PLM210 - Project Management - Strcutures

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Participant Handbook Course Version: 2005 Q2 Course Duration: 3 Day(s) Material Number: 50072913

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

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mySAP Product Lifecycle Management

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Project Management – Structures

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 the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.

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

American English is the standard used in this handbook. The following typographic conventions are also used.

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Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options.

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Description

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© 2005 SAP AG. All rights reserved.

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

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About This Handbook

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Icons in Body Text The following icons are used in this handbook. Icon

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For more information, tips, or background

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Contents Course Overview ............................................................................. vii

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

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Activities and Networks .................................................................... 56

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

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

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

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

Appendix 1: Additional Slides

.........................................................195

Glossary .......................................................................................219 Index ............................................................................................223

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Archiving .................................................................................... 178

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

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Work Breakdown Structures .............................................................. 16

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

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

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

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Target Audience This course is intended for the following audiences:

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Project managers Project team members Consultants

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Course Prerequisites Required Knowledge

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

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Recommended Knowledge

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SAPPLM mySAP PLM Solution Overview

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Course Goals • •

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

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This course will prepare you to:

Course Objectives After completing this course, you will be able to: • • • • •

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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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Use different project management tools Archive project structures

SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases:

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Unit 1 Unit Overview

Unit Objectives After completing this unit, you will be able to: Explain the typical characteristics of projects Explain the main differences between work breakdown structures and networks

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Lesson: Introduction ................................................................... 2 Exercise 1: Structures in the SAP Project System.......................... 11

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This unit introduces you to different project management concepts. You will receive an initial overview of the structures in the SAP Project System.

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Introduction

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Unit 1: Introduction

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Lesson: Introduction Lesson Overview

Lesson Objectives After completing this lesson, you will be able to: Explain the typical characteristics of projects Explain the main differences between work breakdown structures and networks

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


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The term “Project” is not specific to any particular industry and therefore covers different types of plans such as the following:

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To successfully manage projects, you must plan, control, and execute fundamental objectives in a target-oriented and efficient manner. In light of this, professional project management plays an important role in a business’s ability to stay competitive. This is especially true for businesses whose success is based primarily on project-oriented business processes.

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You work in a company that is going to implement the SAP Project System to process particular plans. You are responsible for implementing the SAP Project System. Find out about the characteristics and requirements of projects in your company.

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

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Lesson: Introduction

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

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Figure 1: What is a Project?

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Projects are usually an integral and interdisciplinary part of a company’s business processes. To control all of the tasks involved in carrying out a project, project-specific organizational forms (project organizations) are often used, which are located between the specialist departments involved. Many projects can also be characterized by their uniqueness 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

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

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The realization of a project involves different phases. Large projects require a high degree of precise planning and coordination. During the initial phase of the process, dates must be defined, resources must be made available, and financing must 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 according to two points of view: structure and process. The various phases depicted above represent 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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Figure 3: Phases of the Project Flow

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In particular, the planning phase at the beginning of a project is very important for the future progress of a project. Here, the definition of requirements (for example, in the form of specifications) plays a large role. Hint: In the following, you will find some general rules for defining requirements:

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

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Top-down estimates (for example, to establish persons responsible, the assignment of budgets) Bottom-up estimates (for example, to evaluate aggregated data about costs, revenues, scheduling, and progress)

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

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

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

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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.

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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, corporate services, and analytics, and covers almost all the essential business processes required by companies. mySAP ERP is based on the new technology platform SAP NetWeaver, which provides a standard technical architecture and solution platform for integrating users, information, processes, and applications.

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

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

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Figure 4: SAP Project System


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Figure 5: Basic Data of the SAP Project System

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

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

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A work breakdown structure is a model of the project that shows the project deliverables in hierarchical form. The work breakdown structure thereby represents the structural organization of the project and provides a phase, function, or product-oriented description of the project. It outlines the project in manageable sections. The individual elements of the work breakdown structure are called WBS elements. You can break down the WBS elements further, depending upon the project phase. The work breakdown structure is the operative basis for cost, revenue, and payment planning, time scheduling, and budget allocation in projects.

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

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

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The various WBS elements and activities should cover the entire scope of the project. Keep the structure simple – generally speaking, nobody can monitor structures containing more than 500 elements. Keep your project elements SMART (specific, measurable, attainable, realistic, and time-framed). Alternative structure information should be contained in the project elements, not in the structure itself. Use alternative structures/hierarchies during evaluations.

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

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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 by copying other operative projects, standard structures, or also simulation versions. Assembly processing is another indirect method of generating a network or a WBS from a sales order (see the “Assembly Processing” unit).

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Exercise 1: Structures in the SAP Project System Exercise Objectives

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Fill in the blanks to complete the sentence.

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The complex plans of a company can be represented in SAP PS using the two structures work breakdown structure (WBS) and network (NTW). The hierarchical structure reflects the structure of such projects, are used to represent the detailed processes. To plan and monitor costs, you can use . You plan and post revenues on . Budgeting is only . However, possible for by assigning one, or if required, more than one to a , the costs of both structures can be checked against the budget as assigned funds. Time scheduling is . Time dependencies carried out using between individual tasks in a project can be planned by linking the activities of . To plan material and capacity requirements, you use . When you create , you can use standard structures as templates.

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

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Ensure that you are clear about the characteristics of work breakdown structures and networks. As you do this, consider the structural requirements of your company's plans.

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After 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


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Solution 1: Structures in the SAP Project System Task: The following text describes once again the basic characteristics of work breakdown structures (WBS) and networks (NTW). Fill in the blanks in the text with WBS and/or NTW.

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Consider the requirements of your projects.

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

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The complex plans of a company can be represented in SAP PS using the two structures work breakdown structure (WBS) and network (NTW). The hierarchical structure work breakdown structure reflects the structure of such projects, networks are used to represent the detailed processes. To plan and monitor costs, you can use WBSs and/or NTWs. You plan and post revenues on work breakdown structures. Budgeting is only possible for work breakdown structures. However, by assigning one, or if required, more than one network to a work breakdown structure, the costs of both structures can be checked against the budget as assigned funds. Time scheduling is carried out using WBSs and/or NTWs. Time dependencies between individual tasks in a project can be planned by linking the activities of networks. To plan material and capacity requirements, you use networks. When you create WBSs and/or NTWs, you can use standard structures as templates.

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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

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There is a wealth of literature available about project management, without needing to mention any particular books, which can help you when you are processing and structuring your projects. For more information about the mySAP PLM e-business solution and some of its key functional areas, refer to the SAP literature under www.sap-press.de. For more information about mySAP PLM and mySAP ERP and the topics Life-Cycle Profitability Analysis and Strategic Program Management, refer to the SAP Service Marketplace (www.service.sap.com) under the alias PLM, ERP or PS.

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Unit Summary You 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 Objectives After completing this unit, you will be able to:

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Lesson: Work Breakdown Structures ............................................. 16 Exercise 2: Work Breakdown Structures ..................................... 37

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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

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This unit discusses the creation of work breakdown structures, their most important characteristics, and Customizing settings. Different processing options will be demonstrated using the Project Builder.

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Work Breakdown Structures

Unit 2: Work Breakdown Structures

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Lesson: Work Breakdown Structures Lesson Overview

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The work breakdown structure organizes your project in a hierarchical way and makes the structure of the project transparent. It enables you to define persons responsible and organizational affiliations. The work breakdown structure is the operative basis for further planning in projects. The focus here is on planning and monitoring costs, budgets, revenues, and basic dates. Networks and network activities are more suitable for planning resources and scheduling than work breakdown structures and work breakdown structure elements (WBS elements).

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Purpose and Setup of Work Breakdown Structures

To become familiar with the various options for work breakdown structures, create a simple project and make all the required settings in Customizing.

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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

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After completing this lesson, you will be able to:

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A work breakdown structure (WBS) is the basis for organizing a project. This lesson discusses the structure and fundamental characteristics of the objects in a work breakdown structure. Using the Project Builder you will become familiar with the various editing options for work breakdown structures. Furthermore, you will learn how to make basic settings for work breakdown structures in Customizing for the Project System.

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Lesson: Work Breakdown Structures

In the execution phase of the project, you can compare and analyze the planned data in reporting with the costs actually incurred or dates (actual dates), for example, at any time. With the help of progress analysis, you can view progress values that reflect the status of your project relative to the individual WBS elements, or aggregate them according to the project hierarchy.

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Each WBS element can act as its own controlling object for which you can plan costs and revenues. You can transfer these costs and revenus to the WBS element by assigning the corresponding documents to the WBS element. By assigning orders to a WBS element, you can analyze order costs for the WBS element and check them against the WBS element budget.

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You create a project definition automatically when you create a work breakdown structure. 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 this point to create WBS elements or individual activities. The project definition is the framework for all objects within a project in later planning phases. The project definition 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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Figure 7: What Is a Work Breakdown Structure Used For?


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transferred to new WBS elements you create for this project. The basic dates for the entire project and the planning parameters for costs, budget, and dates are stored at the project definition level. Caution: A project definition is not an account assignment object (that is, you cannot post to it).

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

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Creating Work Breakdown Structures There are many options for creating work breakdown structures in the SAP Project System. The Project Builder, structure planning, the project planning board, and Create Work Breakdown Structure are transactions in the SAP Project System you can use to create a work breakdown structure. When you create a new work breakdown structure, you can use an existing work breakdown structure, the subhierarchy of a project, or a standard work breakdown structure as a template. You can also include the templates in an operative work breakdown structure at a later stage. A standard work breakdown structure is a neutral work breakdown structure that can be used more than once and serves only as a template for creating operative work breakdown structures.

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Figure 8: Project Definition and Work Breakdown Structure

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

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Assembly processing is another indirect method of generating a network or a WBS from a sales order, for example. Assembly processing and standard structures are discussed in that lesson.

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In the quotation phase of a project, you can simulate projects using simulation versions, even if an operative project does not yet exist. It is possible to plan several simulation versions. You can then decide which version is the most suitable to transfer to an operative project. Simulation versions are discussed in the “Claims and Versions” lesson.

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

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Figure 9: Different Ways of Creating Work Breakdown Structures

You must assign a project profile to the project when you create a work breakdown structure. The project profile is the most important profile for the work breakdown structure. 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 project definition. When you edit the work breakdown structure, you can change the default values provided by the project profile. Values for the project profile are maintained in Customizing for the Project System. The project profile is divided into four sections (for a better overview): control, organization, planning board/dates, and controlling.

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Figure 10: Project Profile

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

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

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

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

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Figure 11: Project Coding Masks and Special Characters

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Hint: Please note that, even though you can make additions to the coding masks later, you cannot take anything away if WBSs have been created already 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 Builder offers you a clear and easy way to access the Project System. It is user-friendly and enables you to quickly and efficiently edit projects. You can create, display, or edit 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's context-sensitive menus, Drag&Drop feature, and the option to define an individual worklist or list of templates.

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The Project Builder is made up of a three-part editing window. In the upper-left corner you find the structure overview, in the lower-left corner the worklist, and to the right, a display and editing area. The structure tree displays selected project data of the current project and its hierarchical dependencies. You can store projects, networks, and WBS elements used most often and according to the user in the worklist. Furthermore, the worklist always displays a list of the five projects edited last. The templates suggest default objects for maintaining project structures. From these templates you can add new project elements to the project, and include operative project structures and standard project structures as templates. The work area displays the detail view for selected objects in the structure tree and enables you to directly access overviews of subordinate objects. You can edit individual project elements in the work area. To maintain WBS structures and networks, you can navigate quickly and efficiently in the Project Builder, between the various views (detail and overviews), graphics, and the project planning board.

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Figure 12: Project Builder

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

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Structure of Work Breakdown Structures WBS elements are the structure elements of the work breakdown structure. A WBS element describes a task or a partial task that can be divided. With operative indicators you determine the controlling characteristics of a WBS element and define the tasks of the 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.

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Other indicators for functions used by WBS elements while realizing a project are statistical and grouping WBS element. The Statistical indicator specifies whether a WBS 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 or a billing element. You use grouping WBS elements to group the material requirements for components kept in project stock in one or more projects on one WBS.

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Figure 13: WBS Element Indicators

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

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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

SAP

SAP

If you want to edit large projects and you need to create numerous WBS elements with complex project numbers, the system can help you derive the project hierarchy. To be able to derive the hierarchy from the keys defined for the WBS elements, you must have defined an appropriate project coding mask in Customizing. After you have defined a project coding mask, you can create WBS elements in a project one after the other without worrying about the correct hierarchy level. You can enter all WBS elements in level 1. The system then derives the individual levels of the WBS elements from the project coding mask. The WBS element with the shortest number is created on level 1. The remaining WBS elements are arranged in the lower hierarchy levels depending upon their numbers and the number of separators.

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Figure 14: Assigned Objects

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

Partner

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

SAP

Figure 15: Derivation of the WBS Hierarchy Structure


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Figure 16: Hierarchy Graphic

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System statuses have been set up by the SAP system and cannot be changed. They control the main business transactions. You can, however, define your own user statuses to attain a greater level of detail. You must always define a user status within a status profile. Therefore, you must always create a status profile for an object type in Customizing before you can define the user status in the status profile. You can enter your user statuses in the status profile and define which business transactions are permitted or prohibited. You can also specify the sequence in which user statuses should occur. A user status can be set or deleted manually for several WBS elements at the same time. Individual status profiles can be defined for project definitions and WBS elements. If a status profile has not yet been defined in the project profile, you can still specify in the application which status profile should be used the first time you set a user status.

Partner

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

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Status

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Figure 17: System Status and User Status

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

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

Internal

Example: A WBS element has the system status Created, which permits, among other things, the business transaction Create Purchase Order. However, you can now set a user status such as Quotation, which prohibits purchase orders being created. You must 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 same time. In this case, you can decide whether the business transaction that triggered the warning should be executed. The status log contains information about which status permits the transaction with a warning.

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

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• •

SAP

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

PLM210

Internal

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 network activity. Make the settings required for defining the user status within the status profile.

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• • •

Define the descriptions of user statuses and document their functions using a corresponding 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


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

SAP

Detailing Options

Use

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 creating an original budget. If this user status is set, a warning is issued by the system when the original budget is changed.

