CA800 Structures in Project Management (46C)

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n Material Number: 5004 2366

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Project Management- Structures

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Project Management

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Project Management- Reporting

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Project Management- Accounting

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n In each unit of this course, there is a slide entitled "Business Scenario." These slides describe a real-world 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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n Projects are planned tasks with specific characteristics:

é They are usually complex, unique, and can involve a high degree of risk.

é They have precise targets which are agreed between the ordering party (project sponsor) and thecontractor.

é They are limited in duration, and are cost and capacity intensive.

é Several departments are involved in a project.

é They are subject to specific quality requirements.

é They are often strategically important for the business carrying them out.

n Projects are usually an integral part of a company’s business processes. If you want to be able toregulate and control all of the tasks involved in carrying out a project, you will need to set up aproject-specific organizational team. From an organizational point of view, this should be located"between" the user departments involved (i.e. act as a central interface).

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

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n The project itself comprises several phases. A high degree of precision is required when planningand coordinating large and complex projects. When planning the flow of a project, you will scheduledeadlines and dates, make resources available, and allocate funds. The Project System supports youin all project phases.

n The various phases depicted above represent an ideal project flow. In your own specific project, youcan omit certain phases, overlap phases with other phases, or allow certain phases to run in parallelto each other.

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n The success of any project is only partially dependent on the planning tool used (for example, theR/3 Project System). This training course does not examine the question of how best to structuredifferent types of project. There is a wealth of literature available on this subject. The points listedabove are simply basic rules that you must observe in order to manage projects successfully.

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n Be specific

n Get the signatures you need

n Always have a contingency plan ready

n Express yourself clearly and intelligibly, and present information in a way that can be easily visualized

n Monitor the project

n All team members should be fully aware of the requirements

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n A work breakdown structure (WBS) is a model of a project, and shows the project activities to befulfilled in hierarchical form. It forms the operative basis for planning costs, revenues, and payments,as well as for scheduling, and budgeting.

n Activities are used to show the flow of a project or of the actions involved in a project. Individualactions can be linked to each other in terms of so called “activities”. Activities form the operativebasis for planning and controlling dates, costs, and resources (personnel, machinery, materials).

n When activities are assigned to WBS elements, the dates and costs defined in the individual activitiesare totaled up (aggregated) at the WBS level, and can be evaluated. Activity funds already assignedare checked against the budgets of the WBS elements.

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

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

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n Common abbreviations in R/3:

• WBS (work breakdown structure)

• WBS element (work breakdown structure element)

n A work breakdown structure comprises work breakdown structure elements and their hierarchicalstructure.

n The project definition contains default values and profile data for the WBS elements, for exampleassignments to particular organizational units in the R/3 system. The basic dates for the entire projectand the planning parameters for costs and dates are stored at the project definition level. The projectdefinition thus forms a frame round the project.

n 1RWH��A project definition is not an account assignment object (that is, you cannot post to it).

n The WBS elements form the operative basis of a work breakdown structure. Planning data and actualdata is recorded and aggregated at the WBS element level.

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n In addition to the transactions above, you can also use the Structure/Dates information system tomake changes to existing work breakdown structures. You can also use the Information System tocreate new project structures.

n 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.

n 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 standardWBS, you can generate a WBS when you save your new network.

n Assembly processing is another indirect method of generating a network or a WBS from a sales order(see the unit entitled Assembly Processing).

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n The project profile is the most important profile for the work breakdown structure. It contains defaultvalues and control data for the project. For the sake of clarity, the project profile is subdivided intofour sections: Control, Organization, Planning board/dates and Controlling. The various fields in theproject profile are dealt with in more detail in the appendix.

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n In the "Project Number Coding Mask" table in Customizing, you define the appearance of the codingmasks in the Project System. Please note that, even though you can make additions to the masks later,you cannot take anything away if WBSs have been already created using this project coding mask.

n In the "Special Characters" table, you specify the special characters for WBSs, and you also specifythe following for the project coding: whether coding must be used, how long the key should be, andwhether this length is compulsory. In Release 4.6, there is a new indicator which you can use todefine a temporary placeholder for determining a project number automatically. This placeholder isonly used if a free project coding FDQQRW be determined automatically.

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s/R X-U-UkY UFd�QTR QTS�QTU-ViIf5fFr�XF`5`TY dkU-r�QTR QTSlQ-U�VNGY R R Y U-d�QTR QTSlQ-U�V�I] oexTv-Y UTd�MONjP�QTR r= @�>5� H5� >5��D� E-� � ?�C�A K�-� E � ?�C�A5>�?�B � @�� A � E5@�K

��F��?� ?��G?5@�A�T?�A J�E-� ��cC�A � HF� A ��cC�A � HF� A �\?� ?��\?�@�A�jD�A ?�� DF C�E-�\��E5@�?�@�A K�\� ?�K�A EF@�?�5��A ?��A�TE�C��5�G?�@�A K

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

n You can use the Project Builder to create and edit a WBS or networks in an integrated environmentor individually. When you edit WBS’s and networks in the Project Builder you can switch betweenthe various views (detail screen and overviews), graphics, and the project planning board - quicklyand efficiently. You will find out more about the Project Builder in this unit and in the next units ofthis course.

n The Project Builder has 3 windows: the structure overview (top left), the worklist (bottom left), and adisplay/edit area on the right.

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n You use operative indicators to define the characteristics of a WBS element, and to specify whattasks the WBS element will assume during project execution:

é WBS elements for which you want to plan costs are flagged as planning elements.

é WBS elements to which you want to post actual costs are flagged as account assignment elements.

é WBS elements for which you want to plan or post revenues are flagged as billing elements.

n Other indicators for WBS element functions during project execution are: Statistical and groupingelement

é 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 isan accounting element or a billing element.

é You use grouping WBS elements to group the material requirements from several WBS elementsfor components kept in project stock in one or more projects on one WBS element.

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n You can assign objects to WBS elements to perform additional functions, some of them in othermodules. Examples include:

é Milestones, which you can use, say, to plan and follow the progress of a project

é Billing plans to plan and schedule revenues

é Documents and texts to give more precise specifications for a WBS element

é Project team (as of Release 4.6) to use persons from this team when distributing work at theactivity level

é Investment program items to manage and distribute a budget at a level higher than the project

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

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

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n The statuses determine which business transactions are permitted and which are prohibited in thesystem. The system statuses have been set up by SAP and cannot be changed. They control the mainbusiness transactions. You can, however, define your own user statuses to attain a greater level ofdetail.

n You define user statuses in the status profile in Customizing. You can enter your user statuses here,and define which business transactions are permitted or prohibited

n You can also specify the sequence in which user statuses should occur.

n The user status can be set or deleted manually for several WBS elements at the same time.

n Individual status profiles can be defined for a project definition and WBS elements. If a status profilehas not yet been defined in the project profile, you can still specify in the application which statusprofile should be used the first time you set a user status.

© SAP AG CA800 2-16

SAP AG 1999

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n Example: The system status of a WBS element is &UHDWHG - this means, among other things, that thebusiness transaction &UHDWH�3XUFKDVH�2UGHU�is permitted� However, you can now set a user status*(4XRWDWLRQ, for example)�which prohibits purchase orders being created.

* You must already have defined a suitable status profile in Customizing for PS.

n It is possible to permit a transaction, but to have the system issue a warning at the same time. In thiscase, 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.

© SAP AG CA800 2-17

SAP AG 1999

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n In the above example, the user status "OBzS" can be set in two ways: manually, or automatically as afollow-on action when an original budget is entered. If this user status is set, a warning is issued bythe system when the original budget is changed.

n You must create a status profile for certain types of objects. In the Project System, these are: SURMHFWGHILQLWLRQ, :%6�HOHPHQW, QHWZRUN�KHDGHU and/or QHWZRUN�DFWLYLW\.

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n Milestones are events that are of particular significance or interest to the project flow.They are assigned to individual WBS elements or activities (see the unit "Networks").

n Milestones can be used both in operative WBS’s and standard WBS’s.

n Milestones are created either manually or by copying from a standard milestone. If you wish, youcan also include a group of milestones. A so-called "milestone group" is made up of several standardmilestones. It is created in Customizing for PS, and individual standard milestones are assigned tothe group.

n Standard milestones can only be used to copy from (in other words, they cannot be used in theoperative process).

n As of Release 4.5, you can use milestones for the purposes of milestone trend analysis.

© SAP AG CA800 2-19

SAP AG 1999

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8VHU�ILHOGV��$OSKDQXPHULF��[��1XPHULF��[�TXDQWLW\��[�FXUUHQF\��'DWH��[��&KHFNER[HV��[�

)LHOG�NH\��'HWHUPLQHV�QDPHV�RI��XVHU�GHILQHG�ILHOGV

n You can enter specific data in user-defined fields for every WBS element. The system provides twotext fields 20 characters long, two text fields 10 characters long, two quantity fields with quantityunits, two value fields with currency units, two date fields and two checkboxes.

n The field key determines the name of the respective user field, and specifies whether it is ready forinput. If you change the field key for the WBS element, the name of the user-defined field itselfchanges, but the contents of the field stays the same. If you evaluate user-defined fields in theinformation system and use different field keys, this can cause confusion and lead to misinterpretation(due to the different names of the user-defined fields). You define field keys in PS Customizing.

n You can define a user exit that enables you to develop your own special checks for user-defined fields.

n If the user-definable fields available do not satisfy your requirements, you can use a user exit todevelop additional fields for WBS elements (and the project definition).

© SAP AG CA800 2-20

SAP AG 1999

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n You can enter PS texts for each WBS element. At the same time, however, it is possible to use thesame PS text several times in different work breakdown structures. You use either the R/3 SAPscriptEditor or Microsoft Word to enter PS texts. Whichever option you use, the PS texts themselves arephysically stored in the R/3 System.

n You can only assign documents to WBS elements if the R/3 Document Management System (DMS)has been implemented and configured accordingly.

n Documents relating to WBS elements can be displayed in a browser on the Internet or on an intranet.

n You can assign PS texts to copy templates (standard WBS’s).

n PS texts can be categorized according to text type (for example, note, idea, etc.).

n You cannot assign either PS texts or documents to the project definition.

© SAP AG CA800 2-21

SAP AG 1999

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Identification / view selection

Activity Details

Overview

Linked documents

Current VersionAll versions

Worklist

WBS elementNetworkActivity

Individual objects

Templates

n In PS, you can create assignments to documents in the Document Management System, or you cancreate new documents. The picture above depicts the Project Builder. In the Project Builder, you canassign documents either in the document overview or by dragging and dropping from the templatearea.

© SAP AG CA800 2-22

SAP AG 1999

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NetworkWBS elementProject definition

Define access objectsDefine access objects

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â�ãlä�ålæèç�é)ê�ëíì5ãLîªï¥îFãGðFç�ä3ê

ReadDescriptionDefinitionMaximum no. of hits

Description Project def.Elevator

Elevator XLDemo: Documents@web

n As of Release 4.6C, you can assign documents to your project on the Internet (service CNW4).

n If you use this functionality, the following activities are performed in a single step:

é A document master record is created

é This master record is linked to the object in question (WBS element, network activity)

é The document is checked in to the Knowledge Provider (KPRO)

© SAP AG CA800 2-23

SAP AG 1999

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n You can use Documents@Web to create new documents and assign them to activities or WBSelements. Please note, though, that it is not possible to link a new document to an existing document.

n All of the documents pertaining to your project are displayed in an overview. It does not matterwhether the link was created in R/3 or using Documents@web.

© SAP AG CA800 2-24

SAP AG 1999

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Object linkObject link

Are you looking for a document that is linked to a specific object type?

If so, select the object type in question. If not, select "No object type."No object type

CriteriaCriteria

Do you know any keywords from the document or the linked object?

You can enter search criteria in one or both areas.

If so, enter these below. Find:

Do you know any values for any of the criteria listed below?

If so, enter these criteria and enter the appropriate values to the right.

