS element:

� PS texts� Documents from document management


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Figure 22: Project Documentation

You can enter PS texts for each WBS element (if necessary in multiple languages). Atthe same time, however, it is possible to use the same PS text several times in differentwork breakdown structures. You can create the texts in the SAP system using theSAPscript editor or with Microsoft Word. However, the texts are always saved in theSAP system. You can categorize PS texts into text types (for example, note, idea) andassign them in templates (standard WBS).

So that you can access various documents belonging to projects that were not createdin the SAP system, such as CAD drawings, pixel graphics, and contracts, SAP ProjectSystem uses the high-performance tool, the SAP document management system.You can create assignments to existing documents or create new documents withinSAP Project System. In both cases, you must have already set up the documentmanagement system (DMS) in the SAP system.

Caution: You cannot assign either PS texts or documents to the projectdefinition.

From Release 4.6C on, you can assign documents to your project directly via theInternet without access to the SAPGUI of an SAP system, or view documents youalready assigned using a browser. To do so, use the Internet scenario �Creating ProjectDocuments in the Web� with the service CNW4. Using this service you can work inthe hierarchical project display using the project definition, WBS element, or network.You can navigate in the project to the required WBS element or network activity and


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view documents already assigned or create a new document. All of the documentspertaining to your project are displayed in an overview. It is not important whetheryou created the assignment in the SAP system or via the Internet.

Figure 23: Creating Project Documents in the Web

If you use this service to create new documents, you can carry out the followingactivities in one step:

� Create a document master record� Link this master record to the object in question (WBS element, network activity)� Check the document in to the Knowledge Provider (KPro)


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Tips for Work Breakdown StructuresThe work breakdown structure is the operative basis for further planning in projects.A work breakdown structure consists of a project definition and WBS elements withhierarchical relationships.

Hint:

� WBS elements belong to one project definition; they cannot be assigned toany other one.

� Use coding masks for formatting the project number.� Define coding masks early on and lock them, if required.� Specify who is responsible for the various WBS elements.� Do not use more than 10,000 WBS elements (otherwise, system performance

will suffer).

The quality of system performance depends on many factors. For advice on improvingperformance in Project System, see SAP Notes 41269 and 206264 in the note database.

Figure 24: Templates and Work Breakdown Structures

When you define standard structures, you have the option of standardizing yourproject management so that you can use empirical values from earlier projects innew projects. Standard work breakdown structures can be used as templates to copy


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from (this saves time). Another advantage of standardizing project structures is thatprojects become more transparent and you can compare them more easily, therebyenabling more effective project controlling.


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Exercise 2: Work Breakdown Structures

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create work breakdown structures using the Project Builder.� Make the relevant Customizing settings

Business ExampleYou will become familiar with work breakdown structures using a simple project,the building of an elevator. To do this you will create a suitable project profile inCustomizing and then use the Project Builder to create and edit the work breakdownstructure.

Task 1: Customizing Work Breakdown StructuresCreate a suitable project profile in Customizing and adapt the data of your personresponsible. Optional: Check the coding masks for elevator projects.

Hint: In the following exercises, ## refers to your group number (## = 01,02, and so on).

1. Create the project profile GR## with the description GR## Sales Projectsby copying the profile 1004, Elevator Model Group 4, in Customizing for theProject System.

2. Change the project profile you created so that the following statements are true:

The end user can create only one WBS element on the highest level of the WBSwhen using this project profile.

The WBS elements of such work breakdown structures belong to the projecttype CP (Customer Project).

Each WBS element enables you to achieve a valuated project stock

When a substitution for WBS elements is manually triggered, the substitutionPSSUB01 (set cost center) is used automatically.

The system does not suggest a default user status profile for WBS elements.

All WBS elements are relevant for project summarization.

Project summarization is carried out using the master data of WBS elements.Continued on next page


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The profile 130000000001 IDES Scheduling Forward is used for schedulingthe WBS.

Budgeting individual fiscal years is possible (Budget Profile 130001).

All other settings in the project profile should match the settings in the template.Save your changes.

3. Assign the person responsible to your group number (## = 1,2, and so on) so thatyou receive e-mails sent to project responsible ## in the inbox for your SAP user.

4. Optional: Check which key, according to its description, is intended forelevator projects for project coding and whether you can use the correspondingcoding mask for operative and standard structures. Is it possible for a user tocreate projects with the current system settings without using a coding mask?

Task 2: Creating a Work Breakdown Structure in theProject BuilderCreate a project manually in the Project Builder. Enlarge the structure of your WBSby adding WBS elements and then derive an appropriate hierarchical structure.

1. Create a project with the identification E-99## and the description ElevatorGr## manually, without a template, and using the project profile you alreadycreated GR## Sales Projects in the Project Builder.

2. Using Drag&Drop in the Project Builder, add the WBS element E-99## to yourproject. Choose Gr## as the description.

3. Add the WBS elements E-99##-1 Engineering/Design,E-99##-1-1 Mechanical Engineering and E-99##-1-2Electrical Engineering to the table overview. To avoid typos, use theentry aid @. Do not pay attention to the WBS element level yet.

4. Enlarge your work breakdown structure by adding WBS elements forprocurement and assembly below the WBS element E-99## GR## . Use thestandard WBS elements (as templates), which are assigned to the standard WBSelement E-1004 Elevator. You should not transfer the root element E-1004or the standard WBS element E-1004-1 Engineering/Design and the activitiesassigned to it. Make sure that you adapt the identification of the WBSelements to those of your project before you add them.

5. Derive the structure of your work breakdown structure using the selectedidentification of the WBS elements and the coding mask used.

Continued on next page


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6. Create a WBS element for Quality Assurance using the hierarchy graphic.Assign it to level two. Use an appropriate identification and save your workbreakdown structure.

Task 3: Detailing a Work Breakdown StructureYou can add more detail to your project in the Project Builder by definingcharacteristics for WBS elements and assigning a milestone and a PS text to it.Furthermore you can link a document from the document management system to yourproject. Optional: Set and pass on a user status in your project.

1. In the Project Builder define basic dates for the entire duration of your projectin the project definition. The (basic) start date should be today�s date and yourproject should end approximately six months later. Adapt your project so thatyou can plan costs and account assign documents later in the realization phasefor all WBS elements. Note, however, that the highest WBS element is the onlyone relevant for revenues. The person responsible for all WBS elements in yourproject should be person responsible ##.

2. Use a milestone (Usage: 00001 Concept) to specify that there should be akickoff meeting 12 days after your project has begun. You should be able toevaluate date shifts for this milestone in milestone trend analysis.

3. Create your own PS text for the text type 02 General comment with thedescription Project ## to define a specification of your elevator at thehighest WBS element. Use the Microsoft Word interface to create a text.

4. Using the document overview, create a link from WBS element E-99## GR## todocuments in the document management system. Use the document key DRMPS-TUR-001-00001. Display a document directly in the Project Builder.Save your project.

5. Optional: Define the user status profile 13000000 for your WBS elementsof the subnode �Engineering/Design�. Set the status LPRQ Lock purchaserequisitions by passing on to this subnode of your project.


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Solution 2: Work Breakdown StructuresTask 1: Customizing Work Breakdown StructuresCreate a suitable project profile in Customizing and adapt the data of your personresponsible. Optional: Check the coding masks for elevator projects.


1. Create the project profile GR## with the description GR## Sales Projectsby copying the profile 1004, Elevator Model Group 4, in Customizing for theProject System.

a) To access Customizing, enter transaction code SPRO or choose SAP Menu→ Tools→ Customizing→ IMG→ Execute Project.

To get to Customizing for the Project System, choose SAP Reference IMG.

To copy the project profile, choose

Project System→ Structures→ Operative Structures→ Work BreakdownStructure (WBS)→ Create Project Profile.

Select the profile 1004, Elevator Model Group 4. Choose Copy As. Changethe identification and the description according to the task and confirmyour entries with Copy.

2. Change the project profile you created so that the following statements are true:

The end user can create only one WBS element on the highest level of the WBSwhen using this project profile.

The WBS elements of such work breakdown structures belong to the projecttype CP (Customer Project).

Each WBS element enables you to achieve a valuated project stock

When a substitution for WBS elements is manually triggered, the substitutionPSSUB01 (set cost center) is used automatically.

The system does not suggest a default user status profile for WBS elements.

All WBS elements are relevant for project summarization.

Project summarization is carried out using the master data of WBS elements.



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The profile 130000000001 IDES Scheduling Forward is used for schedulingthe WBS.

Budgeting individual fiscal years is possible (Budget Profile 130001).



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All other settings in the project profile should match the settings in the template.Save your changes.

a) Select the line with your project profile GR## in the project profileoverview and choose Details. Enter the following values in thecorresponding tab pages:

Control tab page

Field Name Field ValueProj. Type CP

Only One Root x

Proj. summ. MastDa x

Substitution WBS Elements PSSUB01

Project Stock: Valuated Stock x

Project Stock: Automatic ReqmntsGrouping

Deselect Indicator

WBS sts. prof. Delete the status profileProject Summarization (default): All WBSelements

x

Leave other fields as they are

Plg Board/Dates tab page

Field Name Field ValueWBS sched. profile 130000000001 (IDES

Scheduling forwards)Leave other fields as they are

Controlling tab page

Field Name Field ValueBudget Profile 130001


Choose Save. To exit, choose Back twice.



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3. Assign the person responsible to your group number (## = 1,2, and so on) so thatyou receive e-mails sent to project responsible ## in the inbox for your SAP user.

a) In Customizing, choose Project System→ Operative Structures→ WorkBreakdown Structure (WBS)→ Specify Persons Responsible for WBSElements.

Find the person responsible for your group number ## and enter yourSAP user PLM210-## in the Office User field. Save your changes. Toexit, choose Back.

4. Optional: Check which key, according to its description, is intended forelevator projects for project coding and whether you can use the correspondingcoding mask for operative and standard structures. Is it possible for a user tocreate projects with the current system settings without using a coding mask?

a) In Customizing, choose Project System→ Operative Structures→ WorkBreakdown Structure (WBS)→ Project Coding Mask→ Define ProjectCoding Mask.

Find the key for the description Edition IDES Elevator and have a look atthe corresponding blocking indicator.

Use the key E for elevator projects. You can use this key in operative andstandard projects. To exit the transaction, choose Back.

b) In Customizing, choose Project System→ Operative Structures→ WorkBreakdown Structure (WBS)→ Project Coding Mask→ Define SpecialCharacters for Project.

The Edit indicator (only edited project numbers are allowed) is not set.Therefore you can create projects and WBS elements without projectcoding. To exit the table, choose Back.



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Task 2: Creating a Work Breakdown Structure in theProject BuilderCreate a project manually in the Project Builder. Enlarge the structure of your WBSby adding WBS elements and then derive an appropriate hierarchical structure.

1. Create a project with the identification E-99## and the description ElevatorGr## manually, without a template, and using the project profile you alreadycreated GR## Sales Projects in the Project Builder.

a) Open the Project Builder in the SAP Menu under Project System.

Choose SAP Menu→ Logistics→ Project System→ Project→ ProjectBuilder.

Hint: The first time you start the Project Builder, the systemrequires you to make settings for the various options in the ProjectBuilder. You can confirm these settings by choosing Continue.You can change these settings in the Project Builder at any time(choose Settings→ Options).

To create a project definition, choose Project→ New→ Project (or thecorresponding icon).Enter the following data:

Field Name Field ValueProject Definition (Identification) E-99##

Project Definition (Description) Elevator GR##

Project Profile GR## SD Projects

Confirm your entries by choosing Enter.



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2. Using Drag&Drop in the Project Builder, add the WBS element E-99## to yourproject. Choose Gr## as the description.

a) Expand Individual Objects in the template area of the Project Builder.Drag a WBS element to your project definition in the structure tree. Enterthe following data:

Field Name Field ValueWBS Element (Identification) E-99##

WBS Element (Description) GR##



3. Add the WBS elements E-99##-1 Engineering/Design,E-99##-1-1 Mechanical Engineering and E-99##-1-2Electrical Engineering to the table overview. To avoid typos, use theentry aid @. Do not pay attention to the WBS element level yet.

a) Choose WBS Element Overview. Enter the following data in the tableoverview:

WBS element Description@1 Engineering/Design

@11 MechanicalEngineering

@12 ElectricalEngineering


4. Enlarge your work breakdown structure by adding WBS elements forprocurement and assembly below the WBS element E-99## GR## . Use thestandard WBS elements (as templates), which are assigned to the standard WBSelement E-1004 Elevator. You should not transfer the root element E-1004



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or the standard WBS element E-1004-1 Engineering/Design and the activitiesassigned to it. Make sure that you adapt the identification of the WBSelements to those of your project before you add them.

a) Select the WBS element E-99## GR## in the structure tree of the ProjectBuilder. Right-click and choose Include→ WBS Elements in the structuretree. Branch to the Standard WBS tab page and enter the following data:

Field Name Field ValueBelow E-1004

Without root x

Right x

Without activities x

Choose WBS Element Overview and select the WBS elements E-1004-2Procurement and E-1004-3 Assembly. To replace 1004 with 99## chooseReplace (2x). To copy both WBS elements to your project choose Include.

5. Derive the structure of your work breakdown structure using the selectedidentification of the WBS elements and the coding mask used.

a) In the Project Builder menu, choose Project→Derive Structure→ Execute.

6. Create a WBS element for Quality Assurance using the hierarchy graphic.Assign it to level two. Use an appropriate identification and save your workbreakdown structure.

a) To branch to the hierarchy graphic, choose Hierarchy Graphic. Thenchoose Create from the hierarchy graphic. Click the WBS element thatcan be inserted. Then click somewhere in the display area. Enter theidentification E-99##-4 in the detail screen of the new WBS element andenter Quality Assurance as the description. Confirm your entriesby choosing Back.

Choose Connect and then drag a line from the highest WBS element to thenew WBS element Quality Assurance. By clicking in a free area of thedisplay section you can deactivate the connecting mode.

Choose Back to return to the Project Builder. Save your project.



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Task 3: Detailing a Work Breakdown StructureYou can add more detail to your project in the Project Builder by definingcharacteristics for WBS elements and assigning a milestone and a PS text to it.Furthermore you can link a document from the document management system to yourproject. Optional: Set and pass on a user status in your project.

1. In the Project Builder define basic dates for the entire duration of your projectin the project definition. The (basic) start date should be today�s date and yourproject should end approximately six months later. Adapt your project so thatyou can plan costs and account assign documents later in the realization phase



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for all WBS elements. Note, however, that the highest WBS element is the onlyone relevant for revenues. The person responsible for all WBS elements in yourproject should be person responsible ##.

a) To open your project E-99##, transfer the project by dragging and droppingfrom the worklist to the structure tree. Expand the project structure usingthe corresponding icon.

Enter the following dates in the Basic Data tab page of the projectdefinition (if required, select the structure tree first):

Field Name Field ValueStart date Today

Finish date Today +6 months


Hint: If the finish date you entered is not a work day (according tothe factory calendar), the system issues a warning. You can entereither a different finish date or confirm the warning with ENTER.

To change to the table display of WBS elements, choose WBS ElementOverview. On the Basic Data tab page, scroll far enough to the right so thatyou see the operative indicators for the WBS elements. Set the operativeindicators according to the following table:

WBS element PE Acct BillE-99## x x x

E-99##-1 x x

E-99##-1-1 x x

E-99##-1-2 x x

E-99##-2 x x

E-99##-3 x x

E-99##-4 x x

On the Responsibilities tab page, enter the value ## for all WBS elementsin the column Person Responsible. Confirm the entries with ENTER.



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2. Use a milestone (Usage: 00001 Concept) to specify that there should be akickoff meeting 12 days after your project has begun. You should be able toevaluate date shifts for this milestone in milestone trend analysis.

a) Drag a milestone from the template area (under Individual Objects) tothe highest WBS element E-99##.

Enter the following data in the detail screen of the milestone:

Field Name Field ValueDescription Kickoff Meeting

Usage 00001

Trend Analysis x

Offset 12

Time unit Day


Hint: Because you have not yet planned dates for the WBSelements, the system cannot yet determine dates for the milestones.

3. Create your own PS text for the text type 02 General comment with thedescription Project ## to define a specification of your elevator at thehighest WBS element. Use the Microsoft Word interface to create a text.

a) Drag a PS text from the template area (under Individual Objects) to thehighest WBS element E-99##. Enter the following data:

Field Name Field ValueText type 02 or General

comment

PS Text Project ##

Text format 2 or DOC format

Confirm your entries by choosing Enter. Enter a text of your choice.Then choose Save.



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4. Using the document overview, create a link from WBS element E-99## GR## todocuments in the document management system. Use the document key DRMPS-TUR-001-00001. Display a document directly in the Project Builder.Save your project.

a) Select the highest WBS element E-99## GR## in the structure tree. Tobranch to the table overview of linked documents, choose DocumentOverview. Enter the following data:

Type Document DPt VsDRM PS-TUR-001-00001 000 00


Expand the display of the document you just assigned in the structure tree.Select a document (for example, JT pump_assembly) in the structure tree.Choose Display Original Appl. File.

Hint: The system may require you to specify the user interfacetype. If this occurs, choose PC with Windows. Furthermore, youcan display this original document only if the SAPGUI (andthe EAI Viewer) has been installed completely on your frontend system.

Use the pointer to rotate the CAD drawing and view the three-dimensionalobject.

Save your project.



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5. Optional: Define the user status profile 13000000 for your WBS elementsof the subnode �Engineering/Design�. Set the status LPRQ Lock purchaserequisitions by passing on to this subnode of your project.

a) Open your project E-99## in the Project Builder and expand the entirestructure, if necessary.

Select WBS element E-99##-1 Engineering/Design. To branch to thedetail view, choose the System/User Status icons on the Basic Data tabpage. Define the value 13000000 in the Status Profile and confirmthe assignment of the status profile. Choose Back. Assign the statusprofile 13000000 analogous to the WBS elements E-99##-1-1 MechanicalEngineering and E-99##-1-2 Electrical Engineering.

Select the WBS element E-99##-1 in the structure tree. Use Edit→ Status→ User Status→ Set & Pass On and choose the user status LPreq Lockpurchase requisitions.Confirm the message with Continue.

Save your project.


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Lesson Summary

You should now be able to:� Explain the purpose and setup of work breakdown structures� Use options for creating and editing work breakdown structures (Project Builder,



Related Information

� You can find important consulting notes with detailed information about workbreakdown structures and other SAP Project System topics in the collectiveconsulting note 494487.


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PLM210 Unit Summary

Unit SummaryYou should now be able to:� Explain the purpose and setup of work breakdown structures� Use options for creating and editing work breakdown structures (Project Builder,




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Unit Summary PLM210


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Unit 3Activities and Networks

Unit OverviewNetworks describe the course of a project. This unit discusses the most importantfeatures of networks, their structure, and the required Customizing settings.


� Explain the purpose and setup of networks� Use options for creating and editing networks (Project Builder, network graphic)� Make the required Customizing settings for networks and activities� Use relationships, activity elements, milestones, and subnetworks

Unit ContentsLesson: Activities and Networks .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Exercise 3: Activities and Networks.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71


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Unit 3: Activities and Networks PLM210

Lesson: Activities and Networks

Lesson OverviewNetworks and their activities build the basis for planning, analyzing, and controllingdates, costs, capacity, materials, resources, and services required for carrying out aproject and its tasks. This lesson discusses the fundamental characteristics of networksand activities. Furthermore, you will learn about activity elements, milestones andsubnetworks for detailing activities, and required Customizing settings.


� Explain the purpose and setup of networks� Use options for creating and editing networks (Project Builder, network graphic)� Make the required Customizing settings for networks and activities� Use relationships, activity elements, milestones, and subnetworks

Business ExampleAlong with the use of work breakdown structures (WBSs), you use networks inyour projects to plan dates and resources. In particular, the procurement of materialcomponents is triggered from the Project System. Look at the required settings inCustomizing and add activities and networks to your project.

Purpose of NetworksNetworks are used to show the flow of a project or an action involved in a project. Anetwork consists of fundamental elements: activities and relationships.


