WBSSpend Plans UG

City
of Portland
Spending Plans for

WBS Elements
SAP Transaction CodeCJR2
This guide was developed by EBS Training in collaboration with Chan Aaby, SR. SAP Business
System Analyst.
Page 2
This document last modified: 5/1/2014
1. Overview
Spending Plans
Table of Contents

1. Overview ................................................................................................................................ 4
2. Spending Plans for WBS ElementsManual Process .......................................................... 6
2.1 Single WBS Element Spending Plan EntryManual Process ......................................... 6
2.2 Multiple WBS Element Spending Plan EntryManual Process..................................... 11
3. Spending Plan for WBS ElementsUpload ........................................................................ 17
3.1 Single WBS Element Spending Plan EntryUpload ..................................................... 17
3.2 Multiple WBS Element Spending Plan EntryUpload ................................................... 24
Appendix ..................................................................................................................................... 31
Spending Plan Exceptions ....................................................................................................... 31
Page 3
1. Overview
Spending PlansWBS Elements
Spending Plans for WBS Elements

1. Overview
Work Breakdown Structure (WBS) Elements can have a Spending Plan created to measure
how actual costs are coming in against the WBS. These Spending Plans are a tool to help
the user know how their spending is progressing, but they do not have any Budget Authority,
as this is maintained by the City Budget Office (CBO).
The good thing about spending plans getting applied against WBS Elements, is it gives the
user an idea of what they have spent and how much money they have remaining. In
addition, where the CBO controls Budget, the individual Bureaus control their Spending
Plans and can change them at any time.
Hints / Tips:
There are four possible ways to create a Spending Plan. You can enter the Spending Plan for a
single WBS Element or multiple WBS Elements; and each of these methods can be done
either manually with an SAP form, or they can be uploaded using an Excel spreadsheet.
1. The manual process uses the following values for single WBS element spending plan
entry:
A) Version: 0 (Default Value)
B) From Period: 1 (Default Value)
C) To Period: 12 (Default Value)
D) Fiscal Year: -- Blank -E) WBS Element: -- Blank
F) Grant: Not-Relevant (Default Value)
G) Fund: -- Blank -H) Functional Area: -- Blank -I) Cost Element: 500000 (Default Value)
J) to: 699999S (Default Value)
Note: The Cost Element range entered will limit the user to only those that fall within the
range noted. With Default Values, no revenue cost elements (starting 4xxxxx) will be
allowed to be entered unless changed.
2.
For multiple WBS element cost plan entry the values are the same as for single entry
except you will enter a range instead of a single WBS element: WBS From: To:
Note: The WBS range entered will limit the user to only those that fall within the noted
range.
The Default Values can be over-written, but will most commonly be the values the end-user
will use.
Page 4
Spending Plans
1. Overview
Data Entry Screen Values:

A)
B)
C)
D)
E)
F)
Cost Element: -- Blank -- (Limited to range entered on initial screen)

Total Plan Costs: -- Blank -- (Dollars planning to spend)
Distribution Key: Z01 (Default Value) 1st Accounting Period
Total Plan Consumption: -- Blank (Normally No. of Hours Planned)
Distribution Key: Z01 (Default Value) 1st Accounting Period
Unit of Measure: -- Blank (Normally Hours)
Note:
1. Revenues should be entered as a negative value for SAP Standard Reports to properly
report variances.
2. Not all Cost Elements will allow Planned Costs to be recorded against them, as some
are set for unit costs, tied to other SAP Objects that the City has not yet implemented.
A list of Cost Elements can be found at the following website:
http://www.portlandoregon.gov/cao/article/455796
3. Planned Consumptn refers more to labor hours used. This is used in association with
Unit (usual value HR) and is made available for some whom have asked for it.
Page 5
2. Spending Plans for WBS ElementsManual

