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CA800 Structures in Project Management

CA800

R/3 System Release 46D 05.02.2001

CA800 Structures in Project Management

CA800
Structures in Project
Management
SAP AG 1999

R/3 System
Release 4.6
Date: May 2000
Material number: 5003 5495

Copyright

Copyright 2000 SAP AG. All rights reserved.


Neither this training manual nor any part thereof may
be copied or reproduced in any form or by any means,
or translated into another language, without the prior
consent of SAP AG. The information contained in this
document is subject to change and supplement without prior
notice.
All rights reserved.

SAP AG 1999

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R/3 Project Management


Level 2
CA080

3 days

Project Management

Level 3
CA800

3 days

Project Management
- Structures

CA820

5 days

Project Management
- Logistics

CA830

5 days

Project Management
- Accounting

CA080 or
CA800 or
CA820 or
CA830

SAP AG 1999

CA840

3 days

Project Management
- Reporting

Course Prerequisites

z You must already have attended at least one R/3


course (and you must have experience in finding your
way around the R/3 system)
z You must have a basic knowledge of the business
processes involved in Project Management

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Target Group

z Participants:

Project managers and engineers

Project team members

Consultants

z Duration: 3 days

SAP AG 1999

Notes to the user


The training materials are not teach-yourself programs. They complement the course instructor's
explanations. There is space on the sheets for you to write down additional information.

Course Overview

Contents:
z Course Goals
z Course Objectives
z Course Contents
z Course Overview Diagram
z Main Business Scenario
z Purpose of Projects

SAP AG 1999

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CA800 1-1

Course Goals

This course will prepare you to:


z Create, change, and delete structures in the R/3
Project System
z Make the necessary Customizing settings for
working with structures

SAP AG 1999

(C) SAP AG

CA800 1-2

Course Objectives

At the conclusion of this course, you will be able to:


z Create work breakdown structures and
activities in the Project System
z Use the Project Builder and Project Planning
Board to edit project structures
z Make the relevant settings in Customizing
z Use the variant configuration functionality in
PS
z Archive operative structures

SAP AG 1999

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CA800 1-3

Course Contents

Preface
Unit 1

Course Overview

Unit 5

Assembly Processing

Unit 2

Work Breakdown
Structures

Unit 6

Configuration

Unit 3

Activities and Networks

Unit 7

Tools

Unit 4

Versions

Unit 8

Archiving

Exercises in each unit


Appendix

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CA800 1-4

Course Overview Diagram (1)

Archiving
Tools
Configuration
Assembly
Versions
Activities

Work
Breakdown
Structures

Course
Overview
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CA800 1-5

Main Business Scenario

z You work in a company that is going to


implement the R/3 Project System. You are
responsible for finding structures in the Project
System that are suited to the business
processes in your company. You familiarize
yourself with the options available for
generating operative project structures, and you
report regularly to the management. You find
ways in which your project structures can be
edited with the least amount of effort.

SAP AG 1999

In each unit of this course, there is a slide entitled "Business Scenario." These slides describe a realworld task that you will be able to process once you have completed the unit in question. The "Main
Business Scenario" applies to the entire course.

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CA800 1-6

What Is a Project?

Projects are tasks with particular characteristics.


Generally speaking, they:
z Have a defined start and finish date
z Use up (consume) resources
z Result in a unique product or process

SAP AG 1999

Projects are tasks with specific characteristics:


y They are usually complex, unique, and involve a high degree of risk.
y They have precise targets which are agreed between the contractor and the sold-to party.
y They are limited in duration, and are cost and capacity intensive.
y Several departments are involved in a project.
y They are subject to specific quality requirements.
y They are of mostly strategic significance for the business carrying them out.
Projects are usually an integral part of a business's commercial processes. Before you can control all
the tasks which occur as part of project execution, you need a project-specific organizational form
which should be in a position central to the user departments involved.

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CA800 1-7

Factors Involved in Projects

Dates
Dates

Risk

Quality

Projects
Projects
Resources
Resources

Costs
Costs

SAP AG 1999

Projects are a balancing act between differing demands and bottlenecks. For instance, limited
resources are available or the costs framework has been predefined. Projects can involve a high
degree of risk for a company, as in general the costs are high, but there is no guarantee that they will
be concluded.

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CA800 1-8

Project Phases

Status/
Phase

Concept

Rough
planning

Detailed
planning

Costs

Approval

Execution

Budget

Commt.
Costs
Revenues

Period-End
Closing
Settlement

WBS

Release

Network
Prod.order

Final
confirmation

TIME
Invoice

SD
document

Quotation

Order

Billing
plan

SAP AG 1999

The project itself comprises several phases. A high degree of precision is required when planning
and coordinating large and complex projects. When planning the flow of a project, you will schedule
deadlines and dates, make resources available, and allocate funds. The Project System supports you
in all project phases.
The various phases depicted above represent an ideal project flow. In your own specific project, you
can omit certain phases, overlap phases with other phases, or allow certain phases to run in parallel
to each other.

(C) SAP AG

CA800 1-9

Basic Data in PS
WBS elements

Activities

Responsibility-oriented
organization

Process-oriented
organization
11 :: N
N

Assignments
WBS elements
and activities

13-1

SAP AG 1999

A work breakdown structure (WBS) is a model of a project, and shows the project activities to be
fulfilled in hierarchical form. It forms the operative basis for planning costs, revenues, and payments,
as well as for scheduling, and budgeting.
Activities are used to show the flow of a project or of the actions involved in a project. The
individual actions are linked to each other, and grouped together to form what are known as
"activities". Activities form the operative basis for planning and controlling dates, costs, and
resources (personnel, machinery, materials).
When activities are assigned to WBS elements, the dates and costs defined in the individual activities
are totaled up (aggregated) at the WBS level, and can be evaluated. Activity funds already assigned
are checked against the budgets of the WBS elements.

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CA800 1-10

Structures in PS

Copy Templates

Operative
Structures

SD order

Item 1

SAP AG 1999

During this course, you will be shown many different ways of creating project structures. The slide
above shows the various options available. These options will be dealt with during this course.

(C) SAP AG

CA800 1-11

Course Overview: Unit Summary

z Generally speaking, projects are crossdepartmental plans, and are structured


hierarchically. The costs, dates and resources
of projects have to be monitored.
z The operative structures in PS are called work
breakdown structures (WBS) and networks. A
WBS is a structural representation of the
various parts of a project, and a network
describes how the project should be executed.
There are no organizational units specific to the
Project System.

SAP AG 1999

(C) SAP AG

CA800 1-12

Work Breakdown Structures

Contents:
z Generating and working with work breakdown
structures
z Customizing activities for work breakdown
structures

SAP AG 1999

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CA800 2-1

Work Breakdown Structures: Unit Objectives

At the conclusion of this unit, you will be able to:


z Describe the role played by work breakdown
structures (WBS)
z Create and change work breakdown structures
z Define and use the main profiles in
Customizing

SAP AG 1999

(C) SAP AG

CA800 2-2

Course Overview Diagram (2)

Archiving
Tools
Configuration

Assembly
Versions
Activities

Work
Breakdown
Structures
Course
Overview
SAP AG 1999

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CA800 2-3

Work Breakdown Structures: Business Scenario

z You are an experienced project manager and have


worked with different stand- alone project
management systems. Describe in a short report to
your manager the advantages of the integrated
SAP R/3 Project System. Base your report on a
simple project (in other words, don't worry about
resource planning yet). Use only work breakdown
structures.

SAP AG 1999

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CA800 2-4

What Is a Work Breakdown Structure Used for?

Planning
Dates, costs, revenues,
payments, structure

Budgeting
Execution (Actual Data)
Dates, costs, revenues,
payments

Controlling Object
For example: Account assignment of purchase orders
For example: Assignment of orders

SAP AG 1999

The work breakdown structure is the operative basis for further planning in projects. The focus here
is on planning and monitoring costs, budgets and basic dates. Networks and network activities are
more suitable for planning resources and scheduling than WBS's and WBS elements.

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CA800 2-5

Project Definition and Work Breakdown Structure

Project definitions
z Project definitions
z Work Breakdown Structures
z WBS elements

SAP AG 1999

Common abbreviations in R/3:


WBS (work breakdown structure)
WBS element (work breakdown structure element)
A work breakdown structure comprises work breakdown structure elements and their hierarchical
structure.
The project definition contains default values and profile data for the WBS elements, for example
assignments to particular organizational units in the R/3 system. The basic dates for the entire project
and the planning parameters for costs and dates are stored at the project definition level. The project
definition thus forms a frame round the project.
Note: A project definition is not an account assignment object (that is, you cannot post to it).
The WBS elements form the operative basis of a work breakdown structure. Planning data and actual
data is recorded and aggregated at the WBS element level.

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CA800 2-6

Different Ways of Creating a WBS


z Direct Methods
Project Builder,
Project Planning Board,
Structure planning,
"Create WBS"

z Indirect Methods
"Create Network"
"Assembly processing"
Transfer simulation

z Procedure

7.
April

Create manually or by copying


from a template
(Standard WBS, operative WBS)
SAP AG 1999

In addition to the transactions above, you can also use the Structure/Dates information system to
make changes to existing work breakdown structures. You can also use the Information System to
create new project structures.
You can use the structure planning, project planning board, and "Create work breakdown structure"
transactions in the R/3 Project System to create a work breakdown structure directly.
One example of how to create a work breakdown structure indirectly is to call up the "Create
Network" transaction and to copy from a standard network. If the standard network is assigned to a
standard WBS, you can generate a WBS when you save your new network.
Assembly processing is another indirect method of generating a network or a WBS from a sales
order (see the unit entitled Assembly Processing).

(C) SAP AG

CA800 2-7

Project profile

Project profile
Control
Field key
Simulation
Status profile
...

Organization
controlling area area
Company code
Business area
...

Controlling
Planning profile
Budget profile
Settlement profile
...

Plg board/dates
WBS scheduling
Plan. board prf
Hierachy graphic
...

SAP AG 1999

The project profile is the central profile for work breakdown structures. It contains default values and
control data for the project. The project profile is subdivided into four sections, for a better overview:
Control, Organization, Planning board/dates and Controlling. A detailled presentation of all the fields
in the project profile is contained in the appendix.

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CA800 2-8

Project Coding Masks and Special Characters

PrjID

Coding mask

Description

-00000000-X-X-X-X

A&D Mask

-00000000-X-X-X-X

IDES (Elevator) Mask

/0000/XX/0000/XX-0-0-0

IDES (IT Project) Mask

Lck

Coding mask
X = alphanumeric
0 = number

Key

Length of
the key

PL

SL

Et

Lock for
operative WBS

SAP AG 1999

Lock for
standard WBS

SP SP SP SP SP SP SP SP
/

Entry tool
Length
fixed

LkS

>

Special
characters

<

Edit

ANo
&

Projects only
with coding mask
Placeholder
for temporary
WBSs

In the "Project Number Coding Mask" table in Customizing, you define the appearance of the coding
masks in the Project System. Please note that, even though you can make additions to the masks
later, you cannot take anything away if WBS's have been created using this project coding mask.
In the "Special Indicators" table, you specify the special characters for WBS's, and you also specify
the following for the project coding: whether a coding is to be used at all, how long the key should
be, and whether this length is compulsory. In Release 4.6, there is a new indicator which you can use
to define a temporary placeholder when determining a project number automatically. This
placeholder is only used if a free project coding cannot be determined automatically.

(C) SAP AG

CA800 2-9

Project Builder

Project

Edit

Goto

Extras Settings System

Current
project

Help

Project - E-1145

Overviews
of object
Engineering
selected

Identification and view selection


Project structure: Identification

WBS element
Detail
Overview(s)
Basic data

Selected
object

Dates

Proj. type

Individual objects
Project definitions

Material components
Milestone
PS text
Documents

Administr.

Project sum.
Operative Indicators

Respons. person

Planning element

Applicant no.
Resp. cost cntr

Acc. assign. element

Req. cost center


Req. co. code

WBS element
Network
Activity
Activity element

User fields

REL

Responsibilities

Templates: Identification

Control

Short ID

Priority
System status

Assignments

Work
list and
Templates

Billing element
Grouping WBS el.

Detail Screen
of object
object

SAP AG 1999

The Project Builder is a new user-friendly feature in the Project System.


You can use the Project Builder to create and edit a WBS or networks in an integrated environment
or individually. When you edit WBS's and networks in the Project Builder you can switch between
the various views (detail screen and overviews), graphics, and the project planning board - quickly
and efficiently. You will find out more about the Project Builder in this unit and in the next units of
this course.
The Project Builder has 3 windows: the structure overview (top left), the worklist (bottom left), and a
display/edit area on the right.

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CA800 2-10

WBS Structure (1)

z Operative Indicators
Invoice

Invoice

Planning
element

Billing
element

Account
assignment
element

Invoice

z Attributes

Statistical
WBS element

Grouping
WBS element

SAP AG 1999

You use operative indicators to define the characteristics of a WBS element, and to specify what
tasks the WBS element will assume during project execution:
y WBS elements for which you want to plan costs are flagged as planning elements.
y WBS elements to which you want to post actual costs are flagged as account assignment elements.
y WBS elements for which you want to plan or post revenues are flagged as billing elements.
Other indicators for WBS element functions during project execution are: Statistical and grouping
element
y The "Statistical" indicator specifies whether a WBS element is used only for statistical purposes,
or whether it works with real costs. You can only specify that a WBS element is statistical if it is
an accounting element or a billing element.
y You use grouping WBS elements to group the material requirements from several WBS elements
for components kept in project stock in one or more projects on one WBS element.

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CA800 2-11

WBS Structure (2)

z Assigned Objects

Milestone

Billing
plan
Billing
plan

Billing plan

Project
organization
PS text
Documents

Investment
program
item
SAP AG 1999

You can assign objects to WBS elements to carry out additional functions that may be in other
modules. Examples are:
y Milestones, that you can use to plan and follow the progress of a project
y Billing plans to plan and schedule revenues.
y Documents and texts to specify a WBS element more exactly
y Project team (since Release 4.6) to build teams from various organizational units for Workforce
Planning at activity level.
y Investment program items to manage and distribute the budget for a project on a superior level.

(C) SAP AG

CA800 2-12

Derivation of the WBS Hierarchy

Entries

Automatic
derivation

Goal

P.1234

1 P.1234

1 P.1234
2

1 P.1234.1
P.1234.1

1 P.1234.2

P.1234.2

1 P.1234.1.1
1 P.1234.1.2

Hierarchy level

P.1234.1.1

P.1234.1.2

P.1234.1

P.1234.1.1

P.1234.1.2

P.1234.2

Key

SAP AG 1999

In order to be able to derive the hierarchy from the the keys defined for the WBS elements, you must
have defined an appropriate project coding mask in Customizing.

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CA800 2-13

Hierarchy graphic

Project

Edit

Goto

Settings

View

Extras

System

Help

Hierachy graphic
Include WBS

Inc std.
std. WBS

Description

WBS
element
Engineering

Procurement

Acct.
Acct.

Acct.
Acct.

Assembly
Acct.
Acct.

Key
Mechanical
Engineering
Acct.
Acct.

Electrical
Engineering
Acct.
Acct.

Operative
indicator
Navigation
area

Objects to include
SAP AG 1999

The hierarchy graphic enables you to represent a WBS graphically. It also enables you to change the
details of individual WBS elements, and even to insert more WBS elements. You can also delete
WBS elements in the hierarchy graphic.

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CA800 2-14

System and User Status

CRTD

PREL
CRTD

CRTD
CRTD

REL

CRTD
CRTD

z What for ?
To allow or forbid business
transactions

z How ?
Manually or automatically

REL

REL

z Who ?
Project definition and WBS
elements

z Why two ?
User status adds detail
to the system status

SAP AG 1999

The statuses determine which business transactions are permitted and which are prohibited in the
system. The system statuses have been set up by SAP and cannot be changed. They control the main
business transactions. You can, however, define your own user statuses to attain a greater level of
detail.
You define user statuses in the status profile in Customizing. You can enter your user statuses here,
define which business transactions are permitted or prohibited, and which should be carried out. You
can also specify the sequence in which user statuses should occur.
The user status can be set or deleted manually for several WBS elements at the same time.
Several status profiles can be defined for project definitions and WBS elements. If a status profile
has not yet been defined in the project profile, you can still specify in the application which status
profile should be used the first time you set a user status.

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CA800 2-15

Status Function

System and user statuses determine whether


business transactions are allowed or forbidden.

A transaction is permitted, if at least one


status permits it and no status prohibits it

A transaction is permitted but a warning issued, if at


least one status permits it and issues a warning and
no status prohibits it

A transaction is prohibited, if one status


prohibits it
SAP AG 1999

Example: a WBS element has the system status Created , which permits among other things the
business transaction Create Purchase Order. However, you can now set a user status* (Quotation,
for example) which prohibits purchase orders being created.
* You must already have defined a suitable status profile in Customizing for PS.
A transaction can be permitted, but with a warning. In this case, you can decide whether the business
transaction that triggered the warning should be executed. The status log contains information as to
which status permits the transaction with a warning.

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CA800 2-16

Status profile
Status profile:
profile: 13000
Language EN
Status
No.
No.

Lowest

Highest

Init.
Init.
stat.
stat.

Quotation

10

20

Yes

Order

20

20

Status

Short text

OBuL

Org.
Org.budget locked

10

Quot

20

Ordr

Status profile:
profile: 13000
Status: OBuL
Business
transaction

AllowedWarning
AllowedWarning Disalld

Confirmation
Budgeting

No
infl.
infl.