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PLM210 Lesson: Activities and Networks

Figure 25: What Are Activities and Networks Used For?

Relationships between activities define how the individual activities in a network oracross multiple networks follow one another chronologically. Networks are thereforeparticularly useful when scheduling. As a rule, you always schedule both forwardsand backwards in the SAP Project System (PS). Using forward and backwardscheduling, the system automatically determines the earliest (for forward scheduling)and latest (for backward scheduling) start and finish dates of the activity. Floatscalculated by the system provide information about spare time available for individualactivities. In addition, you can define time constraints to adjust scheduling to fixeddates or basic dates.

When the system calculates planned costs in the network, it determines thechronological flow of the planned costs based on the existing quantity and priceframework of the network. The planned costs are calculated primarily from thevaluation records or the prices for internal and external services and the requiredoperating resources you planned in the network.

Caution: You cannot allocate a budget to a network; you can allocate budgetsonly to work breakdown structure elements (WBS elements). An activity usesthe budget of the WBS element to which it is assigned.


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Networks and their activities build the basis for planning, analyzing, and controllingworkforce, capacity, materials, resources, and services required for carrying out aproject and its tasks. You can attach documents to activities, which you manage eitherdirectly in the SAP Project System (PS texts) or using SAP document management(for example, CAD drawings, contracts).

You can update actual and commitment costs automatically in the implementationphase by using various business activities (for example, confirmations, goods issue,invoice receipts, ordering processes). Using confirmations you document the status ofactivities, the work done, actual dates, and forecast data.

Using the corresponding reports, you can monitor the progress of projects, bycomparing planned, actual, and forecast dates for networks and activities. Usingcapacity evaluation, you can compare the available capacity of work centers againstcapacity requirements and thereby analyze the availability of your resources.With SAP R/3 Enterprise and later releases, you can use advanced functions ofProject-Oriented Procurement (ProMan) and Progress Tracking to track the progressof your procurement processes.

Creating NetworksThere are many ways to create networks.

Figure 26: Different Ways of Creating Networks


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Using the Project Builder and the transaction Create Network, you can create networksmanually or using operative networks or standard networks as templates, withouthaving to access them via a work breakdown structure (WBS).

If you want to create networks for a WBS, you can use the project planning boardor structure planning. If you work with simulation versions, you can also createnetworks for a WBS. By transferring the simulation version to an operative project,you create an operative network. If you use standard structures as templates, you candecide whether assigned networks should be created when you create a WBS using aindicator. Assembly processing also requires standard networks as templates forcreating networks.

Figure 27: Templates and Networks with WBS

If you use templates that are assigned to each other (that is, if you use standardnetworks that are assigned to standard WBSs), there are two ways in which you canproceed. You start by creating an operative network (with a template); in this case, aWBS will be assigned when you save the network. Alternatively, you can start bycreating 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 theProject Builder, project planning board, or structure planning transactions.

When you create a network, you must assign it a network profile, network type, andreference to a plant. However, the network profile can already contain default valuesfor the network type and plant. The network profile and network type are importanttables in PS Customizing where you specify the characteristics of a network. Theystore default values and control data for the network in question. Depending upon the


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plant and network type, the system selects control data and default values from threeother profiles in Customizing: the parameter for the network type, the confirmationparameter, and the scheduling parameter. To check the availability of materialcomponents in your networks, for example, you also require the Define CheckingControl table. This table is defined depending upon the plant and network type foropened and released networks in Customizing in the SAP Project System.

Figure 28: Network Type and Network Profile

The network profile, the network type and parameters for network type are discussedin detail in the appendix.

Network StructureIn the SAP system the network is a special kind of work order, which uses a commonstructure with production or maintenance orders, for example. Each network has aunique identification that is assigned either automatically by the system dependingupon the network type (internal number assignment) or by the user when he or shecreates the network (external number assignment).


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The network header of a network contains default organizational assignment data andcontrol data that applies to the entire network (similar to the project definition forWBS elements). In the network header, you can assign a network to a work breakdownstructure, a sales order, or a higher-level network (if you work with subnetworks).

Activities form the basis for planning and executing networks. Each activity canbe 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 inwhich activities are carried out. Consequently, relationships � and the duration of theactivities � are essential for scheduling networks. You use activity elements to splitactivities into more detail or enhance them.

Figure 29: Network Structure

Networks can be header-assigned or activity-assigned, depending on order type orplant. Normally, activity-assigned networks are used, where costs are gathered ineach activity. Header-assigned networks are only significant for the assignment ofnetworks to sales orders (without WBS).


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The SAP Project System has the following activity categories:

� Internally processed activities contain a work center at which the work is to becarried out. They contain the working time and the duration of the activity. Theassignment of the work center to a cost center provides an activity type and arate so that planned costs can be calculated for the activity.

� External activities are used for procuring activities or services that are notprocured within your company. Purchase requisitions are generated for externallyprocured activities that are processed in Purchasing. A differentiation is madebetween �external processing� and �service� for externally procured activities.

� General costs activities enable you to plan costs that can be planned by neitherinternal nor external activities. For example, you can plan expenses or insurancecosts using general costs activities.

The control key of an activity stipulates the activity type (internal processing, externalprocessing, service, general costs activity). The control key also determines how anactivity is handled during calculation, scheduling, capacity planning, and shop paperprinting.

Figure 30: Network Activities

You define the control key in Customizing for the SAP Project System. You candefine control keys in the network profile or standard network profile as default valuesfor activities and activity elements to be created.

Normally activities are not organized in a random order in a network. Thereare usually technical or content-stipulated dependencies between the activities.Relationships determine the chronological sequence of the individual activities in a


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network (or standard network) or different networks. You can enter additional data(such as a time interval of the relationship or reference to a particular factory calendar)in the detail screen for each relationship. The type of relationship defines how theindividual activities are linked to each other.

Figure 31: Relationships

Explanation of the example above:

� The activity �assembly� begins with the end of the predecessor activity�production.�

� The activity �purchase order� begins with the start of the activity�Engin./Design.�

� The activity �work scheduling� ends with the end of the activity �Engin./Design.�� The activity �test run� ends with the start of the activity �approval.�

In addition you can define time intervals for the relationships, allowing you to control,for example, that the activity �assembly� begins two days after the end of the activity�production� or that the activity �purchase order� begins, according to the plan, if20% of the design phase has been completed.


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In the network structure graphic you can display relationships �time dependently�, toillustrate the logical process chain. All relationships in the network structure graphicare displayed as FS relationships by default. You can access the network structuregraphic from various transactions in the SAP Project System, such as the ProjectBuilder, time scheduling, or the structure info system. The network graphic providesall of the functions needed to process a network (the functions for inserting activitiesor relationships, for example). The cycle analysis is a function that you can performonly in the network structure graphic. A cycle is a closed sequence of relationshipsand activities ("closed" means that when you start out from one activity, you end upback at the same activity with relationships). If the activity-relationship-activity pathis cyclical, you will not be able to schedule the network. Cycle analysis is a tool thatenables you to detect cyclical relationships and correct them.

Figure 32: Network Structure Graphic

There are several reasons why activities are assigned to WBS elements. First, datescan be exchanged between activities and WBS elements during scheduling. Second,this assignment is used for cost planning purposes. Third, it is possible to define asettlement rule automatically for the activities. For example, you might define a rulewhereby settlement is made for the corresponding WBS element, or you might specifythat the settlement rule of the corresponding WBS element should be used.


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Figure 33: Assignment to WBS

Detailing OptionsActivities are given detail by activity elements. For example, it is possible tocomplement an activity, which describes the transport of a material, with a costelement, which describes the insurance for that transport process. Or you can assignan external element to an internally processed activity for design services, if, forexample, a specific detail design should be carried out by an external provider.Activity elements have almost the same functionality as activities. Types of activityelements include internal processing elements, external processing elements, andgeneral costs elements. All activity elements have a date reference to the activity towhich they are assigned. In this way you are sure that each activity element can beplanned independently, while remaining bound by time to a superior activity. Theactivity elements themselves do not affect scheduling. For this reason, they do nothave any relationships or durations. Materials and relationships are assigned to thesuperior activity. Activity elements can be assigned to WBS elements as well (seefigure �Assignment to WBS�). The assignment has the same function as in the case ofthe activities, but has no influence on time scheduling of WBS elements.


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Figure 34: activity elements

Resource planning in networks includes the planning of internal and externalactivities, the procurement of materials, the assignment of texts and documents, andthe planning of milestones. When you plan milestone dates or determine the dateson which materials are required, you can reference the dates of the superior activity(you can of course also enter definite dates without referencing the activity). Youplan material requirements by assigning material components to activities. Materialrequirements form the basis for procurement: whether the material is producedin-house (production) or procured externally (purchasing).


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Figure 35: Resource Planning

Along with activity elements, PS texts, documents, material components, andproduction resources/tools, you can assign milestones to activities (see the �WorkBreakdown Structure� lesson). If you want to use particular milestones several timesin project planning, you should create standard milestones and use them as templatesto copy from. Milestones assigned to activities or WBS elements are used in theSAP Project System for the following tasks and functions (it is possible to use themilestones more than once):

� For informational and reporting purposes in the information system and in theproject planning board

� For milestone trend analyses� For the milestone technique of progress analysis� For milestone dates in billing plans and milestone billing� For defined milestone functions in activities (only for activity milestones)


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Figure 36: Activity Milestones

Milestone functions in a network are predefined by SAP. You can use them to trigger asequence of steps that carry out a business process. The following milestone functionsexist:

� Release subsequent activities� Release up to release milestone� Include a standard network� Create a network� Include a subnetwork� Start a workflow task (user-defined workflow task or standard tasks)

You can trigger a milestone function automatically, when you change the system statusor user status in the activity, or manually, if an actual date is defined in the milestone.


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Figure 37: Milestone Functions

Subnetworks (along with activity elements and the option of including standardnetworks in an existing network) are one way to detail a network in the project flow.You can define subnetworks for subnetworks (until you have achieved the level ofdetail you require). You can create maintenance orders as subnetworks for a superiornetwork. Since SAP R/3 4.6 it is possible to schedule these maintenance orders fromthe SAP Project System as well.

Data is exchanged between the network and the subnetwork. The assignment to theWBS, sales order, and possibly configuration data is transferred from the header of thesuperior network. The basic dates of the activity are copied as the basic dates of theheader of the subnetwork. It is also possible to copy the settlement rule, the profitcenter, and the business area. You can also copy the relationships of the higher-levelactivity to the subnetwork. The control key of the higher-level activity is changed onthe basis of the network type of the higher-level network and of the subnetwork. Thisdetermines which tasks are carried out by the higher-level activity (relevance forcosting, relevance for scheduling, and so on.)


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Figure 38: Subnetworks

Tips for NetworksYou create networks from network headers, activities, relationships, and activityelements, and you can detail them using subnetworks. You can assign a large numberof objects (for example, components, texts, and milestones) to activities. Networksare mainly used to map the logistical aspects of your project.

Hint:

� Use a maximum of 10,000 activities and elements per project; use a maximumof 500 activities and activity elements per network.

� Use activity elements to split 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).


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Exercise 3: Activities and Networks

Exercise ObjectivesAfter completing this exercise, you will be able to:� Make important settings for networks in Customizing� Create networks, activities, activity elements, and relationships� Assign milestones and material components

Business ExampleTo get an overview of Customizing for networks, you will learn how to create yourown profiles for networks with templates of existing profiles. You will becomefamiliar with the function of networks by adding activities and networks to yourexample project and detailing them.

Task 1: Customizing NetworksCreate your own profile for networks in Customizing for the SAP Project System andlook at the various setting options. Enter your network profile in the project profileyou created in the �Work Breakdown Structure� lesson. Optional: You can makesettings in the tables Confirmation Parameters for Network Type and Check Controlof the availability check, which are required when you execute networks.


1. Create the network type GR## with the name Group ## in Customizing. Usethe network type PS04 as a template. Which user status profile is intendedfor this network type? To which number range is your network type assignedafter you have saved?

2. Define parameters for your network type GR## for plant 1300 (copy theparameters from network type PS04 of plant 1300 to copy from). Adapt theparameters to your network type so that the system creates only one purchaserequisition per network, if necessary. Due to the settings, does accountassignment occur on the header or activity level?

3. Create your own network profile GR## with the name Group ## and thetemplate of the network profile 1004. Change the data of your profile so that thesystem uses the network type GR##, and so that the system creates reservations



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and purchase requisitions only after they have been manually triggered. Enterthe default value 001 as the purchasing group for the procurement of externalservices.

4. Create scheduling parameters for your network type GR## for plant 1300. Copythe scheduling parameters of network type PS04 in plant 1300. Adjust yourscheduling parameters so that the start dates can be 999 days in the past and thesystem begins with forward scheduling when scheduling networks.

5. Enter your network profile GR## in the project profile GR## Sales Projects youcreated in the �Work Breakdown Structure� lesson.

6. Optional: Define confirmation parameters for your network type GR## inplant 1300. Once again, copy the parameters of network type PS04 in plant1300. Change your confirmation parameters so that it is no longer possibleto confirm dates that lie in the future.

7. Optional: Activate the availability check for your network type GR## in plant1300 (both for created and released networks). Once again, copy the settingsof network type PS04 in plant 1300.

Task 2: Creating and Working with Activities andNetworksCreate two networks, one with a template and one without a template, for your projectE-99## in the Project Builder. Use your Customizing settings for networks from thelast exercise. Use relationships to define time dependencies between the networks.

1. Enter your network profile GR## in the project definition of your projectE-99##. Plan costs for your team meetings in the amount of 1000 Eurofor cost element 466000 using a general costs activity for the highest-levelWBS element of your project E-99##. Distribute the costs over a period of 20days. The respective network should use your Customizing settings. Have anexternal provider carry out quality assurance for your project. Plan this usingan externally processed activity, External Quality Assurance, for theWBS element Quality Assurance. Use data from the purchasing info record5500000057. Save the changes to your project.

2. Create a second network with the description Design, Procurement,and Assembly for the WBS element E-99##-1 Engineering/Design of yourproject. Copy the standard network E-1002. Once again, use your Customizingsettings for the network profile and the network type for the new network. Notall activities of this network are intended for the elevator design. Assign the newactivities appropriately to the WBS elements in your project.



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3. Using the tabular relationship overview, create finish-start relationships foractivity 1010 Customer Acceptance to 10 Meeting Costs and for activity 1140Assembly to activity 20 External Quality Assurance. Use the network structuregraphic to change the relationship between activities 1000 Layout and 1010Customer Acceptance. In place of the original relationship, create a start-startrelationship from activity 1010 to activity 1000. Save your changes.

Task 3: Assigning Activity Elements, MaterialComponents, and MilestonesUse an activity element to add detail to an activity in your project. Using an example,look at the manual assignment of material components. Plan the release of activitiesusing the milestone function.

1. Plan costs in the amount of 800 Euros for a customer presentation that shouldbegin when activity 1010 Customer Acceptance begins. Use an activity element.

2. Plan the procurement of a shaft framework (material number E-1203a) for theelevator using material requirements planning (MRP). The requirements dateshould lie 3 days before the end of activity 1080 Procurement of MechanicalEquipment.

3. Use a milestone for Start Execution. The milestone should be released directlyfollowing activities if you set the user status Order for activity 1010 CustomerAcceptance. According to the plan, this milestone should be reached at theend of the activity. Save your project.


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Solution 3: Activities and NetworksTask 1: Customizing NetworksCreate your own profile for networks in Customizing for the SAP Project System andlook at the various setting options. Enter your network profile in the project profileyou created in the �Work Breakdown Structure� lesson. Optional: You can makesettings in the tables Confirmation Parameters for Network Type and Check Controlof the availability check, which are required when you execute networks.


1. Create the network type GR## with the name Group ## in Customizing. Usethe network type PS04 as a template. Which user status profile is intendedfor this network type? To which number range is your network type assignedafter you have saved?

a) To access Customizing, enter transaction SPRO or choose SAP Menu→Tools→ Customizing→ IMG→ Execute Project.


Copy the network type. In Customizing, choose Project System→Structures→ Operative Structures→ Network→ Settings for Networks→Maintain Network Types.

Select the network type PS04, Network for Customer Project (int.no.).Choose Copy As. Change the identification and the description accordingto the task. Confirm your entries with Copy. Then choose Save.

b) To access the detail screen for your network type, double-click GR## inthe overview of network types. 13000000 PS Customer Project (IDES) isentered as the status profile.

To check the assignment of your network type to a number range, chooseNumber range general. When you copy the network type PS04, yournetwork type GR## is automatically assigned to the same number range900000 - 999999.

Hint: If you create a network type without a template, you mustmanually assign your network to a number range.



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To exit network type maintenance, choose Back (more than once).

2. Define parameters for your network type GR## for plant 1300 (copy theparameters from network type PS04 of plant 1300 to copy from). Adapt theparameters to your network type so that the system creates only one purchaserequisition per network, if necessary. Due to the settings, does accountassignment occur on the header or activity level?

a) In Customizing, choose Project System→ Structures→ OperativeStructures→ Network→ Settings for Networks→ Specify Parameters forNetwork Type.

Select the row with the combination Plant: 1300 and Network Type: PS04.To copy data, choose Copy As.

In the Network Type field, enter the network type GR## and set the CollctveRequstn indicator. Because the ActvtyAcctAsgn. indicator is set, accountassignment for networks occurs for these parameters always on the activitylevel. Confirm your entries with Copy. Save the network parameter. Toexit, choose Back.

3. Create your own network profile GR## with the name Group ## and thetemplate of the network profile 1004. Change the data of your profile so that thesystem uses the network type GR##, and so that the system creates reservationsand purchase requisitions only after they have been manually triggered. Enterthe default value 001 as the purchasing group for the procurement of externalservices.

a) In Customizing, choose Project System→ Structures→ OperativeStructures→ Network→ Settings for Networks→ Maintain NetworkProfiles.

Select the row 1004 Elevator Model Group 4 for the network profile. Tocopy the profile, choose Copy As.

Change the Key and Definition of the network profile according to thetask. Enter the network type GR## in the Network Type field. Enter thevalue 1 (never) for the Res./Purc. req. indicator. On the Activities tabpage, enter the Purchasing Group 001 as the default value for service andexternally processed activities. Confirm your entries with Copy. Save yournetwork profile. To exit, choose Back.



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4. Create scheduling parameters for your network type GR## for plant 1300. Copythe scheduling parameters of network type PS04 in plant 1300. Adjust yourscheduling parameters so that the start dates can be 999 days in the past and thesystem begins with forward scheduling when scheduling networks.

a) In Customizing, choose Project System→ Dates→ Scheduling→ SpecifyParameters for Network Scheduling.

Select the row with the combination Plant: 1300 and Network Type: PS04.To copy data, choose Copy As.

Enter the network type GR## in the Order Type field. Set Forwards asthe scheduling type and enter the value 999 in the Start in the Past field.Confirm your entries with Copy (Enter). Save the changes. To exit thescheduling parameters, choose Back.

5. Enter your network profile GR## in the project profile GR## Sales Projects youcreated in the �Work Breakdown Structure� lesson.

a) In Customizing, choose Project System→ Structures→ OperativeStructures→ Work Breakdown Structure (WBS)→ Create Project Profile.

Select your project profile GR## to branch to the profile details.

Go to the Plg board/dates tab page and enter your profile GR## inthe Network Profile field. Save the changes. To exit project profilemaintenance, choose Back (more than once).

6. Optional: Define confirmation parameters for your network type GR## inplant 1300. Once again, copy the parameters of network type PS04 in plant1300. Change your confirmation parameters so that it is no longer possibleto confirm dates that lie in the future.

a) In Customizing, choose Project System→ Confirmation→ DefineConfirmation Parameters.

Select the rows for the combination Plant: 1300 and Network Type: PS04.To copy data, choose Copy As.

In the Network Type field, enter the network type GR## and deactivate theDate in future indicator. Confirm your entries with Copy (Enter). Save thechanges. To exit the scheduling parameters, choose Back.



