PLM220_EN_Project Management - Logistics

PLM220 Project Management - Logistics

Date Training Center Instructors Education Website

Instructor Handbook

Course Version: 2005 Q2 Course Duration: 5 Day(s) Material Number: 50074220 Owner: Christian Voss (D023623)

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

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.

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

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© 2005 SAP AG. All rights reserved.

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About This Handbook

PLM220

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

Meaning For more information, tips, or background Note or further explanation of previous point Exception or caution Procedures

Indicates that the item is displayed in the instructor’s presentation.

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Contents Course Overview ............................................................................. vii Course Goals.................................................................................vii Course Objectives .......................................................................... viii

Unit 1: Introduction ............................................................................1 Project Structures............................................................................. 2

Unit 2: Dates ................................................................................... 29 Time Scheduling with WBS Elements.................................................... 31 Scheduling of Activities and Networks ................................................... 38 Actual Dates ................................................................................. 78

Unit 3: Capacities............................................................................. 95 Capacities - Overview ...................................................................... 97 Available Capacity and Capacity Requirements ...................................... 109 Capacity Analysis .......................................................................... 125 Capacity Leveling.......................................................................... 137 Confirmations .............................................................................. 159

Unit 4: External Activities .................................................................187 External Processing ....................................................................... 189 Workflows in the Project System ........................................................ 205 Service ...................................................................................... 211

Unit 5: Materials .............................................................................229 Assigning Material Components to Activities .......................................... 231 Processes of Material Procurement ..................................................... 262 Requirements Grouping .................................................................. 293 Assemblies, Availability Check and Delivery from Projects .......................... 301

Unit 6: Progress Tracking .................................................................327 Progress Tracking for Material Components ........................................... 328

Unit 7: ProMan ...............................................................................353 ProMan...................................................................................... 354

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Contents

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Course Overview Course PLM220, Project Management - Logistics, includes logistics planning and control of projects. The course includes scheduling of projects; planning and realization of internal and external services; control and monitoring of processes for procurement, and supply of materials. In this course, you will also become familiar with the Customizing settings required in the SAP Project System for aspects of logistics.

Target Audience This course is intended for the following audiences: • • •

Project managers and engineers Project teams Consultants

Course Prerequisites Required Knowledge • •

Basic knowledge of project management from a logistics perspective PLM210 or PLM200

Course Duration Details Unit 1: Introduction Project Structures Exercise 1: Structures

180 Minutes 20 Minutes

Unit 2: Dates Time Scheduling with WBS Elements Scheduling of Activities and Networks Exercise 2: Scheduling Actual Dates Exercise 3: Actual Dates from Confirmations

60 Minutes 240 Minutes 40 Minutes 60 Minutes 15 Minutes

Unit 3: Capacities Capacities - Overview Exercise 4: Quick Run of Planning and Execution of Internal Activities

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90 Minutes 15 Minutes

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Available Capacity and Capacity Requirements Exercise 5: Available Capacity and Capacity Requirements Capacity Analysis Exercise 6: Capacity Analysis Capacity Leveling Exercise 7: Workforce Planning Confirmations Exercise 8: Confirmations and Actual Capacity Requirements Unit 4: External Activities External Processing Exercise 9: External Activities Workflows in the Project System Service Exercise 10: Services Unit 5: Materials Assigning Material Components to Activities Exercise 11: Material Assignment Processes of Material Procurement Exercise 12: In-House Production Process Requirements Grouping Assemblies, Availability Check and Delivery from Projects Exercise 13: Delivery from Projects Unit 6: Progress Tracking Progress Tracking for Material Components Exercise 14: Progress Tracking for Material Components Unit 7: ProMan ProMan Exercise 15: ProMan

120 Minutes 20 Minutes 60 Minutes 15 Minutes 90 Minutes 20 Minutes 180 Minutes 30 Minutes 90 Minutes 20 Minutes 30 Minutes 60 Minutes 15 Minutes 150 Minutes 30 Minutes 210 Minutes 40 Minutes 60 Minutes 120 Minutes 15 Minutes 60 Minutes 20 Minutes 60 Minutes 15 Minutes

Course Goals This course will prepare you to: • •

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Plan and control projects from a logistics perspective Make the necessary settings in Customizing


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Course Overview

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

Schedule projects Plan and execute internal services Trigger and edit procurement processes Procure and deliver materials for the project

SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases: Preparing to start the course 1.

2. 3. 4. 5.

6. 7.

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You need to create suitable user IDs for the participants. To do this, use transaction ZUSR and user PLM220-99 as a copy template. The new user IDs should have the ID PLM220-##, where ## signifies values from 01 to 20. Deactivate the locking mechanism using the transaction SA38 and the program ZSENQOFF. Change the database profile 130000000000 so that capacity requirements can also be read. Use transaction OPTX for this. Check Workflow Customizing and carry out automatic Workflow Customizing if necessary. Use transaction SWU3 for this. In transaction OMI4, enter the value 2 for MRP lot size MB (monthly lot size) during sales order planning. Now place the MRP lot size indicator in MRP overview 1 for material E-1203a in plant 1300 for monthly lot size so that requirements can be grouped together with various requirements dates. Using transaction 0VLP, change item category DLP so that deliveries with this item category are no longer relevant for picking. For courses other than the German language version: As the names of WBS elements and operations used in this course appear in German by default, these short texts must be converted using the language button for non-German-language courses. To do this, call the transaction YILA and enter the course language as the target language in the Textpool selection area and ZT-TRAIN-PS-02 in the Textpool field. Update the short texts.


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Unit 1 Introduction

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At the beginning of this unit, explain to the participants the overall business scenario, the various logistical requirements for the project and the structure of the example project. Then recap the functions and maintenance options for work breakdown plans and networks. To do this, create a project as in the exercises. If necessary, you can finish by discussing the function of Claim Management once again.

Unit Overview This chapter provides an overview of the business scenario used as an example to discuss the logistical aspects of project management in this course. You create a suitable project structure for this scenario and also clarify the various functions and processing options for work breakdown structures and networks.

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

Create project structures consisting of WBS elements and activities in the Project Builder

Unit Contents Lesson: Project Structures ........................................................... 2 Demonstration: Project Builder ................................................ 10 Demonstration: Optional: Claim Management .............................. 13 Exercise 1: Structures .......................................................... 15

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Unit 1: Introduction

Lesson: 2

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Project Structures Lesson Duration: 180 Minutes

Lesson Overview In this lesson, you will learn about the various options for editing project structures You will create a project for producing a turbine using the Project Builder. You will also be introduced to Claim Management.

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

Create project structures consisting of WBS elements and activities in the Project Builder

At the beginning of this lesson, explain to the participants the overall business scenario, the various logistics requirements for the project and the structure of the example project. Then go over the functions and maintenance options for work breakdown structures and networks again. To do this, create a project as in the exercises. If required, you can finish by discussing the function of Claim Management once again.

Business Example Your company produces turbines. It has become evident that these turbines are too complex to produce using production orders. As an alternative, you use WBS elements and activities in the Project System. Stress that you use WBS elements to plan and affect controlling aspects. Only a few logistical functions are available for WBS elements. This course focuses on discussing activities and networks.

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Lesson: Project Structures

Work Breakdown Structures and Networks

Figure 1: Sample Turbine Project

The slide shows the project that is used as an example in the course. No logistics aspects other than dates are treated at WBS element level. The logistics aspects of the project - internal and external services and material requirements for example - are planned and executed using activities. The icons in the slides correspond to those used in the SAP system for project definition, WBS elements, network headers, activities and relationships. You will find them in all transactions in the project system.

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Figure 2: Work Breakdown Structure: Functions

The work breakdown structure (WBS) forms the basis for all other planning steps in the project. The emphasis is on planning, analysis, description, control and monitoring of costs, basic dates and budget. Costs, dates and payments are frequently planned using activities that are assigned to WBS elements.

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Figure 3: Work Breakdown Structure: Maintenance Options

You can use the Project Builder to create and change WBS elements. You can use the detail screens or the WBS element overview list for this purpose. You can use the hierarchy graphic to change WBS elements (by double-clicking on a WBS element in the graphic). You can also create new WBS elements and insert these into the hierarchy (connect mode). In addition to manual maintenance or maintenance via the hierarchy graphic (1, 2), you can also use existing project structures or standard projects as templates to copy from. When you create a new WBS, you can use an existing WBS, a section of the project hierarchy or a standard WBS as a template to copy from. You can also incorporate WBS elements from other projects or from a standard WBS in an existing work breakdown structure (3, 4).

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Figure 4: Project Builder

The Project Builder is a feature in the Project System that is particularly intuitive and easy to use. In the Project Builder, you can create or edit WBS structures or networks individually or in an integrated manner. 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. This unit and the subsequent units of the course will familiarize you with the functionality of the Project Builder. The Project Builder consists of a processing screen divided into three parts - the structure overview at the top left, the work list at the bottom left and a display/processing area to the right.

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Figure 5: Activities and Networks: Functions

You use the activities in the network to plan the labor, capacities, materials, and services that you require to carry out the various tasks in your project. The unit on capacities discusses internally-processed activities in detail. The unit on external activities deals with externally-processed activities and service activities. The unit on materials explains how material components are assigned, procured and consumed in the network.

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Figure 6: Activities: Maintenance Options

In addition to maintaining data manually or via the network graphic (1, 2), you can use existing operative structures or standard structures as templates. When you create activities, you can use a standard network or an existing network as a template (3). You can also incorporate standard networks into an existing network (4). You can use the Project Builder or the project planning board to copy a standard project or operative project (including all activities) to a new project structure (5).

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Figure 7: Network Graphic

The network graphic provides all of the functions needed to process a network (the functions for inserting activities or relationships, for example). You can call up the network graphic from various transactions in the Project System, for example in network maintenance, scheduling and in the Structure/Dates Information System. The cycle analysis is a function that you can only perform in the network graphic. A cycle is a closed sequence of relationships and activities ("closed" means that when you start out from one activity, you end up back at the same activity by means of relationships). If the activity-relationship-activity path is cyclical, you will not be able to schedule the network. Cycle analysis is a tool that enables you to detect cyclical relationships and correct them.

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Figure 8: Project Planning Board

The project planning board is particularly suitable for planning a project. It provides you with an instant overview of your project deadlines, enabling you to check your project for capacity bottlenecks. Additional options are also available for enhancing your project structure. In the following units, you will use both the Project Builder and the project planning board to edit your project.

Demonstration: Project Builder Purpose You create the example project T-10020 as in the exercises and then explain the use of the Project Builder, hierarchy graphic, network graphic and project planning board.

System Data System: Client: User ID: Password: Set up instructions: 1. Log on to the training system. 2.

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Create a project T-10020 in the Project Builder as in the exercises. Explain the detail screens of WBS elements and project definition. Point out the indicators for project inventory management and automatic requirements grouping.


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3.

Create two new WBS elements as in the exercises.

4.

Use the table control functions to adjust the tabular overview for WBS elements and, in a mass change, enter 20 as person responsible.

5.

Explain the detail screens of the network header and activities of your project. Change activity 2000 and its assignment and create a new internal processing activity 5010 as in the exercises.

6.

Now go to the network graphic. Once there, discuss the functions for creating, changing or displaying activities and relationships. Briefly explain the highlighting of colors for time-critical activities.

7.

Save project T-10020

8.

Open your project in the project planning board and explain the important functions for navigation and editing of objects.

9.

Enter material forecast values for activities as in the exercises and save your changes.

Explain the use and various functions of Claim Management as necessary. Sketch the various scenarios during the planning and execution phase of logistics-aligned projects in which claims could be used.

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Claim Management

Figure 9: Claim

Deviations from the project plan often occur as a result of delivery problems, price fluctuations, unforeseeable capacity bottlenecks and so on. In this case, clarifying responsibilities is extremely important for the contractual partners involved. Claim Management ensures that claims resulting from deviations are prepared vis-à-vis the contractual partner and submitted at a suitable point in time. Conversely, it also provides defence against claims from the contractual partner. The Project System supports claim management with the "Claim" message type, which can be used to document deviations from your project plan, appoint persons responsible for the deviation and initiate follow-up activities. You can enter claims directly in the SAP system or create and display them from the Internet (for example: a customer creates a claim over the Internet).

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You can include the following data in a claim: • • • • • •

Descriptions - the cause of the deviation for example Actions and tasks to be initiated because of the deviation Persons responsible and partners by means of a link to the Partner Management function Costs incurred as a result of the deviation (cost planning using unit costing) Assigned WBS elements, SD and MM document items Assigned document info records (links to the Document Management System)

Demonstration: Optional: Claim Management Purpose You create a claim and link it to project T-20301. You explain the important functions of Claim Management.

System Data System: Client: User ID: Password: Set up instructions: 1. Create a claim (can be done via the Internet). Enter long texts, actions, tasks and so on and link the claim to project T-20301. 2.

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Calculate the estimated resulting costs and save the claim. Explain the error log where necessary and the prerequisites for cost integration of claims.


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Exercise 1: Structures Exercise Duration: 20 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Create a work breakdown structure with assigned operations • Use the project builder and the project planning board

Business Example You create a separate project for project manufacturing of a turbine system. In doing so, you make use of standard structures as copy templates and various functions for further processing.

Task: 1.

You will use the standard structure as a template to create the project. Call up the Project Builder.

2.

Create project T-100## using the standard project T-20001 as a template. ## is a placeholder for your group number (if you are in group 3, then replace ## with 03). Enter the following data in the dialog box that appears:

3.

Field Name

Value

Project def.

T-100##

Start

Today

Finish

Two years from today

Project profile

2001 Turbine model group 1

Template Std proj. def.

T-20001

Enter a name for your project, and the person responsible. Maintain the data at project definition level. Continued on next page

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Field Name

Value

Text

Group ##, turbine A

Responsible person

##

Create two further WBS elements to record the details of the Planning of systems and instrumentation WBS element. Assign the new WBS element the description Planning of systems. Use the same procedure to create the second WBS element. Call it Planning of instrumentation.

5.

Display your expanded structure in the hierarchy graphic. Expand the display to show the entire project. Set the Planning element indicator for the new WBS elements.

6.

As a result of detailing the project structure, activity 2000 Planning of systems and instrumentation is now assigned incorrectly. Rename it as Planning of Systems and assign it to the appropriate WBS element.

7.

To plan your turbine instrumentation, create an activity for the Planning of instrumentation WBS element. The detail screen of the new activity is displayed. Enter the following data in the detail screen:

8.

Field Name

Values

Text

Planning of instrumentation

Work center

2000

Work

35 hours

Normal duration

5 days

Take a look at your extended network in the network graphic. Save the project. The temporary network number is then replaced.

9.

Now call up the project planning board for an integrated view of your project deadlines. Use the 1001 Elevators/Turbines project planning board and carry out time scheduling. Continued on next page

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10. Plan the material costs for your turbine. You are still unsure as to which components you will procure in the future but you can already plan material costs for the activities. Plan the Preliminary orders activities and Material procurement plant components. Enter the following data: Activity

Material Planning

3000 Preliminary orders

EUR 100000

3100 Material procurement System parts EUR 65,000 Save your data.

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Solution 1: Structures Task: 1.

You will use the standard structure as a template to create the project. Call up the Project Builder. a)

2.

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder)

Create project T-100## using the standard project T-20001 as a template. ## is a placeholder for your group number (if you are in group 3, then replace ## with 03). Enter the following data in the dialog box that appears: Field Name

Value

Project def.

T-100##

Start

Today

Continued on next page

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Field Name

Value

Finish

Two years from today

Project profile

2001 Turbine model group 1

Template Std proj. def.

T-20001

a)

Create project T-100## using the standard project T-20001 as a template. ## is a placeholder for your group number (if you are in group 3, then replace ## with 03). Click the icon Create → Copy project. Enter the data indicated in the dialog box that appears. Confirm your entries by clicking the "Create project" pushbutton. Hint: The tree structure at the left of the screen now displays various objects that have been copied from the standard project: • • • • •

Project definition (first line) WBS elements Activities Network header Milestone (last line)

The activities are grouped together in a network with a provisional number (%00000000001). This number will be replaced when you save the activities. 3.

Enter a name for your project, and the person responsible. Maintain the data at project definition level. Field Name

Value

Text

Group ##, turbine A

Responsible person

##

a)

Select the project definition in the structure tree. Enter the data indicated in the detail screen that appears. Confirm your entries by clicking the Enter pushbutton. Continued on next page

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4.

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Create two further WBS elements to record the details of the Planning of systems and instrumentation WBS element. Assign the new WBS element the description Planning of systems. Use the same procedure to create the second WBS element. Call it Planning of instrumentation. a)

Position the cursor in the templates area (bottom left) and expand Individual objects if necessary. “Drag and drop” a WBS element from the templates area to the Planning of systems and instrumentation WBS element in the tree structure. Assign the new WBS element the description Planning of systems. Enter the appropriate description in the "Text" field. Confirm your entries by clicking the Enter pushbutton. The new WBS element is now displayed in the tree structure. Use the same procedure to create the second WBS element. Call it Planning of instrumentation. Confirm your entries by clicking the Enter pushbutton.

5.

Display your expanded structure in the hierarchy graphic. Expand the display to show the entire project. Set the Planning element indicator for the new WBS elements. a)

Click the Hierarchy graphics pushbutton in the Project Builder. Choose View → Completed view. Set the Planning element indicator for the new WBS elements. Double-click the appropriate indicator. Exit the hierarchy graphic using the Back pushbutton.

6.

As a result of detailing the project structure, activity 2000 Planning of systems and instrumentation is now assigned incorrectly.


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Rename it as Planning of Systems and assign it to the appropriate WBS element. a)

Position the cursor on the activity in the tree structure. Drag and drop the activity to the Planning of Systems WBS element. Change the description of the activity. Enter the new description Planning of systems in the Text field. Confirm your entries by clicking the Enter pushbutton.

7.

To plan your turbine instrumentation, create an activity for the Planning of instrumentation WBS element. The detail screen of the new activity is displayed. Enter the following data in the detail screen: Field Name

Values

Text

Planning of instrumentation

Work center

2000

Work

35 hours

Normal duration

5 days

a)

Expand the "Activity" icon in the templates area. Drag and drop the Activity (internal) entry from the templates area to the Planning of instrumentation WBS element in the tree structure. Enter the following data in the detail screen. Confirm your entries by clicking the Enter pushbutton.

8.

Take a look at your extended network in the network graphic.


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Save the project. The temporary network number is then replaced. a)

Position your cursor on the network header Turbine in the tree structure. Choose Network Graphic. To call up an overview of the entire network, click the Complete view pushbutton. If you can no longer identify details in the activity display, change it using the Activities icon and choose the small display format. Exit the network graphic using the Back pushbutton. Save the project. The temporary network number is then replaced. Choose Save.

9.

Now call up the project planning board for an integrated view of your project deadlines. Use the 1001 Elevators/Turbines project planning board and carry out time scheduling. a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction) Enter the project and project planning board and click the Enter icon. Adapt the dates view of the planning board. Choose Adapt graphic area. Carry out time scheduling for your project. Choose the Select all icon and then click Schedule.

10. Plan the material costs for your turbine. You are still unsure as to which components you will procure in the future but you can already plan material costs for the activities. Plan the Preliminary orders activities and Material procurement plant components. Enter the following data: Activity

Material Planning

3000 Preliminary orders

EUR 100000

3100 Material procurement System parts EUR 65,000


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Save your data. a)

Double-click the relevant activities in the table area of the planning board. Choose the Assignments tab in the detail screen of the activity. Enter data as required. Confirm your entries by clicking the Back icon. Choose Save.

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Lesson Summary You should now be able to: • Create project structures consisting of WBS elements and activities in the Project Builder

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Unit Summary

Unit Summary You should now be able to: • Create project structures consisting of WBS elements and activities in the Project Builder

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Unit Summary

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Test Your Knowledge

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Test Your Knowledge 1.

You can maintain the following objects in the Project Builder: Choose the correct answer(s).

□ □ □ □ □ □

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A B C D E F

Work Breakdown Structure Internal Order Maintenance Order Network Milestone Project definition


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Answers 1.

You can maintain the following objects in the Project Builder: Answer: A, D, E, F The Project Builder is used for maintenance of structures in the project system. Order categories other than networks cannot be edited in the Project Builder.

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Unit 2 Dates

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In the first lesson of this unit, only scheduling functions for work breakdown structures are discussed. To do this, create a second example project and start by demonstrating the various manual planning functions. Then discuss the use of planning methods. The second lesson deals with the scheduling of networks (and work breakdown structures). Use the first example project - particularly the project planning board - to explain scheduling scenarios, scheduling types and the various influencing factors. The diagrams depicting "Overall network scheduling with selection options" have been newly added. The last lesson of this unit deals with creating actual dates for WBS elements and activities using the two example projects as a basis.

Unit Overview In this unit you learn about functions for manual and automatic planning of dates in work breakdown structures and networks. In doing so, the various Customizing settings and influential factors for scheduling are also dealt with in detail. At the end of this unit, creation of actual dates, the necessary prerequisites for this and the influence on scheduling of actual dates are discussed.

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

Schedule dates for WBS elements using the project planning board Perform scheduling with the aid of the project planning board Set the relevant tables in Customizing Enter actual dates for WBS elements and activities

Unit Contents Lesson: Time Scheduling with WBS Elements .................................. 31 Demonstration: Sets of Dates for Work Breakdown Structures ........... 33

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Unit 2: Dates

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Demonstration: Basic Date Planning for Work Breakdown Structures ... 34 Lesson: Scheduling of Activities and Networks .................................. 38 Demonstration: Introduction to Scheduling .................................. 41 Demonstration: Scheduling Scenarios ....................................... 44 Demonstration: Customizing in Time Scheduling ........................... 47 Demonstration: Other Influencing Factors in Scheduling .................. 50 Demonstration: Float Times.................................................... 54 Demonstration: Time Constraints and Reductions.......................... 57 Demonstration: Scheduling of the Overall Network......................... 60 Demonstration: Dates of Activity Elements, Materials Components and Milestones ........................................................................ 63 Exercise 2: Scheduling ......................................................... 65 Lesson: Actual Dates................................................................ 78 Demonstration: Actual Dates of WBS Elements ............................ 81 Demonstration: Actual Dates of Activities .................................... 82 Exercise 3: Actual Dates from Confirmations................................ 85

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Lesson: 28

Lesson: Time Scheduling with WBS Elements

Time Scheduling with WBS Elements Lesson Duration: 60 Minutes

Lesson Overview This lesson focuses on time scheduling with WBS elements You will learn about various functions that support you in time scheduling for work breakdown plans.


Schedule dates for WBS elements using the project planning board

Scheduling functions for work breakdown structures only are discussed in this lesson. To do this, create a second example project and start by demonstrating the various manual planning functions. Then discuss the use of planning methods.

Business Example Start by familiarizing yourself with the options for planning dates only for WBS elements. Take a look at how to use planning methods to simplify time scheduling. Stress that time scheduling with networks and work breakdown structures is not dealt with in detail until the next lesson. In this lesson, the focus is solely on time scheduling functions for work breakdown structures.

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Unit 2: Dates

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Functions of Time Scheduling with WBS Elements

Figure 10: Time Scheduling Functions

The following functions are available to you: • • • • • • • •

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Sets of dates: Basic and forecast dates can be used as planned dates. Actual dates are also shown here. Check dates: You can check consistency of the dates within the project structure with or without taking activities into account. Inherit: Dates within the WBS can be inherited. Extrapolate: You can use the extrapolate function to calculate the dates for higher-level WBS elements. Shift: You can shift all of the planned dates for the WBS elements or just the dates in subhierarchies. Planning different calendars: You can use a different factory calendar for each activity or WBS element. Scheduling: The scheduling function calculates the dates for activities and networks. Planning form: You can use the planning form to extrapolate dates automatically - for example, when you save your data.


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Figure 11: Project Dates

Demonstration: Sets of Dates for Work Breakdown Structures Purpose You create a second example project consisting only of a work breakdown structure in Structure Planning. Explain the various sets of dates.

System Data System: Client: User ID: Password: Set up instructions: 1. In Structure Planning (CJ2D), create project T-10030 using the standard project T-20001 as a template. Do not copy the activities as well. 2.

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Explain the various sets of dates for WBS elements in Structure Planning.


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Basic Date Planning with WBS Elements

Figure 12: Basic Dates WBS

In projects without networks, dates can be planned manually for the WBS elements (basic dates). You can use the project planning board to plan basic dates for the WBS elements simply by dragging your mouse. You can plan these dates in the form of a table in Structure Planning. Basic dates can be extrapolated from lower to higher-level WBS elements or, conversely, inherited from higher to lower-level WBS elements. You can check the consistency of your scheduling data within the WBS structure. In the execution phase, you can enter actual dates by dragging your mouse. In the project planning board or the information system, you can compare the actual dates with the planned basic dates.

Demonstration: Basic Date Planning for Work Breakdown Structures Purpose You use the project planning board and your project T-10030 in order to demonstrate to participants the various manual and automatic functions for time scheduling with WBS elements.

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System Data System: Client: User ID: Password: Set up instructions: 1. Open your project T-10030 in the project planning board.

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2.

Demonstrate manual planning of basic dates for WBS elements.

3.

Demonstrate functions such as extrapolation, shifting, checking and, if required, inheritance of dates.

4.

Demonstrate the use of planning methods and show how these differ.

5.

Save your time schedule for the demonstration of actual dates later.


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Facilitated Discussion

Discussion Questions Use the following questions to engage the participants in the discussion. Feel free to use your own additional questions.

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Lesson Summary You should now be able to: • Schedule dates for WBS elements using the project planning board

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Scheduling of Activities and Networks Lesson Duration: 240 Minutes

Lesson Overview In this lesson you will become familiar with various aspects of network scheduling. The lesson also deals with dates for objects assigned to network activities such as milestones and material components as well as date exchange with WBS elements.

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

Perform scheduling with the aid of the project planning board Set the relevant tables in Customizing

The second lesson deals with scheduling network dates (and project structure dates). Use the first example project - particularly the project planning board - to explain scheduling scenarios, scheduling types and the various influencing factors. The diagrams on the topic of “Overall network scheduling with selection options” are new additions. Explain to participants that scheduling is a very complex function with many influencing factors, the results of which are sometimes not able to be understood immediately. For this reason, the various influencing factors are dealt with stage by stage in this lesson.

Business Example You have already created a project structure to produce a turbine. The project manager now wants to know whether the project can be completed on time. Schedule your project to find out the answer. Start by explaining which dates occur in networks, which are set manually and which are determined automatically by the system. Explain the results of scheduling using the “Scheduling” graphic. Stress that forward and backward scheduling always takes place with networks. Use the graphic “WBS/Overall network scheduling” to explain to participants the differences between scheduling for a WBS, a network and an overall network. You might also create a slide on which you show the dependency between the transaction from which you start the scheduling and the relevant profile (parameters for WBS scheduling and scheduling parameters for networks).

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Lesson: Scheduling of Activities and Networks

Introduction

Figure 13: Dates In Network Plan

Figure 14: Scheduling

Each time a network is scheduled, the system carries out forward and backward scheduling; determines floats and capacity requirements (if activated). • •

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Forward scheduling determines the earliest dates. Backward scheduling determines the latest dates.


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Floats occur if the earliest dates are different from the latest dates. The scheduling results: • • • • • •

Scheduled start and finish for the network header Earliest start and finish dates (earliest dates) and latest start and finish dates (latest dates) for the activities Earliest and latest dates for the relationships Reduction levels used to schedule the network Float times (total and free float) for the activities Capacity requirements for activities

Figure 15: WBS / Overall Network Scheduling

You can schedule networks individually (network scheduling). You can schedule all networks linked by relationships together (scheduling of overall network). You can also trigger network scheduling from WBS elements (WBS scheduling). The activity data, relationships between the activities and date restrictions form the basis for determining dates automatically (scheduling). As of Release 4.6A you can schedule maintenance orders from the Project System. In the Project Scheduling and Overall Network Scheduling transactions, you can specify whether networks are scheduled together with maintenance orders that have been assigned as subnetworks. You can display an overview of the maintenance orders assigned to a project in the project planning board.

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Demonstration: Introduction to Scheduling Purpose You explain the basics of scheduling based on WBS scheduling of your example project T-10020 in the project planning board.

System Data System: Client: User ID: Password: Set up instructions: 1. Open your project T-10020 in the project planning board. 2.

Select all objects and schedule the project.

3.

Explain the earliest and latest date as well as forecast dates for activities.

4.

Explain the Dates tab page for WBS elements and activities.

5.

Increase the duration of an activity. Schedule again so that you can discuss the changes.

Demonstrate the two scheduling scenarios in turn using your example project and the project planning board. Explain which steps are carried out in which order for the scheduling scenarios.

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Scheduling Scenarios

Figure 16: Bottom-Up Scenario

In projects with assigned networks, you can use scheduling to derive the dates of the activities and WBS elements automatically. Using the project planning board, you can select WBS elements and schedule the activities assigned to them. The scheduling parameters determine how the activities are scheduled. Networks are always scheduled forwards and backwards. The scheduling type determines the original direction in which scheduling is carried out. The system determines the earliest dates of the activities by means of forward scheduling and the latest dates by backward scheduling. The differences between the earliest and latest dates of an activity are referred to as floats. If these are less than or equal to zero, the activity is termed “critical”. The dates of the assigned activities are summarized to give the scheduled dates of the WBS elements (thin time bars in the project planning board). The dates scheduled in the WBS structure can be copied to the basic dates of the WBS elements for the purpose of extrapolating them up the project hierarchy.

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Figure 17: Top-Down Scenario

In work breakdown structures with assigned networks, you can plan basic dates for the WBS elements in order to specify that a certain part of the project has to be completed within a fixed time period. You can use the “Top-Down” scheduling scenario or suitable scheduling parameters to stipulate that activities be scheduled within these time constraints: deselect the Network determines scheduling and Adjust basic dates indicators.

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Figure 18: Scheduling Scenarios

As of Release 4.6, you have the option of using predefined scheduling scenarios. The standard scheduling options are of course still available. Depending on the transaction from which you trigger the scheduling, you use either the “Parameters for WBS scheduling” table or “Scheduling parameters for the network type”. Caution: The scheduling result depends on the transaction from which you start the scheduling.

Demonstration: Scheduling Scenarios Purpose You demonstrate the function of both the “Top Down” and “Bottom Up” scheduling scenarios in the project planning board.

System Data System: Client: User ID: Password: Set up instructions: 1. Open your project T-10020 in the project planning board if this is no longer open.

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2.

Explain the settings for both the “Top Down” and “Bottom Up” scheduling scenarios in the options for the project planning board.

3.

Demonstrate how to use both scheduling scenarios and discuss the differences.

4.

Set the “bottom-up” scheduling scenario again for subsequent demonstrations. Save your project.

Explain all settings options in Customizing for scheduling. Certain indicators (such as shift order, reduction type...) are dealt with in detail later.

Customizing in Time Scheduling

Figure 19: Customizing for Scheduling 1

Scheduling types are used both for network scheduling and for WBS scheduling. The indicators have the following meanings: Forward: Forward scheduling is carried out first, followed by backward scheduling. Backward: Backward scheduling is carried out first, followed by forward scheduling. Cap.requirements only: No scheduling is

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carried out at all. Instead, the start and finish dates of the network header are copied to each activity. Today’s date: Backward scheduling is carried out first, followed by forward scheduling starting from today’s date. Basic dates with times: This indicator is not relevant for networks. Scheduling parameters are created for specific plants and network types. The scheduling parameters determine scheduling, for example, in the transactions network maintenance (CN22) and scheduling of the overall network (CN24). The indicators have the following meanings: Adjust basic dates: Determines that the scheduled dates are copied to the basic dates of the network header after a scheduling run. The settings for secondary requirements do not have any impact in the network. Scheduling type: Determines the type of scheduling - for example, forward first, then backward. Start in the past: Determines how long ago (in days) the start date can be. If it is more than the specified number of days, scheduling is carried out for today’s date. Automatic scheduling: Scheduling is carried out on saving. Log automatic: If a log is generated, it is displayed automatically. Break spec. scheduling: The exact time at which a break is scheduled (in the work center) is taken into account. Shift order: Determines how the system deals with partially-confirmed activities during scheduling (see below). Latest material dates: The requirements dates for a material are determined based on the earliest or latest date. Reduction type: Either all activities or only those along the critical path are reduced. Maximum reduction level: A reduction strategy can have up to six levels. The highest level of reduction is specified here. Rescheduling: Determines how the system deals with work allocated in “workforce planning” after another scheduling run has been carried out.