Set

Delete

x
x

SAP AG 1999

In the above example, the user status "OBzS" can be set in two ways: manually, or automatically as a
follow-on action when an original budget is entered. If this user status is set, a warning is issued by
the system when the original budget is changed.
You must create a status profile for certain types of objects. In the Project System, these are: project
definition, WBS element, network header and/or network activity.

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CA800 2-17

Milestones in WBS

Sales document date


10%

Progress Analysis

40%
80%

Milestone
trend analysis
For information

10%
20%
70%

Any combination

SAP AG 1999

Milestones are events that are of particular significance or interest to the project flow. They are
assigned to individual WBS elements or activities (see network).
Milestones can be used both in operative WBSs and standard WBSs.
Milestones are created either manually or by copying from a standard milestone. If you wish, you
can also include a group of milestones. A so-called "milestone group" is made up of several standard
milestones. It is created in Customizing for PS, and individual standard milestones are assigned to
the group.
Standard milestones can only be used to copy from (in other words, they cannot be used in the
operative process).
As of Release 4.5, you can use milestones for milestone trend analysis.

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CA800 2-18

User Fields in WBS Elements

Field key
determines names of
user fields

User fields
alphanumeric (4x)
numeric (2x quantity, 2x currency)
Date (2x)
checkboxes (2x)

SAP AG 1999

You can enter user-defined data for every WBS element in user-defined fields. The system provides
two text fields 20 characters long, two text fields 10 characters long, two quantity fields with
quantity units, two value fields with currency, two date fields and two checkboxes.
The field key determines the name of the respective user field, and specifies whether it is ready for
input. If you change the field key for the WBS element, the name of the user-defined field itself
changes, but the contents of the field stays the same. If you evaluate user fields in the information
system and use differnt field keys, misinterpretations can occur (due to the different names of the
user fields). You set up field keys in Customizing for the Project System.
You can define a user exit that enables you to develop special checks of your own on user-defined
fields.
If the user-definable fields available are not sufficient for your requirements, you can use a user exit
to develop additional fields for WBS elements and the project definition.

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CA800 2-19

Project Documentation

PS texts
for instance Word files

Documents
For instance audio and
video files
and CAD drawings

Long texts

SAP AG 1999

You can enter PS texts for each WBS element. At the same time, however, it is possible to use the
same PS text several times in different work breakdown structures. You use either the R/3 SAPscript
Editor or Microsoft Word to enter PS texts. Whichever option you use, the PS texts themselves are
physically stored in the R/3 System.
You can only assign documents to WBS elements if the R/3 Document Management System (DMS)
has been implemented and configured accordingly.
Documents relating to WBS elements can be displayed in a browser on the Internet or on an intranet.
You can assign PS texts to copy templates (standard WBS's).
PS texts can be categorized according to text type (for example, note, idea, etc.).
You cannot assign either PS texts or documents to the project definition.

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CA800 2-20

Display Documents in the Internet (1)

P/1234

P/1234P/1234-1

Internet: Select
documents with
mouse click

P/1234P/1234-2

To Do
P/1234P/1234-1-1 P/1234P/1234-1-2
Proj.Elt

Text

P/1234
Elevator
P/1234-1 Engineering

R/3:
Select projects to
be displayed in the
Internet

Proj.Elt

Text

P/1234-1-1 Mech. Design


P/1234-1-2 Electr. Design

Doc.

Doc.Type

X
X

TIF
BMP
WRD
PPT
HTML

Docum. Doc.VS
ELEV
ToDo-List
...
...
...

WWW
001
001

Doc.
X
X

SAP AG 1999

You can view the documents relating to WBS elements either in the R/3 System itself, or on the
Internet. If the documents relating to a project are to be displayed on the Internet, you must select
these projects with the transaction called "Hierarchy for Projects on the Internet."

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CA800 2-21

Display Documents in the Internet (2)

SAP AG 1999

(C) SAP AG

CA800 2-22

Templates and Work Breakdown Structures

Templates

Operative
Structures

SAP AG 1999

You can now create operative WBS elements. You can do this manually or by using templates. In the
latter case you decide during copying whether you transfer the whole structure or only a part. The
template can be a standard work breakdown structure or an existing operative work breakdown
structure. You can also include several templates in an operative work breakdown structure.

(C) SAP AG

CA800 2-23

Work Breakdown Structures: Unit Summary

z The work breakdown structure is the operative


basis for further planning in projects.
z A work breakdown structure consists of a
project definition and WBS elements with
hierarchical relationships.
z It is possible to assign documents, PS texts,
and milestones to WBS elements.
z Standard work breakdown structures can be
used as templates to copy from (this saves
time)

SAP AG 1999

(C) SAP AG

CA800 2-24

Unit: Work Breakdown Structures - Exercises

Unit: Work Breakdown Structures

Project Builder
Hierarchy graphic

Topic: Work Breakdown Structures


In the following exercises, you will create a work breakdown structure
(WBS). The main transaction you will use to do this will be the Project
Builder. You will also use some older transactions (i.e. Change Work
Breakdown Structure) but only for comparison.

1-1

To create a work breakdown structure, call up the Project Builder.


SAP menu
Logistics Project System Basic data Project Project Builder
(Select Project Builder by double-clicking)
1-1-1 Create a project called E-99##.
Click the Create icon Project.
1-1-2 Enter the following data in the project definition:
Field Name

Values

Project def.

E-99##

Description

GR##

Project profile

1004: Elevator model group 4

Confirm your entries by clicking the Enter icon

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CA800 2-25

1-1-3 Create a WBS element. This WBS element should have the same number
and description as the project definition you have just created.
Field Name

Values

WBS element

E-99##

Description

GR##

Click the Templates icon.


Expand the Individual objects node, click the object WBS element
and, keeping your finger down on your mouse button, drag this up and
drop it on the project definition.
Enter the data above
Confirm your entries by clicking the Enter icon
1-1-4 Now create more WBS elements manually in the WBS element overview.
Enter the following data:
WBS element

Description

@1

Engineering

@11

Mechanical Engineering

@12

Electrical Engineering

Click the WBS element overview icon.


Enter the above data
Confirm your entries by clicking the Enter icon
1-1-5 Up to this point, you have not structured the WBS elements hierarchically.
Do this now by deriving the hierarchy.
Choose: Project Derive structure Execute.
1-1-6 You have now created a simple structure. Save this structure before you
continue.
Click the Save icon.

(C) SAP AG

CA800 2-26

1-2

You will now enter details for the WBS elements. You will name persons
responsible, enter descriptions, define milestones, and set operative indicators. You
will use the Project Builder to make all changes.
1-2-1 Start by setting the operative indicators. First, call up your project in the
Project Builder.
Enter the following data:
WBS element

Acct.

Plan

Bill

E-99##

E-99##-1

E-99##-1-1

E-99##-1-2

Drag your WBS from the Worklist area up to the Structure area
(top left area).
Click the WBS element overview icon this will enable you to edit
all of the WBS elements at the same time.
Choose the Basic data tab page.
Enter the above data and confirm by choosing the Enter icon.

1-2-2 Now name the persons responsible for the individual WBS elements. In
each case, specify your course group number as the person responsible.
Choose the Responsibilities tab page.
In the Responsible person field, enter your course group number.
Confirm your entries by clicking the Enter icon

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CA800 2-27

1-2-3 Assign status profile 13000000 to the level 1 WBS element. Start from the
WBS element overview.
Select the project definition.
Click the WBS element overview icon this will enable you to edit
all of the WBS elements at the same time.
Select the level 1 WBS element.
Choose: Edit Status System/user status.
In the Status profile field, enter 13000000.
Confirm your entries by clicking the Enter icon, and click Yes in
the dialog box that appears.
To return to the Project Builder, click the Back icon.
1-2-4 Create a milestone for the level 1 WBS element. This milestone should
denote the kick-off meeting for the project. Enter the following data:
Field Name

Values

Description

Kick-Off Meeting Group ##

Usage

00001

Offset

12

Unit

Day

In the Templates area, click the object Milestone, and drag it up


to the level 1 WBS element.
Enter the above data
Confirm your entries by clicking the Enter icon

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CA800 2-28

1-2-5 In order to document your project, create a PS text for the level 1 WBS
element. Enter the following data:
Field Name

Values

ST (text type)

02

Description

Project ##

T (text format)

Leave empty

Leave empty
Select the top WBS element in the structure tree.
On the detail screen, click the PS text overview icon.
Enter the data above.
Confirm your entries by clicking the Enter icon, and then enter a
text of your choice.
To exit the text, click the Back icon.
Now click the WBS element icon to go back to where you started.

1-2-6 You have already made a whole range of settings in your work breakdown
structure. Now save your project.
Click the Save icon.

1-3

Unfortunately, your project structure is still too simple to manage the project
effectively. For this reason, please add more WBS elements to the WBS. For once
use the older Change work breakdown structure transaction. With this transaction
you can make the same changes to WBS elements as in the Project Builder.
SAP menu
Logistics Project System Basic data Project Special Maintenance
Functions Work Breakdown Structure Change (double-click to start
transaction)
1-3-1 Call up the WBS element overview for your project.
Enter the name of your project definition.
Click the WBS element overview icon.

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CA800 2-29

1-3-2 Do not create the new WBS elements manually include them by
transferring them from the standard WBS E-1004. Use the following data. .
Replace the keys of the WBS elements with keys of your own (E-99##), and
incorporate the last 2 WBS elements into your project.
Field Name

Values

WBS element on level 2

E-1004

Without root

Right

Select the level 1 WBS element.


Choose Project Copy from.
Choose the Standard WBS tab page and enter the data above.
Confirm your entries by clicking the WBS element overview icon.
Select the last two WBS elements.
To replace the key 1004 with the key you want to use for your
project, click the Replace icon.
Then click the Include icon this will copy the selected WBS
elements to your project.
1-3-3 Create another WBS element in the hierarchy graphic this WBS element is
for planning your quality assurance measures. To do this, you must first
display the standard view of the hierarchy graphic. Enter the following data:
Field Name

Values

WBS element

E-99##-4

Description

Quality Assurance

Click the Hierarchy graphic icon.


Choose: View Standard.
Click the WBS element that can be inserted. Then click somewhere in
the display area.
Confirm your entries by clicking the Back icon.

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CA800 2-30

1-3-4 The new WBS element is still at the wrong hierarchy level. Assign it to
level 2 of the hierarchy. Use the Connect icon to do this.
Click the Connect icon.
Your cursor will now appear as a pencil in the display area.
Keeping your finger down on your left mouse button, drag a line from
the level 1 WBS element to the WBS element called Quality
Assurance.
To deactivate the Connect function, click on an empty space in the display
area.
1-3-5 Exit the hierarchy graphic, and save your changes.
Click the Back icon.
Then click the Save icon.

(C) SAP AG

CA800 2-31

Activities and Networks

Contents:
z Creating and editing activities and networks
z Customizing activities for networks

SAP AG 1999

(C) SAP AG

CA800 3-1

Activities and Networks: Unit Objectives

At the conclusion of this unit, you will be able to:


z Create activities and operative networks, and
structure these to a high degree of detail
z Make the necessary Customizing settings for
networks

SAP AG 1999

(C) SAP AG

CA800 3-2

Course Overview Diagram (3)

Archiving
Tools
Configuration
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
SAP AG 1999

(C) SAP AG

CA800 3-3

Activities and Networks: Business Scenario

z In future projects in your company, scheduling and


resource planning will play an increasingly
important role. In particular, the procurement
process is to be triggered from the Project System.
You are to familiarize yourself with network
planning in the SAP R/3 System, and summarize
the results for your manager. You should prepare
an example, and use templates to copy from.

SAP AG 1999

(C) SAP AG

CA800 3-4

What Are Activities and Networks Used for?

7.
April

Date planning
Scheduling

Cost planning
Costing

Resource planning
Material, labor, capacity, documents

Execution
Costs, dates, overheads, capacity
load reduction

Monitoring
Progress analysis, capacity
load utilization

SAP AG 1999

Important: you cannot allocate a budget to a network - you can only allocate budgets to WBS
elements. An activity uses the budget of the WBS element to which it is assigned.

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CA800 3-5

Different Ways of Creating Networks

z Direct Methods
"Create Network"
Project Builder

z Indirect Methods
"Assembly processing"
"Create WBS with Activities"
Project planning board and simulation
Structure planning and time scheduling

z Procedure
Create manually or by copying from a
template
(standard network or network)

SAP AG 1999

(C) SAP AG

CA800 3-6

Network Type and Network Profile

Network
profile

Control keys, graphic profiles,


field keys ...

Network type

Settlement profile, status profile,


residence times ...

Network type parameters

Header/activity account
assignment, costing variants,
change profile ...

(plant + network type)

Scheduling parameters
(plant + network type)

Confirmation parameters
(plant + network type)

Scheduling type, "Schedule


automatically" indicator,
reduction strategy ...
Checks, workflow,
Propose default ...
= Profile in Customizing

SAP AG 1999

The network profile and network type are important tables in PS Customizing where you specify the
characteristics of a network. They store default values and control data for the network in question.
When you create a network, the network profile and the network type are passed on to the system, as
is the reference to a plant. The system takes the plant and the network type, and, on the basis of
these, searches for control data and default values in three other tables in Customizing: the
Parameters for network type, the Confirmation parameters and the Scheduling parameters profiles.
The network profile, the network type and parameters for network type are discussed in detail in the
appendix.

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CA800 3-7

Network Structure
z Network
Internal/external numbers

Network header
z Network header
Default values, control values
Account assignment object*

z Activities
Planning element
Account assignment object**

z Activity elements
z Relationship
* if the network is header assigned
** if the network is activity assigned
SAP AG 1999

The network header contains default values for the organizational assignment as well as control that
are valid for the whole network (similar to the project definition for WBS elements). On the network
header, you can enter an assignment to a work breakdown structure, a sales order, or a superior
network (if you work with sub-networks).
Activities form the basis for planning and executing networks. Each activity can be assigned to any
WBS element (as long as it is an account assignment element). The network is scheduled using
activities.
Relationships determine the order in which activities are carried out. The relationships are - together
with the duration of activities - essential for scheduling networks.
You use activity elements to add more detail to activities. The plan data for activity elements is
added to that of the activities.

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CA800 3-8

Network Activities

Internal Processing
Work/services performed
inhouse

Control key

External Processing
Purchasing of work/services

Services
Purchasing of services
with service specifications

Costs activity
Planning of additional primary
costs

Type of
activity

Work
papers

Relevance to
Costing

Relevance to
Capacity

Relevance to
Scheduling

Confirmation

SAP AG 1999

Internally processed activities contain a work center at which the work is to be carried out. They
contain the working time and the duration of the activity. The assignment of the work center to a cost
center provides an activity type and a rate so that planned costs can be calculated for the activity.
External activities are used for procuring activities or services that are not procured within your
company. Purchase requisitions are generated that are processed in Purchasing.
General cost activities allow you to plan cost that cannot be assigned to neither internal nor external
activities, for example expenses or insurance premiums.

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CA800 3-9

Activity elements

z Four types:
Internal processing,
costs, external and
Services

z Reference dates
Start or finish

z Resources
Labor
Capacity
Materials
Relationships

SAP AG 1999

Activity elements allow you to map network activities in greater detail. For example, it is possible to
complement an internal processing activity, which describes the transportation of a material, with a
cost element, which describes the insurance for that transportation process.
Activity elements have almost the same functionality as activities. Types of activity elements
include: internal processing elements, external processing elements, and general costs elements. All
activity elements have a date reference to the activity to which they are assigned. The activity
elements themselves do not affect scheduling. For this reason, they do not have any relationships or
durations. Materials and relationships are assigned to the superior activity.
Example: several departments in your company work on the same activity. You use activity elements
to enable each department to plan independently while at the same time being bound to the
scheduling data defined for the higher-level activity.

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CA800 3-10

Network Levels
Networks
902178 Elevator Classic PS Model
Internally processed activities
Layout
Material components
Prod. resources/tools
PS texts
Milestones
154728 Check finished
Relationships
Engineering
Procurement
Assembly
Externally procesed activities
External check
General cost activities
Expenses
SAP AG 1999

You can display the various levels in networks in the Overview tree in the Change network
transaction.

(C) SAP AG

CA800 3-11

Relationships
Logical sequence
Production

Assembly

Engineering

Purchase order

Engineering

Time sequence
FS relationship

Bestellung

SS relationship

Work
scheduling

FF relationship

Acceptance
TV

Test
run

SF relationship

SAP AG 1999

Relationships determine the chronological sequence of the individual activities in a network (or
standard network). You can enter additional data (such as a time interval or factory calendar) on the
detail screen of each relationship.
In the network structure graphic, you can display relationships "time dependently", in order to
illustrate the logical sequence of events. By default, all relationships are displayed as FS
relationships in the network structure graphic.

(C) SAP AG

CA800 3-12

Network Graphics

Control
key

Activity
Activity
number
days

Specification
16.02.2000
04.04.2000

34
0

Duration

days

FS

18.02.2000
06.04.2000

Layout (Mech.)
21.02.2000
07.04.2000

34
0

days

FS

17.05.2000
07.07.2000

FS

Description

Procurement
18.05.2000
10.07.2000

34
34

08.06.2000
28.07.2000

Earliest
finish

FS

Relationship

days

Layout (Elec.)
21.02.2000
24.05.2000

64
30

Floats

Latest
finish

31.03.2000
07.07.2000

SAP AG 1999

All of the functions you need to create a network are available in the network structure graphic
(functionality for inserting activities or relationships, for example).
You can access the network structure graphic from various transactions in the Project System (from
the network, from time scheduling, and from the Structure/Dates information system, for example).
Loop analysis is a function that you can only perform in the network graphic. A loop is a closed
sequence of relationships and activities ("closed" means that, when you start out from an activity,
you end up back at the same activity, when you pass through the sequence of relationships). In this
case, you will not be able to schedule the network. Loop analysis is a tool that enables you to detect
loops, and correct them.