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

SAP

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


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You can enter specific data in user-defined fields for every WBS element. The system provides two text fields 20 characters long, two text fields 10 characters long, two quantity fields with quantity units, two value fields with currency units, two date fields, and two check boxes. The field key determines the name of the respective user field and specifies whether it is ready for input. If you change the field key for the WBS element, the name of the user-defined field itself changes, but the contents of the field stays the same. If you evaluate user-defined fields in the information system and use different field keys, this can cause confusion and lead to misinterpretation (due to the different names of the user-defined fields). You define field keys in PS Customizing. You can define a user exit that enables you to develop your own special checks for user-defined fields. If the user-definable fields available do not satisfy your requirements, you can use a user exit to develop additional fields for WBS elements and the project definition.

SAP

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 a WBS element.

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Figure 20: Milestones in the WBS

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Figure 21: User-Defined Fields in WBS Elements

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PS texts Documents from document management

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• •

SAP

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

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SAP Use Internal

From Release 4.6C on, you can assign documents to your project directly via the Internet without access to the SAPGUI of an SAP system, or view documents you already assigned using a browser. To do so, use the Internet scenario “Creating Project Documents in the Web” with the service CNW4. Using this service you can work in the 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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Caution: You cannot assign either PS texts or documents to the project definition.

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

SAP

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

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Figure 22: Project Documentation

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

SAP

SAP

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Figure 23: Creating Project Documents in the Web

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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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Internal

• • •

Partner

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

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Tips for Work Breakdown Structures The work breakdown structure is the operative basis for further planning in projects. A work breakdown structure consists of a project definition and WBS elements with hierarchical relationships. Hint:

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

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• • • •

WBS elements belong to one project definition; they cannot be assigned to any 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).

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•

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Figure 24: Templates and Work Breakdown Structures

When you define standard structures, you have the option of standardizing your project management so that you can use empirical values from earlier projects in new 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 that projects become more transparent and you can compare them more easily, thereby enabling more effective project controlling.

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Exercise 2: Work Breakdown Structures Exercise Objectives After completing this exercise, you will be able to: • Create work breakdown structures using the Project Builder. • Make the relevant Customizing settings

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You 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 in Customizing and then use the Project Builder to create and edit the work breakdown structure.

Use

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

SAP Use

Create the project profile GR## with the description GR## Sales Projects by copying the profile 1004, Elevator Model Group 4, in Customizing for the Project System.

2.

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

The WBS elements of such work breakdown structures belong to the project type CP (Customer Project). Each WBS element enables you to achieve a valuated project stock When a substitution for WBS elements is manually triggered, the substitution PSSUB01 (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 end user can create only one WBS element on the highest level of the WBS when using this project profile.

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1.

SAP

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

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Business Example


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The profile 130000000001 IDES Scheduling Forward is used for scheduling the WBS. Budgeting individual fiscal years is possible (Budget Profile 130001).

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4.

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

Task 2: Creating a Work Breakdown Structure in the Project Builder

Use

3.

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

4.

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

5.

Derive the structure of your work breakdown structure using the selected identification of the WBS elements and the coding mask used.

SAP

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

Continued on next page

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2.

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Create a project with the identification E-99## and the description Elevator Gr## manually, without a template, and using the project profile you already created GR## Sales Projects in the Project Builder.

SAP

1.

Internal

Create a project manually in the Project Builder. Enlarge the structure of your WBS by adding WBS elements and then derive an appropriate hierarchical structure.

Use

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

Internal

3.

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

PLM210


6.

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

Task 3: Detailing a Work Breakdown Structure


2.

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

3.

Create your own PS text for the text type 02 General comment with the description Project ## to define a specification of your elevator at the highest 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## to documents in the document management system. Use the document key DRM PS-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 elements of the subnode “Engineering/Design”. Set the status LPRQ Lock purchase requisitions by passing on to this subnode of your project.

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Internal

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

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SAP

Internal

You can add more detail to your project in the Project Builder by defining characteristics 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 your project. Optional: Set and pass on a user status in your project.

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Solution 2: Work Breakdown Structures Task 1: Customizing Work Breakdown Structures Create a suitable project profile in Customizing and adapt the data of your person responsible. Optional: Check the coding masks for elevator projects.

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Create the project profile GR## with the description GR## Sales Projects by copying the profile 1004, Elevator Model Group 4, in Customizing for the Project 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

SAP

2.

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

The WBS elements of such work breakdown structures belong to the project type CP (Customer Project). Each WBS element enables you to achieve a valuated project stock When a substitution for WBS elements is manually triggered, the substitution PSSUB01 (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 end user can create only one WBS element on the highest level of the WBS when using this project profile.

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

SAP

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

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1.

Internal


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The profile 130000000001 IDES Scheduling Forward is used for scheduling the 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 profile overview and choose Details. Enter the following values in the corresponding tab pages:

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Proj. Type

CP

Only One Root

x

Proj. summ. MastDa

x

Substitution WBS Elements

PSSUB01

Project Stock: Valuated Stock

x

Project Stock: Automatic Reqmnts Grouping

Deselect Indicator

WBS sts. prof.

Delete the status profile

Project Summarization (default): All WBS elements

x

SAP

Leave other fields as they are

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Field Name

Field Value

WBS sched. profile

130000000001 (IDES Scheduling forwards)


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Controlling tab page Field Name

Field Value

Budget Profile

130001

Leave other fields as they are Choose Save. To exit, choose Back twice. Continued on next page


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Plg Board/Dates tab page

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Field Value

Internal

Field Name

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Control tab page

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3.

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

In Customizing, choose Project System → Operative Structures → Work Breakdown Structure (WBS) → Specify Persons Responsible for WBS Elements.

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

In Customizing, choose Project System → Operative Structures → Work Breakdown Structure (WBS) → Project Coding Mask → Define Project Coding Mask. Find the key for the description Edition IDES Elevator and have a look at the corresponding blocking indicator.

SAP

In Customizing, choose Project System → Operative Structures → Work Breakdown Structure (WBS) → Project Coding Mask → Define Special Characters for Project.

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Internal

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

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b)

SAP

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

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4.

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


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Task 2: Creating a Work Breakdown Structure in the Project Builder Create a project manually in the Project Builder. Enlarge the structure of your WBS by adding WBS elements and then derive an appropriate hierarchical structure. 1.

Create a project with the identification E-99## and the description Elevator Gr## manually, without a template, and using the project profile you already created GR## Sales Projects in the Project Builder.

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Open the Project Builder in the SAP Menu under Project System. Choose SAP Menu → Logistics → Project System → Project → Project Builder.

Partner SAP Use

Field Value

Project Definition (Identification)

E-99##

Project Definition (Description)

Elevator GR##

Project Profile

GR## SD Projects

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Field Name

Confirm your entries by choosing Enter.

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Internal

SAP

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

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

Internal

a)


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2.

Using Drag&Drop in the Project Builder, add the WBS element E-99## to your project. Choose Gr## as the description. Expand Individual Objects in the template area of the Project Builder. Drag a WBS element to your project definition in the structure tree. Enter the following data: Field Name

Field Value

WBS 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##-1-2 Electrical Engineering to the table overview. To avoid typos, use the entry aid @. Do not pay attention to the WBS element level yet.

Use

WBS element

Description

@1

Engineering/Design

@11

Mechanical Engineering

@12

Electrical Engineering

Partner

Confirm your entries by choosing Enter. 4.

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


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Choose WBS Element Overview. Enter the following data in the table overview:

SAP

SAP

a)

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a)


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

Field Name

Field Value

Below

E-1004

Without root

x

Right

x

Without activities

x

Choose WBS Element Overview and select the WBS elements E-1004-2 Procurement and E-1004-3 Assembly. To replace 1004 with 99## choose Replace (2x). To copy both WBS elements to your project choose Include. Derive the structure of your work breakdown structure using the selected identification of the WBS elements and the coding mask used. a)

Create a WBS element for Quality Assurance using the hierarchy graphic. Assign it to level two. Use an appropriate identification and save your work breakdown structure. To branch to the hierarchy graphic, choose Hierarchy Graphic. Then choose Create from the hierarchy graphic. Click the WBS element that can be inserted. Then click somewhere in the display area. Enter the identification E-99##-4 in the detail screen of the new WBS element and enter Quality Assurance as the description. Confirm your entries by choosing Back. Choose Connect and then drag a line from the highest WBS element to the new WBS element Quality Assurance. By clicking in a free area of the display section you can deactivate the connecting mode. Choose Back to return to the Project Builder. Save your project.


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a)

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6.

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

SAP

SAP

5.

Use

Partner

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

Internal

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a)

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Task 3: Detailing a Work Breakdown Structure You can add more detail to your project in the Project Builder by defining characteristics 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 your project. Optional: Set and pass on a user status in your project.

Use

Partner

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

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1.

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for all WBS elements. Note, however, that the highest WBS element is the only one relevant for revenues. The person responsible for all WBS elements in your project should be person responsible ##. a)

To open your project E-99##, transfer the project by dragging and dropping from the worklist to the structure tree. Expand the project structure using the corresponding icon.

Field Value

Start date

Today

Finish date

Today +6 months


SAP Use Internal

PE

Acct

Bill

E-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

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WBS element

On the Responsibilities tab page, enter the value ## for all WBS elements in the column Person Responsible. Confirm the entries with ENTER. Continued on next page

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

SAP

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

Use

Partner

Field Name

Internal

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

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2.

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

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

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Description

Kickoff Meeting

Usage

00001

Trend Analysis

x

Offset

12

Time unit

Day

Use

Field Value

Internal

Field Name

Partner

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


SAP

Create your own PS text for the text type 02 General comment with the description Project ## to define a specification of your elevator at the highest WBS element. Use the Microsoft Word interface to create a text. Drag a PS text from the template area (under Individual Objects) to the highest WBS element E-99##. Enter the following data: Field Name

Field Value

Text type

02 or General comment

PS Text

Project ##

Text format

2 or DOC format

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Internal

a)

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


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3.

SAP

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

49


4.

Using the document overview, create a link from WBS element E-99## GR## to documents in the document management system. Use the document key DRM PS-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. To branch to the table overview of linked documents, choose Document Overview. Enter the following data: Type

Document

DPt

Vs

DRM

PS-TUR-001-00001

000

00


SAP Use

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Internal

Save your project.

Partner

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

SAP

Hint: The system may require you to specify the user interface type. If this occurs, choose PC with Windows. Furthermore, you can display this original document only if the SAPGUI (and the EAI Viewer) has been installed completely on your front end system.

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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.

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5.

Optional: Define the user status profile 13000000 for your WBS elements of the subnode “Engineering/Design”. Set the status LPRQ Lock purchase requisitions by passing on to this subnode of your project. a)

Open your project E-99## in the Project Builder and expand the entire structure, if necessary.

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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 Lock purchase requisitions.Confirm the message with Continue.

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Save your project.

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

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Lesson Summary

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You can find important consulting notes with detailed information about work breakdown structures and other SAP Project System topics in the collective consulting note 494487.

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Related Information

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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, 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

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Unit Summary

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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, 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

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Unit Summary

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Unit 3 Internal

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Activities and Networks Unit Overview


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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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Lesson: Activities and Networks ................................................... 56 Exercise 3: Activities and Networks........................................... 71

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Unit Contents

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• • • •

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Networks describe the course of a project. This unit discusses the most important features of networks, their structure, and the required Customizing settings.

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Unit 3: Activities and Networks

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Lesson: Activities and Networks Lesson Overview

Lesson Objectives

Along with the use of work breakdown structures (WBSs), you use networks in your projects to plan dates and resources. In particular, the procurement of material components is triggered from the Project System. Look at the required settings in Customizing and add activities and networks to your project.

Purpose of Networks

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Networks are used to show the flow of a project or an action involved in a project. A network consists of fundamental elements: activities and relationships.

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Business Example

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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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• • • •

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Networks and their activities build the basis for planning, analyzing, and controlling dates, costs, capacity, materials, resources, and services required for carrying out a project and its tasks. This lesson discusses the fundamental characteristics of networks and activities. Furthermore, you will learn about activity elements, milestones and subnetworks for detailing activities, and required Customizing settings.

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Lesson: Activities and Networks

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When the system calculates planned costs in the network, it determines the chronological flow of the planned costs based on the existing quantity and price framework of the network. The planned costs are calculated primarily from the valuation records or the prices for internal and external services and the required operating resources you planned in the network. Caution: You cannot allocate a budget to a network; you can allocate budgets only to work breakdown structure elements (WBS elements). An activity uses the budget of the WBS element to which it is assigned.

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

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Figure 25: What Are Activities and Networks Used For?

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

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Creating Networks

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There are many ways to create networks.

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

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

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Figure 26: Different Ways of Creating Networks

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Using the Project Builder and the transaction Create Network, you can create networks manually or using operative networks or standard networks as templates, without having to access them via a work breakdown structure (WBS).

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If you want to create networks for a WBS, you can use the project planning board or structure planning. If you work with simulation versions, you can also create networks 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 can decide whether assigned networks should be created when you create a WBS using a indicator. Assembly processing also requires standard networks as templates for creating networks.

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

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If you use templates that are assigned to each other (that is, if you use standard networks that are assigned to standard WBSs), there are two ways in which you can proceed. You start by creating an operative network (with a template); in this case, a WBS will be assigned when you save the network. Alternatively, you can start by creating an operative WBS (by copying a template and all its activities); in this case, the activities will be included right from the start. In the latter case, you can use the Project Builder, project planning board, or structure planning transactions.

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Figure 27: Templates and Networks with WBS


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plant and network type, the system selects control data and default values from three other profiles in Customizing: the parameter for the network type, the confirmation parameter, and the scheduling parameter. To check the availability of material components in your networks, for example, you also require the Define Checking Control table. This table is defined depending upon the plant and network type for opened and released networks in Customizing in the SAP Project System.

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Network Structure In the SAP system the network is a special kind of work order, which uses a common structure with production or maintenance orders, for example. Each network has a unique identification that is assigned either automatically by the system depending upon the network type (internal number assignment) or by the user when he or she creates the network (external number assignment).

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

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Figure 28: Network Type and Network Profile

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

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Activities form the basis for planning and executing networks. Each activity can be assigned to any WBS element (as long as it is an account assignment element). The network is scheduled at the activity level. Relationships determine the order in which activities are carried out. Consequently, relationships – and the duration of the activities – are essential for scheduling networks. You use activity elements to split activities into more detail or enhance them.

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Figure 29: Network Structure

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


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The SAP Project System has the following activity categories: •

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

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Internally processed activities contain a work center at which the work is to be carried out. They contain the working time and the duration of the activity. The assignment of the work center to a cost center provides an activity type and a rate so that planned costs can be calculated for the activity. External activities are used for procuring activities or services that are not procured within your company. Purchase requisitions are generated for externally procured activities that are processed in Purchasing. A differentiation is made between “external processing” and “service” for externally procured activities. General costs activities enable you to plan costs that can be planned by neither internal nor external activities. For example, you can plan expenses or insurance costs using general costs activities.