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7. Optional: Activate the availability check for your network type GR## in plant1300 (both for created and released networks). Once again, copy the settingsof network type PS04 in plant 1300.

a) In Customizing, choose Project System→ Material→ Availability Check→ Define Checking Control.

Select the row with the combination Plant: 1300 and Network Type: PS04for created orders (Business Function: 1). To copy data, choose Copy As.

In the Order Type field, enter the network type GR## and deactivate the NoCheck indicator. Confirm your entries with Copy (Enter).

Carry out the same for open orders (Business Function: 2). Save thechanges and exit.

Task 2: Creating and Working with Activities andNetworksCreate two networks, one with a template and one without a template, for your projectE-99## in the Project Builder. Use your Customizing settings for networks from thelast exercise. Use relationships to define time dependencies between the networks.

1. Enter your network profile GR## in the project definition of your projectE-99##. Plan costs for your team meetings in the amount of 1000 Eurofor cost element 466000 using a general costs activity for the highest-levelWBS element of your project E-99##. Distribute the costs over a period of 20days. The respective network should use your Customizing settings. Have anexternal provider carry out quality assurance for your project. Plan this using



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an externally processed activity, External Quality Assurance, for theWBS element Quality Assurance. Use data from the purchasing info record5500000057. Save the changes to your project.

a) Open your project E-99## in the Project Builder. Choose SAP Menu→Logistics→ Project System→ Project→ Project Builder.

Select the project E-99## in your worklist to open the project.

Change the Network Profile field on the Control data tab page for theproject definition. Select your network profile Group ##.

Drag a costs activity from the template area in the Project Builder (underIndividual Objects→ Activity) to the top WBS element E-99## of theproject. Enter the following data in the detail screen of the activity andconfirm your entries with Enter.

Field Name Field ValueName Costs for Meetings

Amount 1000

Cost Element 466000

Normal Duration 20 Days

Hint: After the data has been released, the system creates theactivity and the network header using a preliminary number. Thesystem uses the network profile defined in the project definition asthe network profile for this network.

Drag an externally processed activity from the template area and drop it onthe WBS element E-99##-4 Quality Assurance. Enter the following data:

Field Name Field Value

Name External QualityAssurance

Info record 5500000057

Confirm your entry and the dialog box that follows. To save your changes,choose Save.



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2. Create a second network with the description Design, Procurement,and Assembly for the WBS element E-99##-1 Engineering/Design of yourproject. Copy the standard network E-1002. Once again, use your Customizingsettings for the network profile and the network type for the new network. Notall activities of this network are intended for the elevator design. Assign the newactivities appropriately to the WBS elements in your project.

a) Open your project E-99## in the Project Builder. Select the WBS elementE-99##-1 Engineering/Design in the structure tree and open the contextmenu (right mouse click). In the context menu, choose Create→ CopyNetwork. In the dialog box that follows, enter the value E-1002 in the Stdnetwork field and choose the Network Parameters tab page. Enter GR## asthe network profile, GR## as the network type, and 1300 as the plant, andconfirm your entries with Continue.

The system displays the detail data of the new network header in theprocessing area. Enter Design, Procurement, and Assembly asthe description for the new network. Confirm your entry and the warningmessage (if required) for the start date of the network so that the systemcreates the network.

The system displays the new network and the copied activities in thestructure tree of the Project Builder. Assign the following by draggingthe activities in the structure tree one after the other to the correspondingWBS elements.

Activity WBS Element1010 E-99##1030 E-99##-1-11050 E-99##-1-21080 E-99##-21100 E-99##-21140 E-99##-3

3. Using the tabular relationship overview, create finish-start relationships foractivity 1010 Customer Acceptance to 10 Meeting Costs and for activity 1140Assembly to activity 20 External Quality Assurance. Use the network structure



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graphic to change the relationship between activities 1000 Layout and 1010Customer Acceptance. In place of the original relationship, create a start-startrelationship from activity 1010 to activity 1000. Save your changes.

a) Select activity 1010 Customer Acceptance in the structure overview.Choose Relationship Overview to view the tabular overview ofrelationships. Find and select activity 10 Costs for Meeting in the ActivitySelection. To create a link between both activities, choose CreateRelationship. So that activity 10 Meeting Costs becomes the successor toactivity 1010 activate the Scs (Successor) indicator in the Relationshipsarea for activity 10 Meetings Costs.

Do the same to create a finish-start relationship in the table for activity1140 Assembly to activity 20 External Quality Assurance.

Hint: When you select a relationship in the tabular overview, youcan display the relationship data in a detail screen by choosingDetail View.

Choose Network Graphic to work (graphically) with the relationshipbetween activities 1010 and 1000. Select this relationship and chooseDelete. Confirm the dialog box.

Choose the Connect symbol and drag a relationship from the beginningof the predecessor 1010 Customer Acceptance to the beginning of thesuccessor 1000 Layout.

Hint: You can display the new time dependencies in another wayby adapting the entire diagram using the symbol Adjust and thencreating a display that reflects that point in time by choosingRelationship display.

To return to the Project Builder, choose Back. Confirm the dialog box (ifrequired) to save the positions of the nodes. Then save your entire project.



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Task 3: Assigning Activity Elements, MaterialComponents, and MilestonesUse an activity element to add detail to an activity in your project. Using an example,look at the manual assignment of material components. Plan the release of activitiesusing the milestone function.

1. Plan costs in the amount of 800 Euros for a customer presentation that shouldbegin when activity 1010 Customer Acceptance begins. Use an activity element.

a) Select your project E-99## in your worklist to open the project. If required,expand the entire structure of your project in the structure tree.

Drag and drop a cost element from the template area (Individual Objects→ Activity Element) to the activity 1010 Customer Acceptance. Enter thefollowing data in the detail screen of the activity element and confirm yourentries with Enter.

Field Name Field ValueName Customer

Presentation

Amount 800 dollars

2. Plan the procurement of a shaft framework (material number E-1203a) for theelevator using material requirements planning (MRP). The requirements dateshould lie 3 days before the end of activity 1080 Procurement of MechanicalEquipment.

a) Drag a material component from the template area and drop it on activity1080 Procurement of Mechanical Equipment. Enter the following data inthe detail screen of the material component and confirm your entries withEnter.

Field Name Field ValueMaterial E-1203a

Item Category L

Requirement qty 1

Offset -3 Days

If the system suggests more than one procurement option, choose WBSElement Reservation for the procurement.



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3. Use a milestone for Start Execution. The milestone should be released directlyfollowing activities if you set the user status Order for activity 1010 CustomerAcceptance. According to the plan, this milestone should be reached at theend of the activity. Save your project.

a) Drag a milestone from the template area and drop it on activity 1010Customer Acceptance. Enter the following data in the detail screen of themilestone and confirm your entries with Enter.

Field Name Field ValueMilestone (Description) Release following

activities

Use 00004 (Start Execution)Indicator Milestone function x

Indicator Offset to fin. x

Change to the Functions tab page of the milestone and enter the followingdata:

Field Name Field ValueIndicator Release following activities x

User Status Orde

Change + Status SetActiva. _ Function is activated by

status

To save the changes that you made to your project, choose Save.


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Lesson Summary

You should now be able to:� Explain the purpose and setup of networks� Use options for creating and editing networks (Project Builder, network graphic)� Make the required Customizing settings for networks and activities� Use relationships, activity elements, milestones, and subnetworks

Related Information

� You can find important consulting notes with detailed information aboutnetworks and other SAP Project System topics in the collective consulting note494487.


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Unit Summary PLM210

Unit SummaryYou should now be able to:� Explain the purpose and setup of networks� Use options for creating and editing networks (Project Builder, network graphic)� Make the required Customizing settings for networks and activities� Use relationships, activity elements, milestones, and subnetworks


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Unit 4Claims, Versions

Unit OverviewDeviations from the project plan can occur for many different reasons. In ProjectSystem (PS), the documentation of these deviations, finding out who is responsible,follow-on costs, and activities are managed using Claim Management, which is lookedat in this unit. To test changes that have become necessary because of deviations, andalso during the quotation phase of projects, you can use simulation versions in PS.To record changes made to projects generally, and thereby document the course ofa project, you can use project versions. Both these types of versions in PS, as wellas the project planning board, which is a tool for processing simulation versions andoperative project structures, are also dealt with in this unit.


� Use claims� Create simulation versions� Work in the project planning board� Create project versions

Unit ContentsLesson: Claims.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Exercise 4: Claims .. .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Lesson: Versions... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Exercise 5: Versions .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111


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Unit 4: Claims, Versions PLM210

Lesson: Claims

Lesson OverviewYou can use notifications in the SAP system to enter, process, and manage differentsubjects. The SAP Project System (SAP PS) provides you with the notification typeClaim for documenting deviations from the project plan. Using Claim Management,you can trigger and monitor follow-up functions, for example, or calculate the coststhat result from the deviation. This lesson is about claims and how to use them.


� Use claims

Business ExampleGenerally, your projects will not always run according to plan. Familiarize yourself,therefore, with the options for documenting the deviations that occur and for triggeringthe necessary measures to deal with them.

The Purpose and Content of ClaimsDeviations from the project plan often occur as a result of delivery problems, changesrequired by customers, unforeseeable capacity bottlenecks, and so on. If you findout that there are deviations to your project plan, you can create a claim in the SAPsystem or using an Internet application. Later, you can use the documentation ofthese deviations in claims, for example, to prepare and submit demands caused bythe deviations to contractual partners at a suitable point in time. Conversely, this alsoprovides defense against claims from the contractual partner. In the Project System(PS) information system, there are two reports for evaluating claims.

Claim Management includes a series of functions that are shown in the followingfigure:


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PLM210 Lesson: Claims

Figure 39: Claim Management Functions

Claim is a separate, project-specific type of notification in the SAP system. Otherexamples of notification types are maintenance notifications, service notifications,or quality notifications. In Customizing, you can define notification types for thedifferent notification categories. When you create a notification in the system, youselect a notification type that reflects the business content of the notification. ForClaim Management, SAP provides two standard notification types: internal claim (orclaim on customer or vendor), and external claim (or claim by customer or vendor).By entering a partner type when you create a claim, you can also control which partnerinformation (for example, sold-to party or vendor data) can be entered in the claim.


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Figure 40: Claim Data

When you create a claim, you can enter information about the deviation using longtexts and other additional functions (for example, priority). In addition to the longtext for the notification header, there are also four other long text types available forstructuring the information. The ability to call up the information according to the longtext type, (for example, only the consequences long text), enables you to select specificinformation. You can also integrate documents from the document managementsystem (DMS), have them displayed from claim processing, or print them.

Assignment to a work breakdown structure element (WBS element) allows you tocreate a link to the affected project. Depending on the claim's partner type, you canenter the partner responsible (for example, sold-to party, vendor, contact person,coordinator) and thereby access other partner information, if required. By assigningreference documents from purchasing or sales (depending on the partner type), thesystem can also automatically determine the corresponding partner.

Follow-up activities that have become necessary due to a deviation can be documentedand monitored in claims in the form of tasks or activities. The main differencebetween activities and tasks is that activities do not have a status and do not allowthe assignment of partners. In Customizing, you can define codes, which are groupedtogether in code groups and catalogs, for activities and tasks. You can executedifferent functions that are required during notification processing by selecting them


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from the action box. If necessary, these functions are documented as tasks or activitiesin the notification after they have been carried out. The action box is defined inCustomizing for Notifications.

Using status management, you can analyze the processing status of claims orindividual tasks, and control business activities. By defining user statuses, you canfurther restrict functions that are allowed by system statuses.

You can use workflows, which you trigger from a claim, to speed up claimmanagement processes and further automate the distribution of information in yourcompany.

Increased costs are often a fundamental consequence of deviations. You can enter theexpected costs when you create the claim or at a later point in time when more exactinformation about the scope of the claim is available. Here you have two options:

� You enter the estimated costs manually.� You create a unit costing from the claim or integrate an existing unit costing.

In addition, you can manually enter the costs that have been demanded or accepted byyour business partners.

Cost Integration for ClaimsWith the SAP R/3 Enterprise and later releases, you can integrate the costing data inthe cost planning of the corresponding projects. To do this, the system automaticallycreates a cost collector (internal order with order type CL01) when the claim issaved and transfers the estimated costs for the deviation to the cost collector. Theinternal order is automatically assigned to the WBS element to which the claim is alsoassigned; the internal order can therefore be evaluated in the corresponding report inthe SAP Project System. This cost integration and its requirements are shown in thefollowing figure.


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Figure 41: Connecting a Cost Collector to a Claim

The short text for the cost collector is generated automatically from the wordNotification and the short text of the claim. In addition to the claim number and theassignment to the WBS element, other data is also transferred to the cost collectorfrom the WBS element (controlling area or company code, for example). Aftersuccessfully creating the cost collector, the status MKOS (cost collector created) isset in the claim. If errors occur during creation, you can refer to a log containingmore detailed information.

Customizing for claims is split into general Customizing for notifications andclaim-specific Customizing. In Customizing for notifications, you define themost important characteristics of notification types, such as the screen layout,catalogs/catalog profiles, priorities, action boxes, or user status, for example. In thestandard system, corresponding default settings are provided for the two notificationtypes internal claim and external claim. However, if these default settings do notfulfill your requirements, you can create your own notification types in Customizingwith the relevant settings. For more information about defining notification types,refer to the appendix.


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Figure 42: Customizing for Claims

In addition to the activation of workflows and the assignment of processors for claimmanagement, claim-specific Customizing also contains the settings for long texts inthe claim, for example. By assigning a code to one of four possible long texts, thecode text is used as the description for the long text (for example, cause, consequence)and is available as an additional long text in the claim. The code must be maintainedin a catalog beforehand.

For a cost collector to be created when you save a claim, you must make settings inCustomizing for the claim and the WBS element in addition to the setting requirementsmentioned above. If you want to use cost integration, implement Business Add-In(BADI) ZCLAIM_COST_CHECK Customer-Specific Check Before Creating theCost Collector and set the E_CREATE_COST_COLLECTOR parameter to X.Furthermore, assign a controlling scenario to all relevant notification types. In thestandard system, you can use the controlling scenario CLM0 for this. So that theplanned costs of the cost collector also increase the planned costs of the correspondingWBS element, and not just the committed value of the WBS element, you must alsoset the Appended indicator for order type CL01 in the Define Order Value Updatingfor Orders for Projects (OPSV).


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Evaluating ClaimsThe Project System (PS) information system provides two reports for evaluatingclaims: the claim overview and the claim hierarchy.

Figure 43: Evaluation of Claims

When you open one of the reports, you select the claims to be evaluated using the datafrom the notification, such as claim number, claim type, partner data, status, referenceobjects, priorities, or processor.

In the evaluation that uses the claim overview, the system shows you all data enteredfor the selected claims, with the exception of tasks and activities. You can use thecolumn selection to adjust the display to your own requirements and save it as a layout.In the evaluation that uses the claim hierarchy, the system shows you the tasks andactivities assigned to the claim, in addition to the data displayed in the claim overview.

You can also display the claim from the reports. Here you can analyze the documentflow or display the action log, for example. In the action log, the system automaticallyrecords changes made to the claim, tasks, and activities during claim processing. Thisenables you to monitor which data or status was changed, who made the changes,and when.


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Exercise 4: Claims

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create and evaluate claims

Business ExampleYou are to familiarize yourself with the options in claim management by creating andevaluating a simple claim for project E-9990 and looking at cost integration for claims.

Task 1: Creating a ClaimCreate an internal claim and enter different information in this claim. Plan the costs ofthe deviation with a costing and approve your claim.


1. Think of a possible deviation that could occur during the procurement phase of aproject (E-9990-2) and create a claim for this deviation in the SAP system. Entera long text for the cause, partner data, an immediate task from the tasks catalog,and an internal comment. Assign your claim to the WBS element E-9990-2.Save the claim and look at the error log. Make a note of the claim number:

2. Using the claim that you have just created, plan the costs that are expected tooccur because of the deviation. To do this, create a costing in your claim, forexample, by entering an amount as a variable item for the cost element 422100.Approve the claim and save the changes. Note the number of your CO order,which the system creates automatically as the cost collector.

Task 2: Evaluating ClaimsEvaluate your claim using the PS information system. Optional: Look at the COorder that the system created as the cost collector for your claim.

1. To analyze data belonging to your claim, choose the Claim Hierarchy report inthe the PS information system. Display your claim from the report and look atthe Action Log to see the changes made to your claim.

2. Optional: To display the cost collector for your claim, use the structureinformation system. Your claim is assigned to project E-9990.


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Solution 4: ClaimsTask 1: Creating a ClaimCreate an internal claim and enter different information in this claim. Plan the costs ofthe deviation with a costing and approve your claim.


1. Think of a possible deviation that could occur during the procurement phase of aproject (E-9990-2) and create a claim for this deviation in the SAP system. Entera long text for the cause, partner data, an immediate task from the tasks catalog,and an internal comment. Assign your claim to the WBS element E-9990-2.Save the claim and look at the error log. Make a note of the claim number:

a) Create a claim using the Project System menu. Choose SAP Menu→Logistics→ Project System→ Notifications→ Claim→ Create.

Choose Internal Claim as the Notification Type and confirm your entrieswith Enter.

For the Description enter Faulty material, for example. Choose Edittext and select Cause long text as the long text type. Enter any text andchoose Continue. Make a note of the claim number.

Claim number: __________________________

In addition, enter the following data in the claim:

On the Assignment tab page:

Field Name Field ValueWBS Element E-9990-2

Person Responsible 1248

Funct. VendorPartner 1000

Confirm your entries and the displayed information.

On the Tasks tab page:



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Field Name Field ValueCode group MONITOR1

Task code 1

Task processor User responsibleResponsible PLM210-##

Confirm your entries.

Select the Internal Note line in the action box. Enter a Description, forexample, Inform vendor, and a text. To confirm the comment, chooseContinue and look at the activity that the system has recorded on theActivities tab page.

Save the claim and display the error log for processing the cost collector.Look at the long text for the error message. To exit the log and the claim,choose Back.



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2. Using the claim that you have just created, plan the costs that are expected tooccur because of the deviation. To do this, create a costing in your claim, forexample, by entering an amount as a variable item for the cost element 422100.Approve the claim and save the changes. Note the number of your CO order,which the system creates automatically as the cost collector.

a) Change the claim that you created previously. Choose SAP Menu→Logistics→ Project System→ Notifications→ Claim→ Change.

Enter the notification number of your claim (if necessary, find it usingthe input help) and choose Enter.

Go to the Costs tab page and confirm the creation of the costing for costingvariant PNOT by choosing Continue. Enter the following data for thecosting:

Field Name Field ValueItemCat V

Quantity 8

BUn (Base Unit of Measure) HR

Total Price 40

Cost Element 422100

Confirm your entries and choose Confirm. The value of the item isdisplayed as Estimated costs.

To approve your claim, choose Give approval. Then save your claim.

Hint: In the background, the system has now automatically createda CO order as the cost collector. The order number is shown inthe status bar.

Make a note of the CO order number.

Order number: _______________________



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Task 2: Evaluating ClaimsEvaluate your claim using the PS information system. Optional: Look at the COorder that the system created as the cost collector for your claim.

1. To analyze data belonging to your claim, choose the Claim Hierarchy report inthe the PS information system. Display your claim from the report and look atthe Action Log to see the changes made to your claim.

a) Call up the report for your claim. Choose SAP Menu→ Logistics→Project System→ Information System→ Claim→ Hierarchy.

Enter your claim number and choose Execute.

To display the tasks and activities, expand the claim in the overview. Toanalyze different data, scroll to the right in the overview. To adapt thelayout of the display to your own requirements, choose Change Layout.To branch to the claim, select the claim number.

For a list of executed changes, choose Action Log in the claim. To exit thislist, the claim, and the claim hierarchy, choose Continue and Back (morethan once).

2. Optional: To display the cost collector for your claim, use the structureinformation system. Your claim is assigned to project E-9990.

a) Call up the structure information system. Choose SAPMenu→ Logistics→Project System→ Information System→ Structures→ Structure Overview.