Delete

Find

Document content Logic

n This search functionality gives you Web access to find documents in the Document ManagementSystem (DMS). You can use a search engine to find these documents - you do not need to haveaccess to the SAP GUI of the SAP system.

n If you enter the following data, you will speed up your search considerably:

é Data from the document info record (metadata)

é Contents of the original file (full-text search)

é Data from projects to which the document is assigned

é Characteristic values (when the documents are classified)

n You can run the full-text search and attribute-based search using the components of the IndexManagement Service (IMS). Prerequisite for full-text search: the Knowledge Provider (KPRO).

© SAP AG CA800 2-25

SAP AG 1999

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Originals

1 document found

Search conditions:

Document content: Logic

Object link

n The results of the search are displayed in a list. From this list, you can process the documents asfollows:

é You can display the document info record and the original files to which the document is linked

é You can change the original file and transfer the data immediately from your Web browser to theSAP system.

é You can start a company-specific process for a selected document (for example, changing the status).

© SAP AG CA800 2-26

SAP AG 1999

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EH�DVVLJQHG�WR�DQRWKHU�SURMHFW�GHILQLWLRQ�ODWHUl 6SHFLI\�ZKR�LV�UHVSRQVLEOH�IRU�WKH�YDULRXV�:%6�HOHPHQWV

l 'RQW�XVH�PRUH�WKDQ��:%6�HOHPHQWV��RWKHUZLVH�V\VWHP�SHUIRUPDQFH�ZLOO�VXIIHU�

n For advice on improving performance in the Project System, see notes 68383 and 206264 in theSAPNet - R/3 Frontend.

© SAP AG CA800 2-27

SAP AG 1999

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

© SAP AG CA800 2-28

SAP AG 1999

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l $�ZRUN�EUHDNGRZQ�VWUXFWXUH�FRQVLVWV�RI�DSURMHFW�GHILQLWLRQ�DQG�:%6�HOHPHQWV�ZLWKKLHUDUFKLFDO�UHODWLRQVKLSV�

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• Project profile

• Project Builder

• Hierarchy graphic

7RSLF��,QVWUXFWRU�3UHSDUDWLRQV1-1 During this training course, attendees will also work through some Customizing

exercises. This means that you will need to deactivate the lock logic forCustomizing – otherwise participants will block each other when they workthrough the exercises. Do this by running the appropriate report.

6\VWHP�→�6HUYLFHV�→�5HSRUWLQJ3URJUDP�³=6(142))´&OLFN�WKH�³([HFXWH´�LFRQYou have now deactivated the lock logic in the client for the training course.Go back to the SAP Easy Access Menu.

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In the following exercises, you will create a work breakdown structure(WBS). The main transaction you will use to do this will be the ProjectBuilder transaction. You will also use an older transaction (“ChangeWork Breakdown Structure”) – but only for the purpose of comparison.

1-2 First of all, create a project profile in Customizing. Use profile 1004 as a templateto copy from, and tailor it to your needs. Assign your user to the project manager(person responsible) that corresponds to your course group number.

© SAP AG CA800 2-30

1-2-1 Create the project profile GR## (*5��6'�3URMHFWV).Use profile 1004 to copy from.

3URMHFW�6\VWHP�&XVWRPL]LQJ6WUXFWXUHV�→�2SHUDWLYH�6WUXFWXUHV�→�:RUN�%UHDNGRZQ�6WUXFWXUH��:%6�→�&UHDWH�3URMHFW�3URILOH6HOHFW�WKH�OLQH�FRQWDLQLQJ�SURILOH��&OLFN�WKH�³&RS\�DV��´�LFRQ&KDQJH�WKH�QXPEHU�DQG�WH[W�RI�WKH�SURMHFW�SURILOH��DV�VSHFLILHG�DERYH�&OLFN�WKH�³7UDQVIHU�(QWHU´�LFRQ

1-2-2 Change some of the settings in your profile (GR##):

6HOHFW�OLQH�ZLWK�*5��&OLFN�WKH�³'HWDLOV´�LFRQ6HOHFW�YDULRXV�WDE�SDJHV�DV�VKRZQ�EHORZ&RQWURO�tab page:

)LHOG�1DPH 9DOXHVProj. type &3Only one root &KHFN�WKLV�ER[Proj. summ. MastDa &KHFN�WKLV�ER[6XEVWLWXWLRQ group box:%6�HOHPHQWV�field

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2UJDQL]DWLRQ tab page:

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© SAP AG CA800 2-31

&RQWUROOLQJ tab page:

)LHOG�1DPH 9DOXHVBudget profile 1RQHLeave other fields as they are

Save your project profile, and exit the project profile transaction.

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1-2-3 Assign the person responsible ## (project manager) to your user.

3URMHFW�6\VWHP�&XVWRPL]LQJ6WUXFWXUHV�→�2SHUDWLYH�6WUXFWXUHV�→�:RUN�%UHDNGRZQ�6WUXFWXUH��:%6�→�6SHFLI\�3HUVRQV�5HVSRQVLEOH�IRU�:%6�(OHPHQWV)LQG�SHUVRQ�UHVSRQVLEOH��(QWHU�\RXU�XVHU�QDPH�LQ�WKH�³2IILFH�XVHU³�ILHOG�Save your changes, and exit the transaction for maintaining personsresponsible.

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1-3 To create a work breakdown structure, call up the Project Builder.

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1-3-1 Create a project called E-99##.

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1-3-2 Enter the following data in the project definition:

)LHOG�1DPH 9DOXHVProject def. (��Description *5��Project profile *5��6'�3URMHFWV�

&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ�

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

)LHOG�1DPH 9DOXHVWBS element (��Description *5��

&OLFN�WKH�³7HPSODWHV´�LFRQ�([SDQG�WKH�³,QGLYLGXDO�REMHFWV´�QRGH��FOLFN�WKH�REMHFW�³:%6�HOHPHQW´DQG��NHHSLQJ�\RXU�ILQJHU�GRZQ�RQ�\RXU�PRXVH�EXWWRQ��GUDJ�WKLV�XS�DQGGURS�LW�RQ�WKH�SURMHFW�GHILQLWLRQ�(QWHU�WKH�GDWD�DERYH&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ�

1-3-4 Now create more WBS elements manually in the WBS element overview.

Enter the following data:

:%6�HOHPHQW 'HVFULSWLRQ@1 (QJLQHHULQJ@11 0HFKDQLFDO�(QJLQHHULQJ@12 (OHFWULFDO�(QJLQHHULQJ

&OLFN�WKH�³:%6�HOHPHQW�RYHUYLHZ´�LFRQ�(QWHU�WKH�DERYH�GDWD&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ�

1-3-5 Up to this point, you have not structured the WBS elements hierarchically.Do this now by deriving the hierarchy.

&KRRVH��3URMHFW�→�'HULYH�VWUXFWXUH�→�([HFXWH�

1-3-6 You have now created a simple structure. Save this structure before youcontinue.

&OLFN�WKH�³6DYH´�LFRQ�

© SAP AG CA800 2-33

1-4 You will now enter details for the WBS elements. You will name personsresponsible, enter descriptions, define milestones, and set operative indicators. Youwill use the Project Builder to make all changes.

1-4-1 Start by setting the operative indicators. First, call up your project in theProject Builder.

Enter the following data:

:%6�HOHPHQW $FFW� 3( %LOOE-99## x x x

E-99##-1 x x

E-99##-1-1 x x

E-99##-1-2 x x

'UDJ�\RXU�:%6�IURP�WKH�³:RUNOLVW´�DUHD�XS�WR�WKH�³6WUXFWXUH´�DUHD�WRS�OHIW�DUHD��&OLFN�WKH�³:%6�HOHPHQW�RYHUYLHZ´�LFRQ�±�WKLV�ZLOO�HQDEOH�\RX�WR�HGLWDOO�RI�WKH�:%6�HOHPHQWV�DW�WKH�VDPH�WLPH�&KRRVH�WKH�³%DVLF�GDWD´�WDE�SDJH�(QWHU�WKH�DERYH�GDWD�DQG�FRQILUP�E\�FKRRVLQJ�WKH�³(QWHU´�LFRQ�

1-4-2 Now name the persons responsible for the individual WBS elements. Ineach case, specify your course group number as the person responsible.

&KRRVH�WKH�³5HVSRQVLELOLWLHV´�WDE�SDJH�,Q�WKH�³5HVSRQVLEOH�SHUVRQ´�ILHOG��HQWHU�\RXU�FRXUVH�JURXS�QXPEHU�&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ�

1-4-3 Assign status profile 13000000 to the level 1 WBS element. Start from theWBS element overview.

6HOHFW�WKH�SURMHFW�GHILQLWLRQ�&OLFN�WKH�³:%6�HOHPHQW�RYHUYLHZ´�LFRQ�±�WKLV�ZLOO�HQDEOH�\RX�WR�HGLWDOO�RI�WKH�:%6�HOHPHQWV�DW�WKH�VDPH�WLPH�6HOHFW�WKH�OHYHO��:%6�HOHPHQW�&KRRVH� (GLW�→�6WDWXV�→�6\VWHP�XVHU�VWDWXV.,Q�WKH�³6WDWXV�SURILOH´�ILHOG��HQWHU��&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ��DQG�FOLFN�³<HV´�LQWKH�GLDORJ�ER[�WKDW�DSSHDUV�7R�UHWXUQ�WR�WKH�3URMHFW�%XLOGHU��FOLFN�WKH�³%DFN´�LFRQ�

© SAP AG CA800 2-34

1-4-4 Create a milestone for the level 1 WBS element. This milestone shoulddenote the kick-off meeting for the project. Enter the following data:

)LHOG�1DPH 9DOXHVDescription Kick-off Meeting Group ##

Usage 00001

Offset ��Unit Day

,Q�WKH�³7HPSODWHV´�DUHD��FOLFN�WKH�REMHFW�³0LOHVWRQH�´�DQG�GUDJ�LW�XSWR�WKH�OHYHO��:%6�HOHPHQW�(QWHU�WKH�DERYH�GDWD&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ

1-4-5 In order to document your project, create a PS text for the level 1 WBSelement. Enter the following data:

)LHOG�1DPH 9DOXHVST (text type) ��Description 3URMHFW��T (text format) /HDYH�HPSW\TT (language) /HDYH�HPSW\

6HOHFW�WKH�WRS�:%6�HOHPHQW�LQ�WKH�VWUXFWXUH�WUHH�2Q�WKH�GHWDLO�VFUHHQ��FOLFN�WKH�³36�WH[W�RYHUYLHZ´�LFRQ�(QWHU�WKH�GDWD�DERYH�&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ��DQG�WKHQ�HQWHU�DWH[W�RI�\RXU�FKRLFH�7R�H[LW�WKH�WH[W��FOLFN�WKH�³%DFN´�LFRQ�1RZ�FOLFN�WKH�³:%6�HOHPHQW´�LFRQ�WR�JR�EDFN�WR�ZKHUH�\RX�VWDUWHG�

1-4-6 You have already made a whole range of settings in your work breakdownstructure. Now save your project.

&OLFN�WKH�³6DYH´�LFRQ�

© SAP AG CA800 2-35

1-5 Unfortunately, your project structure is still too simple to manage the projecteffectively. For this reason, please add more WBS elements to the WBS. For onceuse the older “Change work breakdown structure” transaction. With this transactionyou can make the same changes to WBS elements as in the Project Builder.

6$3�PHQX/RJLVWLFV�→�3URMHFW�6\VWHP�→�3URMHFW→�6SHFLDO�0DLQWHQDQFH�)XQFWLRQV�→:RUN�%UHDNGRZQ�6WUXFWXUH��:%6��→�&KDQJH��GRXEOH�FOLFN�WR�VWDUW�WUDQVDFWLRQ�

1-5-1 Call up the WBS element overview for your project.

(QWHU�WKH�QDPH�RI�\RXU�SURMHFW�GHILQLWLRQ�&OLFN�WKH�³:%6�HOHPHQW�RYHUYLHZ´�LFRQ�

1-5-2 Do not create the new WBS elements manually – include them bytransferring 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##), andincorporate the last 2 WBS elements into your project.