Figure 20: Customizing for Scheduling 2

The profile for WBS scheduling is used for scheduling in the project planning board transaction CJ2B or in the project scheduling transaction (CJ29).

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The indicators have the following meanings: Scheduling type: Determines the type of scheduling, for example, forward first, then backward. Start in the past: Determines how long ago (in days) the start date can be. If it is more than the specified number of days, scheduling is carried out for today’s date. Scheduling form: Specifies which object - network header or WBS element - is used as a basis for scheduling. Adjust basic dates: Determines that the scheduled dates are copied to the basic dates of the WBS elements after a scheduling run. Log automatic: If a log is generated, it is displayed automatically. Shift order: Determines how the system deals with partially-confirmed activities during scheduling (see below). Schedule when saving: Scheduling is carried out on saving. Latest material dates: The requirements dates for a material are determined based on the earliest or latest date. Maximum reduction level: A reduction strategy can have up to six levels. The highest level of reduction is specified here. Reduction type: Either all activities or only those along the critical path are reduced. The WBS scheduling profile is stored in the project definition control data. It can be copied as a default value from the project profile. One (or neither) of the two scheduling scenarios is displayed by default in the project profile.

Demonstration: Customizing in Time Scheduling Purpose Customizing in Time Scheduling

System Data System: Client: User ID: Password: Set up instructions: 1. Open another session and go to Customizing for the project system. 2.

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Demonstrate at this point the tables “Specify scheduling types”, “Specify scheduling parameters for network” (and optionally “Define time units”) followed by “Specify parameters for WBS scheduling”. Discuss the settings in each case. Run over again the relationship between the Customizing tables and the transactions that can be used for scheduling as well (overall network and network scheduling on the one hand, WBS scheduling on the other).


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As well as the basic dates and scheduling settings, duration of activities (relevant fields depend on activity type), control key and their relationships also have a considerable influence on the result of scheduling. Explain these influencing factors using the graphics and with the help of examples.

Other Influencing Factors in Scheduling

Figure 21: Scheduling: Duration

When scheduling internally-processed activities and general costs activities, the system uses the normal duration you maintained in the activity. The duration can be calculated from the work planned, provided you have stored a formula for calculating the duration from internal processing in the work center. When scheduling externally-processed activities, the system uses the number of planned delivery days you maintained for an external activity. You can, however, also use the normal duration from the internal processing screen of the external activity if you activate this explicitly in the control key of the external activity. Scheduling interprets the time interval for relationships as the minimum time interval. When calculating the dates, scheduling can increase the time interval but not reduce it.

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You can maintain a work center in internally and externally processed activities and in relationships. The following information is stored for scheduling in the work center: • •

Formulas for calculating the duration of activities. A factory calendar and the operating time for each workday.

Figure 22: Control Key

The control keys for activities are set in Customizing using transaction OPSU. The control key indicators function as follows: Schedule: Activities and activity elements are scheduled. For activity elements, the dates for the activity are determined. Det. cap. req.: Capacity requirements are determined for activities and activity elements. The capacity requirements are determined using the scheduling results. Therefore, only set this indicator if you also set the scheduling indicator. Costs act.: This indicator specifies that you use the control key for general costs activities. Costing: This indicator determines that activities and activity elements are taken into account in costing. Print time ticket: This determines whether time tickets can be printed. Time tickets are only printed if the Print indicator is also selected. For information on further relationships, see the online help. Confirmation: Determines whether activities and activity elements can be confirmed. External proc.: Determines whether activities and activity elements are processed internally or externally. Service: Determines whether services can be planned for activities and activity elements. Only set this indicator if you select the External proc. indicator to allow external processing. Print conf.: This determines whether completion confirmation slips can be printed. Completion confirmation slips are only printed if the Print indicator is also selected. For information on further relationships, see the online help. Print: Determines whether work papers such as time tickets, completion confirmation slips can be

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printed. For information on other relationships, see the online help. Sch.ext.proc.: Determines whether activities are to be scheduled in line with the Planned delivery time or Normal duration.

Figure 23: Relationships

Relationships determine the chronological sequence of the individual activities in a network (or standard network). You can enter additional data (such as a time interval or reference to a particular factory calendar) in the detail screen for each relationship. The network graphic enables you to represent relationships in a “time-dependent” manner to display the logical sequence. All relationships in the network graphic are displayed as FS relationships by default.

Demonstration: Other Influencing Factors in Scheduling Purpose You demonstrate the influence of duration, time unit, control key and relationships on the scheduling result.

System Data System: Client: User ID: Password:

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Set up instructions: 1. Open your project in the project planning board. 2.

Create two activities (5020 and 5030) as in the exercises. Use two different time units for the durations (for example, 3 days and 72 hours). In another session, demonstrate the planned operating times for capacities of work center 2000. Schedule the entire project (bottom-up scenario) and explain the result.

3.

Demonstrate the settings in the control key for activities using input help or in Customizing for the project system.

4.

Select activities 5010, 5020 and 5030. Choose Connect selected activities to create finish-start relationships between the activities. Schedule the project and discuss the result.

5.

With the help of connect mode, use a graphic to create a finish-start relationship between activities 1000 and 5010. Schedule the project and discuss the result.

6.

With the help of connect mode, use a table in the relationship overview to create a finish-start relationship between activities 5030 and 3100. Schedule the project and discuss the result.

With the aid of a simple example, go over the various influencing factors of scheduling again. If necessary, you can create a slide that you can keep developing until it corresponds to the graphics “Example of Scheduling” and “Example of Floats”. In doing so, explain how to define total and free floats.

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Scheduling Example

Figure 24: Example of Scheduling

A network is always scheduled forwards and backwards. The scheduling type specifies whether forward scheduling or backward scheduling is carried out first. Forward scheduling calculates the earliest start and finish dates for the activities. All activities that do not have predecessors are start activities. The scheduling start start date is the start date in the network header or the start date determined from backward scheduling. Backward scheduling calculates the latest start and finish dates for all the activities. Target activities are network activities that do not have successors. The scheduling start date is the finish date in the network header or the finish date determined from forward scheduling. In the example above, the start dates are set to the beginning of the day (00:00) and the finish dates to the end of the day (24:00). If work centers are entered for the activities, the start and finish dates are within the operating time of the work centers affected.

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Figure 25: Total Float, Free Float

Legend: ES= Earliest Start

EF= Earliest Finish

LS= Latest Start

LF= Latest Finish

TF= Total Float

FF= Free Float

Floats supply information on the time reserves available for individual activities. You can use the floats calculated in scheduling, for example in capacity leveling, to shift activities between the earliest and latest dates or to extend their duration. A total float is the difference between the latest start and earliest start (LS - ES) or between latest finish and earliest finish (LF - EF). A free float is the difference between the earliest start of a successor activity and the earliest finish of the activity in question (ES successor - EF activity). Since the successors for the free float are within their earliest dates, the time reserve is fully available to the current activity.

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Figure 26: Example of Floats

This slide describes how total floats and free floats are calculated. The total float of activity 40 can be calculated from the difference between the earliest and latest start of an activity: Day 6 (0:00) - Day 5 (0:00) = 1 day. The free float of activity 40 can be calculated from the difference between the earliest start of the successor (activity 50) and the earliest finish of the activity. Day 9 (0:00) - Day 7 (0:00) = 1 day.

Demonstration: Float Times Purpose You demonstrate how float times are displayed in the project planning board.

System Data System: Client: User ID: Password: Set up instructions: 1. Open your project T-10020 in the project planning board if this is no longer open.

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2.

Change the options temporarily so that float times can also be displayed as a graphic.

3.

Change the field Highlight critical activities in the options so that only activities with negative total floats are highlighted using colors.

Explain how time constraints are used for activities. Then create a simple network that you can use to help you discuss reductions.

Time Constraints and Reductions

Figure 27: Time Constraints

You can maintain constraints for the start and finish of activities. Constraints can be relevant for both the earliest and the latest dates. You can maintain constraints for basic and forecast date sets.

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Figure 28: Reduction

You can use reduction if the time period within which the activities are to be scheduled is not long enough to process all activities. This allows you to reduce the scheduled duration of internally-processed activities. Reduction only affects the activities for which a reduction strategy has been stored. At the most, the system reduces as far as the level of reduction strategy entered in the network header. During scheduling, the system determines one reduction level for each activity. For example: The system calculates the earliest dates and determines reduction level 2 for an activity. This reduction level is transferred to the latest dates. Important: Remember to be careful when using the reduction function as the system does not know whether the duration of an activity can be reduced. It does not carry out plausibility checks or check available capacities. You can use reduction strategies to control how an activity’s lead time can be reduced in levels. You can enter a reduction strategy in each activity. You can define up to six reduction levels for each reduction strategy. You can enter by what percent you want to reduce for each reduction level.

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Demonstration: Time Constraints and Reductions Purpose You can demonstrate the effect of time constraints on the scheduling result. You discuss the use of reduction using a simple network.

System Data System: Client: User ID: Password: Set up instructions: 1. Open your project T-10020 in the project planning board if this is no longer open. 2.

Set a time constraint for the activity 5020 as in the exercises. Schedule again so that you can discuss the changes (dates, float times of predecessor …).

3.

Demonstrate how to set time constraints in the diagram area or with the help of the Process → Object menu.

4.

Save your project.

5.

In the Project Builder, create a network without a work breakdown structure (either manually as in the “Reductions” graphic or using the standard network T-20000 as a template).

6.

Change the base dates in the network header so that the timeframe is not sufficient for carrying out all activities. Schedule the network again. Make sure the basic dates are not adjusted. Discuss the negative float times for the activities.

7.

Define reduction strategies in activities and adjust the scheduling parameters so that reduction is carried out up to level 6. Schedule the project again and discuss the result. You should also compare the normal duration and (scheduling-relevant) duration field for activities that have been reduced.

8.

In Customizing, demonstrate how to define reduction strategies.

The new function “Overall network scheduling with selection options” is available from ECC 5.00 onwards. It is essential when using this function that levels are defined in Customizing for the Project System. Levels are a sorting criterion for networks. They are used as selection criteria in the new function.

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Scheduling of the Overall Network

Figure 29: Scheduling of the Overall Network

The confirmed delivery date of an item in the sales order corresponds to the finish date of the assigned network. If the end of a network is shifted because of scheduling problems, the confirmed delivery date in the sales order is changed automatically. You can, however, also fix a confirmed delivery date for the item on the Schedule lines tab page. As of Release 4.0, scheduling of the overall network for the sales order item can be started in the sales order itself. This function schedules both the network assigned to the sales order item and all other networks linked to this network via a relationship. This function updates all items in the sales order that refer to the overall network.

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Figure 30: Overall Network Scheduling with Selection Options

As well as overall network scheduling (transaction CN24), which you can use to schedule several networks and subnetworks together, you also have at your disposal, from ECC 5.0 onwards, the new function overall network scheduling with selection options (transaction CN24N). You use this function along with suitable selection criteria to specify which networks and subnetworks are to be taken into account as part of overall network scheduling. You can display additional information on the selected activities and subnetworks on a monitor and jump to the next screen to processing or confirmation of activities. A prerequisite for the use of the Overall network scheduling with selection options function is that you have defined suitable levels beforehand in Customizing for the project system and have assigned network types and number intervals. Note that you can only schedule using two levels. By using a BAdI for Overall scheduling with selection options, you have other functions at your disposal such as control of data exchange between activities and assigned subnetworks.

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Figure 31: Subnetwork Monitor

Demonstration: Scheduling of the Overall Network Purpose Scheduling of the overall network is demonstrated as part of assembly processing or with selection options as required.

System Data System: Client: User ID: Password: Set up instructions: 1. Optional: Create a project using assembly processing. To do this create a sales order with the following data: Order type: PS1, Sales organization 1000, Distribution channel 10, Division 00, Customer 1600, Order number Gr20, Material E-1004, Order quantity 1. Save the sales order then reopen it and discuss what you find in the network header. The basic date tallies with the confirmed delivery date of the sales order. Change the basic date of the network so that a new delivery date is calculated in the sales order. Demonstrate how to get to overall network scheduling from the sales order too.

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2.

Optional: Call up overall network scheduling directly (CN24). Select, for example, the network created using assembly processing. Explain the functions of overall network scheduling.

3.

Optional: Call overall network scheduling with selection options (CN24N) and discuss the fields on the selection screen (no data is selected if levels have not been used). Optionally you can also define a level in Customizing for a suitable network type in order to demonstrate the subnetwork monitor to the participants.

Dates of Assigned Objects

Figure 32: Dates: Activity Elements

Unlike activities, activity elements are not scheduled independently. The system calculates the dates for activity elements with reference to the start or finish dates of the activity. You maintain a time interval for the start and for the finish. The dates of the activity element must always lie entirely within the duration of the higher-level activity.

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Figure 33: Requirements Date: Material

The system calculates the requirements date for components with reference to the start or finish date of the activity. You can use the Scheduling parameters for network type or the Parameters for WBS scheduling to control whether the earliest or latest start date is used as the requirements date. The transaction used to trigger the scheduling determines which of the two tables is used. If you schedule within the network or the overall network, the Scheduling parameters for the network type apply. If you schedule within the project planning board or using structure planning, the Parameters for WBS scheduling apply. If the requirements date is before the finish date of the activity, you can store a corresponding time interval by using an offset to the finish date. You can also set a requirements date for a material manually.

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Figure 34: Dates: Milestone

The slide describes milestones that are assigned to activities. The planned date is either entered manually or with reference to the activity. If the date refers to the activity dates, you must decide whether it is to refer to the earliest or latest dates and the start or the end of the activity. Additionally you enter a positive or negative offset for this reference point. You can also assign milestones to WBS elements. As of Release 4.6, the planned dates for a milestone can refer to the basic start or finish date of a WBS element.

Demonstration: Dates of Activity Elements, Materials Components and Milestones Purpose You assign various objects to activities of your example project T-10020 and demonstrate the dates for these.


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Create an activity element for activity 2000. Demonstrate the effects of the Time interval to start and Time interval to end fields.


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3.

Assign a material component to activity 3000 (e.g. E-1517 with item category N) Discuss the relationship between activity dates and the requirements date for the component.

4.

Create a milestone for activity 4000, for example, and discuss the fields for the dates and the time reference for the transaction.

5.

Save your project.


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Exercise 2: Scheduling Exercise Duration: 40 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Carry out time scheduling with predefined scenarios • Use relationships and restrictions

Business Example Using the project planning board, you calculate the dates and floats for carrying out the individual activities of your turbine project. At the same time, you also take into account the time-based dependencies of the individual activities and, if necessary, other conditions.

Task 1: 1.

Call up the project planning board.

2.

Process your project T-100## in the project planning board. Use the 1001 Elevators/Turbines planning board profile.

3.

Optimize the project display to show all activities completely.

4.

Plan dates for your project using the predefined “bottom-up” scenario. First check the time scheduling settings. Set the scheduling scenario to Bottom-up scenario (pre-defined) if you have not already done so. Plan the dates for the entire project. Hint: The “bottom-up” scheduling scenario is set so that all activity dates are determined and then the earliest and latest dates for each are transferred to the assigned WBS elements. To finish, dates are extrapolated for upper-level WBS elements within the hierarchy.


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5.

Check the floats for your project. Display both the earliest and the latest dates. Hint: Scheduling always calculates the dates of activities forwards and backwards. Each activity (and activity element) thus has two time bars. Different colors (usually blue and red) are used to distinguish between activities in the planning board that still have or no longer have time floats.

6.

Change the duration of activity 4000 Production of running gear, bearing, valves and look at the effect this has on scheduling. Reduce the duration of the activity to 30 days. Hint: Although the system adjusts the time bars of activity 4000 in the graphic, the overall project dates are no longer up to date. You need to perform scheduling again. Note the changes to activities 3000 and 3100. How are activities 3000 and 3100 affected?

7.

Save your scheduling data.

Task 2: 1.

Now take a look at the scheduling details. Once again, use the project planning board for this purpose. Call up your project.

2.

Create two further activities within activity 5010 Planning of instrumentation. The activities will be linked to each other at a later stage.

3.

Input the details for the two new activities. Enter the following data in the detail screen for activity 5020: Field Name

Values

Text

Detailed planning for instruments

Work center

2000

Work

10 hours

Normal duration

3 days Continued on next page

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If the system asks you to enter a business area, choose business area 2000. Go to the detail screen for activity 5030. Enter the following data:

4.

Field Name

Values

Text

Corrections for instruments

Work center

2000

Work

10 hours

Normal duration

72 hours

Schedule your project. How does scheduling affect the WBS elements in the project?

5.

Link activities 5010, 5020 and 5030 with relationships. Use FS relationships for this.

6.

Schedule your project. Note how the time bars for activities 5010, 5020 and 5030 change.

7.

The three activities are not yet integrated in the rest of the network. In the graphic, create an FS relationship between activity 1000 and activity 5010.

8.

Schedule your project.

9.

Using the table, create an FS relationship between activity 5030 and activity 3100.

10. Schedule your project. 11. Check the floats in your project. Click the Dates tab on the detail screen for activity 5010 Planning of instrumentation. What is the total float of the activity? _____________ Display the total float directly in the diagram area. Configure the system in such a way that only those activities with a negative total float are highlighted as critical activities. 12. Activity 5020 Detailed planning for instruments is not to start before a certain date. Set a date constraint in the Dates detail screen for the activity. Set a date constraint for the start date. As start date, enter the earliest start date plus one week in the future. Continued on next page

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13. Schedule your project. What is the free float of activity 5010? _____________ Why does activity 5010 have a free float? 14. Save your scheduling data.

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Solution 2: Scheduling Task 1: 1.

Call up the project planning board. a)

2.

Process your project T-100## in the project planning board. Use the 1001 Elevators/Turbines planning board profile. a)

3.

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction)

Enter your project in the Project def. field, select W. activities, enter the corresponding planning board profile and select Open project.

Optimize the project display to show all activities completely. a)

Use the Zoom in on graphic icon to choose a suitable zoom factor. Optimize the graphic display using the Adapt graphic area icon.

4.

Plan dates for your project using the predefined “bottom-up” scenario. First check the time scheduling settings. Set the scheduling scenario to Bottom-up scenario (pre-defined) if you have not already done so.


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Plan the dates for the entire project. Hint: The “bottom-up” scheduling scenario is set so that all activity dates are determined and then the earliest and latest dates for each are transferred to the assigned WBS elements. To finish, dates are extrapolated for upper-level WBS elements within the hierarchy. a)

First check the time scheduling settings. Choose Options. Set the scheduling scenario to Bottom-up scenario (pre-defined). Confirm your entries by clicking the Copy pushbutton. Plan the dates for the entire project. Choose Select all to select all objects. Start the scheduling procedure by clicking the appropriate icon.

5.

Check the floats for your project. Display both the earliest and the latest dates. Hint: Scheduling always calculates the dates of activities forwards and backwards. Each activity (and activity element) thus has two time bars. Different colors (usually blue and red) are used to distinguish between activities in the planning board that still have or no longer have time floats. a)

Choose Set of Dates/View. Activate the Latest date indicator and confirm your data entries by clicking Confirm.

6.

Change the duration of activity 4000 Production of running gear, bearing, valves and look at the effect this has on scheduling. Reduce the duration of the activity to 30 days. Hint: Although the system adjusts the time bars of activity 4000 in the graphic, the overall project dates are no longer up to date. You need to perform scheduling again. Note the changes to activities 3000 and 3100.


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How are activities 3000 and 3100 affected? a)

Double-click the line containing activity 4000 to call up the detail screen for the activity. Reduce the duration of the activity to 30 days. Enter this duration in the Normal duration field on the Internal tab. Confirm your entries by clicking the Back icon.

b)

Choose Select all to select all objects. Start the scheduling procedure by clicking the appropriate icon. The extended duration of the activity affects the entire network. Previously, activity 3000 was critical (it had negative floats). After scheduling, it has positive floats. Activity 3100 behaves in a completely different way. In the network structure graphic, you can see that the activities lie in two different, parallel paths. Before scheduling, the first path (with activity 3000) is the critical path in the network. After scheduling, the other path (with activity 3100) represents the critical path.

7.

Save your scheduling data. a)

Choose Save. Do not save any user-specific settings.

Task 2: 1.

Now take a look at the scheduling details. Once again, use the project planning board for this purpose. Call up your project. a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction) Enter your project in the Project definition field, select With activities, and click the Open project icon. As before, optimize the project display by clicking the Zoom in on graphic and Adapt graphic area icons.


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2.

Create two further activities within activity 5010 Planning of instrumentation. The activities will be linked to each other at a later stage. a)

Select activity 5010 Planning of instrumentation. Choose Create. The templates area is shown on the left of the project planning board. Double-click the Activity (internal) object in the templates area. The system creates an internal processing activity with default values. The assignment to the WBS element is copied by the selected activity. The detailed settings for the activity will be carried out later.

b)

Create the second activity. Double-click the Activity (internal) object in the templates area once again. Hide the templates area. Click the Open/close left-hand window icon.

3.

Input the details for the two new activities. Enter the following data in the detail screen for activity 5020: Field Name

Values

Text

Detailed planning for instruments

Work center

2000

Work

10 hours

Normal duration

3 days

If the system asks you to enter a business area, choose business area 2000. Go to the detail screen for activity 5030. Enter the following data:


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Field Name

Values

Text

Corrections for instruments

Work center

2000

Work

10 hours

Normal duration

72 hours

a)

With the Control key pressed, select the two activities. Call up the detail screen for the activities. Click the Detailed information for object icon. Enter the following data in the detail screen for activity 5020. Choose Next. If the system asks you to enter a business area, choose business area 2000. The detail screen for activity 5030 appears. Enter the data specified. Exit editing using the Back icon.

4.

Schedule your project. How does scheduling affect the WBS elements in the project? a)

Choose Select all to select all objects. Start the scheduling procedure by clicking the appropriate icon. “Bottom-up” is still selected as the scheduling scenario. The activity dates are transferred to the higher-level WBS elements. In the example above, the date of the WBS element Planning of instrumentation is adjusted. Note the different durations (3 days or 72 hours) of the two new activities.

5.

Link activities 5010, 5020 and 5030 with relationships. Use FS relationships for this. a)

With the Control key pressed, select the activities. Select Connect selected activities. The system creates FS relationships between the activities. The order of the relationships is determined by the order in which the activities are displayed in the planning board (from top to bottom).

6.

Schedule your project. Continued on next page

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Note how the time bars for activities 5010, 5020 and 5030 change. a)

Choose Select all to select all objects. Start the scheduling procedure by clicking the appropriate icon.

7.

The three activities are not yet integrated in the rest of the network. In the graphic, create an FS relationship between activity 1000 and activity 5010. a)

Activate the connect mode. Click the Switch connect mode on/off icon. The cursor is displayed as a pencil in the graphic area. Create the FS relationship. With the mouse button pressed, drag the cursor from the right half of activity 1000 to the left half of activity 5010, and release the mouse button. Deactivate the connect mode. Click the Switch connect mode on/off icon.

8.

Schedule your project. a)


9.

Using the table, create an FS relationship between activity 5030 and activity 3100. a)

Select activity 5030. Click the Edit relationships (tabular) icon. A list of the activity relationships appears.

b)

Create an FS relationship for activity 3100 Material procurement plant components. Choose the Successor tab page. Select activity 3100 in the Activity selection section. Choose the Create requirement icon. Confirm your data entries by clicking the Continue icon.

10. Schedule your project. a)

Choose Select all to select all objects. Start the scheduling procedure by clicking the appropriate icon. Continued on next page

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11. Check the floats in your project. Click the Dates tab on the detail screen for activity 5010 Planning of instrumentation. What is the total float of the activity? _____________ Display the total float directly in the diagram area. Configure the system in such a way that only those activities with a negative total float are highlighted as critical activities. a)

Double-click either the activity time bar or the activity number. Go to the Dates tab page. Note the total float. Exit the detail screen by clicking the Back icon.

b)

Choose the Options icon. Choose Planning board in the tree structure and then click the Diagram area tab. Select the Show total float indicator. Enter the value “1-” in the Critical from field (note the sign) Confirm your data entries by clicking Copy.

12. Activity 5020 Detailed planning for instruments is not to start before a certain date. Set a date constraint in the Dates detail screen for the activity. Set a date constraint for the start date. As start date, enter the earliest start date plus one week in the future. a)

Double-click either the activity time bar or the activity number. Select the Dates tab page. Choose the Cannot start before value in the Start field. As start date, enter the earliest start date plus one week in the future. Confirm your entries by clicking the Back icon.

13. Schedule your project. What is the free float of activity 5010? _____________


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Why does activity 5010 have a free float? a)

Choose Select all to select all objects. Start the scheduling procedure by clicking the appropriate icon. Note the free float in the detail screen of activity 5010. The free float is the difference between the earliest finish date for an activity and the earliest start date for the successor. The earliest start for the successor was only set to a later date by restricting the start date of the successor (5020, Cannot start before). Free floats also appear for parallel activities that have the same successor. In this case, the longer activity determines the earliest start date of the successor and the shorter activity has a free float.

14. Save your scheduling data. a)


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Lesson Summary You should now be able to: • Perform scheduling with the aid of the project planning board • Set the relevant tables in Customizing

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Actual Dates Lesson Duration: 60 Minutes

Lesson Overview This unit deals with the various ways of entering actual dates for WBS elements and activities. At the same time, prerequisites for entering actual dates are discussed as well as the effect of actual dates on subsequent scheduling runs.


Enter actual dates for WBS elements and activities

In the first stage of this lesson, you look only at actual dates for WBS elements. The second stage then deals with actual dates for activities and data exchange with WBS elements.

Business Example You want to compare planned dates with the actual execution dates in the execution phase of your project in order to be able to monitor the date situation for your project. To do this, you enter the actual dates for your project.

Entering Actual Dates Stress the difference between entering actual dates for WBS elements and activities. You enter actual dates for WBS elements manually. You usually enter actual dates for activities using confirmations. Confirmations are not only used for actual dates but, if necessary, can also be used for actual costs or to reduce capacity requirements.

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Lesson: Actual Dates

Figure 35: Actual Dates

To monitor the dates for a project, you compare the basic dates with the actual dates or forecast dates. Actual dates can be set manually for WBS elements. If you are using network activities, actual dates are set by confirming activities. If activities are assigned to a WBS element, the actual dates of the activities are proposed to the WBS element as provisional dates that can be transferred to the actual dates of the WBS element if necessary. Important: Actual dates are usually updated for an activity during activity confirmation. You can suppress this update if necessary. To do this, select the No date update indicator during confirmation. In particular, you should discuss the prerequisites when entering actual dates for WBS elements.

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Actual Dates of WBS Elements

Figure 36: Actual WBS Dates

Legend: AS = Actual start date

AF= Actual finish date

CNF= Finally confirmed

REL= Released

For WBS elements without assigned activities: • •

You can always maintain the actual start if the WBS element has the status “Released” or “Partially released”. You can only maintain the actual finish if all lower-level WBS elements have an actual finish date.

The following also applies to WBS elements to which activities are assigned: • •

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You can only maintain the actual start if the assigned activity has the status “Partially” released or “Released”. You can only maintain the actual finish date if all the lower-level WBS elements also have an actual finish date and all the activities for the WBS element have the status “Finally confirmed”.


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Explain in particular the influence of actual dates for activities on other scheduling activities. To do this, demonstrate the function of the “Shift order” indicator.

Demonstration: Actual Dates of WBS Elements Purpose Using your second example project T-10030, you demonstrate how to enter actual dates and extrapolate them in the project planning board.

System Data System: Client: User ID: Password: Set up instructions: 1. Open your project T-10030 (consists only of a work breakdown structure and no activities) in the project planning board.

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2.

Display the actual dates in the diagram area.

3.

Release the entire project.

4.

Enter actual dates for a few WBS elements. Make some error messages appear if necessary. Extrapolate the actual dates. Demonstrate actual dates on the detail screen of WBS elements too.

5.

Save your project.


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Actual Dates of Activities

Figure 37: Actual Dates of Activities

Actual dates are entered in networks using confirmation. This can be carried out using individual or collective confirmation, or the cross application time sheet. Once an activity has been finally confirmed, the start and finish of the earliest and latest dates match the actual start and actual finish dates. Partial confirmations affect the scheduling result for the earliest date in accordance with the “Shift order indicator”. •

•

The “Shift order” indicator is not set: The actual start date and forecast duration of the partial confirmation are taken into account when the earliest date is calculated. The “Shift order” indicator is set: The actual start date of the partial confirmation is not taken into account when the earliest date is calculated.

To call up an overview of your planned dates at a certain point in time (baseline), use either project versions or forecast dates.

Demonstration: Actual Dates of Activities Purpose You enter a partial confirmation for an activity in your project T-10020 and explain the effects on subsequent scheduling runs dependent on scheduling parameters.

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2.

Transfer the basic dates to the forecast date set. Demonstrate the graphical display of forecast dates. Hide the display again afterwards.

3.

Release the WBS element T-10020-1 (and the assigned activities).

4.

Enter a partial confirmation for activity 1000 as in the exercises. Demonstrate the effect of actual dates on subsequent scheduling runs for when the “Shift order” indicator is set and for when this is not set. Discuss the differences in each case.

5.

Optional: You can also demonstrate the effect of forecast finish dates for partial confirmations.

6.

Save your project.


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Exercise 3: Actual Dates from Confirmations Exercise Duration: 15 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Describe the effects of actual dates on time scheduling

Business Example You create partial confirmations for activities that are already being processed and calculate the resulting shifts in dates for your project.

Task: 1.

So far, you have planned dates but not begun to enter actual dates. Actual dates, however, can also affect your planned dates. Take a look at how actual dates affect planned dates in the project planning board. To do this, start by opening your project in the project planning board and alter the display accordingly.

2.

Before you start to enter actual dates, transfer the dates planned previously (basic dates) to the set of dates for alternative time scheduling (forecast dates). Show the forecast dates, compare them with the basic dates, and then hide them again. Hint: Forecast dates can be determined via scheduling in the same way as basic dates. These dates are simply alternative dates for time scheduling and are used in the course to “freeze” time scheduling at a certain point in time. This allows comparisons to be made with changed time scheduling (basic dates) at a later stage.

3.

Before you can enter actual data, you have to release activities or WBS elements. Release the WBS element T 100##.1 Engineering and Design. The status is inherited to lower-level activities to allow you to continue entering actual activity data.


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4.

Enter a partial confirmation for the activity 1000 Engineering of drawing/calculation/design. Display both the actual dates and the basic dates in the diagram area. Enter the following data in the confirmation dialog window:

5.

Field Name

Values

Compl.

Deselect

Final conf.

Deselect

Processing %

20 %

Actual start

Copy the earliest start date

Actual finish

Actual start plus 2 working days

Forecast duration

14 days

Schedule your project. Note how the basic dates for activity 1000 change.

6.

You can use the Shift order indicator to prevent the actual dates from affecting scheduling. Activate this indicator and carry out the scheduling process again. Except for the Shift order indicator, the settings for the predefined profile IDES scheduling forward correspond to the “bottom-up” scenario. Reschedule your project. Notice how the time bar of activity 1000 becomes shorter and the dates of all following activities are adjusted.

7.

Compare the basic dates with the forecast dates. Hide the forecast and actual dates again.

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8.

Select the “bottom-up” scheduling scenario again.

9.

Save the changes to your time scheduling settings.


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Solution 3: Actual Dates from Confirmations Task: 1.

So far, you have planned dates but not begun to enter actual dates. Actual dates, however, can also affect your planned dates. Take a look at how actual dates affect planned dates in the project planning board. To do this, start by opening your project in the project planning board and alter the display accordingly. a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction). Enter your project in the Project definition field, select With activities, use project planning board profile 1001 Elevators/Turbines and click the Open project icon. As before, optimize the project display by clicking the Zoom in on graphic and Adapt graphic area icons.

2.

Before you start to enter actual dates, transfer the dates planned previously (basic dates) to the set of dates for alternative time scheduling (forecast dates).