Enter the project E-9990 and execute the report.

In addition to network activities, CO orders are also assigned to WBSelement E-9990-2. The costs calculated using the claim are displayedon the cost collector and the superior WBS elements. To display yourCO order, select its order number.

Exit the CO order and the structures overview (without saving).


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Lesson Summary

You should now be able to:� Use claims


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PLM210 Lesson: Versions

Lesson: Versions

Lesson OverviewIn the SAP Project System (SAP PS) the term version is used in various contexts. Thislesson discusses the tasks, use, and Customizing options of simulation versions andproject versions. This lesson will show you how to work with simulation versionsusing the project planning board. In addition, it will explain the basic functions of theproject planning board.


� Create simulation versions� Work in the project planning board� Create project versions

Business ExampleYou would like to get an overview of how you can document the flow of your projectusing project versions and how you can test alternative simulation versions withoutinfluencing your operative project.

Versions in the Project SystemSAP PS differentiates between the following versions:

� Simulation versions� project versions� CO plan versions

In SAP PS simulation versions are modifiable versions of projects. You create asimulation version in the quotation phase, for example, if an operative project doesnot yet exist or if you want to plan other alternatives to an existing operative projector subproject.

Project versions are snapshots of a project at a specific point and are used fordocumenting the progress of a project over time. Both quantities and values are storedin versions. Project versions are created either manually or automatically when astatus changes.


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CO planning versions are used to plan costs and revenues. Using CO planningversions you can define various cost plans for a project, for example, an �optimistic�and a �pessimistic� plan. You can copy values from one version to another. You canchange planned values manually in every version. The costed values are retained.

Figure 44: Versions in the Project System

Simulation VersionsWhen planning complex projects, for example, in project-oriented make-to-orderproduction, it is often necessary to simulate and save changes to a project withoutactually affecting the operative project. At the beginning of a project, you can usesimulation versions to simulate projects before you actually transfer them to anoperative project. Simulation versions are particularly useful during the quotationphase and for comparing different what-if scenarios. It is possible to plan severalsimulation versions. You can then decide which version is the most suitable. Evenwhen a project is running, you can copy operative projects to simulation versions,analyze and work with the simulation versions, and then transfer them back to theoperative project. Simulation versions are edited using the project planning board or �as of SAP R/3 4.6C � using the Project Builder.

When an operative project is copied to a simulation version (or vice versa), a log fileis created. This contains the objects that were transferred and any error messages thatwere issued in the process. The system can conduct a test run when the transfer occursto see if it is possible to transfer a project or simulation version.


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Figure 45: Simulation Versions

Simulation versions are manually generated, modifiable, and can be easily deleted.Simulation versions can be created either for an entire work breakdown structure(WBS) or for subhierarchies of a WBS. In the same way, you can create multiplesimulation versions for a project and evaluate and compare them.

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� Capacity requirements� Invoicing plan for the network and billing plan for the work breakdown structure

element (WBS element)� Costs, revenues, and payments (actual values are transferred only when you

transfer an operative project to a simulation version)� Documents, PS texts and long texts (depending on the simulation profile used)


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The following objects are not copied: other orders as networks (for example,production orders) or production resources/tools. Furthermore integration with Sales(quotation processing/assembly processing) and Purchasing or Production (materialrequirements planning) for simulation versions is not possible.

Figure 46: Simulation Versions: Data Transfer

Customizing for simulation versions comprises two steps:

� Input templates for simulation versions describe only how version keys forsimulations should be set up. You should work with permissible version keysright from the start because they cannot be created afterwards without deletingexisting simulations.

� The simulation profile determines whether texts should also be copied (inaddition to the structure information) from simulations to operative projects (andvice versa). If you work without a simulation profile, all texts are copied. Thesimulation profile is contained as the default value for the project definitionin the project profile.


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Figure 47: Version Keys and Simulation Profiles

Hint:

� Define version keys in Customizing.� Use the same version number only once for each project.� Use simulation in the quotation phase of your project.

Just like project versions, simulation versions can be analyzed and compared witheach other in the information system. However, cost element reports do not supportsimulation versions. In the structure info system it is not possible to change simulationversions (unlike operative projects).


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Figure 48: Evaluation of Simulation Versions

Project Planning BoardThe project planning board is a graphical interface for creating and maintainingproject data: project definition, WBS elements, activities, relationships, milestones,documents and PS texts. The project planning board is based on an interactive SAPGantt chart and is especially suitable for scheduling and monitoring. It consists of atable area and a diagram area, and shows the hierarchical setup of the project and thecorresponding scheduling situation. Along with the dates view, you can show or hidevarious other overviews of the project in the lower part of the Gantt chart, such asthe capacity overview. You can call up logs, the hierarchy graphic of WBS elements,or the network structure graphic for activities from the project planning board. Inthe appendix you will find an overview and brief description of the symbols in theproject planning board.

The project planning board is the only transaction with which you can changesimulation versions in releases earlier than SAP R/3 4.6C. The functions availablehere are the same as for editing normal operative projects in the project planningboard. From SAP R/3 4.6C on, you can also create and work with simulation versions,dependent upon user-specific options, in the Project Builder.


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Figure 49: Project Planning Board

The entire period you see in the project planning board is called the �evaluationperiod�. The evaluation period consists of a pre-evaluation period, a planning period,and a post-evaluation period. For each of these three areas, you can choose your ownscale according to your needs.

Figure 50: Time Settings in the Diagram Area


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The time settings are determined by three profiles in the diagram area of the projectplanning board.

� The time profile determines when the evaluation period starts and finishes.It also specifies when in the evaluation period the planning period starts andfinishes. Consequently, the start and finish of the pre-evaluation period andpost-evaluation period are also set.

� The scale of the time axis determines the ratio used for the pre-evaluation periodand post-evaluation period with respect to the planning period. The scale ofthe planning period is entered directly.

� The profile for the time scales determines the individual time periods (year,quarter, monthly periods, and so on). It determines when a specific period isused, and the display size of the period.

You define these profiles in Customizing for the SAP Project System and in the projectplanning board profile. However, you can change the graphical display of the timescale in the project planning board directly.

The project planning board profile determines the appearance of the planning board.You can also enter default values here (for creating new activities, for example). Youcan adapt the graphical display of the project planning board to your needs by usingthe project planning board assistant. The planning board assistant is available both inCustomizing and in the application itself. In Customizing, you can check the graphicsettings immediately using a predefined project. The project planning board profile isvalid for both simulation versions and for normal operative projects.

Figure 51: Planning Board Profile


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project versionsProject versions document the status of a project at a specific point in time or in aspecific action. At a later time, the project versions are proof of the project status inthe past and serve as a comparison with the operative project. Project versions areprerequisites if you want to use milestone trend analysis (MTA). You create projectversions in the following way:

� According to a point in time: You create a project version manually at a specificpoint in time while changing the work breakdown structure, while changing thenetwork, in the structure info system (for one or more than one project), or withthe transaction Create Project Version (CN72) since SAP R/3 4.6C.

� According to an action: Depending upon the user or system status, the systemautomatically creates a project version of objects for which the status haschanged. In the version profile you define when a project version is created andwhich objects are included in a project version (for example, WBS elements,activities, production resources/tools, or costs).

Figure 52: Creating Project Versions

If you generate status-dependent project versions, the version profile determines whichdata is copied to the project version. If you create project versions manually either innetwork maintenance (transaction CN22) or in WBS maintenance (transaction CJ02),the version profile also determines which data is copied to the project version. If


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you generate project versions manually with transactions CN71, CN72 or using thestructure info system, the data is copied to the project version depending upon thedatabase profile, but independent of the version profile.

Figure 53: Project Versions: Data Transfer

You maintain the version profile in Customizing for the SAP Project System andyou enter it in the project profile and network profile. You use a version profile todefine two different kinds of information. First, you specify which version is createdautomatically when a specific system status or user status is set. Second, you specifywhich data is to be written to the versions that are created automatically. You need todefine a version profile if you wish to have versions created automatically on the basisof the status, or if you wish to generate versions directly from the work breakdownstructure or network maintenance transactions. You do not need to define a versionprofile if you wish to generate versions manually from the structure informationsystem or if you use transaction CN72.


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Figure 54: Version Profile


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Exercise 5: Versions

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create simulation versions� Use the project planning board for working with simulation versions� Create project versions

Business ExampleYou want to learn how to document the status of your project regularly and testunplanned changes using simulation versions. You will use the project planning boardto work with project structures.

Task 1: Creating and Editing Simulation VersionsIn this part of the exercise, you will generate a simulation version for your project, anduse the project planning board to edit this version. Look at the administrative data forthe simulation version and the Customizing options for the project planning board.


1. Create a simulation version Sim##a E-99## for your project by transferringthe operative project. Look at the administrative data for this simulation version.

2. In the project planning board, create an activity in your simulation version forthe packing and delivery of elevator parts. The new activity Packing andDelivery is carried out by work center 2000. The activity comes straightafter the finish date of the activity External Quality Assurance. Assign the newactivity to the WBS element Quality Assurance. Plan 10 hours of work tocarry it out over a duration of 5 days.

3. You also want to have a WBS element in the simulation version that will enableyou to plan the delivery for which you have just created an activity. CreateWBS element E-99##-5 on the second hierarchy level and assign the activityPacking and Delivery to this WBS element. Save the changes to your simulationversion.



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Task 2: Creating a Project Version, Updating theOperative Project, and Settings for the Project PlanningBoardBefore you update your operative project with data from the simulation version, usea project version to document the original status of the project. Then transfer thesimulation version and analyze the changes to the administrative data. Look at theoperative project in the project planning board. First create your own project planningboard profile in Customizing. Optional: Change some of the settings in the projectplanning board according to your needs. Additionally, you can compare the data ofthe project version and your updated project in the structure information system.

1. To record the status of your operative project E-99## for evaluations later,create a project version 1## manually with an appropriate description forversion group Group##. Use database profile 000000000001.

2. Transfer your simulation version to your operative project. What changed whenthe administrative data was transferred?

3. In Customizing create your own planning board profile GR## with thedescription GR##: Elevators. Use the planning board profile 1001Elevators/Turbines as a template. Adapt your planning board profile GR## sothat the system shows activity elements and milestones but not relationships.The system should not display any idle times in the diagram area and no texts inthe Gantt chart.

Check your settings by opening your operative project in the project planningboard with the planning board profile GR##: Elevators.

4. Optional: Use the planning board assistant and the time scale assistant to adaptthe display of objects in the table and graphic area, as well as the time scale,to your needs. Change the project planning board options so that the systemdisplays activities in the tabular area with their activity numbers only. Saveyour user-specific changes.

5. Optional: Compare your updated operative project E-99## with the data ofthe project version 1## that you manually created before transferring. Use thestructure information system.


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Solution 5: VersionsTask 1: Creating and Editing Simulation VersionsIn this part of the exercise, you will generate a simulation version for your project, anduse the project planning board to edit this version. Look at the administrative data forthe simulation version and the Customizing options for the project planning board.


1. Create a simulation version Sim##a E-99## for your project by transferringthe operative project. Look at the administrative data for this simulation version.

a) Transfer your operative project back into a simulation. Choose SAP Menu→ Logistics→ Project System→ Project→ Simulation→ TransferProject.

Enter the following data for transferring and choose Transfer:

Field Name Field ValueProject Definition E-99##

Indicator Transfer From Operative Data→Version

x

Target Version Sim##a

Confirm the creation of the simulation version by choosing Yes in thedialog box that appears.

A log will appear showing you if data was transferred, or if any errorsoccurred. To exit the log and the project transfer, choose Back.

b) Look at the administrative data. Choose SAP Menu→ Logistics→ ProjectSystem→ Project→ Simulation→ Administration Data.

Enter SIM##a as the Version Key and E-99## as the Project Definitionand confirm your entries with Enter.

The simulation version you created is active. To exit the administrativedata, choose Back.



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2. In the project planning board, create an activity in your simulation version forthe packing and delivery of elevator parts. The new activity Packing andDelivery is carried out by work center 2000. The activity comes straightafter the finish date of the activity External Quality Assurance. Assign the newactivity to the WBS element Quality Assurance. Plan 10 hours of work tocarry it out over a duration of 5 days.

a) Open your simulation version in the project planning board. Choose SAPMenu→ Logistics→ Project System→ Project→ Simulation→ Change.

Enter the following data on the initial screen:

Field Name Field ValueVers.key Sim##a

Project Definition E-99##

Plan.board prf 1001 or Elevators/TurbinesIndicator w. activities x

Choose Open Project.

Select WBS element E-99##-4 Quality Assurance. To open the templatearea, choose the symbol Create. In the template area, double-click Activity→ Internal Processing.

Hint: Since your project has more than one network and the Forproject definition indicator is set for network assignment in theproject definition, the system now shows you a list of all networksbelonging to your project. Choose a network to which the newactivity should belong.

Select one of the two networks and confirm your selection with Continue.You assigned an internally processed activity to the WBS element QualityAssurance. To close the template area, choose the symbol Open/CloseLeft-Hand Window. To branch to the detail screen of the activity,double-click the new activity.

Enter the following data:



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Field Name Field ValueDescription Packing and

Delivery

Work Center 2000

Work 10 hours

Duration 5 Days

Confirm your entries with Back.

Select the new activity Packing and Delivery and then (while pressingthe CRTL key) the activity 20 External Quality Assurance. To createa finish-start relationship between both activities, choose the symbolConnect selected activities.

3. You also want to have a WBS element in the simulation version that will enableyou to plan the delivery for which you have just created an activity. CreateWBS element E-99##-5 on the second hierarchy level and assign the activityPacking and Delivery to this WBS element. Save the changes to your simulationversion.

a) To open the template area again, choose the symbol Create or Close/OpenLeft Window. Assign the WBS element (under Individual Objects) to thehighest-level WBS element E-99## per Drag&Drop. The system createsthe new WBS element on the second level. Close the template area bychoosing Open/Close Left-Hand Window.

Click the description of the new WBS element in the tabular area ofthe project planning board. Delete the original description and enterDelivery in the field instead. To confirm your entries, choose Enter.

b) Assign the activity Packing and Delivery to the WBS element Deliveryby dragging the activity in the tabular area and dropping it on the WBSelement. Then save all of your changes.

Hint: If you already adapted the display of objects or tables in theproject planning board, the system brings you to a dialog boxwhere you can decide whether these changes should be savedaccording to the user. If you confirm the dialog box with Yes, thesystem saves these settings and uses them the next time you callup the project planning board.



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Task 2: Creating a Project Version, Updating theOperative Project, and Settings for the Project PlanningBoardBefore you update your operative project with data from the simulation version, usea project version to document the original status of the project. Then transfer thesimulation version and analyze the changes to the administrative data. Look at theoperative project in the project planning board. First create your own project planningboard profile in Customizing. Optional: Change some of the settings in the projectplanning board according to your needs. Additionally, you can compare the data ofthe project version and your updated project in the structure information system.

1. To record the status of your operative project E-99## for evaluations later,create a project version 1## manually with an appropriate description forversion group Group##. Use database profile 000000000001.

a) Choose SAP Menu→ Logistics→ Project System→ Project→ ProjectVersion→ Create.

Enter the following data:

Field Name Field ValueProject E-99##

Version key 1##

Description Project beforecopying

Version group Group##

Confirm your entries. Then choose Other DB Profile, enter the databaseprofile 000000000001 and confirm your entry with Continue. To createthe project version, choose Execute. To exit the transaction, choose Back.



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2. Transfer your simulation version to your operative project. What changed whenthe administrative data was transferred?

a) Choose SAP Menu→ Logistics→ Project System→ Project→ Simulation→ Transfer Project.

Enter the following data for transferring and choose Transfer:

Field Name Field ValueProject Definition E-99##

Indicator Transfer from Version toOperative Data

x

Source version Sim##a

Confirm the update of the operative project in the dialog box that followsby choosing Yes.

A log will appear showing you if data was updated, or if any errorsoccurred. To exit the log and the project transfer, choose Back.

b) Choose SAP Menu→ Logistics→ Project System→ Project→ Simulation→ Administration Data.

Enter SIM##a as the Version Key and E-99## as the Project Definitionand confirm your entries with Enter.

The simulation version you created and accepted was flagged as inactive.In addition, the version was given the Transferred indicator. To exit theadministrative data, choose Back.

3. In Customizing create your own planning board profile GR## with thedescription GR##: Elevators. Use the planning board profile 1001Elevators/Turbines as a template. Adapt your planning board profile GR## sothat the system shows activity elements and milestones but not relationships.The system should not display any idle times in the diagram area and no texts inthe Gantt chart.



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Check your settings by opening your operative project in the project planningboard with the planning board profile GR##: Elevators.

a) To access Customizing, enter transaction SPRO or choose SAP Menu→Tools→ Customizing→ IMG→ Execute Project.


To copy the planning board profile, choose

Project System→ Structures→ Project Planning Board→ Define Profilesfor the Project Planning Board.

Select profile 1001 Elevators/Turbines and choose Copy As. Change theidentification and description according to the task. Make the followingchanges:

General Data tab page

Field Name Field ValueIndicator Show act. elem. x

Indicator Show milestone x

Indicator Show rel. Deselect indicator

Diagram Area tab page

Field Name Field ValueIndicator Nonwork. time Deselect indicatorIndicator Text type Deselect indicator

Confirm your entries and save the new planning board profile.

b) To open your operative project in the project planning board, choose SAPMenu→ Logistics→ Project System→ Project→ Project Planning Board→ Change Project.

Enter E-99## in the Project Definition field and choose your PlanningBoard Profile GR##: Elevators. To open the project, choose Open Project.

Along with WBS elements and activities, the system should also displayyour activity elements and milestones. The graphical display should alsohave been adapted according to your changes. To exit the project planningboard, choose Back.



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4. Optional: Use the planning board assistant and the time scale assistant to adaptthe display of objects in the table and graphic area, as well as the time scale,to your needs. Change the project planning board options so that the systemdisplays activities in the tabular area with their activity numbers only. Saveyour user-specific changes.

a) Open your project E-99## in the project planning board. Use your planningboard profile GR##: Elevators or the profile 1001 Elevators/Turbines.

Choose the Planning board assistant and make a few changes to the displayfor WBS elements and activities in the table area and change the way theGantt chart displays dates. To transfer the changes directly, choose Update.Save the changes as User Settings.

Choose Time scale assistant and set the value DD for the time scale 01 ofthe planning period in the Annotation field for the display of calendar days.Change the scale of the planning period by selecting the entry PlanningPeriods in the tree structure of the time scale assistant and then enlargingthe Basic Unit Width. Choose Apply to directly adapt the time scale.Choose OK to return to the project planning board.

b) Choose Options and then the entry Planning Board in the tree structure.Branch to the Table Area tab page and deactivate the Display Networkindicator. Choose Copy.

Exit the project planning board. Save your user-specific data with Yes.



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5. Optional: Compare your updated operative project E-99## with the data ofthe project version 1## that you manually created before transferring. Use thestructure information system.

a) Choose SAP Menu→ Logistics→ Project System→ Information System→ Structures→ Structure Overview.

Choose Change DB Profile, set the Version data indicator and confirm yourentry with Continue. You can now select additional version data.

On the selection screen, enter the following data:


Indicator Current Data x

Indicator Version Data x

Project version 1##

To read the data, choose Execute. You can compare the operative projectand the project version line for line.

Hint: To compare versions, choose Set Exceptions. The systemcan highlight all additional objects, for example.

To exit the report, choose Back. Do not save the overview.


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Lesson Summary

You should now be able to:� Create simulation versions� Work in the project planning board� Create project versions


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Unit Summary PLM210

Unit SummaryYou should now be able to:� Use claims� Create simulation versions� Work in the project planning board� Create project versions


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Unit 5Assembly Processing

Unit OverviewAssembly processing in the Project System refers to the automatic creation of operativenetworks and, if required, work breakdown structures from a sales document, withan integrated exchange of information (quantities, dates, costing, and configurationdata) between network or work breakdown structure and the sales document. Standardstructures are used as templates for creating projects during assembly processing. Thisunit addresses the use of assembly processing in the Project System, the requirementsfor assembly processing, and the creation of standard structures.