)LHOG�1DPH 9DOXHVWBS element on level 2 E-1004

Without root [Right [

6HOHFW�WKH�OHYHO��:%6�HOHPHQW�&KRRVH��3URMHFW�→�&RS\�IURP�&KRRVH�WKH�6WDQGDUG�:%6�WDE�SDJH�DQG�HQWHU�WKH�GDWD�DERYH�&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³:%6�HOHPHQW�RYHUYLHZ´�LFRQ�6HOHFW�RQO\�WKH�ODVW�WZR�:%6�HOHPHQWV�7R�UHSODFH�WKH�NH\�³��´�ZLWK�WKH�NH\�\RX�ZDQW�WR�XVH�IRU�\RXUSURMHFW��FOLFN�WKH�³5HSODFH´�LFRQ�7KHQ�FOLFN�WKH�³,QFOXGH´�LFRQ�±�WKLV�ZLOO�FRS\�WKH�VHOHFWHG�:%6HOHPHQWV�WR�\RXU�SURMHFW�

© SAP AG CA800 2-36

1-5-3 Create another WBS element in the hierarchy graphic – this WBS element isfor planning your quality assurance measures. To do this, you must firstdisplay the standard view of the hierarchy graphic. Enter the following data:

)LHOG�1DPH 9DOXHVWBS element E-99##-4

Description Quality Assurance

&OLFN�WKH�³+LHUDUFK\�JUDSKLF´�LFRQ�&KRRVH��9LHZ�→�6WDQGDUG�&OLFN�WKH�:%6�HOHPHQW�WKDW�FDQ�EH�LQVHUWHG��7KHQ�FOLFN�VRPHZKHUH�LQWKH�GLVSOD\�DUHD�(QWHU�\RXU�GDWD�DV�VSHFLILHG�DERYH�DQG�FRQILUP�\RXU�HQWULHV�E\FOLFNLQJ�WKH�³%DFN´�LFRQ�

1-5-4 The new WBS element is still at the wrong hierarchy level. Assign it tolevel 2 of the hierarchy. Use the &RQQHFW�icon to do this.

&OLFN�WKH�³&RQQHFW´�LFRQ�<RXU�FXUVRU�ZLOO�QRZ�DSSHDU�DV�D�SHQFLO�LQ�WKH�GLVSOD\�DUHD�.HHSLQJ�\RXU�ILQJHU�GRZQ�RQ�\RXU�OHIW�PRXVH�EXWWRQ��GUDJ�D�OLQH�IURPWKH�OHYHO��:%6�HOHPHQW�WR�WKH�:%6�HOHPHQW�FDOOHG�³4XDOLW\$VVXUDQFH´�

To deactivate the “Connect” function, click on an empty space in the displayarea.

1-5-5 Exit the hierarchy graphic, and save your changes.

&OLFN�WKH�³%DFN´�LFRQ�7KHQ�FOLFN�WKH�³6DYH´�LFRQ�

© SAP AG CA800 3-1

SAP AG 1999

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

© SAP AG CA800 3-6

SAP AG 1999

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+HDGHU�DFWLYLW\�DFFRXQWDVVLJQPHQW��FRVWLQJ�YDULDQWV�FKDQJH�SURILOH��6FKHGXOLQJ�W\SH��6FKHGXOHDXWRPDWLFDOO\��LQGLFDWRU�UHGXFWLRQ�VWUDWHJ\��

&RQILUPDWLRQ�SDUDPHWHUV;)< - � � �>= �� ?�� A@ <��B &KHFNV��ZRUNIORZ�SURSRVH�GHIDXOW��

n The network profile and network type are important tables in PS Customizing where you specify thecharacteristics of a network. They store default values and control data for the network in question.

n When you create a network, the network profile and the network type are passed on to the system, asis the reference to a plant. The system takes the plant and the network type, and, on the basis ofthese, searches for control data and default values in three other tables in Customizing: the3DUDPHWHUV�IRU�QHWZRUN�W\SH��the�&RQILUPDWLRQ�SDUDPHWHUV�and the 6FKHGXOLQJ�SDUDPHWHUV�profiles.

n The QHWZRUN�SURILOH, the QHWZRUN�W\SH and SDUDPHWHUV�IRU�QHWZRUN�W\SH are discussed in detail in theappendix.

© SAP AG CA800 3-8

SAP AG 1999

1HWZRUN�6WUXFWXUH

* if the network is header assigned** if the network is activity assigned

1HWZRUNKHDGHU

l 1HWZRUN,QWHUQDO�H[WHUQDO�QXPEHUV

l 1HWZRUN�KHDGHU'HIDXOW�YDOXHV��FRQWURO�YDOXHV$FFRXQW�DVVLJQPHQW�REMHFW

l $FWLYLWLHV3ODQQLQJ�HOHPHQW$FFRXQW�DVVLJQPHQW�REMHFW

l $FWLYLW\�HOHPHQWVl 5HODWLRQVKLSV

n The network header contains default organizational assignment and control data that applies to theentire network (similar to the project definition for WBS elements). In the network header, you canassign a network to a work breakdown structure, a sales order, or a superordinate network (if youwork with subnetworks).

n Activities form the basis for planning and executing networks. Each activity can be assigned to anyWBS element (as long as it is an account assignment element). The network is scheduled at theactivity level.

n Relationships determine the order in which activities are carried out. Consequently, relationships- and the duration of the activities - are essential for scheduling networks.

n You use activity elements to split activities up into more detail. The planning data entered foractivity elements supplements the planning data of the activities.

© SAP AG CA800 3-9

SAP AG 1999

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n 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 acost center provides an activity type and a rate so that planned costs can be calculated for the activity.

n External activities are used for procuring activities or services that are not procured within yourcompany. Purchase requisitions are generated that are processed in Purchasing.

n General cost activities allow you to plan cost that cannot be assigned to neither internal nor externalactivities, for example expenses or insurance premiums.

© SAP AG CA800 3-10

SAP AG 1999

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n Activity elements allow you to map network activities in greater detail. For example, it is possible tocomplement an internal processing activity, which describes the transportation of a material, with acost element, which describes the insurance for that transportation process.

n 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 activityelements have a date reference to the activity to which they are assigned. The activity elementsthemselves do not affect scheduling. For this reason, they do not have any relationships or durations.Materials and relationships are assigned to the superior activity.

n Example: several departments in your company work on the same activity. You use activity elementsto enable each department to plan independently while at the same time being bound to thescheduling data defined for the higher-level activity.

© SAP AG CA800 3-11

SAP AG 1999

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n 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) onthe detail screen of each relationship.

n In the network structure graphic, you can display relationships "time dependently", in order to illustratethe logical sequence of events. By default, all relationships are displayed as FS relationships in thenetwork structure graphic.

© SAP AG CA800 3-12

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Specification Mechanical Layout Procurement

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34 34340 340

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n 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).

n You can access the network structure graphic from various transactions in the Project System (fromthe network, from time scheduling, and from the Structure/Dates information system, for example).

n The cycle analysis is a function that you can only perform in the network graphic. A cycle is a closedsequence 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). If theactivity-relationship-activity path is cyclical, you will not be able to schedule the network. Cycleanalysis is a tool that enables you to detect cyclical relationships, and correct them.

© SAP AG CA800 3-13

SAP AG 1999

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n Resource planning in networks includes the planning of internal and external activities, theprocurement of materials, the assignment of texts and documents as well as the planning ofmilestones. When you plan milestone dates or determine the dates on which materials are required,you can reference the dates of the superordinate activity (you can of course also enter definite dateswithout referencing the activity).

© SAP AG CA800 3-14

SAP AG 1999

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n You can display the various levels in networks in the 2YHUYLHZ�WUHH in the &KDQJH�QHWZRUN transaction.

© SAP AG CA800 3-15

SAP AG 1999

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ID

Milestone

Basic data Functions Admin.

Usage Concept finished

Activity Enter concept

Usage

Milestone functions

Release stop ind.Trend analysis

Sales document date

Progress analysis

Progress analysis

Billing plan

Perc of completion

InvoicePercentg

Offset to activity

Latest dates

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Fixed date

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Actual dateSched. date

Concept finished

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n Milestones are events that are of particular significance to the project flow. You can assign milestonesto activities or WBS elements.

n If you want to use particular milestones several times in project planning, you should create standardmilestones, and use these as templates to copy from.

n You use milestones in the Project System for the following tasks and functions:

é To trigger defined milestone functions in activities

é For the milestone technique of progress analysis

é To determine dates in a sales order

é For information purposes

é For milestone trend analysis (as of Release 4.5)

© SAP AG CA800 3-16

SAP AG 1999

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Identification

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Basic data Functions Administr.

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Functions Parameter

FunctionRelease following activities

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n Milestone functions are functions in a network that are predefined by SAP. You can use them to triggera sequence of steps that carry out a business process.Examples:

é Release subsequent activities

é Release up to stop indicator

é Include standard network

é Create network

é Include subnetwork

é Start workflow task

© SAP AG CA800 3-17

SAP AG 1999

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n There is an exchange of data between the network and the subnetwork: the WBS assignment, salesorder 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 ispossible to copy the settlement rule, the profit center and the business area.

n The control key of the higher-level activity is changed on the basis of the network type of the higher-level network and of the subnetwork. This determines which tasks are carried out by the higher-levelactivity (relevance for costing, relevance for scheduling, etc.)

n You can also copy the relationships of the higher-level activity to the subnetwork.

n 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.

n 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.

© SAP AG CA800 3-18

SAP AG 1999

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

n Activity elements are also assigned to WBS elements. The assignment has the same functionality asin the case of the activities, but has no influence on time scheduling of WBS elements.

© SAP AG CA800 3-19

SAP AG 1999

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

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• Activities in the Project Builder

• Network graphic

7RSLF��$FWLYLWLHV�DQG�1HWZRUNVIn the following exercises, the first thing you will do is makeCustomizing settings for networks. Following on from this, you will thenadd activities to your work breakdown structure.

1-1 First of all, make settings in the important Customizing tables. Create a networktype, assign it to a number range, define parameters and scheduling parameters forthe network type, and generate a network profile.

1-1-1 Create a network type called GR## (use network type PS04 to copy from).Change the descriptive short text to “Group ##”.

3URMHFW�6\VWHP�&XVWRPL]LQJ6WUXFWXUHV�→�2SHUDWLYH�6WUXFWXUHV�→�1HWZRUN�→�6HWWLQJV�IRU1HWZRUNV�→�0DLQWDLQ�QHWZRUN�W\SHV6HOHFW�QHWZRUN�W\SH�36��&OLFN�WKH�³&RS\�DV��´�LFRQ&KDQJH�RUGHU�W\SH�DQG�GHVFULSWLYH�ORQJ�W\SH�DV�VSHFLILHG�DERYH&OLFN�WKH�³7UDQVIHU�(QWHU´�LFRQSave your entries, and exit the network type transaction.


Important: When you saved, the system assigned a number range (asspecified in the copy template). Normally, you would have to do this ina separate step.

© SAP AG CA800 3-23

1-1-2 Define parameters for your network type for plant 1300 (use the parametersfrom network type PS04 of plant 1300 to copy from). Change thedescriptive short text to “Group ##”.

3URMHFW�6\VWHP�&XVWRPL]LQJ6WUXFWXUHV�→�2SHUDWLYH�6WUXFWXUHV�→�1HWZRUN�→�6HWWLQJV�IRU1HWZRUNV�→�6SHFLI\�3DUDPHWHUV�IRU�1HWZRUN�7\SH6HOHFW�QHWZRUN�W\SH�36��IRU�SODQW��&OLFN�WKH�³&RS\�DV��´�LFRQ&KDQJH�WKH�QXPEHU�WR�QHWZRUN�W\SH�*5��&OLFN�WKH�³7UDQVIHU�(QWHU´�LFRQSave your entries, and exit the network type parameter transaction.


1-1-3 Create a network profile called GR## (use network profile 1004 to copyfrom). Enter your network type there. Change the descriptive short text to“Group ##”.