Process
2. Spending Plans for WBS ElementsManual Process

2.1 Single WBS Element Spending Plan EntryManual Process
Transaction: CJR2Planning Cost Elements (for WBS Elements)
Procedure:
Perform the following steps in order to refresh the data presented.
Step 1: Provide the base data required for posting the Spending Plan
A)
B)
C)
D)
E)
Version: 0
From Period: 1
To Period: 12
Fiscal Year: 2014
WBS Element: S00008
Page 6
Spending Plans
F)
G)
H)
I)
J)
Grant: Not-Relevant
Fund: 708000
Functional Area: LAES0000000000GL
Cost Element: 500000
to: 699999S
Step 2: Click the Overview Screen Icon
Page 7

Process
Step 3: Enter Cost Element and Amount for lines requiring a Spending Plan and hit Enter
Key
A)
B)
C)
D)
E)
Cost
Element
511100
514100
521000
563300
651501S
Page 8
Plan
Costs
10,000.00
6,000.00
25,000.00
250,000.00
1,500.00
Dist
Key
Z01
Z01
Z01
Z01
Z01
Plan
Consp
Dist
Key
Z01
Z01
Z01
Z01
Z01
Unit
Mesr
Spending Plans
Step 4: Click Save Icon.
Page 9

Process
Step 5: Verify Entry of Planned Values (Also way to Edit Spending Plan), Click Overview
Screen Icon
Step 6: To edit the Spending Plan, update values, and/or add new Cost Elements, and save
work as noted in step 4. The new values will over-write existing values.
Page 10
Spending Plans
2.2 Multiple WBS Element Spending Plan EntryManual Process

Transaction: CJR2Planning Cost Elements (for WBS Elements)
Procedure:
Step 1: Click Next Layout Icon once, to Z-WBS-MULTI (CoP: WBS Entry-Multiple)
Page 11

Process
Step 2: Provide the base data required for posting the Spending Plan
A)
B)
C)
D)
E)
F)
G)
H)
I)
J)
K)
Version: 0
From Period: 1
To Period: 12
Fiscal Year: 2014
WBS From: S00008
To: S00011S
Grant: Not-Relevant
Fund: 708000
Functional Area: LAES0000000000GL
Cost Element: 500000
to: 699999S
Page 12
Spending Plans
Step 3: Click the Overview Screen Icon
Page 13

Process
Step 4: Enter Cost Element and Amount for lines requiring a Spending Plan and hit Enter
Key
A)
B)
C)
D)
E)
F)
G)
H)
WBS
Element
Mesr
S00010.CAP
S00010.CAP
S00010.CAP
S00010.CAP
S00011.CAP
S00011.CAP
S00011.NON
S00011.NON
Page 14
Cost
Element
Plan
Costs
Dist
Key
511100
514100
563100
563300
511100
514100
512100
514100
25,000.00
15,000.00
50,000.00
450,000.00
29,000.00
21,000.00
3,500.00
2,000.00
Z01
Z01
Z01
Z01
Z01
Z01
Z01
Z01
Plan
Consp
Dist
Key
Unit
Z01
Z01
Z01
Z01
Z01
Z01
Z01
Z01
Spending Plans
Step 5: Click Save Icon.
(Sample Value Step 5a)
Page 15

Process
Step 6: Verify Entry of Planned Values (Also way to Edit Spending Plan), Click Overview
Screen Icon
Step 7: To edit Spending Plan, update values, and/or add new Cost Elements, and save
work as noted in step 5. The new values will over-write existing values.
Page 16
3. Spending Plan for WBS ElementsUpload
Spending Plans