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CA800 3-13

Resource planning

z Internal processing

Documents (DMS)

Labor, capacity
requirements

z External processing
z Material
z Documents, PS texts
z Milestones

PS texts
Material

Milestones

SAP AG 1999

Resource planning in networks includes the planning of internal and external activities, procurement
of material, the assignment of texts and documents as well as the planning of milestones. You can
relate the dates of milestones and the requirement dates of materials to the dates of the superior
activity (you can of course also enter absolute dates that are not related to the activity).

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CA800 3-14

Activity Milestones
Unique milestone
number
ID
Concept finished

Milestone
Basic data

Functions

Usage

Management

Activity to which
the milestone is
assigned

Concept finished
Concept finished

Usage

progress analysis

Milestone functions

progress analysis

Release stop ind.

Sales document date

Perc of completion

Parameter for
progress analysis

Billing plan

Trend analysis

InvoicePercentg
Offset to activity

Dates

Latest dates

Fixed date

Offset to fin.

Actual Date

Parameter for
Billing plan

Offset

Sched. date

Manual
planned date

Parameter for
planned date
relative to activity

SAP AG 1999

Milestones are events that are of particular significance to the project flow. You can assign
milestones to activities or WBS elements.
If you want to use particular milestones several times in project planning, you can create standard
milestones, and use these as templates to copy from.
You use milestones in the Project System for the following tasks and functions:
y To trigger defined milestone functions in activities
y For the milestone technique of progress analysis
y To determine dates in a sales order
y For information
y For milestone trend analysis (new as of Release 4.5)

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CA800 3-15

Milestone Functions
Identification
Concept

Milestone
Basic data

Functions

Usage

Administr.

Example: Name
of standard network for
Include standard network

Concept

Activity

Enter concept

Milestone functions
Functions

Parameter

Function
Release following activities

Syst.Sts

User sts Change Once

Activa

REL

Release up to stop indicator


Include standard network
Create network

Trigger manually or
using status?

Include subnetwork
Start workflow task

Function that
the milestone is
to trigger

Status that
triggers the
milestone function

Trigger by
setting or deleting
the status?

SAP AG 1999

Milestone functions are functions in a network that are predefined by SAP. You can use them to
trigger a sequence of steps that carry out a business process.
Examples:
y Release subsequent activities
y Release up to stop indicator
y Include standard network
y Create network
y Include subnetwork
y Start workflow task

(C) SAP AG

CA800 3-16

Subnetworks

z What for?

Detailing activities

z How?

Manually (assignment in network


header)

Automatically (milestone
function)

z What?

In subnetwork:
header/activity data

In activity:
change control key

SAP AG 1999

There is an exchange of data between the network and the subnetwork: the WBS assignment, sales
order assignment and, if applicable, configuration data are taken from the header of the network. The
basic dates of the activity are copied to the basic dates of the header of the subnetwork, and it is
possible to copy the settlement rule, the profit center and the business area.
The control key of the higher-level activity is changed on the basis of the network type of the higherlevel network and of the subnetwork. This determines which tasks are carried out by the higher-level
activity (relevance for costing, relevance for scheduling, etc.)
You can also copy the relationships of the higher-level activity to the subnetwork.
You can also create maintenance orders (PM orders) as subnetworks of a network. As of Release 4.6,
you can schedule these PM orders from the Project System.
You can define subnetworks for subnetworks (until you have achieved the level of detail you
require). In other words, you can create a subnetwork for a subnetwork for a subnetwork, and so on.

(C) SAP AG

CA800 3-17

Assignment to WBS

z Date planning
z Cost planning
z Generating
settlement rule
z Activity elements
(cost planning and
settlement)

SAP AG 1999

There are several reasons why activities are assigned to WBS elements. First, this means that dates
can be exchanged between activities and WBS elements during scheduling. Second, this assignment
is used for cost planning purposes. Third, it is possible to define a settlement rule automatically for
the activities. For example, you might define a rule whereby settlement is made to the corresponding
WBS element, or you might specify that the settlement rule of the corresponding WBS element
should be used.
Activity elements are also assigned to WBS elements. The assignment has the same functionality as
in the case of the activities, but has no influence on time scheduling of WBS elements.

(C) SAP AG

CA800 3-18

Templates and Networks with WBS

Templates

Operative
Structures

SAP AG 1999

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

(C) SAP AG

CA800 3-19

Activities and Networks: Unit Summary

z Networks are mainly used to map the logistical


aspects of your project
z Networks consist of a network header,
activities, relationships and activity elements
z You can assign sveral objects (for example,
components, texts, and milestones) to
activities
z Subnetworks can be used to structure
networks

SAP AG 1999

(C) SAP AG

CA800 3-20

Unit: Activities and Networks - Exercises

Unit: Activities and Networks

Activities in the Project Builder


Network graphic

Topic: Activities and Networks


In the following exercises, you will create activities in a network. By way
of example, you will create two different types of network: the first will
be a standalone network, and the second a network that is assigned to the
work breakdown structure from the previous unit.
1-1

You will now create and edit the first example. Once again, use the Project Builder
to do this, and to define activities for your network.
SAP menu
Logistics Project System Basic data Project Project Builder
(Select Project Builder by double-clicking)
1-1-1 Create a network (or, to be more precise, define a network header). Enter the
following data on the detail screen of the network header:
Field Name

Values

Description

Group ## Standalone
Network

Network profile

Elevator model group 4

Network type

PS02

Plant

1300

MRP controller

101

Click the Templates icon, and drag a network up to the Structure


area (top left area).
Enter the above data
Confirm your entries by clicking the Enter icon.

(C) SAP AG

CA800 3-21

1-1-2 In order to plan and implement your network, you will require activities.
Create an internal processing activity with the following information:
Field Name

Values

Description

Internal Activities (Group ##)

Work (i.e. labor)

100 hours

Work center

2000

Normal duration

10 days

In the Templates area, click the object called Activity (internal),


and, keeping your finger down on your mouse button, drag it up to the
network header in the Structure area (top left area).
Enter the data above.
Confirm your entries by clicking the Enter icon.
1-1-3 Now create a general costs activity so that you can plan additional costs.
Enter the following data on the detail screen of the activity:
Field Name

Values

Description

Additional Costs (Group ##)

Amount

1500 UNI

Normal duration

10 days

In the Templates area, click the object called Activity (costs), and,
keeping your finger down on your mouse button, drag it up to the
network header in the Structure area (top left area).
Enter the data above.
Confirm your entries by clicking the Enter icon.
1-1-4 The relationships between the activities and some other details are still
missing in this network. You will find out more about these in the next
example. First, save your activities.
Click the Save icon.

(C) SAP AG

CA800 3-22

1-2

This time, you will create activities with a direct link to the work breakdown
structure you created in the previous unit. When you use this technique, you do not
have to worry about the details involved in creating a network. Call up your work
breakdown structure in the Project Builder.
SAP menu
Logistics Project System Basic data Project Project Builder
(Select Project Builder by double-clicking)
Drag your WBS (E-99##) from the Worklist area up to the Structure area
(top left area).
1-2-1 In order to plan costs for your team sessions, create a general costs activity
for the level 1 WBS element. Enter the following data:
Field Name

Values

Description

Costs for Meetings

Amount

12000 UNI

Duration

20 days

Cost element

466000

Click on a costs activity in the Templates area, and, keeping your


finger down on your mouse button, drag it to the level 1 WBS element.
Enter the data above.
Confirm your entries by clicking the Enter icon.
1-2-2 You commission an external service provider with the task of implementing
quality assurance measures. Plan this into your project by assigning an
external processing activity with the data below to the WBS element
Quality Assurance.
Field Name

Values

Description

External Quality Assurance

Purchasing info record

5500000057

Activity quantity

42

Click on an external processing activity (Activity (external))in the


Templates area, and, keeping your finger down on your mouse
button, drag it to the WBS element called Quality Assurance..
You will need to expand your project in the Structure area.
Enter the data above.
Confirm your entries by clicking the Enter icon.
If necessary correct the activity quantity.

(C) SAP AG

CA800 3-23

1-2-3 Up to now, you have created all activities manually. You will probably have
noticed that this is a tedious process, and prone to errors. Now use a
template (standard network E-1002) to create more activities for the WBS
element called Engineering.
Place your cursor on the WBS element in question, and click your
right mouse button.
Choose: Create by coping Network.
In the Standard network field of the dialog box that appears, enter
E-1002. Then click the Continue icon.
Click the Enter icon again this will cause the system to read and
insert the template.
1-2-4 The activities you have just included are all assigned to the WBS element
called Engineering. Reassign as follows:
Activity Number

WBS element

1000

E-99##-1

1010

E-99##

1030

E-99##-1-1

1050

E-90##-1-2

1080

E-99##-2

1100

E-99##-2

1140

E-99##-3

In each case, place your cursor on the activity in question, and click
your mouse button to go to the corresponding detail screen.
You can then assign the activity to the appropriate WBS element by
dragging and dropping it.

(C) SAP AG

CA800 3-24

1-2-5 Since you also want to use your activities as a basis for scheduling, you now
have to link the activities to each other by means of relationships. Create the
following relationships:
Type of
relationship

from

to

FS relationship

1010

10

FS relationship

1140

20

Place your cursor on the predecessor activity, and click your mouse
button to go to the corresponding detail screen.
Click the Relationship overview icon.
Choose the Successor tab page, and find the successor activity in the
lower section of the tab page. Select this activity, and click the
Create icon.
To get to the second activity, simply click the next activity in the
Structure area (top left area). Then proceed as described for the first
activity.
1-2-6 Display the activities in the network graphic, and edit the next relationships
there. Delete the relationship from the Layout activity to the Customer
acceptance activity and instead create a Start-Start relationship from
Customer acceptance to Layout.
Place the cursor in the structure tree on one of the network headers or
an activity.
Then click the Network graphic icon.
Select the relationship in question by clicking it.
Click the Delete icon.
In the dialog box that appears, click the Continue icon.
Click the Connect icon.
Do this by dragging the relationship from the start of one activity to
the start of the other activity (remember to keep your finger down on
your mouse button).
1-2-7 Save your changes before you continue to edit your project. Exit the
network graphic, and save your project.
Click the Back icon.
Click the Save icon.
If any scheduling warnings appear, confirm them by clicking Yes.

(C) SAP AG

CA800 3-25

1-3

Next, you will make some additions to you project. You will assign documentation,
milestones, and activity elements. Call up your project again in the Project Builder.
SAP menu
Logistics Project System Basic data Project Project Builder
(Select Project Builder by double-clicking)
Drag your WBS from the Worklist area up to the Structure area (top left
area).
1-3-1 Document the activity called Customer Acceptance using the PS text you
created in the last unit. Use the PS text overview for the activity and search
for the text by according to the matchcode Created by.
Place your cursor on the activity in question, and click your left mouse
button.
Click the PS text overview icon.
Enter the value 02 in the Text type field.
Place your cursor in the Description field, and press F4.
Click the tab page in question, and enter your user in the Created by
field.
Confirm this dialog box by clicking the Continue icon.
In the next dialog box that appears, select your text by double-clicking
it.
Click the Enter icon.
Place the cursor on your text, and click the Copy icon.
The text is now assigned to your WBS. The editor appears - you can change
the text as required here.
To exit the editor, click the Back icon.

(C) SAP AG

CA800 3-26

1-3-2 Next, you will assign a milestone to the activity Customer Acceptance.
When this milestone is reached, the activities directly after the activity in
question should be released. Enter the following basic data:
Field Name

Values

Description

Release subsequent activities

Usage

00001

Milestone function

Add detail to the milestone function with the following data:


Field Name

Values

Release following activities

System status

REL

Change

Click on the object Milestone in the Templates area, and, keeping


your finger down on your mouse button, drag it to the activity in
question in the Structure area.
Enter the data above.
Click the Functions tab page and enter the data above
Confirm your entries by clicking the Enter icon
1-3-3 Plan costs for a customer presentation by defining a cost element for the
activity Customer Acceptance. Enter the following data:
Field Name

Values

Description

Presentation at customer site

Amount

2500 UNI

Offset to start

1 day

Click on a general costs element in the Templates area, and,


keeping your finger down on your mouse button, drag it to the activity
in question in the Structure area.
Enter the data above in the detail screen.
Confirm your entries by clicking the Enter icon

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CA800 3-27

1-3-4 Save the entire structure. Confirm any scheduling warnings that appear.
Click the Save icon.
If any warnings appear during scheduling (which is performed
automatically when you save), confirm these by clicking the Continue
icon.

(C) SAP AG

CA800 3-28

Versions

Contents:
z Simulation versions
z Project planning board
z Project versions

SAP AG 1999

(C) SAP AG

CA800 4-1

Versions: Unit Objectives

At the conclusion of this unit, you will be able to:


z Create and edit simulation versions, and make the
necessary settings in Customizing
z Use the project planning board, and make the
necessary settings in Customizing
z Create project versions, and make the necessary
settings in Customizing

SAP AG 1999

(C) SAP AG

CA800 4-2

Course Overview Diagram (4)

Archiving
Tools
Configuration
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
SAP AG 1999

(C) SAP AG

CA800 4-3

Versions: Business Scenario

z It is your task to find ways of reducing costs in a


current productive project. The alternative
solutions should be detailed, but should not affect
the processing of the current project. For this
reason, you use simulation versions to draw up
your cost-cutting scenario.

SAP AG 1999

(C) SAP AG

CA800 4-4

Versions in the Project System

Project version

Versions
"Snapshot",
cannot be changed

Simulation version
can be changed!!!
9

Klicken Sie, um Text hinzuzufgen

xxxx
xxxx
xxxxx
xx

xxxx

XX

CO plan versions
SAP AG 1999

The term "Version" is used in the project system in different contexts. Different types of versions
include simulation versions, project versions and CO planning versions.
Simulation versions in the Project System are versions that you can change. You might, for example,
create simulation versions in the following situations:
y In the quotation phase: generally speaking, there is still no operative project at this point.
y To draw up alternative planning scenarios for existing operative projects or parts of these.
Project versions are snapshots of a project at a specific point, and are used for documenting the
progress of a project over time. Both quantities and values are stored in versions. Project versions are
created either manually, or automatically when a status changes. In the latter case, the project profile
contains a reference to a version profile which specifies the name of the project version to be created
when a particular user or system status is set.
CO planning versions are used to plan costs and revenues. You can copy values from one version to
another. You can change planned values manually in every version - costed values are retained.

(C) SAP AG

CA800 4-5

Simulation

January

February

March

April

ive
t
ra
e
p
Project P/1234

Time

Project P/1234
Version 0001

Project P/1234
Version 0002

SAP AG 1999

Simulation versions are used to draw up alternative "what if?" planning scenarios. They are created
manually, can be changed, and, if necessary, deleted easily (unlike released operative WBS's with
activities).
When an operative project is copied to a simulation version (or vice versa), a log file is created. This
contains the objects that were tranferred and any error messages that were issued in the process.
Simulation versions can be created either for an entire WBS, or for subhierarchies of a WBS.
Simulation versions are edited in the project planning board.

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CA800 4-6

What Are Simulation Versions Used for? Tasks

Update operative project

Capacity
Planning

Comparison

SIM001

SIM002

SIM003

Create

SAP AG 1999

At the beginning of a project, you can use simulation versions to simulate projects - before you
actually transfer them to an operative project. Simulation versions are particularly useful during the
quotation phase and for comparing different "what if?" scenarios. It is possible to plan several
simulation versions. You can then decide which version is the most suitable.
Even when a project is running, you can copy operative projects to simulation versions, which you
can edit, and then transfer these back to the operative project. The system can run a test to ensure
that the transfer of a project or a simulation version is possible.
If you want to work with simulation versions, you must create simulation profiles and version keys
in Customizing.

(C) SAP AG

CA800 4-7

Data Transfer: Objects

Projects,
WBS elements
Networks, activities,
activity elements

Operative
Project

Subnetworks

Transfer

Milestones

Texts

Components
B
A C D

PS Texts

Simulation
version

Documents

Capacities
S

SAP AG 1999

When you transfer data from operative projects to simulation versions (or vice versa), the following
objects are copied:
y Work breakdown structures
y Networks with activities, activity elements, relationships, and subnetworks
y Milestones
y Materials for the activity
y Documents, PS texts and long texts (depending on the simulation profile used)
y Capacity requirements
y Invoicing plan for the network, and billing plan for the WBS element (as of Release 4.5A)
The following objects are not copied:
y Other orders (e.g. no production orders)
y Prod. resources/
tools
Costs that you have planned on operative WBS elements are transfered to the simulation version.
However this planning data cannot be changed in the simulation version. You can only change costs
in simulation versions at network level.

(C) SAP AG

CA800 4-8

Version Keys and Simulation Profiles


Valid name
e.g. SIM007

Version key
Version

Description

SIM*

SImulation versions (group A)

VER++

Versions for elevator projects

Inactiv AGrp

Valid name
e.g. VERX1

Simulation profile
Transfer for update
PS text
Long text
Document assignment
SAP AG 1999

Customizing for simulation versions comprises of two steps:


y The key for simulation versions just describes how the names for simulations are structured. From
the very beginning you should work with version keys as they cannot be creted afterwards without
deleting existing simulations.
y The simulation profile determines whether texts as well as structure information are copied from
simulations to operative projects (and vice-versa). If you work without a simulation profile, all
texts are copied. The simulation profile is contained as the default value for the project definition
in the project profile.