3URMHFW�6\VWHP�&XVWRPL]LQJ6WUXFWXUHV�→�2SHUDWLYH�6WUXFWXUHV�→�1HWZRUN�→�6HWWLQJV�IRU1HWZRUNV�→�0DLQWDLQ�QHWZRUN�SURILOHV6HOHFW�QHWZRUN�SURILOH��&OLFN�WKH�³&RS\�DV��´�LFRQ&KDQJH�WKH�QXPEHU�WR�QHWZRUN�SURILOH�*5��&KDQJH�WKH�GHVFULSWLRQ�WR�³*URXS��´&KDQJH�WKH�QHWZRUN�W\SH�WR�*5��&OLFN�WKH�³7UDQVIHU�(QWHU´�LFRQSave your entries, and exit the network profile transaction.


1-1-4 Define scheduling parameters for the network type in plant 1300. Use thescheduling parameters of network type PS04 in plant 1300 to copy from.Allow the start dates that are 999 days or less in the past, and change thescheduling type to „Forward“.

3URMHFW�6\VWHP�&XVWRPL]LQJ'DWHV�→�6FKHGXOLQJ�→�6SHFLI\�3DUDPHWHUV�IRU�1HWZRUN�6FKHGXOLQJ6HOHFW�QHWZRUN�W\SH�36��IRU�SODQW��&OLFN�WKH�³&RS\�DV��´�LFRQ&KDQJH�WKH�RUGHU�W\SH�WR�*5��6SHFLI\�VWDUW�LQ�WKH�SDVW�DV��GD\V&KDQJH�WKH�VFKHGXOLQJ�W\SH�WR��)RUZDUG�&OLFN�WKH��7UDQVIHU�(QWHU��LFRQSave your entries, and exit the scheduling parameter transaction.


© SAP AG CA800 3-24

1-1-5 Change your project profile (GR##). Enter your own network profile on the“ Planning board/dates” tab page.

3URMHFW�6\VWHP�&XVWRPL]LQJ6WUXFWXUHV�→�2SHUDWLYH�6WUXFWXUHV�→�:RUN�%UHDNGRZQ�6WUXFWXUH�:%6��→�&UHDWH�3URMHFW�3URILOH6HOHFW�SURILOH�*5��&OLFN�WKH��'HWDLOV��LFRQ6HOHFW�WKH�WDE�SDJH��3OJ�ERDUG�GDWHV��DQGHQWHU�*5��DV�WKH�QHWZRUN�SURILOH&OLFN�WKH�³7UDQVIHU�(QWHU´�LFRQSave your entries, and exit the project profile transaction.


1-2 You will now create activities with a direct link to the work breakdown structureyou created in the previous unit. When you use this technique, you do not have toworry about the details involved in creating a network. Using the Project Builder,call up your work breakdown structure, and first of all correct the control data inyour project definition. Enter your network profile (GR##).

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1-2-1 In order to plan costs for your team sessions, create a general costs activityfor the level 1 WBS element. Enter the following data:

)LHOG�1DPH 9DOXHVDescription Costs for Meetings

Amount 12000 UNI

Duration 20 days

Cost element 466000

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© SAP AG CA800 3-25

1-2-2 You commission an external service provider with the task of implementingquality assurance measures. Plan this into your project by assigning anexternal processing activity with the data below to the WBS element“ Quality Assurance” .

)LHOG�1DPH 9DOXHVDescription External Quality Assurance

Purchasing info record 5500000057

Activity quantity ��&OLFN�RQ�DQ�H[WHUQDO�SURFHVVLQJ�DFWLYLW\��³$FWLYLW\��H[WHUQDO�´�LQ�WKH³7HPSODWHV´�DUHD��DQG��NHHSLQJ�\RXU�ILQJHU�GRZQ�RQ�\RXU�PRXVHEXWWRQ��GUDJ�LW�WR�WKH�:%6�HOHPHQW�FDOOHG�³4XDOLW\�$VVXUDQFH´�<RX�ZLOO�QHHG�WR�H[SDQG�\RXU�SURMHFW�LQ�WKH�³6WUXFWXUH´�DUHD�(QWHU�WKH�GDWD�DERYH�&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ�,I�QHFHVVDU\�FRUUHFW�WKH�DFWLYLW\�TXDQWLW\�

1-2-3 Up to now, you have created all activities manually. You will probably havenoticed that this is a tedious process, and prone to errors. Now use atemplate (standard network E-1002) to create more activities for the WBSelement called “ Engineering” . Create the network with network profileGR##, network type GR## in plant 1300.

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© SAP AG CA800 3-26

1-2-4 The activities you have just included are all assigned to the WBS elementcalled “ Engineering” . Reassign as follows:

Activity Number WBS element

1000 E-90##-1

1010 E-90##

1030 E-90##-1-1

1050 E-90##-1-2

1080 E-90##-2

1100 E-90##-2

1140 E-90##-3

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

Type ofrelationship

from to

FS relationship 1010 10

FS relationship 1140 20

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© SAP AG CA800 3-27

1-2-6 Display the activities in the network graphic, and edit the next relationshipsthere. Delete the relationship from the “ Layout” activity to the “ Customeracceptance” activity and instead create a Start-Start relationship from“ Customer acceptance” to “ Layout” .

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1-2-7 Save your changes before you continue to edit your project. Exit thenetwork graphic, and save your project.

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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.

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1-3-1 Document the activity called “ Customer Acceptance” using the PS text youcreated in the last unit. Use the PS text overview for the activity and searchfor the text with the matchcode “ Created by” .

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The text is now assigned to your WBS. The editor appears again- you canchange the text as required here.

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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 inquestion should be released. Enter the following basic data:

)LHOG�1DPH 9DOXHVDescription Release subsequent activities

Usage 00001

Milestone function [Make the milestone function more specific by entering the following data:

)LHOG�1DPH 9DOXHVRelease following activities [System status REL

Change �

© SAP AG CA800 3-29

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1-3-3 Using an activity element, plan the costs for a presentation at the customersite. Create a cost element for the activity “ Customer Acceptance” . Enter thefollowing data:

)LHOG�1DPH 9DOXHVDescription Presentation at customer site

Amount 2500 UNI

Offset to start 1 day

&OLFN�RQ�D�JHQHUDO�FRVWV�HOHPHQW�LQ�WKH�³7HPSODWHV´�DUHD��DQG�NHHSLQJ�\RXU�ILQJHU�GRZQ�RQ�\RXU�PRXVH�EXWWRQ��GUDJ�LW�WR�WKH�DFWLYLW\LQ�TXHVWLRQ�LQ�WKH�³6WUXFWXUH´�DUHD�(QWHU�WKH�GDWD�DERYH�LQ�WKH�GHWDLO�VFUHHQ�&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ�

1-3-4 Save the entire structure. Confirm any scheduling warnings that appear.

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1-4 OPTIONAL: Even though the network settings you have made in Customizing willenable you to work through the rest of this course, there are still some settingsmissing that affect the execution of networks. In this case, you need to maintain thetables “ Confirmation Parameters for Network Type” and “ Availability CheckControl” .

1-4-1 OPTIONAL: Define confirmation parameters for your network type (GR##)in plant 1300. Use the parameters of network type PS04 in plant 1300 tocopy from.

3URMHFW�6\VWHP�&XVWRPL]LQJ&RQILUPDWLRQ�→�'HILQH�&RQILUPDWLRQ�3DUDPHWHUV6HOHFW�WKH�OLQH�ZLWK�SODQW��DQG�QHWZRUN�W\SH�36��&OLFN�WKH��&RS\�DV��´�LFRQ&KDQJH�WKH�QHWZRUN�W\SH�WR�*5��&OLFN�WKH��7UDQVIHU�(QWHU��LFRQSave your entries, and exit the confirmation parameter transaction.


© SAP AG CA800 3-30

1-4-2 OPTIONAL: Activate the availability check for your network type in plant1300 (both for created and for released networks). Once again, use thesettings defined for network type PS04 in plant 1300 to copy from.

3URMHFW�6\VWHP�&XVWRPL]LQJ0DWHULDO�→�$YDLODELOLW\�&KHFN�→��'HILQH�&KHFNLQJ�&RQWURO6HOHFW�WKH�OLQH�ZLWK�SODQW��DQG�QHWZRUN�W\SH�36��IRU�FUHDWHGRUGHUV��WKDW�LV��³�´�&OLFN�WKH�³&RS\�DV��´�LFRQ&KDQJH�WKH�RUGHU�W\SH�WR�*5��&OLFN�WKH��7UDQVIHU�(QWHU��LFRQNow repeat this procedure, only this time for released orders (that is,"2").

Then save your entries, and exit the check control transaction.


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n The term "version"�is used in different�contexts in the Project System. Different types of versionsinclude simulation versions, project versions and CO planning versions�

n Simulation versions in the Project System are versions that you can change. You might, for example,create simulation versions in the following situations:

é In the quotation phase: generally speaking, there is still no operative project at this point.

é To draw up alternative planning scenarios for existing operative projects or parts of these.

n Project versions are snapshots of a project at a specific point, and are used for documenting theprogress of a project over time. Both quantities and values are stored in versions. Project versions arecreated either manually, or automatically when a status changes. In the latter case, the project profilecontains a reference to a version profile which specifies the name of the project version to be createdwhen a particular user or system status is set.

n CO planning versions are used to plan costs and revenues. You can copy values from one version toanother. You can change planned values manually in every version - the costed values are retained.

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n Simulation versions are used to draw up alternative "what if?" planning scenarios. They are createdmanually, can be changed, and, if necessary, deleted easily (unlike released operative WBS’s withactivities).

n When an operative project is copied to a simulation version (or vice versa), a log file is created.This contains the objects that were transferred and any error messages that were issued in the process.

n Simulation versions can be created either for an entire WBS, or for subhierarchies of a WBS.

n Simulation versions are edited using the project planning board, or - as of Release 4.6C - using theProject Builder.

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n At the beginning of a project, you can use simulation versions to simulate projects before youactually transfer them to an operative project. Simulation versions are particularly useful during thequotation phase and for comparing different "what if?" scenarios. It is possible to plan severalsimulation versions. You can then decide which version is the most suitable.

n Even when a project is running, you can copy operative projects to simulation versions, analyze andwork with these, and then transfer them back to the operative project. The system can conduct a testrun to see if it is possible to transfer a project or simulation version.

n If you want to work with simulation versions, you must create simulation profiles and version keysin Project System Customizing.

© SAP AG CA800 4-8

SAP AG 1999

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

é Work breakdown structure

é Network with activities, activity elements, relationships, and subnetworks

é Milestones

é Materials for the activity

é Documents, PS texts and long texts (depending on the simulation profile used)

é Capacity requirements

é Invoicing plan for the network, and billing plan for the WBS element (as of Release 4.5A)

n The following objects are not copied:

é Other orders that are not networks (e.g. no production orders)

é Production resources/tools

n Costs that you have planned manually for operative WBS elements are transferred to the simulationversion. However, this cost planning data cannot be changed in the simulation version.You can only change costs at the network level in simulation versions.

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n Customizing for simulation versions comprises two steps:

é The key for simulation versions merely determines how the names for simulations are formed.You should work with version keys right from the start, since they cannot be created afterwardswithout deleting existing simulations.

é The simulation profile determines whether texts should also be copied (in addition to the structureinformation) from simulations to operative projects (and vice versa). If you work without asimulation profile, all texts are copied. The simulation profile is contained as the default value forthe project definition in the project profile.

© SAP AG CA800 4-10

SAP AG 1999

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

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SAP AG 1999

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Wrk Ctr Description

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n Prior to Release 4.6C, the project planning board was the only transaction available for changingsimulation versions. The functionality available here is the same as for editing normal operativeprojects.

n The project planning board has been enhanced extensively for Release 4.6. For example:

é Extended toolbar

é It is now easier to create new objects (activities, milestones, ...).

é Activities and activity elements can be confirmed

é Integrated cost and material overview, overview of assigned maintenance orders

é You can now create several relationships at once with a single click of your mouse.

n In the appendix you will find an overview and brief description of the icons in the project planningboard.

© SAP AG CA800 4-12

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n The time settings for the chart area of the project planning board are determined by three profiles,which are defined in the project planning board profile.

é The time profile determines when the evaluation period starts and finishes. It also specifies whenin the evaluation period the planning period starts and finishes. Consequently, the start and finishof the pre-evaluation period and post-evaluation period are also set.