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Show the forecast dates, compare them with the basic dates, and then hide them again. Hint: Forecast dates can be determined via scheduling in the same way as basic dates. These dates are simply alternative dates for time scheduling and are used in the course to “freeze” time scheduling at a certain point in time. This allows comparisons to be made with changed time scheduling (basic dates) at a later stage. a)

Choose Select all to select all objects. In the menu, choose Edit → Reconcile dates → Transfer basic date to forecast. If the “Schedule WBS elements” dialog box appears, click the No pushbutton.

b)

Choose Set of Dates/Save. In the dialog box, select Forecast dates and choose Confirm to confirm your data entries. Use the same procedure to hide the forecast dates again.

3.

Before you can enter actual data, you have to release activities or WBS elements. Release the WBS element T 100##.1 Engineering and Design. The status is inherited to lower-level activities to allow you to continue entering actual activity data. a)

Select the WBS element T-100##.1 Engineering and Design. Choose Edit → Status → Release.

4.

Enter a partial confirmation for the activity 1000 Engineering of drawing/calculation/design. Display both the actual dates and the basic dates in the diagram area. Enter the following data in the confirmation dialog window: Field Name

Values

Compl.

Deselect

Final conf.

Deselect

Processing %

20 % Continued on next page

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Field Name

Values

Actual start

Copy the earliest start date

Actual finish

Actual start plus 2 working days

Forecast duration

14 days

a)

Select activity 1000 Engineering of drawing/calculation/design. Choose Confirm activity.

b)

Enter the data specified in the confirmation dialog window. Confirm the confirmation by selecting Enter and choose Back to exit. Choose Set of Dates/Save. In the dialog box, select Actual dates and choose Confirm to confirm your data entries. The corresponding time bar is then displayed in the diagram area.

5.

Schedule your project. Note how the basic dates for activity 1000 change. a)

Choose Select all to select all objects. Start the scheduling procedure by clicking the appropriate icon. The system uses the confirmation data to determine a provisional finish for the activity being processed. The activity takes longer. As a result the planned dates of the following activities in the network are shifted.

6.

You can use the Shift order indicator to prevent the actual dates from affecting scheduling. Activate this indicator and carry out the scheduling process again. Except for the Shift order indicator, the settings for the predefined profile IDES scheduling forward correspond to the “bottom-up” scenario. Reschedule your project.


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Notice how the time bar of activity 1000 becomes shorter and the dates of all following activities are adjusted. a)

Choose the Options icon. All settings in the predefined “bottom-up” scheduling scenario are fixed. In particular, you cannot change the Shift order indicator. Change the scheduling scenario to Free scheduling. Except for the Shift order indicator, the settings for the predefined profile IDES scheduling forward correspond to the “bottom-up” scenario. Select the Shift order indicator. Confirm your data entries by clicking Copy.

b)

Reschedule your project. Choose Select all to select all objects. Start the scheduling procedure by clicking the appropriate icon.

7.

Compare the basic dates with the forecast dates. Hide the forecast and actual dates again. a)

Choose Set of Dates/Save. In the dialog box, select Forecast dates and choose Confirm to confirm your data entries. Hide the forecast and actual dates again.

8.

Select the “bottom-up” scheduling scenario again. a)

Choose the Options icon. Change the scheduling scenario to “Bottom-up”. Confirm your data entries by clicking Copy.

9.

Save the changes to your time scheduling settings. a)


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Lesson Summary You should now be able to: • Enter actual dates for WBS elements and activities

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Unit Summary You should now be able to: • Schedule dates for WBS elements using the project planning board • Perform scheduling with the aid of the project planning board • Set the relevant tables in Customizing • Enter actual dates for WBS elements and activities

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Test Your Knowledge

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WBS elements can be linked together using relationships in order to specify the chronological order of WBS elements. Determine whether this statement is true or false.

□ □

True False

2.

Which functions for time scheduling with WBS elements can be carried out automatically by the system on saving with the help of planning methods?

3.

Which factors can have an influence on the scheduling result of networks? Choose the correct answer(s).

□ □ □ □ □ 4.

A B C D E

The transaction used to carry out the scheduling. Relationships to other networks. The control key for the activity. Dates of assigned WBS elements. The work center in activities.

The system automatically calculates the actual dates for a WBS element from the accounting documents assigned to the WBS element. Determine whether this statement is true or false.

□ □ 5.

True False

The Shift order indicator controls how actual dates from final confirmations affect further scheduling runs. Determine whether this statement is true or false.

□ □

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True False


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Answers 1.

WBS elements can be linked together using relationships in order to specify the chronological order of WBS elements. Answer: False Network activities can only be linked to each other by means of relationships in the project system. The work breakdown structure has a purely hierarchical structure however.

2.

Which functions for time scheduling with WBS elements can be carried out automatically by the system on saving with the help of planning methods? Answer: The system can check the hierarchical consistency of time scheduling within the project and extrapolate dates within the project structure automatically on saving using the planning methods “Top Down”, “Bottom Up” and “Strict Bottom Up”.

3.

Which factors can have an influence on the scheduling result of networks? Answer: A, B, C, D, E The result of scheduling depends on a variety of different influencing factors. All factors listed can play a role in the scheduling of networks. It is essential for understanding scheduling to have a knowledge of these factors.

4.

The system automatically calculates the actual dates for a WBS element from the accounting documents assigned to the WBS element. Answer: False The actual dates for a WBS element can only be entered either manually calculated by extrapolation of actual dates of lower-ranked WBS elements - or derived from the provisional actual dates of assigned activities.

5.

The Shift order indicator controls how actual dates from final confirmations affect further scheduling runs. Answer: False The Shift order indicator controls how actual dates from partial confirmations affect subsequent scheduling runs.

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Unit 3 Capacities

81

At the beginning of this unit, you demonstrate the lifecycle of internal activities to participants using one of your project activities from the project planning board as an example. You then deal with all the stages in this lifecycle in detail. To do this, you create your own work center and use this to discuss available capacity and requirements, analyses, leveling of available capacity, plus workforce planning for personnel resources and completion confirmation as well as the appropriate settings for Customizing.

Unit Overview This unit deals with the planning, execution and analysis of internal services for projects. You create work centers and available capacities and learn about the various influencing factors for determining the capacity requirements for projects, as well as the appropriate Customizing settings. The unit also provides an overview of the various reports for analyzing the capacity situation for projects and for work centers, as well as an overview of capacity leveling options. As well as capacity planning at work center level, workforce distribution for personnel resources is also discussed. Finally, the various completion confirmation options for network activities (especially the Cross Application Time Sheet) and reduction of capacity requirements is discussed.

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

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Describe the lifecycle of internal activities in projects Calculate capacity requirements Carry out capacity analyses for projects and work centers Distribute work to personnel resources Confirm internal services for internally-processed activities


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Unit Contents Lesson: Capacities - Overview..................................................... 97 Demonstration: The Lifecycle of Internal Activities ........................ 100 Exercise 4: Quick Run of Planning and Execution of Internal Activities 103 Lesson: Available Capacity and Capacity Requirements ..................... 109 Demonstration: Activity Details ............................................... 110 Demonstration: Work Centers and Available Capacity ................... 113 Exercise 5: Available Capacity and Capacity Requirements ............. 115 Lesson: Capacity Analysis......................................................... 125 Demonstration: Capacity Analysis in the Structure Information System 126 Demonstration: Capacity Analysis with Capacity Planning Reports ..... 129 Exercise 6: Capacity Analysis ................................................ 131 Lesson: Capacity Leveling......................................................... 137 Demonstration: Workforce Planning ......................................... 143 Demonstration: Capacity Planning Table.................................... 147 Exercise 7: Workforce Planning .............................................. 149 Lesson: Confirmations ............................................................. 159 Demonstration: Individual and Collective Confirmations .................. 163 Demonstration: Variances and Actual Capacity Requirements .......... 165 Demonstration: Confirmations with the CATS .............................. 169 Exercise 8: Confirmations and Actual Capacity Requirements .......... 171

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Lesson: 83

Lesson: Capacities - Overview

Capacities - Overview Lesson Duration: 90 Minutes

Lesson Overview This lesson provides an initial overview of the various aspects of capacity planning for projects. Using a simple example, you learn about the stages involved in the lifecycles of internally-processed activities.


Describe the lifecycle of internal activities in projects

In this lesson, you explain to participants the various aspects and stages involved in the lifecycle of internal activities. Use the project planning board to demonstrate the essential steps based on a simple example. The details will be dealt with in the subsequent lessons.

Business Example A large part of the services for the turbine will be performed in your own company; however, it is possible you may not have sufficient available capacity to perform the work. Plan the services and analyze the capacity requirements.

The Lifecycle of Internal Activities The first graphic consists of an overview on the subject of capacities. At the center of the diagram is the internally-processed activity. The degree to which the other aspects influence this is indicated by the thickness of the lines. With the exception of the subjects “Progress”, “External assignment” and “Machines”, all aspects are dealt with in detail in this lesson or in the lessons that follow in this unit. The “Lifecycle of an Internal Activity” diagram shows the various stages involved in capacity planning with internally-processed activities. The contents of subsequent lessons are divided up according to these stages. In this lesson, you start by demonstrating to participants the important steps in this lifecycle using an activity from your example project in the project planning board.

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Figure 38: Capacities: Overview

The planning of internal activities has a considerable influence on other objects and aspects in the Project System and in Capacity Planning. The extent of this influence is indicated by the width of the lines in the slide.

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Figure 39: Lifecycle of an Internal Activity

The slide shows all events in the lifecycle of an internally-processed activity. You can omit some of the events if required, however. Capacity leveling or workforce planning may be unnecessary, for example, if the time and effort these involve outweigh the benefits.

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Figure 40: Internal Processing in the Project Planning Board

You can use the project planning board to carry out all steps involved in the processing of internal activities. The slide shows only the minimum processing procedure. You can also call up workforce planning and capacity leveling directly from the planning board.

Demonstration: The Lifecycle of Internal Activities Purpose You give a quick demonstration of the important stages in the planning and execution of an internal activity in the project planning board.


100

Briefly run through the lifecycle of an internal activity (for activities 1000 and 1100) as in the exercises.


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3.

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Save your project.


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Exercise 4: Quick Run of Planning and Execution of Internal Activities Exercise Duration: 15 Minutes

Exercise Objectives After completing this exercise, you will be able to: • You carry out a “quick run” of planning and execution of internal activities in the project planning board.

Business Example You plan, monitor and execute internal activities in the project planning board for an activity of your turbine project using a “quick run”.

Task: 1.

Call up the project planning board.

2.

Edit your project T-100## in the project planning board.

3.

Plan work for activity 1100 Engineering of running gear. Enter the following data:

4.

Field Name

Values

Work center

2200

Work

120 hours

Activity type

1429

Normal duration

16 days

Determine the capacity requirements for your project.


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Keep an eye on the status bar in the project planning board. The capacity requirements will only be calculated after the next scheduling run. Hint: You can determine capacity requirements automatically on saving by activating the Capacity requirements indicator in the network header. You can also calculate this directly in the project planning board by selecting an activity and choosing Details → Network header. Start scheduling. 5.

Analyze the capacity requirements of the WBS element T-100##.1 Engineering and Calculation. Call up the capacity overview directly in the project planning board. A bar chart showing the capacity requirements appears. Display a histogram of the requirements for work center 2200 Specifications statics. Show the legend and then hide it again. Hint: You can also look at the work center from the project planning board. To do so, double-click the work center. Close the capacity overview.

6.

The two activities 1000 Engineering of drawing/calculation/design and 1100 Engineering of running gear are completed as planned. Enter the relevant final confirmations. Take at look at the status of activity 1000. Hint: As a result of the final confirmation, the system resets all the capacity requirements of the activity to zero. In the previous unit, you entered a partial confirmation of 20%, which left a capacity requirement of 80%.

7.

104

Save your project.


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Solution 4: Quick Run of Planning and Execution of Internal Activities Task: 1.

Call up the project planning board. a)

2.

Edit your project T-100## in the project planning board. a)

3.

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction) Enter your project in the Project definition field, select With activities, use project planning board profile 1001 Elevators/Turbines and click the Open project icon.

Plan work for activity 1100 Engineering of running gear. Enter the following data: Field Name

Values

Work center

2200

Work

120 hours

Activity type

1429

Normal duration

16 days

a)

Call up the detail screen for the activity by double-clicking the time bar or the activity number. Click the Internal tab and enter the data specified. Confirm your entries by clicking the Back icon.

4.

Determine the capacity requirements for your project.


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Keep an eye on the status bar in the project planning board. The capacity requirements will only be calculated after the next scheduling run. Hint: You can determine capacity requirements automatically on saving by activating the Capacity requirements indicator in the network header. You can also calculate this directly in the project planning board by selecting an activity and choosing Details → Network header. Start scheduling. a)

Choose Select all to select all objects. Choose Edit → Functions → Activate capacities. Start the scheduling procedure by clicking the appropriate icon.

5.

Analyze the capacity requirements of the WBS element T-100##.1 Engineering and Calculation. Call up the capacity overview directly in the project planning board. A bar chart showing the capacity requirements appears. Display a histogram of the requirements for work center 2200 Specifications statics. Show the legend and then hide it again. Hint: You can also look at the work center from the project planning board. To do so, double-click the work center. Close the capacity overview. a)

Select the WBS element T-100##.1. Choose the Capacity overview icon. Select the work center.

b)

Choose Load as histogram in the context menu (right mouse button). Choose the appropriate entry in the context menu for displaying the legend. Show the legend and hide it again using Close chart in the menu.

c) 6.

To close the capacity overview, choose Close chart in the context menu.

The two activities 1000 Engineering of drawing/calculation/design and 1100 Engineering of running gear are completed as planned. Enter the relevant final confirmations. Continued on next page

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Take at look at the status of activity 1000. Hint: As a result of the final confirmation, the system resets all the capacity requirements of the activity to zero. In the previous unit, you entered a partial confirmation of 20%, which left a capacity requirement of 80%. a)

With the “Control” key pressed, select the two activities. Choose the Confirm activity icon. The dialog screen for confirming activity 1000 appears. Enter the earliest finish as the finish date. Copy the remaining data and go to the next activity. Choose Next activity. Enter the earliest start or finish as the actual start or finish and copy the remaining data. Choose Back. Call up the detail screen of activity 1000 by double-clicking the activity bar or the activity number. The activity should have the statuses Released, Manually confirmed and Confirmed. Choose Back.

7.

Save your project. a)

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Choose Save.


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Lesson Summary You should now be able to: • Describe the lifecycle of internal activities in projects

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Lesson: 93

Lesson: Available Capacity and Capacity Requirements

Available Capacity and Capacity Requirements Lesson Duration: 120 Minutes

Lesson Overview This lesson deals with the settings you need to make in work centers and network activities to define available capacity and calculate capacity requirements.


Calculate capacity requirements

In this lesson, you explain to participants the necessary prerequisites for defining available capacity in work centers and, in particular, calculating capacity requirements for activities.

Business Example Part of the assembly work for the turbine system is to be carried out by employees from a new work center. You start by creating a suitable work center and defining the available capacity. You then calculate the capacity requirement for your project based on the capacities for this work center.

Internally-Processed Activities and Capacity Requirements Explain the fields for internally-processed activities that influence the calculation of capacity requirements. Stress the importance of the control key and the “Work center” field.

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Figure 41: Details of an Internally-Processed Activity

The slide highlights the settings that are important for the capacity requirements of internal activities: • • •

•

•

You use the Control key - amongst other things - to set whether an activity is relevant at all for determining capacity requirements. The value in the Work field generally determines the size of the planned capacity requirements. The Distribution key field determines how the capacity requirements are to be distributed over the duration of the activity. If this field is blank, the distribution key is determined from the work center. If the work center field is also blank, the work is distributed evenly to the latest dates. The system can only determine capacity requirements if you have entered a work center. The requirements are generated at this work center and the work center supplies the available capacity. The activity type is determined from the work center (and its assignment to a cost center). This is essential for the calculation of the cost for an activity.

Demonstration: Activity Details Purpose In the detailed screen, you demonstrate which fields of an internally-processed activity are relevant when calculating capacity requirements.

System Data System:

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Client: User ID: Password: Set up instructions: 1. Open your project T-10020 in the project planning board. 2.

Explain the fields relevant for capacity planning in the detail screen of an internally-processed activity. Briefly discuss the function of distribution keys.

3.

Using input help, demonstrate the settings for the control key PS01.

Work Centers and Available Capacity Discuss the important fields for defining available capacity and calculating capacity requirements in work centers. For the explanation, create a new work center. Optionally, you can also deal with Customizing for capacities and work centers as well as the detailed options when defining available capacities. Use a flip chart or board if necessary to explain the difference between continuous and discrete distribution.

Figure 42: Details of Work Center, Capacities

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This slide highlights the key settings for the capacity view of a work center. •

•

•

On the Capacities tab page, you can specify the individual capacity categories (labor, machine, for example) of a work center. Each capacity category has its own available capacity. The formula for calculating the internal processing requirement defines how capacity requirements are to be determined from the activity details. Usually, only the Work field is used from the activity. The distribution key of the work center is only used by the system if no distribution key is specified in the activity.

Features of the header screen for the capacity category: • •

•

The standard available capacity of the capacity category is defined. This standard available capacity can be refined using additional intervals. The Relevant to finite scheduling switch allows you to determine whether the capacity category is to be considered in an availability check. You can perform this availability check from the network or during capacity leveling. The overload specifies the percentage of capacity requirements that the available capacity may exceed without the availability check affecting activity scheduling.

Figure 43: Available Capacity

The capacity data in the work center and the available capacity determine the available output of labor and machines within a certain time period. Available capacity specifies the performance of a capacity category in a work center.

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Formulas in the work center determine how capacity requirements are calculated.

Figure 44: Capacity Requirements

Scheduling determines the capacity requirements using the scheduled dates for the service to be performed. The system determines the capacity requirements using the formula in the work center and the work from the network activity. Capacity requirements can also be determined for externally-processed activities. To do so, you must set the Scheduling and Capacity requirements indicators in the control key. Capacity requirements are determined in the same way as internally-processed activities.

Demonstration: Work Centers and Available Capacity Purpose You explain the settings necessary for capacity planning in work centers. You demonstrate how work centers, available capacities and distribution keys are defined.

System Data System: Client:

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User ID: Password: Set up instructions: 1. Demonstrate (by jumping from the capacity overview in the project planning board) the most important fields on the capacities tab page and in the header for the personnel capacity of work center 2000 in plant 1300.

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2.

Based on the settings, explain how to define productive operating time and available capacity. Optional: Discuss the use of intervals and layers for detailed definition of available capacity.

3.

Create a new work center 2520 in plant 1300 in the menu for the project system as in the exercises. Point out the distribution key used.

4.

Optional: While creating the work center, you can also demonstrate Customizing of work centers and capacities while you are in Customizing mode.

5.

Open your project T-10020 in the project planning board. Enter your work center 2520 for activity 4000. Carry out scheduling again if necessary and demonstrate the capacity requirements for work center 2520 in the capacity overview. Save your project.

6.

In Customizing, demonstrate how to define distribution keys, functions and strategies.


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Exercise 5: Available Capacity and Capacity Requirements Exercise Duration: 20 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Define a capacity requirement • Generate capacity requirements

Business Example You create a new work center and define the available capacity for capacities of this work center. This work center is used for assembly activities for your turbine project. You therefore calculate the corresponding capacity requirement.

Task: 1.

In the following section, you will create your own work center, use the work center in the network and investigate the capacity requirements for the work center. Start from the Easy Access menu.

2.

Create a work center for your project. Use the following data on the initial screen: Field Name

Values

Plant

1300

Work center

25##

Work center category

0006

The basic data screen appears for the work center. Enter the following data:


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Field Name

Values

Text

Group ##, assembly

Responsible person

001

Usage

003, only networks

Save your entries before continuing. 3.

Next enter the data for the available capacity for the work center. Use the following data: Field Name

Value

Capacity category

002

Formula for capacity requirements

SAP008

Distribution key

SAP030

Enter the available capacity for this capacity category on the detail screen. Use the following data for this: Field Name

Value

Capacity planner grp

001

Factory calendar ID

01

Base unit of measure

Hours

Start

8 a.m.

Finish

18:00

Length of breaks

1 hour

Capacity utilization

100 %

Number of individual capacities

1

Relevant to finite scheduling

Yes

Can be used by several operations…

Yes

Overload

20 %

Long-term planning

No

Save your entries before continuing. Continued on next page

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4.

Your new work center is still missing scheduling data and needs to be assigned to a cost center. Maintain this data. Enter the following data in the detail screen for scheduling: Field Name

Value

Capacity category

002

Other formula

SAP004

Now enter the cost center assignment. Enter the following data for costing: Field Name

Value

Start date

Start of current month

Cost center

4290

Formula key (field has no label)

SAP008

ActType Int.Proc.

1421

Save your entries. 5.

Use your new work center in your project in activity 4000 Production of running gear, bearing, valves. Edit the project using the project planning board. Plan work in your work center. Use the following data:

6.

Field Name

Value

Work center

25##

Work

300 hours

Duration

30 days

Distribution key

SAP020

The capacity requirements and planned dates are no longer up-to-date. Determine the requirements again. Check the capacity load of the work center. Display the histogram load display. Is there an overload? Continued on next page

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Note down the earliest start date and the latest finish date of the activity for comparison at a later stage. Earliest start: ___________ Latest finish: ___________ Save your project.

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Solution 5: Available Capacity and Capacity Requirements Task: 1.

In the following section, you will create your own work center, use the work center in the network and investigate the capacity requirements for the work center. Start from the Easy Access menu. a)

2.

Click the Back icon until the Easy Access menu appears.

Create a work center for your project. Use the following data on the initial screen: Field Name

Values

Plant

1300

Work center

25##

Work center category

0006

The basic data screen appears for the work center. Enter the following data: Field Name

Values

Text

Group ##, assembly

Responsible person

001

Usage

003, only networks

Save your entries before continuing. a)

SAP Menu → Logistics → Project System → Basic Data → Master Data → Work Center → Master Record → Create (Choose transaction by double-clicking) Use the data specified on the initial screen. Choose Next screen.

b)

Now enter the data specified on the basic data screen for the work center. Choose Save. Continued on next page

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3.

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Next enter the data for the available capacity for the work center. Use the following data: Field Name

Value

Capacity category

002

Formula for capacity requirements

SAP008

Distribution key

SAP030

Enter the available capacity for this capacity category on the detail screen. Use the following data for this: Field Name

Value

Capacity planner grp

001

Factory calendar ID

01

Base unit of measure

Hours

Start

8 a.m.

Finish

18:00

Length of breaks

1 hour

Capacity utilization

100 %

Number of individual capacities

1

Relevant to finite scheduling

Yes

Can be used by several operations…

Yes

Overload

20 %

Long-term planning

No


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Save your entries before continuing. a)

Choose Change work center from the menu. Enter your work center for plant 1300.

b)

Click the Capacities pushbutton and use the data indicated. Confirm your entries by clicking the Enter pushbutton.

c)

Enter the detail screen of the capacity category that you just created by chossing the Capacity header data icon. Now specify the available capacity. Use the data indicated for this. Confirm your entries by clicking the Enter pushbutton. Choose Save.

4.

Your new work center is still missing scheduling data and needs to be assigned to a cost center. Maintain this data. Enter the following data in the detail screen for scheduling: Field Name

Value

Capacity category

002

Other formula

SAP004

Now enter the cost center assignment. Enter the following data for costing: Field Name

Value

Start date

Start of current month

Cost center

4290

Formula key (field has no label)

SAP008

ActType Int.Proc.

1421


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Save your entries. a)

Click the Scheduling pushbutton on the initial screen. The detail screen for scheduling appears. Enter the data as specified. Confirm your entries by clicking the Enter icon.

b)

Select the Costing tab page. Enter the data specified for the calculation. Confirm your entries by clicking the Enter icon Save your entries. Choose Save.

5.

Use your new work center in your project in activity 4000 Production of running gear, bearing, valves. Edit the project using the project planning board. Plan work in your work center. Use the following data: Field Name

Value

Work center

25##

Work

300 hours

Duration

30 days

Distribution key

SAP020

a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction) Call up the detail screen for activity 4000 by double-clicking the time bar or the activity number. Choose the Internal tab page and enter the data indicated. Choose Back.

6.

The capacity requirements and planned dates are no longer up-to-date. Determine the requirements again. Check the capacity load of the work center. Display the histogram load display. Is there an overload? Continued on next page

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Note down the earliest start date and the latest finish date of the activity for comparison at a later stage. Earliest start: ___________ Latest finish: ___________ Save your project. a)


b)

Check the capacity load of the work center. Select the WBS element T-100##.4, Production. Choose the Capacity overview icon. Choose Load as histogram in the context menu (right mouse button). Overloads are displayed in red where applicable. Note down the earliest start date and the latest finish date of the activity for comparison at a later stage. Click the Dates tab in the detail screen of the activity and make a note of the dates. Your capacity requirements will be within this period. Exit the detail screen by clicking the Back icon.

c)

Save your project. Choose Save.

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Lesson Summary You should now be able to: • Calculate capacity requirements

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Lesson: 107

Lesson: Capacity Analysis

Capacity Analysis Lesson Duration: 60 Minutes

Lesson Overview This lesson provides an overview of reports in the project system and of capacity planning for assessment of the capacity situation in projects and work centers.


Carry out capacity analyses for projects and work centers

You demonstrate various reports for capacity analysis to the participants. In doing so, you highlight the various functions of each of the reports.

Business Example You would like to know whether all the capacities you need to carry out your project are also available on the dates in question. You therefore analyze the capacity requirements for your project and compare these with the available capacity. Stress that the capacity reports in the Structures Information System only refer to capacity requirements for selected projects. Capacity requirements for other projects, which also have capacity requirements in the same work centers, are not displayed however.

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Capacity Analysis in the Structure Information System

Figure 45: Capacity Analysis in the Structure Information System

You can evaluate capacity requirements directly in the Project Structure Information System. Use the enhanced individual overview for capacity requirements from the Structures Information System. The overview is structured in exactly the same way as the Structures Information System. You can use display variants, for example, to determine which information is displayed. Alternatively, you can also use the Capacities individual overview, which was developed for the R/3 Enterprise release. This is designed for occasional users and is easy to use. However the information it provides is not as detailed as in the enhanced individual overview.

Demonstration: Capacity Analysis in the Structure Information System Purpose You demonstrate the options in the Structures Information System for analyzing capacity requirements.

System Data System: Client: User ID: Password: Set up instructions:

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1.

First, use the standard individual overview (CN50N) for analyzing the capacity requirements of your project T-10020 and then the enhanced individual overview (CN50).

2.

Explain which requirements are read from the database (Capacity indicator must be set in the database profile).

3.

Explain the various functions and adjustment options for reports.

Capacity Planning Reports Unlike reports in the Structures Information System, capacity planning reports show all requirements and compare these with the available capacities in the corresponding work centers. Explain the different functions in the “standard” and enhanced capacity evaluation and briefly deal with Customizing settings for these. Capacity planning reports are dealt with in detail in the corresponding courses on capacity planning (e.g. SCM360).

Figure 46: Analysis with Capacity Evaluation Reports

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You can use capacity evaluation to analyze the capacity loads in your company. You can perform various evaluations here: •

• •

The standard overview provides you with an overview of the load situation at selected work centers. It compares the capacity requirements and the available capacity of the selected work centers with the capacity already filled by the work centers for each period. You can use the capacity detail list to display details of the orders and networks that create capacity requirements at the work centers. You can use the variable overview to evaluate and display any data from capacity planning.

You can display the different evaluations in tabular and graphical form using the SAP Business Graphics. You can display or process work centers and capacities from all evaluation lists. You can also process orders and confirmations and display stock/requirements lists from the detailed capacity list.

Figure 47: Enhanced Capacity Evaluation

Important: In the standard system it is not possible to select actual capacity requirements for projects in the enhanced capacity evaluation. In order to be able to evaluate actual capacity requirements, selection profile SAPPS_S020 has

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been changed for this course. This selection profile is used in the SAPPS_G021 overall profile. All the profiles for enhanced capacity evaluation are maintained in Customizing for Capacity Planning.

Figure 48: Customizing for Enhanced Capacity Evaluation

The overall profile contains all settings required for enhanced evaluations and capacity leveling. You can set the overall profile and all associated subprofiles within Customizing for capacity planning. All of the Customizing activities required are discussed in course SCM360 (Capacity Planning).

Demonstration: Capacity Analysis with Capacity Planning Reports Purpose You demonstrate capacity evaluation and enhanced capacity evaluation.


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1.

Call the work center overview for capacity evaluation and select a new work center for you project (e.g. 2000).

2.

Demonstrate how to display the standard, detailed and variable views as in the exercises and discuss the functions of these.

3.

Call advanced capacity evaluation and select work centers using your project number T-10020 (project view). Demonstrate how this differs to the “standard” capacity evaluation view.

4.

Optional: In Customizing for advanced capacity evaluation, you can demonstrate profile SAPPS_G020 and explain the most important settings for the subprofiles.


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111


Exercise 6: Capacity Analysis Exercise Duration: 15 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Analyze capacity requirements in the Structures Information System and in a capacity overview

Business Example You analyze the capacity requirements for your turbine project. You check whether the capacities you need to carry out the project are also available on the dates in question.

Task: 1.

Analyze the capacity requirements with the enhanced individual overview of capacity requirements in the PS Information System. If you are asked to enter a PS info profile, enter YIDES_130000. Add more fields to the report. Remove the Work center text and add the following fields: Field Name Activity Earliest start date Latest finish date Normal duration

Change the way in which the capacity requirements are grouped so that they are sorted according to WBS elements. Exit the report without saving the overview. Continued on next page

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2.

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Take a look at the capacity load from your work center view. Enter the following values on the initial screen: Field Name

Value

Work center

25##

Capacity planner group

001


1300

If you cannot see all the capacity requirements for your project, adjust the evaluation period. Take a closer look at the requirements for an individual period. Display the activity field. Return to the display for all periods and display the load graphic. Exit the graphic and the report.

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Solution 6: Capacity Analysis Task: 1.

Analyze the capacity requirements with the enhanced individual overview of capacity requirements in the PS Information System. If you are asked to enter a PS info profile, enter YIDES_130000. Add more fields to the report. Remove the Work center text and add the following fields: Field Name Activity Earliest start date Latest finish date Normal duration

Change the way in which the capacity requirements are grouped so that they are sorted according to WBS elements.


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Exit the report without saving the overview. a)

SAP Menu → Logistics → Project System → Information System → Structures → Enhanced Individual Overviews → Capacity Requirements (double-click to choose transaction). Specify project definition T-100## in the initial screen. If you are asked to enter a PS info profile, enter “YIDES_130000”. Click the Execute icon to call up the report.

b)

Change the field selection by clicking the Choose fields icon. Remove the Work center text and add the fields indicated. Click Continue to update the field selection.

c)

Choose Group. Select the grouping criteria in the left half of the dialog box and choose Hide fields. Then choose the WBS element field and show it using the Show fields icon. Choose Continue.

d)

Choose Back. When you exit the information system, a dialog box is displayed in order for you to save your data. Choose No here. Exit the report.

2.

Take a look at the capacity load from your work center view. Enter the following values on the initial screen: Field Name

Value

Work center

25##


001


1300

If you cannot see all the capacity requirements for your project, adjust the evaluation period. Take a closer look at the requirements for an individual period. Display the activity field. Continued on next page

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Return to the display for all periods and display the load graphic. Exit the graphic and the report. a)

SAP Menu → Logistics → Project System → Information System → Resources → Capacity Load → Work Center View (Double-click to select transaction). On the initial screen, use the data specified. Choose the Standard Overview icon.

b)

A week-by-week list of your work center's capacity requirements appears. This work center will probably be overloaded for several weeks by the capacity requirements for your project. If you do not find all capacity requirements for your project, choose Settings → General and position your cursor in the Int. finish field in the Interval to be evaluated section. Increase the value accordingly (if necessary, compare it with the latest finish of the activity you noted down previously).

c)

Take a closer look at an individual period. To do this, select a period where requirements are greater than zero. Click the Cap. details/period pushbutton. Choose the Select fields pushbutton. Look for the Operation field on the right hand side of the dialog box that appears. Select it and copy it to the left hand side of the dialog box by clicking the Choose icon. Confirm your data entries by clicking the Continue pushbutton. Which activity creates the requirement?

d)

Choose Back. Select the Standard Overview icon to display the load as a graphic.

e)

Exit the graphic and the report. Select Back twice.