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You define the control key in Customizing for the SAP Project System. You can define control keys in the network profile or standard network profile as default values for activities and activity elements to be created. Normally activities are not organized in a random order in a network. There are usually technical or content-stipulated dependencies between the activities. Relationships determine the chronological sequence of the individual activities in a

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Figure 30: Network Activities

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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 the individual activities are linked to each other.

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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, if 20% of the design phase has been completed.

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Figure 31: Relationships


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In the network structure graphic you can display relationships “time dependently”, to illustrate the logical process chain. All relationships in the network structure graphic are displayed as FS relationships by default. You can access the network structure graphic from various transactions in the SAP Project System, such as the Project Builder, time scheduling, or the structure info system. The network graphic provides all of the functions needed to process a network (the functions for inserting activities or relationships, for example). The cycle analysis is a function that you can perform only in the network structure graphic. A cycle is a closed sequence of relationships and activities ("closed" means that when you start out from one activity, you end up back at the same activity with relationships). If the activity-relationship-activity path is cyclical, you will not be able to schedule the network. Cycle analysis is a tool that enables you to detect cyclical relationships and correct them.

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

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Figure 32: Network Structure Graphic


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Figure 33: Assignment to WBS

Detailing Options

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Activities are given detail by activity elements. For example, it is possible to complement an activity, which describes the transport of a material, with a cost element, which describes the insurance for that transport process. Or you can assign an external element to an internally processed activity for design services, if, for example, a specific detail design should be carried out by an external provider. Activity elements have almost the same functionality as activities. Types of activity elements include internal processing elements, external processing elements, and general costs elements. All activity elements have a date reference to the activity to which they are assigned. In this way you are sure that each activity element can be planned independently, while remaining bound by time to a superior activity. The activity elements themselves do not affect scheduling. For this reason, they do not have any relationships or durations. Materials and relationships are assigned to the superior activity. Activity elements can be assigned to WBS elements as well (see figure “Assignment to WBS”). The assignment has the same function as in the case of the activities, but has no influence on time scheduling of WBS elements.

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

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Figure 34: activity elements

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Figure 35: Resource Planning

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• • • •

For informational and reporting purposes in the information system and in the project 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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•

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


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Figure 36: Activity Milestones

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

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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)

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• • • • • •

SAP

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

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Data is exchanged between the network and the subnetwork. The assignment to the WBS, sales order, and possibly configuration data is transferred from the header of the superior network. The basic dates of the activity are copied as the basic dates of the header of the subnetwork. It is also possible to copy the settlement rule, the profit center, and the business area. You can also copy the relationships of the higher-level activity to the subnetwork. The control key of the higher-level activity is changed on the basis of the network type of the higher-level network and of the subnetwork. This determines which tasks are carried out by the higher-level activity (relevance for costing, relevance for scheduling, and so on.)

SAP

Subnetworks (along with activity elements and the option of including standard networks 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 of detail you require). You can create maintenance orders as subnetworks for a superior network. Since SAP R/3 4.6 it is possible to schedule these maintenance orders from the SAP Project System as well.

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Figure 37: Milestone Functions


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Figure 38: Subnetworks

Tips for Networks

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Use a maximum of 10,000 activities and elements per project; use a maximum of 500 activities and activity elements per network. Use activity elements to split 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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Hint:

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You create networks from network headers, activities, relationships, and activity elements, and you can detail them using subnetworks. You can assign a large number of objects (for example, components, texts, and milestones) to activities. Networks are mainly used to map the logistical aspects of your project.

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Exercise 3: Activities and Networks Exercise Objectives

Business Example

Task 1: Customizing Networks

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Create the network type GR## with the name Group ## in Customizing. Use the network type PS04 as a template. Which user status profile is intended for this network type? To which number range is your network type assigned after you have saved?

2.

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

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Create your own network profile GR## with the name Group ## and the template of the network profile 1004. Change the data of your profile so that the system uses the network type GR##, and so that the system creates reservations Continued on next page

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Create your own profile for networks in Customizing for the SAP Project System and look at the various setting options. Enter your network profile in the project profile you created in the “Work Breakdown Structure” lesson. Optional: You can make settings in the tables Confirmation Parameters for Network Type and Check Control of the availability check, which are required when you execute networks.

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To get an overview of Customizing for networks, you will learn how to create your own profiles for networks with templates of existing profiles. You will become familiar with the function of networks by adding activities and networks to your example project and detailing them.

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After 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


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

5.

Enter your network profile GR## in the project profile GR## Sales Projects you created in the “Work Breakdown Structure” lesson.

6.

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

7.

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

SAP Internal

Enter your network profile GR## in the project definition of your project E-99##. Plan costs for your team meetings in the amount of 1000 Euro for cost element 466000 using a general costs activity for the highest-level WBS element of your project E-99##. Distribute the costs over a period of 20 days. The respective network should use your Customizing settings. Have an external provider carry out quality assurance for your project. Plan this using an externally processed activity, External Quality Assurance, for the WBS element Quality Assurance. Use data from the purchasing info record 5500000057. 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 your project. Copy the standard network E-1002. Once again, use your Customizing settings for the network profile and the network type for the new network. Not all activities of this network are intended for the elevator design. Assign the new activities appropriately to the WBS elements in your project. Continued on next page

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Create two networks, one with a template and one without a template, for your project E-99## in the Project Builder. Use your Customizing settings for networks from the last exercise. Use relationships to define time dependencies between the networks.

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Task 2: Creating and Working with Activities and Networks

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

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3.

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

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

2.

Plan the procurement of a shaft framework (material number E-1203a) for the elevator using material requirements planning (MRP). The requirements date should lie 3 days before the end of activity 1080 Procurement of Mechanical Equipment.

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Use a milestone for Start Execution. The milestone should be released directly following activities if you set the user status Order for activity 1010 Customer Acceptance. According to the plan, this milestone should be reached at the end of the activity. Save your project.

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Task 3: Assigning Activity Elements, Material Components, and Milestones

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Use 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 activities using the milestone function.

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Solution 3: Activities and Networks Task 1: Customizing Networks

Hint: In the following exercises, ## refers to your group number (## = 01, 02, and so on). Create the network type GR## with the name Group ## in Customizing. Use the network type PS04 as a template. Which user status profile is intended for this network type? To which number range is your network type assigned after you have saved? a)

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

SAP

Select the network type PS04, Network for Customer Project (int.no.). Choose Copy As. Change the identification and the description according to the task. Confirm your entries with Copy. Then choose Save. To access the detail screen for your network type, double-click GR## in the overview of network types. 13000000 PS Customer Project (IDES) is entered as the status profile. To check the assignment of your network type to a number range, choose Number range general. When you copy the network type PS04, your network type GR## is automatically assigned to the same number range 900000 - 999999. Hint: If you create a network type without a template, you must manually assign your network to a number range. Continued on next page

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b)

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

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

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Create your own profile for networks in Customizing for the SAP Project System and look at the various setting options. Enter your network profile in the project profile you created in the “Work Breakdown Structure” lesson. Optional: You can make settings in the tables Confirmation Parameters for Network Type and Check Control of the availability check, which are required when you execute networks.

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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 the parameters from network type PS04 of plant 1300 to copy from). Adapt the parameters to your network type so that the system creates only one purchase requisition per network, if necessary. Due to the settings, does account assignment occur on the header or activity level? In Customizing, choose Project System → Structures → Operative Structures → Network → Settings for Networks → Specify Parameters for Network Type. Select the row with the combination Plant: 1300 and Network Type: PS04. To copy data, choose Copy As.

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Create your own network profile GR## with the name Group ## and the template of the network profile 1004. Change the data of your profile so that the system uses the network type GR##, and so that the system creates reservations and purchase requisitions only after they have been manually triggered. Enter the default value 001 as the purchasing group for the procurement of external services.

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In Customizing, choose Project System → Structures → Operative Structures → Network → Settings for Networks → Maintain Network Profiles.

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


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

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a)

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In the Network Type field, enter the network type GR## and set the Collctve Requstn indicator. Because the ActvtyAcctAsgn. indicator is set, account assignment for networks occurs for these parameters always on the activity level. Confirm your entries with Copy. Save the network parameter. To exit, choose Back.

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4.

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

In Customizing, choose Project System → Dates → Scheduling → Specify Parameters for Network Scheduling.

5.

Enter your network profile GR## in the project profile GR## Sales Projects you created in the “Work Breakdown Structure” lesson. a)

In Customizing, choose Project System → Structures → Operative Structures → Work Breakdown Structure (WBS) → Create Project Profile. Select your project profile GR## to branch to the profile details.

SAP

Optional: Define confirmation parameters for your network type GR## in plant 1300. Once again, copy the parameters of network type PS04 in plant 1300. Change your confirmation parameters so that it is no longer possible to confirm dates that lie in the future. In Customizing, choose Project System → Confirmation → Define Confirmation 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 the Date in future indicator. Confirm your entries with Copy (Enter). Save the changes. To exit the scheduling parameters, choose Back.


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a)

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6.

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

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Enter the network type GR## in the Order Type field. Set Forwards as the 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 the scheduling parameters, choose Back.

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

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7.

Optional: Activate the availability check for your network type GR## in plant 1300 (both for created and released networks). Once again, copy the settings of 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: PS04 for created orders (Business Function: 1). To copy data, choose Copy As.

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

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

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

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In the Order Type field, enter the network type GR## and deactivate the No Check indicator. Confirm your entries with Copy (Enter).


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an externally processed activity, External Quality Assurance, for the WBS element Quality Assurance. Use data from the purchasing info record 5500000057. 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.

Only SAP

Field Value

Name

Costs for Meetings

Amount

1000

Cost Element

466000

Normal Duration

20 Days

Use

Field Name

Field Value

Name

External Quality Assurance

Info record

5500000057

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


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Internal

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

Partner

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

SAP

Field Name

Use

Partner

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

Internal

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

PLM210


2.

Create a second network with the description Design, Procurement, and Assembly for the WBS element E-99##-1 Engineering/Design of your project. Copy the standard network E-1002. Once again, use your Customizing settings for the network profile and the network type for the new network. Not all activities of this network are intended for the elevator design. Assign the new activities appropriately to the WBS elements in your project.

The system displays the detail data of the new network header in the processing area. Enter Design, Procurement, and Assembly as the description for the new network. Confirm your entry and the warning message (if required) for the start date of the network so that the system creates the network.

SAP Use Internal

1010

E-99##

1030

E-99##-1-1

1050

E-99##-1-2

1080

E-99##-2

1100

E-99##-2

1140

E-99##-3

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


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WBS Element

Partner

3.

Activity

SAP

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

Use

Partner

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

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a)


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graphic to change the relationship between activities 1000 Layout and 1010 Customer Acceptance. In place of the original relationship, create a start-start relationship from activity 1010 to activity 1000. Save your changes. Select activity 1010 Customer Acceptance in the structure overview. Choose Relationship Overview to view the tabular overview of relationships. Find and select activity 10 Costs for Meeting in the Activity Selection. To create a link between both activities, choose Create Relationship. So that activity 10 Meeting Costs becomes the successor to activity 1010 activate the Scs (Successor) indicator in the Relationships area for activity 10 Meetings Costs.

Hint: When you select a relationship in the tabular overview, you can display the relationship data in a detail screen by choosing Detail View.

SAP Use

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


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Hint: You can display the new time dependencies in another way by adapting the entire diagram using the symbol Adjust and then creating a display that reflects that point in time by choosing Relationship display.

Partner

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

SAP

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

Use

Partner

Do the same to create a finish-start relationship in the table for activity 1140 Assembly to activity 20 External Quality Assurance.

Internal

Only

a)

PLM210


Task 3: Assigning Activity Elements, Material Components, and Milestones Use 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 activities using the milestone function. 1.

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

Only

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.

SAP

Customer Presentation

Amount

800 dollars

Drag a material component from the template area and drop it on activity 1080 Procurement of Mechanical Equipment. Enter the following data in the detail screen of the material component and confirm your entries with Enter. Field Value

Material

E-1203a

Item Category

L

Requirement qty

1

Offset

-3 Days

Only

Field Name

If the system suggests more than one procurement option, choose WBS Element Reservation for the procurement. Continued on next page

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Use

Name

Plan the procurement of a shaft framework (material number E-1203a) for the elevator using material requirements planning (MRP). The requirements date should lie 3 days before the end of activity 1080 Procurement of Mechanical Equipment. a)

Internal

Field Value

SAP

2.

Field Name

Use

Partner

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

Internal

a)

81


3.

Use a milestone for Start Execution. The milestone should be released directly following activities if you set the user status Order for activity 1010 Customer Acceptance. According to the plan, this milestone should be reached at the end of the activity. Save your project. Drag a milestone from the template area and drop it on activity 1010 Customer Acceptance. Enter the following data in the detail screen of the milestone and confirm your entries with Enter. Field Name

Field Value

Milestone (Description)

Release following activities

Use

00004 (Start Execution)

Indicator Milestone function

x

Indicator Offset to fin.

x

SAP

Indicator Release following activities

x

User Status

Orde

Change

+ Status Set

Activa.

_ Function is activated by status

Only

Internal

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

Partner

Use

Field Value

SAP

Field Name

Use

Change to the Functions tab page of the milestone and enter the following data:

Internal

Only

a)

Partner

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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

Only

You can find important consulting notes with detailed information about networks and other SAP Project System topics in the collective consulting note 494487.

Use

Partner

•

Internal

Related Information

SAP

SAP Only

Internal

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Partner

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Unit Summary

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Unit 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

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Internal

SAP

SAP Only

Internal

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Partner

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SAP


Use Internal

Partner

• • • •

Use

Deviations from the project plan can occur for many different reasons. In Project System (PS), the documentation of these deviations, finding out who is responsible, follow-on costs, and activities are managed using Claim Management, which is looked at in this unit. To test changes that have become necessary because of deviations, and also 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 of a project, you can use project versions. Both these types of versions in PS, as well as the project planning board, which is a tool for processing simulation versions and operative project structures, are also dealt with in this unit.