(C) SAP AG

CA800 4-9

Simulation: Reporting

Klicken Sie, um Text hinzuzufgen

xxxx
xxxx
xxxxx
xx

xxxx

XX

Project planning
board
Info system

Costs / Revenues /
Financing

Capacities
Order.
Reservation

Resources

Simulation version
SAP AG 1999

Just like project versions, simulation versions can be analyzed and compared with each other in the
information system. In the Structure/Dates information system, it is not possible to change
simulation versions (unlike operative projects).

(C) SAP AG

CA800 4-10

Proj. plan. board

Project

Edit

Goto

Details

Settings

Extras

System

Help

Extended
toolbar

Project: Change

Project: Turbine
Jan 99

Hi L

ID

Feb 99

2000
Mar 99

Apr 99

May 99

Jun 99

Jul 99

Wrk Ctr Project cost pl.


50000
20000

Table area

5000

Graphic
area

15000
30000
20000
20000
10000
Capacity overview

Wrk Ctr

Description

Jan 99

Feb 99

Mar 99

Chart,
e.g.
Apr 99 May
99
Jun 99
Capacities

Jul 99

General work center

SAP AG 1999

The project planning board is the only transaction with which you can edit simulation versions. Here
you use the same functions as for editing normal projects.
The project planning board has been extended extensively in Release 46. Examples:
y Extended toolbar
y Easy creation of new objects (activities, milestones etc.).
y Confimation of activities and activity elements
y Integrated cost and material charts, overview of assigned maintenance orders
y You can create several relationships with one mouse click.
An overview and brief description of the icons in the planning board are included in the appendix.

(C) SAP AG

CA800 4-11

Chart Area: Time Settings

10/10/1999

2/2/2000

8/8/2000

6/6/2001

Evaluation period
Evalaution
lead time

Planning period

Post
evaluation
time

Scale relationship
Examples:

1 month evaluation lead time = 5% of a month planning period

SAP AG 1999

The time settings for the graphic area of the project planning board are determined by three profiles
that are contained in the project planning board profile.
y The time profile determines when the evaluation period starts and finishes. It specifies when in the
evaluation period the planning period starts and finishes. The start and finish of the evaluation lead
time and the post-evaluation period are thus also defined.
y The scale of the time axis specifies the relationship between the scale for evaluation lead time and
the post-evaluation period with respect to the planning period. The scale of the planning period is
entered directly.
y The profile for the time scales determine the individual time periods (year, quarter, monthly
periods). It determines when which period is used and how large the period is displayed.

(C) SAP AG

CA800 4-12

Plan. board prf

General data
Default values
Show/hide
Show/hide
Cost plan version
Graphic profile

Table area

Graphic area
Time profile
Labels
Display float
Critical from

Planning board
assistent

Field selection
Character width
Display network

SAP AG 1999

The project planning board profile describes on the one side the appearance of the planning board, on
the other hand you also enter default values for example for creating new activities.
The project planning board profile is valid for both simulation and normal operative projects.
The planning board assistant is available both in Customizing and the application. You can check the
graphic settings immediately in Customizing, using a pre-defined project.

(C) SAP AG

CA800 4-13

Creating Project Versions

Automatically

Created

Budgeted
Released

Version

Manually

Manual version
Prototype

Manual version
Prototype

SAP AG 1999

Project versions enable you to record a snapshot of a project at a specific moment in time - this can
be used for future comparison with the operative project.
You can create a project version automatically (i.e. triggered by a system or user status).
You can also create a project version manually:
y While changing the WBS
y While changing the network
y In the Structure/Dates information system for one or more projects

(C) SAP AG

CA800 4-14

Project Versions: Data Transfer

Projects
WBS elements

Transfer
cannot
be changed

Operative

Networks, activities,
activity elements
Subnetworks

Milestones

Components

Texts

PS texts
Documents

B
A C D
E

Payments

Version
Costs, Revenues

SAP AG 1999

If you generate status dependent project versions, the version profile determines which data is copied
to the project version.
If you manually create project versions either in network maintenance (transaction CN22) or in work
breakdown structure (CJ02), the version profile also determine which data is copied.
Only if you manually create project versions in the Information System, are all data copied to the
project version, irrespective of the version profile.

(C) SAP AG

CA800 4-15

Version Profile

Objects in a version
Project definition
Sales order

Sys.
Sys.status Description

WBS element

I0001

Created

Network

I0001

Version key
Released
00011

Version key

Description
Created

Activity
Material
Relationship
Activity element
PS text
Milestone
Costs

Status prof Description

Status

13000000

Customer projects

Quot

13000000

Customer projects

Order

00000001

Version
key
R&D
projects
00001

Version key

Description
Prot
Quotation

Capacity reqmts
SAP AG 1999

You use a version profile to define two different kinds of information. First, you specify which
version is created automatically when a specific system status or user status is set. Second, you
specify which data is to be written to the versions that are created automatically.
You need to define a version profile, if you wish to have versions created automatically, or if you
wish to generate versions directly when editing the WBS or networks.
You do not need to define a version profile, if you wish to generate versions manually from the
Structure/Dates information system.
The version profile is entered in the project profile and network profile.

(C) SAP AG

CA800 4-16

Versions: Unit Summary

You are now able to:


z Use simulation versions to draw up "what if?"
scenarios
z Create, change, and delete simulation versions,
and transfer them to operative projects
z Create non-changeable project versions that
document the status of your projects at a specific
time

SAP AG 1999

(C) SAP AG

CA800 4-17

Unit: Versions - Exercises

Unit: Versions

Simulation Versions
Proj. plan. board
Project versions

Topic: Simulation Versions


In the following exercises, you will generate simulation versions and
project versions for your project. You will learn about the project
planning board and how it can be used to edit work breakdown structures,
activities, and simulation versions.
1-1

In this part of the exercise, you will generate a simulation version for your project,
and use the project planning board to edit this version. You will also look at the
administrative data of the simulation version.
1-1-1 Generate a simulation version for your project by copying the operative
project to the simulation version. A log then appears in which you can see
whether the transfer was carried out or errors occurred. Use the following
data:
Field Name

Values

Project definitions

E-99##

Operative data Version

Target version

SIM001

SAP menu
Logistics Project System Basic data Project Simulation
Transfer project
(Select Transfer project by double-clicking)
Now click the Transfer icon.
Then confirm your entries by clicking the Yes icon in the dialog box
that appears.
1-1-2 You can now use the project planning board to edit your simulation version.
In the project planning board, change your project structure. Enter the
following data on the initial screen:
Field Name
(C) SAP AG

CA800 4-18

Values

Version key

SIM001

Project definitions

E-99##

With activities

SAP menu
Logistics Project System Basic data Project Simulation
Change
(Select Change by double-clicking)
Confirm your entries by clicking the Open project icon
1-1-3 Now edit the structure. Assign all engineering activities directly to the WBS
element called Engineering.
Drag activities 1050 and 1040 and drop them on the WBS element
Engineering.
1-1-4 In your project, you have neglected the delivery to the customer. Create an
internal processing activity for the WBS element called Quality
Assurance for this purpose. Add detail to the activities as follows:
Field Name

Values

Description

Packaging and Delivery

Work (i.e. labor)

10 hours

Work center

2000

Duration

5 days

Select the WBS element Quality Assurance.


Click the Create icon.
In the Templates area, double-click Activity (internal).
Double-click on the number of the new activity to access the detail
screen. Enter the above data.
Confirm your entries by clicking the Back icon.

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CA800 4-19

1-1-5 Now create a FS relationship between this new activity and the activity
External monitoring.
Select the activity called Packaging and Delivery.
In the context menu (right mouse button), choose Relationship list.
Choose the Predecessor tab page.
In the lower section of this tab page, select the activity called
External monitoring.
To create the relationship, click the Create icon.
Confirm your entries by clicking the Back icon.
1-1-6 You also want to have a WBS element that will enable you to plan the
delivery for which you have just created an activity. Create a level 2 WBS
element E-99##-5. Use the following data and expand the planning board, if
the WBS element is not displayed.
Field Name

Values

WBS element

E-99##-5

Description

Delivery (Group ##)

Planning element

Double click the WBS element icon.


Double-click on the new WBS element and enter the above data in the
detail screen.
If the WBS is not displayed expand the window of the project planning
board.
Confirm your entries by clicking the Continue icon.
Select the level 1 WBS element.
Click the Move WBS element level down icon.
1-1-7 Now assign the activity Delivery (Group ##) to the WBS element
Delivery. Then save your simulation version.
Drag the activity and drop it on the WBS element.
Then click the Save icon.

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CA800 4-20

1-2

In the following section, you have two tasks to complete. The first of these involves
generating a project version of your operative project. The second is to copy the
simulation version to the operative project.
1-2-1 Create a project version this will enable you to record the current status of
your operative project for later analysis. Use the PS Info Profile
000000000001 and the following data to create the project version.
Field Name

Values

Version key

1##

Description

Project before copying

Version group

Group ##

SAP menu
Logistics Project System Basic data Project Project
versions
(Select Project versions by double-clicking)
In the Project field, enter your project definition (E-99##).
Choose Evaluation Save project version.
Enter the above data
Confirm your entries by clicking the Continue icon
Go back to the initial SAP menu by clicking the Back icon.
1-2-2 Transfer your simulation version to your operative project. Use the
following data:
Field Name

Values

Project definitions

E-99##

From version to operative data

Source version

SIM001

SAP menu
Logistics Project System Basic data Project Simulation
Transfer project
(Select Transfer project by double-clicking)
Enter the above data
Now click the Transfer icon.
Confirm dialog box by clicking Yes.

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CA800 4-21

1-2-3 Every simulation version has administrative data. View the administrative
data of your simulation. Enter the following data on the initial screen:
Field Name

Values

Version key

SIM001

Project definitions

E-99##

SAP menu
Logistics Project System Basic data Project Simulation
Administrative data (double-click)
Confirm your entries by clicking the Enter icon.
Look at your administrative data.
What does the Inactive flag mean? _________
Has your simulation already been transferred? ________

1-3

Now look at your operative project. You will now edit the structure again mainly
to find out about how to use the Planning Board Assistant.
SAP menu
Logistics Project System Basic data Project Project planning board
Change project (double-click)
1-3-1 Call up your project in the project planning board (Change mode).
Choose With activities.
In the Worklist area, double-click project E-99##.
1-3-2 Call up the Planning Board Assistant this will enable you to tailor the way
in which the table view is displayed. In the table area, change the
presentation of the project definition and the activities to suit your taste.
Click the Planning board assistant icon.
In the tree structure place the cursor on Gantt chart, table area.
Choose the Project definition tab page.
Change some of the graphic settings.
Proceed similarly for the activities.
Click the Update icon.

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CA800 4-22

1-3-3 Use the Planning Board Assistant to change the colors used for the time
bars. Change the date bar of the project version, the WBS elements and the
activities. Then save your settings.
In the hierarchical structure of the Planning Board Assistant, select
the date display for the GANTT chart.
Choose the Project definition tab page, and then the graphic object
Basic date.
Change some of the settings for the project definition, and repeat for the
WBS elements and the activities.
Click the Save user settings icon, and then click the Back icon.
1-3-4 Change the scale on the time axis. Enlarge the planning period and instead
of calendar days display the days of the week. Use the Time Scale Assistant
to do this.
Click the Time Scale Assistant icon.
Select time scale 01 for the planning period.
Change the value in the Comment field to D.
Select the entry Planning period in the hierarchical structure.
Increase the value of the base unit width until you can see all the days
of the week in the graphic.
Click the OK icon.
1-3-5 In the table section, display both activity numbers and the numbers of the
networks.
Click the Options icon.
Place your cursor on the entry called Planning board.
Choose the Table area tab page.
Activate the Display network option.
Confirm your entries by clicking the Copy icon
1-3-6 Save your project, and exit the project planning board.
Click the Save icon.
Click the Back icon.

(C) SAP AG

CA800 4-23

Assembly Processing

Contents:
z Introduction to and benefits of assembly processing
z Settings in the material master and Customizing

activities for assembly processing


z Assembly processing for complex structures and

alternatives to assembly processing


z Standard structures as templates for assembly

processing

SAP AG 1999

(C) SAP AG

CA800 5-1

Assembly Processing: Unit Objectives

At the conclusion of this unit, you will be able to:


z Create standard networks and standard work
breakdown structures, and use these as copy
templates for assembly processing
z Make the necessary settings in Customizing for
assembly processing
z Make the necessary settings in the material
master
z Structure your networks and projects using
assembly processing

SAP AG 1999

(C) SAP AG

CA800 5-2

Course Overview Diagram (5)

??

Archiving

5
Tools
Configuration

Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
SAP AG 1999

(C) SAP AG

CA800 5-3

Assembly Processing: Business Scenario

z Your company processes many projects that are


often very similar. You use standard structures to
create networks and work breakdown structures
quickly. Nevertheless, there are often still delays
and discrepancies between the sales department
and the project team. You have to find a way to
solve this problem. You explore the integrated
environment of the R/3 System in your quest to do
this.

SAP AG 1999

(C) SAP AG

CA800 5-4

Benefits of Assembly Processing


SD

Integration problem
1. Sales dept. creates sales
document
2. Sales dept. tells project team
to create a project
3. Project team creates a project
Disadvantages:
Delivery date?
Billing dates?
Costing?
Deadline shifts?
SAP AG 1999

(C) SAP AG

CA800 5-5

&

PS

Integrated solution
1. Sales dept. creates document.
Assembly processing is used
to create a network and, if
applicable, a WBS
Advantages:
Close connection between SD
order and project
Delivery date
Billing dates
Costing
Deadline shifts

Assembly Processing
Billing element
Operative structures

Templates

SD

PS

Table:
Order /
Sales
order
Quotation
parameters
Mat 1
Mat 2
PRT1

Mat

Mat 1
Mat 2
PRT1

Requested delivery date, quantity


Planned costs, confirmed delivery date
SAP AG 1999

If you create a sales order for a material to which a strategy group for assembly processing has been
assigned, the system automatically creates a so-called assembly order in the background, and starts
assembly processing. In this case, assembly processing omits the MRP planning stage, and generates
an operative order directly from the sales order. You can create the following assembly orders:
Network, production order, planned order, maintenance order, service order, or process order.
In assembly processing, you can use the entire functionality of both sales orders and assembly
orders. For example, scheduling is carried out for the sales order and the assembly order in one run
to ensure that they both have accurate delivery dates and quantities. Because of the direct connection
between sales order and assembly order, all additional changes made in one document are
automatically reflected in the other document.

(C) SAP AG

CA800 5-6

Prerequisites for Assembly Processing

1. Standard network as template


(and possibly standard WBS)

2. Material with sales views


(and possibly MRP views)

3. Material is assigned to
standard network

Material

StdN

Turbine T-20000
Turbine XL T-20000A

4. Requirements class that enables


assembly in the sales order
SAP AG 1999

To use assembly processing (with networks), you need a suitable standard network as a template for
the network that is to be created.
A material has to be entered in the sales document. In the material master at least the sales views (
item type group) must have been edited. If you determine the requirements type via the MRP group
or strategy group, you must also edit the MRP views in the material master.
The "Network parameters for sales order" table forms a link between the material and standard
network. For completely automatic assembly processing, you must edit this table. Otherwise a dialog
box appears in sales order maintenance in which you have to enter the missing data.
When the system determines a requirements type it automatically determines the requirements class
that enables assembly processing. In the standard system you can use requirements class 212 and
requirements type KMPN as templates.

(C) SAP AG

CA800 5-7

Standard Structures

Network,
work breakdown
structure

Standard network,
standard WBS

2
1
SAP AG 1999

If you use assembly processing, you use it to create a network (by copying from a template). If the
template is assigned to a standard WBS, an operative WBS will also be created when you save the
sales order. Creating a network in assembly processing is the same as creating a network (by copying
from a template) in the Project System.

(C) SAP AG

CA800 5-8

Std. network
Header of Standard Network
External
processing

Services

Material
Material
PS
PS texts
texts

Internal proc.
element

Milestones
Milestones
General
costs activity

Internal
processing

External proc.
element
General costs
element

SAP AG 1999

A standard network is structured in much the same way as a network. However there are differences:
for instance, a standard network has the same internal structure as a task list (comparable to the
structure of a routing in Logistics).
You can assign materials, milestones and PS texts to a standard network. Material are assigned by
means of material BOMs and standard BOMs (see later in unit).
You can define possible statuses for standard networks in Customizing for PS.

(C) SAP AG

CA800 5-9

Standard Network: Headers and Alternatives

Alternative ...

Header data:
Alternatives
Usage
Status

Alternative 2
Alternative 1

Standard WBS element


Plant

SAP AG 1999

Standard networks are task lists in the R/3 System (as are routings, for example), in contrast to
operative networks, which are orders. This means that there are small differences between a standard
network and an operative network:
y Materials are assigned by means of BOMs
y Standard networks can be stored as multiple alternatives
y Other data in the standard network header (usage, planner group,...)
y Responsible persons (planner group)
y Status management

(C) SAP AG

CA800 5-10

Standard Network: Material Assignments

+
Standard Network

=
Material BOM,
Standard BOM

SAP AG 1999

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

(C) SAP AG

CA800 5-11

Standard WBS

General

Structure

User-def.
fields

Control

Basic data
Organization

Status
profile

Controlling
area

Description

Company
code

Project
type

Plant

Operative
indicators

Responsibility
Person
responsible
Applicant
number
...

Milestones
Costing
sheet
Overhead
structure

PS texts
...

Interest
profile
...

...