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Lesson Summary You should now be able to: • Carry out capacity analyses for projects and work centers

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Lesson: 117

Lesson: Capacity Leveling

Capacity Leveling Lesson Duration: 90 Minutes

Lesson Overview In this lesson, you will learn about the various options for carrying out capacity leveling for projects. This lesson deals in particular with workforce planning of personnel resources.


Distribute work to personnel resources

This lesson focuses on workforce planning for personnel resources. Besides the options dealt with in this lesson, you should also inform participants about other options for dividing up work up into capacity splits.

Business Example For your project, you evaluate the options for carrying out capacity leveling in the case of a capacity overload. You would also like to see full details of capacity planning for some activities in your project and distribute the planned work to individual personnel resources in your company. Explain to participants the various options for capacity leveling – usually due to capacity overload – based on the “Capacity leveling” graphic.

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Overview

Figure 49: Capacity Leveling

There are various capacity leveling methods for networks/activities: •

•

You can use the project planning board to display the capacity load for the work centers involved. These work centers appear as bars on a time axis. Red sections on these bars indicate an overload within a specific time period. You can select a particular work center and display a capacity load curve that shows both the capacity requirements and the available capacity. You can use the project planning board to level capacities by changing the work center or rescheduling the activity within the specified time, for example. For capacity leveling, you can use the capacity planning board either in graphical or tabular form. Each of them has at least two sections, one for the available capacity of the work center by period and the other for the capacity requirements of different orders or networks.

Workforce planning is a user interface that you can use to distribute given work to persons allocated to the work center. There are different views for capacity planning and for workforce planning: • •

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The work center view selects all capacity requirements for the specified work centers within a given time. The project view selects all activities with work centers for a specified project.


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Workforce Planning Discuss the various possibilities for dividing up work among personnel resources. In particular, you should discuss the “Project View” and “Work Center View” transactions and how these differ. Stress that all networks selected are also blocked. This is not the case with workforce distribution evaluation however, which is available as of Release 4.6. Explain also which personnel resources can be assigned to activities. Demonstrate in this context in particular the use of project organization and the various options for assigning personnel resources to work centers.

Figure 50: Workforce Planning

Workforce planning assigns persons to activities. Characteristics of workforce planning: • • •

Two different views: the work center view and the project view Persons can be assigned to activities quickly and easily Data display: – – –

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Availability of the person (read from HR) Total capacity load on the person Activity data


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You can assign persons who a) are assigned to the work center of the activity b) belong to the project team or c) are available in HR.

Figure 51: Evaluation of Workforce Planning

Evaluation lets you display the work distribution for projects, work centers or personnel resources. •

• •

When calling up workforce planning in the project view, you select project definitions, WBS elements or networks. The project view displays all activities that are assigned to the chosen networks or WBS elements. When calling up workforce planning in the work center view, you select work centers, plants or personnel resources (here: person or position). Selecting via personnel resources also allows you to evaluate workforce planning on the basis of organizational units.

The evaluation is carried out using the SAP List Viewer (ALV). The standard functions of this tool allow you to use the evaluation as a basis for printing workforce planning, sending it to other users or storing it in a local file.

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Figure 52: Project Team

As of Release 4.6, you can create a project team for a WBS element. The project teams are composed of persons that you can use in workforce planning. The persons are either assigned via HR organizational units, via positions or directly. If a WBS element does not have its own project team, you can access the project team of the higher-level WBS element during “workforce planning”. If a WBS element does have its own project team, you cannot access the project team of the higher-level WBS element during “workforce planning”.

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Figure 53: Work Center: Assigning Persons

You can assign persons to work centers: • •

At capacity category level At work center level

This assignment is important for: • •

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Workforce planning The Cross Application Time Sheet (CATS), which proposes a worklist for entering activities for a person.


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Figure 54: Customizing for Workforce Planning

To carry out and evaluate workforce planning, you need to use profiles for workforce planning. These must be entered on the initial screen and may be changed temporarily if required. The profiles for workforce planning are defined in Customizing for the Project System in the resources section. From Release 4.6A onwards, you can work with mixed period splits. Within workforce planning, you can display individual periods for specific days, weeks, or months, for example. From Release 4.6A onwards, you can assign persons from the work center or project organization or persons of your choice. You can distribute work to persons as well as assign positions or HR organizational units. Exceptions are used when evaluating workforce planning.

Demonstration: Workforce Planning Purpose You demonstrate various functions of workforce planning for personnel resources and the necessary Customizing settings.


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User ID: Password: Set up instructions: 1. Use the project view (profile 1302) to assign personnel resource 1248 to activity 1200 of your project T-10020. Distribute a few hours to the personnel resource and explain the various functions of this transaction and settings for the profile. 2.

Optional: You can also demonstrate the work center view for workforce planning of personnel resources.

3.

Call the evaluation for workforce planning and use your project number as a selection criterion. Explain the evaluation functions, in particular the definition and use of exceptions as in the exercise.

4.

Use the Project Builder or project planning board to assign a project organization to the top level WBS element in your project T-10020 as in the exercises.

5.

Assign position 50014120 to your work center at capacity category level as in the exercises.

6.

Use the project view once again to assign the person that corresponds to position 500014120 (personnel number 1940) to activity 4000 of your project. Proceed as in the exercises.

7.

If necessary, you can also discuss the possible settings for rescheduling resources in scheduling parameters for networks.

Capacity Planning Table Briefly explain to participants how to use the graphical and tabular planning tables for capacity leveling. Unlike the graphical planning table, the tabular planning table not only shows the requirements already scheduled but also the available capacity.

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Figure 55: Capacity Planning: Graphical Planning Table

In the graphical capacity planning table, you can dispatch activities by dragging them with the mouse to the work center/capacity category for a certain period. You can call up various transactions from the graphical planning board such as: • •

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Change/display the order or activity Change/display the work center or the capacity screen of the work center


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Figure 56: Capacity Planning: Tabular Planning Board

The planning board contains the following types of display: • •

Work center / capacity with availability, load, dispatched and pool for several periods Multiple work centers / capacities with availability and load for several periods

The tabular planning board can be called up in work center, individual capacity and order view. It displays the available capacity and distributed capacity requirements. The output unit for the available capacity and capacity requirements is specified in the evaluation profile. The tabular planning board is divided up into a resources section and a requirements section. The resources section contains: The name of the work center or capacity with the capacity category, scheduling periods, dispatched capacity requirements and requirements in the worklist that have not yet been dispatched. You can display requirements in the requirements section (dispatched and/or not dispatched).

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Demonstration: Capacity Planning Table Purpose Briefly explain to participants how to use the graphical and tabular planning tables for capacity leveling in projects.


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2.

Select a suitable WBS element and jump to capacity leveling (capacity load only by WBS element).

3.

Demonstrate how to schedule capacities automatically. Discuss the planning log.

4.

Exit the graphical capacity planning board and demonstrate the changes in the detail screen for the scheduled activity. Explain that the time for the activity is no longer shifted chronologically due to planning of subsequent scheduling runs.

5.

Optional: You can also demonstrate other functions of the graphical capacity planning board such as manual scheduling or deallocation of capacities. Briefly explain the settings in the strategy profile if necessary.

6.

Exit your project without saving the changes.

7.

You can also demonstrate the use of a tabular capacity planning board to schedule capacities in your project. Explain the various views and show how capacities can be scheduled both manually and automatically. Exit the transaction without saving the changes.


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Exercise 7: Workforce Planning Exercise Duration: 20 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Distribute planned work to personnel • Analyze workforce planning

Business Example You distribute planned work for various activities in your turbine project to individual persons and check the availability of these resources. The employees to which you have assigned work can access information about workforce planning later as part of time-data recording.

Task: The next section of exercises will require you to apply your knowledge of workforce planning. Beforehand, however, you need to set up a project organization and assign a person to your work center. 1.

Create a project organization for the top level WBS element of your project. Use the project planning board for this purpose. Assign the organizational unit 1300 Project Center Frankfurt to the WBS element Turbine. Which persons make up your project organization? ___________________ Save your data.

2.

Assign a person to the capacity category in your work center 25. The positions and persons have already been created in the HR system. Assign position 500141## to the capacity category 002. Save your entries.

3.

Assign the personnel resources created previously to your project. Use the project view for workforce planning. Enter the following data on the initial screen:


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Field Name

Value

Project

T-100##

Profile

1302

Profile 1302 is used to calculate the planning period relative to the current date. In this case, you do not need to enter a start or finish date for workforce planning. The employee Dieter Martens is a member of your project team. Assign him to activity 1200 Engineering of case. Now enter several hours for a few periods on the right-hand side of the graphic. Hint: If none of the fields are ready for input, the capacity requirements for the activity are outside the planning period. You can now adjust the assignment: Select the assignment and click the Change assignment pushbutton. You can change the assignment period here. Then choose the Copy icon. Display availability or load for “Howard Clayton”. Stay in workforce planning and assign the person from your work center 25## to activity 4000 Production of running gear, bearing, valves. Now schedule this person for a few hours at the proposed times. Allocate some hours during the first week of the scheduled capacity requirements by scrolling sideways to find the schedule work time frame. Save your entries. 4.

Evaluate the workforce planning settings for your project. Enter the following data on the initial screen: Field Name

Value

Project

T-100##

Profile

1302

With availability pers. res.

Select


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An overview of the personnel assigned to the project appears. The first column shows Exceptions. These exceptions are highlighted using traffic light colors. Create an exception. Set the traffic lights to change to red if less than 5% of the requirements are assigned to a resource. Exit the evaluation.

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Solution 7: Workforce Planning Task: The next section of exercises will require you to apply your knowledge of workforce planning. Beforehand, however, you need to set up a project organization and assign a person to your work center. 1.

Create a project organization for the top level WBS element of your project. Use the project planning board for this purpose. Assign the organizational unit 1300 Project Center Frankfurt to the WBS element Turbine. Which persons make up your project organization? ___________________


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Save your data. a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction) Enter your project in the Project definition field, select With activities, use project planning board profile 1001 Elevators/Turbines and click the Open Project icon.

b)

You can assign the project organization in the detail screen of a WBS element. Call up the detail screen for the topmost WBS element. Double-click the WBS element T-100## Turbine. Click the Project team for WBS element icon. An overview of the personnel resources assigned to this element appears. Assign the organizational unit 1300 Project Center Frankfurt to the WBS element Turbine. Place your cursor on the Turbine row. Choose the Create assignment icon. Another dialog box appears. Assign an organizational unit. Double-click the line Organization unit. Enter *proj* on the Abbreviation and Name tab and select Start search. Select the Frankfurt project center and confirm your selection by clicking the Copy icon. In the next dialog box, click the Save icon to create the assignment. You return to the initial screen.

c)

Expand all the branches in the overview to find the persons that belong to this project organization. Exit the project organization assignment. Choose Back.

d)

Exit the WBS element detail screen. Choose Back. Save your data. Choose Save. Continued on next page

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Assign a person to the capacity category in your work center 25. The positions and persons have already been created in the HR system. Assign position 500141## to the capacity category 002. Save your entries. a)

SAP Menu → Logistics → Project System → Basic Data → Master Data → Work Center → Master Record → Change (Double-click to choose the transaction) Enter your work center 25## and choose the Capacities pushbutton.

b)

Link the capacity category 002 with the HR system. To do this, double-click capacity category 002 to access the header for the capacity category. Choose the HR assignment pushbutton. A screen appears in which you can create a link to a person, a position or a requirements profile. Link to a position. Assign position 500141## to the capacity category. Double-click the yellow Position line. A dialog box appears, in which you can enter position 500141##. Enter position 500141## and click the Copy pushbutton. Choose Save.

3.

Assign the personnel resources created previously to your project. Use the project view for workforce planning. Enter the following data on the initial screen: Field Name

Value

Project

T-100##

Profile

1302

Profile 1302 is used to calculate the planning period relative to the current date. In this case, you do not need to enter a start or finish date for workforce planning. The employee Dieter Martens is a member of your project team. Assign him to activity 1200 Engineering of case.


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Now enter several hours for a few periods on the right-hand side of the graphic. Hint: If none of the fields are ready for input, the capacity requirements for the activity are outside the planning period. You can now adjust the assignment: Select the assignment and click the Change assignment pushbutton. You can change the assignment period here. Then choose the Copy icon. Display availability or load for “Howard Clayton”. Stay in workforce planning and assign the person from your work center 25## to activity 4000 Production of running gear, bearing, valves. Now schedule this person for a few hours at the proposed times. Allocate some hours during the first week of the scheduled capacity requirements by scrolling sideways to find the schedule work time frame. Save your entries. a)

SAP Menu → Logistics → Project System → Resources → Workforce Planning → Project View (Double-click to select transaction). Enter the data indicated on the initial screen. Choose Execute.

b)

An overview of all activities that have capacity requirements in the planning period appears. Filter out the activities that are assigned to WBS element T-100##.1 Engineering and Calculation. Click the Other WBS element pushbutton. Choose the WBS element in the dialog box by double-clicking it.

c)

Select activity 1200 Engineering of case. Choose the Create assignment icon. A dialog box containing your project organization appears. Select the line “Howard Clayton” and choose Assign. You can now assign the person to individual days for the activity. Enter several hours for a few of the periods on the right-hand side of the graphic. Select the assignment and choose the Availability Personnel Resources icon to display the availability or load for “Howard Clayton”. Continued on next page

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d)

Stay in workforce planning and now assign the person from your work center 25## to activity 4000 Production of running gear, bearing, valves. First call up the activity view of WBS element T-100##.4 Production. Click the Other WBS element pushbutton and choose the WBS element T-100##.4 Production by double-clicking it. Select the activity 4000 Production of running gear, bearing, valves. Choose Create assignment icon. The (inherited) project team appears again. The person from your work center is not yet listed. Choose the Work Center Organization Structure. Expand the display until you find the relevant person. Select the person using the Person icon. Choose Continue. The person is now listed along with the project team. You can now continue as before. Select the person, click the Assign pushbutton. Now schedule this person for a few hours at the proposed times. Confirm your entries. Allocate 5 hours for the activity for today and tomorrow. Since the activity is planned far in the future, you now have to adjust the planning period (see the note in the exercise). Choose Save.

4.

Evaluate the workforce planning settings for your project. Enter the following data on the initial screen: Field Name

Value

Project

T-100##

Profile

1302

With availability pers. res.

Select


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An overview of the personnel assigned to the project appears. The first column shows Exceptions. These exceptions are highlighted using traffic light colors. Create an exception. Set the traffic lights to change to red if less than 5% of the requirements are assigned to a resource. Exit the evaluation. a)

SAP Menu → Logistics → Project System → Resources → Workforce Planning → Evaluation (Double-click to select transaction). Enter the specified data on the initial screen. Choose Execute.

b)

Choose Settings. Select the Exceptions tab page. In the section Activity work distributed in % enter the value “5%” alongside the “Less than or equal to” sign. Select the Display indicator. Change the color of the traffic light to red by simply clicking it with the left mouse button. Choose Adopt.

c)

Exit the evaluation. Choose Back.

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Lesson Summary You should now be able to: • Distribute work to personnel resources

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Lesson: 135

Lesson: Confirmations

Confirmations Lesson Duration: 180 Minutes

Lesson Overview This lesson deals with confirmation of network activities and the necessary settings for this. As well as individual and collective confirmations, you also learn about the Cross Application Time Sheet (CATS) as an option for entering confirmations for projects.


Confirm internal services for internally-processed activities

In this lesson, you demonstrate to participants various possibilities for entering confirmations for network activities and making settings in Customizing. In addition to the demonstrations mentioned, you can also demonstrate confirmations via the Internet, for example.

Business Example In the execution phase of your project, you use confirmations to document internal services that have already been performed and record the processing status of activities. You also use the Cross-Application Time Sheet to record time data.

Overview Start by giving a brief explanation of all the options available for confirming activities. You cover individual and collective confirmations in detail in this lesson, as well as the use of the CATS. As of SAP R/3 Enterprise Core 4.70 (SAP_APPL 470), BAPIs are also available for creating, changing and canceling confirmations in the Project System.

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Figure 57: Confirmation Options

Confirmations document the processing status of activities and activity elements, and enable you to make forecasts regarding how the project will progress. Various business transactions are executed automatically using confirmations. These include posting actual costs, actual dates, actual labor and, if applicable, changing the activity status. You can create confirmations in the following ways: • • •

• • • •

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Individually for a network, activity, activity element or capacity split As a collective confirmation Using the Structures Information System (by selecting activities and accessing individual or collective confirmation). You can send a confirmation workflow from the information system to another user or to an organizational unit. Using the Cross-Application Time Sheet (CATS) Via the Internet (by creating an individual or collective confirmation or entering time data via the CATS) Using a Palm Pilot and the “Open PS for Pilot interface” Via the PDC interface (PDC: Plant Data Collection)


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Individual and Collective Confirmations As well as transactions for confirmations, the Structure Information System can also be used to enter data for individual and collective confirmations. You can also start confirmation workflows from here. Discuss the various options and explain all profiles in Customizing related to confirmation of network activities.

Figure 58: Individual and Collective Confirmation

You can confirm one activity or activity element using an individual confirmation. You enter the data on the detail screen. You can confirm various networks, activities, activity elements and individual capacities at the same time with collective confirmation. You enter the data in the form of a list.

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From the Structures Information System, you can perform the following actions for the activities that you have selected: • • • •

Go directly to the individual confirmation transaction Go directly to the collective confirmation transaction Store a pool of confirmations - you can then select this pool later in the collective confirmation transaction or in the Cross-Appliaction Time Sheet Send a pool of confirmations as a workflow to other users, who can then go directly from their Office inbox to the collective confirmation transaction

Figure 59: Customizing Confirmations

The system settings for confirmation are defined for each plant and network type. They specify the following parameters for confirmation: • • • •

Final confirmation is proposed automatically during confirmation. Confirmation dates may be in the future. Whether the error log for cost determination is displayed. Percentages for permitted work and duration variances.

During the confirmation, you can enter reasons for plan data variances. You can make a field selection for the confirmation screens in the network

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Demonstration: Individual and Collective Confirmations Purpose You demonstrate various functions for individual and collective confirmation as well as the use of confirmation pools and confirmation workflows. You also demonstrate the relevant Customizing settings.

System Data System: Client: User ID: Password: Set up instructions: 1. Ensure your project T-10020 is released. 2.

Call the strucutre view, select your project and start the report.

3.

Select an activity and jump to individual confirmation. Explain all the fields in individual confirmation. Exit individual confirmation.

4.

Select two activities and call collective confirmation. Explain the functions of collective confirmation and then go back to the structure overview.

5.

Select other activities and create a confirmation pool.

6.

Optional: Select other activities again and start a confirmation workflow with user WF-PS-1 as receiver. Log on to the system as user WF-PS-1 (Password: welcome) and demonstrate the work item.

7.

Exit the structure overview and call the collective confirmation transaction again (CN27). Demonstrate how to access the confirmation pool you defined earlier.

8.

Go to Customizing mode and demonstrate all profiles and settings for the "Confirmation Customizing" graphic.

Variances and Actual Capacity Requirements Explain and demonstrate the standard workflow for variances in confirmation. Explain the term “Actual capacity requirements” and demonstrate the necessary prerequisites for calculation of actual capacity requirements.

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Figure 60: Variances in Confirmation

If the actual duration or work exceeds the values you set for the parameters for confirmation in Customizing, the system triggers a workflow automatically. MRP controllers receive work items in their Office inboxes and can display the confirmation or the network or return correspondence by mail to the person who entered the confirmation.

Figure 61: Actual Capacity Requirements

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As of Release 4.5A, you can determine the actual capacity requirements, which you can access from the confirmation. In the “extended evaluations” for capacity planning, you can then compare the planned capacity requirements with the actual capacity requirements and display the remaining capacity (the difference). To determine this, you need to activate the actual capacity requirements in the capacity detail screen of the work center and the actual capacity requirements in the “extended capacity evaluation” being used.

Demonstration: Variances and Actual Capacity Requirements Purpose You demonstrate a workflow for variances in confirmation and make the settings for analysis of actual capacity requirements for later demonstrations.

System Data System: Client: User ID: Password: Set up instructions: 1. Change the confirmation parameters for plant 1300 and network type PS05 in Customizing. Change the settings so that, in the future, final confirmations are no longer proposed and, most importantly, so that warnings and workflows are generated in the case of variances of more than 10% between work confirmed and duration in planning data.

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2.

Call the individual confirmation for an activity in your project T-10020 ## (CN25). Work and duration confirmed should exceed the planning data by more than 10%. Explain the warning messages when saving the confirmation.

3.

Demonstrate the work item in the work center for user WF-PS-1 (Password: welcome) that has been generated due to confirmation.

4.

Make the necessary settings for calculating current capacity requirements. Firstly, change your work center 2520 so that current capacity requirements are determined from services. Secondly, call the settings for the overall profile SAPPS_G020 in Customizing for the enhanced capacity evaluation (OPD0) and


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go from there to the corresponding selection profile (SAPPS_S020). Select all three capacity categories. (Caution: In doing so, you are changing an SAP standard profile).

CATS – Cross Application Time Sheet You can run through four steps for confirmations generated by recording time data with the CATS: 1. Entering time data 2. Releasing the data you have entered (can be carried out automatically on saving) 3. Approval of released time data (optional - depends on settings in data entry profile) 4. Transfer to corresponding target applications. Steps 1. and 4. are essential for generating confirmations in the projects system. Explain this process with the help of the diagrams and your demonstrations. Explain also the prerequisites for the Cross Application Time Sheet and the various setting options in the application and in Customizing.

Figure 62: Cross Application Time Sheet:

The CATS is an integrated function for entering actual times that are important in HR, PS, PM, SM, CO and MM-SRV. You can determine the layouts yourself using data entry profiles.

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Report programs pass on the released (and, if necessary, approved) data to the various applications. The actual times may be important for various applications at the same time. In this case, multiple data transfers are made to the different applications. As of Release 4.6, you can use a report to transfer the data to several target applications at once.

Figure 63: Time Sheet: Data Entry View

Time data is entered for one or more people. The screen configuration (for the request screen, worklist, and data entry part) is flexible: • •

Depending on the group of employees (via data entry profile) User-defined (via table control)

Worklist for employees, using: • • • •

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Activities to which the employee is assigned via the work center or workforce planning (for PS, PM, SM). Activities via pool of confirmations (for PS, PM, SM). Objects the employee is working on (using the CATS database). Objects via user exits.


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Figure 64: CATS - Customizing Via Data Entry Profile

Data entry profiles for cross-application components are maintained in Customizing. The data entry profile determines how the times are entered (via field selection of the receiver) and to which components activity data is transferred. It determines whether the data that has been entered is released when it is saved or whether it has to be approved.

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Figure 65: CATS - Field Selection

The field selection determines which of the fields in the work list and data entry screen groups are displayed and which are ready for input. The field selection can be controlled using the data entry profile field. The field selection should be as simple as possible and not contain any unnecessary fields. All possible receivers for activities should appear for a person or group of persons. If the person works for a network as well as a receiver cost center, for example, both receivers should appear as options in the field selection.

Demonstration: Confirmations with the CATS Purpose You demonstrate the use of the Cross Application Time Sheet for confirmation of network activities. In doing so, you discuss the various user interfaces and functions in the CATS and the essential Customizing settings.


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1.

Call up work time recording with CATS Classic (CAT2). Use data entry profile 1301 and the personnel number of the person you have assigned to activity 4000 (1940) as part of workforce planning.

2.

Start time data entry and explain the structure of CATS functions.

3.

Copy the data from the worklist and then enter a few hours of work. Double-click a cell with the time data and explain the dialog box. Enter a long text for a cell if necessary as well.

4.

Save the time data you have entered and transfer the time data for person 1940 to Human Resources for all components and to the Project System (CATA).

5.

Demonstrate the resulting changes to your project T-10020 (using the Structures Information System for example).

6.

Analyze the resulting actual capacity requirements as well. Use transaction CM25 (variable dialog call of capacity evaluations) for this and specify the overall profile SAPPS_G020 that you adjusted in the previous demonstration. Select the work centers for your project T-10020. (You may have to change the time profile temporarily also, so that all requirements are read.) Discuss the capacity requirements for your work center 2520.

7.

Go to Customizing mode and explain all settings for data entry profile 1301. In addition, you should demonstrate the field selection dependent on this data entry profile.

8.

Optional: Demonstrate the effects of various settings in the data entry profile by calling the Cross Application Time Sheet Classic (CAT2) but this time select another data entry profile (e.g. 1302 or 1304). Optionally, you can also demonstrate the CATS for service providers. Call the corresponding transaction in the Project System menu (CATSXT_ADMIN) and use personnel number 1248 for example.

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Exercise 8: Confirmations and Actual Capacity Requirements Exercise Duration: 30 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Enter confirmations using collective confirmations and the Cross-Application Time Sheet. • Analyze current capacity requirements

Business Example Some internal activities you planned for your turbine project have already been performed. You enter appropriate confirmations in the Structure Information System using the Cross-Application Time Sheet and evaluate the results of these confirmations.

Task: In the next set of exercises, you will enter actual activities and dates for your project. It is essential that you release your activities and WBS elements (set Released status). 1.

Release your entire project in the Project Builder. Save your changes.

2.

You are already familiar with individual confirmation from the exercises for the unit on scheduling. You should now use collective confirmation to confirm several of your project activities at once. You can call up the collective confirmation function from the Structure Information System. Enter final confirmations for activities 1300 and 2000. If prompted by the system, specify the profile YIDES_130000. Save the data. Exit the information system without saving the overview.

3.

Change your work center so that actual capacities (from a confirmation) are updated. You will enter the confirmation in the next exercise. Save the changes. Continued on next page

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4.

Now use the time sheet to enter actual data for internally-processed activities. Confirm the activities for the person that you have assigned to work center 25## (using position assignment). The corresponding personnel number is: 1920 + ## (e.g. ## = 11, which makes the personnel number 1920 + 11 = 1931). Use the following data on the CATS classic initial screen: Field Name

Value

Data entry profile

1301

Personnel number

1920 + ##

You can now specify the key date and a confirmation pool. Using the worklist, enter six hours of work for today for activity 4000 Production of running gear, bearing, valves. Note the status (partial confirmation or final confirmation) entered for the activity. Save the times entered. Although you have entered the times, they have not yet been updated in the activity. Transfer the times entered to the Project System. Use the following data on the Data transfer initial screen: Field Name

Value

Personnel number

1920 + ##

Test Run indicator

Deselect

An overview appears that shows how many records have been read and to which activities data has been transferred. Actual capacities are written with the confirmation. You will analyze the capacity requirements in the next exercise. 5.

Take another look at the capacity requirements of your project. This time, use the extended evaluation for capacity planning.


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Enter the top WBS element T-100## in the initial screen. Hint: You use extended capacity evaluation based on a standard delivery. The underlying overall profile has the key SAPPS_G020. This profile normally has no actual capacities. However, your trainer changed the corresponding standard profile before the start of the exercise. An overview appears, though this does not display any actual capacity requirements as yet. Change the field selection to display the following fields: Field Name Actual capacity requirements Target capacity requirement Remaining capacity requirements Available capacity Actual capacity load Target capacity load Hint: The field selection will suggest requirements, loads and available capacities. The loads are always calculated from the relationship between the requirement and the available capacity (example: Actual capacity load = actual capacity requirements/available capacity). The free capacity is the difference between requirement and available capacity. Now investigate the capacity requirements of a work center in an individual period. How many different projects have requirements in this period? You can also change the field selection in this overview and go to the work center or activities. Exit the report.

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Solution 8: Confirmations and Actual Capacity Requirements Task: In the next set of exercises, you will enter actual activities and dates for your project. It is essential that you release your activities and WBS elements (set Released status). 1.

Release your entire project in the Project Builder. Save your changes. a)

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder) “Drag and drop” T-100## your project from the worklist to the structure tree. Position the cursor on the project definition and choose Edit → Status → Release. Choose the Save icon.

2.

You are already familiar with individual confirmation from the exercises for the unit on scheduling. You should now use collective confirmation to confirm several of your project activities at once. You can call up the collective confirmation function from the Structure Information System. Enter final confirmations for activities 1300 and 2000. If prompted by the system, specify the profile YIDES_130000. Save the data.


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Exit the information system without saving the overview. a)

SAP Menu → Logistics → Project System → Information System → Structures → Structure Overview (double-click to choose transaction). If prompted by the system, specify the profile YIDES_130000. The initial screen for the Structure Information System appears. Specify your project and click the Execute icon.

b)

In the overview, select only activities 1300 Engineering of control valves and 2000 Planning of systems and instrumentation. Call up the collective confirmation function for these two activities from the menu. Choose Extras/environment → Confirm → Collective confirmation to call the collective confirmation screen. Activate the Final confirmation indicator for both activities and confirm your entries with Enter. The indicator is in column F. Once you have confirmed your entries, the planned data for the activities is read. You can of course still change the data. Choose Save. Select Back to exit the Structure Information System without saving the overview.

3.

Change your work center so that actual capacities (from a confirmation) are updated. You will enter the confirmation in the next exercise.


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Save the changes. a)

SAP Menu → Logistics → Project System → Basic data → Master Data → Work Center → Master Record → Change (double-click to choose transaction) Enter your work center 25## and choose the Capacities pushbutton. Activate updating of actual capacities. The pushbutton ActCapReqmn… is displayed in the lower part of the capacity detail screen. Choose the ActualCap.Reqments pushbutton. Another dialog box appears. Enter the value "2" in the Calc. actual cap. reqmts field. Confirm your data entries by clicking the Continue pushbutton. Choose Save.

4.

Now use the time sheet to enter actual data for internally-processed activities. Confirm the activities for the person that you have assigned to work center 25## (using position assignment). The corresponding personnel number is: 1920 + ## (e.g. ## = 11, which makes the personnel number 1920 + 11 = 1931). Use the following data on the CATS classic initial screen: Field Name

Value

Data entry profile

1301

Personnel number

1920 + ##

You can now specify the key date and a confirmation pool. Using the worklist, enter six hours of work for today for activity 4000 Production of running gear, bearing, valves. Note the status (partial confirmation or final confirmation) entered for the activity. Save the times entered. Although you have entered the times, they have not yet been updated in the activity. Transfer the times entered to the Project System. Use the following data on the Data transfer initial screen: Continued on next page

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Field Name

Value

Personnel number

1920 + ##

Test Run indicator

Deselect


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An overview appears that shows how many records have been read and to which activities data has been transferred. Actual capacities are written with the confirmation. You will analyze the capacity requirements in the next exercise. a)

SAP Menu → Logistics → Project System → Progress → Confirmation → Time Sheet → CATS Classic → Record Working Times (Double-click to choose transaction) Use the data specified on the initial screen. Confirm your entries by clicking the Enter icon. Call up time recording by clicking Enter times.

b)

The worklist should display the activities to which you previously assigned the person during workforce planning. Enter six hours of work for today for activity 4000 Production of running gear, bearing, valves. Select the activity in the worklist and click the Copy line pushbutton. Change the times for today accordingly.

c)

Note which status (partial confirmation or final confirmation) is to be entered for the activity. Double-click the cell with the time entered. A dialog box appears in which you can determine the status. Select the Determine status automatically indicator. Confirm your data entries by clicking the Continue pushbutton. Choose Save.

d)

Now transfer the times entered to the Project System. SAP Menu → Logistics → Project System → Progress → Confirmation → Time Sheet → Transfer → Project System → Transfer (Double-click to choose transaction) Use the data specified on the initial screen. Choose Execute. Exit the transaction using the Back pushbutton.

5.

Take another look at the capacity requirements of your project. This time, use the extended evaluation for capacity planning. Continued on next page

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Enter the top WBS element T-100## in the initial screen. Hint: You use extended capacity evaluation based on a standard delivery. The underlying overall profile has the key SAPPS_G020. This profile normally has no actual capacities. However, your trainer changed the corresponding standard profile before the start of the exercise. An overview appears, though this does not display any actual capacity requirements as yet. Change the field selection to display the following fields: Field Name Actual capacity requirements Target capacity requirement Remaining capacity requirements Available capacity Actual capacity load Target capacity load Hint: The field selection will suggest requirements, loads and available capacities. The loads are always calculated from the relationship between the requirement and the available capacity (example: Actual capacity load = actual capacity requirements/available capacity). The free capacity is the difference between requirement and available capacity. Now investigate the capacity requirements of a work center in an individual period. How many different projects have requirements in this period? You can also change the field selection in this overview and go to the work center or activities.