� Explain the benefits of using assembly processing� Create standard networks and standard work breakdown structures� Identify the required settings in the material master and Customizing activities

for assembly processing� Describe the use of assembly processing for more complex structures

Unit ContentsLesson: Assembly Processing .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124

Exercise 6: Assembly Processing.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .139


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Unit 5: Assembly Processing PLM210

Lesson: Assembly Processing

Lesson OverviewAssembly processing in the Project System (PS) can be used to carry out customerprojects that have similar structures. You trigger assembly processing by creating asales document for a material. Before you can use assembly processing in the SAPProject System, you must first create a standard network (if necessary, a standardWBS as well), and set up the material master so that assembly processing is supported.You must assign the material to the standard network, if required, and make therequired Customizing settings. This lesson deals with the procedure and advantages ofassembly processing first, and then looks at the different requirements in detail.


� Explain the benefits of using assembly processing� Create standard networks and standard work breakdown structures� Identify the required settings in the material master and Customizing activities


Business ExampleTo optimize further the exchange of data between your sales department and theproject team, you plan to use assembly processing. Familiarize yourself with theprocess and requirements for assembly processing.

Using Assembly ProcessingAssembly processing is an option if you use the SAP Project System to plan productsor services that are produced or carried out several times with similar constellations.Although the individual projects are carried out for different customers, for example,they are made up of similar activities. Details, such as quantities or the requiredamount of work, can differ, though the structure of the projects is always the same.To handle different product alternatives, you can also combine assembly processingwith variant configuration (see the �Tools� unit). In assembly processing, networksare created in the SAP Project System directly from a sales document (request forquotation, quotation, or sales order). When the sales document is saved, a projectdefinition and a work breakdown structure (WBS) are also generated if required.During this process, the system derives the project number from the sales documentnumber. Assembly processing generates an assignment between the sales document


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PLM210 Lesson: Assembly Processing

and the project. This means that the same information is available to the employeesin the sales department and to project management. If changes are made in the salesdocument, the system automatically updates the network, and vice versa. This helpsto reduce delays and disagreements between the sales department and the projectteam executing the project.

Figure 55: Benefits of Assembly Processing

If you create a sales order for a material to which a strategy group for assemblyprocessing has been assigned, for example, the system automatically creates anassembly order in the background and starts assembly processing. In this case,assembly processing omits the MRP planning stage and generates an operative orderdirectly from the sales order. The following assembly orders can be generated:network, production order, planned order, process order, maintenance order, or serviceorder. The order type used in the SAP Project System is the network. Assemblyprocessing is carried out statically in SAP Project System, so that only one network isgenerated for each sales document item. When you create a network by copying astandard network, data (requirements quantity and date, if applicable, configurationdata) are copied from the sales order item to the network. Backward scheduling iscarried out for the network, starting from the customer�s requirements date, and anavailability check is done for the required material components. This enables you toinform the customer without delay whether or not you can fulfill the order for therequired date. If it is not possible, the system proposes a date on which the projectcan be completed. In addition, the system costs the network and transfers the costs


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to the sales document. When you save the sales order, a project definition and awork breakdown structure can also be generated, which can be identified using thesales order number. Because of the direct connection between the sales order andthe assembly order, all additional changes made in one document are automaticallyreflected in the other document.

Figure 56: Process Flow for Assembly Processing

There are different requirements for using assembly processing. To use assemblyprocessing (with networks), you need a suitable standard network as a template forthe network that is to be created. If you also want a work breakdown structure to begenerated when the sales document is saved, you must have first created a standardwork breakdown structure. A material must be entered in the sales document. Sothat the system can determine a requirements type and thereby a requirements class,which triggers assembly processing, the corresponding material master must also beset up accordingly. At least the sales views (item category group) must have beendefined in the material master. If you determine the requirements type via the MRPgroup or strategy group, you will also need the MRP views in the material master.In requirement type determination, the system determines a requirements type andrequirements class that enable assembly processing. The Network parameters fromsales order table forms a link between the material and standard network. If youwant assembly processing to be completely automatic, you must make entries in thistable. Otherwise, a dialog box appears in sales order maintenance where you canenter the missing data.


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Figure 57: Prerequisites for Assembly Processing

We will now look in more detail at the different prerequisites for using assemblyprocessing in the SAP Project System.

Standard StructuresIf you use assembly processing, you use it to create a network (by copying froma template). If the template is assigned to a standard WBS, an operative WBS isalso created when you save the sales order. For this, only the work breakdownstructure elements (WBS elements) to which the activities of the standard networkare assigned and the superior WBS elements are created. Creating a network inassembly processing is therefore the same as creating a network (by copying froma template) in the SAP Project System.


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Figure 58: Standard Structures

A standard network is structured in much the same way as a network. However, theinternal structure of a standard network is like a task list (comparable to the structureof a routing in logistics), whereas an operative network is created like an order. Thismeans there are small differences between a standard network and a network:

� A standard network can have more than one alternative. Alternatives canindicate different uses or validities.

� The header of a standard network contains different data to the header of anoperative network.

� Standard networks have their own persons responsible (Planner Group).� Standard networks have their own profiles and status that you can enter in

Customizing for the Project System.� Materials are assigned by means of material BOMs and standard BOMs.


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Figure 59: Standard Network

You cannot assign materials directly to a standard network, but only indirectly usingbills of material (BOMs). The BOM in question can be either a material BOM or astandard BOM. A standard BOM does not have a header component; it is a tool thatis used only for assigning material components to a standard network. It is createdand edited directly in the standard network. In a second step, the individual BOMitems (materials) are assigned to the activities of the standard network. Phantomassemblies are exploded at several levels so the individual materials can be assignedto the network activities.


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Figure 60: Material Assignment in Standard Networks

You do not have to make any special settings for assembly processing. However, ifyou want the system to create a work breakdown structure and the network duringassembly processing, you must assign the standard network to a standard workbreakdown structure. You create this assignment in the standard network header. Youcan also assign individual activities to standard WBS elements.

You use standard work breakdown structures as templates for operative workbreakdown structures. You can use standard work breakdown structures to plan thestructure in advance, that is, the WBS hierarchy, organizational assignments, controldata, and project documentation (long texts, PS texts). It is not possible to planoperative data with standard work breakdown structures. For example, you cannotuse a standard WBS for cost planning or time scheduling purposes. Unlike operativework breakdown structures, standard work breakdown structures do not have userstatuses. In the standard work breakdown structure, only the definition has a status.The WBS elements have no status, however, you can already assign them a user statusprofile. The status of the definition is Created (standard WBS) (CRES), Released(standard WBS) (RELS) or Closed (standard WBS) (CLOS). If the status is CRES orRELS, standard work breakdown structures can be used as templates; if the status isCLOS, a standard work breakdown structure cannot be used as a template for creatingeither an operative or a standard WBS.


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Figure 61: Standard Work Breakdown Structure

Settings for Assembly ProcessingIf you want assembly processing to be executed automatically with networks, you mustmake other settings in addition to creating the corresponding standard structures. Therequirements class, and thereby whether and how assembly processing is executed,is defined by a combination of the material in a sales document item and the datafrom the sales document. The correct settings must therefore be made in the materialmaster. You need at least the sales views of a material for assembly processing. Youonly require the MRP views (specifically, the strategy group, MRP group, and MRPtype) if you want to determine the requirements type and requirements class from thematerial master. In the standard system, Customizing already contains requirementstypes and classes that make it possible to use assembly processing. Understandingthese settings, however, can help you to set up your material masters and standardnetworks in a way that best suits your requirements.


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Figure 62: Settings in the Material Master

During assembly processing, there must be an assignment between the material thatyou enter in the sales document item and a standard network, which is then used as thetemplate for the network. You can define this assignment in advance in table Networkparameters from sales order. However, you do not have to maintain this table. If thetable contains entries, then a standard network can be determined automatically in thesales order. If the entries are missing, you must enter them manually in the sales order.


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Figure 63: Assignment of Material to Standard Networks

The requirements class defines how assembly processing is carried out. Variousindicators in the requirements class are crucial for assembly processing:

� The assembly type determines which type of orders the system can create duringassembly processing. In the SAP Project System, assembly type 2 productionorder, network, or service (stat. processing) should always be set up.

� The Order type corresponds to the network type in the SAP Project Systemthat is used for the operative network.

� The Account assignment category determines how the system treats stockquantities and values (see appendix).

� If you want to use the availability check, the Requirements transfer indicatormust be set in the requirements class.

� So that no requirements are generated in MRP, you must set one of theseindicators: 1 Requirements neither planned or displayed or 2 Requirementsnot planned, but displayed in the requirements class, or for the MRP type inthe material master ND No planning.

In the standard system, you can use requirements class 212 as a template.


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Figure 64: Requirements Class

The requirements class controls the account assignment category, the relevanceto MRP, the availability check in sales and distribution, and other procedures inassembly processing. The requirements class is determined via the requirementtypes. Requirements type determination, however, is carried out automatically bythe system as follows:

1. The admissible planning strategies are assigned to the material via the planningstrategy group in the material master. This assignment is needed to find thecorrect requirements type in independent requirements management and salesorder management.

2. The default requirements type is determined by the main strategy of the planningstrategy group. You can define substrategies (and, consequently, alternativerequirements types) manually in the sales order.

3. Finally, the individual requirements types are assigned to requirements classes.

If the system cannot determine a requirements type because of missing data, it tries todetermine the requirements type for the sales order via the item category of the salesorder item. This method can be used explicitly for special sales orders.

A default item category is proposed when the order is entered in the system, but userscan change it as required (possible item categories are defined in Customizing). Thesystem determines the item categories for the sales order using the item category group(sales view in the material master) and theMRP type. The sales department obtains its


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central control keys from three different sources: the material master (which item ispurchased?), customer master (which customer is buying/what conditions have beendefined for this customer?) and the sales document (what kind of contract applies,which sales area is responsible?).

Figure 65: Determining the Requirements Class

Other Functions in Assembly ProcessingYou can enter quantities greater than one in the sales order for assembly processingwith networks. All activities in the network for which an execution factor has beendefined are then multiplied by the factor in question. In the case of activity elements,the execution factor of the higher-level activity applies. In the activity or activityelement, the following planned data is multiplied equally, according to the executionfactor and the quantity in the sales order item:

� Duration� Work� Costs� Requirements quantity for material components


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If the quantities in the sales order item change, the network is adjusted accordingly.For activities whose planned data should be independent of the quantity of the salesorder, leave the Execution factor field blank.

Figure 66: Number of Pieces in Assembly Processing

Assembly processing can be expanded to include several sales document items. Anindividual network will be assigned to each item in this case. The individual networkscan be assigned to a work breakdown structure. However, you can generate only oneproject definition for the sales document. This means that the standard networksused must have assignments to the same standard WBS. The individual networks canbe scheduled from the sales order. If the networks are connected by cross-networkrelationships, you will be able to schedule the entire network. The finish date of anetwork is proposed as the confirmed delivery date.


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Figure 67: Cross-Network Relationships in Assembly Processing

If you also create a work breakdown structure during assembly processing, the systemautomatically generates a project number, which contains the number of the salesdocument. This makes it easy to identify to which sales document the sales projectbelongs. The way the system determines the project number from the sales documentdepends on whether a single structure or several substructures are to be createdwhen the operative work breakdown structure is generated. The SD/PS assignmentindicator determines whether, during assembly processing, a hierarchy is created inthe operative WBS for each sales document item, or whether a hierarchy is createdfor the entire sales document in the operative WBS. You find the SD/PS assignmentindicator in the control data of the project definition of the standard WBS.

If you work with a single structure in the operative project and with editing masks,the area between the first and second special characters in the standard WBS elementnumbers is replaced with the matching number of characters from the sales documentnumber. If there is not enough space, the sales order number is shortened accordingly(the numbers at the start of the sales order number are left out). To ensure that theproject number and the sales document number correspond, the area between the firstand the second special character of the number must be the appropriate length.

For an operative project with several substructures, the sales document item is used inaddition to the sales document number to differentiate between the WBS elements inthe different substructures. In addition, the area between the second and third specialcharacters in the standard WBS element number is replaced by the correspondingsales document item. Requirements for this scenario are that the SD/PS assignment


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indicator is set in the project definition, a project edition has been maintained for thework breakdown structure in Customizing for the Project System, and the Only oneroot indicator is not set in the project profile.

Figure 68: Project Number from the Sales Document


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Exercise 6: Assembly Processing

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create and edit standard networks and standard work breakdown structures� Make settings for assembly processing in the material master� Explain the process flow for assembly processing

Business ExampleYou are to familiarize yourself with the standard structures in the Project System,which you will use later for assembly processing and variant configuration.Furthermore, you are to look at a simple example of the process flow for assemblyprocessing.

Task 1: Standard StructuresIn this task you will create a standard network and a standard work breakdownstructure (standard WBS). In addition, you will assign the activities of the standardnetwork to the WBS elements of the standard WBS, so you can create both structureslater.


1. Create standard WBS E-98## with the description Standard elevatorgroup ##. Use standard WBS E-1004 as a template. Add detail to thesubstructure for the procurement in your standard WBS using two planningelements on the third level: E-989##-2-1 Procurement mechanismand E-98##-2-2 Procurement electronics. Release the standardWBS before saving.

2. Create standard network E-98## for profile Elevator model group 4 usingthe standard network E-1004 Alternative 1 as a template. Enter the nameStandard network group ##, the status of the standard network shouldbe Released (general). Add another internally processed activity Deliveryto your standard network as a successor to the Assembly activity. The deliveryshould be executed by work center 2000, use 10 hours of work, and last 2



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days. Assign the activities and the header of your standard network to theWBS elements of the standard WBS E-98## that you created previously. Ifnecessary, use the input help to help you create the assignment.

Task 2: Setting Up the Material Master and the NetworkParameters from the Sales OrderIf you want assembly processing to be carried out automatically, data in the materialmaster is also important, in addition to the necessary Customizing settings. In thistask, you will create a material master with the relevant data and then create a link toyour standard network.

1. Create material M-98## with the name Material group ## by copyingmaterial E-1004. The new material is a Finished product and belongs to theindustry sector Plant engineering and construction. Copy the following views: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. Use Plant 1300,Sales organization 1000 and Distribution channel 10 as the organizationallevel for both the new material and the template material. Enter a scale priceof 300,000 Euro from one piece. Which item category group and whichstrategy is entered in the material master data for your material M-98##?

2. Assign material M-98## to your standard network E-98##, alternative 1.Create this assignment so that it applies to all order categories and so thatnetwork profile 1004 and MRP controller 101 are used for the operativenetworks that are created during assembly processing. Enter standard WBSelement E-98## in the assignment so that during assembly processing the salesorder item is account assigned to the WBS element that is created by copyingthis standard WBS element.

Hint: If you do not carry out this step, you can still create the assignmentwhen you create a sales order item for the material.

Task 3: Assembly ProcessingCreate a sales order for your material M-98##. When you do this, assembly processingautomatically creates a network and, on saving, an operative work breakdownstructure. View the project in the Project Builder.

1. Create a sales order for Order type PS1 for Material M-98##, with an Orderquantity of 1. The responsible Sales organization is 1000. The material shouldbe distributed via Distribution channel �Final customer sales� and belongs tothe division �cross-division�. The Sold-to party has the customer number 1600



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and manages the purchase order under the Purchase order number Group ##.The Requested delivery date should be three months from today. If necessary,also confirm a complete delivery at a later stage. Write down the sales ordernumber when you save it.

View the project that was created by assembly processing in the Project Builder.Where do you see the assignment of the project to the sales order in the ProjectBuilder?


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Solution 6: Assembly ProcessingTask 1: Standard StructuresIn this task you will create a standard network and a standard work breakdownstructure (standard WBS). In addition, you will assign the activities of the standardnetwork to the WBS elements of the standard WBS, so you can create both structureslater.


1. Create standard WBS E-98## with the description Standard elevatorgroup ##. Use standard WBS E-1004 as a template. Add detail to thesubstructure for the procurement in your standard WBS using two planning



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elements on the third level: E-989##-2-1 Procurement mechanismand E-98##-2-2 Procurement electronics. Release the standardWBS before saving.

a) Choose SAP Menu→ Logistics→ Project System→ Basic Data→Templates→ Standard WBS→ Create.

Enter the following data on the initial screen and then choose Projectdefinition:

Field Name Field ValueStd. proj. def E-98##

Project Profile 1004 or Elevators modelgroup 4

Template Std. project def. E-1004

Adapt the description of the standard project definition according to thetask. To branch to the WBS structure, choose WBS.

Now decide which WBS elements are to be copied with whichidentification. You have selected all WBS elements in the template. Toreplace 1004 with 98## in each identification, choose Replace. To executethe replacement, choose Replace. Then use Include to create the WBSelements.

b) Call up the WBS element overview by choosing the corresponding icon.Select the AssemblyWBS element and choose Insert row to add detail tothe ProcurementWBS element. Enter the following data and then confirmyour entries with Enter:

WBS element Name Ind. PEE-98##-2-1 Procurement mechanism x

E-98##-2-2 Procurement electronics x

Now assign the new WBS elements to the correct level in the hierarchy.Select both WBS elements and choose Edit→ Object→ Level Down.

Return to the project definition. Release the standard WBS by choosingEdit→ Status→ Release. Save the standard WBS.



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2. Create standard network E-98## for profile Elevator model group 4 usingthe standard network E-1004 Alternative 1 as a template. Enter the nameStandard network group ##, the status of the standard network shouldbe Released (general). Add another internally processed activity Deliveryto your standard network as a successor to the Assembly activity. The deliveryshould be executed by work center 2000, use 10 hours of work, and last 2days. Assign the activities and the header of your standard network to theWBS elements of the standard WBS E-98## that you created previously. Ifnecessary, use the input help to help you create the assignment.

a) Choose SAP Menu→ Logistics→ Project System→ Basic Data→Templates→ Standard Network→ Create.

On the initial screen, choose 1004 elevator model group 4 as the profile forthe standard network. In the Standard network field, enter E-98## andchoose Copy from template. Now enter standard network E-1004 in thetemplate selection and alternative 1. Confirm your entries with Continue.

Enter the following data in the header of the standard network and thenconfirm your entries with Enter:

Field Name Field ValueName Standard Network

(Group ##)

Network status Released (general)Std. WBS element E-98##

b) To branch to the activity overview from the alternative overview, chooseActivities. Now enter data for a new activity on the Internal processingtab page and confirm your entries.

Field Name Field ValueActivity 1150

Opr. short text delivery

Normal duration 2 days

Work 10 hours

Work Center 2000



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Create an FS relationship from the activity Assembly to the new activityDelivery. To do this, select the Delivery activity and choose Relationshipoverview. Under Operation selection, select the Assembly activity andchoose Create relationship. To return to the activity overview, chooseBack or Activities.

c) You have already assigned the standard network header to a WBS elementin your standard WBS E-98##. Now also enter the correspondingassignments for the individual activities in the standard network. To do this,select the Total tab page in the activity overview. Enter the following data:

Activity Std. WBS element1000 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##

Hint: You can also use the input help to display the short text ofthe standard WBS element for the assignment. To avoid selectingall WBS elements, enter E98##* in the Standard WBS elementfield. You can now select from a list of the WBS elements in yourstandard work breakdown structures.

Save your standard network and exit the transaction.



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Task 2: Setting Up the Material Master and the NetworkParameters from the Sales OrderIf you want assembly processing to be carried out automatically, data in the materialmaster is also important, in addition to the necessary Customizing settings. In thistask, you will create a material master with the relevant data and then create a link toyour standard network.

1. Create material M-98## with the name Material group ## by copyingmaterial E-1004. The new material is a Finished product and belongs to theindustry sector Plant engineering and construction. Copy the following views: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. Use Plant 1300,Sales organization 1000 and Distribution channel 10 as the organizational



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level for both the new material and the template material. Enter a scale priceof 300,000 Euro from one piece. Which item category group and whichstrategy is entered in the material master data for your material M-98##?

a) Choose SAP Menu→ Logistics→ Project System→ Basic Data→MasterData→ Material→ Create.