3.1 Single WBS Element Spending Plan EntryUpload
Procedure:
Step 1: Load Excel and WBS_Upload_Template.xlsx. A copy can be found at
Recommendation:
Create a folder on your Computer Desktop labelled WBS Planning

and save template there.
Sample:
Step 2: Complete Spreadsheet with data.
A)
B)
C)
D)
E)
F)
Data Element
Description
Version:
Period:
To:
Fiscal Year:
WBS Element:
Line Item Detail
1) Grant:
2) Fund:
3) Functional Area:
4) Cost Element:
5) Blank :
6) Planned Costs:
7) Distribution Key:
1)
8) Planned Consumptn:
1)
10) Unit:
11) Record Quantity:
12) Long Text exists:
Sample
Value
0
1
12
2014
7WATR0000709
Possible
Source
(Always)
(Recommend)
(Recommend)
(Usually Current Fiscal Year)
(User Identify)
Not-Relevant
602000
PUDIDMPD000000BW
511100
100,000.00
Z01
(Usually, unless Grant WBS)

(Usually Fund WBS is tied to)
(Usually WBS Functional Area)
(User Determines)
-- Leave Blank -(User Determines)
(Recommend, Posts to Period
0.00
Z01
(Recommend)
-- Usually Leave Blank --- Usually Leave Blank --- Leave Blank -Page 17
Completed Sample:
Note: Each time a value is written to an existing combination of costing objects, the new
value will replace any existing value present.
Step 3: Save your work (Recommended naming convention: WBS_xxxxxx, xxxxxx = WBS
Number), in the WBS Planning directory on your Computer Desktop and repeat for each
WBS Element you are planning for. However, to be uploaded, it must start WBS and the
file type must be Text (Tab delimited), which will place file extension (suffix) of .txt at the
end. Thus, your file name would be something like WBS_xxxxxx.txt.
Step 4: Log into SAP and go into WBS Element Planning (t-code CJR2)
Step 5: Click Next Layout Icon, twice.
To insure you are at the correct Cost Planning Layout, check that these two things are at the
top of the screen:
1. There will be Three Icons
2. Screen Layout Name: Z-WBS SINGL CoP: WBS Entry-Single
Step 6: Proceed to Upload Screen, From Command Line

Extras > Excel Planning > Upload
Page 18
Spending Plans
Step 7a: Single file (Multiple files within a Directory, move to Step 7b)
A)
B)
C)
D)
E)
F)
Click Import single file radio button

Click File Selection Icon, navigate to file to be uploaded
Click 1,234,567.89 radio button
Click , radio button
Click Execute Icon
Review Results (Step 8)
Page 19
Step 7b: Upload Directory (Multiple files)
A)
B)
C)
D)
E)
F)
Click Import file directory radio button

Click File Selection Icon, navigate to directory to be uploaded
Click Execute Icon
Step 8: Review Results

Failed Results:
A) Click Back Icon

B) Click Logs Icon
Page 20
Spending Plans
C) Click Execute Icon
Page 21
D) Scroll output down to last execute run(s).

E) Double Click on file(s) that failed
Page 22
Spending Plans
F) Review Messages
G) Update data file(s) as necessary and re-execute upload (Error here is Cost Element
cannot have Planning values applied to it in this process, Cost Element updated to
652501S).
Successful Results:
Page 23
3.2 Multiple WBS Element Spending Plan EntryUpload

Procedure:
Step 1: Load Excel and Project_Upload_Template.xlsx. A copy can be found at
Recommendation:
Create a folder on your Computer Desktop labelled Project Planning

and save template there.
Sample:
Step 2: Complete Spreadsheet with data.
A)
B)
C)
D)
E)
Data Element
Description
Version:
Period:
To:
Fiscal Year:
Line Item Detail
1) WBS Element
2) Grant
3) Fund:
4) Functional Area:
5) Cost Element:
6) Blank :
7) Planned Costs:
1)
9) Planned Consumptn:
1)
11) Unit:
12) Record Quantity:
Page 24
Sample
Value
0
1
12
2014
Possible
Source
(Always)
(Recommend)
(Recommend)
(Usually Current Fiscal Year)
S00019.CAP
Not-Relevant
602000
PUDIDMPD000000BW
511100
35,000.00
Z01
(User Identify)
(Usually, unless Grant Funded)
(Usually tied to WBS)
(Usually WBS Functional Area)
(User Determines)
-- Leave Blank -(User Determines)
0.00
Z01
(Recommend)
-- Usually Leave Blank --- Usually Leave Blank --
Spending Plans
Completed Sample:
Note: Each time a value is written to an existing combination of costing objects, the new
value will replace any existing value present.
Step 3: Save your work (Recommended naming convention: PROJ_xxxxxx, xxxxxx =