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Exit the report. a)

SAP Menu → Logistics → Project System → Resources → Capacity Requirements Planning → Evaluation → Extended Evaluation → Project View → WBS Element/Version (Double-click to select transaction). Enter the top WBS element T-100## in the initial screen. Choose Continue.

b)

Change the field selection to display the fields specified. Choose Select fields. Click the Choose and Do not choose pushbuttons to choose the required fields. Confirm your data entries by clicking the Continue pushbutton.

c)

Now investigate the capacity requirements for a work center for an individual period. Select any period. Choose Indiv. You should now see the various projects that have requirements during this period in the list. You can change the field selection or branch to the work center or activities as required.

d)

Exit the report. Click Back twice. A dialog box appears. Confirm this by clicking Yes.

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Lesson Summary You should now be able to: • Confirm internal services for internally-processed activities

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Unit Summary You should now be able to: • Describe the lifecycle of internal activities in projects • Calculate capacity requirements • Carry out capacity analyses for projects and work centers • Distribute work to personnel resources • Confirm internal services for internally-processed activities

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Test Your Knowledge

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In the Project System, only personnel resources represent capacities. Determine whether this statement is true or false.

□ □ 2.

True False

Which of the following prerequisites need to be met in order to analyze the capacity requirements of an activity? Choose the correct answer(s).

□ □ □ □ □ □

3.

A B C D E F

An execution factor must be stored for the activity. Scheduling must have been carried out. A distribution key must be maintained in the work center. The activity must have a suitable control key. A work center must be maintained in the activity. The Capacity requirements indicator must be set in the network header.

In the capacity reports for the Structures Information System, all requirements are displayed for the resources selected. Determine whether this statement is true or false.

□ □ 4.

True False

If you want to distribute work to persons in a project organization for a certain project, you need to assign this project organization for all WBS elements of the project. Determine whether this statement is true or false.

□ □

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Which options are available for confirmations of network activities in the Project System? Choose the correct answer(s).

□ □ □ □ □ □

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A B C D E F

Collective confirmations Confirmations via Internet Milestone confirmations Use of external systems via the PDC interface Individual confirmations from the Project Builder Time sheet (CATS)


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Test Your Knowledge

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Answers 1.

In the Project System, only personnel resources represent capacities. Answer: False Machines, for example, can also represent capacities that are planned in projects.

2.

Which of the following prerequisites need to be met in order to analyze the capacity requirements of an activity? Answer: B, D, E, F You can use an execution factor to multiplicate the work, duration and so on planned for an activity. This not a prerequisite for calculating capacity requirements however. The distribution key in the work center is only used if no distribution key is maintained in the activity itself. If no distribution key is stored in the work center either, the system automatically performs an even distribution of requirements across the latest dates for the activity. All other points on the list are however necessary prerequisites for calculating capacity requirements.

3.

In the capacity reports for the Structures Information System, all requirements are displayed for the resources selected. Answer: False The capacity reports in the Structures Information System only show the requirements for selected projects. No reference is made to requirements for other projects or to orders made against the same capacities. Capacity planning reports display all capacity requirements however.

4.

If you want to distribute work to persons in a project organization for a certain project, you need to assign this project organization for all WBS elements of the project. Answer: False If you assign a project organization to the top level WBS element in your project, this is automatically available for workforce planning to activities that are assigned to lower-ranking WBS elements. The exception to this is WBS elements that have their own separate project organization.

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Which options are available for confirmations of network activities in the Project System? Answer: A, B, D, E, F Milestone confirmations are available for production orders but not for networks. You can use all the other options - and more besides - for confirmation of network activities.

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Unit 4 External Activities

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This unit discusses the use of externally-processed activities first and then service provider activities. You also create suitable activities and demonstrate the appropriate purchasing activities. After demonstrating a workflow for a purchase order change, you also deal with the subject of standard workflows and standard workflow tasks and the use of the mail system in the Project System.

Unit Overview This unit deals with the planning and procurement of external services using external processed activities and service provider activities. You also learn about corresponding purchasing processes in the Project System as well as how to make the necessary settings. This unit provides an overview of how workflow and SAP mail in project systems can inform employees responsible in purchasing that existing purchase orders need to be changed because of changes to the project activity.

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

Create external processing activities Enter purchase orders in Purchasing Post goods receipts Discuss the basics of using standard workflows in the project system Create service operations Enter and accept services

Unit Contents Lesson: External Processing ...................................................... 189 Demonstration: Procurement and Planning of External Services........ 193 Exercise 9: External Activities ................................................ 195

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Lesson: Workflows in the Project System ....................................... 205 Demonstration: Optional: Workflows ........................................ 208 Lesson: Service ..................................................................... 211 Demonstration: Procurement and Planning of Services .................. 216 Exercise 10: Services.......................................................... 219

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Lesson: 162

Lesson: External Processing

External Processing Lesson Duration: 90 Minutes

Lesson Overview This lesson covers the creation, planning, and procurement of external processed activities for external services for a project. At the same time you will also become familiar with processes in Purchasing that can be triggered from projects.

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

Create external processing activities Enter purchase orders in Purchasing Post goods receipts

External processing and service activities can also considered to be part of resource planning for projects. In particular, internal processing activities can be converted to an externally-processed activity - in the case of a capacity overload for example. Explain the “lifecycle” of external services using the diagrams and your demonstrations. External services that are to be procured are planned in projects which determine when the corresponding purchase requisitions are to be generated. The actual external procurement process then takes place in Purchasing. In particular, discuss the relevant settings in the externally-processed activities. Discuss also the standard workflow available for informing employees responsible in the case of changes to network plans relevant to purchase orders. Further information on workflows in the Project System is dealt with in the next lesson.

Business Example Due to capacity bottlenecks, you are being forced to procure certain services externally. You assign some of the activities in your turbine project (for example, some engineering and design work) to an external design office.

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Procurement and Planning of External Services

Figure 66: Resource Planning

You use activities in the network to plan the resources required for a project. The Project System distinguishes the following resources: •

•

•

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An internally-processed activity defines the output to be provided by machines or personnel in order to complete the activity. You can evaluate the capacity load utilization of the work centers involved, reschedule these capacities as necessary, and distribute work among employees. You use an externally-processed activity to specify the services that need to be provided by other companies in order to complete the activity. External processing is carried out via the purchasing department. Service activities are also used to procure services externally. In contrast to externally-processed activities, service activities allow you to draw up service specifications and enter value limits for any unplanned services. Service processing (with entry and acceptance of services performed) is also carried out by the Purchasing Department.


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Figure 67: External Processing

You can create external activities and activity elements for the procurement of external services (for example, if you commission a design office to design a machine). When you create an activity of this type, a purchase requisition is also created and processed further in purchasing. You can access data from Purchasing for external processing (a purchasing info record, for example, which contains prices and delivery times for external processing). You can generate a purchase requisition for externally-processed activities from the Project System. This purchase requisition is converted to a purchase order in Purchasing. A goods receipt and invoice receipt can then be posted for the purchase order. Depending on whether the goods or invoice receipt is valuated, you post the costs to the externally-processed activity using one of the two business transactions. Externally-processed or service activities are determined using the control key. You can also assign a work center and planned work to an externally-processed activity. This allows you to carry out capacity planning for your vendors.

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Figure 68: External Activity Detail Screen

In the example above, the external processing data is read from a purchasing information record. The fields read, for example the price per unit, are referenced, which means that changes are no longer allowed in the activity. In Customizing for the network, you can define default values for the following fields of the externally processed activity in the network profile: Control key, cost element, currency, purchasing organization, material group, purchasing group, and order unit.

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Figure 69: Workflow for a Purchase Order Change

If changes are made in the network to dates or quantities for material components or external activities for which a purchase order has already been created, the system triggers a workflow automatically. The only prerequisite is that this workflow has been activated in the Parameters for the network type table. The persons responsible in Purchasing receive a work item via SAP Office with information on the required changes. They can then process the purchase orders directly from the mail.

Demonstration: Procurement and Planning of External Services Purpose You explain the planning of external services with externally-processed activities with and without purchasing info records. You also demonstrate the purchasing process (but without the competitive bidding procedure and invoice verification). Optionally, you can finish by demonstrating the workflow in the case of a change to a purchase order.


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User ID: Password: Set up instructions: 1. Create two externally-processed activities in your example project T-10020 in the Project Builder or in the project planning board as described in the exercises.

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2.

Make sure both activities are released and a purchase requisition is generated on saving.

3.

Save the project, then reopen it to demonstrate the purchase requisition numbers and, if necessary, the purchase orders themselves too. Exit the project.

4.

Create a purchase order in which you transfer data from both purchase requisitions as in the exercises.

5.

Enter a goods receipt for the purchase order as in the exercises. Make sure the goods receipt quantity is less than the order quantity.

6.

Optional: At the beginning of the demonstration, start a second session and use this to open a suitable cost element report. Select your project T-10020 and refresh the report after each step. With the help of the report, explain the change to planned, commitment and actual costs for the two externally-processed activities.

7.

Optional: You can then change quantities or dates for externally-processed activities afterwards. Discuss the workflow that is generated when saving the changes. To do this, log on to the system as user WF-PS-1 (Password: welcome) and demonstrate the corresponding work item in the work center for this user.


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Exercise 9: External Activities Exercise Duration: 20 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Plan and purchase external services in networks

Business Example You plan external procurement of services for your turbine project with the help of appropriate externally-processed activities. These services are procured via the Purchasing Department.

Task: 1.

Call the Project Builder. Create an externally-processed activity for the top WBS element. Enter the following data in the detail screen:

2.

Field Name

Field Name

Text

External appraisal

Purchasing org.

1000

Purchasing group

001

Material group

00107 (other)

Vendor

1000

Price

EUR 150

Plnd dely time

5

Activity quantity

12 hours

Res./Purc. req.

Immediately

Create another externally-processed activity. This time, you do not need to enter the detailed information manually - use a prepared purchasing info record instead. Continued on next page

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Create the activity for the WBS element T-100##.5 Assembly. Enter the following data in the detail screen: Field Name

Values

Text

External acceptance of services performed

Purchasing info record

5500000057

Adjust the activity quantity. Plan for 42 hours. Ensure that a purchase requisition is written when you save the data. Save your changes. 3.

Take a look at the list of purchase requisitions for your project T-100## with the help of a suitable report. In the report, assign a fixed vendor to the purchase requisition for the activity External appraisal. Choose vendor 1000. Hint: You can also display details on the purchase requisition. Select the purchase requisition and click the Display requisition icon.

4.

Now create a purchase order just for your project. To do so, use collective processing in Purchasing (Pur.req assignment list). Enter the number of your network in the Network field in the initial screen. An overview of purchase requisitions for the network appears, sorted according to vendors. Check the purchase requisitions. Now create a purchase order. An overview is then displayed with the existing purchase orders and open purchase requisitions on the left hand side. The details of the new purchase order are shown on the right. Copy your purchase requisitions and save the purchase order. The purchase order number is displayed in the status bar (lower part of the window). Make a note of the number: _________________ Exit the purchase order and the report. Continued on next page

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5.

Before you enter a goods receipt, you must release the activities (the goods receipt is valuated in IDES - actual data can only be entered if the status of the activity allows it). Check the status of the activities and, if necessary, release them (since you released the project in a previous exercise, the status should have been inherited). Use the Project Builder again. Check the status of activities 5040 External appraisal and 5050 External acceptance of services performed.

6.

Now enter a goods receipt for your purchase order. Do not enter the entire purchase order quantity, but just a part. Use the following data on the initial screen: Field Name

Values

Purchase order

Your order number

The data from the purchase order is copied as default values. Reduce the quantities and select the OK indicator. Now post the goods receipt. The number of the goods receipt posting will appear in the status bar 7.

Analyze the purchase orders for your project. Call up the report called Purchase order for project in the Project System information system. Exit the report.

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Solution 9: External Activities Task: 1.

Call the Project Builder. Create an externally-processed activity for the top WBS element. Enter the following data in the detail screen: Field Name

Field Name

Text

External appraisal

Purchasing org.

1000

Purchasing group

001

Material group

00107 (other)

Vendor

1000

Price

EUR 150

Plnd dely time

5

Activity quantity

12 hours

Res./Purc. req.

Immediately

a)

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder) “Drag and drop” your project from the worklist to the structure tree.

b)

In the templates area, expand the Individual objects section and then the Activity section. Drag and drop the Activity (external) object to the top WBS element in the tree structure. The new activity has been created. You can store the planning data specified in the detail screen for the activity. Confirm your entries by clicking the Enter icon.

2.

Create another externally-processed activity. This time, you do not need to enter the detailed information manually - use a prepared purchasing info record instead. Continued on next page

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Create the activity for the WBS element T-100##.5 Assembly. Enter the following data in the detail screen: Field Name

Values

Text

External acceptance of services performed

Purchasing info record

5500000057

Adjust the activity quantity. Plan for 42 hours. Ensure that a purchase requisition is written when you save the data. Save your changes. a)

Drag and drop the External processing object to the top WBS element Assembly in the tree structure. Enter the data indicated in the detail screen for the new activity. Confirm your entries by clicking the Enter icon. Confirm the Continue icon. Enter 42 hours in the Activity quantity field. Confirm your entries and save the project. Choose Save. If a warning message appears, acknowledge it. When you save your entries, the purchase requisitions are generated for the two externally-processed activities.

3.

Take a look at the list of purchase requisitions for your project T-100## with the help of a suitable report.


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In the report, assign a fixed vendor to the purchase requisition for the activity External appraisal. Choose vendor 1000. Hint: You can also display details on the purchase requisition. Select the purchase requisition and click the Display requisition icon. a)

SAP Menu → Logistics → Project System → Information System → Material → Purchase Requisition → For Project (Double-click to select Project Builder). Enter your project T-100## in the Project field and call up the report. To do this, choose Execute.

b)

An overview of all purchase requisitions for the project appears. Assign the fixed vendor 1000 to the purchase requisition for the activity External appraisal. Select the purchase requisition and click the Assign manually pushbutton. Enter the value 1000 in the Fixed vendor field. Confirm your entries by clicking the Assign supply source pushbutton. Save the changed purchase requisition by selecting Change requisitions. Exit the report graphic using the Back pushbutton.

4.

Now create a purchase order just for your project. To do so, use collective processing in Purchasing (Pur.req assignment list). Enter the number of your network in the Network field in the initial screen. An overview of purchase requisitions for the network appears, sorted according to vendors. Check the purchase requisitions. Now create a purchase order. An overview is then displayed with the existing purchase orders and open purchase requisitions on the left hand side. The details of the new purchase order are shown on the right. Copy your purchase requisitions and save the purchase order. The purchase order number is displayed in the status bar (lower part of the window). Make a note of the number: _________________ Continued on next page

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Exit the purchase order and the report. a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Create → Via Requisition Assignment List (Double-click to choose transaction) Enter the number of your network in the Network field in the initial screen. (If you have forgotten the number, find it using the matchcode search on the basis of the project definition) Confirm the entries and execute the report. To do this, choose Execute.

b)

Position the cursor on vendor 1000. Select Reqs per assignment. Return to the overview. Choose Back.

c)

Position the cursor on vendor 1000 Select Process assignment. A dialog box with information on creating the purchase order appears. Confirm your entries with Continue. Keeping the “Control” key pressed, select the purchase requisitions. Choose Adopt. Save the purchase order. Choose Save icon and note the purchase order number. Choose Back (x2).

5.

Before you enter a goods receipt, you must release the activities (the goods receipt is valuated in IDES - actual data can only be entered if the status of the activity allows it). Check the status of the activities and, if necessary, release them (since you released the project in a previous exercise, the status should have been inherited).


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Use the Project Builder again. Check the status of activities 5040 External appraisal and 5050 External acceptance of services performed. a)

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder) “Drag and drop” your project from the worklist to the structure tree. Call up the detail screen for the activities. Choose Edit → Status → Release. Save the changes. Choose Save.

6.

Now enter a goods receipt for your purchase order. Do not enter the entire purchase order quantity, but just a part. Use the following data on the initial screen: Field Name

Values

Purchase order

Your order number

The data from the purchase order is copied as default values. Reduce the quantities and select the OK indicator. Now post the goods receipt. The number of the goods receipt posting will appear in the status bar a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Follow-On Functions → Good Receipt (Double-click to choose transaction) Enter your purchase order number on the right of the Purchase order field. Choose Enter to confirm your entries. Enter your changes for each item. To change to a different item, click the item you just edited. The next item is then ready for input. Choose Post. Exit the transaction using the Back icon.

7.

Analyze the purchase orders for your project. Call up the report called Purchase order for project in the Project System information system.


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Exit the report. a)

SAP Menu → Logistics → Project System → Info System → Materials → Purchase Orders → For Project(Double-click to select report). Enter your project in the initial screen and execute the report. Choose Execute. You should now be able to see the purchase order with two items and the quantities still to be delivered. Choose Back.

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Lesson Summary You should now be able to: • Create external processing activities • Enter purchase orders in Purchasing • Post goods receipts

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Lesson: 177

Lesson: Workflows in the Project System

Workflows in the Project System Lesson Duration: 30 Minutes

Lesson Overview This lesson provides an overview of using standard workflows and mails in the project system.


Discuss the basics of using standard workflows in the project system

Start by explaining the function of workflows to participants generally. Then go on to discuss the various standard workflows and mails available in the project system and those you have already demonstrated during the course if applicable. Discuss also the necessary prerequisites for using workflows. Details such as technical prerequisites are dealt with in the courses on SAP Business Workflows (BIT600...).

Business Example To optimize information flow and cross-departmental processes for the execution phase of your project, you familiarize yourself with standard workflows in the project system and their prerequisites.

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Usage and Prerequisites

Figure 70: Workflows and Mails in Project System

SAP Business Workflow combines technical information and tools to control and process cross-application procedures automatically. You can use the workflow in the Project System to automate and integrate all the processes in a project. The Project System uses SAP Office: • • • • • •

To send PS texts (no workflow) For budget deficits (no workflow) In the Purchasing procedure (standard task, predefined) For variances in confirmations (standard task, predefined) For sending pools of confirmations (standard task, predefined) In the milestones with user-defined standard tasks or user tasks.

Claim Management and corresponding workflows have been introduced as of R/3 Release 4.6C. •

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Close claim (TS20000749), edit claim (TS20000750), approve measure (TS20000751), edit new claim (TS20000754) and approve claim (TS20000907)


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Figure 71: Settings for Workflow

Settings for workflows are maintained in IDES (International Demonstration and Education System). Organizational units: • •

For purchase order changes: 50010294 (PS-EKGRP-001) For confirmation variances: 50010295 (PS-DISGR-101)

The organizational units are assigned to positions: • •

Organizational unit 50010295 to position 50010297 (for confirmation variances) Organizational unit 50010294 to position 50010296 (for purchase order changes)

Pools of confirmations will be sent from the Structure/Dates Information System to a position or a person. You can specify position 50010298 in IDES, for example. If budgets are exceeded, workflow mails can be sent to the person responsible. In such cases, you can specify a user for the person responsible directly in Customizing. In IDES, all workflows point to the IDES user WF-PS-1, who in turn receives all workflow tasks in his or her office inbox.

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Demonstration: Optional: Workflows Purpose Optionally, you can give a brief demonstration to participants of important prerequisites for using workflows in the Project System.

System Data System: Client: User ID: Password: Set up instructions: 1. For example you can use the transaction Automatic workflow customizing (SWU3) to give participants some insight into basic Workflow Customizing.

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2.

In Customizing for the project system, call Define standard tasks for workflows in the project in the Workflows menu. Explain the relevant settings in turn for the actions Customizing tasks (Assign processor and activate event linkages), Network type parameters and Network Completion Confirmation Parameters

3.

Optional: Demonstrate how to define organizational units. To do this use, for example, the transactions PO10 or PPOMW in the Personnel Department menu for business workflows and the organization unit 50010295.

4.

Optional: Give a brief demonstration of how to define standard tasks and workflows in Business Workflow Explorer (SWSM) and/or Workflow Builder (SWDD). Use, for example, the standard task TS20000653 (Purchase Order Change Network) or the workflow WS20000689 (Edit entire claim).


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Discussion Questions Use the following questions to engage the participants in the discussion. Feel free to use your own additional questions. If necessary, demonstrate to participants the training courses available for SAP Business Workflows.

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Lesson Summary You should now be able to: • Discuss the basics of using standard workflows in the project system

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Lesson: 181

Lesson: Service

Service Lesson Duration: 60 Minutes

Lesson Overview This lesson deals with the use of service activities for the planning and procurement of services for projects. You also learn about integration with the Purchasing service area.


Create service operations Enter and accept services

As of SAP ECC 5.00, PLM Extension (EA_PLM 500), you can also call up an external catalog in a network and transfer services from this for the order.

Business Example You want to procure a variety of services via Purchasing for building activities related to your turbine project. You plan these services for your project and accept the actual performed services later after procurement. As with externally-processed activities, the Purchasing Department is also responsible for the procurement of service activities. Unlike externally-processed activities however, complete service specifications can also be specified for both planned services (using service master records, for example) and unplanned services (using value limits). Instead of a goods receipt, a service entry and service acceptance takes place for a service activity. A service entry sheet can also be generated by making data entries in the Cross-Application Time Sheet and transferring this to the Purchasing Department service area. Clarify the differences between service activities and externally-processed activities as well as the external procurement of services process using the diagrams and your demonstrations.

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Procurement and Planning of Services

Figure 72: Service

Instead of externally-processed activities, you can also create service activities or service activity elements for services to be performed externally. A service activity triggers a similar purchasing process, but can also contain an entire hierarchy of planned services to be purchased from a vendor and value limits for unplanned services. “Goods receipt” for services consists of two stages: • •

Service entry Acceptance of services performed

For service activities, you can maintain service specifications for various services to be provided by the service provider (planned services). You can use value limits to restrict unplanned service provider services. You can create the link to the MM Service component (MM-SRV) by means of service activities.

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Lesson: Service

Figure 73: External Services Management

Component MM-SRV supports the entire cycle from bid invitation to award of contract and entry and acceptance of services. In contrast to externally-processed activities, “goods receipt” is divided into two stages: • •

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Entry of services performed Acceptance of services performed


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Figure 74: Details - Service Operations

You can access the detailed information for service activities on the External tab page. You can distinguish between service activities and external activities here using the control key and the Service exists indicator. In the project planning board and network maintenance, use the Service icon to maintain service specifications, services and limits. In Customizing for the network, you can define the following default values for service activities in the network profile: Control key, Cost element, Material group, Purchasing group and Order unit.

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Lesson: Service

Figure 75: Service Specifications

You can call up outline levels and service specifications for the activity via the detail screen of a service activity.

Figure 76: Service Entry With CATS

Services performed can be entered and processed in the Service Entry transaction in Purchasing. You can also enter them using the Cross-Application Time Sheet however. In IDES, entry profile 1306 is available for this purpose.

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As of Release 4.6, you can use units of measure other than hours with the CATS. Note that previous releases support recording of times with CATS only. For this reason, they can only be used to record services that use a time unit as the base unit of measure.

Demonstration: Procurement and Planning of Services Purpose You explain the planning of services with service activities. You also demonstrate the purchasing process (but without the competitive bidding procedure and invoice verification). To enter services, you can use both the CATS time sheet and the corresponding transaction in Purchasing. To finish, you deal with Customizing for planning and procurement of external services.

System Data System: Client: User ID: Password: Set up instructions: 1. Create a service activity in your example project T-10020 in the Project Builder or in the project planning board as described in the exercises.

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2.

Enter additional planned services for service number E-1302. Demonstrate the use of outline levels, model service specifications and, if required, standard service catalog items.

3.

Make sure the activity is released and that a purchase requisition has been generated on saving.

4.

Create a purchase order in which you transfer data from the purchase requisition as in the exercises.

5.

Use the time sheet (data entry profile 1306 and, for instance, personnel number 1940) to enter the services. Enter the purchase order number and item number for this as service E-1301 or E-1302, then enter some service units or hours. Transfer the data for your purchase order to the Purchasing Department (CATM).

6.

Demonstrate the service entry sheet generated as a result (ML81N) and create another service entry sheet as in the exercises. Finally, accept the actual services.


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Lesson: Service

7.

Explain the settings relevant for external procurement of services in Customizing for the project system. In particular, you should demonstrate definition of control keys PS02 and PS05, assignment of account assignment categories and document types for order category 20 and relevant fields in the parameters for the network type.

Customizing Settings for External Activities The diagram “Customizing of External Activities” makes reference both to externally-processed activities and service operations. Definition of account assignment categories – with the exception of general account assignment types makes reference to project-related procurement of materials.

Figure 77: Customizing External Activities

The account assignment categories for purchase requisitions are generally valid for external procurement in the Project System. The general account assignment category is relevant to externally-processed activities and service activities. The remaining account assignment categories, however, refer to project stock that affects material procurement only.

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187

Lesson: Service

Exercise 10: Services Exercise Duration: 15 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Plan and purchase external services in networks

Business Example In addition to the internal and external services already planned, you also require various services to carry out your turbine project. You plan these services with the help of an appropriate service activity. Purchasing Department functions are once again used for procurement of services.

Task: In this section of the exercises you will plan a service activity, then enter and accept services. 1.

Create a service activity for the WBS element T-100##.5 Assembly. Name the new activity “Service” and assign purchasing group 001. Enter values for the limits of unplanned services. Use the following data: Field Name

Values

Overall limit No limit

Select

Expected value

EUR 10000

You can now enter the planned services in the Services section. Refer to the service master and use the following data: Field Name

Values

Service number

E-1301

Quantity

15

Check whether a price is entered for each service unit. Exit service specifications processing. Continued on next page

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Check the status of the activity. If necessary, release the activity (so that you can post the service entry at a later stage). Save your project. What is the purchase requisition number? ___________ Now exit the Project Builder. 2.

Order the service for your project from vendor 1000. The purchasing group responsible is group 001. Enter the following data for the purchase order: Field Name

Values

Purchase requisition (on the far right of the table)

The purchase requisition for the service activity

Requisition item

10

You can of course still change the order data. To do so, you need to process the Services section for the item. Save the purchase order. What is the purchase order number? _______________ 3.

Enter the services for the service activity purchase order. Now accept the activity. Create an entry sheet for your purchase order. Enter the following data in the detail screen that appears: Field Name

Values

Short text

Group ##, sheet 1

External number

##

You can now enter services manually. This can be a time-consuming process however. You can also copy the services from the purchase order service specifications and enter only a part of the services. Reduce the service entered by 5 service units and save the service entry. Until now, you have only entered services, but not accepted them. The actual data for the services provided is only updated in the service activity on acceptance. Now accept the services. Save the changed data. Always keep an eye on the status bar.

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Lesson: Service

Solution 10: Services Task: In this section of the exercises you will plan a service activity, then enter and accept services. 1.

Create a service activity for the WBS element T-100##.5 Assembly. Name the new activity “Service” and assign purchasing group 001. Enter values for the limits of unplanned services. Use the following data: Field Name

Values

Overall limit No limit

Select

Expected value

EUR 10000

You can now enter the planned services in the Services section. Refer to the service master and use the following data: Field Name

Values

Service number

E-1301

Quantity

15

Check whether a price is entered for each service unit. Exit service specifications processing. Check the status of the activity. If necessary, release the activity (so that you can post the service entry at a later stage). Save your project. What is the purchase requisition number? ___________


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Now exit the Project Builder. a)

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder) “Drag and drop” your project from the worklist to the structure tree. In the templates area, expand the Individual objects section and then the Activity section. Drag and drop the Service object to the top WBS element T-100##.5 Assembly in the tree structure.

b)

Enter the appropriate values in the Text and Purchasing group fields. Select Enter to confirm the entries. The new activity is created and the system calls up the service specifications for the service activity.

c)

You can now enter the planned services in the Services section. In doing this, refer to the service master and enter the specified data. Confirm your entries. If no price is entered, enter the value 250 in the Gross price field. Exit service specifications processing. Choose Back.

d)

The detail screen appears for the service activity. Check the status of the activity. If necessary, release the activity (so that you can post the service entry at a later stage). Choose Edit → Status → Release. Choose Save. Acknowledge the scheduling warnings.

e)

Once again, call up your project in the Project Builder to determine the purchase requisition number. This number can be found on the service activity detail screen. Exit the Project Builder.

2.

Order the service for your project from vendor 1000. The purchasing group responsible is group 001. Enter the following data for the purchase order: Continued on next page

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Lesson: Service

Field Name

Values

Purchase requisition (on the far right of the table)

The purchase requisition for the service activity

Requisition item

10

You can of course still change the order data. To do so, you need to process the Services section for the item. Save the purchase order. What is the purchase order number? _______________ a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Create → Vendor/Supplying Plant Known (Double-click to choose transaction) In the Vendor field enter the value 1000 and confirm by choosing Enter. If necessary, enter purchasing organization 1000, purchasing group 001 and company code 1000 on the Org. data tab. Enter the data indicated for the purchase order. Confirm your entries by clicking the Enter icon. Save the purchase order. Choose Save.

b)

The purchase order number appears in the status bar. Choose Back.

3.

Enter the services for the service activity purchase order. Now accept the activity. Create an entry sheet for your purchase order. Enter the following data in the detail screen that appears: Field Name

Values

Short text

Group ##, sheet 1

External number

##

You can now enter services manually. This can be a time-consuming process however. You can also copy the services from the purchase order service specifications and enter only a part of the services. Reduce the service entered by 5 service units and save the service entry. Continued on next page

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Until now, you have only entered services, but not accepted them. The actual data for the services provided is only updated in the service activity on acceptance. Now accept the services. Save the changed data. Always keep an eye on the status bar. a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Follow-On Functions → Service Entry Sheet → Maintain (Double-click to choose transaction). Create an entry sheet for your purchase order. Choose Other Purchase Order. Enter your purchase order number and select Continue. Click the Create entry sheet icon.

b)

Enter the data indicated in the service entry sheet header. Choose Service Selection. Enter your purchase order and select Continue. An overview of the service specifications for the purchase order appears. Select a line and copy it to the service specifications screen. To copy it, click the Adopt services icon. Reduce the service entered by 5 service units and save the service entry. Choose Save.

c)

Now accept the services. To do this, choose Display/Change. Then choose Accept. Save the changed data. Always keep an eye on the status bar. Choose Save.

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Lesson: Service

Lesson Summary You should now be able to: • Create service operations • Enter and accept services

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Unit Summary You should now be able to: • Create external processing activities • Enter purchase orders in Purchasing • Post goods receipts • Discuss the basics of using standard workflows in the project system • Create service operations • Enter and accept services

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Test Your Knowledge

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The system always generates a purchase order automatically when releasing an externally-processed activity. Determine whether this statement is true or false.

□ □ 2.

True False

For the combination of plant and network type, you can specify in Customizing whether a workflow is to be generated for purchase-order relevant changes in a network plan or not. Determine whether this statement is true or false.

□ □ 3.

True False

When using service operations in networks, you can enter goods receipts both for planned and for unplanned services. Determine whether this statement is true or false.

□ □

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Answers 1.

The system always generates a purchase order automatically when releasing an externally-processed activity. Answer: False This statement is incorrect on not just one but two counts. Firstly, the system initially creates one purchase requisition only based on the data for the externally-processed activities. A purchase order is not created until later - typically by the Purchasing Department. Secondly, the system can generate a purchase requisition on release. Depending on settings, this may occur either automatically in “Created” status or else manually - in which case the person responsible for the network decides at what point the purchase requisition is to be generated.

2.

For the combination of plant and network type, you can specify in Customizing whether a workflow is to be generated for purchase-order relevant changes in a network plan or not. Answer: True In the parameters for the network type, you specify whether a workflow is to be generated in the case of purchase-order relevant changes or not using the Workflow Purchase Order Change indicator. The parameters for the network type are again defined depending on the combination of plant and network type. A further requirement for generating this workflow is that the corresponding event-type linkage has been activated in general Workflow Customizing.

3.

When using service operations in networks, you can enter goods receipts both for planned and for unplanned services. Answer: False Instead of a good receipt, service entry takes place for service activities followed by service acceptance. Both planned and unplanned activities can be taken into account however.

