PLM240 470 en Project Controlling With Work

SAP AG 2003

PLM240 Program and Project Management-Reporting

THE BEST-RUN BUSINESSES RUN SAP

© SAP AG 2003

PLM240Project Management – Reporting

Software Komponenten: SAP R/3 Enterprise 2003/Q3 Materialnummer: 50063892

SAP AG 2003

Copyright 2003 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.

All rights reserved.

Copyright

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Knowledge of how to use the R/3 System

Basic knowledge of the principles of Accounting and Logistics

Attendance of at least one of the following courses:

PLM200 Project Management

PLM210 Project Management – Structures

PLM220 Project Management – Logistics

PLM230 Network Controlled Project Accounting

PLM235 WBS Controlled Project Accounting

Course Prerequisites

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Target Group

Participants:Project managers and engineers

Project team members

Consultants

Duration: 3 days

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

© SAP AG PLM240 1-1

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Course goals

Course objectives

Course contents

Course overview diagram

Importance of reporting in a project environment

Contents:

Course Overview (2)


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Execute and maintain reports for important key figures in Program and Project Management.

Course Goals

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This course will prepare you to:


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

Select data for Project reporting

Utilize the Project Information System to evaluate:

Project Structures

Financials

Project Progress

Resources/Material

Describe how other enterprise reporting techniques can be used to evaluate Projects.

Course Objectives


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Unit 5 Controlling Information System

Unit 6 Project Progress

Unit 7 Resource/Material Information System

Unit 8 Business Reporting

Unit 1 Course Overview

Unit 2 Project Structures

Unit 3 Data Selection

Unit 4 Structure Information System

Preface

Exercises

Appendix

Course Contents


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Course Overview Diagram (1)

Projectstructures

Selektion

Progress

Controlling

ResourcesMaterial

Structures

Enterprisereporting

1

Course overview

Dataselection


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WBS elementsReponsibility-orientedorganization

ActivitiesProcess-orientedorganization

1 : N1 : N

Master Data in PS

13-1

AssignmentsWBS elementsand activities

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


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Reporting

Status/Phase

RoughPlanning

DetailedPlanning

Approval Execution Closing

Network

WBS

CostsCommitmentCostsRevenues

Settlement

Budget

Release

Prod.orderFinalconfirmation

SDdocument

Invoice

Concept

BillingQuotation Order

T I M E

Phases in a Project

The project itself comprises several phases. A high degree of precision is required when planning and coordinating large and complex projects. When planning the flow of a project, you will schedule deadlines and dates, make resources available, and assign funds. The Project System gives you the support you need in all project phases. The graphic shows how project processing should ideally progress. In the real world, however, the phases shown rarely follow on from each other in linear fashion: in many cases, they cannot be separated from each other or they need to be run more than once. In the graphic, SD stands for Sales and Distribution.


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Information Requirements: PS Master Data

NetworkAssignmentsControlScheduling dataStatusProcessing typeand so on

Work breakdown structure OrganizationControlDates/deadlinesResponsibilitiesStatusand so on

The Project System contains: WBS elements with - Organizational assignments to plants, company codes, controlling areas, business areas, profit

centers, and so on - Control functions (costing sheet, overhead key, results analysis key, interest profile, investment

profile, and so on) - Dates (order start and order finish dates, scheduled dates of assigned activities, and so on) - Responsibilities (person responsible, applicant, cost center responsible, and so on) - Status information (system and user status, released, deletion flag, locked, and so on) Network (activities) with - Assignments to plants, WBS elements, project definitions, SD order items, and so on - Control functions (costing sheet, costing variant (actual/planned), overhead key, and so on) - Scheduling data (scheduling type, reduction indicator, basic dates, actual dates, and so on) - Status information (partial/final confirmation, material availability checked, activity account

assignment, and so on) - Processing type (internal processing, external processing, general costs activity, service, and so on)


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Information Requirement: Assigned Objects

MMMP.Req.

MMMCompany

Purc.Order

Order

Orders

Documents

Milestones

PS texts

SDdocuments

Purchasingdocuments

You can assign objects such as the following to your project: Sales and distribution documents (quotations, orders, deliveries, goods issues, billing documents) Orders (production orders, internal orders, maintenance orders, and so on) Purchasing documents (purchase requisitions, purchase orders, goods receipts) Documents PS texts Milestones

The account assignment for these objects is to a project-related object (WBS element, network, activity). These objects must be evaluated when the project reports are run. In the list above, PP stands for Production Planning and PS stands for Project System. Typical questions include: Does my (sub-) project have purchase orders? If so, which ones and what is their status? For which times have milestones been scheduled? Where can I find detailed information, in the form of documents or PS texts?


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Information Requirements: Data Types

ForecastForecastPlanPlan ActualActualCommtmtCommtmtSimulationSimulation

CapacitiesCapacities

BudgetBudget

PaymentsPayments

RevenuesRevenues

CostsCosts

DatesDates

Depending on the objects, functions, procedures and scenarios used, a wide range of data is generated while the project is being executed. The central function of the Project Information System is to evaluate and represent this data to various levels of detail. The Project System, therefore, includes the following information systems in order to fulfill these requirements: Dates/deadlines: Structure Information System Capacities: Resource Information System Budget, costs, revenues, payments: Controlling Information System


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Progress AnalysisProgress Analysis


InformationSystems

Information Systems: Overview

Order reportReservations

Purchase requisitionsPurchase orders

Stock/requirements list

Order reportReservations

Purchase requisitionsPurchase orders

Stock/requirements list

ControllingControllingList Edi t Go to View Extras Settin gs System Help

WBS elements Act. Network CCenter Cost Elem ent

600405610 1000 400000

600784320 1000 420000

600997730 1000 450000

10

600343320 1200 600000

600567830 1200 240000

1200 620000

10 1200 24,000.00

COPC-FINI-210 1200 40,000.00

COPC-CONFIG-110

P.1234.1000

P.1234.1000

P.1234.1000

* 1000

P.1234.1000

P.1234.1000

* 1200

* *P.1234.1000

4731

4745

1000

Actual C osts

10,000.00

12,000.00

23,000.00

45,000.00

30,000.00

36.000,00

66,000.00

111,000.00

20,000.00

36,000.00

36,000.00

ALV

Project summarizationProfitability Analysis

Profit Center AccountingSAP-EIS

Project summarizationProfitability Analysis

Profit Center AccountingSAP-EIS

StructuresStructures-

Business Information Warehouse (BW)


You can use the following information systems to evaluate important key figures for your projects: Structure information system Controlling (previously: costs/revenues/payments) information system, with hierarchy reports, cost element reports, and the ABAP List Viewer for line items Capacity analysis Order report, lists of reservations, purchase requisitions, purchase orders pertaining to the projects Stock/requirements overview Progress analysis

You can report across projects using Project summarization SAP Executive Information System (EIS) Profit Center Accounting Profitability Analysis

The SAP Business Information Warehouse (SAP BW) enables you to evaluate company data across applications and across systems. The interface used for reporting is the Microsoft Excel interface. In other words, the SAP BW is a product that is different from the R/3 System.


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Information Systems: Level of Detail

Level of detail

Costs Structures

Executive Information System (EIS)

Line item reports

Cost element reports

Hierarchy reports

CO-PA

ProfitabilityAnalysis

EC-PCAProfit

CenterAccounting

Individual overviews

Structure overview

Project summarization Project summarization

BusinessInformationWarehouse

(BW)

You can use SAP EIS to evaluate logistical and accounting key figures across projects. Reporting is performed using drilldown reports. You can define characteristics of your choice based on your project master data (project type, business area, or person responsible for project, for example). In Profitability Analysis (CO-PA), reporting is performed at the profitability segment level. Reporting is based on value fields and characteristics. The reporting tools used are called drilldown reports. You can evaluate project data and production data together. In Profit Center Accounting (EC-PC), reporting is based on profit centers and the profit center hierarchy. You can use the reports here to monitor success in your organizational structure. Hierarchy reports are drilldown reports for evaluating the costs, revenues, and payments of one or more projects. The evaluation is based on value categories. Advantages: you can drilldown on the basis of various characteristics, and you can go to line items and documents. Cost element reports enable you to evaluate project costs and revenues. Advantages: a cost-element-based display, display in Excel is interactive. Line item reports enable you to evaluate line items and documents. Advantages: columns can be selected, subtotals are displayed, you can go to all accounting documents. The structure information system enables you to evaluate objects as well as logistical and accounting key figures. Advantages: you can edit (change, create) objects from the information system, you can select columns, there is a wide selection of functions. With SAP BW, you can evaluate business data across systems and applications. Advantages: interactive display evaluations that are high performance, but are easy to use.


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Main Business Scenario

Up-to-date, object oriented information is a must at all stages of project processing, so that you can keep an overview of the project's dates, costs, and resources.

You must determine the most effective project information system reports and evaluations that meet this need.



Business Scenario and Preparation

Unit: Getting Started Topic: Business Scenario

The following section outlines the scenario on which the project is based. After that is a summary of the settings to be made or checked by the course instructor.

1 Customer Project

A customer has placed an order with you for the manufacture of a turbine. To describe this project, you will create a sales order, to include a billing plan, and a project structure, based on an existing structure. The new project structure comprises the WBS and two networks.

You will use the BOM PS interface to assign material components to the first network. You will use the second network to describe the steps to be carried out on your premises in the United Kingdom.

As part of the project, the instructor will take the roles of planner, buyer, and production scheduler, carrying out the following steps: • Requirements planning • Purchasing components • Conversion of planned orders to production orders

You use the functions in the project information system to track the resulting changes to values and objects.

You enter further actual data, in the form of material issues to consumption in networks and production orders, confirmations in network activities, and revenue postings in the WBS element.

In the process, the instructor will carry out period-end closing (determine the settlement rule, calculate overhead, results analysis, and settlement to Profitability Analysis). You can track the resulting changes in information system reports. The effects in Profitability Analysis (CO-PA) are also illustrated using suitable reporting tools.

The customer project is also used to demonstrate the transactions in Profit Center Accounting.


Unit: Getting Started Topic: Instructor Preparations

• Maintain variables in table TVARV • Activate PS Cash Management • Change network profile T-20000 • Adapt database profile • Deactivate the lock logic

2 To process period-end closing, you need to maintain variables in flow definition Z-130.

SAP Easy Access → Tools → ABAP Workbench Overview → Data Browser (double-click)

Field Input Data

Name TVARV

Select Enter

Field Input Data

Variable Name PS_*

Select Execute

Select the following entries and adapt them to the current period.

Variable Name Entry in LOW

PS_BUDAT First of the current month, in format YYYYMM01

PS_PERIOD Current month, in format 0MM

PS_YEAR Current year, in format YYYY

Select Change

Select Save after each change.


3 PS Cash Management must be activated in company code 1000 to ensure that the payment data will be updated. Now check that PS Cash Management is activated.

SAP Reference IMG → Project System → Payments → Activate Project Cash Management in company code

Enter the following setting.

CoCd FMA Active

1000 1000 X

Save your changes.

Select Save

Go back to the main SAP R/3 menu.

Repeatedly select Back until you return to the menu.

4 So that capacity requirements are automatically written when you save your project, instead of requiring further processing in a separate step, we will now adapt network profile 2000 as necessary and activate the capacity requirements indicator.

SAP IMG: Project System → Structures → Operative Structures → Network → Settings for Networks → Maintain Network Profiles

Select the following network profile:

Network Profile Description

2000 Turbine standard

Select the above entry

Activate the Cap.reqmts indicator. Save the change and return to the main menu.

Select Save Repeatedly select Back


5 At the start of the course, change the PS info profile YIDES_130000. Deactivate the Sales document option in assigned database profile 130000000000 and activate the Confirmation and Capacity options.

SAP IMG: Project System → Information System → Selection → Define Database Selection Profiles

Select profile 130000000000

Deactivate the Sales document flag Activate the Capacity flag Activate the Confirmation flag

Save the changes and exit the IMG.

Choose "Save" Repeatedly select Back.

Note: When the participants have worked the first exercises (end of the first day), we recommend that you reactivate the Sales document indicator, to forestall possible errors in the subsequent exercises.

6 In the following section, the course participants will also carry out Customizing exercises. For this reason, deactivate the lock logic function in your training system to prevent mutual locks while the participants are working through the exercises.

SAP Easy Access Menu: Tools → ABAP Workbench→ Development → ABAP Editor

Program ZSENQOFF Choose Execute


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Work breakdown structures

Networks and activities

Project objectsMaterial components

PS texts, documents, milestones

Orders

Purchase requisitions, purchase orders

Business scenario

Contents:

Project Structures (2)


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Project Structures: Unit Objectives

SAP AG 1999

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

Define the basic data used in a project and what this data is used for:

WBS elements

Networks

Activities

Understand the Project Builder, and the various options it provides for working with basic project data.


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Selektion

Progress

Controlling

ResourcesMaterial

Structures

Courseoverview

Enterprisereporting

Dataselection

2

Projectstructures


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Project Basic Data


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Basic Data in PS

13-1

The project definition is the framework for a commercial project, with a defined goal to be reached with prescribed funds. It contains dates and other organizational data binding on the project. Work breakdown structure (WBS) is the hierarchical structuring of a project outlined in the project definition. It is the basis for organizing and coordinating the project. It consists of various work breakdown structure elements. These work breakdown structure elements (WBS elements) each describe a conrete task or partial task in the project that must be carried out within the timeframe stipulated. Activities describe the various tasks and work involved in the project, and the temporal and causal relationships between these tasks. Here, the focus is on planning, analyzing, describing, controlling, and evaluating costs, scheduled dates, resources, and material requirements. In the Project Builder and the project planning board, you can create both WBS elements and activities, and maintain data for these.


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Project Builder: Maintenance Options

Manual1

Hierarchy Graphic

Displayarea

Navigation area

3Manual

2

Network Graphic4

Navigation area Insertion area

Display area

= Standard structure= Operative struct.

Include5

CopyProject

6

Copy7

Project BuilderProject Builder

You can use the Project Builder to create or change project objects (project definition, WBS elements, activities, activity elements, PS texts, documents, milestones, and material components). You can do this work by means of detail screens, lists, or graphics (1-4). You can either create operative project structures (work breakdown structures or networks) manually or take standard structures (standard work breakdown structures, and standard networks) as templates (7). You can include WBSs, standard WBSs, and standard networks in existing project structures (5). When creating projects, you can copy an operative project or a standard project, including all subordinate objects (WBS elements, activities, PS texts, documents, milestones, and components) (6).



Assigned Objects


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Assigning PS Texts, Documents and Milestones

100010001000110011001100120012001200130013001300140014001400150015001500

500050005000

600060006000

300030003000310031003100

200020002000 400040004000

T-200##.1EngineeringTT--200##.1200##.1EngineeringEngineering

T-200##.2Planning

TT--200##.2200##.2PlanningPlanning

T-200##.3PurchasingTT--200##.3200##.3PurchasingPurchasing

T-200##.4ProductionTT--200##.4200##.4ProductionProduction

T-200##.5AssemblyTT--200##.5200##.5AssemblyAssembly

Milestonesto activities or

WBS elements

Milestonesto activities or

WBS elements

TextTextConcept

T-200##Turbine

TT--200##200##TurbineTurbineDocuments

to activitiesor

WBS elements

Documentsto activities

orWBS elements

PS textsto activities

orWBS elements

PS textsto activities

orWBS elements

You can assign PS texts Documents Milestones

to a WBS element and a network (activity) in the Project System. PS texts are user-definable texts that are managed in a PS text catalog. Texts are classified into different text types. You can enter PS texts in R/3 SAPscript or in Microsoft Word. The files are stored in the R/3 database. You can use the R/3 Document Management System in the Project System to assign document info records to WBS elements and activities. In the Document Management System (DMS), you can assign original (external) documents in various formats (Excel, Word, PPT, BMP, TIF, CAD formats, and so on) to a (R/3-internal) document info record. In the Project Information System, you can display the document info records and the corresponding original documents online. You can also display the original documents using the Internet. Milestones have various different uses, such as milestone billing in SD or or starting workflow tasks.


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SD Documents: Account Assignment

100010001000110011001100120012001200130013001300140014001400150015001500

500050005000

600060006000

300030003000310031003100

200020002000 400040004000


T-200##.2Planning





T-200##Turbine

TT--200##200##TurbineTurbine

SD documentsto WBS elements(billing element)

SD documentsto WBS elements(billing element)

SD

Order

From the perspective of Sales and Distribution, inquiries, quotations, and orders can be assigned to a WBS billing element. You can then monitor all of the follow-up documents, such as deliveries, goods issues, or billing documents, and their relationships to the respective preceding documents, via the document flow in the project.


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Assigning Orders


T-200##.2Planning





T-200##Turbine


Internal order,CO production order

to WBS elements

Internal order,CO production order

to WBS elementsPP production order

to WBS elementsPP production order

to WBS elements

Process orderto WBS elementsProcess order

to WBS elementsPlant maintenance

orderto WBS elements

Plant maintenanceorder

to WBS elements

COCOPP

PI PMNetworkto WBS elements

Networkto WBS elements

Service orderto WBS elements

Service orderto WBS elements

SM

PS

You can assign the following orders to a WBS element by means of an assignment field in the master record of the order in question: Production Planning (PP) orders Process (PI) orders Service (SM) orders Plant Maintenance (PM) orders Internal orders and Controlling (CO) production orders

. This assignment enables the appropriate objects to be evaluated together with the project structure in the Project Information System.


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Assigning Purchase Requisitions, Purchase Orders

100010001000110011001100120012001200130013001300140014001400150015001500

500050005000

600060006000

300030003000310031003100

200020002000 400040004000


T-200##.2Planning





T-200##Turbine


Purchase requisitions,purchase orders

to networks, activities,or WBS elements

Purchase requisitions,purchase orders

to networks, activities,or WBS elements

MMMMMCompany

PurOrder

MMMPurchaserequistion

Purchase requisitions and the purchase orders that result from these can be assigned to a network activity and a WBS element for external processing activities, service activities, and material components that are procured directly. This takes place in Purchasing for different account assignment categories. In the standard R/3 System, these are Account assignment category Q: assignment to WBS element Account assignment category F: assignment to network/activity

The account assignment categories used when purchase requisitions are created automatically depend on the Customizing settings made in the Project System. This information is passed on when the purchase requisition is converted to a purchase order. You can also create purchase orders manually using the appropriate account assignment category.



Business ScenarioBusiness Scenario


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A project is created and evaluated:

Project T-200## is a customer project.You create a sales order assigned to this project.The project is mapped using a work breakdown structure that contains activities. These activities define the flow of the project. At the same time, they also form a quantity structure for planning dates/deadlines, costs, resources, and material requirements.

Project Structures: Business Scenario


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Business Scenario: Customer Project T-200##

PSPS

510051005100


T-200##0.0ManagementTT--200##0.0200##0.0ManagementManagement

T-200##.10.1IDES Eng.

TT--200##.10.1200##.10.1IDES IDES EngEng..

T-200##.1.2UK Eng.

TT--200##.1.2200##.1.2UK UK EngEng..

T-200##0.1EngineeringTT--200##0.1200##0.1EngineeringEngineering

100010001000110011001100120012001200130013001300

111011101110111111111111111211121112111311131113112011201120113011301130114011401140

200020002000210021002100220022002200

010001000100020002000200

T-200##Turbine


T-200##0.2Planning

TT--200##0.2200##0.2PlanningPlanning

300030003000310031003100320032003200

T-200##0.3PurchasingTT--200##0.3200##0.3PurchasingPurchasing

400040004000410041004100

T-200##0.4Production

TT--200##0.4200##0.4ProductionProduction

501050105010502050205020503050305030504050405040505050505050506050605060507050705070

500050005000

SD

T-200## is a customer project. The project is mapped using a work breakdown structure that contains activities. These activities define the flow of the project. At the same time, they also form a quantity structure for planning: Dates (occurs automatically via scheduling) Costs (occurs automatically via costing) Resources (internal activities and external activities) Material requirements (using the assigned components)

When the sales order is received, it is assigned to the project. This means that it can be used to plan revenues and to post these revenues by means of a billing document. Actual data (dates, resources, costs, revenues, and payments) are written to the network activities. Since the activities are assigned to WBS elements, this data can be summarized throughout the project structure. Results analysis is performed for the project. The results analysis values are settled to the profitability segment.


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Project Structures: Unit Summary

You are now able to:

Define the basic data used in a project and what this data is used for:

WBS elements

Networks

Activities

Understand the Project Builder, and the various options it provides for working with basic project data



Exercises

Unit: Project Structures Topic: Customer Project

• Create project T-200##, using a standard structure as a template.

• Create a sales order assigned to the project, including a billing plan (billing milestones from the project).

T-200## is a customer project, created using a standard structure as template. It is mapped using a work breakdown structure (WBS) with network activities and milestones. A sales order is also created for the project. The WBS, network, and sales order (item) are closely linked in terms of dates, costs, and revenues.

1 Preparation

When working the exercises, we recommend that you open three sessions right at the beginning, and process them in parallel. Having logged on to the R/3 System, proceed as follows:

1-1 Open a second session.

Create a second session (referred to as session 2 from now on). For the remaining exercises, this session will be used to evaluate data in the structure overview.

Choose Create new session

SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) If necessary, enter controlling area 1000, and PS information profile YIDES_130000.

Leave session 2 open and stay in the structure overview.


1-2 Open a third session.

Create a third session (referred to as session 3 from now on). For the remaining exercises, this session will be used to evaluate data in the cost element report Z6P2 Actual/Balance/Commitment/Plan.

Choose Create new session Insert the transaction for executing report groups in your favorites. To do so, position your cursor on the Favorites folder in the SAP Easy Access menu and click the right mouse button. Choose Insert transaction and enter the transaction code GR55 in the dialog box displayed. Confirm your entry by pressing Enter.

SAP Easy Access Menu: Select Favorites folder Right mouse button → Insert transaction Dialog box: Enter transaction code GR55 Choose Enter From session 3, execute the report group Z6P2. Enter controlling area 1000 if prompted.

SAP Easy Access Menu: Favorites→ Execute Report Group (double-click) Enter report group Z6P2

Choose Execute The system asks you to enter a database profile. Specify 130000000000.

Leave session 3 open and stay in the cost element report. Use session 1 for executing transactions such as creating the project and sales order.


Topic: Customer Project

2 A customer has placed an order with you for the manufacture of a turbine. To process the order, you will now use the Project Builder to create a structure for the turbine system project. The structure of the turbine system project comprises WBS elements and activities. You create the project by copying from a standard structure.

2-1 In session 1, go to the Project Builder and create project T-200##. Copy standard project T-20000.

SAP Easy Access Menu: Accounting/Logistics → Project System → Project → Project Builder (double-click)

Choose Create → Copy project

In the dialog box that appears, enter the following data:

Field Name Input Data

Project def. T-200##

Project profile Turbine standard

Template Std proj. def.

T-20000

Confirm your entries.

Choose Enter

2-2 Enter the following description for the project:


Text Turbine Group ##

On the left of the structure, you will now see various objects that were copied from the standard project:

+ Project definition (1st line) + WBS elements + Activities + Milestones

The activities are grouped together into two networks with provisional numbers (%00000000001 and %00000000002).


2-3 For the individual WBS elements, maintain the Person Responsible field manually. To do this, position the cursor in the structure tree on the project definition and choose WBS Element Overview in the working area to branch to the list of WBS elements. Choose the Responsibilities tab and enter the following values:

Choose WBS Element Overview Responsibilities tab

WBS Element Respons. Person

T-200## 1

T-200##.0 2

T-200##.1 3

T-200##.1.1 3

T-200##.1.2 11

T-200##.2 4

T-200##.3 5

T-200##.4 6

T-200##.5 7 Confirm your entries by choosing Enter.

Choose Enter

2-4 Select the project definition in the structure tree on the left and branch to the detail screen. Release your whole project

Select the project definition in the structure tree Choose Project definition Edit → Status → Release

2-5 Save project T-200##.

Choose Save

Confirm any dialog box that appears (re scheduling), and return to the SAP main menu.

Choose Exit


Topic: Sales order

3-1 Create the sales order for project T-200##. To do so, stay in session 1.

SAP Easy Access Menu: Logistics → Sales and Distribution → Sales → Order → Create (double-click) Use the following data:

Field Input Data

Order Type PS1

Sales Organization 1000

Distribution Channel 10

Division 00

Choose Enter

3-1-1 Enter the following data in the overview screen that appears:

Field Input Data

Sold-to party 1600

Purch. order no. GR##

Req. deliv. date 18 months from today

Material T-20000

Order quantity 1

Confirm your entries and the dialog boxes that appear.

Choose Enter repeatedly

3-1-2 Go to the detail screen of the item by double-clicking the item number 10. Choose the appropriate tab page to go to the Account Assignment screen.

Double-click the item number Choose the Account assignment tab page

On the Account Assignment screen, enter the billing element of your turbine project:

Field Input Data

WBS Element T-200##


3-1-3 Choose the appropriate tab page to go to the Billing Plan screen.

Select the Billing plan tab In the selection dialog box for billing milestones, choose the WBS element option and enter your WBS element T-200##.

Choose Enter The system then asks whether you want to adopt the milestones from the project as your billing milestones. Select all the milestones and confirm the selection.

Choose Select all

Choose Copy

If the Milestones for Billing dialog box does not appear, you can also use the Create date pushbutton on the Billing plan tab of the detail screen for the order item.

Choose the green arrow to return to the item data overview.

Choose Back

3-1-4 Save your sales order.

Choose Save Make a note of the order number: ________________

Go back to the main SAP menu.


SAP AG 1999

Overview

Database profile

Selection view

Dynamic selections

Status selection profile

Contents:

Data Selection (2)


SAP AG 2003

List the various options for influencing how data is selected for the information system:

Database profile

Selection view

Drilldown


Data Selection: Unit Objectives



SAP AG 2003


Projectstructures

Dataselection

Progress

Controlling

ResourcesMaterial

Structures

3

Courseoverview

Enterprisereporting


SAP AG 2003

SelectionProjectWBS elementNetwork/orderActivity/operationMaterials in network

tototototo

Dynamic selectionsCreated byPerson responsiblePriorityLocation...

Selection variant

Choose selection variantSaveSave selection variantselection variant

Information System Initial Screen

In the initial screen of all PS information systems, you can define ranges for the following items for which you want to evaluate data: Project definitions WBS elements Networks/activities Other orders (CO, PM, SM, PP) Project materials

The appearance of the initial screen depends on the database profile. Example: if you select version data in the database profile, the system displays additional selection fields for project and simulation versions. You can restrict the data selected using dynamic selections. You can save your selections (including dynamic selections) by creating selection variants. Selection variants are also used for running reports in the background. As of Release 4.0, the same reports can be started online and in the background.


SAP AG 2003

LogicalLogicaldatabasedatabase

Projects, WBS elements

Networks,activities 2

1

Versions

Components

EEAA C DD

BBOrders

SD documents

Milestones

PRTCapacities

12

PurOrder,PurReqs

PS texts,documents

Confir-mation

Database Profile

EarnedvaluesEarnedvalues

The Project System logical database (PSJ) forms the basis for reporting in the information system. You can make the following settings in the database profile: The objects and data which are to be read from the database. Example: WBS elements, archived projects, networks, materials, capacity requirements for activities, costs and financial data The project view in which the data is displayed. Example: Organized according to project structure or cost center

No further data can be selected from the database via the project view. You use this to specify how the data is to be displayed in the information system. You maintain the standard database profile settings in Customizing. You can temporarily change the database profile settings on the initial screen of the information system. In reporting, you cannot select further objects from the database. You define the scope of your selection (and the objects made available to reporting) on the appropriate initial screens.