...
SAP AG 1999

You use standard WBS's as templates from which to copy operative WBS's. You can use standard
WBS's to plan the structure in advance (that is, the WBS hierarchy, organizational assignments,
control data, and project documentation). Unlike operative WBS's, standard WBS's do not have user
statuses.
It is not possible to plan operative data with standard WBS's. For example, you cannot use a standard
WBS for cost planning or time scheduling purposes.

(C) SAP AG

CA800 5-12

Standard WBS: Status management

System status

Project definitions

"Created"

User status

WBS element

"Released"

"Closed"

SAP AG 1999

In the standard work breakdown structure, only the definition has a status. The WBS elements do not
have statuses.
The status of the definition is Created (standard WBS) (CRES), Released (standard WBS) (RELS) or
Closed (standard WBS) (CLOS).
If the status is CRES or RELS, standard work breakdown structures can be used as templates; if the
status is CLOS, a standard work breakdown structure cannot be used as a template for creating either
an operative or a standard WBS.

(C) SAP AG

CA800 5-13

Material
Sales: sales org.2
Material
Sales org.
Distr.channel
Grouping

Sales: general

Foreign trade

Sales

Elevator Classic PS

In MRP views:
strategy group,
MRP group,
MRP type

Item category group

Material group

Product attributes

Required for selecting item


category in sales order, therefore
essential for determining
requirements type

SAP AG 1999

The sales views of a material are always required for assembly processing. You only require the
MRP views (specifically, the strategy group, MRP group, and MRP type), if you want to determine
the requirements type and requirements class from the material master.

(C) SAP AG

CA800 5-14

Assignment of Material to Standard Networks

Network parameters from sales order


Material

Type Std. ntwk Alt. ext. Rel.

Std. WBS

Profile MRP controller


from

Network
profile

Material

Standard
network

Network type

Standard
WBS for
acc. assgmnt

Create
external
relationships?

SAP AG 1999

Editing the "Network parameters for sales order" table is optional. If it has been entered a standard
network is determined automatically in the sales order. If the entries are missing, you must enter
them manually in the sales order.

(C) SAP AG

CA800 5-15

Customizing - Requirement Class


Requirement

Assembly

Availability

Assembly type

Req. transfer

Order costing

Allocation ind.
Prod. allocation
Ind. reqn. reduction
No MRP

Automatic planning

Creation of Special stock


assembly order
Order type

Avail. components
Type comp. check

Configuration
Configuration
Cons. of config.

Costing

(C) SAP AG

Product all.

Costing method

Acc. assgmt. cat.

Costing variant

Valuation

Costing sheet

W/o val. strat.

Copy cst sheet

Settlement profile

CndTypLineItems

Results analysis key

CndTypLineItFix

Consumption

CA800 5-16

PP, SM, PSOrders

Capacity check

Consider. in No update
MRP
EC mgt.

SAP AG 1999

Order type:

Online assembly

Costing
Costing ID

In PS:
Assembly
processing:
yes or no

Value and
quantity flow

Control in SD
Material master
Strategy
group

MRP type

Sales document
Item category
group

Item usage

Doc. type

Item category
Determine reqmts type
MM - SD

Main strategy

Reqmts type
Reqmts class

Assembly type,
order type,
MRP relevance,
configuration, acct assignment category,
transfer of requirements, availability check
SAP AG 1999

The sales department obtains its central control keys from three different sources: the material master
(which item is purchased?), customer master (which customer is buying/what conditions have been
defined for this customer?) and the SD document (what kind of contract applies, which sales area is
responsible?).
The item category is proposed when the order is entered in the system, but users can change it as
required (possible item categories are defined in Customizing).
In the material master, the admissible planning strategies are assigned to the material (based on the
planning strategy group). This is necessary to find the correct requirements type in independent
requirements management and sales order management.
The default requirements type defines the main strategy of the planning strategy group. You can
define substrategies (and, consequently, alternative requirements types) manually in the sales order.
The individual requirements types are assigned to requirements classes.
The requirements class controls the transfer of requirements between SD and PP, the relevance to
MRP, the availability check in SD, and other procedures.
If the planning strategy group is missing in the material master, the system searches the requirements
type for the sales order by using the item category group (sales screen in the material master) and the
MRP type. This method can be used explicitly for special sales orders.

(C) SAP AG

CA800 5-17

Assembly Processing: Number of Pieces


Duration: x 5
Costs: x 5
Components: x 5
Work: x 5

SD
order

5 PC

Network
Network
Header:
Header: 55 PC
PC
x5
x5
x5
5
PC

Activities without
execution factor will
not be multiplied
SAP AG 1999

As of R/3 Release 4.0, you can enter quantities greater than one in the sales order for assembly
processing with networks. All activities for which an execution factor has been defined are
multiplied by the quantity in question. In the case of activity elements, the execution factor of the
higher-level activity applies.
In the network activity or activity element, the following planned data is multiplied (in accordance
with the execution factor and the quantity in the sales order item):
y Duration
y Work (i.e. labor)
y Costs
y Material
If the quantities in the sales order item change, the network is adjusted accordingly.

(C) SAP AG

CA800 5-18

Assembly Processing:
Relationships Across Networks
Billing
element

SD order
Item 1
Item 2
Item 3

S1

S2

F1=F2 S3

F3

S = Start date
F = Finish date (confirmed delivery date)
SAP AG 1999

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

(C) SAP AG

CA800 5-19

Project Number from Sales Document

No SD/PS assignment
T-1496
Sales order 1496
10 Turbine classic
20 Turbine HX

SD/PS assignment
T-1496-10

T-1496-20

Sales order 1496


10 Turbine classic
20 Turbine HX

SAP AG 1999

You will find the "SD/PS assignment" indicator in the control data for the project definition of the
standard project. This indicator determines whether, during assembly processing, a hierarchy is
created in the operative WBS for each sales document item, or whether a hierarchy is created for the
entire sales document in the operative WBS.

(C) SAP AG

CA800 5-20

Assembly Processing: Unit Summary

You are now able to:


z Use assembly processing to create a network while
creating a sales order To do this, you create a
standard network first, and assign it to the material of
the sales document item.
z To define the MRP and sales views in the material
master so that assembly processing is possible.
z To define in Customizing the requirements class and
type as well as the planning strategies for assembly
processing.

SAP AG 1999

(C) SAP AG

CA800 5-21

Unit: Assembly Processing - Exercises

Unit: Assembly Processing

Creating a standard network and standard WBS


Creating materials for assembly processing
Creating a sales order

Topic: Assembly Processing


In the following exercises, you will create standard structures in the
Project System. These are standard structures that you require for
assembly processing and configuration. You will also edit a material that
you use when creating a sales order. In the Project System, you will link
your standard network to this material.
1-1

Create a standard WBS.


SAP menu
Logistics Project System Basic data Standard templates Standard
WBS Create (double-click)
1-1-1 Create a standard WBS called E-98##. Enter the following data on the initial
screen:
Field Name

Values

Standard project definition

E-98##

Template
Std. project def.

E-1004

Change the short text to Standard elevator (Group ##). Change the key
from E-1004 to E-98##, and include the WBS elements.
Enter the data above in the initial screen.
Confirm your entries by clicking the Enter icon this will take you
to the basic data screen of the definition.
Change the short text correspondingly.
Click the WBS icon.
Click the Replace icon, and confirm your entries by clicking the
Replace icon.
Now click the Include icon.
1-1-2 Depict Procurement in more detail by adding two WBS elements to the
standard WBS element E-98##-2. Use the following data and assign the
WBS elements in the third hierarchy level.
(C) SAP AG

CA800 5-22

WBS element

Description

E-98##-2-1

Procurement elec. parts

E-98##-2-2

Procurement mech. parts

Click the WBS element overview icon.


Place your cursor on the WBS element Assembly, and click the
Insert line icon.
Select both WBS elements, and choose:
Edit Object Level down
1-1-3 Activate the Planning element indicator for both the new WBS elements.
On the Basic Data tab page, activate the PE indicator for both the
new WBS elements.
1-1-4 Release the definition of your standard project, and save the standard
project.
Click the Project definition icon.
Choose Edit Status Release
Click the Save icon.

(C) SAP AG

CA800 5-23

1-2

Create a standard network.


SAP menu
Logistics Project System Basic data Standard templates Standard
network Create (double-click)
1-2-1 Create a standard network called E-98## using the standard network E-1004
alternative 1 as a template. Enter the following data on the initial screen:
Field Name

Values

Profile

Elevator model group 4

Std. network

E-98##

Choose the icon Copy template, and in the dialog box that appears
enter the standard network E-1004 alternative 1.
Confirm your entries by clicking the Continue icon.
1-2-2 Change the header of the standard network. Enter the following data:
Field Name

Values

Short text

Standard Network (Group ##)

Status

Released (general)

Std. WBS element

E-98##

Confirm your entries by clicking the Enter icon.


This takes you to the alternative overview.
1-2-3 Create an internal processing activity called Delivery. Enter the following
data:
Field Name

Values

Activity number

1150

Description

Delivery

Duration

2 days

Work (i.e. labor)

10 hours

Work center

2000

Click the Activity overview icon.


Create a new activity with the data above.
Confirm your entries by clicking the Enter icon.
1-2-4 Create an FS relationship from the activity Assembly to the activity
Delivery.
Select the activity called Delivery.
(C) SAP AG

CA800 5-24

Click the Relationship overview icon.


In the Operation selection area, select the activity Assembly, and
then click the Create relationship icon.
Click the Back icon.
1-2-5 Assign your standard network activities to the WBS elements in your
standard WBS. Use the following assignments and then save your standard
network.
Activity

Std. WBS element

1000

E-98##

1010

E-98##

1030

E-98#-1

1050

E-98#-1

1080

E-98##-2-2

1100

E-98##-2-1

1140

E-98##-3

1150

E-98##

Choose the Total tab page.


Enter the assignment.
Confirm your entries by clicking the Enter icon.
Click the Save icon.

(C) SAP AG

CA800 5-25

1-3

Create a material in the material master.


SAP menu
Logistics Production Master Data Material Master Material Create
(general) Immediately (double-click to start transaction)
1-3-1 Create a material called M-98##. Enter the following data on the initial
screen:
Field Name

Values

Material

M-98##

Industry sector

Plant engineering and


construction

Material type

Finished product

Copy from material

E-1004

Confirm your entries by clicking the Enter icon, or the Select


view(s) icon this will take you to the view selection screen.
1-3-2 Select the following fields on the view selection screen:
View
Basic data 1 and 2
Sales: Sales org. data 1 and 2
Sales: General/plant data
MRP 1, 2, 3 and 4
Accounting 1 and 2
Costing 1 and 2
Now click the Organizational levels icon.
1-3-3 A dialog box appears where you can specify the organizational levels for the
individual views that you are about to create and copy. Enter the following
data:
Field Name

Org. Levels

Copy from

Plant

1300

1300

Sales organization

1000

1000

Distribution channel

10

10

Now click the Continue icon.


1-3-4 The basic data view of your new material appears. Change the short text to
Material Group ##, copy all views and save the new material.
Change the short text to Material (Group ##).
(C) SAP AG

CA800 5-26

Keep clicking the Enter icon until a dialog box appears with the
message Last data screen reached.
To save the new material, click the Yes icon.

1-4

(Optional) Assign material M-98## to your standard network (E-98##). If you


decide not to work through this part of the exercise now, you will always have the
option of entering missing data when you create a sales order for the material.
SAP menu
Logistics Project System Basic data Standard templates Network
parameters from sales order Edit (double-click)
1-4-1 Create a new entry for your material with the following data.
Field Name

Values

Material number

M-98##

Order type

Std. network

E-98##, alternative 1

Network profile

1004

MRP controller

101

Std. WBS element

E-98##

Click the Create parameters icon.


Confirm your entries by clicking the Save icon.
To exit, click the Back icon twice.

(C) SAP AG

CA800 5-27

1-5

Create a sales order for your material.


Main SAP R/3 menu
Logistics Sales and Distribution Sales Order Create (double-click)
1-5-1 Enter the following data on the initial screen:
Field Name

Values

Order type

PS1

Sales organization

1000

Distribution channel

10

Division

00

Confirm your entries by clicking the Enter icon this will take you
to the entry screen.
1-5-2 Cerate a sales order for your material. Use the following data and plan
complete delivery on the confirmed date.
Field Name

Values

Sold-to party

1600

Purch. order no.

Group ##

Req. deliv.date

Todays date +3 months

Material

M-98##

Order quantity

Confirm your entries by clicking the Enter icon.


Important: If you decided not to work through the task 1-4-1, a dialog box
will appear at this point asking you to enter the missing data that is required
for assembly processing.
Confirm this dialog box.
To accept the confirmed delivery date, click the Complete delivery
icon.

(C) SAP AG

CA800 5-28

1-5-3 Save the sales order. Look at the status bar, and make a note of the sales
order number displayed there.
Click the Save icon.
When the SAP R/3 System is saving the sales order, a WBS is created
based on the assignment of your standard network to the standard project.
Sales order number: _________________

1-6

Use the Project Builder to display the project for your sales order.
SAP menu
Logistics Project System Basic data Project Project Builder
(Select Project Builder by double-clicking)
1-6-1 Open the project for the sales order. This project is called E-XXXX (XXXX
stands for the last 4 digits of your sales order number).
Click the Open icon.
In the dialog box that appears, enter the key of the project definition.
Confirm your entries by clicking the Open icon.
1-6-2 Look at the Assignments tab page of the corresponding network and view
the sales order assignment.
Expand the entire structure.
Select the network header in the structure.
On the detail screen, choose the Assignments tab page.
To exit the Project Builder, click the Back icon.

(C) SAP AG

CA800 5-29

Configuration

Contents:
z Variants, classes, characteristics and

object dependencies
z Network configuration

SAP AG 1999

(C) SAP AG

CA800 6-1

Configuration: Unit Objectives

At the conclusion of this unit, you will be able to:


z Briefly describe variant classes, characteristics,
and object dependencies
z Create configurable standard networks
z Generate operative project structures by using
configuration

SAP AG 1999

(C) SAP AG

CA800 6-2

Course Overview Diagram (6)

Archiving

6
Tools
ConfiConfiguration
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
SAP AG 1999

(C) SAP AG

CA800 6-3

Configuration: Business Scenario

z In your company, many projects are processed

that are very similar. The construction of an


elevator is an example of such a project. Until now,
you have worked with a multitude of standard
structures as templates. In future, you want to
create projects using configurable standard
networks. In particular, you want to minimize the
effort required to maintain the standard structures.
You use variant configuration, one of the central
logistics functions in R/3, to create configurable
standard networks.

SAP AG 1999

(C) SAP AG

CA800 6-4

Configuration of Project Structures

Create networks
by copying

Mat 1

Assign
characterist
ic
values

Mat 1

Mat 2

Mat 2

PRT

PRT

Aspects of Configuration
Classific.
system:

7.
April

Objects with Dependencies

Variant
Configuration:

Activities

BOM

PRT

classes,
Object
Characteristics dependencies

PS

CA
7.
April

PP

= Operative structure

SAP AG 1999

You can use configuration in the Project System if you wish to produce a complex product which has
different variants. The networks and work breakdown structures are basically identical for the
different variants, but they have specific characteristic values, might have alternative or additional
activities, have different quantities (of material components, labor, or duration), or different
production resources/tools.
If you want to use configuration, you must use configurable standard networks. The only
configurable object in the Project System is the standard network. Materials and maintenance plans
are configurable elsewhere in the R/3 System.
When using configuration, you usually start out from a maximum standard structure. In other words,
the standard network and standard WBS contain all objects that might be needed for any product
variant:
WBS's are configured indirectly: the activities of configurable standard networks are assigned to the
elements of a standard WBS. If you create and configure a network (by copying from a standard
network), only elements of the standard WBS that are assigned to the activities selected in the
configuration, or elements that are hierarchically above such WBS elements can be copied into an
operative WBS.
Example: Activity 1000 is selected in the configuration, and assigned to a level-2 WBS element
(A1000). The work breakdown structure now contains this element (A1000) and also its higher-level
element from level 1 of the hierarchy.

(C) SAP AG

CA800 6-5

Variant Configuration Terms


Configuration Task

SAP Terms

Variable
Variable Product
Product

Materials
MARA

Instruction for
assembly

Required
components

Std. network

BOM

Decision as to
which parts
are required

Decision as to
which parts
are required

Object
dependencies

Object
dependencies

CLASS

Attributes

Individual Elevator

Walls
Num. Pers.
Location
...

Glass
10
USA
...

Config. Product

Char.

Values

WALLS
No.PERS.
LOCATION

Glass, wood
10,15
USA, CH

SAP AG 1999

The characteristics required for defining a variant are grouped together into one variant class. The
standard network or material is assigned to this variant class using a configuration profile.
Characteristics are an essential part of classification. You use characteristics to describe the details
and attributes of an object (for example, the length of a screw, the color of the casing, or the shelf life
of groceries).
Object dependencies describe the mutual dependencies of the various objects in a configuration.
These dependencies assume 3 functions: they check the consistency of the configuration, the
completeness of the configuration, and can be used to derive values.
The SAP System contains four different types of object dependency: preconditions, selection
conditions, actions, constraints.