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Unit 5 Materials

197

At the start of this unit, you discuss the various options for assigning materials to network activities, from manual assignment of individual components to transfer of bill of materials. In doing so, you pay particular attention to the two item types N and L and the related procurement types. You then demonstrate the different procurement types and the procurement processes in each case (direct procurement, in-house production, third-party purchase orders, preliminary procurement) using examples. Create further example projects in order to discuss the topic of requirements grouping and the necessary prerequisites. To finish, you deal with the topics assembly components, availability check (including Customizing) and delivery in projects.

Unit Overview In this unit you learn about the various options for assigning material components to network activities and thus planning the procurement and consumption of materials. The unit then deals with the different procurement types for materials and the related processes in Purchasing and production as part of the execution phase of projects. You also learn about the various options for requirements grouping of materials and the corresponding prerequisites. To finish the materials unit, it also covers the topics of materials availability checking and delivery of materials from a project.

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

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Assign material to activities Carry out the BOM transfer Process purchase requirement and purchase orders for material Carry out requirements planning for projects Discuss aspects of requirements grouping of material components


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•

Explain the function of assemblies, the availability check and the "delivery from project".

Unit Contents Lesson: Assigning Material Components to Activities ......................... 231 Demonstration: Manual Assignment of Material Components and Procurement Types............................................................. 237 Demonstration: WBS BOM and BOM Transfer............................. 242 Exercise 11: Material Assignment ............................................ 245 Lesson: Processes of Material Procurement.................................... 262 Demonstration: Direct Procurement of a Non-Stock Item................. 265 Demonstration: Procurement via Material Requirements Planning...... 273 Demonstration: Third-Party Requisition ..................................... 275 Demonstration: Advance Procurement ...................................... 277 Exercise 12: In-House Production Process ................................. 279 Lesson: Requirements Grouping ................................................. 293 Demonstration: Requirements Grouping .................................... 297 Lesson: Assemblies, Availability Check and Delivery from Projects ......... 301 Demonstration: Assemblies ................................................... 303 Demonstration: Availability Check ........................................... 306 Demonstration: Delivery from Projects ...................................... 311 Exercise 13: Delivery from Projects.......................................... 313

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Lesson: 198

Lesson: Assigning Material Components to Activities

Assigning Material Components to Activities Lesson Duration: 150 Minutes

Lesson Overview The first step in the context of detailed material requirements planning for projects is to assign material components to activities. This lesson teaches you how material components are assigned to activities. This particularly deals with the bill of material. Furthermore, this lesson provides an overview of the different types of procurement that are available for procuring material in the implementation phase of projects.


Assign material to activities Carry out the BOM transfer

The aim of this lesson is to show the participants different options for assigning material components to activities. The BOM transfer in particular is to be covered. The documents do not explicitly contain the functions BOM explosion, OCI interface and material assignment to standard networks. However, the instructor may also explain or demonstrate these functions. (As of SAP R/3 Enterprise Core 4.70 (SAP_APPL 470) additional new BAPIs are available for creating, changing, displaying and deleting material components in networks.) The procurement types covered in this lesson are further explained by means of examples in the lesson "Processes of Material Procurement".

Business Example The turbine you are manufacturing in your project is made up of a variety of components, which in turn consist of further components. Plan the procurement and the later consumption of the required material components in your project. Discuss the different aspects of material in projects, for example, as follows: The starting point for a project can be a sales order due to which a requirement is generated for a product that is manufactured in a project. The next step can be the procurement of the material required for the project manufacturing via purchasing or production. This can be followed by the final assembly of the product by a network. At the end, the finished product or parts of the product can be delivered to the customer. Explain to the participants that item categories determine (or at least play a role in

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determining) fundamental aspects of material procurement for projects (procurement type, inventory management). Explain the difference between the item categories stock item and non-stock item.

Integration with Other Applications

Figure 78: Material in the Project

Projects are linked via materials to Sales and Distribution, Materials Management (Purchasing and Inventory Management), and to Production Planning and Control.

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Figure 79: Integration with MM and PP:

To plan the material requirements for a particular project, you can assign materials to activities. The system differentiates between stock items (item category L) and non-stock items (item category N). Stock items are entered for materials that are kept in stock (made to stock inventory or sales order stock). Reservations are generated for stock items. Non-stock items are entered if materials are to be procured directly for the network (that is not using MRP). Purchase requisitions are created for non-stock items. These requisitions are passed directly to Purchasing.

Procurement Types Use examples of stock items and non-stock items to explain the manual assignment of material components to activities. When you do this, also explain the most important fields on the detail screen of the components. Following that, explain the different procurement types that are available for material components and the parameters that control which procurement types can be used for a component. (The option of managing the inventory of components in sales order stock is not depicted in the graphic). The processes that are linked to the individual procurement types are

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covered in detail in the lesson "Material Procurement Processes". The use of a procurement indicator makes it possible to predefine settings and thus avoid dialog boxes for selecting the procurement type.

Figure 80: Material Assignment for the Activity

The simplest scenario involves assigning components directly to the network or directly to the activity in an overview screen. Every item in the overview contains a detail screen, which provides details on procurement. As of Release 4.6, the item detail screen includes the Procurement Parameters tab that contains information on the item category, the characteristics of the material, and the account assignment of the component.

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Figure 81: Selecting the Procurement Type (1)

The way in which components are procured depends on a variety of settings. The item category of the component assignment is an important indicator. You have several options. If you do not want to include the components in Inventory Management but want to use them immediately in the network, choose item category Non-stock item (N). If you do, however, want to post the components to a warehouse (in other words increase stock) and use the components in the network at a later stage, choose item category Stock item (L). Variable-size items are also available, for example.

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Figure 82: Selecting the Procurement Type (2)

The way in which components are procured depends on both the item category and the attributes of the material. The material master stores information on whether: • • •

The material is purchased or manufactured internally (or both), Individual or collective requirements (or both) are possible for the material The material can be procured in advance.

The control data of the project definition determines whether stocks can be built up for your project. The account assignment category of the sales order determines whether sales order or project stocks can be built up. You can define a setting within the BOM to specify that the components are procured independently of the material master settings.

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Figure 83: Procurement Indicator

The procurement indicator helps you to assign components to the activity. It contains default values for determining the stock and the procurement type. You can prevent additional dialog boxes appearing during the material assignment by selecting a procurement indicator. In the network profile, you can propose a procurement indicator that is defaulted in the component assignment.

Demonstration: Manual Assignment of Material Components and Procurement Types Purpose Demonstrate the manual assignment of stock items and non-stock items without using a procurement indicator. Following that, explain the definition of the procurement indicator in Customizing.


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1.

Assign material E-1517 to an activity of your project T-10020 as a non-stock item. Before you release the data, delete the procurement indicator and briefly explain the possible procurement types. Demonstrate the detail data of the component.

2.

Using a table, assign material E-1203A as a stock item. Again, delete the procurement indicator and explain the different procurement types. Select a Reservation for WBS element. Explain the detail screen of the component, especially the Procurement Parameters tab page.

3.

In the table overview, double-click on the component E-1203a and, in the material master record (plant 1300) show the fields for procurement and inventory management of this material.

4.

Save your project.

5.

In the Customizing of the project system, demonstrate how procurement indicators are defined and explain the possible settings.

BOM Transfer At first, explain the concept of WBS BOMs and project routings to the participants. In this lesson every exercise group creates a separate WBS BOM in order to be able to make changes to this BOM and to test the repeated use of the BOM transfer. Explain the functions and advantages of BOM transfers (updating the material assignment by repeating the BOM transfer). Explain the definition and use of reference points in the BOM transfer and point out their advantages (matchcode) compared to using other field in Release levels below 4.6. Note that the "Selection Parameters of the BOM Transfer" figure is not quite up to date. Now there are two additional fields: Check Requirements Date and Time Interval in Days.

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Figure 84: WBS BOM and Project Routing

Project bills of material are BOMs that are valid for a particular WBS element. You can create a WBS BOM by copying a material BOM or other WBS BOMs. You create and edit WBS BOMs in the Master Data for the Production component. You can assign WBS BOMs to projects using the BOM Transfer transaction. To do so, you must choose the corresponding selection parameters.

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Figure 85: BOM Transfer

The logical link between a BOM component and a network activity, called the “reference point”, is essential for ensuring the correct automatic assignment of a material component. The assignments themselves are project-specific, but can be made simultaneously for a large number of networks in the project. You can assign individual components, individual BOM assemblies, or a multi-level BOM. You can assign components manually without reference points. Procedure: •

• •

Specify which field in the BOM and network activity is to be used as a reference point. These fields must have the same structure in both objects (example: CHAR, eight digits). As of Release 4.6, both the BOM and network contain a field called Reference Point. You can define possible entries for this Reference Point field in Customizing. Define reference points in the BOM components and the network activities. Start the BOM PS interface (after changing the BOM) In this process BOM components are assigned to activities. If the Reservation/purchase req. indicator is activated, then purchase requisitions and reservations are created for the assigned components.

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Figure 86: Selection Parameters of the BOM Transfer

Most of the selection parameter settings for the BOM transfer can already be preassigned in the BOM transfer profile in Customizing. The priorities for the stock segments and the selection date for all logs, however, cannot be preassigned.

Figure 87: Customizing the Reference Points

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As of Release 4.6, you can preassign the name and description of reference points in Customizing. This allows you to look for reference points using the matchcode search. You can no longer enter reference points that do not actually exist. As of Release 4.6, there are special table fields for reference points in the network and the BOM. As in earlier releases, you can, however, still determine which table fields are to be used as reference points. You can define this setting in Customizing rather than in the BOM Transfer transaction used in earlier releases.

Demonstration: WBS BOM and BOM Transfer Purpose You create a WBS BOM and assign this to your project using the BOM transfer. Demonstrate the use of the BOM transfer after changing the WBS BOM and the Customizing of the BOM transfer.

System Data System: Client: User ID: Password: Set up instructions: 1. Create a (single level) WBS BOM for material T-20000 and the top WBS element of your project T-10020 in the Production menu (CS71). In doing this, copy material list T-20000 without material P-100.

242

2.

Call up the BOM transfer. Adjust the selection parameter so that you can select your WBS BOM and that the BOM is exploded at several levels. Explain the functions of the selection parameters.

3.

Select your example project T-10020, WBS BOM T-20000/T-10020 and execute the BOM transfer. Demonstrate the different views and explain the result of the transfer. Save the assignments.

4.

Demonstrate the assignment of the BOM items in your project. Point out the reference points in the activities.

5.

Call up your WBS BOM in change mode (CS72) and also demonstrate the reference points in the detail screen of some items. Add another item to material P-100 and assign reference point 1302 to the item. Also make some changes: for example, change some other items. Save your changes.

6.

Execute the BOM transfer with the same settings as before and discuss the result.


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7.

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In the Customizing of the project system, demonstrate the definition of profiles for the BOM transfer, of reference points and the definition of fields in BOM an activity as reference point.


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Exercise 11: Material Assignment Exercise Duration: 30 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Manually assign material components to network activities • Use the BOM transfer

Business Example Various material components are required for the final assembly of the turbine system. You create a WBS BOM with all components that are required for your specific project. You assign the items of the BOM to activities of your project and plan their procurement.

Task 1: 1.

Call up the Project Builder and assign two components to activity 3100 Material Procurement plant components for your project T-100##. Assign component E-1517 to activity 3100 Material procurement plant components as a non-stock item. Assign the material in the component overview. Use the following data for the assignment: Field Name

Values

Material

E-1517

Requirements quantity

1

Item category

N

Now create a purchase requisition for the network. Display the detail screen of the component. Check the account assignment category for the component.


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Which account assignment category has been entered for the quantity/value flow? ___ When will the purchase requisition be generated? __________ On which date will the component be procured? __________ 2.

Assign another material component to the same activity. Assign material E-1203A as a stock item. First return to the component overview for the activity. In the second item, enter the material with the following data: Field Name

Values

Material

E-1203A


1

Procurement indicator

Delete field contents

Item category

L

Create a reservation for the WBS element. Check the account assignment category for the component. Which account assignment category has been entered for the quantity/value flow? ___ Can the material be purchased? ______ Save the changed data. 3.

Purchase requisitions and reservations were generated the last time data was saved. Display the components of your project in the extended individual components overview. Make sure that the PS info profile YIDES_130000 is selected for the report. Call up the report for your project. Change the field selection for the report. Display the following fields in the report: Field Name Material Material text Continued on next page

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Field Name Purchase requisition Requisition item Requirements date Requirements quantity Quantity withdrawn Account assignment category Special stock Exit the report without saving the overview. 4.

Display the component overview in the project planning board. Display the component overview for all objects of your project. Change the procurement dates. Use the following data: Component E-1517

7 days earlier

Component E-1203A

At the start of the activity

Save your changes.

Task 2: If you want to assign several components, assigning materials manually can be quite time consuming. As an alternative, you can assign bills of material (BOMs). Now create your own BOM and assign it to the project. 1.

Create a single-level WBS BOM for the top WBS element of your project. Use the material BOM T-20000 as the template. Use the following data on the initial screen: Field Name

Values

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3 (universal) Continued on next page

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Use the following data when copying the BOM: Field name

Values

Material

T-20000

Plant

1300

BOM usage

3

An overview of the material BOM appears. Choose all components except for material P-100 and copy the items to the WBS BOM. Now save the WBS BOM. 2.

Use the BOM transfer to assign the components of your WBS BOM to your project activities. Use the following data on the initial screen: Field name

Values

Project definition

T-100##

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3

Check the BOM transfer selection parameters. Use the following parameters: Field name

Values

WBS BOM

Select

Multi-level

Select

Plant stock

2

Project stock

1

Call up the BOM transfer.


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First the results list appears, in which you see all the components that the system can assign automatically. Save the assignments. If necessary, confirm the scheduling warnings. 3.

BOMs are often changed during the course of a project. Expand your WBS BOM to include material P-100 and double the requirement quantity for component T-20100. Use the following data to identify your BOM: Field name

Values

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3 (universal)

Enter material P-100 as an additional component with the following data: Field Name

Values

Item category

L

Component

P -100

Quantity

1

Store another reference point for the components so that they can be assigned automatically with the BOM transfer. Enter the reference point 1310 Procurement plant components. Save your entries. 4.

Update the component assignment for your project. Use the BOM transfer again. Enter the following data on the initial screen: Field name

Values

Project definition

T-100##

WBS element

T-100##


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Field name

Values

Material

T-20000

Plant

1300

BOM usage

3

Check the selection parameters of the BOM transfer again. Use the following parameters: Field Name

Values

WBS BOM

Select

All items

Select

Multi level

Select

Plant stock

2

Project stock

1

Hint: If you always call up the BOM transfer with the same parameters, you should create a selection profile that contains these settings. Call up the BOM transfer. Save the change. The overview of components that cannot be assigned automatically appears. The components T-20200, T-20610, T-20620 and T-20630 should be listed here. Do not assign any components manually, rather go to the results list. The results list appears. The symbols in the first column indicate whether the component is being created, deleted, changed, or reallocated. Save your changes.

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Solution 11: Material Assignment Task 1: 1.

Call up the Project Builder and assign two components to activity 3100 Material Procurement plant components for your project T-100##. Assign component E-1517 to activity 3100 Material procurement plant components as a non-stock item. Assign the material in the component overview. Use the following data for the assignment: Field Name

Values

Material

E-1517


1

Item category

N

Now create a purchase requisition for the network. Display the detail screen of the component. Check the account assignment category for the component. Which account assignment category has been entered for the quantity/value flow? ___ When will the purchase requisition be generated? __________


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On which date will the component be procured? __________ a)

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder). “Drag and drop” your project from the worklist to the structure tree. Expand the project definition and the WBS elements Turbine and Purchasing to call up the detail screen of the activity.

b)

Choose Component Overview. Use the specified data for the assignment. Confirm your entries by clicking the Enter pushbutton.

c)

A dialog box might appear in which you can select the procurement type. Set the Purchase requisition for network indicator. Confirm your data entries by clicking the Continue pushbutton.

d)

Display the detail screen of the component. Select the component in the overview and click the General pushbutton to call up the detail screen. Go to the Procurement Parameters tab page. The tab page shows the account assignment type and the indicator Res./purch.req.. You can see the requirement date on the General Data tab page.

2.

Assign another material component to the same activity. Assign material E-1203A as a stock item. First return to the component overview for the activity. In the second item, enter the material with the following data: Field Name

Values

Material

E-1203A


1

Procurement indicator

Delete field contents

Item category

L

Create a reservation for the WBS element. Continued on next page

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Check the account assignment category for the component. Which account assignment category has been entered for the quantity/value flow? ___ Can the material be purchased? ______ Save the changed data. a)

Position the cursor on activity 3100 in the tree structure. Click the Component overview pushbutton in the activity detail screen. In the second item, enter the material with the specified data. Confirm your entries by clicking the Enter pushbutton. The dialog box appears in which you can select the procurement type. Select the Reserv. WBS element indicator. Confirm your data entries by clicking the Continue pushbutton.

b)

Display the detail screen of the component. Select the component in the overview and click the General pushbutton to call up the detail screen. Check the account assignment category for the component. To so so, go to the Procurement Parameters tab page. In the Material Master section, also look at the Procurement field. Save the changed data. Choose Save.

3.

Purchase requisitions and reservations were generated the last time data was saved. Display the components of your project in the extended individual components overview. Make sure that the PS info profile YIDES_130000 is selected for the report. Call up the report for your project. Change the field selection for the report. Display the following fields in the report:


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Field Name Material Material text Purchase requisition Requisition item Requirements date Requirements quantity Quantity withdrawn Account assignment category Special stock Exit the report without saving the overview. a)

SAP Menu → Logistics → Project System → Information System → Structures → Enhanced Individual Overviews → Components (double-click to choose). Click the PS Info profile pushbutton and assign the appropriate profile. Confirm with Continue. Enter the project definition T-100## in the Project field. Choose Execute.

b)

Change the field selection for the report. In the "menu, choose View→ Choose fields… and display the following fields in the report: Confirm your data entries by clicking the Continue pushbutton. Exit the report without saving the overview. Click the Back pushbutton and exit the dialog box without saving.

4.

Display the component overview in the project planning board. Display the component overview for all objects of your project. Change the procurement dates. Use the following data: Component E-1517

7 days earlier

Component E-1203A

At the start of the activity


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Save your changes. a)

Display the component overview in the project planning board. SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction) Enter your project in the Project definition field, select With activities, use project planning board profile 1001 Elevators/Turbines and click the Open Project icon. Optimize the project display by clicking the Zoom in on graphic and Adapt graphic area icons.

b)

Choose Select all to select all objects. Choose Component Overview.

c)

The procurement dates of the components are displayed in the graphic. You can call up the detail screen by double-clicking the description of the component. For E-1517, enter the value 7- in the Offset field and the time unit Day in the next field. Choose Back to confirm your entries. In the detail screen for E-1203A, set the indicator Algn.Start date.Comp. Choose Back to confirm your entries. Choose Save.

Task 2: If you want to assign several components, assigning materials manually can be quite time consuming. As an alternative, you can assign bills of material (BOMs). Now create your own BOM and assign it to the project. 1.

Create a single-level WBS BOM for the top WBS element of your project. Use the material BOM T-20000 as the template. Use the following data on the initial screen:


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Field Name

Values

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3 (universal)

Use the following data when copying the BOM: Field name

Values

Material

T-20000

Plant

1300

BOM usage

3

An overview of the material BOM appears. Choose all components except for material P-100 and copy the items to the WBS BOM. Now save the WBS BOM. a)

SAP Menu → Logistics → Production → Master Data → Bills of Material → Bill of Material → WBS BOM → Single Level → Create (Choose transaction by double-clicking t) Use the data indicated in the initial screen. Use the material BOM T-20000 as a template. Choose Copy Material BOM. Use the specified data when copying the BOM. Confirm your data entries by clicking the Continue pushbutton.

b)

An overview of the material BOM appears. Choose all components except for material P-100 and copy the items to the WBS BOM. Select the components to do so. The choose Copy. Choose Save.

2.

Use the BOM transfer to assign the components of your WBS BOM to your project activities. Continued on next page

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Use the following data on the initial screen: Field name

Values

Project definition

T-100##

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3

Check the BOM transfer selection parameters. Use the following parameters: Field name

Values

WBS BOM

Select

Multi-level

Select

Plant stock

2

Project stock

1

Call up the BOM transfer. First the results list appears, in which you see all the components that the system can assign automatically. Save the assignments.


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If necessary, confirm the scheduling warnings. a)

SAP Menu → Logistics → Project System → Material → Planning → Bill of Material Transfer (Double-click to select transaction). Use the data indicated in the initial screen.

b)

Check the BOM transfer selection parameters. Choose Selection Parameters. Use the indicated parameters. Confirm your entries by clicking the appropriate pushbutton.

c)

Call up the BOM transfer. To do this, choose Execute. First the results list appears, in which you see all the components that the system can assign automatically. Choose Save. If necessary, confirm the scheduling warnings.

3.

BOMs are often changed during the course of a project. Expand your WBS BOM to include material P-100 and double the requirement quantity for component T-20100. Use the following data to identify your BOM: Field name

Values

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3 (universal)

Enter material P-100 as an additional component with the following data: Field Name

Values

Item category

L

Component

P -100

Quantity

1 Continued on next page

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Store another reference point for the components so that they can be assigned automatically with the BOM transfer. Enter the reference point 1310 Procurement plant components. Save your entries. a)

SAP Menu → Logistics → Production → Bills of Material → Bill of Material → WBS BOM → Single Level → Change (Choose transaction by double-clicking it) Use the data indicated in the initial screen. Choose Item.

b)

Double the requirement quantity for material T-20100 Turbine casing. Enter material P-100 as an additional component with the specified data. Confirm your entries by clicking the Enter pushbutton. Double-click the item number. Enter the value 1310 in the Reference point field in the General Data section of the Basic Data tab. Choose Save.

4.

Update the component assignment for your project. Use the BOM transfer again. Enter the following data on the initial screen: Field name

Values

Project definition

T-100##

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3

Check the selection parameters of the BOM transfer again. Use the following parameters:


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Field Name

Values

WBS BOM

Select

All items

Select

Multi level

Select

Plant stock

2

Project stock

1

Hint: If you always call up the BOM transfer with the same parameters, you should create a selection profile that contains these settings. Call up the BOM transfer. Save the change. The overview of components that cannot be assigned automatically appears. The components T-20200, T-20610, T-20620 and T-20630 should be listed here. Do not assign any components manually, rather go to the results list. The results list appears. The symbols in the first column indicate whether the component is being created, deleted, changed, or reallocated. Save your changes. a)

SAP Menu → Logistics → Project System → Material → Planning → Bill of Material Transfer (double-click to select the transaction) Use the data indicated in the initial screen.

b)

Choose Selection Parameters. Use the indicated parameters. Confirm your entries by clicking the appropriate pushbutton.

c)

Choose Execute. A dialog box appears as a result of the quantity change in the BOM. Choose Confirm. The overview of components that cannot be assigned automatically appears. The components T-20200, T-20610, T-20620 and T-20630 should be listed here. Do not assign any components manually, rather go to the results list. To do this, choose Results. Choose Save.

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Lesson Summary You should now be able to: • Assign material to activities • Carry out the BOM transfer

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Processes of Material Procurement Lesson Duration: 210 Minutes

Lesson Overview This lesson introduces you to the different processes for project-oriented material procurement. These include the direct procurement of material via purchasing as well the procurement of assemblies via material requirements planning and production.


Process purchase requirement and purchase orders for material Carry out requirements planning for projects

In this lesson, demonstrate the material procurement processes for the procurement types that were covered in the preceding lesson. Here, the integration into production is demonstrated in addition to the integration into purchasing.

Business Example After you have planned the material for your turbine project, you now procure the required material components. In doing this, use the integration into purchasing and the MRP of your enterprise. Explain the process of direct procurement of non-stock items by using the figures and demonstrations. Instead of using the reports in the project system for carrying out the purchasing process and its analysis, you can also use the corresponding functions in purchasing. Another option is to use ProMan, which is covered in the lesson of the same name. As of SAP R/3 Enterprise PLM Extension 1.10 (EA-APPL 110) and after installing the SAP R/3 plug-in for EBP, you can transfer a purchase requisitions from a network into an external purchasing system, for example, SAP Enterprise Buyer (EBP). The purchase order is then processed there. The goods receipt and the invoice receipt are either posted in the EBP, or in SAP R/3 or ECC. In both scenarios, the creation and reduction of the commitment is carried out in SAP R/3 or ECC.

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Lesson: Processes of Material Procurement

Direct Procurement

Figure 88: Direct Procurement, Non-Stock Items

Non-stock item (N): The item category non-stock item is used for components that are not procured by way of warehouse stock, project stock, or sales order stock, but are procured directly by the network activity. Purchase requisitions are created for these components. These requisitions are passed directly to Purchasing. When the goods are received, they are not placed into stock, but posted to the activity. Non-stock items cannot be managed as project stock or sales order stock.

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Figure 89: Assigning Non-Stock Items

If you choose direct procurement with item category N, you can choose between two procurement types: Either purchase requisition for the network or third-party requisition for the network. The procurement type is displayed on the Purchasing Data tab page on the detail screen for the assigned component. You can change the procurement type at a later stage. The purchase requisition number is displayed on this tab page. You can call up the purchase requisition directly from here. If a purchase order is already available, its number will be displayed on the Procurement Parameters tab page. You can also call up the purchase order from here.

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Figure 90: Purchasing Process

As long as you have activated the requirements within your network (for the entire network, the individual activity, or the individual component), a purchase requisition is generated when you save data. You can analyze all purchase requisitions of your project in the information system. In the Purchase Requisitions for the Project report, you can analyze the purchase requisition, assign vendors, and create purchase orders for the purchase requisition. In the Purchase Orders for the Project report, you can check and change all purchase orders for your project.

Demonstration: Direct Procurement of a Non-Stock Item Purpose Demonstrate the direct procurement for a non-stock item. You can also monitor the process from the MRP and Controlling perspectives.


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1.

Open your project T-10020 in the project planning board and demonstrate the detail screen of non stock item E-1517. From here, also branch to the purchase requisitions for this component.

2.

Use the report Purchase requisitions for the project to automatically assign material E-1517 to the purchase requisition or manually to supplier 1002. Then convert the purchase requisition from the report to a purchase order.

3.

Use the report Purchase Orders for the Project to evaluate the purchase order in a table.

4.

In the Materials Management, post a goods receipt with reference to the purchase order of material E-1517.

5.

Optional: Also track the direct procurement process by means of the Stock/Requirements List and a suitable cost type report.

Procurement via Material Requirements Planning Explain the procurement of material via MRP step-by-step using stock item T-20600 as the example and using the figures and demonstrations. Discuss the integration into production for the manufacture of assemblies and once again the integration into purchasing, for example, for procuring secondary requirements.

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Figure 91: Procurement Using Requirements Planning, Stock Item

The item category “L” (stock item) is used for components kept in stock. When you save, the system creates a reservation for the required material. The main function of material requirements planning is to ensure material availability (in other words, to procure the required quantities on time - both in-house and for sales). This includes monitoring stocks and, above all, creating procurement proposals for purchasing and production. Independent requirements (requirements for finished products, saleable assemblies, trading goods and spare parts) trigger requirements planning. In order to cover the requirements, order quantities and dates have to be determined, and the corresponding procurement elements scheduled. The procurement element for requirements planning is a planned order, or for external procurement a purchase requisition. Dependent requirements are determined by exploding the bill of material for materials produced in-house to determine the quantity of components required to manufacture a finished product or assembly. Planned orders are created at each BOM level to cover requirements when a material shortage occurs. Once quantities and dates have been planned in requirements planning, these planned procurement elements are converted into "exact" procurement elements: for production, this is the production order and, for external procurement, the purchase order.

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Figure 92: Assigning Stock Items

In the detail screen of component assignment for stock items, you can select the General data tab page to change the requirements date, check the withdrawal and confirmed quantity, and check the reservation number. On the Procurement Parameters tab page, you can determine when the reservation will take effect for planning. The reservation either takes effect a) immediately, b) after release, or c) never. Case c) is possible as of release 4.6. This enables you to release the activity but leave the reservation inactive for planning. You can make the reservation active for planning at a later stage.

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Figure 93: Stock Item with BOM

In the example process displayed, material T-20600 produced in-house is assigned to activity 10 in a project with valuated sales order or project stock. To procure dependent requirements for the material, a requirements planning run is performed. The dependent components are then purchased and consumed by the production order. The production order is processed and material T-20600 posted to stock. The process ends with T-20600 being issued from the project stock and the network activities being confirmed.

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Figure 94: Material: Stock/Requirements List

The current stock/requirements list shows the current stock/requirements situation of a material. This evaluation is contained in project systems under Project System Material Planning and the Information Systems Material. The various MRP elements are re-read and displayed when the list is compiled. This means that the stock/requirements list always displays the current availability of the material. Changes that are made after the planning date are displayed directly, in other words the list is dynamic. Stock/requirements lists are not stored permanently in the system but are volatile and are only stored in the working memory. From this list, you can display and change the individual objects that generate and cover requirements, you can display the associated master data, and convert planned orders to production orders or purchase orders, for example. As of Release 4.6A, the current stock/requirements list can be called up via individual access for a material number, but also evaluated via collective access according to product group, class, MRP controller, vendor, or production line.

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Figure 95: MRP Run for Project

The MRP run for the project differs from the standard planning run. When the MRP run is carried out for the project, all components for the project are selected (as long as you select them via the project definition and not via subhierarchies). The MRP run generates the dependent requirements of components with a BOM and generates a procurement element for these dependent requirements. In the example above, material T-20600 was assigned to the project. The MRP run generates a planned order for the reservation. Since T-20600 has a BOM with three components, the MRP run generates reservations for the corresponding dependent requirements and generates three further planned orders or purchase requisitions.

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Figure 96: Material for the Production Order

Goods are received for the purchase orders for components T-20610, T-20620, and T-20630. The goods receipt increases the project stock of the materials. Commitments according to the order value are reduced by the goods receipt and stocks are formed according to the standard costs (for standard price control) or the order value (for moving price control). The planned order for T-20600 is converted into a production order. The planned costs for materials are only displayed for valuated project stock and for collective stock. The project stocks T-20610, T20620, and T-20630 are consumed by the production order at the price calculated in valuation. The respective actual costs are debited from the production order.

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Figure 97: Editing the Production Order

The final confirmation is entered for the production order and material T-20600 is delivered to the project stock. This increases the stock value for material T-20600 in project stock by the value of the material project stock segment. A goods issue is posted for the network for assembly T-20600. This reduces the project stock (crediting the WBS element). The actual costs are debited from the network. The actual network activity costs are aggregated and displayed for the higher-level WBS elements.

Demonstration: Procurement via Material Requirements Planning Purpose Demonstrate the procurement of stock items via MRP. You can also monitor the process from the Controlling perspective.

System Data System:

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Client: User ID: Password: Set up instructions: 1. Demonstrate the details of material component E-1203a and T-20600 that are assigned to activities of your project T-10020 as stock items. In the following, we only demonstrate the procurement of material T-20600.

274

2.

In another session, open the stock/requirements list for material T-20600. There are no dependent requirements (such as for T-20610) yet.

3.

Execute an MRP run for your project T-10020 analogous to the exercises (if possible, you should generally created purchase requisitions).

4.

Update the stock/requirements list for material T-20600 and the secondary requirements (for example, T-20610). Convert the planned order for material T-20600 into a production order and release this order before saving.

5.

Buy the secondary requirements for material T-20600 in the same way as for the exercises.

6.

Post a goods issue of the secondary requirements with reference to your production order. Monitor the stock changes of the secondary requirements in the stock/requirements list as well.

7.

Enter a final confirmation for your production order with the planned quantity as manufactured goods quantity (CO15) and manually post a goods receipt for material T-20600 with reference to the production order. Discuss the stock change in the stock/requirements list.

8.

Finally, post a goods issue for material T-20600 with reference to the reservation of the network activity (specify reservation and item). Refresh the stock/requirements list. For material T-20600, no stock segment for your project exists anymore.

9.

Optional: Also process this by means of a suitable cost type report at the same time.


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Third-Party Purchase Orders

Figure 98: Third-Party Purchase Orders

Third-party purchase orders are documents where the purchased material is delivered directly from the vendor to the customer. When assigning material components to network activities with the indicator Third party order, the system will ask you to maintain the address of the customer to which the vendor is to ship the goods. You can use addresses from: • • •

from central address management from customer master data from vendor master data

Demonstration: Third-Party Requisition Purpose Demonstrate the creation of a third-part requisition for non-stock items.