SAP AG 2003

Write-protectedNo changes

Commercial evaluation

Superior object selectionIncluding hierarchyDynamic selections

Origin (archive data, version data, standard structures)

Selection criteria (project definition, sales document, component)

For WBS / others

Indicators in the Database Profile

By combining the indicators in the database profile, you can tailor the results of your reports to suit your needs: The Write-protected and No changes indicators specify whether changes can be made to the profile from the application and, if so, by whom. The Commercial evaluation indicator is only significant for the structures information system. It determines whether the entire structure of the project, or just the objects relevant for CO, is displayed. This indicator is set by default in the Controlling project information system. The setting in the database profile does not have any effect here. The Superior objects selection, Including hierarchy, and Dynamic selections indicators are particularly significant if you are using dynamic selections. They define whether and, if so, how objects that do not actually match the selection criteria are displayed. In the Origin field group, you specify whether you want to use archive or version data, for example. The indicators that are activated in the Selection Criteria field group are displayed for selection on the initial screen of the evaluation. By flagging the For WBS indicator, you specify that networks/orders and activities/activity elements that are assigned to a WBS element are selected by the database. If you flag the Others indicator, networks/orders and activities/activity elements that are not assigned to a WBS element, or whose WBS element is not selected, will be selected.


SAP AG 2003

Selection View

SelectionSelectionviewviewCUSCUS

FunctionalFunctional grpgrp 1: 1: CoCodeCoCode

FunctionalFunctional grpgrp 2: 2: RespResp. cost. cost ctrctr

FunctionalFunctional grpgrp 3: Res.3: Res. analyanaly. key. key

. . .. . .

ProDefProDef

ProDefProDef

ProDefProDef

. . .. . .

WBSWBS

WBSWBS

WBSWBS

. . .. . .

Network/orderNetwork/order



. . .. . .

. . .. . .

. . .. . .

. . .. . .

. . .. . .

Dynamic selectionsCoCode

Project def.WBSNetwork/order

Resp. cost centerProject def.WBSNetwork/order

...Defines fields

LogicalLogicaldatabasedatabase

In the logical database PSJ (on which the selections made for all the project reports are based), you can adapt the fields for dynamic selection to suit your own requirements. To do this, call up transaction SE36 (main SAP menu → Tools → ABAP Workbench → Development → Programming Environment → Logical Databases). Enter the logical database PSJ and choose Extras → Selection views to call up the screen for maintaining selection views. Enter CUS as the origin of view. Note: The selection view is cross-client. It is, therefore, extremely important that the requirements of all the clients in your system are taken into account. By defining functional groups, you can now group the fields of the tables available according to content. Choose all of the fields of the different tables that you require for your information systems and save the selection view you have created. As soon as a customer creates a CUS selection view, this is defaulted by the system each time a project report is called up and limits the fields for dynamic selection. The view created by SAP is no longer important, but can be reactivated by deleting the customer-specific view. IMPORTANT: Do not change any of the other SAP settings in this transaction.


SAP AG 2003

Dynamic Selections

leads toleads to

+

K K

KK

K K

KK

Dynamic selections

Master data WBS element

Acct asst elem. X

Selected dataStarting point

Before you can make any dynamic selections, you have to enter a value in a field (for example WBS element) on the initial screen of the information system.

Choose Dynamic selections and call up the appropriate dialog box. If you make and save any dynamic selections, the data will be selected according to specific criteria ( for example profit center, person responsible, last change).

Using suitable dynamic selections and selection criteria, you can restrict the scope of the data selected from the logical database. This considerably improves system performance when you call up reports.


SAP AG 2003

Status Selection Profile

leads toleads to

Choose Status Selection Profile

Project definitionsWBS elementsNetwork/orderActivities

X

X

RELDPCONPCON

RELDRELDRELDCOMPCOMPCOMPRELDRELDRELD

COMPCOMPCOMP RELDRELDRELD

RELDRELDRELD

TECHTECHTECHTECHTECHTECHCONFCONFCONFCONFCONFCONFPCONPCONPCONPCONPCONPCON

PCONPCONPCONRELDRELDRELD

TECHTECHTECH RELDRELDRELD

RELDRELDRELD

PMAT-PCONPMATPMAT--PCONPCON

RELDRELDRELDCOMPCOMPCOMPRELDRELDRELD

COMPCOMPCOMP RELDRELDRELD

RELDRELDRELD

TECHTECHTECHTECHTECHTECHCONFCONFCONFCONFCONFCONFPCONPCONPCONPCONPCONPCON

PCONPCONPCONRELDRELDRELD

TECHTECHTECH RELDRELDRELD

RELDRELDRELD

PMAT-PCONPMATPMAT--PCONPCON

!

PCONPCONPCONPCONPCONPCON

Representation outsidethe project structure

You can use the status selection profile to restrict selection to objects that satisfy a particular combination of statuses: As of Release 4.6, you can maintain status selection profiles for the following objects: Project definition WBS Element Network/order Activity

The objects are selected hierarchically. Subordinate objects are not selected unless their higher-level object complies with the status selection profile. If you want to select objects by user status, you must specify the appropriate status profile. The status profile must be assigned to all the objects. This must be the case, otherwise you cannot restrict selection by means of the status selection profile. Note: This function can also be provided as an advance development for releases prior to 4.6 - see SAP Note 111154 (Status Selection Profile in Information System).


SAP AG 2003

Selection variantSelection variant

Selection Variants

Dynamicselections

Statusselection

profile

Databaseprofile

Selectionoptions

Selectionscreen

A selection variant is a stored set of selection criteria (combination of entries made on the selection screen, selection options, dynamic selections, and status selection profile). Instead of having to enter these selection criteria each time you call up a report, you can enter them once only and save them as a variant. A report can have different variants, each of which supplies a different type of information.


SAP AG 2003

Res

tric

ting

the

disp

lay

Stip

ulat

ing

the

scop

e of

sel

ectio

n

Sequ

ence

Data Selection in the Project Information System

Evaluating the selection screen

Object selection per database profile

Using dynamic selectionsto restrict data

Applying the status selection profile

Object type selection

Filter criteria

The selection criteria are generally evaluated in three steps: The first step is to evaluate the selection screen. The second step is to select objects defined in the database profile. This selection has a direct influence on the effectiveness of the dynamic selections. The status selection profile is applied to all the objects selected in this way. The third step is to restrict the display using the object type selection and filter criteria.

The first two steps determine the scope of the selection. The third step does not restrict the selection further, so it does not improve system performance or save on storage capacity. With this in mind, it is a good idea to select only those objects in the database profile that are really needed for the relevant evaluation. The Object type selection and Filter criteria functions always affect the scope of the selection already made. You can set, change, or delete them at any time. An additional, detailed description of the steps involved in selecting the data is provided in SAP Note 107605.


SAP AG 2003

Hierarchy reportsHierarchy reports

Saving Reports

Structure overviewIndividual overviewsStructure overview

Individual overviews

-

Cost element reportsCost element reports

- - - -

Selection versions Frozen data Extracts

Kostenart Ist Obligo

12.000

3.000

24.000 6.000

5.384

7.286

7.200

58.870 6.000

400000

410000

417000

466000

619000

620000

650000

890000

892000

Saldo

Summe

12.000

3.000

30.000

5.384

7.286

7.200

64.870

Plan

18.500

5.300

28.000

6.442

9.582

13.388

7.080

6.350

102.642

8.000

PRO

PSP-1

PSP-2

NPV 2000

NPV 2100

NPV 2300

PSP PSP

Kostenart Ist Obligo

12.000

3.000

24.000 6.000

5.384

7.286

7.200

58.870 6.000

400000

410000

417000

466000

619000

620000

650000

890000

892000

Saldo

Summe

12.000

3.000

30.000

5.384

7.286

7.200

64.870

Plan

18.500

5.300

28.000

6.442

9.582

13.388

7.080

6.350

102.642

8.000

PRO

PSP-1

PSP-2

NPV 2000

NPV 2100

NPV 2300

PSP PSP Kostenart Ist Obligo

12.000

3.000

24.000 6.000

5.384

7.286

7.200

58.870 6.000

400000

410000

417000

466000

619000

620000

650000

890000

892000

Saldo

Summe

12.000

3.000

30.000

5.384

7.286

7.200

64.870

Plan

18.500

5.300

28.000

6.442

9.582

13.388

7.080

6.350

102.642

8.000

PRO

PSP-1

PSP-2

NPV 2000

NPV 2100

NPV 2300


12.000

3.000

24.000 6.000

5.384

7.286

7.200

58.870 6.000

400000

410000

417000

466000

619000

620000

650000

890000

892000

Saldo

Summe

12.000

3.000

30.000

5.384

7.286

7.200

64.870

Plan

18.500

5.300

28.000

6.442

9.582

13.388

7.080

6.350

102.642

8.000

PRO

PSP-1

PSP-2

NPV 2000

NPV 2100

NPV 2300


12.000

3.000

24.000 6.000

5.384

7.286

7.200

58.870 6.000

400000

410000

417000

466000

619000

620000

650000

890000

892000

Saldo

Summe

12.000

3.000

30.000

5.384

7.286

7.200

64.870

Plan

18.500

5.300

28.000

6.442

9.582

13.388

7.080

6.350

102.642

8.000

PRO

PSP-1

PSP-2

NPV 2000

NPV 2100

NPV 2300

PSP PSP

Structures Controlling Controlling

In the Project Information System, you can save reports that you have already selected. Depending on the report type, various selection versions and (data) extracts are available to help you do this: Structures Information System (structure overview and individual overviews): On the initial screen, you can save a selection version or call up an existing one. You can save as many selection versions as you want. These can either be assigned a validity period or a delete date. In addition to this, you can also delete the selection versions manually. Hierarchy reports: The data selected in these reports can be saved as frozen data via Report -> Save data before you close the report. This data is then overwritten automatically when the data of the next user is saved. Cost element reports: Here, you can use extracts to save the report data you have selected. As in the Structures Information System, a project can have several data extracts. Important: if you change the report and, as a result, have to regenerate it, all of the extracts saved up to this point will be deleted.


SAP AG 2003

Performance in the Project Information System

Goal-orientedconfiguration ofdatabase profile

Goal-orientedconfiguration ofdatabase profile

Report Painter:variation without

breaking downindividual values

Report Painter:variation without

breaking downindividual values

Status selectionprofile

Status selectionprofile

Value categories: maintaining intervals Value categories:

maintaining intervals

Backgroundprocessing

Backgroundprocessing

Saving extracts andselection versions

Saving extracts andselection versions

The smaller the volume of data the system has to select, the faster the data will be processed and the faster your report will be displayed. For this reason, you should only select the data in the DB profile that you actually require for the evaluation. Using the status selection profile, you can select just those objects from an extensive project structure that have a particular processing status (e.g. released). In the reports of the Structures and Controlling Information Systems, you can use selection versions and extracts to save data selected from the database and, in this way, avoid selecting the same data again. You can configure the Report Painter in such a way that a selected structure is not broken down to the individual value level, thereby enhancing the performance of your reports. When you assign cost elements to value categories (transaction OPI2), you can enhance the performance of your hierarchy reports by specifying the cost elements as (large) intervals. When you maintain individual values for value categories, a large number of data records is created in the project definition database which can impair performance in the information system. When the project information database is updated, however, it is critical to assign cost element groups because these are always broken up. When you evaluate extensive project structures, background processing (for example, overnight) can be particularly useful if no interactive work has to be carried out in the report.


SAP AG 2003

Data Selection: Unit Summary


List the various options for influencing how data is selected for the information system:

Database profile

Selection view

Drilldown


Setting the database profile, selection view, dynamic selections and filter can have a considerable effect on the runtime performance and the results of your reports. You use the database profile to specify which objects you want to read and from where. A selection view enables you to restrict your fields for data selection and group these on a cross-client basis. You can use dynamic selections to reduce the volume of data to be read. The settings described here have a positive effect on the performance of the information system. When you are dealing with project evaluations whose data must be up to date and structured in the same way for the different people using them, it is advisable to create selection versions or extracts. The filter function in the information systems does not affect the volume of selected data; its purpose is to restrict the data displayed.


Exercises

Unit: Data Selection Topic: Logical Database

• Questions on logical databases ****OPTIONAL****

• Creating your own database profile

• Questions on database profiles

• Create your own status selection profile

• Create a report variant

The first step involved in executing reports and evaluations entails retrieving the relevant data. The following section explains how this is carried out, and outlines the intervention options for the user, and the factors that influence how the data is selected.

1-1 Questions on logical databases ****OPTIONAL****

The questions below deal with aspects of data selection that are not relevant for the end user. They are primarily intended for users who create their own reports in the PS environment and who are familiar with supporting the system.

1-1-1 In the R/3 environment, what exactly is a logical database? Which logical database is used as a basis for selecting all project reports?

1-1-2 How can you display the structure and contents of this logical database?

1-1-3 How can you change the fields proposed for the dynamic selections?



Exercises

Unit: Data Selection Topic: Database Profile

2-1 Creating your own database profile

2-1-1 To carry out the exercises below, you will need to create your own database profile. To do so, choose:

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Tools → Selection → DB selection profile (double-click)

Use the existing profile 130000000000 as a template and copy it to PLM240_000## so that you can make the changes you need.

Select the entry 130000000000

Choose Copy As...

The detail screen for the database profile is then displayed. Enter the following data here and confirm your entries by pressing Enter. Then save your new profile.


Database prof. PLM240_000##

Description (without text) Database Profile Group ##

Choose Enter

Choose Save


2-1-2 Call up your database profile again to make some additional settings. You want users working with this database profile to be able to enter a project version and sales order as selection criteria on the initial screen. For performance reasons, you also decide that capacities and confirmations will not be selected.

Select PLM240_0000## (double-click) Flag the Version data indicator Flag the Sales document indicator Deactivate the Capacity and Confirmation indicator

Save your changes and go back to the Easy Access menu.

Choose Save

Choose Back (twice)

2-2 Questions on Database Profiles

2-2-1 What is the purpose of database profiles?

2-2-2 How are the settings for database profiles defined? How can these be changed (permanently/temporarily)?

2-2-3 Take a look at database profile 130000000000 as an example.

− Who was the last user to change this profile?

− Can you make changes to the profile from the Information System, or are changes only allowed in Customizing? Which indicator determines this?

− Are the Sales documents and Components used as selection criteria?


2-2-4 What significance does the Commercial evaluation indicator have for the structure overview?

2-2-5 Which settings in the database profile determine how the selected data is shown?

2-2-6 What are the effects of the Superior objects selected and Including hierarchy indicators?



Exercises

Unit: Data Selection Topic: Status Selection Profile

3-1 Create your own status selection profile.

3-1-1 For some reports, you want to be able to select activities that do not have the status Confirmed (final confirmation). You will need to create a status selection profile for this purpose. To do so, choose:

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Tools → Selection → Status Selection Profile (double-click)

Use the existing profile 1300001 as a template and copy it to PLM240_0000## so that you can make the changes you need.


Choose Copy As...

The detail screen for the status selection profile is then displayed. Enter the following data here and confirm your entries by pressing Enter. Then save your new profile.


Status Selection Profile PLM_0##

Description (without text) Not Final CNF Group##

Choose Enter

In the pop-up message The entry to be copied has dependent entries select copy all

In the detail screen for the selection conditions, set the status to final confirmation, and set the indicator for not.

Select the entry PLM_0##

Select Selection conditions

Replace the status PCNF with the status CNF

Select the indicator NOT

Choose Save



Exercises

Unit: Data Selection Topic: Report Variant

4-1 Create a report variant for the structure overview that selects WBS elements with the responsible person number 3. For this report variant, change the database profile settings so the indicator Commercial Evaluation is active. Use the range of projects T-20000 to T-20099 for this report variant.

4-1-1 To create the report variant, access the structure overview transaction.(use session 2). Before creating the report variant, you will need to define the projects to be included, add the dynamic selection field of number of responsible person, and change the database profile to deselect the WBS element hierarchy.

SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click)

If prompted, enter PS Information Profile YIDES_130000.

First, add the dynamic selection field Responsible Person Number. Choose Dynamic Selections Choose Master Data WBS element Select Person Responsible (choose the first listing) Choose Copy selected

Choose Continue Enter

Next, change the database profile to deselect Include Hierarchy.

Choose Change DB Profile Deselect the indicator Incl. Hierarchy


Enter your selection criteria for the structure overview report.

Field Name Value

Project T-20000 to T-20099

No. Responsible Person 3

Prior to executing the report, save the variant.

Choose Save


Select Yes to the pop-up question Do you want to save both the parameters and the settings?

Enter Variant name PLM240_## Enter the description Report Variant for PLM240_##.

Choose Save

4-1-2 Execute the report with your variant PLM240_##. What WBS elements have

been selected?

Choose Execute

Only the WBS elements T-200##.1 through T-200##.1.1 have been selected, because these are the only WBS elements that have been assigned the responsible person 3. In addition, because the Include Hierarchy indicator was not selected, the WBS element T-200##.1.2 was not included in the report output. Execute the report again with Include Hierarchy selected, and notice that because the WBS elements T-200##.1 have been selected, its WBS element hierarchy is included in the report, regardless of the number of responsible person.

Questions


SAP AG 2003

Information System – Structure Overview

Functions in the structures information system

Graphical analysis options

Information System – Individual Overview

Customizing the structures information system

Contents:

Structures Information System (2)

The structures information system primarily covers technical monitoring and control of the project:

You can view all the objects belonging to a project, or select some, along with their current status and hierarchical relationships.

You maintain the selection criteria in the initial screen for the system to use to create a structure overview. You can access further views from the structure list, display data in graphical form, and transfer data to Microsoft Project® or Microsoft Excel®.

You can evaluate data from simulation and project versions, and archived data in addition to original data.

You can use the structure information system to create and compare project versions.


SAP AG 2003

Navigate within and between overviews

Use the functions available in the overviews

Display results in the form of graphics

Edit objects from the information system

Customize the Structures Information System

Structures Information System: Unit Objectives

SAP AG 1999



SAP AG 2003


Projectstructures

Progress

Controlling

ResourcesMaterial

Courseoverview

Enterprisereporting

Dataselection

Structures

4


SAP AG 2003

Structure Overview/Individual Overviews/Detail List

Res127131271312714127141271412715127161271612717

MaterialT-20100T-20210T-20220T-20230T-20300T-20400T-20810T-20820P-100

Req.Date24.09.200029.10.2000 29.10.200029.10.2000 30.10.2000 01.11.2000 18.10.2000 18.01.2001 18.01.2001

Structure overviewStructure overview Individual overviewsIndividual overviews

Earl.Start06.09.200027.09.2000 06.10.200006.10.2000 29.10.2000 27.09.2000 27.09.2000 16.11.2000 02.11.2000 19.01.2001

Acty1000110012001300140020003000310040005000

Earl.Start24.09.200029.10.2000 29.10.200029.10.2000 02.11.2000 05.11.2000 18.10.2000 18.01.2001 18.01.2001 07.03.2001

WBSE-9977E-9977-1E-9977-1-1E-9977-1-2E-9977-2E-9977-2-1E-9977-2-2E-9977-2-3E-9977-3

Lev.123323332

StatusRELD COMPTECHTECHTECHRELDRELDRELDRELD

Detailed listDetailed list Detailed listDetailed list

Project ObjProject Object

The structures information system evaluates the structural and logistical aspects of projects, but it is also possible to display costs, revenues, and other data in the structure. The system uses the values which you enter on the initial screen to select data from the logical database for the structure overview. You can navigate from the structure overview to individual overviews, detail screens, and detail screen lists. You can also access the individual overviews directly. You can: Select any fields from project structures and display them as columns in the report Group and sort by column Display and edit the entire hierarchical structure of a project (including documents, PS texts, networks, other orders, investment programs, and SD documents) Display, change, or create, for example, a new WBS element, network, or activity Store your settings as PS info profiles


SAP AG 2003

Structure Overview: Features

Otherfunctions

Column selection

Filters/exceptions

Select otherprofiles

Refresh

GraphicSave profiles,

versionsAlternative hierarchies

Export data

Maintain data

Functions arecursor-sensitive

The PS info profile is used to access the structure overview. The structure overview is not just an evironment for displaying information, but also includes the ability to create and change project objects, confirm activities, and maintain the profiles utilized by the PS info system, in addition to other functions.


SAP AG 2003

Structure Overview: Functions

Jump to Jump to purchasing purchasing

docsdocs for account for account assignmentassignment Jump toJump to

PREQsPREQs & & purchase orderspurchase orders

for account for account assignmentassignment

Jump to Jump to capacitycapacity

evaluationevaluation

Jump toJump tocost reportscost reports

ContextContext--sensitivesensitivemousemouse

Jump toJump toreservationsreservationsfor account for account assignmentassignment

OtherFunctions

Menu

Menu

Menu

Menu

Menu

In addition to the functions you can execute using the various icons, the structure information system offers two more facilities: Context-sensitive mouse: You can use cursor positioning and the context-sensitive mouse to execute functions. Double-clicking items: In Customizing, you can choose between ten selection actions, as to what should happen when an item is double clicked. Possibilities include confirmation and changing the object. By choosing Goto → Information System, you can call up reports in other areas: - Cost reports - Capacity evaluations - Reservations concerning account assignment - Purchase requisitions concerning account assignment - Purchase orders concerning account assignment - Purchasing documents concerning account assignment


SAP AG 2003

Mat.Mat.

SDSD

CO PM PP

Create

Change/display

Refresh

Editing All Objects

Text Confirmation

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


SAP AG 1999

Hierarchy GraphicHierarchy Graphic??

Network GraphicNetwork Graphic

Presentation GraphicPresentation Graphic

Gantt ChartGantt Chart

Structure GraphicStructure Graphic??

PortfolioPortfolio

■ Klicken Sie, um Text hinzuzufügen

??

0

200

400

600

800

1000

1200

1400

-

Graphical Evaluation

You can call up the following graphics from the structure information system: Structure graphic (Other objects are displayed in addition to WBS elements and activities, such as SD documents, project orders, or investment programs, for example) Hierarchy graphic (WBS elements and activities) Network graphic (Activities) GANTT chart (Unlike the project planning board, this can be called up for several projects) Portfolio (X-Y representation of two columns) SAP Presentation Graphic (This enables you to display values in various ways - as totals curves, for example, or as histograms)


SAP AG 2003

SAP Officee-mail

MailMailExport

Ex-/ImportQuotation

CAMaterial

B50

123

SpanienSpanien4%4%USA 50%

ExcelExcel RTFRTF

AccessAccess

PC textPC text

Export/DownloadExport/Download

GranedaGraneda

MS Project

Timeline...SuperProject

MPXMPX

HTMLHTML

WWWWWW MS Project

Palm

EPS Interface/OpenPSEPS Interface/OpenPS

ExtExt.Systems.SystemsBAPI

Importing and Exporting Data

From the structure information system, you can export data in a range of formats: Microsoft Word (RTF format) Microsoft Excel Microsoft Access Microsoft Project (MPX) HTML GRANEDA (metafile)

You can print out overviews and graphics, or sent them to colleagues by e-mail. As of Release 4,0, you can use the BAPI-enabled External Project Software (EPS) interface to export and import PS objects (project definitions, networks, activities). You can also establish a connection to non-SAP systems using the EPS interface. The standard SAP System contains an interface to MS Project (OpenPS).


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Individual Overviews

SAP List ViewerSAP List Viewer

Enhanced OverviewEnhanced Overview

Project Definition WBS Element Description

WBS Element Name StatusLvl

Lvl CoAr

No. of WBS Element: 9Project definition Turbine Standard

WBS code

Prof./var. Hier. Sel.

There are two environments available for evaluating individual overviews. As of SAP R/3 Enterprise Core 4.70 you can access the individual overviews based on the SAP List Viewer (ALV), which were newly implemented with Note 353255, by using the SAP Menu. You can also access the enhanced individual overviews from release 4.5 from the SAP Menu. When you go to the Structure Overview and the Project Planning Board in the individual overviews, the standard system calls up the new individual overviews. If on the other hand, you want to call up the enhanced individual overviews, you must activate the user parameter PSIS-USE_EXTENDED. The interfaces originally delivered with Release 4.6A for structure overviews and individual overviews are no longer supported (since SAP Note 326591) and have been deleted. The SAP List Viewer allows the user or administrator to create layouts that define the fields displayed in the columns, the sort order and the output view. The enhanced individual overviews utilize profiles to control the fields that are displayed, sort order, and grouping, and summarization criteria.



Customizing the Structures Information SystemCustomizing the Structures Information System

The Customizing settings for the structures information system are located in the IMG for Project System, under Information System → Technical Project Reports.


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PS Info Profile

PS Info Profile

Data base profilefor selection of data

Individual overviewprofiles

Branch from reports

Overview variantsheader, footer

Text modules fortitle and header lines

PS graphics profile

Resources main profile

Structure overview profile

The overall profile contains individual profiles and overview variants. These include: Database profile for data selection from the logical database Profiles to display the structure overview and the enhanced individual overviews Main profiles for displaying resource capacity evaluation Overview variants and text modules for displaying header and item lines Facility for defining which options are available for branching from the reports to more detailed information Costs, revenues and down payments are only displayed on the structure overview and the individual overview, if the Expenditure indicator has been maintained in the profile for the data base selection.

You can edit individual profiles, overview variants, and texts within the overall profile. You can change profiles in the application if this is permitted in the profile.


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Hierarchical Profile Representation

Overall Profile (PS Info Profile)Overall Profile (PS Info Profile)

DB profile

Profiles: (individual) overviews

. . .

Subprofile - displayed fields

Subprofile - sort criteria

Subprofile - Summarization Criteria

Subprofile - grouping criteria

Filter criteria: Gen. Filter

Filter criteria: User filter

Filter criteria: Status filter

Filter criteria: Object filter

The overall profile/PS info profile is the central container for all settings. The overall profile is assigned the database profile (defines the data to be selected from the database) and the profiles for the enhanced individual overviews. The appearance of the various individual overviews is defined by subprofiles in the corresponding profiles. You can create subprofiles to define the column format in the list, as well as the sort, summarization, and/or grouping criteria, or the filters used to restrict the data selected. These profiles are set either - In the individual activities in Customizing for the technical project reports or - Directly in the PS info profile. To do so, position the cursor on the profile you want to maintain and

select the Edit profile/variant pusbutton.


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Objects

WBS elementsActivitiesOrders . . .

Settings

Hierarchy/treeDisplay groupingsVersion comparisonSort down

Settings

Values abs./per.Units in header lineObject type, textOriginal width

Changes

ProtectedNot modifiable

Field widths

Object widthColumn width

Filters

GeneralUser-definedStatus-dependentObject

GeneralUser-definedStatus-dependent

= only in structure overview

Subprofiles

Displayed fieldsGrouping criteriaSummariz. criteriaSort criteria

Highlights

Overview Profiles

The overview profiles determine which objects (structure only) and fields are displayed. You specify how fields are to be displayed, sorted, grouped, filtered and highlighted when the overview is called up. You can go to the screen for maintaining subprofiles (displayed fields, sort/grouping/summarization criteria) from the transaction for maintaining the overview profiles. You can only select the displayed objects and object filters for the structure overview (as this is the only overview in which different objects are displayed). Note: The settings made in Customizing for the profiles displayed fields, group and sort criteria can be overridden by defining display variants in the appropriate overviews.