é The scale of the time axis determines the ratio used for the pre-evaluation period and post-evaluationperiod with respect to the planning period. The scale of the planning period is entered directly.

é The profile for the time scales determines the individual time periods (year, quarter, monthlyperiods. ...). It determines when a specific period is used, and the display size of the period.

© SAP AG CA800 4-13

SAP AG 1999

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n The project planning board profile determines the appearance of the planning board, and you canalso enter default values here (for creating new activities, for example).

n The project planning board profile is valid for both simulation versions and for normal operativeprojects.

n The planning board assistant is available both in Customizing and in the application itself.In Customizing, you can check the graphic settings immediately using a predefined project.

© SAP AG CA800 4-14

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n Project versions enable you to record a snapshot of a project at a specific moment in time - this canbe used for future comparisons with the operative project.

n You can create a project version automatically (this is triggered by a change of system or user status).

n You can also create a project version manually:

é While changing the WBS

é While changing the network

é In the Structure/Dates information system for one or more projects

é Using the transaction &UHDWH�3URMHFW�9HUVLRQ�(CN72 - available as of Release 4.6C)

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n If you generate status dependent project versions, the version profile determines which data is copiedto the project version.

n If you create project versions manually either in the network maintenance transaction (CN22) or inthe WBS maintenance transaction (CJ02), the version profile also determines which data is copied.

n If you use transactions CN71 or CN72 to create project versions manually, then DOO�data will be copiedto the project version LUUHVSHFWLYH�RI�WKH�YHUVLRQ�SURILOH.

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n You use a version profile to define two different kinds of information. First, you specify which versionis created automatically when a specific system status or user status is set. Second, you specify whichdata is to be written to the versions that are created automatically.

n You need to define a version profile if you wish to have versions created automatically, or if you wishto generate versions directly from the WBS or network maintenance transactions.

n You do not need to define a version profile if you wish to generate versions manually from theStructure/Dates information system or if you use transaction CN72.

n The version profile is entered in the project profile and network profile.

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SAP AG 1999

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• Simulation Versions

• Project Planning Board

• Project versions

7RSLF��6LPXODWLRQ�9HUVLRQVIn the following exercises, you will generate simulation versions andproject versions for your project. You will learn about the projectplanning 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 theadministrative data of the simulation version.

1-1-1 First of all, create a version key for simulations. Use a 5-character key(GR##-) and enter the descriptive text “Simulations Group ##”.

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© SAP AG CA800 4-20

1-1-2 Generate a simulation version for your project by copying the operativeproject to the simulation version. A log will appear showing you if data wastransferred, or if any errors occurred. Use the following data:

Field Name Values

Project definition E-99##

Operative data → Version x

Target version GR##-001

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1-1-3 You can now use the project planning board to edit your simulation version.In the project planning board, change your project structure. Enter thefollowing data on the initial screen:

Field Name Values

Version key GR##-001


With activities x

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1-1-4 Now edit the structure. Assign all engineering activities directly to the WBSelement called “Engineering”.

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© SAP AG CA800 4-21

1-1-5 In your project, you have neglected the delivery to the customer. Create aninternal processing activity for the WBS element called “QualityAssurance” for this purpose. Add detail to the activities as follows:

Field Name Values

Description Packaging and Delivery

Work 10 hours

Work center 2000

Duration 5 days

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1-1-6 Now create a FS relationship between this new activity and the activity“External monitoring”.

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1-1-7 You also want to have a WBS element that will enable you to plan thedelivery for which you have just created an activity. Create a level 2 WBSelement E-99##-5. Use the following data and expand the planning board, ifthe WBS element is not displayed.

Field Name Values

WBS element E-99##-5

Description Delivery (Group ##)

Planning element x

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1-1-8 Now assign the activity “ Packaging and Delivery” to the WBS element“ Delivery Group ##” . Then save your simulation version.

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1-2 In the following section, you have two tasks to complete. The first of these involvesgenerating a project version of your operative project. The second is to copy thesimulation version to the operative project.

1-2-1 Create a project version – this will enable you to record the current status ofyour operative project for later analysis. Use the DB profile 000000000001and the following data to create the project version:

Field Name Values

Version key 1##

Description Project before copying

Version group Group ##

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© SAP AG CA800 4-23

1-2-2 Transfer your simulation version to your operative project. Use thefollowing data:

Field Name Values


From version to operative data x

Source version GR##-001

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

Field Name Values

Version key GR##-001


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Look at your administrative data.

What does the “ Inactive” flag mean? _________

Has your simulation already been transferred? ________

© SAP AG CA800 4-24

1-3 Now use the project planning board to look at your operative project. You also havethe option of creating a planning board profile called “ GR##” in Customizing.Otherwise, select the profile “ Elevators/turbines” .

1-3-1 Create a project profile called “ GR##” and enter the descriptive text “ GR##:Elevators” . Use the “ Elevators/turbines” planning board profile to copyfrom. Make the following changes:

“ General data” tab page

Field Name Values

Currency UNI

Version 2 1

Show activity elements Yes

Show relationships No

“ Diagram area” tab page

Field Name Values

Non-working time Leave empty

Text type Leave empty

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Save your changes, and exit the transaction for maintaining the planningboard profile.


© SAP AG CA800 4-25

1-3-2 Call up your project in the project planning board. Use either your ownplanning board profile (“ GR##” ) or the planning board profile“ Elevators/Turbines” .

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1-3-3 Call up the Planning Board Assistant – this will enable you to tailor the wayin which the table view is displayed. In the table area, change thepresentation of the project definition and the activities to suit your taste.

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1-3-4 Use the Planning Board Assistant to change the colors used for the timebars. Change the date bar of the project version, the WBS elements and theactivities. Then save your settings.

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1-3-5 Change the scale on the time axis. Enlarge the planning period and insteadof calendar days display the days of the week. Use the Time Scale Assistantto do this.

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1-3-6 In the table section, display both activity numbers DQG the numbers of thenetworks.

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1-3-7 Save your project, and exit the project planning board.

&OLFN�WKH�³6DYH´�LFRQ�&OLFN�WKH�³%DFN´�LFRQ�

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n If you create a sales order for a material to which a requirement class for assembly processing hasbeen assigned, the system automatically creates a so-called assembly order in the background, andstarts assembly processing. In this case, assembly processing omits the MRP planning stage, andgenerates an operative order directly from the sales order. You can create the following assemblyorders: network, production order, planned order, process order, maintenance or service order.

n In assembly processing, you can use the entire functionality of both sales orders and assemblyorders. For example, scheduling is carried out for the sales order and the assembly order in one runto ensure that they both have accurate delivery dates and quantities. Because of the direct connectionbetween the sales order and the assembly order, all additional changes made in one document areautomatically reflected in the other document.

© SAP AG CA800 5-7

SAP AG 1999

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n To use assembly processing (with networks), you need a suitable standard network as a template forthe network that is to be created.

n A material must be entered in the sales document. At least the sales views (item category group)must have been defined in the corresponding material master. If you determine the requirements typevia the MRP group or strategy group, you will also need the MRP views of the material master.

n The "Network parameters for sales order" table forms a link between the material and standardnetwork. If you want to have completely automatic assembly processing, you must make entries inthis table. Otherwise, a dialog box appears in sales order maintenance where you can enter themissing data.

n In requirement type determination, the system determines a requirements type and requirements classthat enable assembly processing. In the standard system, you can use requirements class 212 andrequirements type KMPN as templates.

© SAP AG CA800 5-8

SAP AG 1999

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

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SAP AG 1999

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n 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 thestructure of a routing in Logistics).

n You assign materials, milestones and PS texts to a standard network. Material are assigned by meansof material BOMs and standard BOMs (see later in unit).

n You can define possible statuses for standard networks in PS Customizing.

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SAP AG 1999

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n Standard networks are task lists in the R/3 System (as are routings, for example), in contrast tooperative networks, which are orders. This means that there are small differences between a standardnetwork and an operative network:

é Materials are assigned by means of BOMs

é Standard networks can be stored as multiple alternatives

é The data in the standard network header is different (usage, planner group,...)

é Responsible persons (planner group)

é Status management

© SAP AG CA800 5-11

SAP AG 1999

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n 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.

n A standard BOM does not have a "header component"; it is a tool that is only used for assigningmaterial components to a standard network. It is created and edited directly in the standard network.

n In a second step, the individual BOM items (materials) are assigned to the activities of the standardnetwork.

n The explosion of phantom assemblies is multi-level so that the individual materials can be assignedto the network activities.

© SAP AG CA800 5-12

SAP AG 1999

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n You use standard WBS’s as templates for operative WBS’s. You can use standard WBS’s to plan thestructure in advance (that is, the WBS hierarchy, organizational assignments, control data, and projectdocumentation). Unlike operative WBS’s, standard WBS’s do not have user statuses.

n It is QRW possible to plan operative data with standard WBS’s. For example, you cannot use a standardWBS for cost planning or time scheduling purposes.

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SAP AG 1999

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n In the standard work breakdown structure, only the definition has a status. The WBS elements do nothave statuses.

n The status of the definition is &UHDWHG�(standard WBS) (CRES), 5HOHDVHG (standard WBS) (RELS) or&ORVHG (standard WBS) (CLOS).

n If the status is CRES or RELS, standard work breakdown structures can be used as templates; if thestatus is CLOS, a standard work breakdown structure cannot be used as a template for creating eitheran operative or a standard WBS.

© SAP AG CA800 5-14

SAP AG 1999

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

© SAP AG CA800 5-15

SAP AG 1999

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fromMaterial Type Std. ntwk Alt. ext. Rel. Std. WBS Profile MRP controller

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

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SAP AG 1999

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n 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 beendefined for this customer?) and the SD document (what kind of contract applies, which sales area isresponsible?).

n A default item category is proposed when the order is entered in the system, but users can change itas required (possible item categories are defined in Customizing).

n In the material master, the admissible planning strategies are assigned to the material (based on theplanning strategy group). This assignment is needed to find the correct requirements type inindependent requirements management and sales order management.

n The default requirements type is determined by the main strategy of the planning strategy group.You can define substrategies (and, consequently, alternative requirements types) manually in thesales order.

n The individual requirements types are assigned to requirements classes.

n The requirements class controls the transfer of requirements between SD and PP, the relevance toMRP, the availability check in SD, and other procedures.

n If the planning strategy group is missing in the material master, the system looks for therequirements type for the sales order by using the item category group (sales view in the materialmaster) and the MRP type. This method can be used explicitly for special sales orders.

© SAP AG CA800 5-18

SAP AG 1999

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n As of R/3 Release 4.0, you can enter quantities greater than one in the sales order for assemblyprocessing with networks. All activities for which an execution factor has been defined aremultiplied by the factor in question. In the case of activity elements, the execution factor of thehigher-level activity applies.

n 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):

é Duration

é Work

é Costs

é Material

n If the quantities in the sales order item change, the network is adjusted accordingly.

© SAP AG CA800 5-19

SAP AG 1999

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n Assembly processing can be expanded to include several sales document items. An individualnetwork will be assigned to each item in this case. The individual networks are assigned to a workbreakdown structure. This means that the standard networks used must have assignments to the samestandard WBS.

n The individual networks can be scheduled from the sales order. If the networks are connected bycross-network relationships, you will be able to schedule the entire overall network.

n The finish date of a network is proposed as the confirmed delivery date.

© SAP AG CA800 5-20

SAP AG 1999

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n You will find the "SD/PS assignment" indicator in the control data for the project definition of thestandard project. This indicator determines whether, during assembly processing, a hierarchy iscreated in the operative WBS for HDFK�VDOHV�GRFXPHQW�LWHP� or whether a hierarchy is created for theHQWLUH�VDOHV�GRFXPHQW in the operative WBS.

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• Creating a standard network and standard WBS

• Creating materials for assembly processing

• Creating a sales order

7RSLF��$VVHPEO\�3URFHVVLQJIn the following exercises, you will create standard structures in theProject System. These are standard structure that you require forassembly processing and configuration. You will also edit a material thatyou use when creating a sales order. In the Project System, you will linkyour standard network to this material.

1-1 Create a standard WBS.