System Data System:

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Client: User ID: Password: Set up instructions: 1. Open your project T-10020 in Project Builder or in the Project Planning Board. 2.

Manually assign material E-1517 as a stock item. Delete the procurement indicator before the first data release. Choose 3rd party req as the procurement type. As the delivery address, use the address of customer 1600.

3.

Then analyze the third party requisition for material E-1517. Refer in particular to the delivery address in the item details.

Advance Procurement

Figure 99: Advance Procurement

In engineering projects, it is common for critical components with long and unreliable delivery times to be purchased at an early stage in the project, well before the project activities, where these components will be consumed, are specified. Advance procurement is used to this end.

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You can only use advance (preliminary) procurement if you are working with sales order or project stock. This means that you must use item category “L” when you assign your components to ensure that stock can be managed. In order to calculate the requirements for procurement with those of consumption, the components must be managed internally in sales order or project stock. The following section distinguishes between two scenarios: Planned independent requirements and preliminary purchase requisition. •

•

Scenario 1: Assemblies that need to be produced well in advance of consumption can be allocated as stock-items (“L”), with the indicator planned independent requirement set for the procurement activity. The MRP run then generates a planned order which triggers a production process. The production order will be delivered to stock where it will be consumed later by a second allocation to the consuming assembly activity. Scenario 2: Assemblies that need to be ordered well in advance of consumption can be allocated as stock-items (“L”), with the indicator preliminary purchase requisition set for the procurement activity. The system then generates a preliminary purchase requisition, which triggers a purchasing process. The goods receipt for the component builds up stock. You can allocate the component later to the consuming activity (“assembly”) thus reserving and consuming the stock.

Demonstration: Advance Procurement Purpose Demonstrate how preliminary requirements are handled in projects by means of a new example project.

System Data System: Client: User ID: Password: Set up instructions: 1. Create a new example project T-10040 using standard project T-20001 as the template and then release it.

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2.

Assign material T-20200 with procurement type Planned primary requirement WBS element to activity 3000 of project T-10040 and save the project.

3.

Analyze the primary requirement for material T-20200 in the stock/requirements list (MD04). Carry out MRP for the material and refresh the stock/requirements list.


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4.

Create a new activity consumption of advance procured components in your project T-10040 for WBS element Assembly. Assign material T-20200 to this activity. This time however, use Reservation WBS element as the procurement type. Move the suggested requirement data so that it is after the requirement date of the planned primary requirement (about 1 ½ months later).

5.

Refresh the stock/requirements list for material T-20200. The reservation replaces the planned primary requirement.

6.

Optional: Demonstrate the same process for the case of an advance purchase requisition. To do this, use material E-1203a for example.


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239


Exercise 12: In-House Production Process Exercise Duration: 40 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Procure material using requirements planning • Explain procurement processes in purchasing and production

Business Example You procure material components that you require for assembling the turbine system. For this, you use the integration of the project system into purchasing as well as into production.

Task: In the next exercise, you will procure material for your project and use it in the network. Take component T-20600 that you assigned previously and trace all steps of its procurement and use in the system. 1.

First display the stock/requirements list for material T-20600. Use the following data on the initial screen: Field Name

Values

Material

T-20600

Plant

1300

Until now, only one requirement has been generated. You need, however, one more procurement element. 2.

Perform a planning run for your project to generate procurement elements. The best way of doing this is to open a second session so that you can always process the stock/requirements list in one session. Use the settings indicated in the initial screen.


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Field Name

Values

Project definition

T-100##

Create purchase requisition

1

Display material list

Select

Carry out the planning run. You have created procurement elements for the requirements. These, however, are planning procurement elements. You will generate the actual procurement elements in the next step. 3.

Display the stock/requirements list for material T-20600 and create a production order for your reservation. Use the following data on the initial screen: Field Name

Values

Material

T-20600

Plant

1300

In the individual stock segment for your project, the list contains a planned order as well as the reservation. Convert the planned order into a production order and release it immediately. Refresh the data selection in the requirements/stock list. Make a note of the production order number: ___________ 4.

During the planning run, the system has created requirements and procurement elements for dependent components. Component T-20600 has requirements for component T-20610, T-20620, and T-20630. Order the components and post them to the warehouse. Suitable purchase requisitions have already been created by the MRP run. Convert these to purchase requisitions in the information system. First assign purchase requisitions automatically to purchasing information records, then create the purchase order. Display the overview of the assignments and then create the purchase order.


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You can create new purchase orders by clicking the Process Assignment pushbutton. The purchase order appears. On the left-hand side of the overview, select your three purchase requisitions and copy them to the purchase order. Save the purchase order. Make a note of the order number: ____________ Go back to the SAP menu. 5.

The components you ordered have been delivered. Now post them to the warehouse with a reference to your purchase order. Use the following data: Field Name

Values

Purchase order

Your order number

OK

Activate

Storage location

0001

The components are now in the warehouse, ready to be used in the production order. 6.

Take the components from storage location 001 and use them in the production order. Post a goods issue for this purpose.

7.

Once the components for the production order have been withdrawn, the order can be processed. Confirm the order with the planned quantity. In doing so, set the Final confirmation status. Save the confirmation.

8.

You have posted services to the production order but not yet posted the completed material T-20600 to the warehouse. Post the goods receipt for your order. Enter the following data on the initial screen:


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Field name

Values

Movement type

101

Order

Your production order

Plant

1300

Storage location

0001

Copy the default values from the order and post the goods receipt. 9.

Check the stock situation for material T-20600 in your project. Use the stock/requirements list. Use the following data on the initial screen: Field Name

Values

Material

T-20600

Plant

1300

The production order should no longer be visible in the list and stock should now be built up for your project. 10. Use material T-20600 in the project. Remove the material from storage location 0001 with reference to your reservation. The reservation and item number, for example, is in the stock/requirements list or the activity. Or display all reservations for your network and choose those for material T-20600. Post the goods issue. 11. Call up the stock/requirements list for material T-20600 again. Use the following data on the initial screen: Field Name

Value

Material

T-20600

Plant

1300

The individual requirements stock segment for your project has been reduced by the goods receipt.

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Solution 12: In-House Production Process Task: In the next exercise, you will procure material for your project and use it in the network. Take component T-20600 that you assigned previously and trace all steps of its procurement and use in the system. 1.

First display the stock/requirements list for material T-20600. Use the following data on the initial screen: Field Name

Values

Material

T-20600

Plant

1300

Until now, only one requirement has been generated. You need, however, one more procurement element. a)

SAP Menu → Logistics → Project System → Material → Planning → Stock/Requirements List (double-click to select the transaction) Use the data indicated in the initial screen. Choose Continue to call up the list.

b)

You should notice an individual requirements stock segment for your project in the list with reservation via a unit of the material. Until now, only one requirement has been generated. You need, however, one more procurement element. Exit the transaction using the Back pushbutton.

2.

Perform a planning run for your project to generate procurement elements. The best way of doing this is to open a second session so that you can always process the stock/requirements list in one session. Use the settings indicated in the initial screen.


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Field Name

Values

Project definition

T-100##

Create purchase requisition

1

Display material list

Select

Carry out the planning run. You have created procurement elements for the requirements. These, however, are planning procurement elements. You will generate the actual procurement elements in the next step. a)

SAP Menu → Logistics → Project System → Material → Planning → MRP Project (double-click to select the transaction) Use the settings indicated in the initial screen. Click the Enter pushbutton twice.

b)

A results list appears, which also contains the dependent requirements for your project. Exit the transaction using the Back pushbutton.

3.

Display the stock/requirements list for material T-20600 and create a production order for your reservation. Use the following data on the initial screen: Field Name

Values

Material

T-20600

Plant

1300

In the individual stock segment for your project, the list contains a planned order as well as the reservation. Convert the planned order into a production order and release it immediately. Refresh the data selection in the requirements/stock list.


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Make a note of the production order number: ___________ a)

If you also opened the list in a different session, click the Refresh pushbutton. Otherwise, choose: SAP Menu → Logistics → Project System → Material → Planning → Stock/Requirements List (double-click to select the transaction) Use the data indicated in the initial screen. Choose Continue to call up the list.

b)

In the individual stock segment for your project, the list contains a planned order as well as the reservation. Double-click the planned order field. In the dialog box, click the → Prod. ord. (convert planned order to Production order pushbutton. The header screen for the production order appears. Release and save the production order. Choose Release. Choose Save.

c)

You have returned to the stock/requirements list. Refresh the data selection. Choose Refresh. You should now see a production order for your reservation.

4.

During the planning run, the system has created requirements and procurement elements for dependent components. Component T-20600 has requirements for component T-20610, T-20620, and T-20630. Order the components and post them to the warehouse. Suitable purchase requisitions have already been created by the MRP run. Convert these to purchase requisitions in the information system. First assign purchase requisitions automatically to purchasing information records, then create the purchase order. Display the overview of the assignments and then create the purchase order. You can create new purchase orders by clicking the Process Assignment pushbutton. The purchase order appears. Continued on next page

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On the left-hand side of the overview, select your three purchase requisitions and copy them to the purchase order. Save the purchase order. Make a note of the order number: ____________ Go back to the SAP menu. a)

SAP Menu → Logistics → Project System → Information System → Material → Purchase Requisitions → For the project (Choose the transaction by double-clicking it) Specify your project definition T-100## and click the Execute pushbutton.

b)

An overview of all purchase requisitions appears. To select material T-20610, place cursor on the material T-.20610 and choose function F9 to select. Choose Assign automatically. Assign materials T-20620 and T-20630 the same way.

c)

Choose Assignments. The purchase requisitions are sorted in the overview according to their assignments. Place your cursor on the line below vendor C.E.B.. Select Process assignment. Confirm the dialog box with Continue. If another dialog box appears, choose New purchase order.

d)

The purchase order appears. On the left-hand side of the overview, select your three purchase requisitions and copy them to the purchase order. Choose Adopt. Choose Save.

e)

The purchase order number appears in the status bar. Exit the overview of assignments by choosing Back. Save the changed purchase requisitions. Exit the report graphic using the Back pushbutton. Continued on next page

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5.

The components you ordered have been delivered. Now post them to the warehouse with a reference to your purchase order. Use the following data: Field Name

Values

Purchase order

Your order number

OK

Activate

Storage location

0001

The components are now in the warehouse, ready to be used in the production order. a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Follow-On Functions → Good Receipt (Choose the transaction by double-clicking it) Use the indicated data. Enter your purchase order number on the right of the Purchase order number field and choose Execute to transfer the data. Activate the OK flag and specify the storage location for each of the three items. Once you have processed the item, click it to process the next item. Save the goods receipt. Exit the transaction using the Back pushbutton.

6.

Take the components from storage location 001 and use them in the production order.


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Post a goods issue for this purpose. a)

SAP Menu → Logistics → Materials Management → Inventory Management → Goods Movements → Goods Issue (Choose the transaction by double-clicking it) Choose the To Order pushbutton. Enter your production order number in the dialog box. Confirm the entries with Continue. A goods withdrawal overview appears. Specify the storage locations for the materials. In the SLoc field, enter the value 0001 each time. Choose Post.

7.

Once the components for the production order have been withdrawn, the order can be processed. Confirm the order with the planned quantity. In doing so, set the Final confirmation status. Save the confirmation. a)

SAP Menu → Logistics → Production → Production Control → Confirmation → Enter → For Order (Choose the transaction by double-clicking it) Enter the number of your production order and call up the confirmation. To do so, choose Enter. Select the Final Confirmation indicator. Enter the planned quantity in the Yield to confirm field. Choose Save.

8.

You have posted services to the production order but not yet posted the completed material T-20600 to the warehouse. Post the goods receipt for your order. Enter the following data on the initial screen:


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Field name

Values

Movement type

101

Order

Your production order

Plant

1300

Storage location

0001

Copy the default values from the order and post the goods receipt. a)

SAP Menu → Logistics → Production → Production Control → Goods Movements → Goods Issue (Choose the transaction by double-clicking it) Use the data indicated in the initial screen. Confirm your entries by clicking the Enter pushbutton.

b)

Copy the default values from the order and post the goods receipt. To do so, choose Copy. Then choose Post.

9.

Check the stock situation for material T-20600 in your project. Use the stock/requirements list. Use the following data on the initial screen: Field Name

Values

Material

T-20600

Plant

1300

The production order should no longer be visible in the list and stock should now be built up for your project. a)

If the list is also open in a different session, click the Refresh pushbutton. Otherwise, call up the list again. SAP Menu → Logistics → Project System → Material → Planning → Stock/Requirements List (double-click to select the transaction) Use the data indicated in the initial screen. Choose Continue to call up the list.


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10. Use material T-20600 in the project. Remove the material from storage location 0001 with reference to your reservation. The reservation and item number, for example, is in the stock/requirements list or the activity. Or display all reservations for your network and choose those for material T-20600. Post the goods issue. a)

SAP Menu → Logistics → Materials Management → Inventory Management → Goods Movements → Goods Receipt (Choose the transaction by double-clicking it) Enter storage location 0001. Choose the For Reservation pushbutton. A dialog box appears, in which you can enter the reservation number and the item number. Display all reservations for your network and choose those for material T-20600. In the Network field, enter your network number (if you don't know it, search for it via matchcode). Choose Continue. An overview of the reserved components appears. Select the component T-20600 (you might have to scroll through the overview). Copy the data by clicking the Adopt pushbutton. Post the goods issue.

11. Call up the stock/requirements list for material T-20600 again. Use the following data on the initial screen: Field Name

Value

Material

T-20600

Plant

1300


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The individual requirements stock segment for your project has been reduced by the goods receipt. a)

If the list is also open in a different session, click the Refresh pushbutton. Otherwise, call up the list again. SAP Menu → Logistics → Project System → Material → Planning → Stock/Requirements List (double-click to select the transaction) Use the data indicated in the initial screen. Choose Continue to call up the list.

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Lesson Summary You should now be able to: • Process purchase requirement and purchase orders for material • Carry out requirements planning for projects

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Lesson: 253

Lesson: Requirements Grouping

Requirements Grouping Lesson Duration: 60 Minutes

Lesson Overview This lesson deals with requirements grouping of material components managed in valuated project stock. In this lesson, you will learn about the background, the various options and the prerequisites for requirements grouping.


Discuss aspects of requirements grouping of material components

Start this lesson by explaining the concept of requirements groupings to participants. Then present the various options available for requirements grouping, discussing their advantages and disadvantages. To finish, discuss the prerequisites for requirements grouping plus, especially, the role of the MRP lot size field. This field in the material master should not be filled with exact lot sizes as otherwise two reservations for the same material will generally lead to two procurement elements despite the requirements grouping.

Business Example For future turbine projects, you would like to structure materials procurement more efficiently from the point of view of MRP. You therefore resolve to get a general idea of the options offered by the material requirements grouping in this respect. Use your example project for your explanations and create additional example projects if necessary.

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Requirements Grouping

Figure 100: Requirements Grouping

Prerequisite for using requirements grouping: • • • •

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Valuated project stock Grouping WBS elements (where the stocks are grouped) MRP groups that allow requirements grouping (in the material master, planning screen 1) The assigned components require periodic lot sizes (material master, planning screen 1) and must be able to be managed in the sales order or project stock


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Figure 101: Background to Requirements Grouping

Until now, you have managed material either in the plant stock or for each individual WBS element. Either you had no control at all over procurement or you were fully responsible. With the help of requirements grouping, you can now determine the degree of control yourself. • •

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In the most basic scenario, you group the requirements of all the WBS elements in your project into one WBS element. You can, however, also create projects that are only meant for grouping requirements for other projects.


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Figure 102: Requirement Grouping Options

There are various ways of grouping requirements: • • •

•

296

You can group requirements within a project (the easiest way of doing this is to group requirements automatically). You can group requirements from various projects in one (or more) project(s). The WBS elements must then be assigned manually. You can group all components of a WBS element in one WBS element (strictly speaking, components are assigned to activities, which are then assigned to WBS elements and then grouped). You can group the components of a WBS element to various WBS elements according to the MRP group of the components.


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Figure 103: Settings for Requirements Grouping

Requirements grouping is set at various points in the system: •

•

• •

Valuated project stock must be allowed in the project definition control data. The automatic requirements grouping indicator can also be activated for the entire work breakdown structure. In this case, the requirements are grouped to one WBS element only (the top one). The MRP element indicator must be set for WBS elements (exception: automatic requirements grouping). The MRP element determines whether the requirements may be grouped into one WBS element, and how. In Customizing for the WBS, you must determine the MRP groups involved in requirements grouping. Materials to be included in requirements grouping must allow sales orders or project stocks. You must assign an MRP group that allows requirements grouping to these. The lot size of the materials cannot be “exact” but must allow a periodic procedure (otherwise multiple requirements cannot be grouped).

Demonstration: Requirements Grouping Purpose You demonstrate the function of the material requirements grouping and the necessary prerequisites in the project, material master and Customizing.

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System Data System: Client: User ID: Password: Set up instructions: 1. In preparation you have permitted a periodic lot-sizing procedure for material E-1203a (see course preparations).

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2.

In a previous demonstration, you assigned material E-1203a to an activity of your project T-10020 and generated a reservation for the WBS element. Now assign material E-1203a to another activity in this project and choose "Reservation for WBS element" as the procurement type. The delivery date should not deviate from the first requirements date by more than a month.

3.

Carry out requirements planning for the material and then discuss the results in the stock/requirements list.

4.

Demonstrate the fields in project definition, grouping WBS element and material master required for requirements grouping. You should also demonstrate how to activate the requirements grouping depending on MRP group in Customizing for the project system.

5.

Demonstrate the transactions available in the case of a manual requirements grouping for assignment of WBS elements to grouping WBS elements and assignment of WBS groupings to WBS elements.

6.

Optional: Demonstrate manual requirements grouping within a project. To do this, create a new project T-10050 using the standard project T-20001 as a reference and remove the automatic requirements grouping indicator in the project definition before you save this for the first time. Instead of the topmost WBS element, select for example the WBS element T-10050.3 Purchasing as grouping WBS element of type 1. In collective processing, assign the other WBS elements of the project to this grouping WBS element (GRM3). Then assign material E-1203a to two activities of project T-10050 again and generate the reservations. Carry out requirements planning for this project and discuss the results in the stock/requirements list.

7.

Optional: Using a new project, demonstrate how planning takes place without requirements grouping from the point of view of MRP.


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Discussion Questions Use the following questions to engage the participants in the discussion. Feel free to use your own additional questions. Discuss again with participants the advantages and disadvantages of the various options for requirements grouping.

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Lesson Summary You should now be able to: • Discuss aspects of requirements grouping of material components

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Lesson: 258

Lesson: Assemblies, Availability Check and Delivery from Projects

Assemblies, Availability Check and Delivery from Projects Lesson Duration: 120 Minutes

Lesson Overview This lesson introduces you to additional functions of the project system on the subject of material. Assemblies are a way of defining the production of material in networks. The availability check helps to identify missing parts in projects in time. The "Delivery from Projects" function enables you to generate delivery notes for shipping activities of material in the project system.


Explain the function of assemblies, the availability check and the "delivery from project".

Besides the availability check, you can also use Progress Tracking to monitor whether material components are provided on time. Progress Tracking is covered in the lesson of the same name.

Business Example You as the person responsible for the project want to know whether the material components you planned for assembling the turbine are available on time. In addition, parts of the turbine are to be delivered to your customer. Assemblies are materials that are manufactured in networks. To illustrate this as a planned receipt in MRP, the assemblies are mapped as reservations with negative quantities.

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Assemblies

Figure 104: Assemblies

Scenario without assemblies: •

The components are procured for activities 3000 and 3100. Texts and other data in network activities describe the assembly of T-20200 (running gear) and product T-20000 (turbine). Quantity flow does not take place for T-20200 and T-20000.

Scenario with assemblies: •

•

302

The components T-20210, T-20220, and T-20230 are procured for activity 3000 as dependent requirements of the assembly T-20200 that is produced in activity 4000. You can carry out receipt posting by reserving the assembly with a negative quantity after confirmation of the activity 4000. Assembly T-20200 is consumed in activity 5000 - if applicable, together with components T-20300 and T-20400. The product T-20000 is produced in this activity and posted to stock. An SD delivery to the customer can be created from this stock at a later stage and a goods issue posted.


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Demonstration: Assemblies Purpose Demonstrate the use of assemblies by means of a new example project and material T-20200 analogous to the "Assemblies" figure.

System Data System: Client: User ID: Password: Set up instructions: 1. Create a new project T-10060 using standard project T-20001 as the template and then release it.

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2.

Call up the BOM transfer and there enter project T-10060, material T-20200, plant1300 and reference point 1320 in copy control. In the selection parameters, set the indicators multi-level and all items. Select project T-10060 and material BOM T-20000 and start the BOM transfer. Manually assign material T-20200 to activity 5000 and discuss the result in the result overview.

3.

Demonstrate the assignment of the components in Project Builder. Here, manually assign material T-20000 as an assembly with requirements quantity -1 to activity 5000.

4.

Demonstrate the stock/requirements list for materials T-20000 and especially T-20200.

5.

Optional: Execute an MRP run for project T-10060 (nothing changes for material T-20200). If applicable, procure components T-20210 to T-20230 and post a goods issue for their reservation. Confirm activity 4000 and, in doing so, post the goods receipt of material T-20200 for storage location 0001. Finally, post the goods issue for the reservation of component T-20200. Trace the movements in the stock/requirements list.


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Availability Check for Material The top section of the "Material Availability Check" figure shows a possible result of the availability check of a component. The parameters of the material master record and the network that control the availability check are schematically depicted in the lower section. The "Scope of Check" figure illustrates which receipts and issues are used to calculate the available quantity. Also explain the additional Customizing settings, which specify the characteristics of the availability check.

Figure 105: Material Availability Check

The availability check is controlled by multi-part checking rules. Checking rules must be determined for the individual application (e.g. requirements planning, order management etc.) in Customizing. Checking rules include various elements: • • •

Checking group: Assignment in material master (planning data screen) Checking rule: Assignment to order type Scope of check: Scope of check: Specification of checking details for each checking rule and group

Check times: Checks carried out manually or automatically (at network creation and/or network release). Checking results: Missing material status or assignment of confirmed quantity.

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Figure 106: Scope of Check

The scope of checking determines which stocks, issues, and receipts will be taken into account in the availability check. In the ATP check, only receipts that are booked before a requirement (issue) are included in the check for this issue. The ATP quantity of a receipt is the quantity that has not yet been “consumed” by issues. A material that is kept in plant stock is not allocated to a specific order and is available for all orders. Sales orders can have their own stock from the MRP view, called sales order stock. The sales order stock is allocated to an item in the sales order. You can only withdrawal components for the sales order item. Projects can have their own stock from the MRP view, called project stock. The project stock is allocated to a WBS element. You can only withdraw components for the WBS element.

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Figure 107: Customizing for the Availability Check

Based on the status, the checking control function determines whether an order type will be checked and if so, which checking rules will be used. The order type corresponds to the network type in the project system. The checking rule, however, represents just a descriptive text. The scope of the check is an important factor for the ATP availability check. It is determined by means of the checking rule (that was defined previously in checking control) and using the checking group for the material that will be checked. The scope of the check determines how the ATP availability check will be carried out - What are receipts and issues, which sales order or project stocks are checked? Will storage locations or entire plants be checked? The checking group of the material is set in Customizing for Sales and Operations Planning, for example. It determines whether individual or collective requirements will be generated for the material, for example.

Demonstration: Availability Check Purpose You demonstrate the availability check for material in Project Builder and explain the scope of check as well. You also demonstrate the relevant settings in the material master and the Customizing of the project system.

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System Data System: Client: User ID: Password: Set up instructions: 1. Open your project T-10020 in Project Builder. 2.

Execute the availability check for material starting from the network header. If all components are available, increase the requirements quantity of material T-20600 and repeat the availability check.

3.

For example, demonstrate the missing parts overview, missing parts list, the status of the network header and the data for the availability of the component. From the availability check branch to the scope of check and point out the interdependency of checking group and checking rule.

4.

Jump from the component overview into the material master of the missing part and explain the fields for the availability check in the MRP 1 view of plant 1300.

5.

In the Customizing of the project system, demonstrate the definition of check control, check rule and scope of check.

Delivery from Projects For the function "delivery from projects" certain information is required, such as the shipping point or goods recipient. The first figure shows that such "delivery information" can be saved and already stored in the project. The following figure explains the concept of delivery from projects, namely the selection of material components in projects and the generation of delivery notifications for further shipping activities. Following that, the calculation of the delivery quantity is covered, which the system determines and proposes for a delivery.

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Figure 108: Delivery Information

The higher-level object forwards the delivery information to the lower-level object. For example: If a component has no delivery information but the upper-level activity does, this information is transferred to the component. If a lower-level object has delivery information, the delivery information of the upper-level object is not taken. For example: A component and the upper-level activity have different delivery information. The internal delivery information has priority for the component. Data from the delivery information can be used to filter in the “delivery from the PS” according to components. If components with different delivery information are chosen in the “delivery from the PS”, individual deliveries will be created for these components.

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Figure 109: Delivery

You can select material components that are to be delivered to the customer, and create an SD delivery note automatically. You can select components by specifying the project definition, the WBS element, a sales order, or a network. You can limit the selection • • •

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By specifying delivery information that describes the components in greater detail (delivery date, ship-to party, requirements date, for example), By specifying network data (the activity number, for example) By specifying material characteristics (G/L account, purchase requisition number, for example)


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Figure 110: Delivery from Project

If you deliver from PS, detail screens for each component display the various quantities related to the component (requirement quantities, item quantities, quantity in delivery, open quantities, available open quantities, for example). Once the material is selected, the delivery note is created with a reference to the network components. You can deliver materials from stock, project stock, or sales order stock. Each position in the delivery refers directly to the reservation or purchase requisition.

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Figure 111: Quantities for Deliveries from PS

After the material is selected, the delivery note is created with reference to the network component. If a delivery note (document type LP) is created from a project, every delivery item (item category DLP) has a direct reference to a reservation or purchase requisition in the network. This is used for availability checks and for updating actual data for the goods issue.

Demonstration: Delivery from Projects Purpose Analogous to the exercises, you carry out a delivery of material P-100 from your project T-10020. To do so, you first structure a stock for this material and store the delivery information in the project.


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1.

Open your project T-10020 in Project Builder.

2.

Create delivery information Group20 for WBS element T-10020.3 Purchasing. Use the specified data in the exercise. Save the project.

3.

Post a goods receipt for the project and thus structure a stock for pump P-100 in your project.

4.

Create a delivery for project T-10020 and material P-100 (if necessary, delete other components from the delivery). In doing so, explain the different quantities in the detail screen of the delivery item.

5.

Then branch into the delivery document and post a goods issue for material P-100 (item type DLP may not be relevant for picking, see course preparations).


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Exercise 13: Delivery from Projects Exercise Duration: 15 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Use the function “Delivery from Projects”

Business Example You create a delivery note for material components that are supposed to be delivered to customers from your turbine project. To do so, you already stored different bits of information in your system.

Task: In the final exercise, take a look at the delivery from the project. 1.

Prepare your project for delivery from Project System. Create delivery information with the Project Builder. Manually create delivery information for activity 3000 Preliminary orders. Enter Group## as a description of the delivery information. Use the following data: Field name

Values

Project definition

T-100##

Shipping point

1300

Planned GI date

Tomorrow

Delivery date

Two weeks from today

Ship-to party

1600

Sales organization

1000

Distribution channel

10

Division

00

Assign the delivery information already available Group 20 to activity 3100 Material procurement plant components. Continued on next page

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Save the changes made to your project. 2.

You can only deliver goods that are available. Post a goods receipt for the project. Post a pump p-100 to your project stock. You can then call up the stock/requirements list for the material in order to check the project stock.

3.

Create a delivery for goods recipient 1600. Combine the components for the delivery from your project to recipient 1600. If a dialog box appears asking you to provide missing information on the delivery, provide this information. Confirm warnings that appear regarding missing settings in the material master of individual components. Some components, for example pump p-100, are available in the warehouse and can be delivered. Compile a delivery containing the pump. Check the delivery information again for the component. Check the available open quantity in the component detail screen. Check the delivery date and goods issue date. Create the delivery.

4.

Process the delivery that you created previously. Normally, the delivery should now be picked and packed. You can leave out this step. Post the goods issue directly.

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Solution 13: Delivery from Projects Task: In the final exercise, take a look at the delivery from the project. 1.

Prepare your project for delivery from Project System. Create delivery information with the Project Builder. Manually create delivery information for activity 3000 Preliminary orders. Enter Group## as a description of the delivery information. Use the following data: Field name

Values

Project definition

T-100##

Shipping point

1300

Planned GI date

Tomorrow

Delivery date


Ship-to party

1600

Sales organization

1000

Distribution channel

10

Division

00

Assign the delivery information already available Group 20 to activity 3100 Material procurement plant components.


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Save the changes made to your project. a)

Prepare your project for delivery from Project System. Create delivery information with the Project Builder. SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder) “Drag and drop” your project from the worklist to the structure tree. Expand the project and select activity 3000. Choose Extras → Delivery information.

b)

Generate new delivery information by clicking the Create pushbutton. Enter Group## as a description of the delivery information. Confirm the entries with Continue. Use the indicated data. Confirm your entries by clicking the Copy icon.

c)

Assign the delivery information already available Group 20 to activity 3100 Material procurement plant components. Select the activity. Choose Extras → Delivery information. Enter Group 20 in the Delivery information field. Confirm your entries with Enter. Confirm your entries by clicking the Copy icon. Choose Save.

2.

You can only deliver goods that are available. Post a goods receipt for the project. Post a pump p-100 to your project stock.


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You can then call up the stock/requirements list for the material in order to check the project stock. a)

SAP Menu → Logistics → Materials Management → Inventory Management → Goods Movements → Goods Receipt → Other (Choose the transaction by double-clicking it) Use the following data on the initial screen: Field name

Values

Movement type

501

Plant

1300

Storage location

0001

Special stock

Q (Project)

Confirm your entries by clicking the Enter pushbutton. b)

The screen for entering goods receipts appears. Enter the following data: Field name

Values

Material

p-100

Quantity

1

WBS element

T-100##

Confirm your entries by clicking the Enter pushbutton. Confirm all information with Continue. Post the goods receipt. Choose Post. 3.

Create a delivery for goods recipient 1600. Combine the components for the delivery from your project to recipient 1600. If a dialog box appears asking you to provide missing information on the delivery, provide this information. Confirm warnings that appear regarding missing settings in the material master of individual components. Some components, for example pump p-100, are available in the warehouse and can be delivered. Compile a delivery containing the pump. Continued on next page

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Check the delivery information again for the component. Check the available open quantity in the component detail screen. Check the delivery date and goods issue date.


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Create the delivery. a)

Create a delivery for goods recipient 1600. SAP Menu → Logistics → Project System → Material → Execution → Delivery from Project (double-click to select the transaction) Enter your project T-100## and ship-to party 1600 the initial screen. Choose Components. If a dialog box appears asking you to provide missing information on the delivery, provide this information. Confirm warnings that appear regarding missing settings in the material master of individual components.

b)

An overview of the materials that meet the filter conditions appears. Select all components except pump p-100. Choose Delete. Check the delivery information again for the component. Select pump p-100. Choose Delivery Information. Exit from the delivery information using the Copy pushbutton.

c)

Check the available open quantity in the component detail screen. Select pump p-100. Choose Detail. Check the delivery date and goods issue date. Field name

Values

Delivery date


Goods issue

Tomorrow

Exit the detail screen by clicking the Copy icon. Choose Save. 4.

Process the delivery that you created previously.


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Normally, the delivery should now be picked and packed. You can leave out this step. Post the goods issue directly. a)

SAP Menu → Logistics → Project System → Material → Execution → Delivery from Project (double-click to select the transaction) Enter your project T-100## in the initial screen. Choose Delivery.

b)

An overview of the deliveries for your project appears. Process the delivery. Double-click the delivery. Choose Display/Change. Select pump p-100. Choose the Post Goods Issue pushbutton.

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Lesson Summary You should now be able to: • Explain the function of assemblies, the availability check and the "delivery from project".

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Unit Summary You should now be able to: • Assign material to activities • Carry out the BOM transfer • Process purchase requirement and purchase orders for material • Carry out requirements planning for projects • Discuss aspects of requirements grouping of material components • Explain the function of assemblies, the availability check and the "delivery from project".