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Only

Claims, Versions

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

Unit Contents

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Lesson: Claims....................................................................... 86 Exercise 4: Claims .............................................................. 93 Lesson: Versions..................................................................... 99 Exercise 5: Versions ........................................................... 111

Unit 4: Claims, Versions

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Lesson: Claims Lesson Overview

Internal

Only

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

Lesson Objectives After completing this lesson, you will be able to: Use claims

Business Example

The Purpose and Content of Claims

Use Internal

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

Partner

Deviations from the project plan often occur as a result of delivery problems, changes required by customers, unforeseeable capacity bottlenecks, and so on. If you find out that there are deviations to your project plan, you can create a claim in the SAP system or using an Internet application. Later, you can use the documentation of these deviations in claims, for example, to prepare and submit demands caused by the deviations to contractual partners at a suitable point in time. Conversely, this also provides defense against claims from the contractual partner. In the Project System (PS) information system, there are two reports for evaluating claims.

SAP

SAP

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

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Partner

•

PLM210

Lesson: Claims

Use

Partner

Only

Internal

Use

Only

Internal

Partner

Claim is a separate, project-specific type of notification in the SAP system. Other examples of notification types are maintenance notifications, service notifications, or quality notifications. In Customizing, you can define notification types for the different notification categories. When you create a notification in the system, you select a notification type that reflects the business content of the notification. For Claim Management, SAP provides two standard notification types: internal claim (or claim 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 partner information (for example, sold-to party or vendor data) can be entered in the claim.

SAP

SAP

Figure 39: Claim Management Functions

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Partner

Only

Internal

SAP Use Internal

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

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

Partner

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

SAP

Figure 40: Claim Data

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Lesson: Claims

from the action box. If necessary, these functions are documented as tasks or activities in the notification after they have been carried out. The action box is defined in Customizing for Notifications. Using status management, you can analyze the processing status of claims or individual tasks, and control business activities. By defining user statuses, you can further restrict functions that are allowed by system statuses.

Only

• •

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 by your business partners.

SAP Use

Only

Internal

Partner

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

SAP

Cost Integration for Claims

Use

Partner

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

Internal

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

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Partner

Only

Internal

Use Internal

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Customizing for claims is split into general Customizing for notifications and claim-specific Customizing. In Customizing for notifications, you define the most important characteristics of notification types, such as the screen layout, catalogs/catalog profiles, priorities, action boxes, or user status, for example. In the standard system, corresponding default settings are provided for the two notification types internal claim and external claim. However, if these default settings do not fulfill your requirements, you can create your own notification types in Customizing with the relevant settings. For more information about defining notification types, refer to the appendix.

Partner

The short text for the cost collector is generated automatically from the word Notification and the short text of the claim. In addition to the claim number and the assignment to the WBS element, other data is also transferred to the cost collector from the WBS element (controlling area or company code, for example). After successfully creating the cost collector, the status MKOS (cost collector created) is set in the claim. If errors occur during creation, you can refer to a log containing more detailed information.

SAP

SAP

Figure 41: Connecting a Cost Collector to a Claim

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Lesson: Claims

Use

Partner

Only

Internal

SAP Use Internal

2005/Q2


91

Only

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

Partner

In addition to the activation of workflows and the assignment of processors for claim management, claim-specific Customizing also contains the settings for long texts in the claim, for example. By assigning a code to one of four possible long texts, the code 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 maintained in a catalog beforehand.

SAP

Figure 42: Customizing for Claims


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Evaluating Claims The Project System (PS) information system provides two reports for evaluating claims: the claim overview and the claim hierarchy.

Use

Partner

Only

Internal

SAP

SAP

Use

In the evaluation that uses the claim overview, the system shows you all data entered for the selected claims, with the exception of tasks and activities. You can use the column 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 and activities 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 document flow or display the action log, for example. In the action log, the system automatically records changes made to the claim, tasks, and activities during claim processing. This enables you to monitor which data or status was changed, who made the changes, and when.

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Internal

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

Partner

Figure 43: Evaluation of Claims

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Lesson: Claims

Exercise 4: Claims Exercise Objectives After completing this exercise, you will be able to: • Create and evaluate claims


2.

Using the claim that you have just created, plan the costs that are expected to occur because of the deviation. To do this, create a costing in your claim, for example, 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 Claims

Only

Evaluate your claim using the PS information system. Optional: Look at the CO order that the system created as the cost collector for your claim.

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

2.

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


Partner

Think of a possible deviation that could occur during the procurement phase of a project (E-9990-2) and create a claim for this deviation in the SAP system. Enter a 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:

SAP

1.


Use

Create an internal claim and enter different information in this claim. Plan the costs of the deviation with a costing and approve your claim.

Task 1: Creating a Claim

Internal

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

Internal

Business Example

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Solution 4: Claims Task 1: Creating a Claim Create an internal claim and enter different information in this claim. Plan the costs of the deviation with a costing and approve your claim.

Only

Think of a possible deviation that could occur during the procurement phase of a project (E-9990-2) and create a claim for this deviation in the SAP system. Enter a 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.

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

Use

Partner

Claim number: __________________________ In addition, enter the following data in the claim:

Field Value

WBS Element

E-9990-2

Person Responsible

1248

Funct.

Vendor

Partner

1000

Only

Internal

On the Assignment tab page: Field Name

Confirm your entries and the displayed information. On the Tasks tab page:


94


SAP

SAP

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

Use

Partner

1.

Internal


2005/Q2

PLM210

Lesson: Claims

Field Name

Field Value

Code group

MONITOR1

Task code

1

Task processor

User responsible

Responsible

PLM210-##

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.

Use

Partner

Select the Internal Note line in the action box. Enter a Description, for example, Inform vendor, and a text. To confirm the comment, choose Continue and look at the activity that the system has recorded on the Activities tab page.

Internal

Only

Confirm your entries.

SAP

SAP Only

Internal

Use

Partner


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2.

PLM210

Using the claim that you have just created, plan the costs that are expected to occur because of the deviation. To do this, create a costing in your claim, for example, 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.

Field Value

ItemCat

V

Quantity

8

BUn (Base Unit of Measure)

HR

Total Price

40

Cost Element

422100

SAP

Only SAP

Field Name

Use

Partner

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

Use

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

Only

Internal

Hint: In the background, the system has now automatically created a CO order as the cost collector. The order number is shown in the status bar. Make a note of the CO order number. Order number: _______________________



Partner

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

96

Internal

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

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Lesson: Claims

Task 2: Evaluating Claims Evaluate your claim using the PS information system. Optional: Look at the CO order that the system created as the cost collector for your claim. 1.

To analyze data belonging to your claim, choose the Claim Hierarchy report in the the PS information system. Display your claim from the report and look at the Action Log to see the changes made to your claim. Call up the report for your claim. Choose SAP Menu → Logistics → Project System → Information System → Claim → Hierarchy. Enter your claim number and choose Execute.

For a list of executed changes, choose Action Log in the claim. To exit this list, the claim, and the claim hierarchy, choose Continue and Back (more than once). Optional: To display the cost collector for your claim, use the structure information system. Your claim is assigned to project E-9990. a)

Call up the structure information system. Choose SAP Menu → Logistics → Project System → Information System → Structures → Structure Overview.

Use

Partner

Enter the project E-9990 and execute the report. In addition to network activities, CO orders are also assigned to WBS element E-9990-2. The costs calculated using the claim are displayed on the cost collector and the superior WBS elements. To display your CO order, select its order number.

Internal

SAP

SAP

2.

Use

Partner

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

Internal

Only

a)

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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Partner

Only

Internal

SAP

SAP Only

Internal

Use

Partner

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Lesson: Versions

Lesson: Versions Lesson Overview

Internal

Only

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

Lesson Objectives After completing this lesson, you will be able to:

Partner

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

Use

• • •

Business Example

SAP Use

Partner

Versions in the Project System SAP 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 a simulation version in the quotation phase, for example, if an operative project does not yet exist or if you want to plan other alternatives to an existing operative project or subproject. Project versions are snapshots of a project at a specific point and are used for documenting the progress of a project over time. Both quantities and values are stored in versions. Project versions are created either manually or automatically when a status changes.

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Internal

• • •

SAP

You would like to get an overview of how you can document the flow of your project using project versions and how you can test alternative simulation versions without influencing your operative project.


PLM210

CO planning versions are used to plan costs and revenues. Using CO planning versions 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 can change planned values manually in every version. The costed values are retained.

SAP

SAP

Use

Partner

Only

Internal

Simulation Versions

Internal

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

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When planning complex projects, for example, in project-oriented make-to-order production, it is often necessary to simulate and save changes to a project without actually affecting the operative project. At the beginning of a project, you can use simulation versions to simulate projects before you actually transfer them to an operative project. Simulation versions are particularly useful during the quotation phase and for comparing different what-if scenarios. It is possible to plan several simulation versions. You can then decide which version is the most suitable. Even when a project is running, you can copy operative projects to simulation versions, analyze and work with the simulation versions, and then transfer them back to the operative project. Simulation versions are edited using the project planning board or – as of SAP R/3 4.6C – using the Project Builder.

Partner

Use

Figure 44: Versions in the Project System

PLM210

Lesson: Versions

Use

Partner

Only

Internal

Use

When you transfer data from operative projects to simulation versions (or vice versa), the following objects are copied:

Internal

• •

2005/Q2

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)


101

Only

• • • • • •

Partner

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 multiple simulation versions for a project and evaluate and compare them.

SAP

SAP

Figure 45: Simulation Versions


PLM210

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 (material requirements planning) for simulation versions is not possible.

SAP

SAP

Use

Partner

Only

Internal

Figure 46: Simulation Versions: Data Transfer

Use

•

102

Input templates for simulation versions describe only how version keys for simulations should be set up. You should work with permissible version keys right from the start because they cannot be created afterwards without deleting existing simulations. The simulation profile determines whether texts should also be copied (in addition to the structure information) from simulations to operative projects (and vice versa). If you work without a simulation profile, all texts are copied. The simulation profile is contained as the default value for the project definition in the project profile.


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Internal

•

Partner

Customizing for simulation versions comprises two steps:

PLM210

Lesson: Versions

Use

Partner

Only

Internal SAP

SAP

Figure 47: Version Keys and Simulation Profiles

Hint:

Use

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

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Internal

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

Partner

• • •


PLM210

Use

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Only

Internal

Figure 48: Evaluation of Simulation Versions

SAP Use Internal

104


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The project planning board is the only transaction with which you can change simulation versions in releases earlier than SAP R/3 4.6C. The functions available here are the same as for editing normal operative projects in the project planning board. 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.

Partner

The project planning board is a graphical interface for creating and maintaining project data: project definition, WBS elements, activities, relationships, milestones, documents and PS texts. The project planning board is based on an interactive SAP Gantt chart and is especially suitable for scheduling and monitoring. It consists of a table area and a diagram area, and shows the hierarchical setup of the project and the corresponding scheduling situation. Along with the dates view, you can show or hide various other overviews of the project in the lower part of the Gantt chart, such as the 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. In the appendix you will find an overview and brief description of the symbols in the project planning board.

SAP

Project Planning Board

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Lesson: Versions

SAP

SAP

The entire period you see in the project planning board is called the “evaluation period”. 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 own scale according to your needs.

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Figure 49: Project Planning Board

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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 project planning board. •

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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). You can adapt the graphical display of the project planning board to your needs by using the project planning board assistant. The planning board assistant is available both in Customizing and in the application itself. In Customizing, you can check the graphic settings immediately using a predefined project. The project planning board profile is valid for both simulation versions and for normal operative projects.

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

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The time profile determines when the evaluation period starts and finishes. It also specifies when in the evaluation period the planning period starts and finishes. Consequently, the start and finish of the pre-evaluation period and post-evaluation period are also set. The scale of the time axis determines the ratio used for the pre-evaluation period and post-evaluation period with respect to the planning period. The scale of the planning period is entered directly. The profile for the time scales determines the individual time periods (year, quarter, monthly periods, and so on). It determines when a specific period is used, and the display size of the period.

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Figure 51: Planning Board Profile

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Lesson: Versions

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

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According to a point in time: You create a project version manually at a specific point in time while changing the work breakdown structure, while changing the network, in the structure info system (for one or more than one project), or with the transaction Create Project Version (CN72) since SAP R/3 4.6C. According to an action: Depending upon the user or system status, the system automatically creates a project version of objects for which the status has changed. In the version profile you define when a project version is created and which objects are included in a project version (for example, WBS elements, activities, production resources/tools, or costs).

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Figure 52: Creating Project Versions

If you generate status-dependent project versions, the version profile determines which data is copied to the project version. If you create project versions manually either in network 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 the structure info system, the data is copied to the project version depending upon the database profile, but independent of the version profile.

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

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Figure 53: Project Versions: Data Transfer

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Lesson: Versions

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Figure 54: Version Profile

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Lesson: Versions

Exercise 5: Versions Exercise Objectives

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

2.

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

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


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In this part of the exercise, you will generate a simulation version for your project, and use the project planning board to edit this version. Look at the administrative data for the simulation version and the Customizing options for the project planning board.

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Task 1: Creating and Editing Simulation Versions

You want to learn how to document the status of your project regularly and test unplanned changes using simulation versions. You will use the project planning board to work with project structures.

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


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Task 2: Creating a Project Version, Updating the Operative Project, and Settings for the Project Planning Board

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Transfer your simulation version to your operative project. What changed when the administrative data was transferred?

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In Customizing create your own planning board profile GR## with the description GR##: Elevators. Use the planning board profile 1001 Elevators/Turbines as a template. Adapt your planning board profile GR## so that 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 in the Gantt chart.

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Optional: Use the planning board assistant and the time scale assistant to adapt the 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 system displays activities in the tabular area with their activity numbers only. Save your user-specific changes.

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


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

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

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Before you update your operative project with data from the simulation version, use a project version to document the original status of the project. Then transfer the simulation version and analyze the changes to the administrative data. Look at the operative project in the project planning board. First create your own project planning board profile in Customizing. Optional: Change some of the settings in the project planning board according to your needs. Additionally, you can compare the data of the project version and your updated project in the structure information system.

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Lesson: Versions

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

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Create a simulation version Sim##a E-99## for your project by transferring the 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 → Transfer Project.

Field Name

Field Value

Project Definition

E-99##

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Enter the following data for transferring and choose Transfer:

Indicator Transfer From Operative Data → x Version

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Sim##a

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

Look at the administrative data. Choose SAP Menu → Logistics → Project System → Project → Simulation → Administration Data. Enter SIM##a as the Version Key and E-99## as the Project Definition and confirm your entries with Enter. The simulation version you created is active. To exit the administrative data, choose Back.