Enter the following data on the initial screen:

Field Name Field ValueMaterial M-98##

Industry sector Plant engineering andconstruction

Material type Finished productTemplate material E-1004

To select the views to be copied, choose Select view(s). Select the viewsspecified in the task and set the Create views selected indicator. Confirmyour entries with Continue.

A dialog box appears where you can specify the organizational levelsfor the individual views that you are about to create and copy. Enter thefollowing data and confirm your entries with Continue.

Field Name Org. Levels Copy fromPlant 1300 1300

Sales Organization 1000 1000

Distribution channel 10 10

b) On the Basic Data 1 view, enter the name Material group ##. Goto the Sales: SalesOrg 1 view and choose Conditions. Enter the value1 in the From scale quantity field and an Amount of 300,000 Euros.Then choose Back.

Go to the Sales: SalesOrg 2 view. 0008 is entered here for the Itemcategory group.

Go to the MRP 3 view. 85 is entered here for the Strategy group.

Save material M-98## and exit the transaction.



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2. Assign material M-98## to your standard network E-98##, alternative 1.Create this assignment so that it applies to all order categories and so thatnetwork profile 1004 and MRP controller 101 are used for the operativenetworks that are created during assembly processing. Enter standard WBSelement E-98## in the assignment so that during assembly processing the salesorder item is account assigned to the WBS element that is created by copyingthis standard WBS element.

Hint: If you do not carry out this step, you can still create the assignmentwhen you create a sales order item for the material.

a) Choose SAP Menu→ Logistics→ Project System→ Basic Data→Templates→ Network Parameters from Sales Order→ Edit.

To create the assignment, choose Create parameters. Enter the followingdata:

Field Name Field ValueMaterial number M-98##

Order Type *

Standard Network E-98## Alternative 1Network profile 1004

MRP controller 101

Std. WBS element E-98##

Save your entries. To exit the transaction, choose Back.

Task 3: Assembly ProcessingCreate a sales order for your material M-98##. When you do this, assembly processingautomatically creates a network and, on saving, an operative work breakdownstructure. View the project in the Project Builder.

1. Create a sales order for Order type PS1 for Material M-98##, with an Orderquantity of 1. The responsible Sales organization is 1000. The material shouldbe distributed via Distribution channel �Final customer sales� and belongs tothe division �cross-division�. The Sold-to party has the customer number 1600and manages the purchase order under the Purchase order number Group ##.



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The Requested delivery date should be three months from today. If necessary,also confirm a complete delivery at a later stage. Write down the sales ordernumber when you save it.

View the project that was created by assembly processing in the Project Builder.Where do you see the assignment of the project to the sales order in the ProjectBuilder?

a) Choose SAP Menu→ Logistics→ Sales and Distribution→ Sales→Order→ Create.

Enter the following data and then confirm with Enter.

Field Name Field ValueOrder Type PS1

Sales Organization 1000

Distribution channel 10

Division 00

Then, enter the following data:

Field Name Field ValueSold-to party 1600

PO Number Group##

Req. deliv.date Today�s date +3 monthsMaterial M-98##

Order quantity 1


Hint: If you did not execute the previous step, a dialog box nowappears asking you to enter the missing data that is required forassembly processing.

To confirm the Change in invoice date dialog box, choose Continue.The system now reads the standard network and creates and schedules anetwork. To accept the confirmed delivery date, choose Complete delivery.

Save the sales order and write down the sales order number:Continued on next page


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Sales order number: ___________________

b) Open the project for your sales order in the Project Builder. Choose SAPMenu→ Logistics→ Project System→ Project→ Project Builder.

Choose Open and in the dialog box that appears, enter E-XXXX as the keyfor the project definition where XXXX stands for the last four digits of thesales order number. Confirm your entries by choosing Open.

Expand the structure tree, if necessary, and select the network header.Then select the Assignments tab page in the detail screen of the networkheader. The sales order number, the sales order item, the sold-to party, andthe requested delivery date are specified under Assignment. To display thesales order, you can double-click the document number. To exit the ProjectBuilder, choose Back.


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Lesson Summary

You should now be able to:� Explain the benefits of using assembly processing� Create standard networks and standard work breakdown structures� Identify the required settings in the material master and Customizing activities



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Unit Summary PLM210

Unit SummaryYou should now be able to:� Explain the benefits of using assembly processing� Create standard networks and standard work breakdown structures� Identify the required settings in the material master and Customizing activities



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Unit 6Tools

Unit OverviewThis unit discusses different tools for adapting the interface and optimizing datamaintenance in the SAP Project System. Other topics covered by this unit are theOpen Project System (Open PS), with which you can set up a connection toMicrosoftProject, and the configuration of networks.


� Use the various options for adapting detail screens and table overviews� Use the functions for optimizing data maintenance (validation, substitution,

and mass change)� Work with the Open PS interface for Microsoft Project� Implement variant configuration with networks

Unit ContentsLesson: Tools.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .154

Exercise 7: Tools .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167


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Unit 6: Tools PLM210

Lesson: Tools

Lesson OverviewIn this lesson you will become familiar with the various options for maintaining dataand structuring your projects in the most efficient way.

By using table settings and flexible detail screens, you can adapt table overviews anddetail screens for objects in the Project System (PS) according to your needs. To speedup the maintenance of master data you can use two other tools, mass changes andsubstitution, in the SAP Project System. Furthermore, validation allows you to checkyour values and value combinations in your project structures. The Open ProjectSystem (Open PS) enables you to connect with Microsoft Project and exchangeinformation. To optimize project structuring, which is implemented over and overin similar variants, you can use network configuration.


� Use the various options for adapting detail screens and table overviews� Use the functions for optimizing data maintenance (validation, substitution,


Business ExampleTo help the users work with project structures most efficiently and to avoid incorrectentries, adapt the various objects according to your needs and organize datamaintenance in the most efficient way possible.

Customizing OptionsIn the standard system, the detail screens for work breakdown structure elements(such as Basic Data, Control, User Fields) and activities (Dates, Assignments, ...)each appear as a tab page. Flexible detail screens enable you to show, hide, and definetitles for individual tab pages, and display symbols for tab pages. You can define upto five detail screens for each tab page. The flexible detail screens created refer toa project profile or network profile. You have two options: If you create the detailscreens within the application, the detail screens are user-specific; if you create themwithin Customizing for Project System, they are valid for all users. If you do notwant to redefine all of the tab pages, copy the SAP standard default values or the


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PLM210 Lesson: Tools

Customizing settings to the tab pages and change these settings according to yourneeds. You can define your own detail screens in Customizing; your detail screens arethen included in the tab pages.

Figure 69: Flexible Detail Screens

Table controls are used for displaying WBS elements and activity overviews. Thismeans that you can manipulate the layout of these overviews. You can change thesequence in which columns appear and the width of columns. Using the Table settingsfunction in the upper-right part of the table control, you can personalize the basicsettings delivered with the system in a table and save them as variants. You can createas many variants for a table as you want. To adapt the layout of a table control for allusers, you can use the administration function for table control settings. Using theadministration function, you can also hide columns, define the number of set columns,and configure the separator for the table control. The administration function canturn a display variant of the table control into a standard setting and ensure that thisvariant appears for all users of each table control when they start the transactionas a basic setting.


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Figure 70: Table Control

Tools for Data MaintenanceDuring complex and extensive projects, it is often necessary to change large amountsof master data or assignments. You can use the mass change function to makecross-project changes to fields pertaining to project definitions, WBS elements,networks, activities, activity elements, milestones, and relationships. However,the SAP system makes the changes only if the corresponding prerequisites havebeen fulfilled, or the business activity is allowed and you have the appropriateauthorization. The same authorization objects as for individual changes are used formass changes. If the system cannot change a field value in a network, it does not carryout the changes in this network. However, if you want to include other networks orwork breakdown structures in your selection for mass changes, and if errors do notoccur there, the system carries out the changes in these projects.

Caution: If you make a mass change, remember that this might mean thatmany objects will be changed simultaneously. In many cases, you cannotundo the changes made. For this reason, always be particularly careful whenyou use this transaction.

You can carry out a mass change that refers to a single project quickly and easily inthe Project Builder, in the project planning board, or in structure planning. When yousave the project the system saves the changes.

To carry out a mass change that pertains to more than one project you can use thestructure info system or the transaction for mass changes in the Project System. Inthese cases you can carry out the mass changes online or plan them as background


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jobs. You can test the extent of your changes before you actually make a masschange. A log of the changes is issued for each mass change. The log can be savedand analyzed later.

When you make a mass change, you can select and change data in a variety of ways.You can carry out a mass change without viewing it first or you can check the plannedchanges ahead of time in a tabular view and carry out the change there. In both cases,you can decide whether the SAP system is to replace all values of the correspondingfield with the new value or only a certain value. In the case of numeric fields, you cancalculate the new field value using a formula from the old field value.

Figure 71: Mass Change

The table form for mass changes has several advantages compared to the simpletransaction.

You can show the old values of object fields (for example, the Company Codefield for the object WBS element). In this way you can check the individualchanges before you carry them out.Objects can be selected manually or by entering conditions (for example, selectall WBS elements that are in company code 1000 or 2000). Only selectedobjects are changed.As long as you are still in the tabular view, you can undo the planned changes.


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Figure 72: Mass Change Table

Using substitution you can replace values in master data fields for project definitions,WBS elements, network headers, and activities. However, replacing field values mayhave other prerequisites than those for mass changes. If the responsible person is�Morris� for example, the cost center �4290� is substituted (set). You can set morethan one value at the same time using substitution. A substitution can be composed ofmore than one step. These steps can be carried out one after the other so that replacingthe different fields can be connected with different prerequisites.

You can trigger substitution for a project manually, or the system can carry it outautomatically when you save a project. In Customizing for the Project System, youcan define default values for substitution in the project profile (or network profile).Using an additional indicator in the project profile, you define whether the system


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should carry out a substitution when saving the WBS. You define the substitution rulesin Customizing for the Project System as well. A substitution step is composed ofa prerequisite and substitution values:

� Prerequisite

In the prerequisite you define which conditions must be fulfilled for carryingout a substitution. If the prerequisite is not fulfilled (FALSE), the transactioncontinues without substitution. If the prerequisite is fulfilled (TRUE), thetransaction continues with the substituted value(s). The prerequisites used can becomposed of a simple statement or a complex statement combination and rules.

� Substitution value(s)

The substitution value is a numeric value or an alphabetic string, which replacesthe specified value(s). You can replace multiple values for each substitution step.

Furthermore, you can set user exits for substitution. With these user exits, you cancalculate values and replace them in substitutions and rules.

Figure 73: Substitution

When you enter data in the SAP system, it is checked against tables and masterdata. Validation gives you the opportunity to check project definition entries, WBSelements, network headers, and activities in a way that is not included in the standardSAP system. For example, you can check if the Billing Element indicator is set on the


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first level of the hierarchy and whether the project has the project type Customerproject. If validation indicates that a statement is incorrect, the system will respond byissuing a warning, an error message, or information. A validation can be composed ofmore than one step so that you can check various fields and value combinations usingone validation. Analogous to substitution, you can enter default values for a validationin Customizing for the Project System in the project profile (or the network profile)and you can decide if validation should be carried out automatically when you save aproject. In this way, you can prevent incorrect work breakdown structures (WBSs)from being saved. You define validations in Customizing for the Project System aswell. A validation step is composed a prerequisite and a check:

� Prerequisite

The values to be checked are selected using the prerequisite. If a value is notselected for checking (if the prerequisite is not fulfilled), the value is valid andthe transaction is carried out.

� Inspection

During the check, the values selected using the prerequisite are checked. If thecheck statement is true, the transaction is carried out. If the check statementis false, the system issues a message.

Prerequisites and checks are defined using Boolean logic. You can define simplelogical statements or you can define very complex statements as well using rules, userexits, and sets in your logical formulas.

� Validation messages

The system issues the message if the prerequisite has been fulfilled but the checkhas not been fulfilled. You can define messages (information, warnings, errormessages) that are shown. You can create a long text for each message by usingup to four variables to integrate field values from the validated object.


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Figure 74: Validation

Open PSThe term Open Project System (Open PS) is a general description for thecommunication exchange between the SAP PS and other project management systemsor personal organization systems. Open PS is developed independently from thestandard release cycle and can be acquired as an additional package to the ProjectSystem. For this reason, the software you require to install Open PS, including detailedinformation, is located on the SAP Service Marketplace. Open PS is based on the openPS interface to external project management systems (PS-EPS, Interface to ExternalProject Software), which uses the standardized BAPI technology of SAP since EPS4.0. The SAP system is structured into individual components, which arrange businessobjects according to business criteria. SAP PS is represented by the business objectsProject Definition, Work Breakdown Structure, and Network. Access to businessobjects occurs using stable, standardized methods, called Business ApplicationProgramming Interfaces (BAPIs). Data exchange between the external system and thebusiness object when using BAPIs can occur in both directions. You can maintainyour work breakdown structure, for example, using the BAPI maintain, and you canread activity data or WBS element data using the BAPI getinfo. In addition, you candevelop your own interfaces based on the EPS interface. However, with Open PS,SAP provides its own interface solution for connecting to Microsoft Project.


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Figure 75: EPS Interface 4.*

Open PS for Microsoft Project (Microsoft Project 2000 and later) is delivered startingwith SAP R/3 4.5 by SAP. You can download the required software for installing OpenPS as well as detailed information about data exchange between SAP PS andMicrosoftProject from the SAP Service Marketplace. When you install Open PS on your PC,a new pushbutton appears in Microsoft Project. You can choose this pushbutton tocreate a connection to the SAP system. For this you require an SAP user in this system.Once a connection to the SAP system has been established, Open PS offers you variousoptions for exchanging data directly with Microsoft Project:

� Create a project in Microsoft Project using one SAP project� Copy a project from Microsoft Project to SAP PS� Compare data from a project in Microsoft Project with a project in SAP PS

As of Open PS 2.00, you can use authorizations to restrict who can upload a projectchanged in Microsoft Project or a new project to theSAP system. Other Open PSfunctions available as of Open PS 2.00 include functions for downloading actual costsand actual dates from networks for informational purposes, downloading factorycalendars from the SAP system, and downloading personal resources from the HumanResources department to Microsoft Project for workforce planning. If a person isassigned tasks as resources in Microsoft Project, this assignment is displayed as anactivity element when transferred to SAP PS. You can display this activity elementin the worklist of the Cross-Application Time Sheet (CATS) using a modification(see SAP Note 516141).


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Figure 76: Open PS

Configuration with NetworksYou can use configuration in the Project System if you wish to produce a complexproduct, which has different variants. The networks and work breakdown structuresare basically identical for the different variants, but they have specific characteristicvalues, might have alternative or additional activities, have different quantities (ofmaterial components, labor, or duration), or different production resources/tools. Ifyou want to use configuration, you must use configurable standard networks. The onlyconfigurable object in the Project System is the standard network. Work breakdownstructures are configured indirectly.

If you use configuration, as a rule you use a maximum standard structure. A standardnetwork and standard work breakdown structure are given all objects that could berequired for any possible variant of the product. This includes all WBS elements, allactivities and activity elements, and all materials and production resources/tools.When you create an operative network using a template of a configurable standardnetwork, the variants to be produced are specified. Using this specification(characteristic value assignment), you control which activities, activity elements,production resources/tools, and components are transferred from the standard networkto the network. This occurs using an object dependency, which determines which


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object with which data is required for which variant. If an operation is not selectedby configuration, the system does not transfer the objects assigned to the operation,such as relationships, activity elements, or milestones. Indirectly you can configurethe work breakdown structure when you save the configured network. The systemtransfers from the standard work breakdown structure only the elements that wereassigned to the activities selected by configuration, and their superior elements.Example: Activity 1000 is selected in the configuration and assigned to a level-2WBS element (E-9920-1). The work breakdown structure now contains this element(E-9920-1) and also its superior WBS element from level 1 of the hierarchy.

Figure 77: Configuration of Project Structures


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You must make various settings before you use configuration with networks.

� You use characteristics and characteristic values to specify the details andattributes of different variants. You maintain the characteristics and their valuesin the SAP menu in the classification system in cross-application components.

� The characteristics required to specify a variant are grouped in a class whoseclass type permits variant configuration. In the standard system it is the classtype 300.

� You must define the maximum structure for the template (standard network,and so on).

� Object dependencies for the objects selectable in configuration (activities,activity elements) are defined in the standard network. Object dependenciesfor the components or BOM items assigned to the activities are defined in thebill of material (for a configurable material). You can use either a local objectdependency (object dependency for only one object) or a globally defined objectdependency (centrally maintained object dependency for multiple objects).

� You must assign the standard network to the relevant variant class. You do thisby using a configuration profile. By making this assignment you make the classcharacteristics available for the configuration of the network.

� When you create an operative network with a template from the standardnetwork, after the maintenance of the header data of the network the systembranches to the evaluation of characteristics, that is, to configuration. Youspecify the corresponding variant by assigning the characteristic values.


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Figure 78: Steps in Configuration


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Exercise 7: Tools

Exercise ObjectivesAfter completing this exercise, you will be able to:� Use flexible detail screens and table controls� Implement substitutions/validations� Carry out mass changes for objects

Business ExampleYou will become familiar with some of the tools in the Project System that simplifydata entry for users and prevent incorrect entries.

Task 1: Optional: Flexible Detail Screens and TableControlsWork with flexible data screens and table controls in the Project Builder.


1. Optional: Create your own Basis ## tab page in the Project Builder thatcontains the Basic Data for WBS elements. Find out how this tab page is used inyour project E-99##.

2. Optional: Adapt the table display of the WBS elements in your project toyour needs. Change the display of Responsibilities so that you can maintainthe Person Respons. and the Responsible Cost Center simultaneously. Savethese table settings in a Variant Group ##. You should be able to use theseuser-specific settings later, by default.



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Task 2: Optional: Substitution and ValidationLook at how substitutions and validations are used in your project.


1. Optional: In the Project Builder define the person responsible 21 and ## invarious WBS elements of your project E-99##. Use the substitution PSSUB01 todetermine the responsible cost center automatically.

2. Optional: Test the validation PSVAL01 in the Project Builder. This validationchecks whether WBS elements are flagged as billing elements on level 1 withthe project type CP Customer Project. Deactivate the corresponding operativeindicator from your top WBS element E-99# and then trigger validation.

Task 3: Optional: Mass ChangeYou use mass change to make changes to all activities in your project.


1. Optional: Use the mass change transaction (if appropriate, select the databaseprofile 000000000001) to replace the work center 2100 with the work center2000 in all activities in your project E-99##.


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Solution 7: ToolsTask 1: Optional: Flexible Detail Screens and TableControlsWork with flexible data screens and table controls in the Project Builder.


1. Optional: Create your own Basis ## tab page in the Project Builder thatcontains the Basic Data for WBS elements. Find out how this tab page is used inyour project E-99##.

a) Choose SAP Menu→ Logistics→ Project System→ Project→ ProjectBuilder.

Open your project E-99## by double-clicking the project definition in theworklist. Choose Settings→ Layout detail screens.

Since your project profile does not have any layouts yet, the system takesyou to the screen for creating a user layout. Enter Basis ## in the Tabtitle field and choose an appropriate symbol for this tab page in the rowbelow. Select the WBS Element Basic Data in the section Detail screens ontab page. Click Choose to select this for Screen 1.

To return to the Project Builder, choose Back. In the following dialogbox, you can decide whether you want to use the tab page temporarily orwhether you want to save your settings. Choose Use the changes and save.

The changes refer to the layout of the WBS elements. To view the changesyou made you must select any WBS element in the structure tree.



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2. Optional: Adapt the table display of the WBS elements in your project toyour needs. Change the display of Responsibilities so that you can maintainthe Person Respons. and the Responsible Cost Center simultaneously. Savethese table settings in a Variant Group ##. You should be able to use theseuser-specific settings later, by default.

a) You are still working in your project E-99##. To call up the WBS elementoverview (Responsibilities tab page), choose WBS Element Overview.