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Test Your Knowledge

277


Which of the following statements are correct for the assignment of material components to network activities? Choose the correct answer(s).

2.

□

A

□ □

B C

□

D

□ □

E F

When the material is assigned, the item type is automatically derived from the material master data. The material can already be maintained in standard networks. If the BOM transfer is used, the material assignment in projects is automatically updated for each retrospective BOM change. The requirement date for material components can be derived from the activity date. Material assignments can be maintained in tables. Components that you want to assign as stock items must have a material master record.

For the direct procurement of non-stock items, you must use the valuated project stock. Determine whether this statement is true or false.

□ □ 3.

True False

When stock items are procured via requirements planning, the components are always produced in-house. Determine whether this statement is true or false.

□ □

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True False


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Which of the following statements concerning requirements grouping are correct? Choose the correct answer(s).

5.

□

A

□

B

□

C

□

D

□

E

Requirements for multiple projects can be combined if certain prerequisites are fulfilled. You can group together requirements for various WBS elements depending on the MRP group. In the requirements grouping, network headers can also display individual stock elements from the MRP perspective. Requirements groupings can be used for both evaluated and unevaluated project stocks. Grouping together of requirements need not necessarily be carried out on the top WBS element.

You have to manually trigger the availability check for material in projects. Determine whether this statement is true or false.

□ □ 6.

True False

You can use the function "delivery from projects" to delivery the material from the plant stock, the customer stock and the project stock. Determine whether this statement is true or false.

□ □

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True False


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Test Your Knowledge

279

Answers 1.

Which of the following statements are correct for the assignment of material components to network activities? Answer: B, D, E, F Explanations regarding incorrect statements: When the material is assigned, the item type is not automatically derived from the material master data. It is either entered manually, suggested via the procurement indicator or, when the BOM explosion or transfer is used, copied from the BOM. If you use the BOM transfer and if the BOM is changed retrospectively, the project is not updated automatically. After the change, you have to carry out another BOM transfer so that the changes are accepted in the project.

2.

For the direct procurement of non-stock items, you must use the valuated project stock. Answer: False No inventory management is possible for non-stock items, not even in the valuated project stock.

3.

When stock items are procured via requirements planning, the components are always produced in-house. Answer: False Depending on the settings in the material master, it is also possible to procure stock items externally. To do this you can, for example, choose a procurement type in the material assignment where a purchase requisition for a material component is generated at the same time as the reservation. Another option is to only generate the purchase requisition in the context of MRP.

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4.

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Which of the following statements concerning requirements grouping are correct? Answer: A, B, E Explanations regarding incorrect statements: Network headers cannot display individual stock segments - not even in requirements grouping. The use of evaluated project stock is a prerequisite for grouping together requirements for WBS elements. Unevaluated project stock does not permit requirements grouping.

5.

You have to manually trigger the availability check for material in projects. Answer: False Depending on the plant, the network type and the status (open or released), you can specify whether the availability check is to be carried out automatically when saving or manually. You do this in the check control in the Customizing of the project system you can

6.

You can use the function "delivery from projects" to delivery the material from the plant stock, the customer stock and the project stock. Answer: True In delivery from projects, material components from the plant stock and the sales order stock, but also from the project stock can be delivered.

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Unit 6 Progress Tracking

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You explain the functions of progress tracking using progress tracking for material components. You also demonstrate how progress tracking is used and its functions, using the example of your project, and then show the Customizing settings and BAdIs available.

Unit Overview This unit deals with progress tracking for material components. Using this function, you can enter and track dates of particular significance in the planning and procurement of materials in projects. In addition to the various functions of Progress Tracking, the corresponding Customizing settings are also discussed in this unit.


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Unit Contents Lesson: Progress Tracking for Material Components.......................... 328 Demonstration: Progress Tracking Objects ................................. 332 Demonstration: Progress Tracking ........................................... 337 Demonstration: Progress Tracking Settings ................................ 341 Exercise 14: Progress Tracking for Material Components ................ 343

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Progress Tracking for Material Components Lesson Duration: 60 Minutes

Lesson Overview Progress Tracking provides you with functions for deadline monitoring of material components in networks. This lesson provides an overview of the Progress Tracking functions and the required prerequisites.


Use Progress Tracking and make the required system settings

Show the participants how to use Progress Tracking (as of Release 4.7) for material components. If appropriate, also discuss the advantages compared to Dates Monitoring.

Business Example You use Progress Tracking to see possible delays in the procurement of material components for your turbine project in time. Stress that both Progress Tracking objects have different transactions in the SAP Menu and in Customizing.

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Lesson: Progress Tracking for Material Components

Overview

Figure 112: What is Progress Tracking?

Progress Tracking enables you to closely monitor the progress of network components by tracking self-defined events. These events are either defined in Customizing or directly in the application. You can see some examples on the slide: Order confirmation, approval, delivery, export documents, goods receipt, and shipping advice. The corresponding transaction code is COMPXPD. Progress Tracking is a new function in the SAP R/3 Enterprise Release. It contains all the features of the Monitoring Dates function (transaction NWTM). However, Progress Tracking is enhanced by a series of new developments: more flexible Customizing, status information, mass change, copying and filtering functions, evaluation, and printing functions. Progress Tracking is user-friendly and allows you to create user-specific layouts.

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Figure 113: Progress Tracking Objects - Differences

Progress Tracking can be executed for different objects: • •

Network components Purchase orders

The respective object is called a Progress Tracking object. The two different Progress Tracking objects each have their own: • • • •

Transactions (COMPXPD or AXPD) Customizing settings Selection screens Field selections within Progress Tracking

In addition to the Project System, Progress Tracking can be used in Materials Management to monitor the progress of purchase orders. This course, however, only deals with Progress Tracking for network components.

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Figure 114: Scenario - Network Components

In the following, Progress Tracking is used to analyze a project to which components are assigned. First, a scenario and several events are assigned to the individual components. The dates of the events are either manually planned or scheduled using a scenario. Now the actual evaluation can start, which automatically notifies you of variances. In the final step, the event dates are updated. Progress Tracking is an interactive process. The individual steps are therefore repeated until the material has eventually been procured. The dates of events are saved each time you exit Progress Tracking.

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Figure 115: Progress Tracking Procedure

Demonstration: Progress Tracking Objects Purpose Demonstrate the different transactions and selection screens for the two Progress Tracking objects purchase orders and material components.

System Data System: Client: User ID: Password: Set up instructions: 1. Show the menu path to transaction EXPD, Progress Tracking for purchase orders (Logistics → Materials Management → Purchasing → Purchase Order → Follow-On Functions) and possibly to Progress Tracking Evaluations AXPD. Give a quick demonstration of the selection options for purchase orders. 2.

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Then show the menu path to transaction COMPXPD (Logistics → Project System → Progress) and demonstrate the selection options for material components.


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Procedure You should already mention at this point that several functions, in particular the determination of dates, can be automated by implementing BADIs.

Figure 116: Selection Screen

Progress Tracking has two selection screens that you work through one after the other. In the first selection screen, you determine the selection of components for which Progress Tracking is to be carried out. To do this, you enter projects or networks that contain the required components. The second selection screen contains all the components that matched your selection criteria in the first stage, from which you can now make a more detailed selection. It is from here that Progress Tracking itself starts. As a rule, a lot of components are listed in this section. Select those that you want to look into now. You can return to the selection screen at anytime to track other components.

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Figure 117: Standard Events and Scenarios

Progress Tracking evaluates the dates of events that are assigned to network components. This assignment can be carried out in different ways: 1. 2. 3. 4. 5.

Direct assignment of a standard event (see slide) Generation and assignment of a new event (not a standard event!) Assignment of a scenario that contains standard events (event relationships) Automatically by assigning a scenario to a material group (otherwise, as in 3). Using a BAdI (see later in unit)

Figure 118: Scheduling

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Progress Tracking allows you to schedule the standard events of a scenario. This can either be triggered manually or automatically when Progress Tracking is executed. A prerequisite for scheduling is the use of standard events, a scenario, and the definition of event relationships within the scenario. All three tables must be set up in Customizing beforehand. Manual scheduling: Select an individual standard event in the event overview. Start scheduling (icon!). You branch to a dialog box (see slide) where you can define the settings for scheduling. After confirming the dialog box, scheduling is carried out. Automatic scheduling: If the Automatic scheduling indicator in the Event Relationships table is set for an event in a scenario, scheduling is carried out automatically according to the setting in the Progress Tracking profile.

Figure 119: Evaluation

Progress Tracking has its own interface for evaluations. It is called up from Progress Tracking. The evaluation shows all data for a progress tracking object on one interface. This gives you a better overview and also allows you to compare and analyze in detail. The evaluation interface is split into two areas. On the left, a tree structure shows the progress tracking objects. On the right, the related events, including dates and variances, are displayed. The variances are evaluated according to the settings in the progress tracking profile.

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Figure 120: Status Note

Caution: Status information has nothing to do with status management in general. Status information is used to provide information about individual components in a network (or purchase orders). This information is assigned to the component as a text (see slide). You can assign as many status notes to a component as required. Each one is assigned to a status information category. This enables you to control who has access to the information. In the component overview you can tell by way of an icon whether status information exists for a component.

Figure 121: Additional Functions

Mass change of scenarios:

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You can assign one or more progress tracking objects to a scenario using mass change. When you do this, the new scenario overwrites all events that are not contained in the scenario itself. Copying dates: You can copy all dates of all events belonging to one progress tracking object to another progress tracking object. Subitems: You can add several subitems to an individual progress tracking object (for example, a component). In turn, each individual subitem can have events. Hotspots: You can branch to the master data display of objects that are underlined, for example, material master, network.

Demonstration: Progress Tracking Purpose Demonstrate this analogous to the exercises for the functions of Progress Tracking using the material components of your project T-10020 as the example.

System Data System: Client: User ID: Password: Set up instructions: 1. You are still in the selection screen for the transaction COMPXPD. Here, select the profile "Progress Tracking PS“ and your project T-10020.

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2.

On the next selection screen also show the columns "item type" and "WBS element" and select some components for the change.

3.

Demonstrate the different functions in the Progress Tracking overview, for example, manual creation of events and entering dates, use of standard events and event scenarios, scheduling, exceptions, mass change, copying dates, status, ...

4.

Branch to the Progress Tracking evaluation. Amongst other things, you should explain the logic of aggregating exceptions here.


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Settings Where? • •

Network components: Project System → Progress → Progress Tracking Purchase orders: Materials Management → Purchasing → Purchase Orders → Progress Tracking

What? • • • • • • • • •

Progress Tracking profile (required!) Standard events Event scenarios Event relationships within a scenario Priorities for events Assignment of default scenario to a material group Status info types Number ranges for status info Customer-specific evaluations

Customizing for Progress Tracking is very extensive and flexible. To carry out a simple test, all you need to do is set up a progress tracking profile. However, if you want to use scheduling, then you also need standard events, scenarios, and event relationships within a scenario. All four tables are shown in the following.

Figure 122: Customizing the Progress Tracking Profile

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In detail, the indicators have the following meaning: Description: Enter an explanatory short text here. Scheduling baseline, planned, and forecast: Specifies whether the respective dates are to be scheduled. Forward (backward) scheduling: Determines that with one event as the starting point, the system calculates the dates of the subsequent (preceding) events. Caution: Only those events are scheduled that have the entry Forward scheduling (Backward scheduling) in the table of event relationships for the scenario. Scheduling Backwards - Forwards: In backward-forward scheduling, you start the scheduling backwards first and schedule all events in a scenario for which the indicator for backward scheduling is set. Afterwards, the system uses forward scheduling to determine the dates for events for which the forward scheduling indicator is set. Scheduling Forwards – Backwards: analogous to scheduling Backwards-Forwards. Do not display: The dialog box is not shown during manual scheduling. Variances: The traffic light colors of the individual variances are defined here. Column display: Here you define which dates can be shown in the columns of the events overview. Note: You can also maintain a layout in the application.

Figure 123: Customizing Standard Events

In detail, the indicators have the following meaning: Event: Specifies the number of the event.

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Description: Contains a short description of the event. Rank: Specifies the sorting sequence of the events display in the events overview. Reference: Defines whether and how a date can be referenced. The actual reference date is determined using a BAdI. The indicator activates a user exit.

Figure 124: Customizing Scenario and Event Relationships

In detail, the indicators of the event scenario are as follows: Scenario: Contains the number of the scenario. Description: Contains a short, explanatory text. Plant calendar: Specifies the factory calendar that is used for scheduling. The indicators of the event relationship within a scenario have the following meaning: Scenario: Contains the number of the scenario to which the event relationship refers. Preceding event: The first event in the relationship is specified here. AS: The indicator specifies that this relationship is carried out during automatic scheduling. Subsequent event: The subsequent event in the relationship is specified here. Fw: Specifies that this relationship is relevant to forward scheduling. Bw: Specifies that this relationship is relevant to backward scheduling.

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Time interval: Specifies the interval between both events in working days. Reference: Specifies whether the time interval can be changed manually in the application.

Figure 125: Business Add-Ins (BAdIs)

For customer enhancements, you can use the methods of the BAdI definition EXPD_UPDATE shown in the slide. Use transaction SE18 to look at the methods and interfaces. Use transaction SE19 to implement them.

Demonstration: Progress Tracking Settings Purpose Demonstrate the Customizing of Progress Tracking for material components. Optional: Explain BAdI EXP_UPDATE.


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1.

In the Customizing of the project system, demonstrate the definition of Progress Tracking profiles, standard events, scenarios, event relations and possibly status info types.

2.

Optional: Use transaction SE18 to explain the definition of BAdIs EXPD_UPDATE.


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Exercise 14: Progress Tracking for Material Components Exercise Duration: 20 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Monitor material procurement dates for projects by means of progress tracking

Business Example In order to be able to recognize impending delays of your turbine project due to missing material components, you monitor material procurement by means of Progress Tracking.

Task: Use Progress Tracking to plan and monitor dates for the material procurement of your project. 1.

Find out the dates of the first four material components in your project. To do so, call Progress Tracking using the following data. Field name

Value

Profile

Progress Tracking PS

Project

Your project definition

Tip: To select more than one object, keep the “Ctrl” key pressed. To which activities are the components assigned? 2.

Manually assign an event to the first component. Set one date to two weeks in the past and update the evaluation. What has changed?

3.

Assign two standard events to the first component. Can you schedule the events?

4.

Enter additional information for the first component. Use a status note to do this. Enter a text of your choice. Continued on next page

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What effect does the category of the status note have? How many status notes can you enter per component? 5.

Save your data. What do you notice when you save?

6.

Assign event scenario PS0001 to the remaining components.

7.

Display the event overview for the second component. How many events have been assigned?

8.

Schedule the start date of the Specification event to two weeks ago today and trigger scheduling of the planned dates. Do you see any variances?

9.

Set up the variances so that a yellow traffic light appears as soon as the planned date goes past the baseline date.

10. For the Specification event, enter an actual date that corresponds to the schedule, and a baseline date that is for three weeks ago. Update the data. What color is the traffic light? 11. How long is the time interval between the events Purchase order and Approval? 12. Save your data and exit the transaction.

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Solution 14: Progress Tracking for Material Components Task: Use Progress Tracking to plan and monitor dates for the material procurement of your project. 1.

Find out the dates of the first four material components in your project. To do so, call Progress Tracking using the following data. Field name

Value

Profile

Progress Tracking PS

Project

Your project definition

Tip: To select more than one object, keep the “Ctrl” key pressed. To which activities are the components assigned? a)

Choose SAP Menu → Logistics → Project System → Progress → Progress Tracking Execute Progress Tracking Enter your project number and choose the project tracking profile PS0001. Choose Program → Execute Select the first four material component and choose Change. The components are assigned to activity 3000.

2.

Manually assign an event to the first component. Set one date to two weeks in the past and update the evaluation. What has changed? a)

Select Append row in the Events section. Enter a text of your choice in the Description field. Plan a date two weeks in the past. Enter the relevant date in the Planned date field and then choose Refresh. The traffic light for the variance has changed from green to red and the Actual date field is highlighted.

3.

Assign two standard events to the first component. Continued on next page

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Can you schedule the events? a)

Choose Standard Event. A dialog box appears. Select two standard events and choose Transfer. You cannot schedule the events as the component is not assigned to an event scenario.

4.

Enter additional information for the first component. Use a status note to do this. Enter a text of your choice. What effect does the category of the status note have? How many status notes can you enter per component? a)

Select the first row in the component overview and choose Status Note. Choose Create. Enter information of your choice in the Category and Title fields and write the text in the lower section. Choose Confirm. The category of the status note controls who is allowed to read this information. You can enter as many status notes as you like for a component.

5.

Save your data. What do you notice when you save? a)

Choose Save and confirm the dialog box, if necessary. The system does not exit the transaction when you save. You can carry on using Progress Tracking.

6.

Assign event scenario PS0001 to the remaining components. a)

Select the three components and choose Mass Change Scenario. A dialog box appears. There, choose event scenario PS0001 and confirm your entries by selecting Enter. Confirm any messages that appear.

7.

Display the event overview for the second component. Continued on next page

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How many events have been assigned? a)

Double-click the scenario in the second row in the component overview. Seven events are assigned.

8.

Schedule the start date of the Specification event to two weeks ago today and trigger scheduling of the planned dates. Do you see any variances? a)

Enter the relevant date in the Planned field. Select the Specification event. Choose Schedule. A dialog box containing the detailed settings for scheduling appears. Confirm this. The events Specification and Inquiry are highlighted in color.

9.

Set up the variances so that a yellow traffic light appears as soon as the planned date goes past the baseline date. a)

Choose Profile. Double-click the traffic light of exception Planned → Baseline. Confirm your entries.

10. For the Specification event, enter an actual date that corresponds to the schedule, and a baseline date that is for three weeks ago. Update the data. What color is the traffic light? a)

Enter the respective dates in the Actual and Baseline fields. Choose Update. The traffic light is now yellow.

11. How long is the time interval between the events Purchase order and Approval? a)

Choose Event Scenario. The time interval is 30 days.

12. Save your data and exit the transaction. a)

Choose Progress Tracking → Exit and confirm the dialog box by choosing Yes. Choose Progress Tracking → Exit again. Choose Program → Exit.

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Lesson Summary You should now be able to: • Use Progress Tracking and make the required system settings

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Unit Summary

Unit Summary You should now be able to: • Use Progress Tracking and make the required system settings

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Unit Summary

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Test Your Knowledge

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Dates that you wish to analyze in Progress Tracking have to be manually entered into the various events beforehand. Determine whether this statement is true or false.

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True False


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Answers 1.

Dates that you wish to analyze in Progress Tracking have to be manually entered into the various events beforehand. Answer: False Manually entering dates for events in Progress Tracking is only one of the options. Dates in Progress Tracking can also be determined by scheduling or set via a mass change or copy. In particular, you can also use method GET_REFERENCE_DATE to automatically derive dates. This presumes the implementation of BAdIs EXP_UPDATE as a customer enhancement.

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Unit 7 ProMan

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Using your project as a basis, demonstrate to participants how ProMan can be used to analyze data for project-related procurement methods and also to perform procurement processes where necessary. ProMan does not require any previous settings to be made in Customizing. To finish however, discuss settings which may be made in Customizing to control ProMan features where required.

Unit Overview This unit provides you an overview of the functions of ProMan. You can use ProMan for practical analysis and control of all logistical data and project-related procurement activities using just one transaction. In this lesson, you will become familiar with the various functions of ProMan based on examples.


Use ProMan and make the required system settings

Unit Contents Lesson: ProMan..................................................................... 354 Demonstration: Working with ProMan ....................................... 362 Demonstration: ProMan – Customizing ..................................... 364 Exercise 15: ProMan........................................................... 365

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ProMan Lesson Duration: 60 Minutes

Lesson Overview In this lesson you will become familiar with the options of ProMan. You can use ProMan to monitor the data from different applications for project-related procurement processes in a single transaction and to carry out different procurement processes.


Use ProMan and make the required system settings

If appropriate, refer to the large number of transactions that were used in the previous demonstrations for executing and monitoring project-related procurement processes. Explain that this is why ProMan is used.

Business Example In the context of procuring external activities and material components for your project, a large number of documents is created in the Project System, Materials Management, Purchasing and Production. You use ProMan for the the structured monitoring of project-relevant logistical information and for executing individual procurement functions. In particular, you should also explain which objects and documents you can analyze in ProMan and which ones you can't. For example, a manual account assignment of a purchase order is enough for the purchase order to be analyzed in ProMan. However, secondary requirements that are kept in plant stock and thus do not have a direct connection to the project cannot be displayed. The "Scenario: Purchasing Components" shows the scenario that you will demonstrate in the following.

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Overview

Figure 126: What is ProMan?

The Project System is one of the most integrated components of mySAP ERP Operations: Support. An area in which this is particularly noticeable is the internal and external procurement of material and activities: As soon as an object is generated in the Project System, the relevant documents (for example, purchase requisitions) are created in other applications. These documents are processed by the corresponding departments (for example, Purchasing). Previously, this meant that the project team only had limited access to information that was important for the project, information that was actually triggered by the Project System. ProMan solves this problem: •

• •

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Consolidated information from the procurement process from a variety of applications. Structured display of information. The display can be adapted to suit the individual user. Execution of individual steps in the procurement process directly from ProMan. Access to data from the Project System, Purchasing, Production, Requirements Planning, and Inventory Management. All objects and documents are taken into account, both planned and unplanned objects. Manually created documents are also displayed.


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Figure 127: ProMan: Char. tab

ProMan is an application that is integrated with Materials Management, Purchasing and Production. ProMan consists of a selection screen and a main screen. The main screen has a hierarchical navigation area and different overviews, for example, for components, quantities, dates, activities, orders, documents and so on. The documents and orders that are displayed in ProMan are, for example, purchase requisitions, purchase order items, reservations, planned orders, and so on. In the hierarchical navigation area, WBS elements, networks, activities and activity elements, and components are displayed. For components or documents to be displayed in ProMan, they must be assigned or account assigned to an object in a project (for example, WBS element or network activity). Caution: Requirements that are independent of a project, for example, that refer to anonymous plant stock, cannot be evaluated in ProMan.

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Figure 128: Scenario: Purchasing Components

ProMan is a tool for monitoring procurement processes, and also for controlling these procurement processes. A definite prerequisite is a work breakdown structure and/or a network to which the components or services to be procured are assigned. The ProMan selection screen allows all, or only some, of these components or services to be selected for processing in ProMan. For example, the slide shows several procurement processes that can be executed or analyzed in ProMan: Reservation, purchase requisition, purchase order, goods receipt, goods issue.

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Functions

Figure 129: Selection Screen

The overall selection screen for ProMan is subdivided into three sections. The first section is where the components and external services are actually selected. You do this by specifying the project definition, sales order number, WBS element, or network. In the second section, you can enter a ProMan profile. This determines the display of variances and the selection of documents that ProMan is to display. In the third section you define the criteria for filtering the selection. In general, the filters can refer to attributes of the components or the activities and activity elements. The selections you make here can be very complicated. So that you do not lose the settings completely each time you exit the selection screen, you can save the entire selection screen as a variant.

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Figure 130: Component Overview

The main ProMan screen is divided into two areas. A hierarchical navigation area on the left, and the area for detailed information on the right. Tab pages subdivide this second area into individual sections. The slide shows the component overview. In the component overview, you are provided with the following information, for example: • • • • •

Reservation number including item Name and description of the material Requirements quantity with unit of measure Item category Purchasing data (purchasing organization, purchasing group)

Figure 131: Orders and Documents View

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The overview of orders/documents gives you information about orders (for example, planned orders, production orders) and documents (purchase requisitions, purchase orders, requests for quotation, material documents and so on) that are assigned to the selected components (or external services). The individual documents and orders can be displayed directly from ProMan. Simply double-click the individual document or order number to do this. You can also create new documents from all of the overviews. The context determines which documents you can create. The slide shows all the options that can be created: • • • • • •

Reservation or purchase requisition Grouping to purchase requisition Purchase order Delivery Goods issue Transfer stock posting

Figure 132: Quantities View

The Quantities view supplies you with detailed information about the quantities and stock levels of components. In detail, you see the following: • • • • • •

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Requirements quantity of the reservation Quantity in the planned order and in the production order Quantity of the purchase requisition and the purchase order Stock Quantity withdrawn Quantity in the material document


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Figure 133: Dates View

The date overview gives you detailed information about the dates of components (and external services). For example, you are provided with the following information: • • • •

Requirements date Delivery date of the purchase requisition and purchase order Basic start and finish date of planned orders and production orders Final delivery date of production orders

Figure 134: ProMan: Additional Functions

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You can select other functions from the ProMan menu. In ProMan, choose Edit → Functions to carry out the following functions: • • • • • •

Order progress Order report Single-item, single-level (requirements planning run, MRP) Single-item, multi-level (requirements planning run, MRP) Project planning (requirements planning run, MRP) Stock/requirements List

Demonstration: Working with ProMan Purpose You demonstrate different functions and views of ProMan using your project T-10020 as the example.

System Data System: Client: User ID: Password: Set up instructions: 1. Call up ProMan, explain the selection screen and execute ProMan for your project T-10020.

362

2.

First, explain the navigation and adjustment options of ProMan.

3.

Select all components (via the network header) and demonstrate the Component view. Explain the depicted fields and the use of hot spots.

4.

Select the icon of the top WBS element and call the Activities/Elements view via the context menu. Explain the depicted fields.

5.

For this WBS element change to the Order/Document view. From this view, create a purchase order, for example for material T-20100. Use supplier 1000, company code 1000, purchasing organization 1000 and purchasing group 001.

6.

Refresh the view to demonstrate the generate purchase order. Post a goods receipt to storage location 0001 for this material (right mouse-click on the purchase number).

7.

Change to the Stock view and refresh it. The project stock of material T-20100 is displayed.


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8.

call the Components view only for material T-20100 and post a goods issue from storage location 0001.

9.

Then demonstrate the information from the views Quantities and Dates (refresh if necessary).

10. Optional: Demonstrate the function like calling up single single-segment planning or the stock/requirements list.

Customizing

Figure 135: ProMan: settings

In Customizing, you can set up two profiles for ProMan: ProMan profile. This is optional and is selected when ProMan is called up. The individual indicators are as follows: • • • •

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Profile and Description: Contains number and short description of the profile Exception Profile: This is the second ProMan profile (see below) Orders/Documents: This defines per document or order whether it is read and evaluated in ProMan. Views: Defines which views are displayed in ProMan.


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Exception profile. This is optional. It is not assigned directly when ProMan is called up, instead it is selected via the ProMan profile (see above). The exception profile specifies rules that are evaluated and the result of this evaluation determines whether the traffic lights are then set to red or yellow. The traffic lights are displayed on the individual overviews. The rules for exceptions are therefore adjusted to fit the individual views, such as exceptions for documents, for example.

Demonstration: ProMan – Customizing Purpose Demonstrate the possible Customizing settings for ProMan.

System Data System: Client: User ID: Password: Set up instructions: 1. In the Customizing of the Project System, demonstrate the definition of ProMan and exception profiles. Stress that both profiles are optional.

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Exercise 15: ProMan Exercise Duration: 15 Minutes

Exercise Objectives After completing this exercise, you will be able to: • Use ProMan to analyze project-related material procurement • Create a purchase order in ProMan

Business Example You analyze the different procurement processes for your turbine project again using ProMan. For individual material components you create a purchase order in ProMan and, if necessary, enter its goods receipt later on.

Task: Call ProMan to monitor and control material procurement for your project. 1.

Call ProMan using the following data: Field name

Value

Project definition

Your Project

Profile

ProMan, Demonstration, IDES

Question: What do you see on the screen? 2.

What is the material group of component T-20230?

3.

Reservations have been generated for all components. Look at reservation T-20100. What is the reservation number and what is the assigned movement type? The number of the reservation is: _________________ The movement type is: _________________

4.

Look at the assigned or account assigned orders and documents for your project and answer the following question. Why are no documents displayed for activity 3000? Continued on next page

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How many and what type of documents are assigned or account assigned to your project? 5.

Create a purchase order for components T-20100 and T-20210. Use the following data: Field name

Value

Vendor

1000

Company code

1000

Purchasing org.

1000

Purchasing group

001

What is the number of the purchase order? Display the purchase order number in ProMan. 6.

7.

Display the delivery date of the purchase order in ProMan. Then change the delivery date of the purchase order. Change the delivery date to an earlier date (for example, one month before the original delivery date). Optional: Post a goods receipt for the purchase order in ProMan.

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Solution 15: ProMan Task: Call ProMan to monitor and control material procurement for your project. 1.

Call ProMan using the following data: Field name

Value

Project definition

Your Project

Profile

ProMan, Demonstration, IDES

Question: What do you see on the screen? a)

Choose SAP Menu → Accounting → Project System → Material → Execution → Project-Oriented Procurement (ProMan) Enter data as required. Choose Execute. On the left, there is a navigation area and on the right you see the component overview, which shows the four components of activity 3000.

2.

What is the material group of component T-20230? a)

3.

Scroll to the right until you can see the Material Group column. The material group is: 00101, steel.

Reservations have been generated for all components. Look at reservation T-20100. What is the reservation number and what is the assigned movement type? The number of the reservation is: _________________


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The movement type is: _________________ a)

Double-click the reservation number in the first row of the component overview. The movement type of the reservation is displayed on the top-left of the reservation. The movement type is: 281, goods issue for network Exit the reservation. Choose Reservation → Exit.

4.

Look at the assigned or account assigned orders and documents for your project and answer the following question. Why are no documents displayed for activity 3000? How many and what type of documents are assigned or account assigned to your project? a)

Choose the Orders/Docs tab page. Double-click the top WBS element in the navigation area to select it. The documents are assigned or account assigned to the top WBS element and not to activity 3000. This is because of the automatic requirements grouping and the default setting of the procurement indicator. There are ten purchase requisitions which have not been purchased.

5.

Create a purchase order for components T-20100 and T-20210. Use the following data: Field name

Value

Vendor

1000

Company code

1000

Purchasing org.

1000

Purchasing group

001

What is the number of the purchase order?


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PLM220

Lesson: ProMan

Display the purchase order number in ProMan. a)

Select both components. Select Execute and then the entry Generate purchase order. Enter the above date and choose Execute. The purchase order is created automatically. A dialog box containing the purchase order number appears. Display the purchase order number in ProMan. Choose Refresh and scroll to the right.

6.

Display the delivery date of the purchase order in ProMan. Then change the delivery date of the purchase order. Change the delivery date to an earlier date (for example, one month before the original delivery date). a)

Select the Dates tab page. Scroll to the right until you can see the Delivery Date Purchase Order column. In change mode, go to the purchase order. Select the purchase order number and in the context menu choose Change (right-hand mouse button). Enter a new delivery date and save the purchase order using the relevant icon. Choose Refresh to update the data in ProMan.

7.

Optional: Post a goods receipt for the purchase order in ProMan. a)

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Right-click the purchase number in ProMan and post the goods receipt.


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Unit 7: ProMan

PLM220

Lesson Summary You should now be able to: • Use ProMan and make the required system settings

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Unit Summary

Unit Summary You should now be able to: • Use ProMan and make the required system settings

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Unit Summary

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PLM220


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PLM220

Test Your Knowledge

323


Which of the following statements concerning ProMan are correct? Choose the correct answer(s).

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□

A

□

B

□ □

C D

□

E

□

F

In ProMan you can also analyze purchase orders that have been manually account-assigned to a WBS element. In ProMan, you can post goods receipts and goods issues amongst other things. You can define user-specific layouts for the overviews in ProMan. In order to use ProMan, you must have defined the corresponding profiles in Customizing. In the Customizing profile for ProMan, you can specify which exceptions are displayed, which orders and documents are read and which views are displayed. In ProMan, you cannot only analyze data from the Project System but also data from Materials Management, Purchasing and Production.


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Test Your Knowledge

324

PLM220

Answers 1.

Which of the following statements concerning ProMan are correct? Answer: A, B, C, E, F Explanations regarding incorrect statement: All Customizing settings for ProMan are optional and no prerequisites have to be met for using ProMan.

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Course Summary

Course Summary You should now be able to: • • • •

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Schedule projects Plan and execute internal services Trigger and edit procurement processes Procure and deliver materials for the project


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Course Summary

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Feedback 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.

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PLM220_EN_Project Management - Logistics

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