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Fieldprofile

Groupingprofile

Summarizationprofile

Sortprofile

Fieldprofile

Groupingprofile


Sortprofile

Fieldprofile

Groupingprofile


ProfilSortierung

Fieldprofile

Groupingprofile


Sortprofile

........Structureoverview

Individualoverview

WBS elements

Individualoverview

Activities/elem.

Individualoverview

Components

Displayedfields, e.g.Project elementEarliest start, Latest finish,Status

Group Group bybyProject definitionWBS elementOrder/network

Summarizationcriteria, e.g.PlantProject type

Sort byWork centerWork

Overview Subprofiles

You can define subprofiles for each overview. These subprofiles specify: Which fields are displayed in the overview The fields according to which the overview is grouped The criteria according to which the data is summarized The fields according to which the overview is sorted

By assigning the subprofile to the profile of the overview and assigning this to the PS info profile, you can define these defaults when you call up the information system.



Appendix: Change DocumentsAppendix: Change Documents


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Change Documents

NetworksNetworksNetwork activitiesNetwork activities

Settings in the project profileSettings in the project profile Parameters for network typeParameters for network type

Project definitionProject definitionWBS elementsWBS elements

StatusStatusMaster dataMaster data

Change DocumentsChange Documents

Master dataMaster data StatusStatus

In the structures information system, you can branch to an evaluation of the generated change documents. For this purpose, however, change documents must have been written for the transactions in question. To allow documents to be written for changes to project master data (project definitions, WBS elements), you have to set the Change document creation allowed flag in the project profile. Change documents are then created if the object status allows change documents to be written, and if the modified field is relevant for change documents. If status changes are also to be documented by means of documents, you also have to set the Change documents for status flag in the project profile. For changes to networks/network activities, you have to activate the Creation of change document active flag in the parameters for the network type. As a result, any changes to fields that are predefined by the system will be documented internally by means of document. You can also use other parameters to define whether status change documents are created for network headers, network activities, material components, or production resources/tools. Note: If you set these flags, the response time when saving your data will be longer.


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Change Documents: Evaluation

Choose the objects

Select thechange documents

List of changedocuments for selected

object

Transactions CN60 is provided evaluating change documents. You can also evaluate change documents from the structure overview and the enhanced individual overview once the reports have been executed. Here, you select the objects whose changes you want to see and then choose Settings → Select change document to select and display the generated change documents. The selected documents are the changes that have been made to the master data fields of the respective objects. Change documents that document status changes are not shown here. To view status change documents, call up the status screen of the relevant object and choose Extras → Change documents to display either all documents or only those documents that affect a certain status.


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Structures Information System: Unit Summary


Navigate within and between overviews

Use the functions available in the overviews

Display results in the form of graphics

Edit objects from the information system

Customize the Structures Information System

The structures information system covers mainly structural and logistical aspects of projects. In addition to its reporting function, it offers a facility for processing objects interactively (creating, changing, confirming). Evaluating change documents is also part of the structure information system. You have to make the appropriate settings in Customizing to allow these documents to be created.



Exercises

Unit: The Structures Information System Topic: Evaluation of Customer Project

• Evaluate customer project T-200## using the structure overview reporting

• Evaluate project T-200## in the SAP List Viewer representation using the individual overview

• Utilize the status selection profile to select project objects that meet specific status criteria

• Include functions in the application function bar

• Save and compare project versions

• Customize a PS info profile

• Assign material components to the network

Having created project T-200##, you now want to evaluate the project using the structures information system.

1-1 Use the structure overview to track and evaluate your project and monitor project objects that meet certain criteria.

1-1-1 Using PS Info Profile YIDES_130000, access the structure overview for your project T-200## (use session 2).

SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click You are in the selection screen for the structure overview. Run the overview for your project T-200##.

Field Name Value

Project T-200##

Choose Execute


1-1-2 Change how the project objects are displayed by showing the description in addition to the project object numbers.

Settings → Identification → Number and text

Since the contents of the object column have changed, the current column width is too small. Modify the column width accordingly and confirm your changes by choosing Enter.

Settings → Column width → Object… In the dialog box: Object width: "50" Choose Enter The overview is now almost too wide to fit on one page on the screen. Reduce the column width by displaying the units for the cost and revenue columns in the column header.

Settings → Page header → Units in header

1-1-3 Define a header for this structure overview so that you can store important report information.

Settings → Maintain header text

Enter a name for the header text in the dialog box displayed. Use your group number here to help you find the text module again more easily.

Dialog box: Choose text module, enter Header PLM240_## Choose Continue (Enter) The editor for entering header texts is then displayed. First create a frame for the header text. To do so, position the cursor at the start of the first line and choose Frames. The message in the status bar then asks you to specify the opposite corner of the frame. To do so, move the cursor to the position at which you think the frame should end and choose Frames again.

Position the cursor at the start of the first line Choose Frames Position the cursor at the opposite corner of the frame Choose Frames Then insert an additional line for the text.

Position the cursor at the start of the second line Choose Insert line

Enter the following texts in the available lines:

Report name:

User: Date:


Then enter the appropriate variables for the report name, user, and date. To do so, position the cursor after each of the text items and choose the Gen. variables. Choose and insert the relevant variable in each case.

Position the cursor after Report name Choose Gen. variables Dialog box: Choose the variable name Report description Width 30 Choose Continue.......(Enter) Use the same procedure to insert the variables for the user and date.

Position the cursor after User Choose Gen. variables Dialog box: Choose the variable name Name of User in the Output Width 20 Choose Continue........(Enter)

Position the cursor after Date Choose Gen. variables Dialog box: Choose the variable name Date of output Width 10 Choose Continue........(Enter) Save the header text you have just defined and go back to the structure overview.

Choose Save Choose Back


1-1-4 For your purposes, you need additional columns in the list. Now choose these fields by using the field selection function.

Select Choose fields… The left-hand pane of the dialog box displayed shows the fields that are currently visible. The pane on the right shows the fields that are available. Select all of the cost and revenue fields in the left-hand pane and hide them.

Select the cost and revenue fields Select Do not choose

In the right-hand pane, select the Responsible person and No. of resp. person fields, and add them to your list.

Field

Person Responsible

No. of resp. person

Select Choose Choose Enter


1-1-5 Save your changes in separate profiles so that you can use them again in the future when working with the structure overview.

Choose Save In the dialog box displayed, choose the "Save profiles" option.

Choose Save profiles In the dialog box displayed, overwrite the proposed profiles with the following entries:

Field Input Data

PS Info Profile PLM240_000##

Description GR##: PS Info Profile

DB profile Do not change!!!!

Project view Do not change!!!!

Profile overview PLM240_000##

Description GR##: Structure overview profile

Displayed fields PLM240_000##

Description GR##:Structure Overview displayed fields

Then save the profiles.

Choose Save

What have you achieved by saving the profiles? By confirming your changes, you have added new entries to the relevant customizing tables and thus changed the Customizing settings from the application for the following profiles: • PS Info Profile (Overall Profile) • Structure overview • Fields displayed in structure overview

Question


1-1-6 Reset the hierarchical view of your project so that you can also use functions such as grouping, sorting, and so on, in the structure overview.

View → Hierarchy → Reset hierarchy

You can now sort, group, and/or summarize the list of all the existing objects in the project that you have selected. Note how the application toolbar has changed, and now includes icons for sorting in both ascending and descending order, for example.

Now sort the list in ascending according by a characteristic of your choice. If the characteristic by which you want to sort the objects is already displayed in the list, all you have to do is position the cursor on it and choose Sort in ascending order. If, however, you want to sort the objects by a characteristic that is not shown in the list, position the cursor outside the list area and choose one of the sort pushbuttons. A dialog box is then displayed in which you can choose your characteristic.

1-1-7 You want to select the activities in your project that have an earliest start date within the next 45 days. Use the exceptions to do this.

Choose Set exceptions 1 In the dialog box displayed, choose the General…option.

Choose General… An additional dialog box is displayed with tabs provided for different general conditions. Choose the tab Dates, and enter a date range from today to today + 45 days.

Select Dates Enter the following:

Field Input Data

Earliest start/start 0

Earliest start/start to date 45

Then activate the exception.

Choose Set conditions The exceptions highlight any activity that is scheduled to start within the next 45 days.


1-1-8 Leave the structure overview and return to the selection screen.

Choose “Back” Change the database profile by activating the Sales document option.

Choose Change DB profile Flag the Sales document option


How has the selection screen changed? An additional selection criterion, called Sales document, now appears.

Remove the number of your sales order from the sales document field.

Delete the content of the Sales document field Run the structure overview for your project T-200## again.

Choose Execute The sales order you created now appears in the hierarchical project structure display.

Questions


1-2 Use the individual overview for activities to enter confirmations and evaluate your activities that meet certain status criteria.

1-2-1 Using PS Info Profile YIDES_130000, access the enhanced individual overview for activities for your project T-200##.

SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Enhanced Individual Overviews → Activities/Elements (double-click)

You are in the selection screen for the individual overview. Run the overview for your project T-200##.

Field Name Value

Project T-200##

Choose Execute

Enter confirmations for activities 0100 and 0200. Accept the default values for the confirmation.

Choose Deselect all Select activities 0100 and 0200. Extras/environment → Confirm → Collective Confirmation Select the Finish indicator. Select Enter. Accept the remaining defaults.

Save the confirmations.


1-2-2 Execute the individual overview again. However, this time, use the status selection profile PLM_0## for selecting activities.

SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Enhanced Individual Overview → Activities/Elements (double-click)

You are in the selection screen for the individual overview.

Before executing the report, assign the status selection profile for the selection of activities.

Choose Status Selection profile Enter PLM_0## for activities


Run the overview for your project T-200##.

Field Name Value

Project T-200##

Choose Execute

Are the activities 0100 and 0200 included in the report?

Why aren’t the activities 0100 and 0200 included in the list of activities? The status selection profile PLM_0## only includes objects that do not have the status Confirmed. Since activities 0100 and 0200 have been finally confirmed, they have been removed from the list of objects that are displayed for the report.

Exit the report.

Questions



Topic: Saving Project Versions

2-1 In the following section, you will save project versions for your project T-200## in the structure information system. These project versions will be evaluated during the Milestone Trend Analysis. To do so, call up the structure overview in your editing session (session 2).

SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) You are in the selection screen for the structure overview. Run the overview for your project T-200##.

Field Name Value

Project T-200##

Choose Execute

In order to see the object descriptions, activate the number and text in the display.

Settings → Identification → Number and text

In this exercise, you will create two project versions: • A project version, Gr##_01, which you save in the structure

information system at the beginning of the exercise • A second version resulting from an extension of the project

T-200## that contains two additional activities and certain other changes.


2-1-1 Create the first project version and store it under your group name GR##_01. First, prepare the data for the project version.

Edit → Scope of current data → All fields Select Yes for the pop-up question Do you want to refresh the selection? Then, save the project version.

Save. → Save project version

Enter the following data in the Save Project Version dialog box:

Field Name Values

Vers.key Gr##_01

Description First version Gr.##

Version Group Gr##_01

MTA-relevant Active

Confirm by choosing Enter


2-1-2 Now change the existing project structure by creating a new WBS element.

Select WBS element T-200## Choose Create Object Enter the following data in the WSB element overview:

Field Name Values

Lev. 2

WBS Element T-200##.6

Description Quality Assurance

Planning indicator X

Confirm your inputs with Enter and save the project.

Choose Enter

Choose Save Select the milestone Partial Billing 40% in the structure overview and change it.

Select milestone Partial Billing 40% Choose Change Object Enter a fixed date that is 15 days earlier than the scheduled milestone date and deactivate the "Offset to finish" indicator.

Field Name Values

Fixed date Scheduled date - 15 days

Offset to fin. No (deactivate indicator)

Confirm your inputs, save the changes, and go back to the structure overview.

Choose Enter

Choose Save Now change the activities 5000 and 5100. To do so, select the network header ("Turbine") and switch to change mode.

Select the network header for Turbine Choose Change Object The screen for maintaining the network header appears. Branch to the activity overview for the network.

Choose Activity overview


Change the duration of activities 5000 and 5100.

Field Name Value (old) Value (new)

5000: Normal duration

35 days 55 days

5100: Normal duration

55 days 35 days

Then reschedule the network and save your changes.

Choose Schedule

Choose Save You then return to the structure overview. Refresh the data to see how these changes have affected your project.

Evaluation → Refresh

2-1-3 You now create the second project version. To do this, select the whole structure and select Save Project Version to save your project version GR##_02.

Save. → Save project version

Enter the following data in the Save Project Version dialog box:

Field Name Values

Vers.key Gr##_02

Description Second version Gr.##

Version Group Gr##_02

MTA-relevant Active


Once you have saved the project versions, exit the SAP List Viewer structure overview.

Choose Back You will need the versions in the Project Progress unit to perform a milestone trend analysis.


2-2 Using the Structure Overview, compare two of your project versions.


Before executing the report, change the DB Profile so versions can be selected for the report.

Choose Change DB profile Flag the Version option


You are in the selection screen for the structure overview. Run the overview for your project T-200## versions FREI and Project Version 2: GR##_02.

Field Name Value

Project T-200##

Current data deselect

Version data select

Version GR##_01

Version GR##_02 (use multiple selection to list second version)

Choose Execute

2-2-1 Execute the comparison of the project structures for version GR##_01 and GR##_02.

View → Version Comparison (lines) → Leading version Select version GR##_02



Topic: Editing the PS Info Profile in Customizing

3-1 In the following section, you will change your own PS info profile that you created in the structure overview. You will assign the database profile you defined in the Data Selection unit to this info profile.

3-1-1 Call up the settings for the technical project reports in Customizing for Project System.

SAP Easy Access Menu: Tools → IMG → Customizing → Edit Project SAP Reference IMG

Project System → Information System → Technical Project Reports → Define Overall Profiles for Information System

Call up the detail screen of the PS info profile you created previously from the structure overview.

Select entry PLM240_000##

Choose Details Assign the database profile (with the same name) you created earlier to the info profile.

Replace the entry 130000000000 in the "Database prof." field.


Database prof. 130000000000 PLM240_000##

Confirm your entry by pressing Enter.



3-1-2 Double-click the entry to call up the profile containing the (individual) overview of the WBS elements. In the overview of the existing profiles, select the entry 000000000001 and copy it to a separate profile.


Choose Copy as... Enter the following description for the target entry:

Field Name Values

Profile PLM240_000##

Description (without text) Profile WBS Elements Group ##

Confirm your inputs with Enter and call up your profile again to change it.

Select entry PLM240_000##

Choose Details Delete the subprofile grouping criteria 000000000001.


Grouping crit. 000000000001 (blank)

Then check the settings for the Displayed fields profile. Double-click profile 000000000001.

Select the subprofile Displayed fields 000000000001 Which columns are now displayed in the individual overview of the WBS elements?

Go back to the detail view of the profile, save the changes you made, and return to the overall profile.

Choose Back Choose Save Choose Back (twice)


3-1-3 Assign the WBS elements profile to the PS info profile. Replace the entry 000000000001 with PLM240_000##.


WBS elements 000000000001 PLM240_000##

Save this change and go back to Customizing.

Choose Save Choose Back (twice)

3-1-4 Create a separate subprofile called Sort criteria for your individual overview for WBS elements.

IMG: Project System → Information System → Technical Project Reports

Define Profiles for Sort Criteria In the first dialog box displayed, choose the "WBS elements" option. In the second dialog box, enter the name of the profile you want to create.

Choose WBS elements Choose Continue Enter PLM240_000##

Choose Continue An empty list is then displayed, in which you can now enter the characteristics that you want to use as sort criteria.

Choose New Entries Choose the Project definition and WBS element fields in the pane on the right, copy the fields to the list of sort criteria on the left, and confirm your entries.

Select the Project definition field Select the WBS element field

Select Choose Choose Continue Enter

Enter the following description for your profile:

Field Name Values

Description (without text) Profile Sort Criteria Group ##

Save the profile and return to the IMG.

Choose Save Choose Back (several times).


3-1-5 Assign your Sort criteria subprofile to the PLM240_000## you created for the WBS elements individual overview.

IMG: Project System → Information System → Technical Project Reports → Define Profiles for Calling Overviews

In the dialog box displayed, choose the WBS elements option.

Choose WBS elements Choose Continue

Call up the detail view of profile PLM240_000## and assign the profile for the sort criteria.

Select the entry PLM240_000## Choose Details

Delete the sort criteria 000000000002 subprofile and choose your profile with F4.


Sort criteria 000000000002 CA840_000##

Save your changes and return to the IMG.

Choose Save Choose Back (several times).

3-1-6 Now check the changes you made and the effects they have had on your PS info profile.

IMG: Project System → Information System → Technical Project Reports

Define Overall Profiles for Information System Choose your overall profile and display the detailed information.

Select entry PLM240_000## Choose Details

Double-click the profile for the "WBS elements" individual overview. Select the entry for your group in the list and display the profile details.

Double-click the WBS elements profile Select the entry PLM240_000##

Choose Details Double-click the Sort criteria profile. Here, you can see the characteristics that you defined previously.

Double-click the Sort criteria profile. Exit the profile and return to the IMG.

Click Back (several times)


3-1-7 Switch to session 2 in the structure overview.

You are in the selection screen for the structure overview. Change the PS info profile and carry out the evaluation using the entry you defined in Customizing. Confirm your entry by pressing Enter.

Choose Other PS info profile Select the entry PLM240_000##

Choose Continue Run the structure overview for your turbine project T-200##.

Field Name Value

Project T-200##

Choose Execute Call up the WBS elements individual overview from here.

Goto → Individual overview → WBS elements

The WBS elements individual overview is then displayed. Here, you can see the result of the settings you made in the PS info profile PLM240_000##.

Leave the structure overview and return to the selection screen of the structure overview.

Select Back (twice)



Topic: Material Assignment

4-1 In the turbine project, we will assign components for planning material costs to some activities.

For this project, your engineering department has used CAD systems to create BOMs and material masters. To plan material costs in detail and trigger procurement of the necessary components, you use the BOM-PS interface to assign components to the activities in your project.

4-1-1 Transfer the bill of materials. (Session 1)

Assign BOM components to the activities of your project T-200## (using the common reference points).

Project System menu Material → Planning → Bill of Material Transfer (double-click)

4-1-2 Enter the following data on the initial screen:

Field Name Values

Project definition T-200##

Profile 1300

Material T-20000

4-1-3 Transfer the bill of materials.

Choose Execute

In the results overview, you will see the components of the (multi-level) BOM that were assigned to the activities in your project because they had the same reference points. The components are assigned when you save your data.

There are also two other ways of assigning material components to activities:

1. By copying from another project (that is, components have already been assigned to the other project)

2. By assigning components manually using the Project Builder or project planning board

4-1-4 Save the assignment.

Choose Save



Topic: Reporting (*** OPTIONAL ***)

5-1 Use session 2 (structure overview) to view the changes resulting from the assignment of the components.

5-1-1 In the structure overview (session 2), access the evaluation for your project T-200##. Enter the following in the selection screen:

Field Name Values


Delete the entries in the other fields

Execute the evaluation.

Choose Execute Use exceptions to highlight the assigned components.

Choose Set exceptions 1 In the dialog box displayed, choose the User-defined… option.

Choose User-defined… An additional dialog box is displayed with the characteristics available for specifying user-defined exceptions in the right-hand pane. Choose the Object type characteristic, add it to the list of selected conditions, and specify the Component condition.

Select Object type

Select Choose

Field Input Data

From Compo*


Choose Set conditions Two components are highlighted in red. These are components made internally. However, you have assigned many more components to the network using the BOM-PS interface. Use the exceptions 2 option to highlight these in the structure.

Choose Set exceptions 2 In the dialog box displayed, choose the User-defined… option.

Choose User-defined…


An additional dialog box is displayed with the characteristics available for specifying user-defined exceptions in the right-hand pane. Choose the Object type characteristic, add it to the list of selected conditions, and specify the Externally processed components condition.

Select Object type Select Choose

Field Input Data

From Ext*Comp*


Choose Set conditions Further components will now be highlighted in green. Purchase requisitions were created for these components when they were assigned. This is why they are shown under a different object type.


SAP AG 1999

Hierarchy reports


Line item reports

Contents:

Controlling Information System (2)


SAP AG 2003

List the various types of reports in the controlling information system and explain their functions:

Hierarchy reports


Line item reports

Use the different report types to find the required information

Controlling Information System: Unit Objectives



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Projectstructures

Progress

ResourcesMaterial

Courseoverview

Enterprisereporting

Dataselection

Structures

Controlling

5



Overview

The Controlling Information System contains three types of reports: Hierarchy reports Cost element reports Line item reports

The report type you choose will depend on the information you require and the level of detail of this information.


SAP AG 2003

Overview of Data Types

100010001000110011001100120012001200130013001300140014001400150015001500

200020002000 500050005000600060006000

T-200##.3ProductionT-200##.3Production

T-200##.4AssemblyT-200##.4Assembly

T-200##.1EngineeringT-200##.1Engineering

T-200##.2PlanningT-200##.2Planning

400040004000

T-200##TurbineT-200##TurbineActual

payments

Actualrevenues

Actualcosts

Plannedpayments

Plannedcosts Planned

revenues

Paymentcommitment

Costcommitment

Budget

The controlling information system covers, above all, the commerical aspects of project processing.

The term commercial data in this context primarily means costs, revenues, and payments (receipts and disbursements). The following are among the values available:

Actual

Plan

Commitments (costs, payments)

Budget

Depending on what you want to know, you can analyze and evaluate this data using the various report types.


SAP AG 2003

Overview of Report Types

Cost element Cost element reportsreports

Line itemLine itemreportsreports

HierarchyHierarchyreportsreports

List Edi t Goto View Extras Settin gs System Help

WBS elem ents Act. Network CCenter Cost Element

600405610 1000 400000

600784320 1000 420000

600997730 1000 450000

10

600343320 1200 600000

600567830 1200 240000

1200 620000

10 1200 24.000.00

COPC-FINI-210 1200 40.000.00

COPC-CONFIG-110

P.1234.1000

P.1234.1000

P.1234.1000

* 1000

P.1234.1000

P.1234.1000

* 1200

* *P.1234.1000

4731

4745

1000

Actual C osts

10.000.00

12.000.00

23.000.00

45.000.00

30.000.00

36.000.00

66.000.00

111.000.00

20.000.00

36.000.00

36.000.00

ALV

Cost El. Actual Commt12.0003.000

24.000 6.000

5,3847,286

7,200

58,870 6.000

400000410000417000466000619000620000650000890000892000Saldo

Total12.0003.000

30.000

5,3847,286

7,200

64,870

Plan18,500

5,30028.000

6,4429,582

13,3887.0806,350

102,642

8.000

PRO

WBS-1

WBS-2

NWA 2000

NWA 2100NWA 2300

WBS WBS

In the hierarchy reports, the system displays the value flow of the commerical data in an individual project, in subprojects, or cross-project, from hierarchical points of view.

The cost element reports analyze the value flow in one or more projects, detailed by cost element. The Report Painter is used to created cost element reports.

You can use the line item reports to evaluate individual postings according to various, flexible criteria and analyze planned, actual, and commitment data for individual transactions. The tool for displaying the line items reports is the ABAP List Viewer (ALV).



Hierarchy Reports: Overview

You can call up hierarchy reports via Logistics/Accounting → Project System → Information System → Financials. You can then go to: Costs → Plan-Based → Hierarchical Costs → Budget-Related, or Revenues and Earnings→ Hierarchical


SAP AG 2003

Hierarchy Reports: Basic Concepts

Basic Concepts

Key Figures

Form

Characteristics

The characteristics lay down the options for classifying the dataset. Examples include the controlling area, division, and customer group. Each characteristic is subdivided into a number of characteristic values, such as the customer groups Wholesale and Retail. The existing master data are objects for such characteristic values. Key figures are values (costs, revenues), quantities (number of employees, sales quantity), and calculations based on them (contribution margin, variances). In the standard hierarchy reports in the Project System, only the evaluation of values and calculation are possible. From Release 4.6A, there is a modification you can use to include quantities in the hierarchy reports.

Forms describe the basic content and structure of report lists. A form can be regarded as a semifinished report, which you will complete later by adding characteristics and key figures. Characteristics form part of the form as well as the report. You can choose key figures in either the form or the report.


SAP AG 2003

Hierarchy Reports: Output Type

Accessing a Hierarchy Report

Conventional drilldown report Graphical report output

Plan/Actual/Variance Current Data 11/26/1999Navigation

Value category

Comm. ActivityPeriod/year

Total for Years

Plan Act. Var. Var. %Object

WBS E-9977-2 ProcurementWBS E-9977-3 Assembly

WBS E-9977-4 Insurance

Result

PRO E-9977 Elevator Model 1001-

Section 1 NWA 910990 1160Section 2 NWA 910990 1170

Insurance NWA 910990 3000

WBS E-9977 Elevator-WBS E-9977-1 Engineering+

-

+-

156,162 15,342 140,820 90.2156,162 15,342 140,820 90.2

15,875 17,113 1,238- 15.6-25,601 1,200 24,401 95.3

109,686 0 109,686 100.052,720 0 52,720 100.056,966 0 56,966 100.0

5,000 1,029 3,971 79.45,000 1,029 3,971 79.4

156,162 19,342 140,820 90.2

Plan/Actual/Variance Current Data 11/26/1999

Navigation A TextN

ObjectVal.cat.Per./yearT.CrcyComm. Tr.

Object Plan Act.

PRO E-9977 156,162 19,342

WBS E-9977156,162 19,342

PSP E-9977-1 15,875 17,113

PSP E-9977-2 25,601 1,200

WBS E-9977-3 109,686 0

WBS E-9977-4 5,000 1,029Result156,162 19,342

=

>

Lead column

Total

-----------------------

Prev.years

Plan Var. %Var.Act.

156.162 90,2140.82019.342

---------- ---------------------------

0 000

When accessing a hierarchy report, you can choose between two formats: Graphical report output Conventional drilldown report

If you choose the conventional option, the system displays the view already familiar to you from releases before 4.6A. If you choose the graphic, the same data is displayed in graphical form. You preconfigure the type of output as part of the report definition. When you run that report, the system automatically chooses the configured output type. However, you can choose the conventional output if you need it this time. If you want to be able to choose an output type before the report is run, you must make sure that the Available on selection screen flag (Output type tab page) is activated in the report definition.



Hierarchy Reports: Classic Output


SAP AG 1999

Classic Drilldown Report: Structure


Value category

Comm. transactionPeriod/year

Total for Years

Plan Actual Var. Var. %Object



Result





-

+-

156,162 19,342 140,820 90.2156,162 19,342 140,820 90.2

15,875 17,113 1,238- 15.6-25,601 1,200 24,401 95.3

109,686 0 109,686 100.052,720 0 52,720 100.056,966 0 56,966 100.05,000 1,029 3,971 79.45,000 1,029 3,971 79.4

156,162 19,342 140,820 90.2

You use the conventional drilldown report if you want to print out the report data.