(C) SAP AG

CA800 6-6

Object Dependencies
Object dependencies describe the reciprocal dependencies
between objects in the configuration process

The object only appears if the precondition


is met

Characteristics,
Characteristics,
characteristic
values

Selection
condition

Specifies whether an object MUST be included


in configuration

Characteristics,
Characteristics,
activities,
activities,
PRTs,
BOM items

Action,
procedure

Changes characteristic value assignments or


object items in configuration if the affected
object is included in the configuration

Characteristics,
Characteristics,
BOM items,
items,
Config. profile

Constraint

Describes dependencies between


several objects in a configuration

Precondition

Config. profile

SAP AG 1999

Object dependencies can be created centrally as part of variant configuration, or locally (in a
standard network, for example). Afterwards, the object dependency can, for example, be assigned to
an activity in the standard network. If the object dependencies have been created centrally, they can
be used several times.
Example: A configurable standard network (E-1000) has been defined in the IDES System. If you
create an operative network by copying from this configurable standard network, the interface for
assigning characteristic values appears. Even at this stage, different types of object dependency are
used:
y Precondition - The characteristic Cabin telephone (and the 3 possible values for this
characteristic) is only offered if the value "Telephone" has been assigned to the characteristic
Cabin fittings. In other words, an appropriate object dependency has been assigned to the
characteristic Cabin telephone.
y Selection condition - If the value "Telephone" has been assigned to the characteristic Cabin
fittings, then a value MUST be assigned to the characteristic Cabin telephone. Entry of a value is
not optional in this case. In other words, a selection condition has been assigned to the
characteristic Cabin telephone.
y Procedure The characteristic Number of persons determines the value of the characteristic Drive.
The more persons the elevator is to carry, the more powerful the drive must be. The action is
assigned to the characteristic Number of persons.

(C) SAP AG

CA800 6-7

Configuration Objects in Network

Variant
Variant
configuration
configuration

Std. network

BOM
MAT1

MAT2

Variant
Variant class
class

Configuration
profile

1. Step

Object
Object
dependencies dependencies

?
Object
dependencies

2. Step
MAT 1
MAT 2
PRT 1
PRT 2

Obj. depend.
Obj. depend.

Object
dependencies

SAP AG 1999

Configuration is used to control which activities, elements, and components are copied to an
operative network from a standard network.
You maintain object dependencies for the objects selectable by configuration in the standard
network. Object dependencies for the components or BOM items assigned to the activities are
defined in the bill of material (for a configurable material) used.
A variant is assigned to the standard network via a configuration profile.
A standard network is only configurable if it is assigned to a variant class and if object dependencies
have been assigned to the selectable objects in the standard network.

(C) SAP AG

CA800 6-8

Steps in Configuration
PS

Network configuration

SD

Characteristic value assignment

2
CA

6
Variant class

Assignments

CA

PS

Std.
Std. network
(link to
material)
material)

PS

Activities/
Activities/Work centers
PS
Characteristics
Material (BOM)
Object Dependencies
Characteristic values
PRTs

SAP AG 1999

You use characteristics and characteristic values to specify the details and attributes of different
variants. In standard structures, object dependencies refer to the characteristics and their values. This
determines which activities and activity elements are copied to the operative structure for a certain
variant. Once you have entered the necessary data for the network header, you go automatically to
the transaction for assigning characteristic values (i.e. configuration).
Object dependencies for the objects selectable in configuration (activities, activity elements, work
centers, material components) are defined in the standard network. Object dependencies for the
components or BOM items assigned to the activities are defined in the bill of material (for a
configurable material) used.

(C) SAP AG

CA800 6-9

Changing a Configuration

Step 1: Change characteristic value


(user)

Object key
Network
Activities

Step 2: Comparison of changes


(system)

Description

Type Status

Prototype
Layout
Print

Create, delete, move


Step was carried out

Step 3: Change steps


(system and user)
user

Step is to be carried out


No conflict
Conflict (warning issued)

Step 4: Complete change to


configuration
(system and user)

Conflict (error message issued)


Step is not to be carried out
Log of conflicts

Prerequisite : Change profile must be defined in parameter for network type


SAP AG 1999

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

(C) SAP AG

CA800 6-10

Change Profile

Settings
Situation
Delete

Activity

Activity element

Conflict: None

Activity released
Activity partially confirmed
Activity confirmed
Activity manual
Change
Activity released
Activity partially confirmed
Activity confirmed

Info

component

Warning Error

Prod. resources/
tools

Change step is
carried out
immediately
Change step is
carried out and an info
message is issued
Change step is
carried out and
warning issued

Create
Network released
Network partially confirmed
Network confirmed

Change step cannot


be carried out until
conflict has been
resolved

SAP AG 1999

The configuration profile specifies how the R/3 System should react, if a situation occurs during a
change in configuration that requires a decision from the user. In the above example, if an activity
that has been released but not yet confirmed is to be deleted, the system issues an information
message. If however the activity has been confirmed, the user receives a warning.

(C) SAP AG

CA800 6-11

Transfer of Assigned Values

Create

PS

Std. network
standard network

PS

Configurable
component

PP

Conf.
Conf.

SAP AG 1999

The configuration process for creating a subnetwork by copying from a configurable standard
network is the same as for creating a network. If the variant class of the standard network that was
used to create the higher-level network is identical to the variant class assigned to the standard
network that was used to create the subnetwork, the original characteristic value assignment is taken
for the subnetwork configuration. If not, a screen where you can assign separate characteristic values
for the subnetwork appears when you create the subnetwork.
You can also use configuration when you incorporate a configurable standard network into an
operative network. However, you must have used configuration to create the network, and the
templates (i.e. the standard networks) must have identical variant classes. The configuration process
is carried out using the characteristic values assigned in the network, and the characteristics are
passed on to the standard network that is to be incorporated. If the variant classes are not identical,
the standard network is included in its entirety (with no separate characteristic value assignment).
You can use configurable materials in a network. To identify a material uniquely, you must assign
characteristic values, which will be passed on to MRP planning via the reservation for the material.
If the variant classes agree, the valuation is transferred. If not, the material is valuated separately

(C) SAP AG

CA800 6-12

Configuration:
Networks and Work Breakdown Structures

Templates

Operative
Structures

SAP AG 1999

WBS's are configured indirectly: If a work breakdown structure is created by saving a network that
itself is created from a standard standard network, then only those WBS elements are created that
these activities are assigned to or that are superior to the WBS elements.

(C) SAP AG

CA800 6-13

Configuration: Unit Summary

You are now able to:


z Prepare standard networks for configuration; in the
network you can configure activities and assigned
material components.
z Create variant classes and characteristics in the R/3
classification system
z Assign object dependencies from variant
configuration in the standard network

SAP AG 1999

(C) SAP AG

CA800 6-14

Unit: Configuration - Exercises

Unit: Configuration

Preparing standard networks for configuration


Variant classes
Creating networks from standard network prepared for configuration

Topic: Configuration

In the following exercises, you will prepare your standard network for
configuration, and assign it to a variant class. You will then create a
network by copying from the changed template.

1-1

Prepare your standard network for configuration.


SAP menu
Logistics Project System Basic data Standard templates Standard
network Change (double-click to start transaction)
1-1-1 Create an internal processing activity called Glass Processing with the
following data.
Field Name

Values

Activity number

2000

Description

Glass Processing

Duration

5 days

Work (i.e. labor)

25 hours

Work center

2000

On the initial screen, select your standard network E-98##, and go to


the activity overview by clicking the Activity overview icon.
Confirm your entries by clicking the Enter icon.

(C) SAP AG

CA800 6-15

1-1-2 Assign object dependencies to the new activity, and save the standard
network.
Select activity 2000.
Choose Extras Object dependencies Assignments
Assign ELEV_S_ACTIVITIES_IF_GLASS as object dependencies.
Click the Save icon.

1-2

Create a variant class that contains the characteristics for your standard network.
SAP menu
Logistics Central Functions Classification Master data Classes
(double-click to start transaction)
1-2-1 Create a variant class. Use the following data and assign the cabin_walls
characteristic and another characteristic.
Field Name

Values

Class

Group ##

Class type

300

Description

Group ##

Status

Released

Class group

Elevator

Enter the class and the class type


Click the Create icon.
Enter the above basic data on the appropriate tab page:
Choose the Characteristics tab page.
Assign the characteristic cabin_walls.
Assign a characteristic of your choice from the group Elevator. Use
the matchcode search function for this.
Click the Save icon.

(C) SAP AG

CA800 6-16

1-3

You now need to create a link between your standard network and the variant class
you have just created. Do this by creating a configuration profile.
SAP menu
Logistics Project System Basic data Standard templates Standard
network Configuration profile Create (double-click to start transaction)
1-3-1 Create a configuration profile for standard network E-98## with the
following data. Assign your variant class (Group ##).
Field Name

Values

Profile name

Group ##

Class type

300

In the dialog box that appears, select the standard network as the
configuration object.
On the initial screen, select your standard network E-98## and
alternative 1. Confirm your entries by clicking the Enter icon.
Enter the data above.
Click the Class allocation icon, and enter the appropriate
description.
Confirm your entries by clicking the Enter icon.
To save the configuration profile, click the Save icon.

(C) SAP AG

CA800 6-17

1-4

Now use the Project Builder to create a new network. Use the standard network you
changed as a template for this.
SAP menu
Logistics Project System Basic data Project Project Builder
(Select Project Builder by double-clicking)
1-4-1 Create another network with the following parameters by copying from your
standard network E-98##. Assign characteristic values as you like.
Field Name

Values

Network profile

1004

Network type

PS02

Plant

1300

MRP controller

101

Click the Create icon, and then choose Copy network.


In the dialog box that appears, enter standard network E-98##, and go
to the Network parameters tab page.
Enter the data above
Confirm your entries by clicking the Continue icon.
Click the Enter icon again this enables the system to read the
standard network.
Assign values to the characteristics, and click the Next screen icon.
1-4-2 You have created a new network. Now also create a corresponding work
breakdown structure. Due to the links defined between your standard
structures, the R/3 System detects the appropriate standard WBS
automatically. A dialog box appears where you can create a new WBS.
Click the Save icon.
Enter the value E-98## for the definition, and then click the Create
project icon.
In the next dialog box that appears, confirm your entries by clicking
the Create project icon.
This takes you back to the previous dialog box. Confirm your entries
by clicking the Copy icon.

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CA800 6-18

1-4-3 (Optional) Change the values assigned to your characteristics. Call up your
work breakdown structure (E-98##) in the Project Builder. Change the
characteristic value assignment, release the project definition and then try to
change the characteristic value assignment again.
In the Worklist area, open up your project by double-clicking it.
Expand the hierarchical structure, and select the network header.
To change the configuration data, choose Extras Configuration
Characteristic value assignment.
Change some of the characteristic values, and click the Next screen
icon.
Select the project definition and choose Edit Status Release.
Now try to change the configuration data again. Proceed in exactly the
same way as before.
Confirm your changes by clicking the Save icon.

(C) SAP AG

CA800 6-19

Tools

Contents:
z Flexible detail screens
z Table Controls
z Mass change
z Substitution, validation
z The Structures information system
z Open PS

SAP AG 1999

(C) SAP AG

CA800 7-1

Tools: Unit Objectives

At the conclusion of this unit, you will be able to:


z Use flexible detail screens and table controls so
that data is displayed in accordance with your
requirements
z Use the mass change function to change master
data in projects
z Edit projects using the Structures information
system

SAP AG 1999

(C) SAP AG

CA800 7-2

Course Overview Diagram (7)

7
Tools
Configuration
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview
SAP AG 1999

(C) SAP AG

CA800 7-3

Archiving

Tools: Business Scenario

z You use flexible detail screens and table controls


so that the way data is displayed in PS meets the
requirements of your company's users.
z You use the mass change transaction to change
large quantities of master data for WBS's and
activities.

SAP AG 1999

(C) SAP AG

CA800 7-4

Flexible Detail Screens

Example

...

...

...

Tab Pages:
Title, icon

Detail Screens:
Up to 5 detail screens
per tab page:
Basic data
Dates
Milestones,
Progress analysis,
Administration

SAP AG 1999

Detail screens are available for WBS elements and activities. Flexible detail screens enable you to
show, hide, and define titles for individual tab pages, and to display icons for tab pages. You can
define up to 5 detail screens for each tab page.
The flexible detail screens created refer to a project profile or network profile. You have two options
for creating detail screens. First, you can define detail screens within the application - in this case,
the screens are user-specific. Second, you can define detail screens in PS Customizing - in this case,
the screens are generally applicable.
You can define detail screens of your own in Customizing - these are then included in the tab pages.

(C) SAP AG

CA800 7-5

User-Specific Settings: Table Controls

1
U Lev.WBS Element
1 E-1100
2 E-1100-1
3 E 1100-1-1
3 E 1100-1-2
2 E-1100-2
2 E-1100-3
3 E 1100-3-1
3 E 1100-3-2
1 1
1
1
1