Adjust the width of the WBS Element and Person Respons. columnsby clicking and dragging the column separator. Move the ResponsibleCost Center column, by dragging and dropping, to after the Resp. personcolumn (if necessary, scroll to the right).

In the upper-right corner of the table control, choose the symbol for savingyour table settings. In the dialog box that follows, enter Group ## as theVariant and, if required, select Use as standard setting. Then choose Createand exit the screen for maintaining variants by choosing Save.

To exit your project in the Project Builder, choose Back.



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Task 2: Optional: Substitution and ValidationLook at how substitutions and validations are used in your project.


1. Optional: In the Project Builder define the person responsible 21 and ## invarious WBS elements of your project E-99##. Use the substitution PSSUB01 todetermine the responsible cost center automatically.


Open your project E-99## by selecting the project definition in the worklist.

Choose WBS element overview and branch to the Responsibilities tab pagein the overview. Enter the value 21 in the Person Respons. field for someWBS elements, and your own course group number ## in the same field forother WBS elements. Adapt the overview so that you see the ResponsibleCost Center column. To select all WBS elements, choose Select all.

Choose Edit→ Validation/Substitution→ Substitution.This brings you to adialog box with messages about the substitutions you made. Confirm withContinue. Note the changes to the responsible cost center in the WBSelement overview.

Hint: If you did not define a substitution in your project profile,the system issues a dialog box after you trigger a substitution. Hereyou can select the substitution you want to use.



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2. Optional: Test the validation PSVAL01 in the Project Builder. This validationchecks whether WBS elements are flagged as billing elements on level 1 withthe project type CP Customer Project. Deactivate the corresponding operativeindicator from your top WBS element E-99# and then trigger validation.

a) Your project E-99# is still open in the Project Builder. In the structure tree,select the top WBS element E-99# to branch to the detail view. Deactivatethe operative indicator Billing element for the basic data of the WBSelement. The project category CP Customer Project should be definedfor the WBS element.

Choose Edit→ Validation/Substitution→ Validation.The system givesyou a selection of possible validations. Select validation PSVAL01 andconfirm your selection with Copy. This brings you to a dialog box withthe error message: Set the operative indicator Billing Element. Confirmthe message with Continue.

Set the operative indicator Billing element in the basic data of the WBSelement E-99# and save your project.



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Task 3: Optional: Mass ChangeYou use mass change to make changes to all activities in your project.


1. Optional: Use the mass change transaction (if appropriate, select the databaseprofile 000000000001) to replace the work center 2100 with the work center2000 in all activities in your project E-99##.

a) Choose SAP Menu→ Logistics→ Project System→ Basic Data→ Tools→ Mass Change→ Execute.

If appropriate, choose the database profile 000000000001 and confirmwith Continue. Enter your project E-99# in the selection screen and thenchoose Execute.

Select the Activities tab page. A dialog box appears where you can selectfields. Select the Work Center row. To transfer this selection, chooseChoose. Confirm your field selection with Continue.

Enter the following data in the field view for mass change maintenance:

Field name Field value

New value 2000

Indicator Replace only x

Replace only 2100

To check your entries, choose Check. Then choose Execute.

Confirm any warning or information messages with Continue. A log of thechanges appears. You can save this log when you exit it by clicking Back.This brings you back to the Mass Change transaction.


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Lesson Summary

You should now be able to:� Use the various options for adapting detail screens and table overviews� Use the functions for optimizing data maintenance (validation, substitution,



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PLM210 Unit Summary

Unit SummaryYou should now be able to:� Use the various options for adapting detail screens and table overviews� Use the functions for optimizing data maintenance (validation, substitution,



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Unit Summary PLM210


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Unit 7Archiving

Unit OverviewIn this unit, you will learn about the different basic concepts of data archiving forprojects, plus the necessary requirements for archiving project data and the individualsteps involved.


� Carry out the individual steps for archiving project data

Unit ContentsLesson: Archiving .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .178

Exercise 8: Archiving.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187


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Unit 7: Archiving PLM210

Lesson: Archiving

Lesson OverviewThe purpose of archiving projects is to remove project data from the database and tostore it in archiving files that can be accessed again. This allows you to remove datayou no longer require in the system and retain this data so it can still be evaluated.Archiving is carried out using archiving objects, which describe the structure andcomposition of the data. The deletion of project data from the database is carried outin several steps that are linked to particular requirements. In this lesson, you will learnabout the archiving objects that are relevant for project structures and the archivingprocess for project data.


� Carry out the individual steps for archiving project data

Business ExampleEven after final completion of your projects, project data still has to be available forevaluation for a very long period of time. However, to avoid placing an unnecessaryburden on system performance, you would like to delete your project data from thedatabase. Familiarize yourself, therefore, with data archiving for project structures.

Basic Archiving ConceptsArchiving is used to store project data in archive files and, if necessary, to move itto other storage media. On the basis of the generated archive files, project data canthen be removed from the database by a deletion program. (Archiving is often usedas a synonym for archiving and deleting. To be absolutely precise, archiving reallyinvolves only moving operative data to an archive file.) Afterwards, the archiveddata is always available for evaluation.

The advantages of archiving, including the subsequent deletion of data from theSAP system database, are improved system availability, simplified administration,decreased duration of backup copies, faster upload of updates, and improvedperformance in dialog mode. This enables you to increase available memory spaceand reduce runtime problems that are caused by the growth of transaction data.


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PLM210 Lesson: Archiving

Figure 79: Benefits of Archiving

Project data and other documents are archived using �archiving objects�. An archivingobject contains an exact definition of how data is to be archived. It describes whichdatabase objects must be bundled together to get a complete business object, which canbe interpreted independently of the technical conditions at the time of archiving (forexample, release and hardware status). Archiving objects are assigned to programs.These programs preprocess and post-process the data to be archived, if required, andwrite the data to archive files, they contain activities for deleting the operative dataand also control the display of archived data. In the specific Customizing activitiesfor archiving objects, you can make other settings for the respective programs. Forexample, settings for automatically deleting data or moving archive files, settingsinfluencing the size of the archive files and logical file names.


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Figure 80: Purpose of Archiving Objects

There are two archiving objects available for archiving the structure data of theSAP Project System (SAP PS): PS_PROJECT and PS_PLAN. Using the archivingobject PS_PROJECT, you can archive and delete SAP PS operative data (masterdata) such as networks and work breakdown structures, including the transaction dataand project versions. Status-dependent project versions are archived automaticallywith the operative data, time-dependent project versions are archived separately.You cannot archive simulation versions. The archiving object PS_PLAN is used forarchiving standard networks. Standard work breakdown structures are not archived.To archive and delete funds reservations and transfer price agreements, use thearchiving object FM_FUNRES or CO_FIXEDPR. You can archive and delete claimswith the archiving object CM_QMEL. (If you generated a cost collector via the claim,you can also archive this using archiving object CO_ORDER.) For more informationabout archiving this sort of data, refer to the appendix.


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Figure 81: Archiving Objects

Carrying Out ArchivingAs a rule, objects are archived or deleted in general archiving. However, you canarchive or delete operative PS data from the Basic Data area menu.

Activities, WBS elements, and project definitions that have the status Created orReleased, and to which no documents have been assigned, can be deleted directlywithout archiving, in the transactions Change Network, Change Work BreakdownStructure, Project Builder, Change Structure Planning, and Change Project PlanningBoard. Standard networks, standard work breakdown structures (from SAP R/34.6 also standard project definitions), project versions, and simulation versions canalways be deleted. Also, you can always carry out archiving without the subsequentdeletion process.


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Figure 82: Deleting Without Archiving


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As a rule, however, a series of steps must be carried out before project data is archivedand deleted, and different requirements must be fulfilled. The individual steps canalso be carried out in the background for several projects, if required.

� The first step when archiving or deleting project data is to set the system statusDLFL (deletion flag). Requirements for setting this status are that all assignedorders and activities also have the DLFL status and there are no open purchaseorders or purchase requisitions for the object. Furthermore, settlement must havebeen completed for the object or the object is not relevant for settlement. Thedeletion flag can be set in the dialog or in the background. If required, youcan reverse the DLFL status.

� The second step is to set the deletion indicator. For networks, there must be acertain time period between setting the deletion flag and setting the deletionindicator. This time period is defined as Residence Time 1 in the network type.Other requirements for setting the deletion indicator are that assigned orders alsohave the deletion indicator and the object itself has the status DLFL. Deletionindicators are set using background processing and cannot be revoked.

� The next step is to archive and then delete the project data. For networks, aResidence Time 2 must be observed after setting the deletion indicator. It isalso defined in the network type. For objects to be physically deleted from thedatabase, they must have a deletion indicator. Archiving and deletion is carriedout using background processing. Assigned orders are archived and deleted inthe respective applications.


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Figure 83: Archiving Steps

When the deletion program is carried out, only data that has been properly stored in anarchive file is deleted from the database. This provides a high degree of protectionagainst the loss of data due to malfunctions during the archiving process. You canfurther improve data security by storing the generated archive file in a storage systembefore executing the deletion program. To do this, you must make the appropriatesettings in Customizing for archiving objects. This ensures that the data is deletedfrom the database only after it has been securely moved to a storage system.

There are various functions available to the persons responsible (for example, thesystem administrator) for archiving administration.


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Figure 84: Jobs, Administration, and Retrieval

The job overview provides an overview of the status of current archiving jobs andan overview of the processing functions. Using administration data, you can get anoverview of the archiving runs that have been carried out and branch to the detailsof the individual archive files. Data is usually retrieved by the user for the purposesof re-analysis.


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Exercise 8: Archiving

Exercise ObjectivesAfter completing this exercise, you will be able to:� Carry out the individual steps for archiving operative project data

Business ExampleYou are to use your project to become familiar with the individual archiving steps andthe deletion of operative project structures.

Task 1: Archiving StepsIn the following exercises, you will work through the steps required for archiving aproject. As you do this, you will delete your project and all its activities from thedatabase.


1. In the Project Builder, set a deletion flag for all objects in your project E-99##.Save the changes to your project.

2. Set a deletion indicator for project E-99## and its assigned networks, using thearchiving transaction for project structures. To do this, create a suitable VariantGroup ##. For the output of logs, enter the output device LP01. Execute thevariant Immediately and monitor the execution in the job overview.

3. Write your data to an archive file, and delete your project (E-99##) and allits activities from the database. Choose the transaction for archiving projectstructures again. Create a Variant called Group ## to carry out this step.

Task 2: Optional: Evaluation of ArchivingCheck the administration data for your archive file. Also look at the archived data ina report.

1. Optional: Look at the administrative data for your archive file. What is thenumber and status of your archive file?

2. Optional: Display the archived data. To do this, use the transaction forarchiving project structures.


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Solution 8: ArchivingTask 1: Archiving StepsIn the following exercises, you will work through the steps required for archiving aproject. As you do this, you will delete your project and all its activities from thedatabase.


1. In the Project Builder, set a deletion flag for all objects in your project E-99##.Save the changes to your project.


To open your project E-99##, select it in the worklist. The DeletionFlag status is passed on within a project to WBS elements and assignednetworks, therefore, the deletion flag needs to be set for the projectdefinition only. Select the project definition in the structure tree and chooseEdit→ Status→ Deletion Flag→ Set.

The objects in your project that are flagged for deletion are highlighted inthe structure tree. To save the changes that you made to your project,choose Save.

Hint: Of course, you can also use the archiving tool to set thedeletion flag. Use this option if you want to process a large numberof project structures at the same time.



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2. Set a deletion indicator for project E-99## and its assigned networks, using thearchiving transaction for project structures. To do this, create a suitable VariantGroup ##. For the output of logs, enter the output device LP01. Execute thevariant Immediately and monitor the execution in the job overview.

a) Choose SAP Menu→ Logistics→ Project System→ Basic Data→ Tools→ Archiving→ Project Structures.

Choose Deletion flag/deletion indicator. To execute this archiving step,create a variant by entering Group ## in the Variant field, and thenchoose Maintain. Choose For All Selection Screens and then Continue.

Maintain the following data for the variant:


Indicator: WBS assign. to ntwk header. x

Indicator: WBS assign. to ntwk activity x

Indicator: Test run Deselect indicatorIndicator: Set deletion indicator x

Then choose Attributes and enter a text in the Description field (forexample, Set DLT). Save your variant. To exit the variant maintenancescreen, choose Back.

To start preprocessing, you must have defined a start date and spoolparameters. Choose Start Date and in the next dialog box, chooseImmediate. Save these settings. Then select an output device by choosingSpool Params. Enter LP01 as the output device, delete the entries in theWindows printer field, and confirm the entry with Continue. The trafficlights for maintaining a Start Date and Spool Parameters should be green(Maintained). To start preprocessing, choose Execute.

b) It may take some time to execute the preprocessing run and archiving,which is carried out later. To find out about the status of the respectivejobs, choose Job Overview. To update the job overview, choose Refreshuntil the Completed status appears for your job. You can also display moreinformation using the Spool List.

To exit the job overview and preprocessing, choose Back.



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3. Write your data to an archive file, and delete your project (E-99##) and allits activities from the database. Choose the transaction for archiving projectstructures again. Create a Variant called Group ## to carry out this step.

a) You are still in the transaction for archiving project structures. On theinitial screen, choose Archiving.

To execute this archiving step, create a variant by entering Group ## inthe Variant field and then choose Maintain. In the dialog box that thenappears, choose For All Selection Screens and then Continue.

Maintain the following data for the variant:


Short text for the archiving session Archive E-99##

Indicator: WBS assign. to ntwk header x

Indicator: WBS assign. to ntwk activity x

Indicator: Test run Deselect indicatorIndicator: Delete from database x

Then choose Attributes and enter a text in the Description field (forexample, Archiving). Save your variant. To exit the variant maintenancescreen, choose Back.

As in the previous step in the exercise, define Immediate as the startdate and enter LP01 as the output device. To start the processing of thevariant, choose Execute. If required, check the execution of the job usingthe job overview.

To exit archiving, choose Back (more than once).



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Task 2: Optional: Evaluation of ArchivingCheck the administration data for your archive file. Also look at the archived data ina report.

1. Optional: Look at the administrative data for your archive file. What is thenumber and status of your archive file?

a) Choose SAP Menu→ Logistics→ Project System→ Basic Data→ Tools→ Archiving→ Project Structures.

Choose Administration. Expand the structure of the completed archivingsessions and the line for your archiving run with the note Archive E-99##.The number or the key of your archive file is displayed. To display moreinformation, select your archive file number on the left side of the overview.

A separate window displays details about the archive file, for example, thekey that refers to the archive file, the size of the file, and the status. Yourarchive file should have the status Deletion Complete and you should beable to access it in the storage system. If problems occurred during deletionor storage, you can display the relevant jobs.

To exit the detail display and the administration data, choose Continueand Back.

2. Optional: Display the archived data. To do this, use the transaction forarchiving project structures.

a) You are in the transaction for archiving project structures. ChooseRetrieval.

On the next selection screen, enter your project E-99## and set the Datafrom the archive indicator. To select your archive file, choose the input helpfor the Archive field. To start the selection of data choose Execute. Thesystem displays an overview of the archived files.

To exit the overview (without saving) and the archiving transaction, chooseBack.


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Lesson Summary

You should now be able to:� Carry out the individual steps for archiving project data


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PLM210 Unit Summary

Unit SummaryYou should now be able to:� Carry out the individual steps for archiving project data


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Course Summary PLM210

Course SummaryYou should now be able to:

� Create and structure work breakdown structures� Create and process activities and networks� Make the relevant Customizing settings� Create claims and versions� Explain the function of and prerequisites for assembly processing� Use different project management tools� Archive project structures


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Appendix 1Additional Slides

Customizing of StructuresThis section contains screenshots of different Customizing profiles, with briefinformation on how the settings affect the respective objects.

A project profile must be entered when a work breakdown structure is created. Itcontains the following fields:


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Appendix 1: Additional Slides PLM210

Figure 85: Project Profile (1)

The Project type indicator can be used as a selection criterion in the InformationSystem. The Field key identifies the short texts for user fields. The Version profiledetermines whether status-dependent project versions are written and with which data.The Simulation profile determines which texts are copied to and from simulationversions. The Display options field determines whether WBS elements are mainlydisplayed according to key, short ID, or description in tabular overviews. The Level ofdetail field specifies the number of hiearchy levels that the system displays when aproject is opened in a particular processing transaction. A PartnDet. Prc. (partnerdetermination procedure) can be used to assign partner roles to a project. The Allacct asst elem indicator sets the account assignment indicator for all WBS elements.Using the Only one root indicator, you define that there can only be one top WBSelement. The Trsfr to proj. def. is only relevant for transaction Create single WBSelement. Setting the Change documents indicator ensures that documents for masterdata changes are written automatically on saving. The Proj. summ. MastDa indicatoractivates summarization via master data characteristics instead of via classification.

Entries under Validation/Substitution in the Project Definition/WBS Element fieldsensure that no selection screen appears when validation/substitution is triggered. Bysetting the Automatic Validation/Substitution indicators, validation/substitution canalso be executed automatically on saving.


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PLM210 Appendix 1: Additional Slides

You can use the project stock indicator to define for material requirements planningwhether a project can manage its own stock. The Automatic requirements groupingindicator automates the grouping of project stocks assigned to individual WBSelements to the top WBS element.


In the Status management detail screen, you can enter default values for status profilesfor the project definition and WBS elements. If the respective indicator was set inthe project profile, status changes can be recorded automatically by the system withchange documents.

The profiles and indicator for Graphic control how the work breakdown structureis displayed in the hierarchy graphic. You can use the Vertical from level field, forexample, to control from which hierarchy level WBS elements are to be displayedvertically, instead of horizontally.

Using the default Project Summarization indicators, you can set default values for theProject Summarization indicator for all WBS elements or all billing elements and/or allaccount assignment elements.


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From SAP R/3 4.6C on, you can carry out sales pricing in the Project Builder, basedon Easy Cost Planning data, for a project that does not have a customer inquiry. UnderSales pricing, you can enter default values for the necessary organizational data andthe DIP profile.


On the Organization tab page in the project profile, you enter default values for theorganizational assignment of the individual WBS elements and the entire project, aswell as a default value for the project currency.

WBS sched. prof. on the Plg board/dates tab page controls which characteristicsscheduling has when you trigger WBS scheduling. You can also select one of twoscheduling scenarios as a default value. The With activities indicator controls whetherassigned activities can also be read when a project is opened in particular transactions.

The Factory calendar, which is entered in every WBS element and can be enteredas a default value in the project profile, specifies the work days and public holidays.The Time unit refers to the duration of WBS elements.

Under Planning method, you can specify one of the four scheduling methods for WBSelements for the set of basic dates and forecast dates. When the dates are extrapolated(bottom-up planning), the dates of assigned activities can also be taken into account.


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When new activities are created in a project, the indicators under Network specify towhich network these new activities are assigned or with which network profile anew network is created. For certain transactions, the new network header can bedisplayed automatically.

The planning board profile (Plan board prof) entered in the project profile is used asthe default profile when the project planning board is called up. It determines how thetable and graphic areas of the planning board are displayed.

You can call up various capacity planning reports from the project planning boardand structure planning. In the project profile, you enter the relevant overall profiles,taken from capacity planning.

The profiles for the hierarchy graphic specify how the hierarchy graphic is to bedisplayed when it is called up from date planning for WBS elements.


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The Object Class that can be entered here as the default value specifies the cost flowin Controlling from a business point of view. The Statistical indicator determineswhether costs can be debited from a WBS element or whether statistical costs can onlybe posted for it. The Integrated planning indicator activates the update of plannedactivity inputs from WBS elements to the sending cost center.

The Planning/budgeting profiles determine how cost planning and budgeting arecarried out for the work breakdown structure and whether the availability check isactivated.