You can configure which list type is used as the basic list, whether the header and footer lines should be printed, and, if so, what they should contain. To enter these settings, proceed as follows:

Stipulate which list type (detail list or drilldown list) should appear as the basic list when the report is executed. This setting also determines the list type for the report if you run it in background processing.

In the Layout frame, choose whether the report should contain header and footer lines. If required, choose Maintain to process the text you want displayed in the header/footer lines.


SAP AG 2003

Charac. 1(object)

Charac. 2

(valuecategory)

Charac.

3

(period/ye

ar)

Pln Act Var Pln Act Var

Total 1999

-- WBSWBS+ WBS+ WBS--11+ WBS+ WBS--22

ObjectObject

DrilldownDrilldown byby objectobject


Total 1999

11 / 199911 / 199912 / 199912 / 199901 / 200001 / 2000

PeriodPeriod

DrilldownDrilldown byby periodperiod//yearyear


Total 1999

400400620620650650

ValCatValCat

DrilldownDrilldown byby valuevalue catcat..

Classic Drilldown Report: Evaluation (1)

The hierarchy reports in the Project System offer a dialog-oriented information system, which you can use to evaluate the costs/revenues/payments key figures. Reports of this type can evaluate your data according to specific characteristics. Each report contains a wide range of lists that you can access interactively. Using the drilldown functions, you can navigate from the basic list to the various levels in the report. You can also change the sequence of characteristics as you go. Further navigation examples: Next level Next object within the level Hide a level Detail list/drilldown list.


SAP AG 2003

Classic Drilldown Report: Evaluation (2)

Charac. 1(object)

Charac. 2

(valuecategory)

Charac.

3

(period/ye

ar)

Drilldown lists by characteristics

ObjectValue categoryPeriod/year

Drilldown

Plan Act. % var.

WBS+ WBS-1+ WBS-2

ObjektObjektObject

Basic list

Plan Act. % var.

400620890

ObjektObjektValCat.

Drilldown list level 1Charac. 1 = WBS-2

DrilldownDrilldown

Plan Act. % var.

08/200009/200010/2000

ObjektObjektPer./year

Drilldown list level 1Charac. 1 = WBS-2Charac. 2 = 620

Using the drilldown functions, you can navigate from the basic list to the various levels in the report. You can also change the sequence of characteristics as you go. You can select individual elements and analyze their costs in greater detail using drilldown lists. Examples: Displaying all of the planned costs of a project Displaying the planned costs of WBS element WBS-2 only Displaying the planned costs of WBS element WBS-2, value category 620, in period 10 / 2000

Other features available in hierarchy reports: Sort columns, define exceptions, display in different currencies, expand or collapse various levels of the hierarchy structure, display results graphically. Export data to MS Word, MS Excel, or to a local file; send/print out the report. Go to other reports.


SAP AG 2003

.....

Other Other hierarchy reports hierarchy reports

Branching to Other Reports (1)

List Edi t Go to View Extras Settin gs System Help

WBS elem ents Act. Network CCenter Cost Elem ent

600405610 1000 400000

600784320 1000 420000

600997730 1000 450000

10

600343320 1200 600000

600567830 1200 240000

1200 620000

10 1200 24,000,00

COPC-FINI-210 1200 40,000,00

COPC-CONFIG-110

P.1234.1000

P.1234.1000

P.1234.1000

*1000

P.1234.1000

P.1234.1000

*1200

**P.1234.1000

4731

4745

1000

Actual C osts

10,000,00

12,000,00

23,000,00

45,000,00

30,000,00

36,000,00

66,000,00

111,000,00

20,000,00

36,000,00

36,000,00

ALV?=

Confirmation

Documents

C.Elemt Ist Commt12,0003,000

24,000 6,000

5.3847.286

7,200

58,870 6,000

400000410000417000466000619000620000650000890000892000Bal.

Total12,0003,000

30,000

5,3847.286

7,200

64,870

Plan18,500

5,30028,000

6,4429,582

13,3887,0806,350

102,642

8,000

PRO

WBS-1

WBS-2

NWA2000

NWA2100

NWA2300

WBS WBS

Plan Act. Var.%

WBSWBS+ WBS+ WBS--11+ WBS+ WBS--22

ObjectObjectObject

Cost element Cost element reportsreports

Line itemLine itemreportsreports

Basic listBasic listDrilldown listsDrilldown lists

From the basic list or the drilldown lists of the drilldown report, you can go to other reports of different types (cost element reports, for example, or line item reports). The standard system comes with predefined navigation options to cost element reports and line item reports. You can copy this report-report interface when you create reports of your own. You can also define other navigation options to standard reports and user-defined reports when you maintain the drilldown report (sender/receiver list). When you have executed the report, you can select fields, and navigate to other reports by choosing the Goto menu. Example: Drill down from the cost structure to itemized cost elements and individual documents.


SAP AG 2003

Classic Drilldown Report: Functions

ReportReport

ExportSendPrint reportSave

EditEdit

SortAnalysisConditionRanking list (top N)HierarchyColumns on/off, sortFind

GotoGoto

ColumnsPeriod breakdownGraphicAccess report

NavigateNavigate

DrilldownDetailed listCharacteristicsHierarchy

ExtrasExtras

ExceptionsCommentReport parameters

SettingsSettingsCurrencyNumber formatCharacteristic displayTotals linePercentage/absoluteZeros on/offHeaders on/offReport text on/off



Hierarchy Report: Graphical Output (1)


SAP AG 2003

Hierarchy Reports: Graphical Output (2)


Navigation D TextN

ObjectVal.cat.Per./YearT.CrcyComm. Tr.

Object Plan Actual

PRO E-9977 156,162 19,342WBS E-9977 156,162 19,342

WBS E-9977-1 15,875 17,113WBS E-9977-2 25,601 1,200WBS E-9977-3 109,686 0WBS E-9977-4 5,000 1,029

Result 156,162 19,342

=

>

Lead columnTotal-----------------------Prev.years

Plan Var. %Var.Actual156,162 90.2140,82019,342

---------- ---------------------------0 000

InformationareaNavigation

area

Drilldownarea

Graphic and/or detail area

In the case of the graphical report display, you can define the required output areas and determine which HTML template is to be used for the report header (information area). For example, you could include your company's logo. The header and footer lines also appears here, if you have defined them, and the HTML template is formatted as appropriate.


SAP AG 2003

Graphical Output: Evaluation (1)

Charac. 1(object)

Charac. 3

(valuecategory)

Charac.

2

(period/ye

ar)

Object Plan. Act.

PRO E-9977 156,162 19,342 WBS E-9977 156,162 19,342

WBS E-9977-1 15,875 17,113 WBS E-9977-2 25,601 1,200 WBS E-9977-3 109,686 0 WBS E-9977-4 5,000 1,029

Result 156,162 19,342

Drilldown by object

Period/year Plan. Act.

Result 156,162 19,342

11th period 1999 5,875 7,315

12th period 1999 60,614 4,130

1st period 2000 33,909 7,987

2nd period 2000 15,110 0

3rd period 2000 40,654 0

Drilldown by period/year

Value category Plan. Act.

Result 156,162 19,342

Material in-house 49,465 2,442

Insurance 5,000 0

Travel expenses 15,000 1,087

Internal activity 84,214 15,903

Not assigned 2,483 0

Drilldown by val. category

Using the drilldown functions, you can navigate to the various levels in the report. You can also change the sequence of characteristics as you go. You can switch the drilldown in the graphical output of the hierarchy reports as follows (provided that at least the navigation and drilldown areas are active): Switch drilldown: either click the left mouse button on a characteristic, drag it from the navigation area keeping the mouse button depressed, and drop it anywhere in the drilldown area. Alternatively, double-click a characteristic in the navigation area.


SAP AG 2003

Graphical Output: Evaluation (2)

Characteristic 1(object)

Characteristic 2

(Value category)

Characte

ristic

3

(period/ye

ar)

Drilldown

Object Plan Actual

PRO E-9977 156,162 19,342 PSP E-9977 156,162 19,342

PSP E-9977-1 15,875 17,113 PSP E-9977-2 25,601 1,200 PSP E-9977-3 109,686 0 PSP E-9977-4 5,000 1,029

Result 156,162 19,342

Drilldown by Object

Value category Plan Actual

Result 25,601 1,200

Internal material 7,303 228

Trip costs 2,284 0

Internal activity 16.014 972

Navigation

Char. 1:E-9977-2

Drilldown List Level 1 Value category Plan Actual

Result 16,014 972

Period 11/1999 1,131 0

Period 1/2000 2,933 972

Period 2/2000 11,950 0

Navigation

Char. 1:E-9977-2

Drilldown List Level 2

Char. 2:Int.acty

Drilldown

Drilldown

You can also select individual elements and analyze their costs in greater detail using drilldown lists. To carry out drilldown in the graphical report display, use drag&drop, where you click a characteristic value in the drilldown area and, keeping the mouse key pressed down, drag it to a target characteristic in the navigation area, and then release the mouse key. Alternatively, double click a characteristic value from the drilldown area. In both cases, the system carries out a drilldown for the selected characteristic value, and the report data is broken down per the values in the characteristic that the report definition gives as the next in the sequence. At the same time, arrow keys appear in the navigation area for the characteristic whose value you have chosen. You can use these keys to scroll through the values for the characteristic. As you do so, the drilldown area changes accordingly.

Reversing the drilldown: Click the left mouse key on a characteristic value from the navigation area. Keeping the key pressed down, drag the value to any point in the drilldown area and release the mouse key, or double-click a characteristic value from the navigation area.


SAP AG 2003


Navigation D TextN

ObjectVal.cat.Per./YearT.CrcyComm. Tr.

Object Plan Actual

PRO E-9977WBS E-9977

WBS E-9977-1WBS E-9977-2WBS E-9977-3WBS E-9977-4

Result

=

>

Lead columnTotal-----------------------Prev.years

Plan Var. %Var.Act.156.162 90,2140.82019.342

---------- ---------------------------0 000

Branching to Other Reports (2)


WBS elem ents Act. Network CCenter Cost Elem ent

600405610 1000 400000

600784320 1000 420000

600997730 1000 450000

10

600343320 1200 600000

600567830 1200 240000

1200 620000

10 1200 24,000,00

COPC-FINI-210 1200 40,000,00

COPC-CONFIG-110

P.1234.1000

P.1234.1000

P.1234.1000

*1000

P.1234.1000

P.1234.1000

*1200

**P.1234.1000

4731

4745

1000

Actual C osts

10,000,00

12,000,00

23,000,00

45,000,00

30,000,00

36,000,00

66,000,00

111,000,00

20,000,00

36,000,00

36,000,00

ALV?=

Confirmation

Documents

Cost el. Act. Commt12,0003,000

24,000 6,000

5.3847.286

7,200

58,870 6,000

400000410000417000466000619000620000650000890000892000Balance

Total12,0003,000

30,000

5.3847,286

7,200

64,870

Plan18.500

5,30028,000

6.4429,582

13.3887,0806,350

102,642

8,000

PRO

WBS-1

WBS-2

NWA 2000NWA 2100NWA 2300

WBSWBS


Line itemreports

Plan/Act./Commt/Rem.Plan/Assgd Current Data

NavigationA TextNObjectVal.cat.Per./yearT.CrcyComm. Tr.

Object Plan Act.PRO E-9977

WBS E-9977WBS E-9977-1WBS E-9977-2WBS E-9977-3WBS E-9977-4

Result

Other hierarchy reports

Goto ->Line items

From the accessed hierarchy report, you can branch to: Other hierarchy reports Cost element reports Line item reports

The standard system comes with predefined navigation options to cost element reports and line item reports. You can copy this report-report interface when you create reports of your own. You can also define other navigation options to standard reports and user-defined reports when you maintain the drilldown report. When executing the report, you can select fields, and navigate to other reports by choosing the Goto menu or the appropriate icon. If only one report has been defined as the permitted receiver report, the system jumps to this report when you use this function.


SAP AG 2003

Graphical Output: Functions

Edit

Analysisl ABC analysisConditionRanking listHierarchy selection

Goto

Line itemsAccess report

Report

SaveExport

Extras

Report parametersAttributesCommentExceptions

SettingsCurrencyNumber formatCharacteristic displayTotals lineColumn displayUndoPercentage/absoluteZeros on/off



Hierarchy Reports: Requirements and Formatting


SAP AG 2003

Hierarchy Reports: Requirements

Define value categories

Import reports from client 000

Regenerate project info database

&

&

You must carry out the following activities in Project System Customizing before you can use the hierarchy reports for the first time: Define value categories All cost elements and commitment items, that can be posted while the project is being executed, must be assigned to a value category so that the system can evaluate the data in the hierarchy reports correctly. Import standard reports from client 000 Client 000 contains all of the standard reports predefined by SAP. In order to be able to use these, you have to import them in Customizing to the production client. Regenerate project info database The project info database has to be regenerated when the hierarchy reports are called up for the first time (and whenever subsequent changes are made to the value categories).


SAP AG 2003

Creating Value Categories

Key anddescription

of value category

Defineunit of measure

Specifydebit type

Assign• Cost elements

• Commitment items • Stat. key figures

New withRel. 4.5

New withRel. 4.5

CJVC forcheckingsettings

Value categories are intervals/groups of cost elements and commitment items. They are required for: Updating the project info database RPSCO Calculating interest in projects Defining hierarchy reports for costs, revenues and payments Updating quantities in the project info database RPSCO

You can maintain value categories either in Project System Customizing via Costs → Value Categories or in the application itself via Project System → Information System→ Tools → Project Info Database. To maintain value categories, you have to carry out the following steps: Define the key and description of the value category Assign a unit of measure to the value category (only with evaluations in EIS) Specify the debit type of the value category (costs and outgoing payments, revenues and incoming payments, statistical key figures) Assign cost elements, commitment items and/or statistical key figures to the defined value categories


SAP AG 2003

Hierarchy Reports: Import

Project ResultPlan/Actual/Variance

Budget/Actual/VarianceBudget UpdatesActual Contrbtn MarginPlan Contribution MarginPlan1/Plan2/Act./CommtFunds OverviewAnnual OverviewInc.Orders/Orders on HandCommitment Detail

Logon Client

Plan/Actual/VarianceBudget/Actual/VarianceBudget UpdatesActual Contrbtn MarginPlan Contribution MarginPlan1/Plan2/Act./CommtCommitment Detail

EEEEEEE

Import

Import

Client 000

E

EEEEE

E

You can import the standard reports we deliver, either online or in background processing, from client 000 to the client where you are logged on.

Procedure:

Access the function in PS Customizing by choosing Information System → Costs/Revenues Information System → Hierarchy Report → Import Reports.

Select the Project Report option. The system generates a list of all the existing standard project reports.

Select the reports you want to import.

Choose whether the import should run online or in the background.

Choose whether you want to import reports and/or forms. Then execute the import.


SAP AG 2003

Pln Act. Var. Pln Act. Var. Pln Act. Var.

Overall Prev.Years Current FY

Basic List, Drilldown List

- WBS+ WBS-1+ WBS-2+ WBS-3

....

ObjectPeriod / yearValue categoryComm.trans.

Total

Prev.years

1999 ...

Key Plan Actual Var. % Var. column

Detailed List

Formchars

Form key figures

Reportchars

Setting Up Forms Using Report Painter

The structure and content of the basic list, drilldown lists, and detailed lists in a hierarchy report are determined by two elements: Form Report definition

The form determines the structure of the report and the report definition determines the content. Figures and characteristics are entered into a form and report. They then appear in the basic list, drilldown lists, and detail lists when you execute the report. The Report Painter is used to set up the form. The Report Painter is also used for: Setting up cost element reports Defining planning layouts for detailed cost, revenue, and payment planning


SAP AG 2003

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

XXX.XXX.XXX

Overall values

Previous years

Currect FY

Curr. year + 1

Curr. year + 2

Total of years

FormLead column Plan. Act. Var. % var.

Report 2:

Characteristics:- Object

(required)- Characteristic 2- Characteristic 3- .... - Characteristic n

Report 1:

Characteristics:- Object- Period/year- Value category

Variables:- Plan version Charac. 1

Charac. 2

Charac.

3

Keyfigures

Characs(of form)

Creating Forms and Reports

The form describes the format of one or more hierarchy reports. The most important form for setting up drilldown reports is the form with two coordinates (matrix). All standard forms are reproduced in this manner. You define the following in lines and columns with two coordinates: Key figures (such as planned costs, actual costs, absolute and percentage variances) Characteristic values (such as overall, previous years, current fiscal year)

Key figures are described by means of characteristics and can be calculated from other key figures using formulas. You can define key figures in advance (predefined columns). The characteristics in the form and the key figures determine the appearance of the detail screen in your drilldown report. By formatting the drilldown list, you determine the layout of the drilldown lists in the report. You create the reports for a particular form (the data is represented in the format used in the form). You cannot create ad-hoc reports in the Project System. In the report, you define the characteristics to be used as a basis for the evaluation (the Object characteristic is mandatory).



Cost Element Reports

You can call up cost element reports via Logistics/Accounting → Project System → Information System → Financials. You then choose Costs→ Plan-Based → By cost element or Revenues and Earnings→ By cost element


SAP AG 2003

Cost Element Reports: Structure

Actual/Comm/Total/Plan in COarea Crcy Selection Screen

Cost element Act. Commitmt12,000

3,00024,000 6,000

5,3847,286

7,200

58,870 6,000

400000410000417000466000619000620000650000890000892000Balance

Total12,000

3,00030,000

5,384

7,286

7,200

64,870

Plan18,5005,300

28,000

6,442

9,58213,3887,0806,350

102,642

8,000

PRO T-20088

WBS T-20088.1

WBS T-20088.2

NWA 902138 2000

NWA 902138 2100

NWA 902138 2300

WBS T-20088

Exportreport

In EXCEL orLotus format Call up

report

Structure tree for selecting objectsStructure tree for selecting objects

Cost element reports display costs by cost element. You use the Report Painter to create cost element reports. As of Release 4.6, there is a hierarchical structure on the left where you can select objects interactively. When you select an object by clicking on it, the costs of that object, broken down by cost element, are displayed on the right-hand side. As of Release 4.6, you can output this report in Excel and Lotus format. You might do this, for example, if you want to use a spreadsheet to calculate average values. As of Release 4.5, you no longer have to include the reports in your worklist - you can now access them directly using the Execute Report Group transaction (GR55) in the Report Writer.


SAP AG 2003

Cost Element Reports: Functions

View

Expand/compressline hierarchy

ProjectProject

WBS elementWBS element

ActivityActivityActivityActivityOrderOrder

WBS elementWBS element

. . .

Edit

Select blockAccess reportSortCurrency translationThreshold valueRefresh

Goto

PositionHorizontalpagesFind

Extras

Selection logMessagesTechnical infoComment

Report

SavePrint ExportGraphicSendOffice Integration

Settings

Column attributesReport layoutSection layoutSection attributesTextsReport/report interfaceDialog settings

Important features of cost element reports include: Graphical evaluation You can send the report to other people You can select values, and navigate to other reports (to the line item report, for example, where you can display original documents) Sort Filter function You can display the report in different currencies Refresh function (for displaying changes made)


SAP AG 2003

Cost Element Reports: Report Formatting


Cost Element Reports: Requirements and Formatting


SAP AG 1999

Cost Element Reports: Prerequisites

Client 000

Results Analysis Cat.Project ResultActual Debit/CreditPlan Debit/CreditPlan/Act.Period Comp.Act./Commt/Total/PlanAct./Plan/Abs.Var./% Var.Actual Period Comp.Plan Period Comp.Commt period comp.WIP

E

EEEEE

E

Logon Client

Results Analysis Cat.Actual Debit/CreditPlan Debit/CreditPlan/Act.Period Comp.Act./Commt/Total/PlanAct./Plan/Abs.Var./% Var.WIP

EEEEEEE

Import

Import

You can import the standard reports we deliver, either online or in background processing, from client 000 to the client where you are logged on. The following functions are available for the import: Import some of the reports - that is, just the ones you will need. Import all the reports. Do this only at times when not many people are using the system, as it places a heavy load on the system.

You can use the Report Painter functions to copy standard reports as required, and adapt them to suit your requirements.


SAP AG 2003

Report Tables and Library

Table: CCSS

Controlling areaCost centerObjectFiscal yearPeriodActivity typeCost elem. cat.Partner object. . .

QuantityFixed quantityCostsStatistical quantityPrice variance. . .

Commt from purc.orderActual costsPlan costsActual costs in TCActual quantity. . .

Charact-eristics

Keyfigures

Basis keyfigures

Library: 6P3Controlling areaObjectFiscal yearPeriodActivity typePartner object

QuantityCostsStatistical quantity

Commt from purc.orderActual costsPlan costsActual quantity

TC = Transaction currency The data base table that forms the base for all the cost element reports in the Project System is called CCSS. This does not exist as a physical table, but is defined within the Report Writer as a logical table (table T804E) and covers a number of physical tables (such as COSS and COSP). A library is defined on the basis of this database table. The library consists of characteristics, key figures, and basic key figures (which were formerly called predefined columns): Characteristics are criteria for selecting data records (cost element, version, and so on). Key figures are value fields in selected data records. Basic key figures are combinations of characteristics and key figures.

PS reports are in library 6P3. When creating or changing a library, choose only the information (that is, characteristics, key figures, basic key figures) that you need to create your reports. The database table contains all the characteristics and key figures, while the library contains only some of them.


SAP AG 2003

Libraries, Report Groups, and Reports

Report group:Report group:6PP*6PP*

Reports

Examples: 6PP1-0016PP2-001

Library: 6P3Controlling areaObjectFiscal yearPeriodActivity typePartner object

QuantityCostsStatistical quantity

Commt from purc.orderActual costsPlan costsActual quantity

The library forms the base for creating report groups and reports. To be able to execute a report, you must first assign it to a report group. Assign reports with similar data selections to the same group. The cost element-oriented reports have been created on the basis of library 6P3. Note the following in this connection: All report groups beginning with 6P0 contain (old) Report Writer reports. Report groups beginning with 6PP contain the new project reports, created in the Report Painter.


SAP AG 2003

Basic Report Structure

Characteristic

Lead column

Rows

Basic key figure Key figure Formula

Columns

Characteristic

Characteristic

Characteristic

Formula

. . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . .

General selections(Apply to whole report)

To define a report, you must first define its row and column structure, and enter some general selections that apply to the whole report. Note the following: Use characteristic values or characteristic groups for the rows. For the columns, use the basic key figures (such as costs or quantities) with characteristic values, or key figures (predefined combinations of basis key figures and characteristic values). For the general selections, use characteristic values that apply to the whole report (example: controlling area).



Line Item Reports

You can call up line item reports via Logistics/Accounting → Project System → Information System → Financials → Line Items. Line item reports are available for the following types of data: Actual costs/revenues Commitments Plan costs/revenues Hierarchical cost/revenue planning Budgets Actual payments/payment commitments Planned payments Results analysis Line item settlement


SAP AG 2003

Line Item Reports: Prerequisites

Line itemsLine itemsLine items

Actual Commitment

Budget

Plan

Resultsanalysis

&settlement

Payments

The first and most important prerequisite for using line item reports is that line items are written for the relevant type of data (actual, plan, commitment, and so on). You need to distinguish between the following cases: Actual: The system writes at least one line item for each posting transaction. Commitments: If commitment management is active in the controlling area, all activities are documented in line items. Plan: The system only writes plan line items for costs and revenues if the user status for the project or WBS elements permits this. If the Planning Integration indicator is set in the CO version, the system writes line items whatever the user status. Payments: The system only writes line items for payments if Project Cash Management has been activated. Budget: The system uses line items to document each budgeting change you make. Profitability Analysis: The system writes at least one line item for each transaction.


SAP AG 1999

ABAP LIST VIEWER (ALV) for Line Items

Document date ObjTyp Object Crcy Cost element

60002080ORD UNI 40000060002080ORD UNI 41000060002080ORD UNI 620000

902045 / 200NWA UNI 890000

902045 / 200NWA UNI 619000902045 / 200 UNIE-8888-1WBS 415000E-8888-1WBS UNI 466000E-8888-1WBS UNI 619000

06/17/199806/18/199806/18/1998* Total06/17/1998

06/17/1998* Total06/17/199806/17/199806/17/1998

60002080 UNI

Value/ CA Currency

10,000.0012,000.0023,000.0045,000.0030,000.00

36,000.0066,000.00

110,000.0020,000.0036,000.00

E-8888-1WBS UNI 621000E-8888-1WBS UNI 655000E-8888-1 UNI

UNI

06/17/199806/17/1998* Total** Total

20,000.005,600.00

191,600.00 302,600.00

Project Line Items: Display Actual CostsList Edit Goto Settings Extras Environment System Help

Display Variant: 1SAP Costs elements: 400000 ... 899999

All line items are evaluated using the ABAP List Viewer. This tool standardizes and simplifies the procedure for working with lists in the R/3 System. This ensures that redundant functions are avoided.


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Functions in ABAP List Viewer

Report

ExportPrint

Extras

ColumnsChoose detailCompress, expand Settings

Basic listOptimize columnsDisplay variant+ Choose others+ Choose fields+ Save

Environment

Master recordDocumentAC documents

Edit

FiltersSort functionSummationSubtotals


WBS elem ents Act. Networ k CCenter Cost Element

600405610 1000 400000

600784320 1000 420000

600997730 1000 450000

10

600343320 1200 600000

600567830 1200 240000

1200 620000

10 1200 24.000.00

COPC-FINI-210 1200 40.000.00

COPC-CONFIG-110

P.1234.1000

P.1234.1000

P.1234.1000

*1000

P.1234.1000

P.1234.1000

*1200

** P.1234.1000

4731

4745

1000

Actual C osts

10.000.00

12.000.00

23.000.00

45.000.00

30.000.00

36.000.00

66.000.00

111.000.00

20.000.00

36.000.00

36.000.00

ALV

Important features of the ABAP List Viewer include: Flexible column selection (you can even specify that information be displayed over two or three lines) Automatic optimization of column width Sort and filter functions (column-based) Print function Calculation of totals and subtotals You can export data to MS Excel or to a local file You can display the original document as well as the account documents for the original document You can save your settings as a (user-specific or generally applicable) display variant. When you call up or display the report, you can select various display variants.


SAP AG 2003

Layouts

Change Layout

Column selectionColumn name

=

>

! "

Layout: Save As

! Save "

LayoutDescription

/

1

2User-specific

ObjectCost elementValue COCurr

ΣColumn selectionColumn nameDr / Cr indicatorDebit typeDoc. typeDocument header textDocument numberUserReport currencyDescriptionPurchase order text

You can use layouts to change the look of your list. In the line item list, you can: Choose one of the standard layouts provided by SAP Change the current look of your list

You can also define your own layout and save it so that you can use it again later. User-defined layouts are usually saved for all users. In this way, they can be used by everyone. Users can then choose these layouts in addition to the standard layouts supplied by SAP. You can also save layouts you have defined on a user-specific basis (these are then only available to you). You can store the following information in a layout: List column set-up Sort criteria Filter conditions Type of representation

You can use the maintenance function for layouts (Settings → Layout → Manage) to delete and transport layouts, or define a default layout.