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

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Target Version

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2.

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

Open your simulation version in the project planning board. Choose SAP Menu → Logistics → Project System → Project → Simulation → Change.

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Field Value

Vers.key

Sim##a

Project Definition

E-99##

Plan.board prf

1001 or Elevators/Turbines

Indicator w. activities

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Hint: Since your project has more than one network and the For project definition indicator is set for network assignment in the project definition, the system now shows you a list of all networks belonging to your project. Choose a network to which the new activity should belong.

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



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

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Choose Open Project.

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Enter the following data on the initial screen:

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Lesson: Versions

Field Name

Field Value

Description

Packing and Delivery

Work Center

2000

Work

10 hours

Duration

5 Days

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

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Assign the activity Packing and Delivery to the WBS element Delivery by dragging the activity in the tabular area and dropping it on the WBS element. Then save all of your changes. Hint: If you already adapted the display of objects or tables in the project planning board, the system brings you to a dialog box where you can decide whether these changes should be saved according to the user. If you confirm the dialog box with Yes, the system saves these settings and uses them the next time you call up the project planning board. Continued on next page

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

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

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Select the new activity Packing and Delivery and then (while pressing the CRTL key) the activity 20 External Quality Assurance. To create a finish-start relationship between both activities, choose the symbol Connect selected activities.

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Confirm your entries with Back.


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Task 2: Creating a Project Version, Updating the Operative Project, and Settings for the Project Planning Board

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

Choose SAP Menu → Logistics → Project System → Project → Project Version → Create.

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Field Value

Project

E-99##

Version key

1##

Description

Project before copying

Version group

Group##

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

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Field Name

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Enter the following data:

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Before you update your operative project with data from the simulation version, use a project version to document the original status of the project. Then transfer the simulation version and analyze the changes to the administrative data. Look at the operative project in the project planning board. First create your own project planning board profile in Customizing. Optional: Change some of the settings in the project planning board according to your needs. Additionally, you can compare the data of the project version and your updated project in the structure information system.


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Lesson: Versions

2.

Transfer your simulation version to your operative project. What changed when the administrative data was transferred? a)

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

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Field Name

Field Value

Project Definition

E-99##

Indicator Transfer from Version to Operative Data

x

Source version

Sim##a

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

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A log will appear showing you if data was updated, or if any errors occurred. To exit the log and the project transfer, choose Back. Choose SAP Menu → Logistics → Project System → Project → Simulation → Administration Data. Enter SIM##a as the Version Key and E-99## as the Project Definition and confirm your entries with Enter.

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In Customizing create your own planning board profile GR## with the description GR##: Elevators. Use the planning board profile 1001 Elevators/Turbines as a template. Adapt your planning board profile GR## so that 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 in the Gantt chart.


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

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b)

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Enter the following data for transferring and choose Transfer:


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

To access Customizing, enter transaction 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 planning board profile, choose

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Select profile 1001 Elevators/Turbines and choose Copy As. Change the identification and description according to the task. Make the following changes:

Field Value

Indicator Show act. elem.

x

Indicator Show milestone

x

Indicator Show rel.

Deselect indicator

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Field Name

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General Data tab page

Indicator Nonwork. time

Deselect indicator

Indicator 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 SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project. Enter E-99## in the Project Definition field and choose your Planning Board Profile GR##: Elevators. To open the project, choose Open Project. Along with WBS elements and activities, the system should also display your activity elements and milestones. The graphical display should also have been adapted according to your changes. To exit the project planning board, choose Back. Continued on next page

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Field Value

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Diagram Area tab page Field Name

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Project System → Structures → Project Planning Board → Define Profiles for the Project Planning Board.

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Lesson: Versions

4.

Optional: Use the planning board assistant and the time scale assistant to adapt the 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 system displays activities in the tabular area with their activity numbers only. Save your user-specific changes. a)

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

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Choose Options and then the entry Planning Board in the tree structure. Branch to the Table Area tab page and deactivate the Display Network indicator. Choose Copy. Exit the project planning board. Save your user-specific data with Yes.

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b)

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

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

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Optional: Compare your updated operative project E-99## with the data of the project version 1## that you manually created before transferring. Use the structure 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 your entry with Continue. You can now select additional version data.

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Field Value

Project

E-99##

Indicator Current Data

x

Indicator Version Data

x

Project version

1##

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

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

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

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Field Name

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On the selection screen, enter the following data:

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Lesson: Versions

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

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Unit Summary You should now be able to: • Use claims • Create simulation versions • Work in the project planning board • Create project versions

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After completing this unit, you will be able to:

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Unit Contents Lesson: Assembly Processing .................................................... 124 Exercise 6: Assembly Processing............................................ 139

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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

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• • •

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Unit Objectives

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Assembly processing in the Project System refers to the automatic creation of operative networks and, if required, work breakdown structures from a sales document, with an integrated exchange of information (quantities, dates, costing, and configuration data) between network or work breakdown structure and the sales document. Standard structures are used as templates for creating projects during assembly processing. This unit addresses the use of assembly processing in the Project System, the requirements for assembly processing, and the creation of standard structures.

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Assembly Processing

Unit 5: Assembly Processing

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Lesson: Assembly Processing Lesson Overview

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Using Assembly Processing Assembly processing is an option if you use the SAP Project System to plan products or 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 required amount of work, can differ, though the structure of the projects is always the same. To handle different product alternatives, you can also combine assembly processing with variant configuration (see the “Tools” unit). In assembly processing, networks are created in the SAP Project System directly from a sales document (request for quotation, quotation, or sales order). When the sales document is saved, a project definition and a work breakdown structure (WBS) are also generated if required. During this process, the system derives the project number from the sales document number. Assembly processing generates an assignment between the sales document

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To optimize further the exchange of data between your sales department and the project team, you plan to use assembly processing. Familiarize yourself with the process and requirements for assembly processing.

Business Example

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•

SAP

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

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• • •

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Lesson Objectives

Internal

Assembly processing in the Project System (PS) can be used to carry out customer projects that have similar structures. You trigger assembly processing by creating a sales document for a material. Before you can use assembly processing in the SAP Project System, you must first create a standard network (if necessary, a standard WBS 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 the required Customizing settings. This lesson deals with the procedure and advantages of assembly processing first, and then looks at the different requirements in detail.

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Lesson: Assembly Processing

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

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

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Figure 55: Benefits of Assembly Processing


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

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Figure 56: Process Flow for Assembly Processing


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

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Standard Structures

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

SAP

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

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Figure 57: Prerequisites for Assembly Processing

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• • •

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•

A standard network can have more than one alternative. Alternatives can indicate different uses or validities. The header of a standard network contains different data to the header of an operative 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.

SAP

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

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Figure 58: Standard Structures

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Figure 59: Standard Network

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SAP

You cannot assign materials directly to a standard network, but only indirectly using bills of material (BOMs). The BOM in question can be either a material BOM or a standard BOM. A standard BOM does not have a header component; it is a tool that is used only for assigning material components to a standard network. It is created and edited directly in the standard network. In a second step, the individual BOM items (materials) are assigned to the activities of the standard network. Phantom assemblies are exploded at several levels so the individual materials can be assigned to the network activities.

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

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You use standard work breakdown structures as templates for operative work breakdown structures. You can use standard work breakdown structures to plan the structure in advance, that is, the WBS hierarchy, organizational assignments, control data, and project documentation (long texts, PS texts). It is not possible to plan operative data with standard work breakdown structures. For example, you cannot use a standard WBS for cost planning or time scheduling purposes. Unlike operative work breakdown structures, standard work breakdown structures do not have user statuses. 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 status profile. The status of the definition is Created (standard WBS) (CRES), Released (standard WBS) (RELS) or Closed (standard WBS) (CLOS). If the status is CRES or RELS, standard work breakdown structures can be used as templates; if the status is CLOS, a standard work breakdown structure cannot be used as a template for creating either an operative or a standard WBS.

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Figure 60: Material Assignment in Standard Networks

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Figure 61: Standard Work Breakdown Structure

Settings for Assembly Processing


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If you want assembly processing to be executed automatically with networks, you must make other settings in addition to creating the corresponding standard structures. The requirements 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 data from the sales document. The correct settings must therefore be made in the material master. You need at least the sales views of a material for assembly processing. You only require the MRP views (specifically, the strategy group, MRP group, and MRP type) if you want to determine the requirements type and requirements class from the material master. In the standard system, Customizing already contains requirements types and classes that make it possible to use assembly processing. Understanding these settings, however, can help you to set up your material masters and standard networks in a way that best suits your requirements.


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Internal

Figure 62: Settings in the Material Master

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Internal

SAP

During assembly processing, there must be an assignment between the material that you enter in the sales document item and a standard network, which is then used as the template for the network. You can define this assignment in advance in table Network parameters from sales order. However, you do not have to maintain this table. If the table contains entries, then a standard network can be determined automatically in the sales 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. Various indicators in the requirements class are crucial for assembly processing:

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

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•

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•

The assembly type determines which type of orders the system can create during assembly processing. In the SAP Project System, assembly type 2 production order, network, or service (stat. processing) should always be set up. The Order type corresponds to the network type in the SAP Project System that is used for the operative network. The Account assignment category determines how the system treats stock quantities and values (see appendix). If you want to use the availability check, the Requirements transfer indicator must be set in the requirements class. So that no requirements are generated in MRP, you must set one of these indicators: 1 Requirements neither planned or displayed or 2 Requirements not planned, but displayed in the requirements class, or for the MRP type in the material master ND No planning.

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3.

If the system cannot determine a requirements type because of missing data, it tries to determine the requirements type for the sales order via the item category of the sales order 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 users can change it as required (possible item categories are defined in Customizing). The system determines the item categories for the sales order using the item category group (sales view in the material master) and the MRP type. The sales department obtains its

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2.

The admissible planning strategies are assigned to the material via the planning strategy group in the material master. This assignment is needed to find the correct requirements type in independent requirements management and sales order management. The default requirements type is determined by the main strategy of the planning strategy group. You can define substrategies (and, consequently, alternative requirements types) manually in the sales order. Finally, the individual requirements types are assigned to requirements classes.

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1.

SAP

The requirements class controls the account assignment category, the relevance to MRP, the availability check in sales and distribution, and other procedures in assembly processing. The requirements class is determined via the requirement types. Requirements type determination, however, is carried out automatically by the system as follows:

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Figure 64: Requirements Class

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

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Other Functions in Assembly Processing

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Duration Work Costs Requirements quantity for material components


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You can enter quantities greater than one in the sales order for assembly processing with networks. All activities in the network for which an execution factor has been defined 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 activity element, the following planned data is multiplied equally, according to the execution factor and the quantity in the sales order item:

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Figure 65: Determining the Requirements Class


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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 sales order, leave the Execution factor field blank.

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Internal

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

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Figure 66: Number of Pieces in Assembly Processing

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Figure 67: Cross-Network Relationships in Assembly Processing

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

Partner

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 element numbers is replaced with the matching number of characters from the sales document number. 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 the project number and the sales document number correspond, the area between the first and the second special character of the number must be the appropriate length.

SAP

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


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

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Figure 68: Project Number from the Sales Document

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Exercise 6: Assembly Processing Exercise Objectives

Business Example

Task 1: Standard Structures

SAP Use Internal

Create standard WBS E-98## with the description Standard elevator group ##. Use standard WBS E-1004 as a template. Add detail to the substructure for the procurement in your standard WBS using two planning elements on the third level: E-989##-2-1 Procurement mechanism and E-98##-2-2 Procurement electronics. Release the standard WBS before saving.

2.

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


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SAP

In this task you will create a standard network and a standard work breakdown structure (standard WBS). In addition, you will assign the activities of the standard network to the WBS elements of the standard WBS, so you can create both structures later.

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You 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 assembly processing.

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After 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


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

Task 2: Setting Up the Material Master and the Network Parameters from the Sales Order

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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 that network profile 1004 and MRP controller 101 are used for the operative networks that are created during assembly processing. Enter standard WBS element E-98## in the assignment so that during assembly processing the sales order item is account assigned to the WBS element that is created by copying this standard WBS element.

Task 3: Assembly Processing Create a sales order for your material M-98##. When you do this, assembly processing automatically creates a network and, on saving, an operative work breakdown structure. View the project in the Project Builder. 1.

Create a sales order for Order type PS1 for Material M-98##, with an Order quantity of 1. The responsible Sales organization is 1000. The material should be distributed via Distribution channel “Final customer sales” and belongs to the division “cross-division”. The Sold-to party has the customer number 1600 Continued on next page

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

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SAP

Create material M-98## with the name Material group ## by copying material E-1004. The new material is a Finished product and belongs to the industry 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 level for both the new material and the template material. Enter a scale price of 300,000 Euro from one piece. Which item category group and which strategy is entered in the material master data for your material M-98##?

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1.

Internal

If you want assembly processing to be carried out automatically, data in the material master is also important, in addition to the necessary Customizing settings. In this task, you will create a material master with the relevant data and then create a link to your standard network.

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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 order number 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 Project Builder?

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Solution 6: Assembly Processing Task 1: Standard Structures

Hint: In the following exercises, ## refers to your group number (## = 01, 02, and so on). Create standard WBS E-98## with the description Standard elevator group ##. Use standard WBS E-1004 as a template. Add detail to the substructure for the procurement in your standard WBS using two planning

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1.

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In this task you will create a standard network and a standard work breakdown structure (standard WBS). In addition, you will assign the activities of the standard network to the WBS elements of the standard WBS, so you can create both structures later.

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elements on the third level: E-989##-2-1 Procurement mechanism and E-98##-2-2 Procurement electronics. Release the standard WBS before saving. a)

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

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Std. proj. def

E-98##

Project Profile

1004 or Elevators model group 4

Template Std. project def.

E-1004

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

WBS element

Name

Ind. PE

E-98##-2-1

Procurement mechanism

x

E-98##-2-2

Procurement electronics

x

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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 choosing Edit → Status → Release. Save the standard WBS.


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Call up the WBS element overview by choosing the corresponding icon. Select the Assembly WBS element and choose Insert row to add detail to the Procurement WBS element. Enter the following data and then confirm your entries with Enter:

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b)

SAP

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

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Field Value

Internal

Field Name

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Enter the following data on the initial screen and then choose Project definition:


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

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

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Name

Standard Network (Group ##)

Network status

Released (general)

Std. WBS element

E-98##

To branch to the activity overview from the alternative overview, choose Activities. Now enter data for a new activity on the Internal processing tab page and confirm your entries. Field Name

Field Value

Activity

1150

Opr. short text

delivery

Normal duration

2 days

Work

10 hours

Work Center

2000

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Field Value


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b)

Field Name

SAP

SAP

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

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

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2.