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1-1-1 Create a standard WBS called E-98##. Enter the following data on the initialscreen:

)LHOG�1DPH 9DOXHVStandard project definition (��TemplateStd. project def.

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Change the short text to “Standard elevator (Group ##)”. Change the keyfrom E-1004 to E-98##, and include the WBS elements.

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1-1-2 Depict “Procurement” in more detail by adding two WBS elements to thestandard WBS element E-98##-2. Use the following data and assign theWBS elements in the third hierarchy level.

:%6�HOHPHQW 'HVFULSWLRQE-98##-2-1 3URFXUHPHQW�PHFK��SDUWVE-98##-2-2 3URFXUHPHQW�HOHF��SDUWV

&OLFN�WKH�³:%6�HOHPHQW�RYHUYLHZ´�LFRQ�3ODFH�\RXU�FXUVRU�RQ�WKH�:%6�HOHPHQW�³$VVHPEO\�´�DQG�FOLFN�WKH³,QVHUW�OLQH´�LFRQ�(QWHU�WKH�GDWD�DERYH�6HOHFW�ERWK�:%6�HOHPHQWV��DQG�FKRRVH�(GLW�→�2EMHFW�→�/HYHO�GRZQ

1-1-3 Activate the “Planning element” indicator for both the new WBS elements.

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1-1-4 Release the definition of your standard project, and save the standardproject.

&OLFN�WKH�³3URMHFW�GHILQLWLRQ´�LFRQ�&KRRVH�(GLW�→�6WDWXV�→�5HOHDVH&OLFN�WKH�³6DYH´�LFRQ�

1-2 Create a standard network.

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1-2-1 Create a standard network called E-98## using the standard network E-1004alternative 1 as a template. Enter the following data on the initial screen:

)LHOG�1DPH 9DOXHVProfile (OHYDWRU�PRGHO�JURXS��Std. network (��

&OLFN�WKH�³&RS\�IURP´�LFRQ��DQG�LQ�WKH�GLDORJ�ER[�WKDW�DSSHDUV�HQWHUWKH�VWDQGDUG�QHWZRUN�(��DOWHUQDWLYH��&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³&RQWLQXH´�LFRQ�

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1-2-2 Change the header of the standard network. Enter the following data:

)LHOG�1DPH 9DOXHVShort text 6WDQGDUG�1HWZRUN��*URXS��Network status 5HOHDVHG��JHQHUDO�Std. WBS element (��

&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ�This takes you to the alternative overview.

1-2-3 Create an internal processing activity called “ Delivery.” Enter the followingdata:

)LHOG�1DPH 9DOXHVActivity number ��Description 'HOLYHU\duration ��GD\VWork ��KRXUVWork center ��

&OLFN�WKH�³$FWLYLW\�RYHUYLHZ´�LFRQ�&UHDWH�D�QHZ�DFWLYLW\�ZLWK�WKH�GDWD�DERYH�&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ�

1-2-4 Create an FS relationship from the activity “ Assembly” to the activity“ Delivery.”

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1-2-5 Assign your standard network activities to the WBS elements in yourstandard WBS. Use the following assignments and then save your standardnetwork.

$FWLYLW\ 6WG��:%6�HOHPHQW1000 (��1010 (��1030 (��1050 (��1080 (��1100 (��1140 (��1150 (��

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1-3 Create a material in the material master.

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1-3-1 Create a material called M-98##. Enter the following data on the initialscreen:

)LHOG�1DPH 9DOXHVMaterial 0��Industry sector 3ODQW�HQJLQHHULQJ�DQG

FRQVWUXFWLRQMaterial type )LQLVKHG�SURGXFWCopy from material (��

&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ��RU�WKH�³6HOHFWYLHZ�V�´�LFRQ�±�WKLV�ZLOO�WDNH�\RX�WR�WKH�YLHZ�VHOHFWLRQ�VFUHHQ�

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1-3-2 Select the following fields on the view selection screen:

9LHZBasic 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

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1-3-3 A dialog box appears where you can specify the organizational levels for theindividual views that you are about to create and copy. Enter the followingdata:

)LHOG�1DPH 2UJ��/HYHOV &RS\�IURPPlant �� Sales organization �� Distribution channel ��

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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.

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1-4 (Optional) Assign material E-98## to your standard network (E-98##). If youdecide not to work through this part of the exercise now, you will always have theoption of entering missing data when you create a sales order for the material.

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1-4-1 Create a new entry for your material with the following data.

)LHOG�1DPH 9DOXHVMaterial number 0��Order type Std. network (��DOWHUQDWLYH��Network profile ��MRP controller ��Std. WBS element (��

&OLFN�WKH�³&UHDWH�SDUDPHWHUV´�LFRQ�&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³6DYH´�LFRQ�7R�H[LW��FOLFN�WKH�³%DFN´�LFRQ�WZLFH�

1-5 Create a sales order for your material.

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1-5-1 Enter the following data on the initial screen:

)LHOG�1DPH 9DOXHVOrder type 36�Sales organization ��Distribution channel ��Division ��

&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ�±�WKLV�ZLOO�WDNH�\RXWR�WKH�HQWU\�VFUHHQ�

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1-5-2 Cerate a sales order for your material. Use the following data and plan“ complete delivery” on the confirmed date.

)LHOG�1DPH 9DOXHVSold-to party ��Purch. order no. *URXS��Req. deliv.date 7RGD\¶V�GDWH��PRQWKVMaterial 0��Order quantity �

&RQILUP�\RXU�HQWULHV�E\�FOLFNLQJ�WKH�³(QWHU´�LFRQ�,PSRUWDQW� If you decided not to work through the task 1-4-1, a dialog boxwill appear at this point asking you to enter the missing data that is requiredfor assembly processing.

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1-5-3 Save the sales order. Look at the status bar, and make a note of the salesorder number displayed there.

&OLFN�WKH�³6DYH´�LFRQ�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.

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1-6-1 Open the project for the sales order. This project is called E-XXXX (XXXXstands for the last 4 digits of your sales order number).

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1-6-2 Look at the “ Assignments” tab page of the corresponding network and viewthe sales order assignment.

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n Detail screens are available for WBS elements and activities. Flexible detail screens enable you toshow, 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.

n The flexible detail screens created refer to a project profile or network profile. You have two optionsfor 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.

n You can define detail screens of your own in Customizing - these are then included in the tab pages.

© SAP AG CA800 6-6

SAP AG 1999

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1 �� "! ! Elevator CRTDHiLev.WBS element Description GC Pl System status

2 ��#�$�%!&!&�#� aaa CRTD3 ��&�'!(! aaa CRTD3 ��&�'!(! aaa CRTD2 ��#�$�%!&!&�*) aaa CRTD2 ��#�$�%!&!&�*+ aaa CRTD3 ��&�'!(! �,+(�� aaa CRTD3 ��&�'!(! �,+(�,) aaa CRTD1 1 1 1 1

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n Table controls are used for displaying WBS and activity overviews. This means that you canmanipulate 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 theadministrator settings to hide specific columns. Administrator settings affect all users.

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n Validation is a means of checking input that is not available in the standard R/3 system. For example,you can check if the ELOOLQJ�HOHPHQW indicator is set at the first level of the hierarchy when the projectis of the project type "&XVWRPHU�SURMHFW".

n 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.

n Substitution involves writing specific values to master data fields of a WBS (or network) if aprerequisite is met. For example, if the person responsible for the project is Ms Morris, then costcenter 4290 is substituted (i.e. written to the appropriate field).

n In Customizing for PS, you can define default values for validation and substitution in the projectprofile (or network profile). You can use a special indicator to specify whether a validation orsubstitution should be carried out when the WBS is saved. In this way, you can prevent incorrectWBSs being saved. You also define rules for validation and substitution in PS Customizing.

n You can use a validation to check several values at the same time. You can use a substitution to setseveral values at the same time. Substitution is also suitable for mass changes. You can also set upuser exits for substitution.

© SAP AG CA800 6-8

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n You can use the mass change function to make cross-project changes to fields pertaining to projectdefinitions, WBS elements, networks, activities, activity elements, milestones and relationships.

n You can test the extent of your changes before you actually make a mass change.

n The same authorization objects as for individual changes are used for mass changes.

n Remember that, if you make a mass change, this might mean that a large number of objects will bechanged simultaneously.In many cases, you cannot undo the changes made. For this reason, always be particularly carefulwhen you use this transaction.

© SAP AG CA800 6-9

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n You can make a mass change directly. In this case, you select the fields to be changed, and you definenew values without knowing what the old values were.

n If you go to make a mass change in the table view, you have the option of displaying the original values.

n A log of changes is output for every mass change. You can save this log, and analyze it later.

© SAP AG CA800 6-10

SAP AG 1999

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Old valuesRestrictions

Project definition WBS elements Networks Activities Milestones

WBS element Description Co. code Field key Acc. assign. elementNew values

Elevator

ElevatorEngineeringEngineering

ProcurementProcurementAssemblyAssembly

n The table form for mass changes has several advantages compared to the simple transaction:

é The old values of object fields can be displayed (for instance, the field "Responsible person" of theobject "WBS element".

é Only the selected objects are changed

é You can select objects using conditions (for instance, select all WBS element with company code1000 or 2000).

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n The EPS 4.0 interface is based on SAP BAPI technology. R/3 is broken down into Business Objects,which are structured according to business criteria. Business objects in the Project System are:3URMHFW'HILQLWLRQ��:RUN%UHDNGRZQ6WUXFW�and�1HWZRUN. These business objects can be processed bythe BAPIs of the EPS 4.0 interface. For example, you can use the BAPI PDLQWDLQ to process a WBS,and the BAPI JHWLQIR�to read activity or WBS data.

n You can find a description of the EPS 4.0 interface in SAPnet - after logging on, use the alias PS(see also Online Service System (OSS) note 144 467). You can also download the current version ofOpen PS for Microsoft Project from here. Enter the following URL in your browser:http://service.sap.com/ps. If this doesn’t work, see the Online Service System note above.

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n You will find a brief description of Open PS for Microsoft Project in SAPnet. You can alsodownload 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 Worldof Knowledge" page appears, where you will find a link to Open PS for Microsoft Project. In case ofdifficulties, read Online Service System (OSS) note 144 467.

n Open PS is supplied by SAP for 4.5 or 4.6 systems, and establishes a connection to MicrosoftProject. To use it, you must have installed Microsoft Project (MS Project 98 SR 1) on your PC. As ofOpen PS version 1.3, all languages available in MS Project are supported. In Open PS itself, you cantoggle between English and German.

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n You can use configuration in the Project System if you wish to produce a complex product which hasdifferent variants. The networks and work breakdown structures are basically identical for thedifferent variants, but they have specific characteristic values, might have alternative or additionalactivities, have different quantities (of material components, labor, or duration), or differentproduction resources/tools.

n If you want to use configuration, you must use configurable standard networks. The only configurableobject in the Project System is the standard network. Materials and maintenance plans are configurableelsewhere in the R/3 System.

n When using configuration, you usually start out from a standard superstructure. In other words, thestandard network and standard WBS contain all objects that might be needed for any product variant:that is, all activities, all activity elements and all materials.

n WBS’s are configured indirectly: the activities of configurable standard networks are assigned to theelements of a standard WBS. If you create and configure a network (by copying from a standardnetwork), only elements of the standard WBS that are assigned to the activities selected in theconfiguration, or elements that are hierarchically above such WBS elements can be copied into anoperative 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-levelelement from level 1 of the hierarchy.

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n You use characteristics and characteristic values to specify the details and attributes of differentvariants. 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 certainvariant. Once you have entered the necessary data for the network header, you go automatically to thetransaction for assigning characteristic values (i.e. configuration).

n Object dependencies for the objects selectable in configuration (activities, activity elements, workcenters, material components) are defined in the standard network. Object dependencies for thecomponents or BOM items assigned to the activities are defined in the bill of material (for aconfigurable material) used.

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• Flexible data screens, table controls

• And/or substitution/validation

• And/or mass changes

7RSLF��7RROVIn the following exercises, you will familiarize yourself with the toolsyou can use to change the appearance of structures, and the tools you canuse to make changes to project structures.