Appendix: Integrating User-Defined ReportsAppendix: Integrating User-Defined Reports


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Integrating User-Defined Reports

Create Singleor Composite Role

Create SingleCreate Singleor Composite Roleor Composite Role

DefineUser Menu

DefineDefineUser MenuUser Menu

Role Maintenance

TransactionsTransactionsTransactionsReportsReportsReports

Web AddressesWeb AddressesWeb Addresses

Assignments

To provide users with customized menus when they log onto the SAP System, you use either predefined roles or user roles that you create yourself. When you maintain these roles, you assign transactions, reports, or Web addresses on the Menu tab page. The user menu that is built as a result is displayed automatically when the user logs onto the SAP System (provided that he or she has been assigned this role). Transaction You can extend the user menu (for example, to add the conventional structure overview) by entering a transaction code directly. Report You use this function to add reports, transaction variants, or queries to the user menu. When doing so, you do not have to specify a transaction code for the reports, transaction variants, or queries you want to add. This function supports the the following report types: ABAP Report, SAP Query, transaction with variant, Report Writer/Report Painter, drilldown reports, report portfolios, and BW reports. Other You can add files, Knowledge Warehouse links, or Web addresses here.


SAP AG 2003

Controlling Information System: Unit Summary

List the various types of reports in the controlling information system and explain their functions:

Hierarchy reports


Line item reports

Use the different report types to find the required information




Exercises

Unit: Controlling Information System

• Execute a cost element report

• Execute a drilldown report

• Execute requirements planning INSTRUCTOR ONLY

• Carry out a purchasing process up to goods receipt INSTRUCTOR ONLY

• Production of assemblies INSTRUCTOR ONLY

• Post material withdrawals to consumption ****OPTIONAL****

• Evaluate the business transactions performed ****OPTIONAL****

• Create a hierarchy report ****OPTIONAL****

• Define a separate library ****OPTIONAL****

• Create a cost element report for evaluating projects with the Report Painter ****OPTIONAL****

• Assign the report to a report group

• Define the report/report interface for the report ****OPTIONAL****

• Define a header for the cost element report ****OPTIONAL****

• Create a single role ****OPTIONAL****

1 When working the exercises on the second day of the course, we recommend that you open three sessions and process them in parallel. Having logged on to the R/3 System, proceed as follows:


1-1 Open a second session.

Create a second session (referred to as session 2 from now on). For the remaining exercises, this session will be used to evaluate data in the structure overview.

Choose Create new session Call up the structure overview in session 2. To do so, use your list of favorites you created on the previous day.

SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) If necessary, enter controlling area 1000, and PS information profile YIDES_13000000.

Leave session 2 open and stay in the structure overview.


1-2 Open a third session.

1-2-1 Create a third session (referred to as session 3 from now on). For the remaining exercises, this session will be used to evaluate data in the cost element report Z6P2 Actual/Balance/Commitment/Plan.

Choose Create new session 1-2-2 In session 3, go to the controlling information system and access the cost

element overview. Enter controlling area 1000 if prompted.

SAP Easy Access Menu: Favorites→ Execute Report Group (double-click) Enter report group Z6P2

Choose Execute The system asks you to enter a database profile. Specify 130000000000.

Run the report for your project T-200##. Make the following entries in the selection screen.

Field Name Values

Project T-200##

Controlling area 1000

Version 0

From fiscal year Current year

To fiscal year Two years from now

Leave the other fields as they are

Choose Execute


What has led to the values now displayed? When you create the project with reference to a standard structure, the activities, their quantity structures, and matching plan costs were also copied

Creating the sales order and assigning it to the project caused the revenues expected for the sales order to be recorded under cost element 800000 (Domestic Sales Revenues). Note that the value is exactly the same as the amount in the sales order item.

Why is cursor positioning so important? If an order is assigned to the top WBS element, its value can only be evaluated in this item. Positioning the cursor on a lower level WBS element does not connect you to this data.

1-2-3 Navigate through the structure tree in the left-hand side of the window and change the values displayed by positioning the cursor at different points.

Structure tree: Select the objects (network activities, WBS elements, and so on) Now use the facility for changing the layout of the reports and displaying it in the form of an Excel sheet. To do this, access the report's integration with Office.

Choose Options/Office Integration In the dialog box, choose integration with Microsoft Excel, and then return to the cost element report.

Click Microsoft Excel Choose Continue Enter

You now see the same cost element report in a different format. This means you can use the Excel options for displaying and compiling report data, as well as the R/3 functions.

1-2-4 Now activate the "expert mode" for your user so that you can use additional functions in the cost element reports.

Settings → Options Flag the Expert mode indicator

Leave session 3 open and stay in the cost element report. Make your postings in session 1.

Questions


1-3 Go to session 1 and access a hierarchy report for your project T-200##.

Project System menu: Information System → Financials → Costs → Plan-Based → Hierarchical → Plan/Actual/Commitment/Rem. Plan/Assigned (double-click) Enter the following in the selection screen:

Field Name Values


Plan Version 0 (as defaulted)

Output Type Classic drilldown report

Execute the report.

Choose Execute You now see the basic list of the Plan/Actual/Commitment/Rem. Order Plan/Assigned/Available hierarchy report.


What do you see? The project structure shows not only the project definition, WBS elements, network, and activities, but also all components managed as valuated stock for the project. How are the displayed values calculated? The components appear in the plan at the price entered in the material master. However, the plan values are not rolled up into the plan values for the network activities and WBS elements. The values for the network activities (and, where appropriate, for orders in the project) are totaled up to the WBS element, in line with whether the orders are appended or apportioned. What does remaining order plan mean? This is a value managed only in WBS elements. It is the MAXIMUM OF ALL THE ASSIGNED ORDERS AND ACTIVITIES (plan - actual - commitment) and zero. The value is never negative. What does Assigned mean? The values in this column are calculated as follows: Act. + Commitment (purchase requisition, purchase order, reservation) + Remaining order plan What does Available mean? The values in this column are calculated by subtracting the "Assigned" value from the plan value.

Exit the report and go back to the main SAP menu. Choose Back

Questions


Topic: MRP - Planning for Components (***** INSTRUCTOR ONLY *****)

Material requirements planning (MRP) will be carried out for the turbine project, to plan procurement measures for the materials required.

The instructor acts as the production planning, responsible for requirements planning in a whole plant.

In the case of materials made internally, the system generates planned orders; for those procured externally, purchase requisitions are sent to purchasing.

2 First, access the stock/requirements list for two selected materials.

2-1 Material T-20100 is a material of type SEMI. It is procured externally.

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Material → Stock/Requirements (double-click) Make the following entries:

Field Name Values

Material T-20100

Plant 1300

Press Enter

2-2 Component T-20600 is a part the company makes itself. Enter the material number in the evaluation header and refresh it.

Select Refresh

3 Carry out MRP for all components in plant 1300.

SAP Easy Access Menu: Logistics → Production → MRP → Planning → Total Planning → Online


3-1 Enter the following data on the selection screen:

Field Name Values

Scope of Planning

Plant 1300

Processing key NETCH (as defaulted)

Create purchase req. 1

Delivery schedules 3 (as defaulted)

Create MRP list 1 (as defaulted)

Planning mode 1 (as defaulted)

Scheduling 1 (as defaulted)

Planning date Today

3-2 Confirm your entries and start planning.

Choose Enter three times Return to the main SAP menu.

Choose Back

Choose Exit


Topic: The Purchasing Process (***** INSTRUCTOR ONLY*****)

In this exercise, the external activities and material components required for the project are purchased from vendors.

You, the instructor, will take the role of the purchasing department. You will also post the goods receipt for the purchase order.

To make matters simpler, we will assume that all goods to be procured externally will be procured from one vendor. Furthermore, you will not issue a request for quotation.

4 Assign the purchase requisitions of the course attendees to vendor 1000.

4-1 Do this by calling up the report called Purchase Requisitions for Project in the information system.

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Material → Purchase Requisitions → For Project (double-click) If necessary, enter database profile 130000000000 Select all the turbine projects of your course attendees, and execute the report.

Choose Execute 4-2 Specify that the purchase requisitions should be assigned automatically to vendors

using existing purchasing info records. Select the vendor associated with purchasing info record 5500000093 when prompted.

Edit → Select → Select all Choose Assign automatically Save the assignments. Go back to the main SAP R/3 menu.

Choose Save – Change requisition Select Back twice


4-3 In Purchasing, create a purchase order for vendor 1000. Use the purchase requisition assignment list you created to do this.

SAP Easy Access Menu: Logistics → Materials Management → Purchasing → Purchase Order → Create → Via Requisition Assignment List (double-click)

Enter the following data on the initial screen:

Field Name Values

Purchasing organization 1000

Vendor 1000

Plant 1300

Leave other fields as they are

Choose Execute Edit the assignments for vendor 1000. Enter a purchase order of the type NB.

Position the cursor on the line 1000 NB 1000 Choose Process assignment Copy data from dialog box and choose Continue Select all purchase requisition items and copy them to the purchase order. Confirm any warnings that appear until you reach the overview of purchase order items.

Select Adopt Confirm warnings and complete any missing data, such as storage location 0001 for the materials Save the collective purchase order. Make a note of the purchase order number: __________________________ Go back to the main SAP R/3 menu.

Choose Save

Select Back twice.


4-4 Now enter a goods receipt for the purchase order (session 1).

Purchasing menu Purchase Order → Follow-On Functions → Goods Receipt (double-click)


Field Name Values

Document date Today’s date

Posting date Today’s date

Purch.order The purchase order number you made a note of – do not enter any item



Choose Enter The goods are to be delivered to warehouse 0001. Enter this storage location in the appropriate field for item one and copy this entry for all other items. Confirm the information message with Enter and continue with the transaction.

Field Name Values

Storage location 0001

Contents Choose Copy cell contents Select Enter

Using the same method, flag all of the items in the purchase order as OK.. To do so, check the OK field for item one and copy this value to all of the subsequent items.

Flag OK indicator Content choose Copy cell contents

Select Enter

Now post the goods receipt.

Choose Post Confirm any warnings

Then go back to the main SAP menu.

Choose Back



Topic: Production of Assemblies (*** INSTRUCTOR ONLY***)

Assemblies T-20600 and P-100 are produced internally. Their procurement begins with the purchase of components. Production orders are created later and goods movements posted.

5 Execute production processing for assembly T-20600.

You have already purchased the components required for the assembly (T-20610, T-20620, and T-20630) in the collective purchase order for the project.

5-1 Start by creating the production order. Do this by the collective conversion of planned orders in production control.

SAP Easy Access Menu: Logistics → Production → Production Control → Order → Create → Collective Conversion of Planned Orders (double-click) Enter the following data on the selection screen:

Field Name Values

Plant 1300

Material T-20600

Order Type PP01


Run the conversion.

Choose Execute The system displays a list of all the planned orders currently existing for this material number. Select all the entries and convert them into production orders.

Choose Select all

Choose Convert The participants' planned orders have now been converted into production orders to cover the requirements in the respective WBS elements. Make a note of the number interval for the production orders.

Production orders from: __________________ to _________________


Choose Back twice


5-2 Release all the production orders. To do this, access the collective release transaction.

SAP Easy Access Menu: Logistics → Production → Production Control → Control → Collective Release (double-click) Make the following entries on the Selection tab:

Field Name Values

Production order Production order number interval

Order Type PP01


Check the settings on the Mass Processing - Release tab. Make sure that the Release control order parameter is set to Order Release. If it is not, change it as necessary.

Field Name Values

Release control order Order release


Execute the function.

Choose Execute The system displays a list of all the production orders created. Select all the orders and release them.

Choose Select all

Choose Execute mass processing Exit the transaction and go back to the main SAP menu.

Choose Back twice


Topic: Evaluation ****OPTIONAL****

6 Now trace the effects on your customer project T-200## of the business transactions the instructor has carried out.

6-1 Go to session 3 and access the cost element report for your project T-200##. Enter the following data on the selection screen:

Field Name Values

Project T-200##





Choose Execute

How has the left-hand window changed? The structure tree display contains extra objects (namely, the production order).

Question


6-2 Evaluation of valuated project stock (session 1) Display the valuated project stock in session 1. Access the relevant evaluation in the project information system.

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Material → Valuated Project Stock (double-click) Enter the following data on the selection screen:

Field Name Values

Special Stock Indicator Q


You use this report to evaluate valuated special stocks for the sales order item and WBS element. These are identified using the following special stock indicators:

• E Order stock

• Q Project stock

Then execute the report.

Choose Execute

You now see an overview of all materials in the valuated project stock for your project. As this is an ALV evaluation, the functions you already know, such as definition and saving of display variants, are available here too.

Exit the report and go back to the main SAP menu.

Choose Back twice


6-3 Evaluation in the structure overview (session 2) Go to session 2 and access the structure overview for project T-200## to view the changes. Enter the required information in the selection screen.

Field Name Values

Project T-200##


Choose Execute Note the additional selected objects since the last time you called the transaction: the new production order is now also displayed in the project structure.

What if the production overview is not displayed in the structure overview? If the production order does not appear even after you have refreshed the display, this may be due to one of two reasons: (1) The production order indicator has not

been activated in the database profile for the PS info profile you are using.

(2) Orders have been hidden in structure overview customizing.

To display the production orders, if the reason is case (1), leave the evaluation, make a temporary change to the database profile, and execute the evaluation again. In case (2), you must have the system show the object type Order; make the change in structure overview customizing.

Make a note of the production order number: _____________

Question


6-4 Goods issue and consumption (session 1) In session 1, enter a goods issue for the network reservations.

SAP Easy Access Menu: Logistics → Materials Management → Inventory Management → Goods Movement → Goods Issue Choose To reservation… Enter the following in the reservation template screen:

Field Name Values

Network First network for your project T-200##



Select Continue Select all components except P-100 and T-20600. Adopt the selection.

Select the components (by clicking the box on the left of each component) Choose Adopt Post the goods issue. If prompted, issue from storage location 0001.

Select Post


6-5 Repeat the procedure for your production order and issue the appropriate material components for the reservations.

SAP Easy Access Menu: Logistics → Materials Management → Inventory Management → Goods Movement → Goods Issue Choose To reservation… Enter the following in the reservation template screen:

Field Name Values

Order Production order for your project T-200## (if necessary, search for it in the structure overview)



Select Continue Select all components and adopt the selection.

Select the components (by clicking the box on the left of each component) Choose Adopt Post the goods issue. If prompted, issue from storage location 0001.

Select Post


6-6 Evaluation in cost element report (session 3)

6-6-1 Go back into session 3 (cost element report). Refresh the data there.

Report → Refresh

Note that the project stock has been reduced. The consumption has given rise to actual costs in activities 3000, 3100, and 3200, and in the production order. These actual costs are also shown aggregated in the WBS elements.

If the Refresh option does not appear in the Report menu, activate the Expert mode flag under Settings → Expert mode.

6-6-2 Select the actual costs for cost element 890000 and call up the line item report.

Select actual costs for 890000

Choose Call up report Position the cursor on a line in the line item report. Now display the original document.

Position the cursor on a line

Choose Source document Branch from the material document to the accounting documents. Display the accounting document for the posting.

Doc. info tab page Choose FI documents Double-click Accounting document Exit the document display and the line item report and return to the cost element report.

Choose Back several times Confirm the dialog boxes displayed


Topic: Creating a Hierarchy Report ****OPTIONAL****

7 The Plan/actual/variance hierarchy report (12KST1D) shipped by SAP fulfills most of your requirements. However, you would like to add the project definition characteristic to the report's navigation structure and reduce the number of years that are displayed separately. For this reason, you decided to define and adapt a new report based on this standard report.

7-1 Copy the form used for the report.

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Tools → Hierarchy Reports → Form → Create (double-click)

Enter the following data in the initial screen:

Field Name Values

Form type Project report

Form Group##

Description (without text) Form Group ##

Two axes (matrix) X

Copy from Form 12KST1D

Select Create The Report Painter, which shows the tool used to create a form, is then displayed. First display the drilldown list for the form.

Menu path: Extras → Drilldown display → Display

A report that does not display the Previous years and Following years separately would be adequate for your needs. Now edit this drilldown list so that you can delete the Previous years and …following years. Close the Layout of Drilldown List dialog box.

Choose Continue Enter Menu path: Extras → Drilldown display → Select rows/columns

Position the cursor on the Previous years line and select it. Repeat this procedure for the line $0FY and following.

Position the cursor on the Previous years line Choose Select/deselect

Position the cursor on $0FY and following Choose Select/deselect

Now save your settings. Choose Save selections


A dialog box showing the new drilldown list layout is then displayed.

How has the layout changed? The drilldown list has become narrower: the previous years and following years columns are no longer displayed.

Confirm the new layout settings and go back to the form overview.

Choose Continue.........Enter Since the two Previous years and $0FY and following rows are no longer used in the drilldown list, you can also remove them from the detail list. Delete these two rows from the form.

Position the cursor on the Previous years row

Choose Delete Acknowledge the confirmation prompt with Yes Position the cursor on the $0FY and following row

Choose Delete Acknowledge the confirmation prompt with Yes

Save your form and go back to the Easy Access menu.

Choose Save Select Back (twice)

7-2 Now create a new hierarchy report based on the form Group##.

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Tools → Hierarchy Reports → Report → Create (double-click)


Field Name Values

Report type Project report

Report Group##

Description (without text) Hierarchy Report Group ##

With form Group##

Select Create

The hierarchy reports shipped in the Project Information System are based on the convention that a 1:1 relationship exists between the form and the report, and that both the report and the form have the same names.

Question


You are now in the Characteristics tab page, which contains all of the characteristics that you will be able to use to navigate in your report when you execute it later. Choose the following characteristics:

Characteristic

Bus. transaction

Project definition

Period/year

Value category

Select the characteristics Choose Add char.

The Object characteristic is required for all of the hierarchy reports in the Project System component. For this reason, it is always selected by default.

Now choose the Output Type tab page. Set the output type here to Classic drilldown and specify the drilldown list as the basic list.

Select Output Type tab page Choose Classic drilldown Choose Basic list: D-down

Finally, you also want to be able to call up the line items from this hierarchy report. In order to do so, you now have to maintain the appropriate report assignment.

Choose the Options tab page Select Report assignment

The dialog box displayed shows all of the receiver reports that are currently assigned to this report. As you can see, this list is empty. Now change this by adding an entry to the list.

Select Insert row

A dialog box is then displayed in which you could assign an additional hierarchy report. Since you want to assign the line item reports, however, you choose the Other report type pushbutton.

Choose Other report type

In the list now displayed, choose report type RT (ABAP Report) and enter the name of the relevant program.

Choose report type RT - ABAP Report

Field Name Value

Report RKPEP000

Confirm your inputs by choosing Copy.


Choose Copy Now save the list of receiver reports and go back to your report definition screen.

Select Save Save the report you have just defined and go back to the SAP Easy Access menu.

Choose Save Select Back (twice)

7-3 Now run the report you have just created.

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Tools → Hierarchy Reports → Report → Execute (double-click)

Choose your report from the list on the left of the screen and double-click it to execute it.

Double-click Group## Enter DB profile PLM240_0000## (if necessary)

Enter the following data on the initial screen and execute the report:

Field Name Values

Project T-200##

Plan Version 0

Choose Execute Navigate through the report and change the view, for example, to group the data by project definition, period/year, or value category.

Position the cursor on the Actual column and check whether the link to the line items report works.

Select the Actual column

Choose Call up report The line items for the actual costs of the project are then displayed. Once you have successfully called up the receiver report, go back to the hierarchy report, and then to the SAP Easy Access menu.

Choose Back (3 times)


Topic: Creating a Library in the Report Writer and Defining Your Own Report Painter Report ****OPTIONAL****

8 In the following section, you will create your own library, on which you can base your future reports. You will use the library 6P3 as a template to create your own. This library is used to create all of the cost element reports shipped with the Project System component.

8-1 You display and maintain libraries in the Report Writer menu. To take a look at this menu, call up the tools in the PS Information System:

Project System menu: Information System → Tools → Cost Element Reports → Define → Report Writer → Library → Create (double-click)


Field Name Values

Library Z##

Copy from Library 6P3

Confirm your entries by pressing Enter.

Press Enter Enter a suitable description in the library header.

Field Name Values

Description Library Group ##

Call up the list of characteristics and take a look at the characteristics that are currently selected, and those that are still available. Choose additional characteristics that you will need for subsequent reports by select the characteristics in question and assigning them a position number.

Choose Characteristics

Name Short Text Position

X PKSTL Partner cost center 23

X PLSTR Partner activity 24

Now call up the Key figures and Basic key figures to take a look at the key figures that are available.

Confirm your entries and save the library.

Select Save


The receiver reports that you enter in the library header apply to all reports that use the library in question. You can also define reports for the report/report interface in the header of a report group. If you define receiver reports in both the library header and the report group header, the system uses the reports that you defined specially for the report group in question.

Exit the Report Writer and go back to the SAP Easy Access menu.

Choose Exit

8-2 Now start to define a report based on the library you have just created. This report should contain the following information:

• Columns: Plan costs, actual costs, plan quantity, actual quantity

• Rows: Cost elements, cost centers

• General selection: Controlling area, project, period, year

Call up the screen for creating Report Painter reports.

Project System menu: Information System → Tools → Cost Element Reports → Define → Report → Create (double-click)


Field Name Values

Library Z##

Report PLM240##

Report Group ##

Select Create


8-2-1 Now start to define the columns you need. Add the first column Plan costs.

Double-click the column header in column 1. A dialog box is then displayed in which you can choose an element type. Choose Predefined key figure and confirm your selection with Enter.

Choose the Predefined key figure option

Select Confirm Enter The next dialog box displayed contains a list of predefined columns. Choose the Plan costs column here and copy it to your report.

Choose the Plan costs radio button (towards the end of the list) Select Confirm Enter

Select Confirm Use the same procedure to add the Actual costs, Plan quantity, and Actual quantity columns to your report.

Double-click the column header in column 2. Choose Predefined key figure element type in the dialog box displayed and confirm your selection with Enter.

Choose the Predefined key figure option Select Confirm Enter

Choose the Actual costs column and copy it to your report.

Choose the Actual costs radio button (towards the end of the list) Select Confirm Enter

Select Confirm

Did the dialog box displayed look slightly different when you defined the second column? Yes. You can now also define formulas.

Double-click the column header in column 3.

Choose Predefined key figure element type and confirm your selection with Enter.


Choose the Total plan qty incl.stat.plan column and copy it to your report.

Choose the Total plan qty incl.stat.plan radio button Select Confirm Enter

Select Confirm

Double-click the column header in column 4. Choose Predefined key figure element type and confirm your selection with Enter.

Question



Choose the Tot. act. qty incl. stat. act. column and copy it to the last column in your report.

Choose the Tot. act. qty incl. stat. act. radio button Select Confirm Enter

Select Confirm Now change the column titles by placing the cursor in each column header and entering a suitable text.

Field Name Values

Column 1 Plan costs

Column 2 Actual costs

Column 3 Plan quantity

Column 4 Actual qty

8-2-2 Now specify the contents of each row. Add the first row by double-clicking it.

Double-click row 1 A dialog box is displayed, in which you can define the row characteristics. Select the Cost element characteristic and move it to the Selected characteristics pane.

Select the Cost element characteristic Select the Move selected to left pushbutton

In the pane on the left, add the following restrictions to the definition for the first row in the report:

Field Name Values

Set or Hierarchy node ON/OFF X

From OAS_MAT

Explode Explode

Dialog box: Choose Cost elem grp Choose Confirm

You have now added a row that will subsequently show all of the material costs in the report. Next, add the Cost center characteristic in the second row to show all of the cost centers that have carried out (planned or actual) activities for your project.

Double-click row 2


Choose the Characteristics element type and select the Partner cost centers characteristic in the right-hand pane of the dialog box displayed. After you have done so, copy it to the list of selected characteristics on the left.

Then remove the Cost element characteristic from the definition for the second row.

Select the Part.cost ctr. Characteristic Select the Move selected to left pushbutton

Select the Cost element characteristic Select the Move selected to right pushbutton

In the pane on the left, add the following restrictions to the definition for the second row in the report:

Field Name Values


From H1000

Explode Explode

Select the Confirm pushbutton Now add a further row for all for all of the external service cost elements.

Double-click row 3 Choose the Characteristics element type and select the Cost element characteristic in the right-hand pane of the dialog box displayed. After you have done so, copy it to the list of selected characteristics on the left.


In the pane on the left, add the following restrictions to the definition for the third row in the report:

Field Name Values


From OAS_EXT

Explode Explode


Now add a further row for all of the imputed costs.

Double-click row 4 Choose the Characteristics element type and select the Cost element characteristic in the right-hand pane of the dialog box displayed. After you have done so, copy it to the list of selected characteristics on the left.

Select the Cost element characteristic


Select the Move selected to left pushbutton In the pane on the left, add the following restrictions to the definition for the fourth row in the report:

Field Name Values


From OAS_IMP

Explode Explode


Now add a further row for the change in inventory.

Double-click the screen below row 4 Choose the Characteristics element type and select the Cost element characteristic in the right-hand pane of the dialog box displayed. After you have done so, copy it to the list of selected characteristics on the left.


In the pane on the left, add the following restrictions to the definition for the fifth row in the report:

Field Name Values


From OAS_CHANGE

Explode Explode


Now add a further row for all for the overhead surcharges.

Double-click the screen below row 5 Choose the Characteristics element type and select the Cost element characteristic in the right-hand pane of the dialog box displayed. After you have done so, copy it to the list of selected characteristics on the left.



In the pane on the left, add the following restrictions to the definition for the fifth row in the report:

Field Name Values


From OAS_OH

Explode Explode


Now add a totals row at the bottom of your report to add all of the preceding rows.

Double-click the screen below row 6 Choose the Formula element type and confirm your selection.

Choose the Formula element type Select Confirm Enter

The formula editor is then displayed. Specify that you want to add up all of the rows (6 in total) you have defined in the report. To do so, Select each individual pushbutton for the rows (for example, Y001, Y002, and so on) and insert an addition sign between them. Once you have finished entering your formula, confirm your entries.

Choose the Y001 pushbutton Select + Choose the Y002 pushbutton Select + Choose the Y006 pushbutton

Select Confirm Enter Then enter a short text and copy it to the medium and long text fields.

Field Name Values

Short Total

Select Copy short text Select Confirm Enter

Now position the cursor on your new totals row and format it.

Position the cursor on the Total row Choose Formatting → Row


Choose and confirm the following options in the Row Formatting dialog box that appears.

Field Name Values

Overscore X

Underscore X

Color for totals X



8-2-3 The only remaining part of the report that has to be defined are the general data selections. To do so, choose the menu path:

Edit → Gen. data selection

A dialog box is then displayed for you to select certain characteristics. Select the Controlling area, Fiscal year, Period, and Object characteristics in the right-hand pane and transfer them to the pane on the left.

Select the CO area characteristic Select the Move selected to left pushbutton

Define this characteristic in accordance with the following table:

Field Name Values

Variable ON/OFF X

From KOKRS01

Explode No explode

Select the Object characteristic Select the Move selected to left pushbutton

Define the Object characteristic as follows:

Field Name Values


Variable ON/OFF X

From P_OBJNR

Explode Explode

Select the Fiscal year characteristic Select the Move selected to left pushbutton

Define the Fiscal year characteristic as follows:

Field Name Values

Variable ON/OFF X

From F_GJAHR

Variable ON/OFF X

To T_GJAHR

Explode No explode

Select the Period characteristic Select the Move selected to left pushbutton


Define the Period characteristic as follows:

Field Name Values

Variable ON/OFF X

From 6PPERBV

Variable ON/OFF X

To 6PPERBB

Explode No explode

Confirm these general data selections and go back to your report definition.