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

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Std. WBS element

1000

E-98##

1010

E-98##

1030

E-98##-1

1050

E-98##-1

1080

E-98##-2-2

1100

E-98##-2-1

1140

E-98##-3

1150

E-98##

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Activity

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

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Save your standard network and exit the transaction.

Partner

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

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Task 2: Setting Up the Material Master and the Network Parameters from the Sales Order If you want assembly processing to be carried out automatically, data in the material master is also important, in addition to the necessary Customizing settings. In this task, you will create a material master with the relevant data and then create a link to your standard network.

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Create material M-98## with the name Material group ## by copying material E-1004. The new material is a Finished product and belongs to the industry 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 price of 300,000 Euro from one piece. Which item category group and which strategy is entered in the material master data for your material M-98##? a)

Choose SAP Menu → Logistics → Project System → Basic Data → Master Data → Material → Create.

Partner SAP

M-98##

Industry sector

Plant engineering and construction

Material type

Finished product

Template material

E-1004

To select the views to be copied, choose Select view(s). Select the views specified in the task and set the Create views selected indicator. Confirm your entries with Continue. A dialog box appears where you can specify the organizational levels for the individual views that you are about to create and copy. Enter the following data and confirm your entries with Continue. Field Name

Org. Levels

Copy from

Plant

1300

1300

Sales Organization

1000

1000

Distribution channel

10

10

Go to the Sales: SalesOrg 2 view. 0008 is entered here for the Item category group. Go to the MRP 3 view. 85 is entered here for the Strategy group. Save material M-98## and exit the transaction. Continued on next page

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

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Material

SAP

Internal

Field Value

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b)

Field Name

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Enter the following data on the initial screen:


2.

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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 that network profile 1004 and MRP controller 101 are used for the operative networks that are created during assembly processing. Enter standard WBS element E-98## in the assignment so that during assembly processing the sales order item is account assigned to the WBS element that is created by copying this standard WBS element.

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a)

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

Field Value

Material number

M-98##

Order Type

*

Standard Network

E-98## Alternative 1

Network profile

1004

MRP controller

101

Std. WBS element

E-98##

Partner

Field Name

Task 3: Assembly Processing Create a sales order for your material M-98##. When you do this, assembly processing automatically creates a network and, on saving, an operative work breakdown structure. View the project in the Project Builder. Create a sales order for Order type PS1 for Material M-98##, with an Order quantity of 1. The responsible Sales organization is 1000. The material should be distributed via Distribution channel “Final customer sales” and belongs to the division “cross-division”. The Sold-to party has the customer number 1600 and manages the purchase order under the Purchase order number Group ##.


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

1.

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SAP

To create the assignment, choose Create parameters. Enter the following data:

Internal

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

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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 order number 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 Project Builder? Choose SAP Menu → Logistics → Sales and Distribution → Sales → Order → Create.

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Only

a)

Field Name

Field Value

Order Type

PS1

Sales Organization

1000

Distribution channel

10

Division

00

Use

Partner

Enter the following data and then confirm with Enter.

Use

Field Name

Field Value

Sold-to party

1600

PO Number

Group##

Req. deliv.date

Today’s date +3 months

Material

M-98##

Order quantity

1


To confirm the Change in invoice date dialog box, choose Continue. The system now reads the standard network and creates and schedules a network. 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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Hint: If you did not execute the previous step, a dialog box now appears asking you to enter the missing data that is required for assembly processing.

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Internal

SAP

SAP

Then, enter the following data:


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Sales order number: ___________________ b)

Open the project for your sales order in the Project Builder. Choose SAP Menu → Logistics → Project System → Project → Project Builder. Choose Open and in the dialog box that appears, enter E-XXXX as the key for the project definition where XXXX stands for the last four digits of the sales order number. Confirm your entries by choosing Open.

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Use

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Internal

Expand the structure tree, if necessary, and select the network header. Then select the Assignments tab page in the detail screen of the network header. The sales order number, the sales order item, the sold-to party, and the requested delivery date are specified under Assignment. To display the sales order, you can double-click the document number. To exit the Project Builder, 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 for assembly processing • Describe the use of assembly processing for more complex structures

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Unit Summary

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Unit 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 for assembly processing • Describe the use of assembly processing for more complex structures

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Internal

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This unit discusses different tools for adapting the interface and optimizing data maintenance in the SAP Project System. Other topics covered by this unit are the Open Project System (Open PS), with which you can set up a connection to Microsoft Project, and the configuration of networks.

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SAP Use

Unit Contents

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Internal

Lesson: Tools........................................................................ 154 Exercise 7: Tools ............................................................... 167

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• •

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

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• •

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Unit 6: Tools

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Lesson: Tools Lesson Overview In this lesson you will become familiar with the various options for maintaining data and structuring your projects in the most efficient way.

Only Partner


SAP Use

In 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 define titles for individual tab pages, and display symbols for tab pages. You can define up to five detail screens for each tab page. The flexible detail screens created refer to a project profile or network profile. You have two options: If you create the detail screens within the application, the detail screens are user-specific; if you create them within Customizing for Project System, they are valid for all users. If you do not want to redefine all of the tab pages, copy the SAP standard default values or the

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Customizing Options

To help the users work with project structures most efficiently and to avoid incorrect entries, adapt the various objects according to your needs and organize data maintenance in the most efficient way possible.

Partner

Business Example

Internal

• •

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

SAP

• •

Use

Lesson Objectives

Internal

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

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Lesson: Tools

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

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

SAP

SAP

Figure 69: Flexible Detail Screens

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Internal

Figure 70: Table Control

Tools for Data Maintenance

SAP Use Internal

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

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

Partner

Caution: If you make a mass change, remember that this might mean that many objects will be changed simultaneously. In many cases, you cannot undo the changes made. For this reason, always be particularly careful when you use this transaction.

SAP

During complex and extensive projects, it is often necessary to change large amounts of master data or assignments. You can use the mass change function to make cross-project changes to fields pertaining to project definitions, WBS elements, networks, activities, activity elements, milestones, and relationships. However, the SAP system makes the changes only if the corresponding prerequisites have been fulfilled, or the business activity is allowed and you have the appropriate authorization. The same authorization objects as for individual changes are used for mass changes. If the system cannot change a field value in a network, it does not carry out the changes in this network. However, if you want to include other networks or work breakdown structures in your selection for mass changes, and if errors do not occur there, the system carries out the changes in these projects.

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Unit 6: Tools

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Lesson: Tools

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

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Use

Partner

Internal

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 planned changes 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 corresponding field with the new value or only a certain value. In the case of numeric fields, you can calculate the new field value using a formula from the old field value.

SAP

SAP

The table form for mass changes has several advantages compared to the simple transaction. You can show the old values of object fields (for example, the Company Code field for the object WBS element). In this way you can check the individual changes before you carry them out. Objects can be selected manually or by entering conditions (for example, select all WBS elements that are in company code 1000 or 2000). Only selected objects are changed. As long as you are still in the tabular view, you can undo the planned changes.

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Figure 71: Mass Change

Unit 6: Tools

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SAP Use

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Internal

Partner

You can trigger substitution for a project manually, or the system can carry it out automatically when you save a project. In Customizing for the Project System, you can 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

SAP

Using substitution you can replace values in master data fields for project definitions, WBS elements, network headers, and activities. However, replacing field values may have 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 more than one value at the same time using substitution. A substitution can be composed of more than one step. These steps can be carried out one after the other so that replacing the different fields can be connected with different prerequisites.

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Only

Internal

Figure 72: Mass Change Table

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Lesson: Tools

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

Prerequisite

Only

•

Substitution value(s)

Partner

The substitution value is a numeric value or an alphabetic string, which replaces the 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 can calculate values and replace them in substitutions and rules.

Internal

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

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SAP

SAP Only

Internal

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Figure 73: Substitution

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

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•

Prerequisite

•

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

SAP Use

Validation messages

Only

Internal

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

Partner

•

SAP

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

Use

Partner

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

Internal

first level of the hierarchy and whether the project has the project type Customer project. If validation indicates that a statement is incorrect, the system will respond by issuing a warning, an error message, or information. A validation can be composed of more than one step so that you can check various fields and value combinations using one validation. Analogous to substitution, you can enter default values for a validation in 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 a project. In this way, you can prevent incorrect work breakdown structures (WBSs) from being saved. You define validations in Customizing for the Project System as well. A validation step is composed a prerequisite and a check:

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Lesson: Tools

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Open PS


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The term Open Project System (Open PS) is a general description for the communication exchange between the SAP PS and other project management systems or personal organization systems. Open PS is developed independently from the standard release cycle and can be acquired as an additional package to the Project System. For this reason, the software you require to install Open PS, including detailed information, is located on the SAP Service Marketplace. Open PS is based on the open PS interface to external project management systems (PS-EPS, Interface to External Project Software), which uses the standardized BAPI technology of SAP since EPS 4.0. The SAP system is structured into individual components, which arrange business objects according to business criteria. SAP PS is represented by the business objects Project Definition, Work Breakdown Structure, and Network. Access to business objects occurs using stable, standardized methods, called Business Application Programming Interfaces (BAPIs). Data exchange between the external system and the business object when using BAPIs can occur in both directions. You can maintain your work breakdown structure, for example, using the BAPI maintain, and you can read activity data or WBS element data using the BAPI getinfo. In addition, you can develop 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 74: Validation

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

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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

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Open PS for Microsoft Project (Microsoft Project 2000 and later) is delivered starting with SAP R/3 4.5 by SAP. You can download the required software for installing Open PS as well as detailed information about data exchange between SAP PS and Microsoft Project 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 to create 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 various options for exchanging data directly with Microsoft Project:

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Figure 75: EPS Interface 4.*

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Figure 76: Open PS

Configuration with Networks

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If you use configuration, as a rule you use a maximum standard structure. A standard network and standard work breakdown structure are given all objects that could be required for any possible variant of the product. This includes all WBS elements, all activities and activity elements, and all materials and production resources/tools. When you create an operative network using a template of a configurable standard network, 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 network to the network. This occurs using an object dependency, which determines which

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You can use configuration in the Project System if you wish to produce a complex product, which has different variants. The networks and work breakdown structures are basically identical for the different variants, but they have specific characteristic values, might have alternative or additional activities, have different quantities (of material components, labor, or duration), or different production resources/tools. If you want to use configuration, you must use configurable standard networks. The only configurable object in the Project System is the standard network. Work breakdown structures are configured indirectly.

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object with which data is required for which variant. If an operation is not selected by configuration, the system does not transfer the objects assigned to the operation, such as relationships, activity elements, or milestones. Indirectly you can configure the work breakdown structure when you save the configured network. The system transfers from the standard work breakdown structure only the elements that were assigned to the activities selected by configuration, and their superior elements. Example: Activity 1000 is selected in the configuration and assigned to a level-2 WBS 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.

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Figure 77: Configuration of Project Structures

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

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You use characteristics and characteristic values to specify the details and attributes of different variants. You maintain the characteristics and their values in the SAP menu in the classification system in cross-application components. The characteristics required to specify a variant are grouped in a class whose class type permits variant configuration. In the standard system it is the class type 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 dependencies for the components or BOM items assigned to the activities are defined in the bill of material (for a configurable material). You can use either a local object dependency (object dependency for only one object) or a globally defined object dependency (centrally maintained object dependency for multiple objects). You must assign the standard network to the relevant variant class. You do this by using a configuration profile. By making this assignment you make the class characteristics available for the configuration of the network. When you create an operative network with a template from the standard network, after the maintenance of the header data of the network the system branches to the evaluation of characteristics, that is, to configuration. You specify 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 Objectives

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You will become familiar with some of the tools in the Project System that simplify data entry for users and prevent incorrect entries.

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

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

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

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

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Optional: In the Project Builder define the person responsible 21 and ## in various WBS elements of your project E-99##. Use the substitution PSSUB01 to determine the responsible cost center automatically.

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

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

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Optional: Use the mass change transaction (if appropriate, select the database profile 000000000001) to replace the work center 2100 with the work center 2000 in all activities in your project E-99##.

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Hint: In the following exercises, ## refers to your group number (## = 01, 02, and so on). 1.

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Solution 7: Tools Task 1: Optional: Flexible Detail Screens and Table Controls Work with flexible data screens and table controls in the Project Builder.

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

Choose SAP Menu → Logistics → Project System → Project → Project Builder. Open your project E-99## by double-clicking the project definition in the worklist. Choose Settings → Layout detail screens.

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

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

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

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

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

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

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

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

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Task 2: Optional: Substitution and Validation Look at how substitutions and validations are used in your project. Hint: In the following exercises, ## refers to your group number (## = 01, 02, and so on). Optional: In the Project Builder define the person responsible 21 and ## in various WBS elements of your project E-99##. Use the substitution PSSUB01 to determine the responsible cost center automatically. a)

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

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Choose Edit → Validation/Substitution → Substitution.This brings you to a dialog box with messages about the substitutions you made. Confirm with Continue. Note the changes to the responsible cost center in the WBS element overview.

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

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

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

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Optional: Test the validation PSVAL01 in the Project Builder. This validation checks whether WBS elements are flagged as billing elements on level 1 with the project type CP Customer Project. Deactivate the corresponding operative indicator from your top WBS element E-99# and then trigger validation. 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. Deactivate the operative indicator Billing element for the basic data of the WBS element. The project category CP Customer Project should be defined for the WBS element.

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

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

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Task 3: Optional: Mass Change You use mass change to make changes to all activities in your project. Hint: In the following exercises, ## refers to your group number (## = 01, 02, and so on). Optional: Use the mass change transaction (if appropriate, select the database profile 000000000001) to replace the work center 2100 with the work center 2000 in all activities in your project E-99##. a)

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

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

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Field value

New value

2000

Indicator Replace only

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Confirm any warning or information messages with Continue. A log of the changes 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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To check your entries, choose Check. Then choose Execute.

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Field name

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

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

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

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Unit Summary

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

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In this unit, you will learn about the different basic concepts of data archiving for projects, plus the necessary requirements for archiving project data and the individual steps involved.