The Costing Sheet specifies how overhead costs are determined. The Overhead keyis used to determine an overhead percentage rate and templates for process costallocation. The Interest calc. profile specifies how interest is calculated for theproject. The Investment profile specifies how the project is integrated with InvestmentManagement and can be used, for example, for the automatic generation of assetsunder construction. A Results analysis key is required for results analysis in WBSelements. The Settlement profile specifies, for example, the permitted settlementreceivers for the WBS elements. In the Strategy for settlement field, you can enter akey that refers to the strategy for the automatic generation of the settlement profile.

The graphic profiles determine what the hierarchy graphic looks like when it is calledup from budgeting.


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When a network is created, the system requires a network profile containing differentdefault values.

Figure 90: Network Profile (1)

Plant, Network Type, and MRP Group are required information for creating networks.The Relationship view field specifies whether predecessor/successor/all relationshipsare displayed in the list of relationships. The Level of detail field applies to networkswith external relationships and specifies the level of detail with which the linkednetworks are displayed in the network structure graphic. Comp. Increment and Op./ Act. Incrmt specify the default increment for the numbering of components andactivities. The Check WBS Act. field defines how activity dates are taken into accountduring top-down scheduling. The Overview variant describes how the object overviewis structured. The Procurement indicator is relevant for the assignment of componentsand groups together default values. The Field key describes the short texts for userfields. The Version profile controls whether status-dependent project versions arecreated and which data is contained in these versions. The Res./Purc.req indicatordetermines when reservations and purchase requisitions are created. If the Capacityrequirements indicator is set, the system determines the capacity requirements whenthe network is saved. If you use the Entry tool, the system branches to the detail screenof an activity when a new activity is created. The Project Summarization indicatorspecifies whether activities take part in project summarization. The Proj.summ.MasterData indicator determines whether summarization is executed on the basis ofclassification or master data characteristics. Using Align Fin. date, you define whetherthe component requirements date is aligned to the start or finish of the activity.


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In the fields for Validation and Substitution, you can enter default values for thevalidation/substitution to be used in the network header and activities. These areexecuted automatically on saving.

The Graphic Profile describes the structure of the network structure graphic. In thegraphic, all relationships are either displayed as FS relationships or according to theirproper type (Relationship Display). Activities can be displayed in the graphic in fourdifferent levels of detail (Activity Display). In the extended display of activities, thespecified color indicates an assigned object. The Project Planning Board Profiledetermines the appearance of the GANTT chart. The Overall profile ID for capacityleveling contains all settings for a capacity leveling.


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The Activities tab page of the network profile contains default values for the differentactivity types. The activity key determines the business characteristics of each activity.

For internal activities, the Cost Element can also be entered for the material planningvalue, as well as default values for the Unit ofWork and Duration, and the CalculationKey, which describe the distribution of capacity reqiurements and costs across theactivity duration.

In addition to the Control Key for cost activities, a default can also be entered forthe Cost Element for the planned costs.

For externally processed activities and service activities, additional organizational datafrom Purchasing and default values for the Cost Element and Unit of Measure can beentered in the network profile.

When a network is created, the network type is either determined from the networkprofile or entered manually. The network type contains the following data:


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Figure 93: Network Type

The indicator for the partner update in Controlling determines how totals records arecreated during CO allocations The Classification indicator specifies whether a networktakes part in order classification. Preliminary planning networks (the PreliminaryPlanning indicator is set) are used for planning, are never implemented, and thereforedo not generate any assigned values; �normal� networks generate assigned values.Residence times specify how much time must elapse between individual archivingsteps. Functional areas are used in Financial Accounting as a structural element foryour company in profit and loss accounting, according to the cost of sales method.The Object class is used to specify the cost flow in Controlling from a business pointof view. The Settlement profile specifies how settlement takes place (for instance thepossible receivers). Under Status Management, you can enter the user status profilefor the entire network. By setting the Release immed. indicator, networks of this typeare given the status released when they are created.

Number ranges are assigned to network types. A number range can define eitherexternal or internal number assignment.

The system determines the parameters for the network type according to the plant andthe network type. This Customizing table includes the following settings:


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Figure 94: Parameters for Network Type

The Strategy field defines a key for determining settlement rules for activities. TheDefault rule is a settlement rule that can be used in the above strategy. The Reductionstrategy describes how the duration of an activity can be reduced automaticallyin the case of deadline pressure. The CstgVariantPlan and CstgVariantActl fieldsdescribe how planned costs and actual costs are to be determined. The Plan CostCalc. indicator specifies when and how costing is to be carried out. Setting theWrkflwPO Chg. indicator activates the workflow for changing purchase order quantitiesand dates. Using the Activity/Acct Assignment indicator, you determine whether anactivity-assigned or header-assigned network is generated. The Net Order Priceindicator controls whether the net price is transferred unchanged from the purchaserequisition (PReq) to the purchase order. The Collective PReq. decides for eachnetwork whether either a purchase requisition with many items is generated or manypurchase requisitions with one item.

The indicators under Status change documents enable change documents to be createdwhen master data is changed (Change documents indicator) and when a status ischanged.


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Entering a BOM usage allows a BOM alternative to be chosen automatically. TheChange Profile describes how the system is to react when changes are made to theconfiguration. Without the change profile, a configuration change is allowed onlywhen the status is Created. To exchange data with PDC systems, you must set thePDC Active indicator.

The attributes of activities are defined by the Control Key. The following settings canbe made when you define control keys:

Figure 95: Control Key

Using the Scheduling, Det. Cap. Req. and Costing indicators, you can controlwhether an activity is relevant for scheduling, determining capacity requirements, andnetwork costing. If the Schedule indicator is not set, the system uses a duration of0 when scheduling the activity, regardless of the value in the Duration field in theactivity. The Costs. act., Service, and Externally proc. act. indicators define theactivity category. When you schedule externally processed activities, you can usethe Sched. Ext. Act. indicator to define whether the planned delivery time or theDuration field are used for scheduling. Using the Confirmation field, you definewhether confirmations for an activity are planned or possible, but not necessary, orwhether they should not be possible at all. To print confirmation slips or time tickets,the corresponding indicators must be set in the control key. You make detailed settingsfor printing under print control in Customizing for Networks.

Customizing Settings for NotificationsFor Claim Management, SAP provides two standard notification types: claim oncustomer or vendor (internal claim) and claim by customer or vendor (external claim).If required, however, you can also create more notification types. The notificationtype is a key that defines the origin, contents, and other attributes of a notification.For detailed information about the different Customizing activities, refer to theImplementation Guide (IMG).


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Figure 96: Notification type

When you create a new notification type, assign it to one of the predefinednotification origins. The system uses this assignment to determine the notificationtype automatically. Claims belong to notification type 4. The Origin indicator alsoaffects the appearance of the interface.

You can define screen templates for particular notification types, in which you definethe screen areas and, if required, initial screens, and settings for formatting long texts.A field selection also enables you to influence the screen structure.

When you create a notification type, you assign it to a number range. You can use theEarly No. Assignment indicator in the notification type to specify that as soon as aclaim is created (before saving), the system assigns a number to the claim.

You can use codes, code groups, and catalogs that are assigned to the notification typeto define possible problems and causes, or tasks and activities. By assigning a catalogprofile to the notification type, you can control which catalogs and code groups areactually used. In addition, you can define your own priority types and partner profilesand assign them to the notification type.

When you are processing claims and tasks, you can also use additional functions(activities) that are provided in a separate section of the screen (action box). InCustomizing for Notifications, you define which actions are available for whichnotification type. In the detail screen for the individual functions, you can make othersettings that control how the functions are carried out.


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Figure 97: Settings for Activities

For each function, you can also define several dependent functions (follow-upactivities). After the superior function has been executed, the system provides thesedependent functions in the action box. This enables you to define the workflow forthe whole process.

Symbols of the Project Planning BoardThe following figure shows the symbols of the project planning board, with briefinformation about their respective functions.


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Figure 98: Symbols of the Project Planning Board

Account Assignment Categories for SD/PS Processes

Figure 99: SD/PS Processes


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About 1): In assembly processing, you can generate a (header-assigned) networkwithout a project when you create a sales order. In this case, the sales documentitem is a cost object in its own right.About 2): In assembly processing, you can generate a network when youcreate a sales order. When you save your data, the system creates a WBS andassigns the sales order item to a WBS element in this WBS. In this case, thesales order depicts the sales view, the project is the controlling instrument, andlogistical processing is reproduced by the network. Alternatively, you can creatework breakdown structures and networks, and assign the sales document itemmanually.About 3): You can assign a sales document item to a WBS element in a project.Controlling takes place in the project. You can assign orders or documents tothe project.About 4): You can use assembly processing or material requirements planning(MRP) to create a production order, and then assign the sales document item to aWBS element in the project. You then assign the production order manually to aWBS element in the project. The sales document item must be controlled by anaccount 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 case2, the best choice would be Q or D, in cases 3 and 4, account assignment category Gwould also be possible.

Open PS for PalmWith the interface solution Open PS for Palm, you can enter confirmations for networkactivities using a 3Com Palm III (or higher). To do this, you download activity datafrom the SAP Project System to the Palm. You can then call up the activity datawithout a connection to the SAP system and confirm work and the percentage ofcompletion, for example. When you have access to the SAP system again, you canload the data back into the Project System and update your project.


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Figure 100: Open PS for Palm

For more information about Open PS for Palm, refer to the SAP Service Marketplaceusing the alias PS.

Variant Configuration with NetworksYou can use configuration in the Project System if you wish to produce a complexproduct with different variants. The characteristics required for defining a variant aregrouped together into one variant class. The standard network or material is assignedto this variant class using a configuration profile. Characteristics are an important partof classification. You can use characteristics to describe the details and attributes ofan object, such as the length of a screw, the color of the casing, or the shelf life ofgroceries. Object dependencies describe the interdependencies between differentobjects in a configuration. They have three functions: they check the consistency ofthe configuration, the completeness of the configuration, and they can be used toderive values.


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Figure 101: Variant Configuration Concepts

Object dependencies can be created centrally as part of variant configuration orlocally (in a standard network, for example). Afterwards, the object dependencycan be assigned, for example, to an activity in the standard network. If the objectdependencies have been created centrally, they can be used several times.


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Figure 102: Object Dependencies

Example: a configurable standard network (E-1000) has been entered in the IDESdata. If you create an operative network by copying from this configurable standardnetwork, the interface for assigning characteristic values appears. Even at this stage,different types of object dependency are used:

� Prerequisite: the Cabin Telephone characteristic is offered with three possiblevalues only if the Telephone value has been assigned to the Cabin Fittingscharacteristic. The corresponding object dependency has, therefore, beenassigned to the Cabin Telephone characteristic.

� Selection requirement: if the Telephone value is assigned to the Cabin Fittingscharacteristic, the Cabin Telephone must have a characteristic assigned to it.Entry of a value is required. The selection condition has thus been assigned tothe characteristic Cabin Telephone.

� Action: the characteristic Number of Passengers determines the value of thecharacteristic Drive. The more people the elevator is to carry, the more powerfulthe drive must be. The action is assigned to the characteristic Number ofPassengers.

You maintain object dependencies in the standard network for the objects that can beselected via the configuration. Object dependencies for the components or BOM itemsassigned to the activities are defined in the bill of material used (for a configurablematerial).


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Figure 103: Configuration Objects in Network

A variant is assigned to the standard network via a configuration profile. A standardnetwork is configurable only if it is assigned to a variant class and if objectdependencies have been assigned to the selectable objects in the standard network.

The configuration process for creating a subnetwork by copying from a configurablestandard network is the same as for creating a network. If the variant class of thestandard network that was used to create the higher-level network is identical to thevariant class assigned to the standard network that was used to create the subnetwork,the original characteristic value assignment is taken for the subnetwork configuration.If not, a screen where you can assign separate characteristic values for the subnetworkappears when you create the subnetwork. You can also use configuration when youincorporate a configurable standard network into an operative network. However,you must have used configuration to create the network, and the templates (that is,the standard networks) must have identical variant classes. Configuration is carriedout using the characteristic values assigned in the network; the characteristics arepassed on to the standard network that is to be incorporated. If the variant classesare not identical, the standard network is included in its entirety (with no separatecharacteristic value assignment). You can use configurable materials as componentsin a network. To identify a material uniquely, you must assign characteristic values,which will be passed on to materials planning via the reservation for the material.


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Figure 104: Transfer of Characteristic Value Assignment

Even if you have already released individual activities in your network, you can stillchange the configuration. However, if you want to do this, you must have specifieda change profile in the network type parameters. If you have not specified a changeprofile, you will be able only to display the characteristic value assignments in thenetwork or make changes (that is, reconfigure) until the network is released. Whenyou change the characteristic values, the system deletes the network except for itsheader data and restructures the network from the standard network and the currentcharacteristic value assignments.

Figure 105: Changing a Configuration


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Without a change profile, you cannot make changes to a configuration that has thestatus Released. The profile tells the SAP system how to react if, for example, changesare to be made to an activity that has already been released.

Figure 106: Change Profile

Archiving of DocumentsIn addition to project structures, other documents that are linked to a project areusually archived and deleted from the SAP system database. You archive and deletefunds reservations and funds commitments using the archiving object FM_FUNRESin the general archiving transaction or in the SAP Project System. During thepreprocessing job for this archiving object, the program checks whether a documentcan be archived. If the document can be archived, an archiving indicator is set.Afterwards, the document can no longer be changed.

Transfer price agreements and allocations are archived using the archiving objectCO_FIXEDPR. Before archiving or deleting, a deletion indicator must be set for thedocuments. The deletion indicator cannot be revoked.

The archiving object CM_QMEL can be used for claims. Claims are archived usingthe general archiving transaction SARA.


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Figure 107: Archiving of Documents in the Project System

The preliminary program (RQARCCMV) for archiving object CM_QMEL flags theselected claims that have the DLFL status as archivable and deletable, by assigningthe MARC status to them. This means that the individual claims are prepared forarchiving and locked for further changes in the dialog. Using program RQARCQM3(transaction SA38), you can also add the archiving indicator to claims whosecompletion date is a particular number of days in the past.

If a cost collector was created during claim processing, the internal order automaticallyreceives the DLFL status, if the claim is flagged for deletion. If the claim�s deletionflag is revoked, the cost collector�s deletion flag is also revoked. However, there is noother relationship between the claim and the cost collector during archiving. If theclaim is closed (for example, if it is subsequently not approved), this has no effecton the cost collector. Internal orders are generally archived and deleted using thearchiving object CO_ORDER in Controlling or in the general archiving transaction.


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Glossaryactivity

Task in a network that has a defined start and finish. Categories of activities inthe Project System are: Internal, external, costs, service.

archiving objectLogical object of related business data that is read from the database by a writeprogram and deleted by the associated delete program after the data has beensuccessfully archived.

business areaAn organizational unit of external Financial Accounting that represents a separatearea of operations or responsibilities within an organization.

claimProject-specific notification type. A claim is used to document deviations fromthe project plan. You can use a claim to plan costs that arise for a project due to adeviation and to trigger follow-up functions.

coding maskDisplay option for complex project numbers. It can also be used to derive thehierarchy of a work breakdown structure from the numbers of its WBS elements.

company codeThe smallest organizational unit of Financial Accounting for which a completeself-contained set of accounts can be drawn up.

controlling areaAn organizational unit within a company used to represent a closed system foraccounting purposes. A controlling area may include single or multiple companycodes that may use different currencies.

milestonesObjects that represent events of particular significance or interest to the projectflow. They are assigned to individual WBS elements or activities.

networkDescribes the time sequence and dependencies of events and activities in aproject, and thereby represents the course of the project.


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Glossary PLM210

object dependenciesMutual interdependencies between objects. You can also use object dependenciesto ensure that the correct BOM items and operations are selected when an objectis configured. You describe object dependencies in a dependency editor usinga special syntax. There are different types of object dependencies for differentpurposes.

plantOrganizational unit within Logistics, serving to subdivide an enterprise accordingto production, procurement, maintenance, and materials planning.

profit centerAn organizational unit in Accounting that reflects a management-orientedstructure of the organization for the purpose of internal control.

projectThe summary of certain business processes within a company. They can bedefined as a plan distinguished by the uniqueness of their conditions. Theseconditions include, for example, a clear goal, and other restrictions such as time,money, and personnel resources.

project definitionBinding framework for all organizational elements created within a project. Theproject definition contains default values and profile data. You automaticallycreate a project definition when you create a work breakdown structure.

project profileMust be specified when creating a project. It contains default values andparameters for editing projects. Values for the project profile are maintained inCustomizing for the Project System.

project versionStatus of a project at a particular time. A project version documents theprogress of a project over time. Project versions are created either manually, orautomatically when a status changes.

relationshipDescription of the link between the start and finish points of two activitiesin a network or standard network. Relationships define the time sequenceof individual activities. The following relationships exist: SS relationship(start-start), FF relationship (finish-finish), SF relationship (start-finish), FSrelationship (finish-start).

simulation versionModifiable version of a project. You create a simulation version, for example, inthe quotation phase, if an operative project does not yet exist, or if you want toplan other alternatives to an existing operative project or subproject.


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PLM210 Glossary

standard networkProject-neutral network structure that can be used as a template for creating otherstandard networks or operative networks.

standard work breakdown structureNeutral work breakdown structure that can be used more than once and servesonly as a template for creating operative work breakdown structures.

WBS elementStructural element in a work breakdown structure. A WBS element describes atask or a partial task that can be divided. Planned and actual project values arestipulated for and aggregated to WBS elements.

work breakdown structure (WBS)A model of the project that shows the project deliverables in hierarchical form.It outlines the project in manageable sections. The individual elements of thework breakdown structure are called WBS elements.


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Glossary PLM210


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IndexAaccount assigment category,133, 210

activities, 8, 56, 61�62, 135,203

activity, 88, 92activity elements, 61, 65, 135archiving, 178, 204, 216archiving object, 179, 216assembly processing, 10, 124,210

Bbusiness object, 161Ccharacteristic value assignment,163, 165, 214�215

claim, 86, 180, 206, 216coding mask, 20, 24configuration, 163, 206, 211configuration profile, 165, 214control key, 62, 69, 203, 206cost collector, 89, 91, 180, 217Ddocument management, 32, 67,88, 102

Eediting mask, 137Ffield key, 30, 196, 201flexible detail screens, 154Hhierarchy, 6, 9, 24

hierarchy graphic, 25, 104, 197Iinput help, 21Llong text, 31, 88, 91, 102, 130Mmass change, 156material, 23, 66, 126, 129,131�132, 165, 197, 201, 214

milestone, 29, 67Nnetwork, 8, 56, 180network header, 61network profile, 59, 154, 158,201

network structure graphic, 64,104, 202

network type, 59, 183, 201, 203notification type, 87, 90, 206Oobject dependencies, 163, 165object dependency, 212Open Project System (OpenPS), 161

Open PS, 210operative indicators, 23Pphases, 5project, 3Project Builder, 21, 59, 100,156, 181, 198

project definition, 17


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Index PLM210

project organization, 3, 24project planning board, 22, 59,100, 104, 106, 156, 181, 199,208

project profile, 19, 137, 154,158, 195

project version, 99, 107,180�181

PS text, 31, 67, 102, 130Rrelationship, 56, 61�62, 69, 136requirements class, 125, 133retrieval, 185SSD/PS assignment, 137simulation profile, 102, 196simulation version, 10, 99�100,180�181

standard network, 19, 126, 128,163, 180�181

standard structures, 10, 34, 59,127

standard work breakdownstructure, 18, 126, 130, 164,180�181

status, 26, 68, 89, 107, 130,156, 181, 183, 197, 204�205

status profile, 26, 130, 197, 204subnetwork, 69, 214substitution, 158, 196, 202Ttable control, 155task, 88, 92Uuser fields, 30user status, 26, 68, 89Vvalidation, 159, 196, 202version profile, 107�108, 196,201

WWBS element, 8, 17, 23, 88work breakdown structure, 8,16, 180


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FeedbackSAP AG has made every effort in the preparation of this course to ensure the accuracyand completeness of the materials. If you have any corrections or suggestions forimprovement, please record them in the appropriate place in the course evaluation.