1-1 2SWLRQDO� Work with flexible data screens and table controls. Call up the ProjectBuilder to do this.

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1-1-1 Create a user specific tab page called “Basis ##” with the “Basic data forWBS elements”. Use the following data:

Field Name Values

Tab title Basis ##

Icons Icon of your choice

First tab page Check this box

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

Field Name Values

Variant Group ##

Use as standard setting? Yes

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1-2 2SWLRQDO� Use the substitution “ PSSUB01” in project E-99##. Call up the ProjectBuilder again.

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1-2-1 You can best see the effects of substitution PSSUB01 on the5HVSRQVLELOLWLHV tab page. Here you change the person responsible for WBSelements and carry out the substitution for all WBS elements.

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Look at the changes that have been made in the “ Responsible cost center”field.

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1-3 2SWLRQDO� Use the mass change function to process all of the WBS elements inproject E-99##.

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1-3-1 Change the project type to “ Customer project” for all WBS elements.

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A dialog box appears confirming that the changes have been made. Thesystem 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.

1-3-2 (Optional) Follow the same procedure as above to change the work centerdefined for the activities in your networks. In all cases, change work center“ 2000” to work center “ 2100” .

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

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

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

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n Archiving/deletion is usually processed from the general archiving menu. However, you can alsoarchive or delete operative PS data from the "Basic data" area menu.

n Archiving/deletion can be run in the background. If, for example, you set a deletion flag in thebackground for several projects, the deletion flag will be set for all objects that meet the prerequisites.,PSRUWDQW: In releases prior to Release 4.5, the deletion flag was not set for any of the projects if theprerequisites were not met in only one project.

n You can also set and remove deletion flags for WBS’s and networks manually.

n Deletion indicators can only be set in the background. Once set, they cannot be undone.

n Residence times are set only for networks. They are defined in the network type.

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n There are no prerequisites for archiving or deleting project versions. Project versions can also bedeleted in the Structures information system.

n Assigned orders are archived and deleted in the corresponding applications (for example, an internalorder is archived and deleted in Controlling).

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n Administration and Job Overview are functions used by the person doing the archiving (the systemadministrator, for example) to monitor the status of the archiving runs and archive files.

n Data is usually retrieved by the end user for the purposes of re-analysis.

© SAP AG CA800 7-12

SAP AG 1999

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n You can also delete activities, networks, WBS elements and project definitions from the databasewithout setting a deletion flag or indicator (and without writing the data to archive files). You can usethe transactions &KDQJH�1HWZRUN��&KDQJH�:RUN�%UHDNGRZQ�6WUXFWXUH��&KDQJH�6WUXFWXUH�3ODQQLQJ�and&KDQJH�3URMHFW�3ODQQLQJ�%RDUG�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.

n As of Release 4.6, you can delete standard project definitions. Unfortunately, you cannot archive them.

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

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

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• Deletion flags and deletion indicators

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In the following exercises, you will work through the steps required forarchiving a project. At the same time, you will delete your project(E-99##) 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##.

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project definition. Save your project.

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The deletion flag is passed down automatically within the hierarchyof the work breakdown structure. This means that, if you define adeletion flag for the project definition, it will be passed on to allWBS elements, and from there, to the assigned activities. Of course,you can also use the archiving tool to create the deletion flag. Usethis option if you want to process a large number of projectstructures.

© SAP AG CA800 7-17

1-2 Create a deletion indicator for project E-99## and all of its activities.

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1-2-1 Create a variant “Group##” to set the deletion indicator for your project E-99##. Enter the following data for the variant:

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WBS assignment to networkactivities

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Test run 1RSet deletion indicator <HV

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1-2-2 Apply (execute) the variant “Group ##” immediately. Use the followingspool parameters.

)LHOG�1DPH 9DOXHVOutput device /3��Print immediately <HVDelete after output <HV

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Archiving can take some time. You can find out the current status ofyour archiving job by calling up the�MRE�RYHUYLHZ.

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

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1-3 Write your data to an archive file, and delete your project (E-99##) and all itsactivities from the database.

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1-3-1 Follow the same procedure as in the previous exercise to create a variantcalled “Group ##”. Enter the following data for the variant:

)LHOG�1DPH 9DOXHVProject (��Short text $UFKLYH�(��WBS assignment to networkheader

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WBS assignment to networkactivities

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Test run 1RDelete from database <HV

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1-3-2 Execute the variant.

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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? ________________

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SAP AG 1999

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ChangeDocuments

Proj. summ. MastDa

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WBS elements

Autom. validation

Autom. substitution

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n 3URM��W\SH: Key that can be used as a selection criterion in the Information System.)LHOG�NH\: identifies the short texts for user fields.9HUVLRQ�SURI�: specifies whether status dependent project versions are created.6LPXODWLRQ�SURI: specifies which texts are copied to and from simulation versions.'LVSOD\�RSWLRQV: in overviews in table form, WBS elements are presented with key, short ID anddescription./HYHO�RI�GHWDLO: Lowest level in the hierarchy that is displayed.3DUWQHU�GHW��SUF.: Partner determination procedure (with roles) for project.$OO�DFF�DVVW�HOHP�: Sets the account assignment indicator for all WBS elements.2QO\�RQH�URRW: There can only be one top WBS element.7WUVIU�WR�SURM��GHI.: Only relevant for the “Create Single Element” transaction (CJ11).&KDQJH�GRFXPHQWV: Change documents for master data are written when saving.3URM��VXPP��0DVW'D: activates project summarization using master data characteristics instead ofclassification.

n 9DOLGDWLRQ��3URMHFW�GHI�: Profile for validation of the project definition.9DOLGDWLRQ�:%6�HOHPHQWV: Profile for validation of WBS elements.$XWRP��YDOLGDWLRQ: Executes validation when saving project.

n 6XEVWLWXWLRQ�3URMHFW�GHI�: Profile for substitution of the project definition.6XEVWLWXWLRQ�:%6�HOHPHQWV: Profile for substitution of WBS elements.$XWRP��VXEVWLWXWLRQ: Executes substitution when saving project.

© SAP AG CA800 8-3

SAP AG 1999

3URMHFW�3URILOH��&RQWURO��Project stock

Status management

Graphic

Project summarization

No stock

non-valuated stk

valuated stock Automatic reqmnts grouping

PD sts. profile

WBS sts. profileChangeDocuments

Master data prf. grp Graph. prfl mstr data

Vertical from level

SearchTxtIndex1 SearchTxtIndex2 SearchTxtIndex2

All WBS elements

Billing elements

Acct asst elements

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n 1R�VWRFN��1RQ�YDOXDWHG�VWRFN��9DOXDWHG�VWRFN: permits the use of project stock.$XWRPDWLF�UHTPQWV�JURXSLQJ: sets the value 1 for the "Grouping WBS Element" field in the topWBS element.

n 6WDWXV�PDQDJHPHQW: Specifies default values for a user status profile for the project definition andWBS elements.&KDQJH�GRFXPHQWV: Activates the writing of change documents for status changes.

n *UDSKLF: Specifies the graphic settings for the hierarchy graphic.9HUWLFDO�IURP�OHYHO: In the hierarchy graphic, WBS elements can be displayed above one another orbeside one another. Here, you determine from which hierarchy level the WBS elements aredisplayed vertically.

n Project summarization of DOO�:%6�HOHPHQWV: Sets the project summarization indicator for all WBSelements.%LOOLQJ�HOHPHQWV: Sets the project summarization indicator for all billing elements.$FFW�DVVW�HOHPHQWV: Sets the project summarization indicator for all account assignment elements.

© SAP AG CA800 8-4

SAP AG 1999

3URMHFW�3URILOH��2UJDQL]DWLRQ

Control Organization Plg board/dates Controlling

Organization

Controlling area

Company code

Business area

Plant

Profit center

Project currency

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n 2UJDQL]DWLRQ: Default values for the organizational assignment of the project definition and WBSelements.

© SAP AG CA800 8-5

SAP AG 1999

3URMHFW�3URILOH��3ODQQLQJ�%RDUG�'DWHV��Control Organization Plg board/dates Controlling

WBS time scheduling

Default values

Planning method

Network

WBS sched. prof

Sched. scenarioWith activities

Factory calend.

Time unit

Plan. meth/basic

Plan. meth/fcst

Calc. with act.

Network profileNetwork asst

Display network hdr

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n :%6�VFKHG��SURI: Contains control data for scheduling in the project planning board, structureplanning and the Project Builder (as of 4.6C).6FKHG��VFHQDULR: Predefined scheduling scenarios that can be used instead of the "WBS schedulingprofile".:LWK�DFWLYLWLHV: Specifies that activities and not just WBS elements are selected.

n )DFWRU\�FDOHQG. Specifies holidays and workdays.7LPH�XQLW: Unit for the duration of WBS elements.

n 3ODQ��PHWK�EDVLF: Specifies the method for planning the basic dates of WBS elements.3ODQ��PHWK�IFVW: Specifies the method for planning forecast dates of WBS elements.&DOF��ZLWK�DFW�: Specifies whether activity dates are taken into account for bottom-up planning.

n 1HWZRUN�SURILOH: Is used for new networks that are created from the work breakdown structure.1HWZRUN�DVVW�: If activities are created for a WBS element, this indicator specifies in which networkthe new activity is created.

© SAP AG CA800 8-6

SAP AG 1999

3URMHFW�3URILOH��3ODQQLQJ�%RDUG�'DWHV��

Project planning board

Capacity Requirements Planning

Hierarchy graphics

Plan.board prf

Tot.tab.profile

Tot.graphic.prf

Ind CapTabOvProfIndCapGrpOvProf

List profile

Profile groupTime schd. prof

Profile

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n 3ODQ��ERDUG�SUI�: Default profile that is used, when the project planning board is called up.It determines the display of the table and graphic areas of the planning board.

n &DSDFLW\�UHTXLUHPHQWV�SODQQLQJ: You can call up various capacity planning reports from theproject planning board and structure planning. Here you enter the relevant total profiles, taken fromcapacity planning in PP.

n +LHUDUFK\�JUDSKLFV: These profiles specify how the hierarchy graphic is to be displayed, if it iscalled up from date planning for WBS elements (e.g. CJ21).

© SAP AG CA800 8-7

SAP AG 1999

3URMHFW�3URILOH��&RQWUROOLQJControl Organization Plg board/dates Controlling

Costs/revenues/payments

Planning/budgeting

Period-end closing

Graphic

Object class StatisticalIntegrated planning

Planning profile

Budget profile

Costing sheet

Overhead keyInt. calc. profile

Investment profileResults analysis key

Settlement profileSettlmt rule strat.

Budget profile group Graph. profile budget

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n 2EMHFW�FODVV: Specifies the cost flow in CO from a business point of view.6WDWLVWLFDO: Determines whether a WBS element can have real costs posted, or whether it can onlyhave statistical costs posted.,QWHJUDWHG�SODQQLQJ: Activates the updating of planned activity input from WBS elements to thesending cost center.

n 3ODQQLQJ�SURILOH: Specifies how cost planning is carried out for the work breakdown structure.%XGJHW�SURILOH: Specifies how budgeting is carried out for the work breakdown structure, and ifavailability control is to be used.

n &RVWLQJ�VKHHW: Specifies how overhead costs are determined.2YHUKHDG�NH\: Determines order-specific overhead rates.,QW��FDOF��SURILOH: Specifies how interest is calculated for the project.,QYHVWPHQW�SURILOH: Specifies how the project is integrated with Investment Management(for example, automatic generation of assets under construction).5HVXOWV�DQDO\VLV�NH\: Is necessary for results analysis in WBS elements.6HWWOHPHQW�SURILOH: The settlement profile specifies, for instance, the permitted settlement receiversfor the WBS elements.6HWWOPW�UXOH�VWUDW�: Specifies how settlement rules can be determined automatically.

n *UDSKLF: Specifies the graphic profile for the hierarchy graphics called from Budgeting.

© SAP AG CA800 8-8

SAP AG 1999

1HWZRUN�3URILOH��1HWZRUNNetwork Graphic Activities

Network parameters

Validation

Substitution

PlantNetwork type

Planner groupMRP cont.group

Rel. viewLevel of detail

Comp. incrementOp./act. incrmt

Check. WBS act.Overview var.Procurement

Field keyVersion prof.