Project Number), in the Project Planning directory on your Computer Desktop and repeat
for each series you are planning for. However, to be uploaded, it must start PROJ and the
file type must be Text (Tab delimited), which will place file extension (suffix) of .txt at the
end. Thus, your file name would be something like PROJ_xxxxxx.txt.
Step 4: Log into SAP and go into WBS Element Planning (t-code CJR2)
Step 5: Click Next Layout Icon, three times
First two times, screen is like this.
Third time, screen is like this.
Page 25
To insure you are at the correct Cost Planning Layout, check that these two things are at the
top of the screen:
1. There will be Three Icons
2. Screen Layout Name: Z-WBS-MULTI CoP: WBS Entry-Multiple
Step 6: Proceed to Upload Screen, From Command Line

Extras > Excel Planning > Upload
Step 7a: Single file (Multiple files within a Directory, move to Step 7b)
A) Click Import single file radio button

B) Click File Selection Icon, navigate to file to be uploaded
Page 26
Spending Plans
C)
D)
E)
F)

Click Execute Icon
Step 7b: Upload Directory (Multiple files)
A)
B)
C)
D)
E)
F)
Click Import file directory radio button

Click File Selection Icon, navigate to directory to be uploaded
Click Execute Icon
Page 27
Step 8: Review Results

Failed Results:
A) Click Back Icon

B) Click Logs Icon
C) Click Execute Icon
Page 28
Spending Plans
D) Scroll output down to last execute run(s).

E) Double Click on file(s) that failed
F) Review Messages
Page 29
G) Update data file(s) as necessary and re-execute upload (Error here is Cost Element
cannot have Planning values applied to it in this process, Cost Element updated to
652501S).
Successful Results:
Page 30
Spending Plan Exceptions
Spending Plans
Appendix
CityofPortland
SpendingPlanExceptions
CostElementsUnabletoHoldSpendingPlanDollarValues
Cost
Element
499999
595100
595200
595300
595400
595500
595521
595522
595531
595540
595600
599999
651101
651102
651103
651104
651105
651106
651107
651109
651110
651111
651112
651113
651114
651201
651202
651203
651204
651205
Suggested
CostElement
Replacement
None
None
None
None
None
None
None
None
None
None
None
None
651101S
651102S
651103S
651104S
651105S
651106S
651107S
651109S
651110S
651111S
651112S
651113S
651114S
651201S
651202S
651203S
651204S
651205S
Whyitwillnotholdavalue
CostElementisusedforSettlementsOnly
RestrictedbySAPConfigurationonCostElementCategory
Page 31
651206
651207
651208
651209
651210
651211
651303
651305
651306
651307
651401
651402
651403
651501
651502
651504
651505
651506
651507
651508
651509
651510
651511
651530
651531
651532
651533
652101
652105
652109
652113
652117
652121
652125
652129
652133
652201
652205
652209
652213
652217
Page 32
651206S
651207S
651208S
651209S
651210S
651211S
651303S
651305S
651306S
651307S
651401S
651402S
651403S
651501S
651502S
651504S
651505S
651506S
651507S
651508S
651509S
651510S
651511S
651530S
651531S
651532S
651533S
652101S
652105S
652109S
652113S
652117S
652121S
652125S
652129S
652133S
652201S
652205S
652209S
652213S
652217S
Spending Plans
652221
652225
652229
652233
652237
652241
652245
652249
652301
652305
652309
652313
652317
652321
652325
652329
652401
652405
652409
652413
652417
652421
652425
652429
652501
652505
652509
652513
652517
652521
652525
652529
652533
652537
652541
652601
652605
652609
652613
652617
652621
652221S
652225S
652229S
652233S
652237S
652241S
652245S
652249S
652301S
652305S
652309S
652313S
652317S
652321S
652325S
652329S
652401S
652405S
652409S
652413S
652417S
652421S
652425S
652429S
652501S
652505S
652509S
652513S
652517S
652521S
652525S
652529S
652533S
652537S
652541S
652601S
652605S
652609S
652613S
652617S
652621S
Page 33
652625
652629
652633
652637
652645
652649
652653
652655
652657
652661
652665
652669
652673
652677
652681
652685
652689
652693
659999
660010
660020
499999S
599999S
610010S
610020S
610040S
610510S
610520S
610530S
620010S
620020S
620030S
620040S
651520S
651521S
651522S
651523S
651524S
659999S
660010S
660020S
Page 34
652625S
652629S
652633S
652637S
652645S
652649S
652653S
652655S
652657S
652661S
652665S
652669S
652673S
652677S
652681S
652685S
652689S
652693S
None
None
None
None
None
610010
610020
610040
610510
610520
610530
620010
620020
620030
620040
651520
651521
651522
651523
651524
None
None
None
CostElementistiedtouseofActivityTypesandRates
Spending Plans
Page 35