--

Description GC Pl System status


Elevator
CRTD
CRTD
~~~
CRTD
~~~
CRTD
~~~
CRTD
~~~
CRTD
~~~
CRTD
~~~
CRTD
~~~

Swap round

Column width

User settings and


administrator
settings

SAP AG 1999

Table controls are used for displaying WBS and activity overviews. This means that you can
manipulate the layout of these overviews. You can change the sequence in which columns appear,
and the width of columns. You can save your settings as user-specific settings. You can also use the
administrator settings to hide specific columns. Administrator settings affect all users.

(C) SAP AG

CA800 7-6

Validation and Substitution

Substitution

Validation

Prerequisite

Prerequisite

EXIT

EXIT

Values

Check

EXIT
Prerequisite :
Replace values:

EXIT

e.g. Person
responsible = 19
e.g. cost center = 4290

Prerequisite :
Check:
Reaction:

Reaction

e.g. project type = CP and


hierachy level = 1 !
e.g. billing indicator set ?
e.g. warning

= Termination of the substitution/validation

SAP AG 1999

Validation is a means of checking input that is not available in the standard R/3 system. For example,
you can check if the billing element indicator is set at the first level of the hierarchy when the project
is of the project type "Customer project".
If validation detects that a statement is incorrect, the system can react in different ways: a warning ,
an error message or an information message can be issued.
Substitution involves writing specific values to master data fields of a WBS (or network) if a
prerequisite is met. For example, if the person responsible for the project is Ms Morris, then cost
center 4290 is substituted (i.e. written to the appropriate field).
In Customizing for PS, you can define default values for validation and substitution in the project
profile (or network profile). You can use a special indicator to specify whether a validation or
substitution should be carried out when the WBS is saved. In this way, you can prevent incorrect
WBSs being saved. You also define the rules for validation and substitution in PS Customizing.
You can use a validation to check several values at the same time. You can use a substitution to set
several values at the same time. Substitution is also suitable for mass changes. You can also set up
user exits for substitution.

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CA800 7-7

The Structures Information System Structure

Work breakdown structure

ID

Actual start

Actual finish

PD
WBS
Doc
Nw
WBS
WBS
Activity
Activity

23.09.1999
23.09.1999

08.01.2000
08.01.2000

23.09.1999
23.09.1999
23.09.1999
23.09.1999
13.10.1999

08.01.2000
30.12.1999
30.12.1999
27.11.1999
30.12.1999

WBS
Activity
WBS
Activity
Activity
Components
WBS
PS text

05.11.1999
05.11.1999
04.11.1999
04.11.1999
11.11.1999

23.12.1999
23.12.1999
08.01.2000
12.12.1999
08.01.2000

SAP AG 1999

The structure overview is a list in the Project Information System in which all selected object types
(selected via database profile) are displayed in their hierarchical structure. This gives you a quick
overview of the project.
The toolbar at the top of screen area conatins all basic functions, such as Expand/compress subtree,
Print, Select all, or Refresh. You can add functions that you require for your work to the toolbar by
choosing the Select functions pushbutton.
Proceed as follows:
y Choose Choose Functions. In the dialog box that appears you can select the required function in
the left-hand section. I
y Drag this to the right-hand side.
y After you have selected all the required functions, confirm by choosing Copy.
y The functions then appear as icons in the toolbar.
y Note: The number of icons that you can add depends on the size of your screen. If you have
selected too many functions, none of the additional icons are displayed. In this case you must
reduce the number of additional functions.

(C) SAP AG

CA800 7-8

The Structures Information System Editing All


Objects

SD

Change /
Display
Create
CO

PM

PP

Refresh

Mat
PRT
Doc
Text
SAP AG 1999

In the Structures Information system, you can display, change, and create all of the objects described.
If you have a multi-level production structure with production and planned orders (assigned to WBS
elements), the entire structure will be displayed in the WBS, and can be edited.
You can create new PS objects (for example, project definitions, WBS elements, networks, and
activities). The object created will depend on where your cursor is positioned (that is, the procedure
is cursor-sensitive).
You can refresh the screen to display your changes immediately. When you do this, the data is read
from the database again.

(C) SAP AG

CA800 7-9

Mass Change (1)


Objects that can be changed:

Project definitions
WBS elements
Networks
Activities, activity elements
Relationships
Milestones

Mass
change

SAP AG 1999

Cannot be
undone!!

You can use the mass change function to make cross-project changes to fields pertaining to project
definitions, WBS elements, networks, activities, activity elements, milestones, and relationships.
You can test the extent of your changes before you actually make a mass change.
The same authorization objects as for individual changes are used for mass changes.
Remember that, if you make a mass change, this might mean that a large number of objects will be
changed simultaneously.
In many cases, you cannot undo the changes made. For this reason, always be particularly careful
when you use this transaction.

(C) SAP AG

CA800 7-10

Mass Change (2)

Direct
access

Project
Builder

Structure
Project planning Structure
info system
board
Planning

Mass change

Direct change
(no control)

Table view
(with control)

Logs

SAP AG 1999

You can make a mass change directly. In this case, you select the fields to be changed, and you
define new values without knowing what the old values were.
If you go to make a mass change in the table view, you have the option of displaying the original
values.
A log of changes is output for every mass change. You can save this log, and analyze it later.

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CA800 7-11

Tabular Mass Changes


Restrictions
Project definitions

Old values
WBS elements

WBS element
New values

Description

Networks

Activities

Co. code

Milestones

Field key

Acc. assign. element

Elevator
Elevator
Engineering
Engineering
Procurement
Procurement
Assembly
Assembly

SAP AG 1999

The table form for mass changes has several advantages compared to the simple transaction:
y The old values of object fields can be displayed (for instance, the field "Responsible person" in the
object "WBS element".
y Only the selected objects are changed
y You can select objects using conditions (for instance, select all WBS element with company code
1000 or 2000).

(C) SAP AG

CA800 7-12

EPS Interface

R/3
PS

R/3 with EPS 4.0


interface

Interface
solution

External project
management software

e.g. Open PS
for MS Project

e.g. MS Project

SAP AG 1999

The EPS 4.0 interface is based on SAP BAPI technology. R/3 is broken down into Business Objets,
which are structured according to business criteria. Business objects in the Project System are:
ProjectDefinition, WorkBreakdownStruct and Network. These business objects can be processed by
the BAPIs of the EPS 4.0 interface. For example, you can use the BAPI maintain to process a WBS,
and the BAPI getinfo to read activity or WBS data.
You canl find a description of the EPS 4.0 interface in SAPNet - after logging on use the alias PS (
see also OSS note 144 467).

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CA800 7-13

Open PS for Microsoft Project

z Create projects in MS Project and transfer to SAP PS


z Create projects in SAP PS and transfer to MS Project
z Change projects and transfer in both directions
{ Prerequisite: Microsoft Project 98 SR-1
{ Prerequisite: SAP R/3 Release 4.5

SAP AG 1999

You will find a brief description of Open PS for Microsoft Project in SAPnet. You can download the
program itself and the necessary documentation from there. Log on to SAPnet, and, using the alias
"PS", go to the Project System homepage (http://sapnet.sap.com/PS). The "PS World of Knowledge"
page appears where you can find a link to Open PS for Microsoft Project. In case of difficulties, read
OSS note 144 467.

(C) SAP AG

CA800 7-14

Tools: Unit Summary

You are now able to:


z Set up flexible detail screens, and work with table
controls
z Make use of the mass change transaction
z Use substitution and validation in networks and
WBS's

SAP AG 1999

(C) SAP AG

CA800 7-15

Unit: Tools - Exercises

Unit: Tools
Flexible data screens, table controls
And/or substitution/validation
And/or Structures information system
And/or mass changes

Topic: Tools
In the following exercises, you will familiarize yourself with the tools
you can use to change the appearance of structures, and the tools you can
use to make changes to project structures.

1-1

(Optional) Work with flexible data screens and table controls. Call up the Project
Builder to do this.
SAP menu
Logistics Project System Basic data Project Project Builder
(Select Project Builder by double-clicking)
1-1-1 Create a user specific tab page called Basis ## with the Basic data for
WBS elements. Use the following data:

Field Name

Values

Tab title

Basis ##

Icons

Icon of your choice

First tab page

Yes

Select your project by double-clicking it in the Templates area.


Then place you cursor on the WBS element E-99## in the Structure
area.
Choose the menu option Settings Layout detail screens to do this.
Use the above data for your new tab page.
In the Detail screens on tab page section, select the WBS Element
Basic Data option.
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CA800 7-16

Use the left-arrow icon to copy this to the first screen.


Click the Save icon.
Click the Back icon.

1-1-2 Create a user-specific table control for the WBS element overview. Adapt
the table for the Basic data to you requirements:

Field Name

Values

Variant

Group ##

Use as standard setting

Yes

Click the WBS element overview icon.


Swap around some columns by dragging and dropping them.
Change some of the column widths. Place your cursor on the line
separating two columns and, keeping your finger down on your left
mouse button, shift the line to change the width.
Save your changes in a variant.
Click the icon for editing table settings (this is on the top right in the
table control).
Enter the data above.
Click the Create icon.
To exit variant maintenance, click the Copy icon.
To exit the Project Builder, click the Save icon.

(C) SAP AG

CA800 7-17

1-2

(Optional) Use the substitution PSSUB01in project E-99##. Call up the Project
Builder again.
SAP menu
Logistics Project System Basic data Project Project Builder
(Select Project Builder by double-clicking)
Select your project by double-clicking it in the Templates area.

1-2-1 You can best see the effects of substitution PSSUB01 on the
Responsibilities tab page. Here you change the person responsible for WBS
elements and carry out the substitution for all WBS elements.
Click the WBS element overview icon.
Choose the Responsibilities tab page.
Enter the value 21 in the Responsible person field of some WBS
elements, and your own course group number in the same field of
other WBS elements.
Select all WBS elements by clicking the Select all icon.
Choose Edit Validation/Substitution Substitution.
In the dialog box that appears, you can select substitution PSSUB01
by double-clicking it.
Another dialog box appears with messages relating to the substitution.
Confirm this dialog box by clicking the Continue icon.
Look at the changes that have been made in the Responsible cost center
field.
Save your changes by clicking the Save icon.
To exit the Project Builder, click the Exit icon.

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CA800 7-18

1-3

(Optional) Process project E-99## in the Structures information system.


Main SAP R/3 menu
Logistics Project System Information system Structures Structure
Overview (double-click)
If necessary, specify that the PS info profile is 000000000001by choosing the
PS Info Profile icon, and confirm this by clicking the Continue icon.

1-3-1 Call up the structure overview for your project E-99## and display all WBS
elements and activities.
Enter your project definition in the corresponding field on the
selection screen.
Click the Execute icon.
Select the project definition.
Click the Expand subtree icon.

1-3-2 Display the following fields and save the selection in a display variant. Call
the display variant /Group##.

Field Name

Values

ID

Yes

Description

Yes

Work (i.e. labor)

Yes

Work center

Yes

Click the Display variant icon, and then choose Change display
variant.
Select the entries in question in the Hidden fields section. Use the
Show selected fields icon to copy these across to the Display fields
section.
Confirm your entries by clicking the Copy icon.
Click the Display variant icon, and then choose Save display
variant.
Enter /Group## as the description and confirm your entries.

1-3-4 Enhance the toolbar so that you can change your objects. Add the Change
object icon.
Choose the Choose functions icon.
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CA800 7-19

On the left-hand side select the Object icon and expand it.
Drag and drop it to the right and confirm by choosing the Copy icon

1-3-5 Change the description in the project definition. Enter another description.
Update the data in the structure overview.
Select the project definition.
Call up the context menu by clicking directly on the icon for the
project definition with the right-hand mouse button.
Choose: Object Change.
Change the short text in the project definition by entering a text of
your choice.
Save your changes by clicking the Save icon.
Click the Refresh icon.

1-3-6 Change the work planned for the activity Layout to 35 hours.
Select the activity in question.
Click the Change object icon.
On the detail screen of the activity, enter the value 35 in the Work
field.
Confirm your entries by clicking the Back icon.
Save your changes.
In the structure overview, click the Refresh icon the data will then
be re-read from the database.
You will notice that the changes you have made, and the effects these
changes have, are highlighted.
To exit the structure overview, click the Back icon.

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CA800 7-20

1-4

(Optional) Use the mass change function to process all of the WBS elements in
project E-99##.
SAP menu
Logistics Project System Project Tools Mass change Execute
(double-click to start transaction)
If necessary, specify that the DB info profile is 000000000001, and confirm
this by clicking the Continue icon.
On the initial screen, enter your project E-99## and confirm by choosing the
Execute icon.

1-4-1 Change the project type to Customer project for all WBS elements.
Choose the WBS elements tab page.
Select the Project type field, and click the Choose icon to move it
to the selection.
Confirm your entries by clicking the Continue icon
Use the matchcode function to select the value that denotes a
Customer project.
Test your changes by clicking the Test changes icon.
The system displays a log of the changes. Look over the log, and exit it
by clicking the Back icon.
If no problems arise during the test run, write your changes to the
database by clicking the Execute icon.
A dialog box appears confirming that the changes have been made. The
system then displays a log. You can save this log when you go to exit it (by
clicking the Back icon). You are now back in the Mass Change
transaction.

1-4-2 (Optional) Follow the same procedure as above to change the work center
defined for the activities in your networks. In all cases, change work center
2000 to work center 2100.
Proceed in the same way as described in the precious example. When you
make the mass change, remember to activate the appropriate Replace
only fields, and to enter work center 2100 in the appropriate fields.

(C) SAP AG

CA800 7-21

Archiving

Contents:
z Archiving project structures

SAP AG 1999

(C) SAP AG

CA800 8-1

Archiving: Unit Objectives

At the conclusion of this unit, you will be able to:


z Set deletion flags and deletion indicators
z Generate archive files, and delete operative data
from the database
z Analyze archive files in the Structure/Dates
information system

SAP AG 1999

(C) SAP AG

CA800 8-2

Course Overview Diagram (8)

Archiving
Tools
Configuration
Assembly
Versions
Activities
Work
Breakdown
Structures
Course
Overview

SAP AG 1999

(C) SAP AG

CA800 8-3

Archiving: Business Scenario

z Your company has been working with PS for


several years. Several extensive projects have
recently been completed. These projects still
take up storage capacity in the database, and
slow down the performance of the entire
system. You move the data from the database,
but make sure that it can still be evaluated.

SAP AG 1999

(C) SAP AG

CA800 8-4

Archiving: Why?

Before

After

Operative
system

Archive

SAP AG 1999

By archiving data, you can improve your system's performance, make administration easier, reduce
the time it takes to make backups, and import R/3 updates more quickly.

(C) SAP AG

CA800 8-5

Archiving: Terms
Data and
archiving
programs

Move
operative data
to archive

z Archiving object
z Archiving
z Deletion run
z Reorganization

Delete
operative data
from database

Archive
and delete
SAP AG 1999

Archiving is often used as a synonym for archiving and deleting. To be absolutely precise, archiving
really only involves the moving of operative data to an archive file. However, in the R/3 system, you
can automatically delete operative data from the database in conjunction with an archiving run.

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CA800 8-6

Archiving Object
z Data
z Programs

Preparation

Write to archive file

Delete from database

Display archived data

z Settings

System settings
(e.g. file size, file path)

Object-specific Customizing
(e.g. residence times)

SAP AG 1999

(C) SAP AG

CA800 8-7

Archiving
object

Archiving Operative Structures

WBS

WBS elements

Network

Project definition

PS texts
Actual costs

Milestones

Line items
Planned costs/
revenues

Activity
elements

Activities

Classification
data

PS texts

Confirmations
Planned dates

Actual dates

Components

Production
res./tools
Milestones

Relationships

Archiving object: PS_PROJECT


SAP AG 1999

The archiving program is a tool for archiving and deleting data from the R/3 System. Using the
archiving object PS_PROJECT, you can archive and delete PS operative data (master data) such as
networks and WBS's, including all transaction data and project versions.

(C) SAP AG

CA800 8-8

Archiving Steps

z Set deletion flag

Del.flag

Residence
time 1

z Set deletion indicator


z Start archiving

Del.ind.

z Start deletion process

2
3
4

Residence
time 2

Start
archiving/
Delete
SAP AG 1999

Archiving/deletion is usually processed from the general archiving menu. However, you can also
archive or delete operative PS data from the "Basic data" area menu.
Archiving/deletion can be run in the background. If, for example, you set a deletion flag in the
background for several projects, the deletion flag will be set for all objects that meet the
prerequisites. Important: In releases prior to Release 4.5, the deletion flag was not set for any of the
projects, if the prerequisites were not met in only one project.
You can also set and remove deletion flags for WBS and networks manually.
Deletion indicators can only be set in the background. Once set, they cannot be undone.
Residence times are set only for networks. They are stored in the parameter table for the network
type.

(C) SAP AG

CA800 8-9

Prerequisites

Action

Prerequisite

Set deletion
flag

Balance= 0 *; commitments= 0; assigned orders have deletion


flags; no open purchase orders or purchase requisitions

Set deletion
indicator

Objects have deletion flag; assigned orders have


Set deletion indicator

Archive
No prerequisites
(without deleting)
Delete

Objects have deletion indicator

* Generally speaking, the balance must be 0 before a deletion flag can be set.
Exception: If "Do not settle" has been specified in the settlement profile.

SAP AG 1999

There are no prerequisites for archiving or deleting project versions. Project versions can also be
deleted in the Structure Information System.
Assigned orders are archived and deleted in the corresponding applications (for example, an internal
order is archived and deleted in Controlling).

(C) SAP AG

CA800 8-10

Archiving: Retrieval, Management, Jobs

For evaluation
in Structure/Dates
info system

Retrieval:

Management:

Overview and
details of
archive files
303
302

Job overview:

Status overview of
the individual jobs
in archiving runs

SAP AG 1999

Administration and Job Overview are functions used by the person doing the archiving (the system
administrator, for example) to monitor the status of the archiving runs and archive files.
Data is usually retrieved by the end user for the purposes of re-analysis.

(C) SAP AG

CA800 8-11

Deleting Without Archiving


Status: "Created"
"
Created" or "Released
"Released"

Operative
Structures

Delete

Standard
Structures

Prerequisite : as for deletion flag


SAP AG 1999

You can delete activities, networks, WBS elements and project definitions from the database without
setting a deletion flag or indicator (and without writing the data to archive files). You can use the
transactions Change Network, Change Work Breakdown Structure, Change Structure Planning and
Change Project Planning Board for this. You can do this even if the status of individual objects is
"Released" - however, no postings may have been made to the objects in question.
As of Release 4.6, you can delete standard project definitions. Unfortunately, you cannot archive
them.

(C) SAP AG

CA800 8-12

Archiving: Standard Networks

What?
Activities, activity elements, relationships, components,
milestones, classification data

Prerequisites?
None!

Archiving object?
PS_PLAN

SAP AG 1999

You archive and delete standard networks from the general archiving menu or in the basic data of the
Project System.

(C) SAP AG

CA800 8-13

Archiving: Documents

What?
Funds reservations, transfer prices

Prerequisites?
Deletion indicator in document header;
all positions are "completed" or "deleted"

Archiving object?
FM_FUNRES (funds reservation)
CO_FIXEDPR (transfer prices)

SAP AG 1999

You archive and delete documents in the general archiving transaction or in the Project System.

(C) SAP AG

CA800 8-14

Archiving: Unit Summary

You now :
z Understand what archiving means, and how to
write data from the operative system to an archive
file
z Understand what deletion means, and how to
remove operative data from the database
z Understand that, in PS, operative data, standard
networks and documents are stored in different
archiving objects
z Know that there are no prerequisites for archiving,
but that deletion is only possible under certain
circumstances
z are aware that archived data can be analyzed in
the Structure/Dates information system
SAP AG 1999

(C) SAP AG

CA800 8-15

Unit: Archiving - Exercises

Unit: Archiving

Deletion flags and deletion indicators


Archive files

Topic: Archiving

In the following exercises, you will work through the steps required for