Choose Confirm 8-2-4 You have now completed your report definition. At this stage, you should

check your report again for any errors.

Report → Check

If no errors were found in your report definition, save your report (PLM240##).

Select Save

8-2-5 Before you can run a Report Painter report, you have to assign it to a report group. Now create a separate report group for your report PLM240##.

Environment → Assign report group

The Insert Report in Report Group dialog box is then displayed. Here, you enter the name of the report group you want to create.

Field Name Values

Report group GR##

Choose Continue Enter The system then asks you whether you want to create the report group. Choose Yes.

Select Yes

The message in the status bar tells you that your report was successfully saved in the report group. Now exit the Report Painter and go back to the SAP Easy Access menu.

Select Back (twice)


8-3 Now run report PLM240## for your turbine project.

Project System menu: Information System → Financials → Run Report → Cost Element Report (double-click) Enter the name of the report group here and execute it:

Field Name Values

Report group GR##

Select the Execute icon.

The report and report group are generated the first time you run the report (and each time you change the report definition). This generation process can be carried out either directly by the user when the report is called up, or for several reports at once (and in the background) by means of a special transaction.

The selection screen for your report is then displayed. Enter the following data and execute the report:

Field Name Values

Project T-200##


Plan version 0

From fiscal year Current fiscal year

To fiscal year Current fiscal year + 2

From period 1

To period 12

Select Execute

The results of your report are then displayed.

You can improve the look of your report by defining additional layout settings. Some of these adjustments will be discussed in the section below.

Now exit the report and go back to the SAP Easy Access menu.

Select Back (twice) Select Exit



Topic: Changing the Report Painter Report ****OPTIONAL****

9 In the following section, you will make a few changes to your Report Painter report PLM240##.

9-1 To do so, run the report again.

Enter the name of the report group here and execute it:

Field Name Values

Report group GR##

Select Execute

The selection screen for your report is then displayed. Enter the following data and execute the report:

Field Name Values

Project T-200##


Plan version 0

From fiscal year Current fiscal year

To fiscal year Current fiscal year + 2

From period 1

To period 12

Select Execute The results of your report are then displayed.

9-2 Now activate the expert mode for the report so that you can use additional functions in the cost element reports.

Settings → Options Flag the Expert mode indicator


9-3 Define the settings required in the report/report interface so that you can also call up the line items reports from this report.

Settings → Report/report interface…

A dialog box is then displayed in which you can assign a receiver report to your report. Insert a new line and assign report RKPEP000.

Select Insert row In the dialog box displayed, you can also assign an additional cost element report. Since you want to assign the line item reports, however, you choose the Other report type pushbutton.

Choose Other report type In the list now displayed, choose report type RT (ABAP Report) and enter the name of the relevant program.

Choose report type RT - ABAP Report

Field Name Value

Report RKPEP000

Confirm your inputs by choosing Copy.

Choose Copy Now save the list of receiver reports and go back to your report.

Select Save


9-4 Enter a header text with important variables and information for your report.

Settings → Texts → Headers

Scroll up right to the start of the page. Here, you can see that three empty lines have been inserted in the report. Start your header definition with a frame. To do so, position the cursor at the start of the first line and create the frame.

Position the cursor at the start of the first line

Choose Insert frame The message in the status bar at the bottom of the screen prompts you to select the opposite corner of the frame. To do so, position the cursor at the end of the third line (at the end of the Actual quantity column).

Position the cursor at the end of the third line

Choose Insert frame You have now created a frame around the text in your header. Next, add further lines for additional texts. To do so, position the cursor at the start of the second line and insert five more lines.

Position the cursor at the start of the second line

Choose Insert line (five times) Now enter the following header text:

Line

1 This report is strictly confidential.

2

3 Report group: Variable for report group

4

5 Variable for object (value) Variable for object (short text)

6

• Enter the above text in the first line.

• In the third line, enter the term Report group. Then leave a few spaces and insert the general variable for the report group.

Choose the Gen. variables pushbutton

Field Name Value

Variable type General text variable

Variable name Report group

Width 4


Confirm this variable.

Select Continue Enter

• In the fifth line, insert the variable for the number of the object for which the report was executed. To do so, position the cursor at the start of the fifth line and Select the Sel. parameters pushbutton.

Choose Sel. parameters

Field Name Value

Variable type Text variable for selection parameter

Selection parameters Object number (project reps)

Text type Value

Width 30 (as defaulted)

Confirm this variable.

Select Continue Enter Then insert the variable for the object name.

Choose Sel. parameters

Field Name Value

Variable type Text variable for selection parameter

Selection parameters Object number (project reps)

Text type Short text

Width 30 (as defaulted)

Confirm this variable too.

Select Continue Enter Now save the header text you have just defined and go back to the report.

Select Save


9-5 Select the Actual costs column and check whether the line item report was correctly assigned to your cost element report.

Select the Actual costs column Choose Call up report

Position the cursor on a row in the line item report containing the cost element 890000 and display the original document.

Position the cursor on a line Choose Source document

Branch from the material document to the accounting documents. Select Doc. Info tab and then FI Documents. Display the accounting document for the posting.

Choose Doc. Info. Choose FI documents Double-click to select the accounting document.

Exit the document display and the line item report and return to the cost element report.

Choose Back several times Confirm the dialog boxes displayed

Exit this cost element report and go back to the SAP Easy Access menu.

Select Back (twice) Select Exit



Topic: Line Item Reports with the SAP List Viewer ****OPTIONAL****

10 Call up the line item report Actual costs/revenues for the turbine project T-200##.

Project System menu: Information System → Financials → Line Items → Actual Costs/Revenues (double-click) Enter the following data in the initial screen:

Field Name Value

Project T-200##

Posting date January 1 of current fiscal year

to December 31 of current fiscal year

Select Execute 10-1 The current layout does not include all of the fields that you need for your

evaluation. For this reason, add some new columns to change the layout.

Choose Change layout… Remove the Value TranCurr and Transaction currency columns from the list of columns.

Select Value TranCurr Press the CTRL key Select the Transaction currency

Choose Hide selected fields Then sort the fields in the list of columns alphabetically.

Select Column name in the column list

You can tell that the fields are sorted by the small red triangle in the top right-hand corner of the column heading; you can reverse the sort order by clicking the column header again.

Now choose the following columns from the column set; make sure you keep the CTRL key pressed when doing so!

Column name

Cost element name

Material

Material description


Copy these fields to the list of columns and use the arrow keys to arrange them in the correct order.

Choose Show selected fields Choose Selected row(s) up one position or Selected row(s) down one position

Confirm your changes and save them in a new layout.

Select Save Layout Enter the following data on the Save as.. tab page in the dialog box displayed:

Field Name Value

Layout Gr##_01

Name Layout incl. material number

User-specific X

Check the settings on the Save with tab page to determine the layout information that will also be saved.

Choose the Save with tab page Confirm these settings by pressing Enter. Exit the layout definition and go back to the line item report.

Select Continue Enter


10-2 Now define a suitable header text for your layout. To do so, use the header text for the 1SAP layout as a template.

Settings → Layout → Current header rows

Copy this template to your layout

Text → Copy from...Enter the following in dialog box displayed:

Field Name Value

Layout 1SAP

Text type Headers (as defaulted)

Language English (as defaulted)

Confirm these entries, save the header text, and go back to the line item report.

Choose Continue Enter Choose Save Choose Back

Exit the line item report and go back to the SAP Easy Access menu.

Select Back (twice)



Topic: Creating a Single Role ****OPTIONAL****

11 Call up the transaction for maintaining roles (PFCG) to define a separate single role for the reports you created.

SAP Easy Access Menu: Choose Create role

11-1 Enter a name for the role you are about to create.

Remember that the roles shipped by SAP start with the prefix 'SAP_'. If you want to create your own user roles, please do not use the SAP namespace.

Field Name Value

Role ZZ_PLM240_##

Choose Create role

Enter a description and save your role.

Field Name Value

Description Single Role Group ##

Select Save

11-2 Now choose the Menu tab page. Here, you create a menu structure for the user. First add two more folders to group the reports and transactions.

Choose the Menu tab page Select Role menu

Select Create folder

A dialog box is then displayed prompting you to enter a name for the new folder.

Field Name Value

Folder name Own Reports

Use the same procedure to create a second folder.

Select Role menu Select Create folder


Field Name Value

Folder name Additional Transactions

11-3 Assign the structure overview and the transaction for executing report groups (in other words, the transactions you entered manually in your list of favorites) to the Additional transactions folder.

Select the Additional transactions folder Select Add transaction

A dialog box is displayed, in which you can enter the transaction codes in the table. Enter transactions GR55 and CNS41 here.

Field Name Value

Transaction code GR55

CNS41

Confirm your inputs with Enter and save your assignments.

Select Assign transactions The transactions and their names are then copied to the user menu. Now change the description of the structure overview.

Select Structure Overview Right mouse button → Change Nodes

Field Name Value

Text Conventional Structure Overview

Confirm your changes and go back to the screen for maintaining the user menu.

Select Enter


11-4 Next, add the reports you created in the previous exercises to the Own Reports folder.

Select the Own Reports folder Choose Add report

A dialog box is then displayed, in which you can decide on the type of report you want to assign. First, you should add the hierarchy report you created.

Choose the Drilldown pushbutton Specify the application class of the report. Choose the class PS: Projects and confirm it.

Field Name Value

Application class PS: Projects

Choose Continue Enter Confirm the default project report value in the next dialog box and then enter the name of your report.

Report type Project report Choose Confirm

Field Name Value

Report Group##

Choose Enter Copy the settings and go back to the Menu tab page.

Choose Continue Enter Use the same procedure to assign your cost element report to the Own Reports folder. To do so, position your cursor on the folder and add another report.

Select the Own Reports folder Choose Add report

In this case, choose a Report Writer report.

Choose Report Writer A dialog box is then displayed prompting you to enter the name of the report group. Enter the name of the report group for your cost element report.

Field Name Value

Report group GR##

Choose Confirm


Confirm your settings and exit the dialog box.

Choose Continue Enter The user menu you have just defined covers the initial requirements and is now to be assigned in its present form to your user.

11-5 Now assign the menu to your user ID. To do so, switch to the User tab page and enter your user ID for this training course.

Choose the User tab page

Field Name Value

User ID PLM240-##

Confirm your entries and save the single role.

Select Save

11-6 To see the changes you have made, you will need to create a new session.

Choose Create new session

In your new session, you will notice that the initial screen in the R/3 System has changed. First of all, the SAP Easy Access Menu has been replaced by the user menu you created.

You can toggle between the user and SAP menus by using the icons in the toolbar.


SAP AG 1999

Progress analysis

Definitions

Measurement methods

Calculating the earned value

Functions in progress analysis / reporting

Milestone trend analysis

Contents:

Project Progress (2)


SAP AG 2003

Project Progress: Unit Objectives

Define the purpose of progress analysis

Evaluate progress analysis results

Execute a milestone trend analysis



SAP AG 2003


Selection

Controlling

ResourcesMaterial

Structures

Business Reporting

Data Selection

Project Structures

Progress

Course Overview

6



Progress Analysis


SAP AG 2003

Progress Analysis: Initial Screen

Costs

Dates

19991999

Work

Costs

Today Period

CVSV

22

3

11

11223

BCWPBCWPBCWSBCWS

Actual costsActual costs

Description: If you want to control your project effectively, you will need to do more than just look at costs, resources, and schedules in isolation. You will only be able to draw informed conclusions as to the progress and current status of your project if you compare these values with the results actually achieved. Progress analysis enables you to do just that. It is suitable both for the internal control of a project and for performance reports to the ordering party. Legend: SV = Schedule variance (BCWP - BCWS) CV = Cost variance (BCWP - Actual costs)


SAP AG 2003

Progress Analysis: Basic Concepts

Percentage of Completion (POC)Percentage of Completion (POC)

Specifies the project progress so far as a percentageDescribes the ratio of activity carried out up to a keydate as a percentage of the total work for the activityor projectDetermined on the basis of the chosen measurementmethod

Earned ValueEarned Value

Value of the work down in a projectDescribes the costs corresponding with the POC of a project element

The percentage of completion (POC) describes the ratio of activity carried out up to a key date as a percentage of the total work for the activity or project. The system distinguishes between three usages: Values not aggregated - the values are displayed per object. Aggregated values - the values are aggregated in line with the project hierarchy. Various weightings can be applied. For CO-PA - the system determines the aggregated POC for the billing element. The aggregation includes project elements subordinate to the billing element in the billing structure.

The POCs are recorded under the statistical key figures. For reporting purposes, the statisical key figures are assigned to value cateogories. The term earned value describes the costs corresponding to the POC of an activity or project. It is the result of applying the overall planned costs to the POC. Overall planned costs here means the accumulated planned costs and the budget.


SAP AG 2003

Progress Analysis: Measurement Methods

EstimationEstimation03/99 15 %04/99 25 %05/99 40 %

Time ProportionalTime Proportional

StartStart FinishFinish

100100

00

Cost ProportionalCost Proportional

Degree of ProcessingDegree of Processing05/22/2000

Actual work %Forecast 5H

ConfirmationConfirmation

MilestonesMilestones

StartStart FinishFinish

100100Secondary ProportionalSecondary Proportional

. . .. . .

. . .. . .. . .. . .. . .. . .

00

C(cum)C(cum)

C(plan), C(plan), C(act.)C(act.)

Quantity ProportionalQuantity ProportionalStatistical Statistical key figureskey figures

Start/Finish RuleStart/Finish Rule

StartStart EndeEnde

100100

XX

Y

POCPOC

Measurement techniques determine how the POC (planned and actual) is calculated. In addition to the measurement methods shown in the graphic, the SAP System offers the following options: Use of a plan/actual reference. The calculated plan POC is adopted as the actual value. User-defined POCs techniques (user exit CNEX0031)

In Customizing, you define default measurement techniques for each object (WBS element, activity, project order). If necessary, you can always overwrite these defaults in the project structures. The system uses specific weighting factors to summarize POCs upward in the project structure. One such weighting factor is the project cost plan (recommended here).


SAP AG 1999

Progress Analysis: Calculation

PlanningPlanning Progress AnalysisProgress Analysis

POCPOC

Earned value (FW) = Basis (example: planned costs) * POC

Object• WBS element

• Activity• Order

ObjectObject• WBS element

• Activity• Order

Measurement MethodMeasurement Method

As the project progresses, you enter plan and actual data, such as costs, for your project. These values are displayed in the appropriate object. As part of progress determination, the system: Determines the planned and actual POC, based on defined rules and POCs estimated manually Calculates the BCWS and BCWP, referencing a base factor (planned costs, budget)

To arrive at an earned value, the POC is usually multipled by a planning factor, such as the budget or the original plan.


SAP AG 2003

Progress Analysis: Aggregation

Aggr

egat

ion

35%35%

40%40%

20%20%80%80%80%

120% : 3 = 40%

50%50%

(Planned/actual) progress values are calculated for networks, WBS elements, and orders assigned to the project, using suitable methods. The system uses weighting factors to aggregate these progress values in the project structure. These weighting factors can be defined manually, or calculated by the system using suitable key figures. In most cases, the project cost plan is used as a weighting factor, because it exists for all objects (activities, orders, and WBS elements). In the above example, the WBS elements have progress values of 35% and 50%. Since the weighting factor of the first WBS elements is twice that of the second one (for example, because the aggregated planned costs are twice as high), the aggregated progress value at the top WBS element is 40%.


SAP AG 1999

Plan POCPlan POC

Act. POCAct. POC

Plannedcosts

* BCWSBCWS

BCWPBCWP

11

2

Actual costsActual costs

33

POC = Percentage of completionCV = Cost varianceSV = Schedule varianceBCWP = Budgeted cost of work

performedBCWS = Budgeted cost of work

scheduled

Progress Analysis: Function

Costs

Today Period

CVSV

22

11

3

You can estimate the percentage of completion (POC) of the WBS elements, activities and activity elements, or you can have it calculated automatically on the basis of existing data. In each case, a planned POC (expected progress at a specific point in time) and an actual POC (progress actually made at a specific point in time) are determined. By specifying a weighting factor (planned costs, for example), you can aggregate these values in the WBS. The system uses a factor such as planned costs to calculate the earned values from the POCs. By comparing the earned values, you can collect some very important information: By comparing BCWS with BCWP, you can see if there are any deviations from the schedule (the project is progressing too slowly); by comparing the BCWP with the actual costs, you can see if there are any cost variances (project is too expensive).


SAP AG 2003

Costs

Today Period

CVSV

22

3

11

Progress Analysis: Evaluation (1)

• POC- aggregated- not aggregated

• Earned value- aggregated- not aggregated

Type IDPROJ T-20088

WBS T-20088

TXT SpecificationsDOC PS_IMG

WBS T-20088-1

Ntwk 902053

Acty 902053 1000Mlst 000000004576

Acty 902053 3000Mat T-20210

Acty 902053 4000Acty 902053 5000

WBS T-20088-2

POC60 %

60%

30%

30%

5%

5%

10%10%

30%

Structure OverviewStructure Overview

The POC and the earned value are important project key figures. You can analyze them at the level of individual project elements, or aggregated for the whole project/subproject. Like other project key figures, the progress analysis values are available in the following report types: Structure-oriented report on progress analysis Drilldown hierarchy report Report Painter or Report Writer reports

You can use the structure overview to evaluate the POC and earned value together. The system displays the values in line with the project hierarchy. You can use the structure overview to evaluate the POC and earned value in the following configurations: Aggregated Not aggregated Not corrected Corrected

From the hierarchical display, you can navigate to a project object in the period breakdown and to the graphical display.


SAP AG 2003

Costs

Today Period

CVSV

22

311

Progress Analysis: Evaluation (2)

Standard reports:

- 12EVA1Progress analysis

- 12EVA2Progress analysis detail


Value category

Comm. ActivityPeriod/year

Total for Years

Plan Act. Var. Var. %Object



Result





-

+-

156,162 15,342 140,820 90.2156,162 15,342 140,820 90.2

15,875 17,113 1,238- 15.6-25,601 1,200 24,401 95.3

109,686 0 109,686 100.052,720 0 52,720 100.056,966 0 56,966 100.0

5,000 1,029 3,971 79.45,000 1,029 3,971 79.4

156,162 19,342 140,820 90.2

Hierarchy ReportsHierarchy Reports

In the hierarchy reports, you can evaluate the earned value with other relevant values in progress analysis. The standard we deliver includes the following reports:

• Progress analysis 12EVA1 (hierarchical overview of the following values): - BCWS (original value) accumulated up to the current period - Planned costs, accumulated up to the current period - Overall plan, planned costs accumulate over the whole project duration - BCWP (original value) - Actual costs - Cost variance, cost index, schedule variance - ETC, EAC

• Progress analysis detail 12EVA2 (comparison of aggregated/not aggregated values): - BCWS, BCWS (corrected) - Planned costs - BCWP, BCWP (corrected) - Actual costs - Cost variance - Cost index - Work variance


SAP AG 2003

Plan POCPlan POC

Act. POCAct. POC

Totalplanned

costs

BCWSBCWS

BCWPBCWP

ACWPACWP

% of the activityplanned as ofa particulartime

% of the actualactivity performed as of a particulartime

Value of the activity plannedas of a particular time

= Plan POC * Total costs

Value of the activityactually performed asof a particular time

= Actual POC * Total costs

Costs incurred upto a key date

Schedule Var. (SV)Schedule Var. (SV)

Cost Variance (CV)Cost Variance (CV)

Value Index (CPI)Value Index (CPI)

= BCWP - BCWS

= BCWP - ACWP

Key figure, showinghow far project executionis deviating from theplan.The value index shows the ratio of the value flow to theactual costs, as a percentage.= BCWP/ACWP

Est. to Comp. (ETC)Est. to Comp. (ETC)Estimated residual costsuntil completion

=ETC=Total costs - BCWP/CPI

Result

Values in Progress Analysis

Est. At Comp. (EAC)Est. At Comp. (EAC)Estimated total costsat completion

= EAC = ETC + ACWP

The values shown above are calculated as part of progress analysis and offer starting points for evaluation in reports. As the project is executed, the values are calculated left to right, as shown. The system calculates the POC in line with the measurement method, either defined in the individual object or entered as a default for the object type in Customizing. Both planned and actual values are calculated. The budgeted cost of work scheduled (BCWS) and budgeted cost of work performed (BCWP) are calculated by multiplying the POC by the basis stipulated in advance (planned costs or budget). Comparing them with the actual costs (actual cost of work performed (ACWP)), you calculate variance values (schedule variance and cost variance), a variance index, and the costs you expect to incur between now and completion of the project (estimate to completion (ETC)).



Milestone Trend Analysis (1)Milestone Trend Analysis (1)


SAP AG 2003

Milestone Trend Analysis (2)

Reporting dates

Mile

ston

e da

tes

Legend :Behind schedule

Ahead of scheduleOn schedule

The milestone trend analysis is used for simple, clear monitoring of the project schedule and to identify variances and trends promptly. To this end, the scheduled dates planned for the milestones relevant to project processing are compared at various times, and variances from schedule planning are highlighted. At chosen points in time, dates from milestones, which are relevant for project progress, are recorded in special project versions. These milestone dates can then be compared graphically or in table form. They can also be compared with current dates or dates from a simulation version. Consequently you can quickly notice, for example, if a project is running late.


SAP AG 2003

Project Progress: Unit Summary

Define the purpose of progress analysis

Evaluate progress analysis results

Execute a milestone trend analysis



Exercises

Unit: Project Progress Topic: Progress and Milestone Analysis

• Enter confirmations ****OPTIONAL****

• Perform and evaluate an Earned Value Analysis ****OPTIONAL****

• Perform a milestone analysis ****OPTIONAL****

In addition to isolated evaluations of costs, deadlines, and resources, you can use the Earned Value Analysis to compare these values to the actual services performed, and thus assess the current status of a project.

A further aspect of the project progress is the Milestone Trend Analysis, which provides a means of tracking deadlines in a project in order to outline trends and deviations.

Topic: Recording Confirmations ***OPTIONAL***

1 Call up the structure overview and enter a confirmation to provide you with additional data for the Earned Value Analysis. In addition, manually assign a POC measurement method to an activity.

1-1 Start the Structure Overview transaction.


If prompted, enter PS Info Profile YIDES_130000.

Enter the following in the selection screen:

Field Name Values

Project T-200##

Choose Execute

Deselect all the objects in the structure overview.

Choose Deselect all


Select activity 5000, and call up the individual confirmation for this activity from the structure overview.

Select activity 5000 Extras/environment → Confirm → Individual confirmation

Enter a final confirmation for this activity.

Today's date is proposed for both the start and end dates. Enter the following dates:

Activity Exec. Start Exec. Finish

5000 Today’s date Three months from today

Confirm your inputs with Enter and save your confirmations.

Ensure that the FinalConf indicator is selected

Choose Save Refresh the evaluation and review the actual dates for activity 5000.

Select Refresh 1-1-2 Manually assign a Progress Analysis measurement method to activity 5000.

Use progress version 132, and assign the Time Proportional Method for plan, and the Degree of Processing from Confirmation for actual.

Select activity 5000 Choose Change Object Choose the Progress tab

Progress Version

Method Plan Method Actual

132 Time Prop. Degree of Processing from Confirmation

Choose Save Leave the structure overview and return to the selection screen.

Choose Back


Topic: Performing and Evaluating an Earned Value Analysis (***OPTIONAL***)

2 To assess the progress of a project, your company uses an Earned Value Analysis. The progress values for a project are calculated on a monthly basis and are a permanent feature of your reporting system.

2-1 Access the progress determination function.

Project System menu: Progress → Progress Determination → Individual Processing (double-click)


Field Name Values


With hierarchy X

With orders X

Progress Version 132

To period Current period/fiscal year

Test run No

Choose Execute The detail screen of the Earned Value Analysis is then displayed. Note the Selection and Processing category field groups.


1. The Selection field group contains important information taken from the settings defined for the progress version. This information includes the value used as a basis for determining the percentage of completion, and the reference variable used to determine the aggregated percentage of completion and earned value.

2. The processing category explains how the measurement method for the individual objects was determined. • With assigned methods (the object was directly assigned a

separate measurement in the master record) • Without assigned methods, Plan/Act. transferred (these

objects have only been assigned a measurement method for determining the plan or actual percentage of completion; the system uses the same measurement method in both cases)

• Without assigned methods, Default method used (the default method defined in Customizing for each object type is used)

2-2 Now display the measurement methods used for the individual objects in your project.

Choose the Assign methods to objects pushbutton A list containing all of the objects in your project and the associated measurement methods is then displayed.

Now exit the progress determination function and go back to the SAP Easy Access menu.

Select Back (twice)


2-3 Now evaluate the values determined for your project T-200## using the structure overview for the Earned Value Analysis.

SAP Easy Access Menu: Accounting → Project System → Information System → Progress → Progress Analysis → Structure Overview (double-click)

Change the PS info profile so that you can use the settings required to evaluate the progress values.

Choose Other PS info profile In the dialog box: choose profile YIDES_EV0001

Select Enter Enter the following data on the selection screen and execute the evaluation:

Field Name Values

Project T-200##

Choose Execute Deselect all the objects.

Choose Deselect all 2-4 Choose the period breakdown for the top WBS element. Display the plan and

actual earned values over time.

Select the WBS element at level 1; Goto → Period breakdown

Here, you can see an overview of the plan and actual earned values calculated for the corresponding periods. Notice that the actual costs that have been posted are also shown. Now call up a graphical display of this information.

To do so, call up the graphic for the period breakdown.

Goto → Graphic → Period drilldown

Display the legend for the graphic to show what the individual curves represent.

Choose Legend Exit the graphic and period breakdown, and go back to the structure overview.

Select Back (twice)



Topic: Performing a Milestone Analysis (***OPTIONAL***)

3 During the course of these exercises, you have saved two versions of your project T-200##, which you have marked as MTA-relevant. In addition, because your project contains milestones that are also relevant for the trend analysis, you have fulfilled the prerequisites for carrying out a milestone trend analysis.

3-1 First call up the program for backdating project versions.

System → Services → Reporting

Enter the report name ZZ_JMKTEST01 and execute it.

Report ZZ_JMKTEST01 Choose Execute

Enter the following data in the screen displayed:

Field Name Values

Version key Gr##_01

Created on 1st day of current month - 3

Select Execute

Field Name Values

Version key Gr##_02

Created on 1st day of current month - 2

Select Execute

This report is a program that is exclusive to the IDES system. The program is only run here to simulate real working conditions (backing up versions on a periodic basis) in the training environment.

Exit the program and go back to the SAP Easy Access menu.

Select Back (twice)


3-2 Now carry out the milestone trend analysis.