WBSSpend Plans UG

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Spending Plans for

This document last modified: 5/1/2014

Spending PlansWBS Elements

Spending Plans for WBS Elements

This document last modified: 5/1/2014

Data Entry Screen Values:

Cost Element: -- Blank -- (Limited to range entered on initial screen)

2. Spending Plans for WBS ElementsManual

Spending PlansWBS Elements

2. Spending Plans for WBS ElementsManual Process

This document last modified: 5/1/2014

2. Spending Plans for WBS ElementsManual Process

Step 2: Click the Overview Screen Icon

2. Spending Plans for WBS ElementsManual

Spending PlansWBS Elements

This document last modified: 5/1/2014

2. Spending Plans for WBS ElementsManual Process

Step 4: Click Save Icon.

2. Spending Plans for WBS ElementsManual

Spending PlansWBS Elements

This document last modified: 5/1/2014

2. Spending Plans for WBS ElementsManual Process

2.2 Multiple WBS Element Spending Plan EntryManual Process

2. Spending Plans for WBS ElementsManual

Spending PlansWBS Elements

This document last modified: 5/1/2014

2. Spending Plans for WBS ElementsManual Process

Step 3: Click the Overview Screen Icon

2. Spending Plans for WBS ElementsManual

Spending PlansWBS Elements

This document last modified: 5/1/2014

2. Spending Plans for WBS ElementsManual Process

Step 5: Click Save Icon.

(Sample Value Step 5a)

2. Spending Plans for WBS ElementsManual

Spending PlansWBS Elements

This document last modified: 5/1/2014

3. Spending Plan for WBS ElementsUpload

3. Spending Plan for WBS ElementsUpload

Create a folder on your Computer Desktop labelled WBS Planning

Step 2: Complete Spreadsheet with data.

(Usually, unless Grant WBS)

3. Spending Plan for WBS ElementsUpload

Spending PlansWBS Elements

Step 6: Proceed to Upload Screen, From Command Line

This document last modified: 5/1/2014

3. Spending Plan for WBS ElementsUpload

Click Import single file radio button

3. Spending Plan for WBS ElementsUpload

Spending PlansWBS Elements

Step 7b: Upload Directory (Multiple files)

Click Import file directory radio button

Step 8: Review Results

A) Click Back Icon

This document last modified: 5/1/2014

3. Spending Plan for WBS ElementsUpload

C) Click Execute Icon

3. Spending Plan for WBS ElementsUpload

Spending PlansWBS Elements

D) Scroll output down to last execute run(s).

This document last modified: 5/1/2014

3. Spending Plan for WBS ElementsUpload