archiving a project. At the same time, you will delete your project (E99##) and all its activities from the database.

1-1

In the Project Builder set a deletion flag for all objects in your project E-99##.
SAP menu
Logistics Project System Basic data Project Project Builder
(Select Project Builder by double-clicking)
1-1-1 Open project E-99## from the worklist, and set the deletion flag for the
project definition. Save your project.
Double-click the project definition E-99## in the worklist..
Select the project definition in the structure tree.
Choose: Edit Status Deletion flag Set.
Save.
The deletion flag is passed down automatically within the hierarchy
of the work breakdown structure. This means that, if you define a
deletion flag for the project definition, it will be passed on to all
WBS elements, and from there, to the assigned activities. Of course,
you can also use the archiving tool to create the deletion flag. Use
this option if you want to process a large number of project
structures.

1-2

Create a deletion indicator for project E-99## and all of its activities.
SAP menu
Logistics Project System Basic data Tools Archiving Project
structures (double-click to start transaction)

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CA800 8-16

1-2-1 Create a variant Group## to set the deletion indicator for your project E99##. Enter the following data for the variant:
Field Name

Values

project

E-99##

WBS assignment to network


header

Yes

WBS assignment to network


activities

Yes

Test run

No

Set deletion indicator

Yes

Click the Deletion flag/deletion indicator icon.


Enter Group ## in the Variant field, and then click the
Maintain icon.
In the dialog box that appears, click the Continue icon.
Enter the data above.
Click the Attributes icon.
Enter a text of your choice in the Description field.
Save your variant by clicking the Save icon.
To exit variant maintenance, click the Back icon.

(C) SAP AG

CA800 8-17

1-2-2 Apply (execute) the variant Group ## immediately. Use the following
spool parameters.
Field Name

Values

Output device

LP01

Print immediately

Yes

Delete after output

Yes

Click the Start date icon, and then click the Immediate icon.
Save the start date.
Click the Spool parameters icon.
Enter the data above.
Confirm your entries by clicking the Continue icon.
In the dialog box that appears, click the Continue icon.
Start executing the variant by clicking the Execute icon.

Archiving can take some time. You can find out the current status of
your archiving job by calling up the job overview.

To exit variant processing, click the Back icon.

You can re-use variants. However, you can only execute a given
variant once at any given time. If you want to use the variant again,
you must have deleted all jobs relating to the variant.

(C) SAP AG

CA800 8-18

1-3

Write your data to an archive file, and delete your project (E-99##) and all its
activities from the database.
Click the Archiving icon.
1-3-1 Follow the same procedure as in the previous exercise to create a variant
called Group ##. Enter the following data for the variant:
Field Name

Values

Project

E-99##

Short text

Archive E-99##

WBS assignment to network


header

Yes

WBS assignment to network


activities

Yes

Test run

No

Delete from database

Yes

Click the Attributes icon, and enter the description Archive file.
Save your variant by clicking the Save icon.
To exit variant maintenance, click the Back icon.
1-3-2 Execute the variant.
Define the start time and make spool parameters settings as described
in the previous exercise.
To start processing the variant, click the Execute icon.
To exit variant processing, click the Back icon.

1-4

Look at the administrative data for your archive file.


What is the number and status of your archive file? ________________
Can the archive file be accessed? ________________
Click the Administration icon.

(C) SAP AG

CA800 8-19

Appendix

This appendix contains information on some


topics that could not be dealt with in detail
during the course.

SAP AG 1999

(C) SAP AG

CA800 9-1

Project Profile: Control (1)

Control

Organization

Plg board/dates

Controlling

Basic data
Proj. type

All acc.asst.elem.

Field key

Only one root

Version profile

Ttrsfr to proj.def.

Simulation profile

Change documents

Display options

Project summarization

Level of detail
Partner det. prc.
Validation
Autom. validation

Project definitions
WBS elements
Substitution

Autom. substitution

Project definitions
WBS elements

Cannot be changed in the application

Network header

Project definiton

Can be changed in the application

Activity

WBS element

SAP AG 1999

Proj. type: Key that can be used as a selection criterion in the Information System. Field key:
Identifies the short texts for user fields. Version profile: Specifies whether status dependent project
versions are created. Simulation profile: Specifies which texts are copied to and from simulation
versions. Display options: in overviews in table form, WBS elements are presented with key, short
ID and description. . Level of detail: Lowest level in the hierarchy that is displayed. Partner det.
prc.: Partner determination procedure (with roles) for project. All acc.asst.elem.: Sets the account
assignment indicator for all WBS elements. Only one root: There can only be one top WBS
element. Ttrsfr to proj. def.: Only relevant for the "Create Single Element transaction (CJ11).
Change documents: Change documents for master data are written when saving. Project
summarization: activates project summarization using master data characteristics instead of
classification.
Validation of project definition: Profile for validation of the project definition. Validation WBS
elements: Profile for validation of WBS elements. Autom. Validation: Executes validation when
saving project.
Substitution Project definition: Profile for substitution of the project definition. Substitution WBS
elements: Profile for substitution of WBS elements. Autom. Validation: Executes substitution when
saving project.

(C) SAP AG

CA800 9-2

Project Profile: Control (2)


Can be changed before
saving the project the first time

Project stock
No stock
Non-valuated stock
Valuated stock

Automatic reqmnts grouping

Status management
PD sts. profile
WBS sts. profile
Change documents
Graphic
Master data prf. grp.

Graph. prfl mstr data

Vertical from level


SearchTxtIndex1

SearchTxtIndex2

SearchTxtIndex2

Project summarization
All WBS elements
Billing elements
Acct asst elements

Cannot be changed in the application

Network header

Project definiton

Can be changed in the application

Activity

WBS element

SAP AG 1999

No stock, Non-valuated stock, Valuated stock: Permits the use of project stock. Automatic
Requirements Grouping: Sets the value 1 for the "Grouping WBS Element" field in the top WBS
element.
Status management:
Specifies default values for a user status profile for the project definition and WBS elements.
Change documents: Activates the writing of change documents for status changes.
Graphic: Specifies the graphic settings for the hierarchy graphic. Vertical from level: In the
hierarchy graphic, WBS elements can be displayed above one another or besides one another. Here
you determine from which hierarchy level the WBS elements are displayed vertically.
Project summarization of all WBS elements: Sets the project summarization indicator for all WBS
elements. Billing elements: Sets the project summarization indicator for all billing elements. Acct
asst elements: Sets the project summarization indicator for all account assignment elements.

(C) SAP AG

CA800 9-3

Project Profile: Organization

Control

Organization

Plg board/dates

Organization
Controlling area
Company code

Controlling

Can be changed before


saving the first time

Business area
Plant

Depends on
controlling area and
company code

Profit center
Project currency

Cannot be changed in the application

Network header

Project definiton

Can be changed in the application

Activity

WBS element

SAP AG 1999

Organization: Default values for the organizational assignment of the project definition and WBS
elements.

(C) SAP AG

CA800 9-4

Project Profile: Planning board/dates (1)


Control

Organization

Plg board/dates

Controlling

WBS time scheduling


WBS sched. prof.
Sched. scenario
With activities
Default values
Factory calend.
Time unit
Planning method
Plan. meth/basic
Plan. meth/fcst
Calc. with act.
Network
Network profile
Network asst
Display network hdr.

Cannot be changed in the application

Network header

Project definiton

Can be changed in the application

Activity

WBS element

SAP AG 1999

WBS sched. prof: Contains control data for scheduling in the project planning board, structure
planning and the Project Builder (as of 4.6C). Sched. scenario: Predefined scheduling scenarios that
can be used instead of the "WBS scheduling profile". With activities: Specifies that activities and
not just WBS elements are selected.
Factory calend. Specifies holidays and workdays. Time unit: Unit for the duration of WBS
elements.
Plan. meth/basic: Specifies the method for planning the basic dates of WBS elements.. Plan.
meth/fcst: Specifies the method for palnning forecast dates of WBS elements. Calc. with act..:
Specifies whether activity dates are taken in to account for top-down planning.
Network profile: Is used for new networks that are created from the work breakdown structure.
Network asst.: If activities are created for a WBS element, this indicator specifies in which network
the new activity is created.

(C) SAP AG

CA800 9-5

Project Profile: Planning board/dates (2)

Proj. plan. board


Plan. board prf

Can be changed
if called directly

Capacity planning
Tot.tab.profile
Tot.graphic. prf
Ind CapTabOvProf
IndCapGrpOvProf
List profile
Hierarchy graphic
Profile froup
Time schd. prof.

Profile

Cannot be changed in the application

Network header

Project definiton

Can be changed in the application

Activity

WBS element

SAP AG 1999

Planning board profile: Default profile that is used, when the project palnning board is called up. It
determines the display of the table and graphic areas of the planning board.
Capacity planning: You can call up various capacity planning reports from the project palnning
board and structure palnning. Here you enter the relevant total profiles, taken from capacity
planning in PP.
Hierarchy graphic: These profiles specify how the hierarchy graphic is to be displayed, if it is
called up from date planning for WBS elements (e.g. CJ21).

(C) SAP AG

CA800 9-6

Project Profile: Controlling


Control

Organization

Plg board/dates

Controlling

Costs/Revenues/Payments

Network header
Statistical
Integrated planning

Object class
Planning/budget.

Activity

Planning profile
Projektdefiniton

Budget profile

WBS element

Period-end closing
Costing sheet
Overhead key
Int. calc. profile

Can be changed
in the application

Investment profile
Results analysis key

Cannot be changed
in the application

Settlement profile
Settlmt rule strat.
Graphic
Budget profile group

Graph. profile budget

SAP AG 1999

Object class: Specifies the cost flow in CO from a business point of view. Statistical: Determines
whether a WBS element can have real costs posted, or only have statistical costs. Integrated
planning: Activates the updating of planned activity input from WBS elements to the sending cost
center. .
Planning profile: Specifies how cost planning is carried out for the work breakdown structure.
Budget profile: Specifies how budgeting is carried out for the work breakdown structure, and if
availability control is to be used.
Costing sheet: Specifies how overhead costs are determined. Overhead key: Determines orderspecific overhead rates. Int. calc. profile: Specifies how interest is calculated for the project..
Investment profile: Specifies how the project is integrated with Investment Management (for
example, automatic generation of assets under construction). Results analysis key: Is necessary for
results analysis in WBS elements. Settlement profile: The settlement profile specifies, for instance,
the permitted settlement receivers for the WBS elements. Settlmt rule strat.: Specifies how
settlement rules can be determined automatically.
Graphic: Specifies the graphic profile for the hierarchy graphic called from Budgeting.

(C) SAP AG

CA800 9-7

Network Profile: Network


Network

Graphic

Activities
Network header

Network parameters
Plant
Network type

Activity

Planner group
MRP cont. group
Rel. view
Level of detail

Project definiton
Res./Purc.req.
Capacity reqmnts

Comp increment
Act. increment

Entry tool
Project sum.

Check WBS act.


Overview var.
Procurement

Allign fin. date


Proj summ. MasDa

WBS element
Can be changed
in the application
Cannot be changed
in the application

Field key
Version profile
Validation
Network header
Activities
Substitution
Network header
Activities
SAP AG 1999

Plant, Network type, MRP controller group:: Information necessary for creating networks from a
work breakdown structure. Rel. view Predecessor/successor/mixed, relevant for the list display of
relationships. Level of detail: Describes the level of detail with which networks with external
relationships are displayed in the network graphic. Comp increment is the increment for the
numbering of components. Act. increment: is the increment for the numbering of activities. Check
WBS act.: Specifies whether activity dates are taken into account in "Top-Down time scheduling".
Overview var.: Describes how the object overview is structured. Procurement: is relevant to
component assignment, groups default values together. Field key: Depicts the short texts for the
user fields.. Version profile: Specifies whether status dependent project versions are created and
which data is contained in such versions. Res./Purc.req.: determines when reservations and
purchase requisitions are to be created. Capacity reqmnts: determines capacity requirements when
you save the network. Entry tool: When you create new activities, the system goes automatically to
the activity detail screen. Project summarization: Specifies whether activities should participate in
project summarization. Align fin. date: Describes whether the requirements date for the component
depends on the start or finish date of the activity. ProjSummMasDa..: Determines whether
summarization carried out using classification or master data characteristics.
Validation (Substitution), Network header, Activities: Default values for validation (substitution)

(C) SAP AG

CA800 9-8

Network Profile: Graphic

Network

Graphic

Activities

Graphic
Grafic profile
Rel. display

Color subnetwk

Color milestone

Activity display

Color documents

Color f. material

SearchTxtIndex1

SearchTxtIndex2

Color f. elements
SearchTxtIndex3

Prf planning board


Overall profile ID

Cannot be changed in the application

Network header

Project definiton

Can be changed in the application

Activity

WBS element

SAP AG 1999

Graphic profile: Describes the structure of the network structure graphic. Rel. display: In the
graphic all relationships are either displayed as FS relationships or according to their proper type.
Display options: Activities can be displayed in the graphic in four different levels of detail. Color
Subnetwork/Documents/etc.: In the extended display of activities the specified color indicates an
assigned object. Prf planning board: determines the structure of the Gantt chart..

(C) SAP AG

CA800 9-9

Network Profile: Activities (1)

Network

Graphic Activities

Activity parameters
Internal proc. Activity
Control key
Mat. cost element
Unit for work
Unit for duration
Calculation key
Costs activity
Control key
Cost element

Cannot be changed in the application

Network header

Project definiton

Can be changed in the application

Activity

WBS element

SAP AG 1999

Internally processed activity, Control key describes the business properties of the activity. Mat.
cost element Cost element for planning material in the activity. Unit for work: Self-explanatory.
Unit for duration: Self-explanatory. Calculation key: Calculates work from duration and viceversa.
General costs activity, Control key describes the business properties of the activity. Cost element:
Default value for the cost element for general cost activities.

(C) SAP AG

CA800 9-10

Network Profile: Activities (2)

Services
Control key
Cost element
Material group
Purchasing group
Unit of measure
External proc. Activity
Control key
Cost element
Currency
Purchasing org.
Material group
Purchasing group
Order unit

Cannot be changed in the application

Network header

Project definiton

Can be changed in the application

Activity

WBS element

SAP AG 1999

Control key: The control keys are used by the system when creating new activities (depending on
the activity type).

(C) SAP AG

CA800 9-11

Network Type
Order category
Order type
Control indicator
CO partner update
Classification

Semi-active

Planning
Reorganization
Residence time 1

Months

Residence time 2

Months

Costs
Functional area
Object class
Settlt. profile
Status management
Status profile
Release immed.
Number range general
Cannot be changed in the application

Network header

Project definiton

Can be changed in the application

Activity

WBS element

SAP AG 1999

CO partner update: specifies how many documents are created when the system settles a network.
Classification: Specifies whether networks participate in order classification in CO. Planning:
Networks that are only used for planning are never executed and therefore do not produce assigned
values; 'normal' networks produce assigned values.
Residence times: Specify the period of time that must elapse between individual archiving steps.
Functional area: Is used in financial accounting as a structural element for your company in profit
and loss accounting according to the cost of sales method. Object class: Specifies the cost flow in
CO from a business point of view. Settlt. profile: Specifies how settlement takes place (for instance
the possible receivers).
Status profile: The user status profile for the whole network.

(C) SAP AG

CA800 9-12

Parameters for Network Type


Plant
Network type
Network type parameters
Strategy
Default rule
Red. strategy
Cstg Variant Plan
CstgVariantActl
Plan cost calc.
Status change docs.
Change document

Workfl.PO chg.

Network header

ActvtyAcctAsgn Actvt
Net order price
CollctveRequstn

Activity

Project definiton
WBS element
Documents
OrderStatChangeDoc
OpStatusChangeDoc
MatlStatusChangeDoc
PRTStatChangeDoc

Can be changed
in the application
Cannot be changed
in the application

BOM application
BOM application
Eng. Chng. Man.
Change Profile

SAP AG 1999

Strategy: Strategy for determining the settlement rule for activities. Default rule: Settlement rule
that can be used in the above strategy. Red. strategy: Key which specifies the strategy for reducing
the lead time of an activity.
CstgVariantPlan and CstgVariantActl: Specifies how planned and actual costs are to be
determined. Plan cost calc.: Indicator that specifies how and when costing is to be carried out (
Note: Has changed in Release 4.6). Workfl.PO chg.: Activates the workflow for changes to
purchase orders and dates. -ActvtyAssAsgn.: Determines whether an activity assigned or a header
assigned network is created. Net order price: The net price is copied unchanged from the purchase
requisition to the purchase order. CollctveRequstn: You can specify whether one purchase
requisition with several items or several requisitions with one item each are created for a network.
Status change documents, Change document: Allows you to write change documents for changes to
master data. OrderStatChangeDoc writes change documents for network headers.
BOM application: permits the automatic choice of a BOM alternative
Engineering change management, Change profile: Specifies how the system reacts to changes in the
configuration; if you do not enter a profile, changes to the configuration are only allowed for
"Created" status.

(C) SAP AG

CA800 9-13

Se
le
De ct a
se ll
M lect
ov
al
M e up l
ov
Cr e d o
ea w
Co te n
p
Cu y
t
Pa
s
Un te
do
Co
Renne
la t c t
i a
De ons ctiv
let hip itie
sl s
e
ist se
De
lec
ta
te
Co ils
d
n
S c f ir
h m
Ca edu ac
lc le tivi
ty
Sy ula
ste te
Ne m pla
tw /us nn
o e e
Co rk h r st d c
m
e a os
Ca po ade tus ts
n
r
p
e
M aci nt
ain ty ov
Co te ove erv
sts nan rv iew
o ce iew
M
ile verv ord
Su ston iew ers
cc e
e tr
Sh sso end
r/p a
o
re na
Hi w
de lys
de
ce is
ss
or

Icons Used in the Project Planning Board

e
Us
rs
et
g
tin
s

gs
Lo
n
nd tio
ge lec
Le se
n t nt
eld
Fi ons tes sista ista
ti a s ss
Op f d e a a
t o cal ard
Se e s bo
is
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T i n in
ax
e ea
an
Pl t tim t ar
r
jus a
h
Ad t c
on
ris
jus
pa
Ad
m
om
co
g
Zo
lin
du
he
Sc ect
nn
Co ion
sit ng
ti

h
lig

CA800 9-14

Po

(C) SAP AG

gh
Hi

rt
ow
So
nd
p
wi
ou
m
Gr
tto ow
bo ind
r
se w
lte
Fi /clo left
en se
Op /clo
en

Op

SAP AG 1999

Integration with SD
Sales & dist

1) Network

2) WBS and Network

Project
System

Q D

Via main item

3) WBS

4) WBS and Production Order

G Q D

Via subitem

MM

G Q D

PM
CO

SAP AG 1999

Re. 1): In assembly processing, you can generate a (header-assigned) network without a project
when you create a sales order. In this case, the sales document item is a cost object in its own right.
Re. 2): In assembly processing, you can generate a network when you create a sales order. When you
save, a work breakdown structure is created, and the sales document item is assigned to a WBS
element in the work breakdown structure. In this case, the sales order represents the sales view, the
project is the controlling instrument, and the network represents logistical processing. Alternatively,
you can create work breakdown structures and networks, and assign the sales document item
manually.
Re. 3): You can assign a sales document item to a WBS element in a project. Controlling is carried
out for the project. You can assign orders or documents to the project.
Re. 4): You can use assembly processing or MRP planning to create a production order, and then
assign the sales document item to a WBS element in the project. You then assign the production
order manually to a WBS element in the project.
The sales document item must be controlled by an account assignment category with a special stock
indicator E, Q or blank. For example 1 above, the best choice would be account assignment category
E; in case 2, the best choice would be Q or D, in cases 3 and 4, account assignment category G
would also be possible..

(C) SAP AG

CA800 9-15

Open PS for Palm

z Transfer activity data from SAP PS to the Palm Pilot


z Enter confirmations in the Palm Pilot
z Transfer confirmations from the Palm Pilot to SAP PS
{ Prerequisite: Palm Pilot with PalmOS 3.0
{ Prerequisite: SAP R/3 Release 4.5
{ Prerequisite: PalmDeskTop on PC
SAP AG 1999

You will find a brief description of Open PS for Palm in SAPnet. You can download the program
itself and the necessary documentation from there. Log on to SAPnet, and, using the alias "PS", go to
the Project System homepage (http://sapnet.sap.com/PS). The "PS World of Knowledge" page
appears where you can find a link to Open PS for Palm In case of difficulties, read OSS note 144
467.

(C) SAP AG

CA800 9-16