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Unit Objectives After completing this unit, you will be able to: Carry out the individual steps for archiving project data

Unit Contents Lesson: Archiving ................................................................... 178 Exercise 8: Archiving........................................................... 187

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Lesson: Archiving Lesson Overview

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Lesson Objectives After completing this lesson, you will be able to: Carry out the individual steps for archiving project data

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


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Archiving is used to store project data in archive files and, if necessary, to move it to other storage media. On the basis of the generated archive files, project data can then be removed from the database by a deletion program. (Archiving is often used as a synonym for archiving and deleting. To be absolutely precise, archiving really involves only moving operative data to an archive file.) Afterwards, the archived data is always available for evaluation.

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Basic Archiving Concepts

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Even after final completion of your projects, project data still has to be available for evaluation for a very long period of time. However, to avoid placing an unnecessary burden on system performance, you would like to delete your project data from the database. Familiarize yourself, therefore, with data archiving for project structures.

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The purpose of archiving projects is to remove project data from the database and to store it in archiving files that can be accessed again. This allows you to remove data you 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 and composition of the data. The deletion of project data from the database is carried out in several steps that are linked to particular requirements. In this lesson, you will learn about the archiving objects that are relevant for project structures and the archiving process for project data.

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Lesson: Archiving

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Figure 79: Benefits of Archiving

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

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There are two archiving objects available for archiving the structure data of the SAP Project System (SAP PS): PS_PROJECT and PS_PLAN. Using the archiving object PS_PROJECT, you can archive and delete SAP PS operative data (master data) such as networks and work breakdown structures, including the transaction data and project versions. Status-dependent project versions are archived automatically with the operative data, time-dependent project versions are archived separately. You cannot archive simulation versions. The archiving object PS_PLAN is used for archiving standard networks. Standard work breakdown structures are not archived. To archive and delete funds reservations and transfer price agreements, use the archiving object FM_FUNRES or CO_FIXEDPR. You can archive and delete claims with 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 information about archiving this sort of data, refer to the appendix.

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Figure 80: Purpose of Archiving Objects

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Figure 81: Archiving Objects

Carrying Out Archiving

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Activities, WBS elements, and project definitions that have the status Created or Released, and to which no documents have been assigned, can be deleted directly without archiving, in the transactions Change Network, Change Work Breakdown Structure, Project Builder, Change Structure Planning, and Change Project Planning Board. Standard networks, standard work breakdown structures (from SAP R/3 4.6 also standard project definitions), project versions, and simulation versions can always be deleted. Also, you can always carry out archiving without the subsequent deletion process.

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As a rule, objects are archived or deleted in general archiving. However, you can archive or delete operative PS data from the Basic Data area menu.

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Figure 82: Deleting Without Archiving

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Lesson: Archiving

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

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The first step when archiving or deleting project data is to set the system status DLFL (deletion flag). Requirements for setting this status are that all assigned orders and activities also have the DLFL status and there are no open purchase orders or purchase requisitions for the object. Furthermore, settlement must have been completed for the object or the object is not relevant for settlement. The deletion flag can be set in the dialog or in the background. If required, you can reverse the DLFL status. The second step is to set the deletion indicator. For networks, there must be a certain time period between setting the deletion flag and setting the deletion indicator. This time period is defined as Residence Time 1 in the network type. Other requirements for setting the deletion indicator are that assigned orders also have the deletion indicator and the object itself has the status DLFL. Deletion indicators are set using background processing and cannot be revoked. The next step is to archive and then delete the project data. For networks, a Residence Time 2 must be observed after setting the deletion indicator. It is also defined in the network type. For objects to be physically deleted from the database, they must have a deletion indicator. Archiving and deletion is carried out using background processing. Assigned orders are archived and deleted in the respective applications.

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Figure 83: Archiving Steps

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

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

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

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Figure 84: Jobs, Administration, and Retrieval

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Exercise 8: Archiving Exercise Objectives After completing this exercise, you will be able to: • Carry out the individual steps for archiving operative project data

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

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

Task 2: Optional: Evaluation of Archiving Check the administration data for your archive file. Also look at the archived data in a report.

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

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Optional: Display the archived data. To do this, use the transaction for archiving project structures.


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

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In the following exercises, you will work through the steps required for archiving a project. As you do this, you will delete your project and all its activities from the database.

Task 1: Archiving Steps

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You are to use your project to become familiar with the individual archiving steps and the deletion of operative project structures.

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Business Example

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Solution 8: Archiving Task 1: Archiving Steps In the following exercises, you will work through the steps required for archiving a project. As you do this, you will delete your project and all its activities from the database.

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

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

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

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

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

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

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

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E-99##

Indicator: WBS assign. to ntwk header.

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Indicator: WBS assign. to ntwk activity

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Indicator: Set deletion indicator

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Then choose Attributes and enter a text in the Description field (for example, Set DLT). Save your variant. To exit the variant maintenance screen, choose Back.

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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 respective jobs, choose Job Overview. To update the job overview, choose Refresh until the Completed status appears for your job. You can also display more information using the Spool List. To exit the job overview and preprocessing, choose Back.


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

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Maintain the following data for the variant:

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

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

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

Field Value

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E-99##

Short text for the archiving session

Archive E-99##

Indicator: WBS assign. to ntwk header

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Indicator: WBS assign. to ntwk activity

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Indicator: Test run

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Indicator: Delete from database

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As in the previous step in the exercise, define Immediate as the start date and enter LP01 as the output device. To start the processing of the variant, choose Execute. If required, check the execution of the job using the job overview. To exit archiving, choose Back (more than once).

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Then choose Attributes and enter a text in the Description field (for example, Archiving). Save your variant. To exit the variant maintenance screen, choose Back.

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Maintain the following data for the variant:

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

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Task 2: Optional: Evaluation of Archiving Check the administration data for your archive file. Also look at the archived data in a report. 1.

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

A separate window displays details about the archive file, for example, the key that refers to the archive file, the size of the file, and the status. Your archive file should have the status Deletion Complete and you should be able to access it in the storage system. If problems occurred during deletion or storage, you can display the relevant jobs.

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Optional: Display the archived data. To do this, use the transaction for archiving project structures. You are in the transaction for archiving project structures. Choose Retrieval.

To exit the overview (without saving) and the archiving transaction, choose Back.

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On the next selection screen, enter your project E-99## and set the Data from the archive indicator. To select your archive file, choose the input help for the Archive field. To start the selection of data choose Execute. The system displays an overview of the archived files.

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To exit the detail display and the administration data, choose Continue and Back.

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Choose Administration. Expand the structure of the completed archiving sessions 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 more information, select your archive file number on the left side of the overview.

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

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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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Unit Summary

Unit Summary You should now be able to: • Carry out the individual steps for archiving project data

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Course Summary

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Course Summary You should now be able to:

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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

Internal

• • • • • • •

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Appendix 1 Additional Slides

This section contains screenshots of different Customizing profiles, with brief information on how the settings affect the respective objects.

SAP

SAP

A project profile must be entered when a work breakdown structure is created. It contains the following fields:

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Customizing of Structures

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Entries under Validation/Substitution in the Project Definition/WBS Element fields ensure that no selection screen appears when validation/substitution is triggered. By setting the Automatic Validation/Substitution indicators, validation/substitution can also be executed automatically on saving.

Partner

The Project type indicator can be used as a selection criterion in the Information System. The Field key identifies the short texts for user fields. The Version profile determines whether status-dependent project versions are written and with which data. The Simulation profile determines which texts are copied to and from simulation versions. The Display options field determines whether WBS elements are mainly displayed according to key, short ID, or description in tabular overviews. The Level of detail field specifies the number of hiearchy levels that the system displays when a project is opened in a particular processing transaction. A PartnDet. Prc. (partner determination procedure) can be used to assign partner roles to a project. The All acct 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 WBS element. The Trsfr to proj. def. is only relevant for transaction Create single WBS element. Setting the Change documents indicator ensures that documents for master data changes are written automatically on saving. The Proj. summ. MastDa indicator activates summarization via master data characteristics instead of via classification.

SAP

Figure 85: Project Profile (1)

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You can use the project stock indicator to define for material requirements planning whether a project can manage its own stock. The Automatic requirements grouping indicator automates the grouping of project stocks assigned to individual WBS elements to the top WBS element.

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SAP

SAP

In the Status management detail screen, you can enter default values for status profiles for the project definition and WBS elements. If the respective indicator was set in the project profile, status changes can be recorded automatically by the system with change documents.

Partner

The profiles and indicator for Graphic control how the work breakdown structure is displayed in the hierarchy graphic. You can use the Vertical from level field, for example, to control from which hierarchy level WBS elements are to be displayed vertically, instead of horizontally.

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Using the default Project Summarization indicators, you can set default values for the Project Summarization indicator for all WBS elements or all billing elements and/or all account assignment elements.

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From SAP R/3 4.6C on, you can carry out sales pricing in the Project Builder, based on Easy Cost Planning data, for a project that does not have a customer inquiry. Under Sales pricing, you can enter default values for the necessary organizational data and the DIP profile.

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WBS sched. prof. on the Plg board/dates tab page controls which characteristics scheduling has when you trigger WBS scheduling. You can also select one of two scheduling scenarios as a default value. The With activities indicator controls whether assigned 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 entered as 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 WBS elements 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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On the Organization tab page in the project profile, you enter default values for the organizational assignment of the individual WBS elements and the entire project, as well as a default value for the project currency.

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The profiles for the hierarchy graphic specify how the hierarchy graphic is to be displayed when it is called up from date planning for WBS elements.

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You can call up various capacity planning reports from the project planning board and structure planning. In the project profile, you enter the relevant overall profiles, taken from capacity planning.

Partner

The planning board profile (Plan board prof) entered in the project profile is used as the default profile when the project planning board is called up. It determines how the table and graphic areas of the planning board are displayed.

SAP

When new activities are created in a project, the indicators under Network specify to which network these new activities are assigned or with which network profile a new network is created. For certain transactions, the new network header can be displayed automatically.


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SAP Use

The graphic profiles determine what the hierarchy graphic looks like when it is called up from budgeting.

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The Costing Sheet specifies how overhead costs are determined. The Overhead key is used to determine an overhead percentage rate and templates for process cost allocation. The Interest calc. profile specifies how interest is calculated for the project. The Investment profile specifies how the project is integrated with Investment Management and can be used, for example, for the automatic generation of assets under construction. A Results analysis key is required for results analysis in WBS elements. The Settlement profile specifies, for example, the permitted settlement receivers for the WBS elements. In the Strategy for settlement field, you can enter a key that refers to the strategy for the automatic generation of the settlement profile.

Partner

The Planning/budgeting profiles determine how cost planning and budgeting are carried out for the work breakdown structure and whether the availability check is activated.

SAP

The Object Class that can be entered here as the default value specifies the cost flow in Controlling from a business point of view. The Statistical indicator determines whether costs can be debited from a WBS element or whether statistical costs can only be posted for it. The Integrated planning indicator activates the update of planned activity inputs from WBS elements to the sending cost center.

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When a network is created, the system requires a network profile containing different default values.

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Plant, Network Type, and MRP Group are required information for creating networks. The Relationship view field specifies whether predecessor/successor/all relationships are displayed in the list of relationships. The Level of detail field applies to networks with external relationships and specifies the level of detail with which the linked networks are displayed in the network structure graphic. Comp. Increment and Op. / Act. Incrmt specify the default increment for the numbering of components and activities. The Check WBS Act. field defines how activity dates are taken into account during top-down scheduling. The Overview variant describes how the object overview is structured. The Procurement indicator is relevant for the assignment of components and groups together default values. The Field key describes the short texts for user fields. The Version profile controls whether status-dependent project versions are created and which data is contained in these versions. The Res./Purc.req indicator determines when reservations and purchase requisitions are created. If the Capacity requirements indicator is set, the system determines the capacity requirements when the network is saved. If you use the Entry tool, the system branches to the detail screen of an activity when a new activity is created. The Project Summarization indicator specifies whether activities take part in project summarization. The Proj.summ.Master Data indicator determines whether summarization is executed on the basis of classification or master data characteristics. Using Align Fin. date, you define whether the component requirements date is aligned to the start or finish of the activity.

SAP

SAP

Figure 90: Network Profile (1)


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In the fields for Validation and Substitution, you can enter default values for the validation/substitution to be used in the network header and activities. These are executed automatically on saving.

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The Graphic Profile describes the structure of the network structure graphic. In the graphic, all relationships are either displayed as FS relationships or according to their proper type (Relationship Display). Activities can be displayed in the graphic in four different levels of detail (Activity Display). In the extended display of activities, the specified color indicates an assigned object. The Project Planning Board Profile determines the appearance of the GANTT chart. The Overall profile ID for capacity leveling contains all settings for a capacity leveling.

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SAP

For externally processed activities and service activities, additional organizational data from Purchasing and default values for the Cost Element and Unit of Measure can be entered in the network profile. When a network is created, the network type is either determined from the network profile or entered manually. The network type contains the following data:

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In addition to the Control Key for cost activities, a default can also be entered for the Cost Element for the planned costs.

Partner

For internal activities, the Cost Element can also be entered for the material planning value, as well as default values for the Unit of Work and Duration, and the Calculation Key, which describe the distribution of capacity reqiurements and costs across the activity duration.

The Activities tab page of the network profile contains default values for the different activity types. The activity key determines the business characteristics of each activity.

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The system determines the parameters for the network type according to the plant and the network type. This Customizing table includes the following settings:

Partner

Number ranges are assigned to network types. A number range can define either external or internal number assignment.

SAP

The indicator for the partner update in Controlling determines how totals records are created during CO allocations The Classification indicator specifies whether a network takes part in order classification. Preliminary planning networks (the Preliminary Planning indicator is set) are used for planning, are never implemented, and therefore do not generate any assigned values; “normal” networks generate assigned values. Residence times specify how much time must elapse between individual archiving steps. Functional areas are used in Financial Accounting as a structural element for your 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 point of view. The Settlement profile specifies how settlement takes place (for instance the possible receivers). Under Status Management, you can enter the user status profile for the entire network. By setting the Release immed. indicator, networks of this type are given the status released when they are created.

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Figure 93: Network Type

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The indicators under Status change documents enable change documents to be created when master data is changed (Change documents indicator) and when a status is changed.