Project System menu: Information System → Progress → Milestone Trend Analysis (double-click)

Enter the following values on the screen:

Field Name Values

Project T-200##

Use current data too X

Basic dates X

Select Execute A graphic is then displayed with the reporting dates on the horizontal axis and the scheduled dates of the milestones on the vertical axis. The curve can have three different shapes:

• Curve is rising Behind schedule

• Curve is falling Ahead of schedule

• Curve is flat On schedule

3-3 You can exclude individual reporting dates and/or milestones from the evaluation in the milestone trend analysis. Choose the Choose dates function.

Choose Choose dates A list containing all the available milestones and reporting dates is displayed. You can now use the select and deselect functions to reduce the number of objects in the evaluation. This function is particularly useful if your project contains many milestones, or if many different versions of your project have been saved. Close the dialog box, exit the milestone trend analysis, and go back to the SAP Easy Access menu.

Choose Continue Choose Back (twice)


SAP AG 2003

Capacity evaluation

Purchasing documents

Material evaluations

Requirement/stock

Valuated project stock

ProMan

Contents:

Resource/Material Information System (2)


SAP AG 2003

List the reports in the Project System to evaluate Resources

Materials

Execute the reports and evaluations

Utilize the most important functions during report execution

Resources/Material: Unit Objectives



SAP AG 2003


Projectstructures

Progress

Courseoverview

Dataselection

Structures

Controlling

ResourcesMaterial

Enterprisereporting7


SAP AG 2001


Reservations/ purchase requisitionsPurchase ordersOutline agreements

Reservations/ purchase requisitionsPurchase ordersOutline agreements

Stock/requirements listOrder report

Stock/requirements listOrder report

-

Resources/material

Resource/Material Information System (3)

Valuatedproject stock

Valuatedproject stock

Stock

AB B C

B

Material componentsMaterial components

RRAA C DD

BB

The resources and material information system covers the following: Capacity reports Stock/requirements list Order report Reservations/ purchase requisitions / purchase orders / outline agreements Valuated project stock



Resources

You can call up the resource reports in the Project System via Logistics/Accounting → Project System → Information System → Resources.


SAP AG 2003

Resources: Overview

120012001200

400040004000100010001000

300030003000

500050005000

200020002000 310031003100

130013001300

110011001100

140014001400 150015001500

Personnel

Work center Vendor

Machines

MMPP

PP PP

You plan resources in the Project System using network activities. Resources, which are evaluated in the Resources Information System, are the capacities planned in the internally processed activities via the work centers. Depending on the activity type you are using, a distinction is made between the following types of resource: Internally processed activity: Here, you create a quantity structure for each work center that is used by persons and/or machines. This enables you to plan the activity to be performed and to determine the capacity requirements generated by the project. Externally processed activity: You use this type of activity to specify which activities have to be carried out by other companies in order to execute the project. This type of activity generates a purchase requisition that is converted to a purchase order and processed further in Materials Management (MM). Service activities plan activities that are to be performed by a service provider. The difference between service activities and externally processed activities is that, if you use service activities, you can draw up service specifications. These are also processed further in MM.


SAP AG 1999

Resources: Reports

Distribution of workamong workforce

Capacity requirements(project view)

E-9977

Capacity load(work center view)

Resources&

Capacity planning

Capacity load(variable view)

The evaluation of the capacity requirements for the project is an individual overview from the structures information system. It can be processed and defined in accordance with the available funds. You can also use the PP Capacity Planning reports in the Project Information System to evaluate the capacity load. The distribution of work among the workforce focuses on the requirements distributed among individual persons - from the project, work center, or employee view. In addition to the requirements, you can also read the available capacity per person here.


SAP AG 1999

■ C

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxx XXXX xxxxxxxx xx xxxxxxxxxxxx

Hierarchy GraphicHierarchy Graphic??

Network GraphicNetwork Graphic

■ C??

DatesDatesCapacity OverviewCapacity Overview

Cost/Revenue OverviewCost/Revenue Overview

t

Materials OverviewMaterials Overview Plant Maint.OrdersPlant Maint.Orders

PM

The Project Planning Board: Integration

In addition to facilities for creating and changing objects, the project planning board offers a range of options for evaluating information on your project. In addition to the date view, you can display the following project overviews: Capacity Overview: The system displays the work centers (and the capacity load utilization) for the activities selected. Green bars show that capacity is still available, red bars mean that the available capacity has been exceeded. Materials Overview: The system displays the material components (and the corresponding requirements dates) assigned to the activities selected. Cost/Revenue Overview: The system displays the development of costs/revenues for the WBS element or activity selected.

The project planning board also offers an integrated view of costs, dates, and capacities in your project.


SAP AG 2003

Capacity Load

Detailed Capacity List/Period

Work center 2000 Project Manager Plant 1300Capacity type 002 Person

49/1999 116.25 270.00 153.7543 % H

50/1999 220.25 270.00 49.7582 % H51/1999 116.25 270.00 153.7543 % H

52/1999 287.68 270.00 17.68-107 % H

01/2000 253.57 216.00 37.57-117 % H02/2000 164.25 270.00 105.7561 % H

03/2000 124.75 270.00 145.2546 % H

Total 1,283.00 1.890.00 553.0071 % H

Week Reqmts Avail. Free cap.Load Unit

You can use the capacity evaluation to analyze the capacity loads in your business. There are various evaluations you can execute:

The standard overview surveys the load situation in selected work centers. It compares the capacity requirement and available capacity for the selected work centers, and the capacities actually used by the work centers.

You can use the capacity detail list to display detailed information on which orders and networks give rise to capacity requirements in the work centers. The variable overview is a list that you can configure yourself, showing data from capacity planning, structured by period.

You can display the various evaluations either as tables or as graphics, using the SAP Presentation Graphic. From the evaluation lists, you can display or process the work centers and capacities. In turn, you can process orders and confirmations, and display stock/requirements lists, from the capacity detail list..


SAP AG 2003

Capacity Loads: Customizing

Overall Overall profileprofile (PS (PS info profileinfo profile))

Resource profiles

Subprofile for option profile

. . .

Work center set

Order set

Capacity category set

Initial set

Subprofile for selection profile

Detailed capacity list

Variable overview

Subprofile for list profile

Subprofile for graphics profile

In the selection profile, you specify the names of the sets that are used to generate the selection screens and initial screen. The settings for the time interval to be selected from the database are also made here. The options profile contains many of the settings for the capacity planning transaction, for example period pattern, type of distribution, and so on. The default settings for displaying the lists in capacity planning are made in the list profile. All of the settings for displaying the evaluations in graphical form are made in the graphics profile. The profiles are assigned to the overall profile in PS Customizing under Technical Project Reports. If you need to create your own subprofiles, you can call up these Customizing settings via Responsibility Accounting → Resources.



MaterialMaterial

You can call up the material reports in the Project System via Logistics/Accounting → Project System → Information System → Material.


SAP AG 1999

Material: Overview

Material

EEAA C DD

BB

Individual overviewIndividual overview

Planned ordersComponents

Purchase requisitionsPurchase requisitions

For projectFor account assignment

Purchase ordersPurchase orders

For projectFor account assignment

StockStock

Stock/requirementslistValuated projectstock

OtherOther

Missing partsPegged requirementsOrder reportReservationsOutline agreements

The material reports in the project contain evaluations that are also made available elsewhere in the R/3 System (particularly in Inventory management and Requirements planning).


SAP AG 2003

Material: Stock/Requirements List

MaterialPlanning area

Plant

E-1511

1300

1300

Motor 50 KW 460V AC 3-phase current

Frankfurt

MRP type PD Material type SEMI

Date11/23/199907/19/199911/23/199909/20/199910/04/199911/02/1999

MRP El.W-BESTAR-RESP-BESTBS-EINAR-RESPL-AUF

Data for MRP El.

E-1500BE-20114500008410/000100000009099510001758037/PR

Exc.

20

Rec./Reqmt Available Qty

32 5

4- 11 2

2- 2-5

Dat.

The current stock/requirements list shows the current stock/requirements situation for a material. In the Project System, choose Information System → Material to access the list. Each time the list is set up, the system reads and displays the various MRP elements. This means the list always shows the up-to-date availability situation for the material. Changes made after the planning date are shown directly. The list is, therefore, dynamic. Stock/requirements lists are not stored in the system, only in the working memory. From this list, you can display and change the objects causing and covering the requirements. You can display the relevant master data or, for example, convert planned orders into production orders or purchase orders. As of Release 4.6A, you can access the stock/requirements list not only by entering individual material numbers, but also using collective access - that is, by entering a product group, class, MRP controller, vendor, or production line.


SAP AG 2003

Material: Purchase Requisitions, Purchase Orders, Outline Agreements

Purc.order1

2

Purc.order1

2

Purc.order1

2

MMMPurchaserequisition MMMPurchase

requisition MMMPurchaserequisition

Further purchasingdocument selection criteria

Selection usingSelection usingaccount assignment objectsaccount assignment objects

Selection usingSelection usingPD, WBS, networkPD, WBS, network

or

MMOutlineagreement

MMOutlineagreement

MMOutlineagreement

There are two ways of finding purchasing documents (purchase orders and purchase requisitions) that exist for your project: You can select purchase requisitions/orders for a concrete account assignment object whose name you know. Alternatively, you can select all the purchase requisitions/orders belonging to a higher-level object (WBS, network, and so on).

The following additional functions are available in the evaluations: Display purchase requisition/purchase order Display material master Disply info records and outline agreements Stock overview and stock/requirements list

The following functions are available for you to evaluate outline agreements (contracts and delivery schedules): Outline agreement evaluation: Specify the appropriate account assignment object. Evaluation of project purchase orders: Check the Contract and Delivery options and specify the frame as the list scope.


SAP AG 2003

Material: Valuated Project Stock

Selection via . . .

. . . Material

. . . Valuation area

. . . Valuation type

. . . Special stock indicator

. . . Project definition

. . . WBS element. . . Sales document. . . Sales document item. . . Sold-to partyQQ EE

E-1500B 1300 E

E-1500B 1300 E-2005-2QE-1500B 1300 E-2005-1Q

E-1500B 1300 E-2004-1QE-1500B 1300 E-2004Q

Material ValAr ValType

5

21

02

TtlStkWBS elm

PC

PCPC

PCPC

OUnS

9726

SalesDoc

10

Item

The valuated project stock report enables you to evaluate the valuated special stock for the project (special stock indicator Q) and for the sales order (special stock indicator E). You can do this either with or without restrictions to individual material numbers. Note: Two important conditions have to be fulfilled in order for you to be able to work with the valuated project stock: first of all, the Valuated stock indicator has to be set in the project definition; secondly, the materials to be managed in the special stock must allow individual requirements to be managed (Dependent requirements indicator in the material master). The report itself is based on the ABAP List Viewer (ALV) and supports the standard functionality of the ALV (Display variants, Export report, Print, and so on). You can also navigate from this report directly to the stock overview and to the material master (display mode).


SAP AG 2003

Material: Evaluations Outside PS

Logistics Production Production Control Information System

Order Information System

Order Progress Report

Logistics Materials Management Inventory Management Environment List Displays

Material Documents

If you are using production orders to map your engineer-to-order production processes, you can use two useful evaluation options in the Production Control Information System to help you do so: Order Information System: The Order Information System is a production control tool that features a reporting function for production and planned orders. The evaluations are carried out across the original production order tables using the logical IOC database. All of the orders defined in the system, including those with a deletion flag or indicator, can be analyzed. Archived orders are not taken into account. Order Progress Report: The order progress report can be displayed for several sales orders or for one WBS element. The report shows all of the requirements and procurement elements. In addition to the plant and material number, you can choose the project definition and WBS element as selection criteria. If you want to display Project System objects, you have to choose either a network or a material. The selected object (network or material) must be assigned to a WBS element. A structure based on your inputs is then displayed, from which you can choose a network or material.

You can use reports or Inventory Management lists to take a look at the movements for specific material numbers. Every time a posting is carried out, material documents are created, which you can list according to material number, movement type, or vendor.



ProMan

You can call up ProMan in the Project System via Logistics/Accounting → Project System → Material → Execution → Project-Oriented Procurement (ProMan).


SAP AG 2002

What is ProMan?

ProMan is a tool that helps you carry outproject-oriented procurement. It supplies information about the status and progress of internal and external procurement activities.

Production Inventorymanagement Purchasing ShippingProject

Management

Activity D

Material BActivity C Planned

orderPReq. Quotation

Material A DeliveryReservation RFQ

The Project System is one of the most integrated modules within SAP R/3. An area in which this is particularly noticeable is the internal and external procurement of material and services: As soon as an object is generated in the Project System, the relevant documents (for example, purchase requisitions) are created in other applications. These documents are processed by the corresponding departments (for example, Purchasing). Previously, this meant that the project team only had limited access to information that was important for the project, information that was actually triggered by the Project System. ProMan solves this problem: Consolidated information from the procurement process from a variety of applications. Structured display of information. The display can be adapted to suit the individual user. Execution of individual steps in the procurement process directly from ProMan. Access to data from the Project System, Purchasing, Production, Requirements Planning, and Inventory Management. All objects and documents are taken into account, both planned and unplanned objects. Manually created documents are also displayed.


SAP AG 2003

ProMan: Characteristics

ProMan

Focus on components or activities, or on the respective account assignment objects

Views for components, activities and elements, quantities, orders and documents, stock and deliveries.

Hierarchical display of project structure for navigation

ALV-based overviews

Executable functionsPurchase requisitions, create purchase order

Create reservation

Goods issue

Stock transfer posting

Delivery from projects

ProMan is an application that is integrated with Materials Management, Purchasing and Production. ProMan consists of a selection screen and a main screen. The main screen has a hierarchical navigation area and different overviews, for example, for components, quantities, dates, activities, orders, documents and so on. The documents and orders that are displayed in ProMan are, for example, purchase requisitions, purchase order items, reservations, planned orders, and so on. In the hierarchical navigation area, WBS elements, networks, activities and activity elements, and components are displayed. For components or documents to be displayed in ProMan, they must be assigned or account assigned to an object in a project (for example, WBS element or network activity). Caution: Requirements that are independent of a project, for example, that refer to anonymous plant stock, cannot be evaluated in ProMan.


SAP AG 2002

Selection Screen

Project Selection

PS0001: ProMan, Demonstration, IDES

Project DefinitionSales DocumentWBS ElementNetwork

Default SettingsProfile

Components Activities/Elements

Network MRP ControllerActivityMaterialPlantSort stringRequirements DateMaterial GroupPurchasing GroupVendorItem CategoryRelevant for ReqsProcured Externally

WithdrawableMissing PartPlant StockProject StockOrder Stock

totototototototototo

Objectselection

Filter criteria

Settings for views andexceptions

The entire selectioncan be savedas a variant!

The overall selection screen for ProMan is subdivided into three sections. The first section is where the components and external services are actually selected. You do this by specifying the project definition, sales order number, WBS element, or network. In the second section, you can enter a ProMan profile. This determines the display of variances and the selection of documents that ProMan is to display. In the third section you define the criteria for filtering the selection. In general, the filters can refer to attributes of the components or the activities and activity elements. The selections you make here can be very complicated. So that you do not lose the settings completely each time you exit the selection screen, you can save the entire selection screen as a variant.


SAP AG 2002

Component Overview

Components

Rotor disk

Orders/Docs Quants Dates Stock Deliveries

Res.No. Itm Mat. Mat. Desc.Plant Network Acty Quantity UOMReqtDateTurbine casing

Components

Guide vaneRotating blade

Elec. switch cabinetOil feedSteam lineCable 10kA

Generator

PumpBearing box

Project Structure

The main ProMan screen is divided into two areas. A hierarchical navigation area on the left, and the area for detailed information on the right. Tab pages subdivide this second area into individual sections. The slide shows the component overview. In the component overview, you are provided with the following information, for example: Reservation number including item Name and description of the material Requirements quantity with unit of measure Item category Purchasing data (purchasing organization, purchasing group)


SAP AG 2002

Orders and Documents View

Components Orders/Docs Quantities Dates Stock Deliveries

Orders/DocumentsReservNo. Itm Exception Material Res/Preq Vendor PReq. RFQ Purch.Order MatDoc Status

Transfer Posting of Stock

Generate Reservation/PreqGroup to Purchase Req.Generate Purchase OrderGenerate DeliveryPost Goods Issue

The overview of orders/documents gives you information about orders (for example, planned orders, production orders) and documents (purchase requisitions, purchase orders, requests for quotation, material documents and so on) that are assigned to the selected components (or external services). The individual documents and orders can be displayed directly from ProMan. Simply double-click the individual document or order number to do this. You can also create new documents from all of the overviews. The context determines which documents you can create. The slide shows all the options that can be created: Reservation or purchase requisition Grouping to purchase requisition Purchase order Delivery Goods issue Transfer stock posting


SAP AG 2003

Resources/Material: Unit Summary (1)

List the reports in the Project System to evaluate Resources

Materials

Execute the reports and evaluations

Utilize the most important functions during report execution


The reports in the Resources Information System provide you with accurate information on the capacity requirements of your project and the capacity load utilization of the work centers. The most important settings for these evaluations can be made in Project System Customizing and are made available in the PS info profile. In the Material Information System, you can call up evaluations that are used primarily in Materials Management and Inventory Management. Most of the settings for these are, therefore, made in the appropriate applications and not in Project System Customizing.



Exercises

Resource/Material Information System

• Evaluate capacities ****OPTIONAL****

• Enter confirmations ****OPTIONAL****

• Partial billing

• Utilize ProMan to evaluate the procurement objects for a project. ****OPTIONAL****

Between each of the above steps, we will use the information systems to analyze the effects of the commercial functions.

In the following, confirmations in network activities and revenue postings for billing elements create actual values that we then analyze in the information system.

Topic: Capacities and Confirmations ***OPTIONAL***

1 Here, we concentrate on the information requirement and turn our attention to capacity-relevant aspects of project processing.

1-1 Evaluation of capacity requirements as viewed from the work center (session 1)

Your project and those of the other course participants have taken up capacity in the same work centers. Now display the current required/available situation in work center 2200 for the next six months.


1-1-1 Access the capacity evaluation for the work center.

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Resources → Capacity Load → Work Center View (double-click)


Field Name Values

Work center 2200

Plant 1300

Execute the evaluation.

Choose Enter You reach the standard capacity planning overview. Change the settings so that the periods are displayed in months not weeks. Increase the timeframe shown to six months.

Settings → General…

Field Name Values

Entry type J (Number of calendar months)

Int. finish 5

Periods Month

Choose Continue


1-1-2 Now select one of the months displayed and have the system display all pegged requirements.

Select and period Choose Cap. details/period The pegged requirement column shows all the orders and networks, in ascending order, that required capacity. To find out which network belongs to your project, have the system show the WBS Element field.

Select Choose fields…

Select the following field in the right-hand side of the window.

Field

WBS Element (either entry)

Adopt the field as an additional display field.

Choose Show Selected Fields Confirm the change.

Choose Continue Go back to the standard overview.

Choose Back


1-2 Entering Network Activity Confirmations from the Structure Overview (session 2)

The internal activities have been carried out for your project. You must now enter them in the form of confirmations. To this end, go to session 2 and access the structure overview.

SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) If prompted, enter PS Info Profile YIDES_130000.

You are in the selection screen for the structure overview. Run the overview for your project T-200##.

Field Name Value

Project T-200##

Choose Execute

Access the collective confirmation function.

Extras/environment → Confirm → Collective confirmation

The system displays a list of all the activities. Select the ones you want to confirm.

Activity Name Work Ctr

2000 Planning of systems and instrumentation 2200

2100 Purchase documents (planning) 2200

Activate the Final confirmation indicator for the two activities and confirm your entries.

Check column F for the above activities Choose Continue Save the confirmation with the defaulted data.

Choose Save Leave the structure overview and return to the selection screen.

Choose Back


1-3 Evaluation of capacity requirements as viewed from the work center (session 1)

Having entered the confirmations, go to session 1. You are still in the capacity evaluation there (standard view) for work center 2200. Refresh the data.

Select Refresh

What changes have occurred? Entering the final confirmations for the activities assigned to work center 2200 has reduced the capacity requirements.


Go back into session 3 (cost element report Z6P2). Refresh the data there.

Select Refresh Note that the actual costs have increased. In the Actual column, select the amount for cost element 619000 and branch to the actual line item report.

Select actual value

Choose Call up report Define a display variant of your own here, containing columns relevant for the line items generated from the confirmations.

Change Layout In the right-hand window, sort the defaulted fields alphabetically.

Position the cursor on the heading Column Name Choose the following fields for the new display variant:

Field

Cost element descr

Total quantity X

Unit of measure

Par Activity

Partner CCtr

WBS Element

Question


Adopt the fields as display fields for the new display variant.

Choose Show Selected FieldsArrange the fields in a meaningful sequence and set the Total indicator for the Total quantity.

When you have the fields in the sequence you require, adopt the display variant.

Select Transfer Enter Calculate a total per cost element for the quantities and values.

Select the cost element total Choose Subtotal

Save your layout-

Choose Save layout Make the following entries in the resulting dialog box:

Field Values

Display variant PLM240-##

Name Act. LI Display Variant Group ##

User-specific X

Choose Save Now display the original confirmation document, by positioning the cursor on a line and branching to the document using the appropriate pushbutton.

Position the cursor on a line

Choose Document (Source Document) Exit the document display and the line item report and return to the cost element report.

Now leave the cost element report for project T-200## and return to the selection screen for the cost element report.

Choose Back


1-5 Evaluation in the project planning board (session 1) ***OPTIONAL***

The project planning board also includes facilities for evaluating projects in various ways. Access the project planning board.

Accounting/Logistics → Project System → Project → Project Planning Board → Change Project (double-click)

Field Values

Project def. T-200##

Planning board profile

Elevators/Turbines

With activities X

Open your project.

Select Enter You are now in the project planning board. Add the column Work Center to the columns shown in the left-hand part of the window.

Choose Field Selection…

Select the Work Center field and add it as an additional column.

Field

Work center

Choose Show Selected Fields Confirm your entry by pressing Enter.

Select Enter Use drag&drop to drag the work center column to the position directly after the Description column.

Select the Work Center column, Keeping the left-hand mouse key pressed, drag to the column to a position next to the Description column.

Select an activity that is assigned to work center 2000, such as activity 2200 and branch to the capacity overview for the activity.

Select activity 2200, Right mouse key → Capacity overview

The utilization of the work center is displayed in a bar chart. However, you can choose another type of display. To do this, select work center 2000 and branch to the utilization histogram display.

Select work center 2000, Right mouse key → Load as histogram


With these evaluations, you can display the utilization situation in a work center in graphical form.

Close the Capacity overview: per capacity window and return to the planning board.

Choose Close

Select all the objects in your project structure and determine the current costs for them.

Choose Select all Edit → Functions → Calculate costs

Now select top element T-200## in your project. Display the cost overview for it.

Select the top WBS element T-200## Right mouse key → Cost overview

You see a number of curves. They supply information on the costs and revenue situation in your project. Display the legend to see what the individual curves mean. To do this, select the WBS element in the cost/element overview and call up the legend.

Select the top WBS element T-200## Right mouse key → Display legend

Save the changes to your project and return to the Easy Access Menu.



Topic: ProMan ****OPTIONAL****

2 Procurement requirements generate many types of order proposals: reservations, purchase requisitions, purchase orders, planned orders and production orders. Use ProMan to evaluate the orders and documents to procure the components for your project T-200##.

2-1 Access ProMan to evaluate material procurement for your project using the following data:

SAP Menu → Accounting → Project System → Material → Planning → Execution → Project-Oriented Procurement (ProMan)



Profile ProMan, Demonstration, IDES

Choose Execute.

2-2 Access the components for activity 3200. What is the material group of component T-20300?

Select (double-click) the icon for activity 3200 on the left side navigation area. The components for this activity are displayed on the right side of the screen.

Scroll to the right until you can see the Material Group column. The material group is: 00101, steel.

2-3 Reservations have been generated for all components. Look at the reservation

for T-20300. What is the reservation number and what is the assigned movement type? The number of the reservation is: _________________

To view the reservation and movement type, double-click the reservation number in the first row of the component overview. The movement type of the reservation is displayed on the top-left of the reservation. The movement type is: 281, GI for network Exit the reservation. Choose Reservation → Exit.


2-4 Look at the orders and documents for WBS T-200##. What type of documents are assigned to WBS T-200##?

Double-click the top WBS element in the navigation area to select it. Choose the Orders/Docs tab page to display the procurement documents. Purchase requisitions, purchase orders, planned orders and production orders are assigned to WBS T-200##. They are assigned to WBS element T-200## because the are project stock requirements, and the requirements grouping element is WBS element T-200##.

2-5 From ProMan, display a purchase requisition and a planned order.

Select any purchase requisition. To return to the Orders/Docs tab page, use the green arrow back.

To select a planned order, scroll to the right of the Orders/Docs tab page to view the planned order column. Select any planned order. To return to the Orders/Docs tab page, use the green arrow back.


Topic: Actual Revenues ****OPTIONAL****

3 In the process of entering confirmations for your customer project T-200##, you have also entered the final confirmation for the activity to which the Partial billing 40% milestone is assigned, thereby documenting that the milestone has been reached. This removes the billing block in the billing plan of your sales order. You can now send the first invoice to your customer.

3-1 Create Billing Document (session 1)

Go to Sales and Distribution and access billing.

SAP Easy Access Menu: Logistics → Sales and Distribution → Sales → Order → Subsequent Functions→ Billing Document (double-click) Enter the following in the selection screen:

Field Name Values

Document Your sales order number (the system may default it)

Carry out billing for your document.

Choose Execute Save the invoice and note the number.

Choose Save Billing document number: _________________________



3-2 Effects in the structure overview (session 2)

Run the structure overview for your project T-200## again. Enter the following data in the selection screen:

Field Values

Project T-200##


Choose Execute

What changes have occurred? None. The only effect of the Select Sales Documents indicator in the database profile is that customer quotations and sales order are selected. In this context, billing documents are not sales documents and are not displayed in the structure overview. If you want to display the billing documents issued for your sales order, you can use the document flow in the sales order to do this.

3-3 Effects in the cost element report (session 3)

Access the cost element report for the customer project.

Enter the following data on the selection screen:

Field Name Values




Choose Execute

Note the line containing cost element 800000 - Domestic sales revenues. When you post a billing document, the corresponding amount is recorded as actual revenue in the WBS element flagged as the billing element for the project.

Question


SAP AG 2003

Project views

Inheritance/project summarization

Enterprise controlling

Profitability Analysis (CO-PA)

Profit Center Accounting (EC-PCA)



Contents:

Business Reporting (2)


SAP AG 2003

List the different reporting tools and how you can use them in SAP R/3

Understand how the individual functions can be used in business reporting

Compare the available functions and applications for business reporting

Business Reporting: Unit Objectives



SAP AG 2003


Selektion

Progress

Controlling

ResourcesMaterial

Structures

Courseoverview

Dataselection

Projectstructures

Enterprisereporting

88


SAP AG 2003

Business Reporting - Overview of Components

Profit CenterProfit CenterAccounting Accounting

Profitability AnalysisProfitability Analysis

Project SummarizationProject Summarization Project ViewsProject Views

BWBW

EISEIS

PSPS PSPS

COCO

ECECECEC

ProjectsProjects

Views:Views:

Project structureProject structureProfit CenterProfit CenterCost centersCost centersSummarizationSummarizationInvestment programInvestment programSales &Sales & distdistUserUser--defineddefined

In addition to views of individual projects, you may need reports covering more than one project, sometimes sorted per particular criteria. To meet this need, we offer the tools listed below. They form part of the application components entered in parentheses. Project summarization (PS) Project views (PS) Profitability Analysis (CO-PA) Profit Center Accounting (EC-PCA) Executive Information System (EIS) SAP Business Information Warehouse (SAP BW)



Project Views


SAP AG 2003

Project Views - Hierarchy Representation

Project views

Representation by . . .