Network headerNetwk activities

Network headerNetwk activities

Res./Purc.req.

Entry toolProject sum.

Cap. reqmts

Align Fin. dateProj. summ. MastDa �>��

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n 3ODQW��1HWZRUN�W\SH��053�FRQWUROOHU�JURXS: Information necessary for creating networks from awork breakdown structure.5HO��YLHZ: Predecessor/successor/mixed, relevant for the list display of relationships./HYHO�RI�GHWDLO: Describes the level of detail with which networks with external relationships aredisplayed in the network graphic.&RPS��LQFUHPHQW: the increment used when numbering components.2S�DFW��LQFUPW: the increment used for the numbering of activities.&KHFN�:%6�DFW�: Specifies whether activity dates are taken into account in "Top-Down timescheduling".2YHUYLHZ�YDU.: Describes how the object overview is structured.3URFXUHPHQW: relevant to component assignment, groups default values together.)LHOG�NH\: Depicts the short texts for the user fields.9HUVLRQ�SURILOH: Specifies whether status dependent project versions are created and which data iscontained in such versions.5HV��3XUF�UHT�: Detemines when reservations and purchase requisitions are to be created.&DS��UHTPWV: Determines capacity requirements when you save the network.(QWU\�WRRO: When you create new activities, the system goes automatically to the activity detailscreen.3URMHFW�VXPP�: Specifies whether activities should participate in project summarization.$OLJQ�ILQ��GDWH: Specifies whether the date on which components are required is aligned to the startor finish of the activity.3URM��VXPP��0DVW'D� Specifies whether data should be summarized on basis of classification ormaster data characteristics.

n 9DOLGDWLRQ��6XEVWLWXWLRQ�, 1HWZRUN�KHDGHU��$FWLYLWLHV: Default values for validation (substitution)

© SAP AG CA800 8-9

SAP AG 1999

1HWZRUN�3URILOH��*UDSKLF

Network Graphic Activities

Graphic

Graphic prfl

Rel. displayDisplay options Color for doc.s

Color-Subnetwk. Color milestoneColor for mat.

Color for elem.SearchTxtIndex3SearchTxtIndex2SearchTxtIndex1

Prf planning board

Overall profile ID

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n *UDSKLF�SURILOH: Describes the structure of the network structure graphic.5HO��GLVSOD\: In the graphic all relationships are either displayed as FS relationships or according totheir proper type.'LVSOD\�RSWLRQV: Activities an be displayed in the graphic in four different levels of detail.&RORU�IRU�VXEQHWZRUN�GRFXPHQWV�HWF.: In the H[WHQGHG display of activities, the specified colorindicates an assigned object.3UI�SODQQLQJ�ERDUG: determines the appearance of the GANTT chart

© SAP AG CA800 8-10

SAP AG 1999

1HWZRUN�3URILOH��$FWLYLWLHV��

Network Graphic Activities

Activity parametersInternally processed activity

General costs activity

Control key

Control key

Mat. cost elem.Unit for work

Norm.duratn un.

Cost element

Calculation key

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n ,QWHUQDOO\�SURFHVVHG�DFWLYLW\��&RQWURO�NH\� Describes the business properties of the activity.0DW��FRVW�HOHP�� Cost element for planning material in the activity.8QLW�IRU�ZRUN: self-explanatory.1RUP��GXUDWQ�XQ�: self-explanatory.&DOFXODWLRQ�NH\: Calculates work from duration and vice-versa.

n *HQHUDO�FRVWV�DFWLYLW\��&RQWURO�NH\: Describes the business properties of the activity.&RVW�HOHPHQW: Default value for the cost element for general cost activities.

© SAP AG CA800 8-11

SAP AG 1999

1HWZRUN�3URILOH��$FWLYLWLHV��

Cost element

Services

Externally processed activity

Control key

Control key

Cost elementMaterial group

Purch. group

Unit of measure

Currency

Purchasing org.Material groupPurch. groupOrder unit

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n &RQWURO�NH\: The control keys are used by the system when creating new activities (depending onthe activity type).

© SAP AG CA800 8-12

SAP AG 1999

1HWZRUN�7\SHOrder categoryOrder type

Control indicator

Reorganization

Costs

Status management

Release immed.

Number range general

CO partner update

Residence time 1

Residence time 2

Months

Months

Functional areaObject classSettlt. profile

Status profile

Semi-activeClassification

CO partner updateClassification

Planning

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n &2�SDUWQHU�XSGDWH: Specifies how many documents are created when the system settles a network.&ODVVLILFDWLRQ: Specifies whether networks participate in order classification in CO.3ODQQLQJ: Networks that are only used for planning are never executed and therefore do not produceassigned values; ’normal’ networks produce assigned values.

n 5HVLGHQFH�WLPHV: Specify the period of time that must elapse between individual archiving steps.

n )XQFWLRQDO�DUHD: Is used in financial accounting as a structural element for your company in profitand loss accounting according to the cost of sales method.2EMHFW�FODVV: Specifies the cost flow in CO from a business point of view.6HWWOW��SURILOH: Specifies how settlement takes place (for instance the possible receivers).

n 6WDWXV�SURILOH: The user status profile for the whole network.

© SAP AG CA800 8-13

SAP AG 1999

3DUDPHWHUV�IRU�1HWZRUN�7\SH

PlantNetwork type

Network type parameters

StrategyDefault rule

Red. strategyCstgVariantPlanCstgVariantActlPlan cost calc.

Status change documents

BOM application

Engineering Change Management

Wrkflw PO chg.

ActvtyAcctAsgn Net order priceCollctveRequstn

BOM application

Change profile

OrdStatChangeDc

OpStatChangeDocMatStatChngeDocPRTStatChangeDc

DocumentsChange document

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n 6WUDWHJ\: Strategy for determining the settlement rule for activities.'HIDXOW�UXOH: Settlement rule that can be used in the above strategy.5HG��VWUDWHJ\: Specifies at which levels the duration of an activity can be reduced in the case ofdeadline pressure.&VWJ9DULDQW3ODQ�and &VWJ9DULDQW$FWO: Specifies how planned costs and actual costs should bedetermined.3ODQ�FRVW�FDOF�: Indicator specifying when and how costing should be performed (important:changed as of Release 4.6).:UNIOZ�32�FKJ�: Activates workflow for changing purchase order quantities and dates.$FWYW\$FFW�$VJQ: Specifies whether an activity-assigned or header-assigned network is generated.1HW�RUGHU�SULFH: The net price defined in the purchase requisition is copied - unchanged - to thepurchase order.&ROOFWYH5HTXVWQ: For each network, either a purchase requisition with many items is generated, ormany purchase requisitions with one item.

n 6WDWXV�FKDQJH�GRFXPHQWV, &KDQJH�GRFXPHQW: Allows you to write change documents for changesto master data.2UG6WDW&KDQJH'F: Writes change documents for network headers.

n %20�DSSOLFDWLRQ: Permits the automatic choice of a BOM alternative.

n (QJLQHHULQJ�FKDQJH�PDQDJHPHQW� &KDQJH�SURILOH: Specifies how the system reacts to changes inthe configuration; if you do not enter a profile, changes to the configuration are only allowed for"Created" status.

© SAP AG CA800 8-14

SAP AG 1999

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FilterGroupSort

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Planning board assistant

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OptionsField selection

LegendLogs

User settings

© SAP AG CA800 8-15

SAP AG 1999

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

n Re. 2): In assembly processing, you can generate a network when you create a sales order. When yousave, a work breakdown structure is created, and the sales document item is assigned to a WBSelement in the work breakdown structure. In this case, the sales order represents the sales view, theproject is the controlling instrument, and the network represents logistical processing. Alternatively,you can create work breakdown structures and networks, and assign the sales document itemmanually.

n Re. 3): You can assign a sales document item to a WBS element in a project. Controlling is carriedout for the project. You can assign orders or documents to the project.

n Re. 4): You can use assembly processing or MRP planning to create a production order, and thenassign the sales document item to a WBS element in the project. You then assign the productionorder manually to a WBS element in the project.

n The sales document item must be controlled by an account assignment category with a special stockindicator (��4�or EODQN� For example 1 above, the best choice would be account assignment category(� in case 2, the best choice would be 4�or ',�in cases 3 and 4, account assignment category *would also be possible.�

© SAP AG CA800 8-16

SAP AG 1999

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l 7UDQVIHU�DFWLYLW\�GDWD�IURP�6$3�36�WR�WKH�3DOP�3LORWl (QWHU�FRQILUPDWLRQV�LQ�WKH�3DOP�3LORWl 7UDQVIHU�FRQILUPDWLRQV�IURP�WKH�3DOP�3LORW�WR�6$3�36

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

© SAP AG CA800 8-17

SAP AG 1999

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n CEP is short for &ROODERUDWLYH�(QJLQHHULQJ�DQG�3URMHFW�0DQDJHPHQW.n The aim of CEP is to ensure the efficient transfer of information and knowledge between a project

manager in your company and external partners when all are working on a mutual project task.

n There are two different CEP scenarios:

é Competition ScenarioAs part of a bid invitation, for example, every participant modifies the same processing objectsand thus competes with the other participants for an order. During the entire process, none of theparticipants can view the information submitted by the others.

é Cooperation ScenarioAll participants are involved in the transfer of knowledge, and are notified automatically of changes.

© SAP AG CA800 8-18

SAP AG 1999

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n The relevant objects pertaining to a project task are put into a folder in the R/3 system by the initiator.

n The initiator creates a separate recipient list for each folder so that the participants can be notified bye-mail - this means that it is also possible to send comments and other texts. The Internet link definedin Customizing is automatically written to the e-mail - this is the link that enables externalparticipants to log on to the R/3 Internet server.

n Once a participant has logged on via the Internet link, a list appears showing all of the folders that heor she has to process. The participant selects an entire folder, or individual objects in a folder, anddownloads these to his or her PC. It is always possible to download further objects at any time.

n The participant can log off from the Internet server, and process the downloaded objects offline.

n If the participant wishes to send back changed objects to the initiator, he or she simply logs on to theR/3 Internet server again. When objects are sent back, a so-called "successor folder" is created - thisis assigned to the corresponding original folder.

n Before transferring data, the initiator can compare a participant’s successor folders with the originaldata structure in the R/3 system. The objects that are to be transferred to the R/3 system are thenselected in the results overview of the comparison, checked, and transferred to the original structure.This data transfer is documented in a log file.

© SAP AG CA800 8-19

SAP AG 1999

2EMHFWV�LQ�WKH�&(3�3URFHVV

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n The relevant objects pertaining to a project task can be put into a folder in the R/3 system.The objects can be:

é Material numbers

é BOMs

é Documents

é Project structures (project definition, WBS elements, network activities)

n If, as apart of the CEP process, external participants are to be able to process project structures in MSProject, the latest version of Open PS for Microsoft Project (version 1.3 or higher) must be installedfor the initiator.

n Participants can process RIIOLQH�the objects they have downloaded. Please note, though, that inRelease 4.6C only project structures and documents can be modified. System requirements for thisare: Microsoft Project (for editing project structures) and Microsoft Office (for editing documents,Excel tables, and so on).

© SAP AG CA800 8-20

SAP AG 1999

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n 1RW�WLHG�WR�VSHFLILF�V\VWHPV�External participants do not need to have an R/3 system or R/3 experience to work on a project task.

n (DVH�RI�XVH�The objects sent are displayed in hierarchical structures - this gives everyone involved a clear overviewand allows them to navigate around easily.

n $XWRPDWLF�QRWLILFDWLRQ��VWDWXV�GLVSOD\�If objects were changed by participants and sent back, the initiator (and, if applicable, all participants)are automatically notified of this, or informed of this by means of status displays.

n $FFHVV�ULJKWV��VHFXULW\�The objects for processing are taken from the R/3 system and made available on an Internet server,where they can only be accessed using the URL address sent in the mail, the authorized login ID andpassword. This means that external participants do not have direct access to the original datastructure in the R/3 system.