Partner

The Strategy field defines a key for determining settlement rules for activities. The Default rule is a settlement rule that can be used in the above strategy. The Reduction strategy describes how the duration of an activity can be reduced automatically in the case of deadline pressure. The CstgVariantPlan and CstgVariantActl fields describe how planned costs and actual costs are to be determined. The Plan Cost Calc. indicator specifies when and how costing is to be carried out. Setting the Wrkflw PO Chg. indicator activates the workflow for changing purchase order quantities and dates. Using the Activity/Acct Assignment indicator, you determine whether an activity-assigned or header-assigned network is generated. The Net Order Price indicator controls whether the net price is transferred unchanged from the purchase requisition (PReq) to the purchase order. The Collective PReq. decides for each network whether either a purchase requisition with many items is generated or many purchase requisitions with one item.

SAP

SAP

Figure 94: Parameters for Network Type


PLM210

Entering a BOM usage allows a BOM alternative to be chosen automatically. The Change Profile describes how the system is to react when changes are made to the configuration. Without the change profile, a configuration change is allowed only when the status is Created. To exchange data with PDC systems, you must set the PDC Active indicator. The attributes of activities are defined by the Control Key. The following settings can be made when you define control keys:

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Use Internal

For Claim Management, SAP provides two standard notification types: claim on customer or vendor (internal claim) and claim by customer or vendor (external claim). If required, however, you can also create more notification types. The notification type is a key that defines the origin, contents, and other attributes of a notification. For detailed information about the different Customizing activities, refer to the Implementation Guide (IMG).

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Customizing Settings for Notifications

Partner

Using the Scheduling, Det. Cap. Req. and Costing indicators, you can control whether an activity is relevant for scheduling, determining capacity requirements, and network costing. If the Schedule indicator is not set, the system uses a duration of 0 when scheduling the activity, regardless of the value in the Duration field in the activity. The Costs. act., Service, and Externally proc. act. indicators define the activity category. When you schedule externally processed activities, you can use the Sched. Ext. Act. indicator to define whether the planned delivery time or the Duration field are used for scheduling. Using the Confirmation field, you define whether confirmations for an activity are planned or possible, but not necessary, or whether 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 settings for printing under print control in Customizing for Networks.

SAP

SAP

Figure 95: Control Key

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SAP Use

You can use codes, code groups, and catalogs that are assigned to the notification type to define possible problems and causes, or tasks and activities. By assigning a catalog profile to the notification type, you can control which catalogs and code groups are actually used. In addition, you can define your own priority types and partner profiles and 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). In Customizing for Notifications, you define which actions are available for which notification type. In the detail screen for the individual functions, you can make other settings that control how the functions are carried out.

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When you create a notification type, you assign it to a number range. You can use the Early No. Assignment indicator in the notification type to specify that as soon as a claim is created (before saving), the system assigns a number to the claim.

Partner

You can define screen templates for particular notification types, in which you define the screen areas and, if required, initial screens, and settings for formatting long texts. A field selection also enables you to influence the screen structure.

SAP

When you create a new notification type, assign it to one of the predefined notification origins. The system uses this assignment to determine the notification type automatically. Claims belong to notification type 4. The Origin indicator also affects the appearance of the interface.

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Figure 96: Notification type


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SAP Use Internal

Symbols of the Project Planning Board The following figure shows the symbols of the project planning board, with brief information about their respective functions.

Partner

For each function, you can also define several dependent functions (follow-up activities). After the superior function has been executed, the system provides these dependent functions in the action box. This enables you to define the workflow for the whole process.

SAP

Figure 97: Settings for Activities

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Figure 98: Symbols of the Project Planning Board

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SAP

Account Assignment Categories for SD/PS Processes

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Figure 99: SD/PS Processes

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About 1): In assembly processing, you can generate a (header-assigned) network without a project when you create a sales order. In this case, the sales document item is a cost object in its own right.

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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 a WBS element in the project. You then assign the production order manually to a WBS element in the project. The sales document item must be controlled by an account assignment category with a special stock indicator E, Q or blank.

SAP

Open PS for Palm

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Partner

With the interface solution Open PS for Palm, you can enter confirmations for network activities using a 3Com Palm III (or higher). To do this, you download activity data from the SAP Project System to the Palm. You can then call up the activity data without a connection to the SAP system and confirm work and the percentage of completion, for example. When you have access to the SAP system again, you can load the data back into the Project System and update your project.

SAP

For example 1 above, the best choice would be account assignment category E; in case 2, the best choice would be Q or D, in cases 3 and 4, account assignment category G would also be possible.

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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 to the project.

Internal

About 2): In assembly processing, you can generate a network when you create a sales order. When you save your data, the system creates a WBS and assigns the sales order item to a WBS element in this WBS. In this case, the sales order depicts the sales view, the project is the controlling instrument, and logistical processing is reproduced by the network. Alternatively, you can create work breakdown structures and networks, and assign the sales document item manually.

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Variant Configuration with Networks


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You can use configuration in the Project System if you wish to produce a complex product with different variants. The characteristics required for defining a variant are grouped together into one variant class. The standard network or material is assigned to this variant class using a configuration profile. Characteristics are an important part of classification. You can use characteristics to describe the details and attributes of an object, such as the length of a screw, the color of the casing, or the shelf life of groceries. Object dependencies describe the interdependencies between different objects in a configuration. They have three functions: they check the consistency of the configuration, the completeness of the configuration, and they can be used to derive values.

SAP

SAP

For more information about Open PS for Palm, refer to the SAP Service Marketplace using the alias PS.

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Figure 100: Open PS for Palm


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Object dependencies can be created centrally as part of variant configuration or locally (in a standard network, for example). Afterwards, the object dependency can be assigned, for example, to an activity in the standard network. If the object dependencies have been created centrally, they can be used several times.

SAP

SAP

Figure 101: Variant Configuration Concepts

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•

You maintain object dependencies in the standard network for the objects that can be selected via the configuration. Object dependencies for the components or BOM items assigned to the activities are defined in the bill of material used (for a configurable material).

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•

Prerequisite: the Cabin Telephone characteristic is offered with three possible values only if the Telephone value has been assigned to the Cabin Fittings characteristic. The corresponding object dependency has, therefore, been assigned to the Cabin Telephone characteristic. Selection requirement: if the Telephone value is assigned to the Cabin Fittings characteristic, the Cabin Telephone must have a characteristic assigned to it. Entry of a value is required. The selection condition has thus been assigned to the characteristic Cabin Telephone. Action: the characteristic Number of Passengers determines the value of the characteristic Drive. The more people the elevator is to carry, the more powerful the drive must be. The action is assigned to the characteristic Number of Passengers.

Partner

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•

SAP

Example: a configurable standard network (E-1000) has been entered in the IDES data. If you create an operative network by copying from this configurable standard network, the interface for assigning characteristic values appears. Even at this stage, different types of object dependency are used:

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Figure 102: Object Dependencies


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A variant is assigned to the standard network via a configuration profile. A standard network is configurable only if it is assigned to a variant class and if object dependencies have been assigned to the selectable objects in the standard network.


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The configuration process for creating a subnetwork by copying from a configurable standard network is the same as for creating a network. If the variant class of the standard network that was used to create the higher-level network is identical to the variant 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 subnetwork appears when you create the subnetwork. You can also use configuration when you incorporate 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 carried out using the characteristic values assigned in the network; the characteristics are passed on to the standard network that is to be incorporated. If the variant classes are not identical, the standard network is included in its entirety (with no separate characteristic value assignment). You can use configurable materials as components in 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.

SAP

SAP

Figure 103: Configuration Objects in Network


Internal

Figure 104: Transfer of Characteristic Value Assignment

SAP

SAP

Even if you have already released individual activities in your network, you can still change the configuration. However, if you want to do this, you must have specified a change profile in the network type parameters. If you have not specified a change profile, you will be able only to display the characteristic value assignments in the network or make changes (that is, reconfigure) until the network is released. When you change the characteristic values, the system deletes the network except for its header data and restructures the network from the standard network and the current characteristic value assignments.

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Figure 105: Changing a Configuration

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Without a change profile, you cannot make changes to a configuration that has the status Released. The profile tells the SAP system how to react if, for example, changes are to be made to an activity that has already been released.

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SAP

Figure 106: Change Profile

Transfer price agreements and allocations are archived using the archiving object CO_FIXEDPR. Before archiving or deleting, a deletion indicator must be set for the documents. The deletion indicator cannot be revoked.

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Internal

In addition to project structures, other documents that are linked to a project are usually archived and deleted from the SAP system database. You archive and delete funds reservations and funds commitments using the archiving object FM_FUNRES in the general archiving transaction or in the SAP Project System. During the preprocessing job for this archiving object, the program checks whether a document can be archived. If the document can be archived, an archiving indicator is set. Afterwards, the document can no longer be changed.

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Archiving of Documents

The archiving object CM_QMEL can be used for claims. Claims are archived using the general archiving transaction SARA.

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If a cost collector was created during claim processing, the internal order automatically receives the DLFL status, if the claim is flagged for deletion. If the claim’s deletion flag is revoked, the cost collector’s deletion flag is also revoked. However, there is no other relationship between the claim and the cost collector during archiving. If the claim is closed (for example, if it is subsequently not approved), this has no effect on the cost collector. Internal orders are generally archived and deleted using the archiving object CO_ORDER in Controlling or in the general archiving transaction.

Partner

The preliminary program (RQARCCMV) for archiving object CM_QMEL flags the selected claims that have the DLFL status as archivable and deletable, by assigning the MARC status to them. This means that the individual claims are prepared for archiving and locked for further changes in the dialog. Using program RQARCQM3 (transaction SA38), you can also add the archiving indicator to claims whose completion date is a particular number of days in the past.

SAP

Figure 107: Archiving of Documents in the Project System


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activity Task in a network that has a defined start and finish. Categories of activities in the Project System are: Internal, external, costs, service. archiving object Logical object of related business data that is read from the database by a write program and deleted by the associated delete program after the data has been successfully archived. business area An organizational unit of external Financial Accounting that represents a separate area of operations or responsibilities within an organization. claim Project-specific notification type. A claim is used to document deviations from the project plan. You can use a claim to plan costs that arise for a project due to a deviation and to trigger follow-up functions. coding mask Display option for complex project numbers. It can also be used to derive the hierarchy of a work breakdown structure from the numbers of its WBS elements. company code The smallest organizational unit of Financial Accounting for which a complete self-contained set of accounts can be drawn up. controlling area An organizational unit within a company used to represent a closed system for accounting purposes. A controlling area may include single or multiple company codes that may use different currencies. milestones Objects that represent events of particular significance or interest to the project flow. They are assigned to individual WBS elements or activities. network Describes the time sequence and dependencies of events and activities in a project, and thereby represents the course of the project.

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object dependencies Mutual interdependencies between objects. You can also use object dependencies to ensure that the correct BOM items and operations are selected when an object is configured. You describe object dependencies in a dependency editor using a special syntax. There are different types of object dependencies for different purposes. plant Organizational unit within Logistics, serving to subdivide an enterprise according to production, procurement, maintenance, and materials planning. profit center An organizational unit in Accounting that reflects a management-oriented structure of the organization for the purpose of internal control. project The summary of certain business processes within a company. They can be defined as a plan distinguished by the uniqueness of their conditions. These conditions include, for example, a clear goal, and other restrictions such as time, money, and personnel resources. project definition Binding framework for all organizational elements created within a project. The project definition contains default values and profile data. You automatically create a project definition when you create a work breakdown structure. project profile Must be specified when creating a project. It contains default values and parameters for editing projects. Values for the project profile are maintained in Customizing for the Project System. project version Status of a project at a particular time. A project version documents the progress of a project over time. Project versions are created either manually, or automatically when a status changes. relationship Description of the link between the start and finish points of two activities in a network or standard network. Relationships define the time sequence of individual activities. The following relationships exist: SS relationship (start-start), FF relationship (finish-finish), SF relationship (start-finish), FS relationship (finish-start). simulation version Modifiable version of a project. You create a simulation version, for example, in the quotation phase, if an operative project does not yet exist, or if you want to plan other alternatives to an existing operative project or subproject.

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standard network Project-neutral network structure that can be used as a template for creating other standard networks or operative networks. standard work breakdown structure Neutral work breakdown structure that can be used more than once and serves only as a template for creating operative work breakdown structures. WBS element Structural element in a work breakdown structure. A WBS element describes a task or a partial task that can be divided. Planned and actual project values are stipulated 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 the work breakdown structure are called WBS elements.

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hierarchy graphic, 25, 104, 197

account assigment category, 133, 210 activities, 8, 56, 61–62, 135, 203 activity, 88, 92 activity elements, 61, 65, 135 archiving, 178, 204, 216 archiving object, 179, 216 assembly processing, 10, 124, 210

I

B

SAP

C

Use

document management, 32, 67, 88, 102

E editing mask, 137 field key, 30, 196, 201 flexible detail screens, 154 hierarchy, 6, 9, 24

2005/Q2

mass change, 156 material, 23, 66, 126, 129, 131–132, 165, 197, 201, 214 milestone, 29, 67

N network, 8, 56, 180 network header, 61 network profile, 59, 154, 158, 201 network structure graphic, 64, 104, 202 network type, 59, 183, 201, 203 notification type, 87, 90, 206

O object dependencies, 163, 165 object dependency, 212 Open Project System (Open PS), 161 Open PS, 210 operative indicators, 23

P

F H

M

phases, 5 project, 3 Project Builder, 21, 59, 100, 156, 181, 198 project definition, 17


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D

long text, 31, 88, 91, 102, 130

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characteristic value assignment, 163, 165, 214–215 claim, 86, 180, 206, 216 coding mask, 20, 24 configuration, 163, 206, 211 configuration profile, 165, 214 control key, 62, 69, 203, 206 cost collector, 89, 91, 180, 217

L

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business object, 161

input help, 21

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table control, 155 task, 88, 92

U

relationship, 56, 61–62, 69, 136 requirements class, 125, 133 retrieval, 185

user fields, 30 user status, 26, 68, 89

V

S

validation, 159, 196, 202 version profile, 107–108, 196, 201

W

SAP

WBS element, 8, 17, 23, 88 work breakdown structure, 8, 16, 180

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T

R

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SD/PS assignment, 137 simulation profile, 102, 196 simulation version, 10, 99–100, 180–181 standard network, 19, 126, 128, 163, 180–181 standard structures, 10, 34, 59, 127 standard work breakdown structure, 18, 126, 130, 164, 180–181

Use

status, 26, 68, 89, 107, 130, 156, 181, 183, 197, 204–205 status profile, 26, 130, 197, 204 subnetwork, 69, 214 substitution, 158, 196, 202

Internal

project organization, 3, 24 project 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, 130

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SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.

SAP

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Use

Partner

2005/Q2


225

PLM210 - Project Management - Strcutures

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