. . . Cost centers. . . Cost centers

. . . Profit center. . . Profit center

. . . Investment programs

. . . Investment programs

. . . Summarization. . . Summarization

. . . Sales & Dist.. . . Sales & Dist.

. . . Project structure. . . Project structure

. . . Customer-specific. . . Customer-specific

You can define a structure for the data selected from the database. This structure determines how the data is represented in the information system. We deliver the following project views as standard:

Project structures (hierarchy type 1)

Profit center (hierarchy type 2)

Cost centers (hierarchy type 3)

Summarization (hierarchy type 4)

Investment programs (hierarchy type 5)

Sales and distribution (hierarchy type 6)

In addition, you can create your own project view. This is a separate step in customizing. The hierarchy type for this view is 99.

You can either define the project view you want to use in the database profile, or you can change it temporariliy when executing a report.


SAP AG 2003

Project Views - Examples

Project 1 Project 2 Project 3 Project 4

. . . By cost center . . . By investment prog. . . . By profit center

CCtr IV PC CCtr PC CCtr IV PCCCtr IV

CCtr

CCtr

Project 1

Project 2

Project 3

Project 4

Project 1

IV

IV

Project 3

Project 4

PC

PC

Project 1

Project 4

Project 2

The Project System logical database (PSJ) forms the basis for reporting in the information system. You can display the data retrieved from the database in a range of different views (the project structure view, for example, or a profit center hierarchy view). You define a hierarchy type for each view and, if necessary, you define a hierarchy or a set for summarization. A user exit is available for defining views of your own. You can use the structure information system and the Controlling information system to display data in the above views. Examples: Evaluating the cost plan/actual costs/planned and actual work in the hierarchy of the investment program. You would use the Structures information system for this. - Advantage: You can display key figures relating to both Logistics and Controlling. - Advantage: You can edit all objects - even the investment program - from the information system. Evaluating project costs and revenues in the profit center hierarchy. You would use the Controlling information system for this. - Advantage: You can drill down to line items and original documents.


SAP AG 2003

Business Reporting - Project Summarization (1)

SAP AG 1999

Project Summarization


SAP AG 2003

Project Summarization – Procedure

Project SummarizationProject Summarization

PSPSSummarize

Step 3Step 3

Definesummarization

hierarchy(Customizing)

Step 1Step 1

Inheritance

Step 2Step 2

Project summarization is a method, offered in the Project System, of summarizing and analyzing a number of projects under one or more superordinate terms.

The data is summarized by means of hierarchy structures, which you can define in Project System customizing.

Up to and including Release 4.0B, the Project System used the SAP classification system to carry out summarizations.

In and after Release 4.5A, summarization is effected by means of master data characteristics. Summarization by classification is still available, but, in the medium-term, SAP will no longer support it. We recommend that you no longer use it.

You define the individual hierarchy levels in the summarization hierarchy by means of characteristics. The principal difference between the two types of summarization is that for summarization using master data characteristics, inheritance and the summarization itself are processed in two separate steps. These will now be explained in more detail.


SAP AG 2003

Project Summarization – Define Hierarchy

Σ Summarized Analysis

Create summarization hierarchy

Specify whether input quantities are to be summarized

Determine objects to be summarized(such as projects, maintenance orders, production orders)with Data Scope (Object Types)

Specify status selection profile

Determine data to be summarized (such as primary costs,secondary costs, results analysis data, budget) with Data Scope(Totals Records Tables)

Determine hierarchy levels, such as:Controlling areaProject typeCompany codeResponsible person

For the summarization hierarchy, use master data fields of the account assignment objects. Each level of the summarization hierarchy corresponds to a master data field.


SAP AG 2003

Invest. Proj.Smith

Johnson Green

P1-1P1P1--11 P1-2P1P1--22 P2-1P2P2--11 P2-2P2P2--22 P2-3P2P2--33

P2P2P2 Cust. Proj.Smith

Cust. Proj. Green

InheritanceInheritance

Invest. Proj.Smith

Invest. Proj.Johnson

P1P1P1

P1-1P1P1--11 P1-2P1P1--22 P2-1P2P2--11 P2-2P2P2--22 P2-3P2P2--33

P2P2P2 Cust. Proj.Smith

Cust. Proj.Smith

P1P1P1P1P1P1

Invest. Proj.Smith

Cust. Proj.Green

Cust. Proj.Green

Project Summarization - Inheritance

While the cost reports discussed so far evaluate just one project, project summarization offers you the option of evaluating costs, revenues, and payment data for more than one project. For example, you can combine the costs of all projects in a controlling area, business area, or cost center, and evaluate them in the information system. Summarization hierarchies form the basis for project summarization. In Customizing, you can define as many of these hierarchies as you require. You define summarization hierarchies using master data characteristics of the WBS elements or activities. Example of a summarization hierarchy (in IDES: 1301) Level 1 is always the controlling area Level 2 is the Project type field (customer projects, investment projects, cost projects, and so on) Level 3 is the Person responsible field (Smith, Green, Johnson, and so on)

During an inheritance run, the characteristic values of higher-level WBS elements are passed on to any lower-level WBS elements and activities that do not have any characteristic values of their own. Summarization objects and the relevant master data fields are stored in the database, in table PSERB. Inheritance of master data configuration does not, therefore, mean that the corresponding master data changes.


SAP AG 2003

Controlling area:$450

Controlling area:$450

$130 $320

$80$240$120 $10

Char. Example ValueProject type

Person responsible

... ... ...

P1P1P1

P1-1P1P1--11 P1-2P1P1--22

$$$$100100

$$$$1010

$$$$2020

P2-1P2P2--11 P2-2P2P2--22 P2-3P2P2--33

P2P2P2 $$$$200200

$$$$3030

$$$$4040

$$$$5050

SummarizationSummarization

Project Summarization - Summarization Run

During the summarization run, the key figures of the project (costs, revenues and payment data) are totaled up for the various nodes in the summarization hierarchy. Based on the summarization criteria from the inheritance run, the system determines which objects belong to a summarization node, selects the transaction data from the database, and records the totals in the individual summarization nodes, by cost element and period. Once the summarization run is completed, you can use summarization reports to analyze the quantity structure (objects at a summarization node) and values in the entire summarization hierarchy. You can also use the structure information system or controlling information system to display selected projects in the order of the summarization hierarchy (see graphic entitled Project Views).



Enterprise Controlling

Enterprise Controlling includes the following three components:

Profitability Analysis (CO-PA)

Profit Center Accounting (EC-PCA)



SAP AG 1999

Project Controlling - Enterprise Controlling

ProjectCOCO--PAPA

Product area

Businessarea

Region

Profitability SgmtECEC--PCAPCA

Profit CenterPrCtrPrCtr 11

PrCtrPrCtr 33

PrCtr 2

PrCtrPrCtr 44

PrCtrPrCtr 55

PSPS

Project ControllingProject Controlling Profitability AnalysisProfitability Analysis Profit Center Acctg Profit Center Acctg

Success of Success of projectproject

Success ofSuccess oforganizationalorganizational

unitsunits

Success ofSuccess ofproduct areasproduct areas

Whereas project controlling involves planning and monitoring one or more projects, Profitability Analysis and Profit Center Accounting are used for different purposes. Profitability Analysis allows you to monitor the external market and individual market segments. In Profitability Analysis, reporting is performed on the basis of profitability segments. Project data is posted to Profitability Analysis when you settle a project. Profit Center Accounting allows you to monitor the success of your company's organizational units. Reporting is performed at the profit center level. Project data can be posted to Profit Center Accounting if data is written to a profit center document when CO and FI postings are made to the project.


SAP AG 1999

A-320A-321

A-340Flig

ht

D

rive

Nav

i-co

ntro

lga

tion

RevenuesNet valueCost of sales

Rev

enue

s A-320A-321A-340

Period

Product

Program

Div

isio

n

FIFICOCOPPPP SDSD PSPS

Profitability Analysis

Profitability Analysis is used to assess product areas, regions, business areas, and so on. You can summarize the objects as you want with respect to their contribution margins. The aim is to support the areas of Sales and Distribution, Product Management, and Enterprise Planning with information from Controlling, making decision-making easier. CO-PA can be used in businesses from any sector (machine tools, chemicals, service companies, and so on) using any type of production (process manufacturing, repetitive production, sales-order-related production, and project processing). The operating results analysis can be period-based, or order/project related. Typical questions answered by Profitability Analysis: Who is our biggest/fastest growing customer? How have sales and the contribution margins for various product ranges developed in the last period? How successful are the various business areas?


SAP AG 2003

Profit Center Accounting

PrCtrPrCtr 11

PrCtrPrCtr 33

PrCtr 2

PrCtrPrCtr 44

PrCtrPrCtr 55

Goods/ServicesGoods/ServicesCOCO

FIFIMMMM SDSD HRHR

Profit Center 1300

Pr.Ctr Cost/Revenue Elem. Plan Actual

800000 Domestic revenue 500000 600000810000 Foreign revenue 200000 210000** Revenues 700000 810000

890000 Semifinished 250000- 260000-400000 Raw materials 100000- 140000-** Material consumption 350000- 400000-

PrCtrPrCtr 13001300

PrCtrPrCtr H1H1

PrCtrPrCtr 14001400

Line Items/DocumentsLine Items/Documents

MMMPurc.order

PSPS

Profit Center Accounting provides another view of all the documents posted in FI and CO. It compares the total costs for the enterprise, or parts of it, with the revenues and internal activities. It thereby supports you in calculating an internal operating profit and offers an internal view of how well your business is doing. The costs and revenues are borne by objects such as cost centers, internal orders, WBS elements, network activities, production orders, sales orders, and operating concerns. The objects are assigned to a profit center in their respective master data. The data is duplicated in a separate document, classified by profit center, and stored in a separate database. You can use the statistical update for profit centers in both CO-PA and Profit Center Accounting, thereby obtaining alternative views of your company results.


SAP AG 1999

Differences Between CO-PA and EC-PCA

Profitability and Sales Accounting

Profitability Accounting

Profit CenterProfit CenterAccountingAccounting

Like Profit Center Accounting (EC-PCA), Profitability Analysis (CO-PA) is part of Profitability and Sales Accounting. Unlike EC-PCA, which reproduces results analysis for internal responsibility areas, CO-PA is used to assess contribution and sales margins for market segments or business units. You can define master data or basic structures as you want in CO-PA. By stipulating evaluation concepts (characteristics) and the evaluation factors required for results analysis, you can generate your own, multidimensional evaluation structure. Unlike EC-PCA, which only offers accounting options, CO-PA offers cost accounting and accounting results analysis. In the former process, value fields you define yourself act as evaluation factors. In the accounting process, evaluation is by account grouping. EC-PCA and CO-PA cannot generally be regarded as alternatives. Rather, they complement each other and, taken together, make up a flexible and comprehensive system for results analysis.


SAP AG 2003


Enterprise Controlling

Plan costsOriginal budgetCommitmentPaymentsActual costs

Executive InformationSystem

Executive InformationExecutive InformationSystemSystem

Day-to-day activities

Internal orders

Sales orders

Invoices

Projects Maintenance

orders

Operative controlling

Project SystemProject SystemProject System

OrdersStockCapacit.

1988-----------------------------------

........-----------------------------------

1994-----------------------------------

R1::-:R4Turnover/Costs

PersonnelPersonnelPersonnel

EmployeesQualification

Ext. SystemsExtExt.. SystemsSystems

MarketStock exchangeLawsetc.

FinancialFinancialFinancial

A management information system supplies information on all the factors affecting the business activities of a company. It brings together relevant data from internal and external sources and gives the user important, up-to-date information that can be analyzed quickly. The Executive Information System (EIS) in SAP R/3 is a management information system that collects and evaluates information from the most disparate areas of a business. Sources of this information might include, among others, the financial information system (cost accounting and external accounting), human resources information system, and logistics information system. The information offered is intended for management and accounting personnel. When customizing your management information system, you set up your own data pool and supply it with data from different information systems, such as the Project System, or from outside the company. Features of the EIS: Commercial and logistical key figures appear in the same report Real-time slice & dice in many characteristics, and drilldown reporting Separate EIS database and summarization levels ensure good performance Ability to store reports with current figures (freeze report data). Ability to compile report portfolios, with comments, charts, and multimedia objects


SAP AG 2003

Subordinate WBS elementsinherit basic

characteristics from theirsuperior WBS element.

InheritanceInheritance

Generate the characteristics andkey figures in EIS

Definition ofDefinition ofcharacteristics characteristics

+ key figures+ key figures

AspectAspectdefinitiondefinition

Build up an aspectand assign the selected

key figures and characteristics.

Selection of certain key figures in PS

(performance)

Definition ofDefinition ofsender structuresender structure

11

22

3355

44

66

Based on the transfer rules, fields in the receiverstructure are filled with the

values from the sender structure.

StartStarttransfer reporttransfer report

Defines how fields of thesender structure are shown

in the receiver structure.

Definition ofDefinition oftransfer rulestransfer rules

EIS Process

The PS key figures offered for transfer to EIS are divided into accounting and logistics. Configuration of data collection from PS is largely automated, but some manual processing is required. The actual data transfer is fully automatic. You start the data transfer in the relevant Project System menu, or the EIS menu. For performance reasons, you should keep the characteristics and key figures to be transferred to a minimum. The system generates and activates the sender structures PSGENACC and PSGENLOG for the selected characteristics and key figures. In the EIS IMG, you transfer the PS characteristics and key figures from the structures generated to EIS. Create the aspects using the characteristics and key figures defined in advance. We recommend that you create separate aspects for accounting and logistical data, because separate sender structures are used for these areas. You set up the data collection program in the EIS IMG, thereby determining the sender structures and transfer rules in EIS. You must create one data collection program for accounting key figures and another for logistical key figures. Carry out steps 1 and 6 periodically. Steps 2 and 5 are onetime customizing activities.



Business Information Warehouse (BW)Business Information Warehouse (BW)


SAP AG 2003

Business Information Warehouse

. . . with the SAP Business Information Warehouse

The question .The question . . . . .

. . . . . . the answer!the answer!

How can different user groups (management, power users, end users) evaluate data from different sources easily and effectively?

Decision makers need up-to-the-minute, reliable information from Production, Purchasing, Sales, Financial Accounting, and Human Resources. This requires an up-to-date and comprehensive overview of both the department and the entire business area. These requirements place exacting demands on data retrieval and the underlying data sources. The information must be maintained homogeneously and consistently at a central location, from which it can be accessed. For this reason, modern data warehouse systems require a separate database with an independent application environment that can provide the required services. On the presentation side, efficient analysis techniques that use multimedia visualization methods with a high prognostic value are indispensible. Systems of this kind have to cater to the information needs of a wide variety of user groups. The requirements on the online transactional processing (OLTP) side essentially entail supplying the data required by the data warehouse in a manner that is both economical and comprehensive. One of the decisive advantages of the SAP Business Warehouse is that it provides the entire SAP business know-how, spanning over 25 years of software development for business applications, in the form of a metadata repository. SAP R/3 Systems can be configured as OLTP systems and make the entire SAP Business Content available to an SAP Business Information Warehouse in the form of InfoSources.

These concepts will now be explained in greater detail.


SAP AG 2003

BusinessInformationWarehouseServer

Administrator Workbench

SAP BWR/3 R/2 LegacyFile Provider

OLAP ProcessorOLAP Processor

Staging EngineStaging EngineMetaMeta DataDataRepositoryRepository DatabaseDatabase

BusinessExplorer

3rd party OLAP client

BAPI

BAPI

SAP BW Architecture

The graphic provides an overview of the structure of the SAP Business Information Warehouse (SAP BW) in a heterogeneous system landscape: In the lower level, SAP R/3 systems and external systems are possibles as OLTP systems. Metadata and application data are managed on the Business Information Warehouse Server. You manage the various source systems using the Administrator Workbench of the Business Information Warehouse. In addition, you use the components of the Administrator Workbench - the Scheduler and the Monitor - to plan and monitor the transfer of metadata and transaction data from the legacy systems. The business explorer, and its reporting tools, make up the third level.


SAP AG 1999

BW: Administrator Workbench

Administrator Workbench

•• ControllingControlling•• MonitoringMonitoring•• MaintainingMaintaining

data retrieval anddata retrieval andprocessingprocessing

AdministrationAdministration

SchedulerScheduler

MonitorMonitor

The Administrator Workbench is a tool designed to control, monitor, and maintain all of the processes associated with retrieving and processing data in the Business Information Warehouse.

The data supplied from the SAP Business Information Warehouse with the help of the Administrator Workbench can be evaluated and presented using the Business Explorer reporting tool. The Administrator Workbench comprises the following functional areas: Modeling Monitoring Reporting Agent Transport Link Business Content Where-Used List Translation Metadata Repository


SAP AG 1999

BW: Business Explorer

BusinessExplorer

Business ExplorerBusiness ExplorerAnalyzerAnalyzer

(in Microsoft Excel)(in Microsoft Excel)Business ExplorerBusiness Explorer

BrowserBrowser

Power user environment for . . .

End user environment for . . .

. . . . . . AdAd--hoc querieshoc queries

. . . . . . Definition of standard companyDefinition of standard companyqueriesqueries

. . . . . . Publishing queriesPublishing queries

. . . . . . Finding reportsFinding reports

. . . . . . Displaying reportsDisplaying reports

. . . . . . Information analysisInformation analysis

. . . . . . Report organizationReport organization

The Business Explorer (BEx) is used to analyze data in the SAP Business Information Warehouse. The Business Explorer is the reporting tool for the Business Information Warehouse, and consists of the Business Explorer Analyzer and the Business Explorer Browser.

In the Business Explorer Analyzer, you define queries that are based on a selection of InfoObjects or predefined query templates of an InfoCube. By navigating through the queries, you can create different views of the data and, therefore, analyze and present the InfoCube data. You save your queries in workbooks. You save the views of these queries and use them for Web reporting.

In the Business Explorer Browser, you can create and store workbooks, links, and documents, choose documents assigned to you, and open or organize them.

The data supplied from the SAP Business Information Warehouse with the help of the Administrator Workbench can be evaluated and presented using the Business Explorer reporting tool.


SAP AG 2003

BW: Business Content

Roles

Queries

InfoCubes

Key figures

Characteristics

Updaterules

Extractors

The term Business Content refers to preconfigured, role and task-based information models in the SAP Business Information Warehouse that are built on consistent metadata. The Business Content provides specific roles in an enterprise with the information they require to carry out their tasks.

These information models essentially comprise roles, workbooks, queries, InfoSources, InfoCubes, key figures, characteristics, update rules, and extractors for SAP R/3, mySAP.com Business Applications, and other selected applications.

The Business Content can be:

Used without modification

Adapted as required, that is, refined or generalized

Used as a model for building company-specific business content


SAP AG 2003

Business Content Project System: Key Figures

ProgressEarned ValuesPercentage of Completion (POC)Milestone trend analysis

DatesDate & TimeBufferDurationWork

ControllingCostsRevenuesBudgetStatistical Key FiguresPayments

ClaimsCosts

ResultWIPCOSReservesIncoming orders

Key figures are values or quantities, such as sales, fixed costs, sales quantity, or number of employees.

In addition to the key figures stored in the database, you can define calculated (derived) key figures with the query definition function in the Business Explorer. These key figures can be calculated from the key figures in the InfoCube by using a formula.

Examples of derived key figures include sales volume per employee, variance in percent, or contribution margin.


SAP AG 2003

Business Content Project System: Characteristics

Master dataProject definitionWBS ElementNetworkActivityActivity elementMilestoneMaterial ComponentClaim

Status

Organizational Units

Person Responsible

Object Types

WBS Hierarchy

Texts

Characteristics are classification terms, such as company code, product, customer group, fiscal year, period, or region.

Characteristics allow the entire data stock to be classified in accordance with certain criteria. The master data comprises the permissible values of a characteristic (also known as characteristic values).


SAP AG 2003

Business Content Project System: InfoCubes

Line Items Earned Value Controlling Dates Claims

Earned Value & Controlling

Dates & Controlling

InfoCubes are the central objects on which reports and analyses in SAP BW are based.

An InfoCube describes a self-contained dataset (from a reporting perspective), for example, from a business area. As far as reporting is concerned, a query always refers to an InfoCube. In SAP BW Release 3.1, BI Content 3.2 Add-on, the Project System provides a total of five smaller InfoCubes, in addition to the MultiCubes, to enhance query performance. The InfoCubes are as follows: Line Items Earned Value Controlling Dates Claims Earned Value & Controlling (MultiCube) Dates & Controlling (MultiCube) Project System – Residual Order Plan


SAP AG 2003

Business Content Project System: Roles & Queries

CommercialCommercial ProjectProjectManagerManager

Technical ProjectTechnical ProjectManagerManager

• Commercial Project Overview• WBS Element: Budget• WBS Element: Costs/Variances• Projects: Payments• Overview Report - Projects

• Technical Project Overview

• Progress: List of Aggregated Values• Progress: Original Values• Progress: Corrected Values• Progress Values/Costs• Milestone Trend Analysis• Hierarchical Project Overview• Master Data: Project• Master Data: WBS Element• PSR: Project Master Data

• Projects: Claims• Costs: Plan/Actual/Variance• Costs: Plan/Actual/Variance per year• Project Result• CR: Claims• CR: Revenues/Costs/Earnings• CR: Progress Values/Costs• CR: Work Package List• CR: Dates for Project Def./WBS

The commercial project manager is responsible for planning, controlling, and monitoring the project. SAP BW provides information in a workbook so that she can perform these tasks. Each task is equivalent to a cluster of one or more workbooks. A workbook contains queries that supply the relevant information. The following queries are provided to allow the business project manager perform her tasks:

Commercial Project Overview

WBS Element: Budget

WBS Element: Costs/Variances

Projects: Payments

Overview Report - Projects

The technical project manager is responsible for planning, controlling, and monitoring the project. SAP BW provides Business Content information in a workbook so that he can perform these tasks. Each task is equivalent to a cluster of one or more workbooks. A workbook contains queries that supply the relevant information. Technical project overview


SAP AG 1999

Creating Queries

Available Objects Definition

InfoCube Project SystemKey figures

Restricted key figure

Calculated key figuresAverage costs

AmountDateDuration

DimensionsProject objects

Budget

OrderOrganizational UnitsProfit Center

Profit CenterCost elementValue type

Value type detailsOrigin

TimePosting period

Current calendar yearPrevious year...

FiltersFiscal year variant

Fiscal year variant

Free characteristicsProject definitionCost element

RowsWBS Element

Cost element

Sales CostsOutput quantityAverage costs

A-WBS El.

B-WBS El.

C-WBS El.

A-CostEleB-CostEleA-CostEleB-CostEleA-CostEle

Columns

Act. costs

Actual costsPlan costs

Drag and dropDrag and drop

A query always refers to the data in an InfoCube. You can include characteristics, key figures, calculated key figures, and variables in a query definition. You can also define default layouts in the Report Builder to standardize your reports. By using filters, you can restrict the volume of data selected by a query. Using the drag&drop method, you can quickly create queries and instantly visualize changes with the layout control functions. Queries do not impair the performance of your R/3 System.


SAP AG 2003

Why Evaluate Projects in BW?

Integrationwith other InfoCubes

Pre-defined

business content

Flexibility

The high level of integration with other InfoCubes makes cross-application reporting possible. It also means there is a single point of entry for all project-specific evaluations. All the key figures and characteristics are consolidated in one InfoCube (combination of structure overview, drilldown, and cost element reports). Predefined queries and roles enable you to put SAP BW to good use quickly. You can adapt SAP BW to your individual requirements quickly and easily, based on existing business content and templates. You can also add to the system landscape and change it as you want.


SAP AG 2003

Business Reporting: Unit Summary (1)

List the different reporting tools and how you can use them in SAP R/3

Understand how the individual functions can be used in business reporting

Compare the available functions and applicationsfor business reporting


The project view enables you to display selected report data in different hierarchies. With project summarization, you can summarize and analyze several projects of the same type under one general heading. Profitability Analysis is part of Operative Controlling and enables you to perform costing-based and account-based results analysis using cost-of-sales accounting. Profit Center Accounting is used primarily to determine internal operating profits for areas of responsibility using period accounting. The Executive Information System (EIS) is an information system for top management which collects and evaluates information from different areas of a company (including Project System). The SAP Business Information Warehouse (BW) supports cross-application and cross-system reporting and combines R/3 data and data from non-SAP systems.


Exercises

Unit: Business Reporting

• Create a project view profile ****OPTIONAL****

• Assign the profile to the DB profile PLM240_000## ****OPTIONAL****

• Create a summarization hierarchy ****OPTIONAL****

• Carry out and evaluate inheritance and summarization ****OPTIONAL****

• Carry out period-end closing INSTRUCTOR ONLY

• Evaluate financial reports after period-end closing ****OPTIONAL****

Between each of the above steps, we will use the information systems to analyze the effects of the commercial functions.

In the following section, you will use to methods in the Project System component to change the view of one or more projects.

Afterwards, we will carry out a period-end closing. By doing so, you will learn how to evaluate values across several projects using the Profitability Analysis component.

Topic: Project View Profile ****OPTIONAL****

1 One way of evaluating several projects at once and extending the current view is to use the project view profile, which is part of the database profile.

1-1 Create an additional profile for the project view.

Project System menu: Information System → Tools → Selection → Project View (double-click)

From the list of available profiles, choose 000000000003 and copy it to your own project view.


Choose Copy as...


Enter the following description for the target entry:

Field Name Values

Project view PLM240_000##

Project View Group ##

PS hier. type 3

Group name H1

CO area 1000

Confirm your inputs with Enter and save your project view profile.

Choose Copy (Enter)

Choose Save Go back to the Easy Access menu.

Choose Back

1-2 Now assign the new project view profile to your database profile PLM240_000## that you created on the first day of the course. ****OPTIONAL****

Project System menu: Information System → Tools → Selection → DB Selection Profile (double-click)

Double-click your database profile PLM240-000## to call up the detail screen and replace the project view 000000000001 with the profile you just created.

Double-click PLM240_000##


Project view 000000000001 PLM240_000##

Save your changes and exit the transaction for maintaining database profiles.

Choose Save Choose Back (twice)

Since the profiles are nested, assigning a different profile affects all of the reports that are run with the database profile concerned. Naturally, this also applies to all the PS info profiles that use this database profile (and thus this project view).


Topic: Project Summarization 2 To evaluate several projects together at a higher, summarized level, you have to summarize

your projects.

2-1 First create your own summarization hierarchy (Group##) as a copy of the existing hierarchy 1301.

Project System menu: Information System → Tools → Summarization → Hierarchy (double-click)

Choose the entry 1301 in the list on the right of the screen and copy it to the hierarchy Group##.

Select the entry 1301 Choose Copy as...

Enter the following data in the screen displayed:

Field Name Values

Hierarchy Group##

Summarization Group ##

Confirm your entries by pressing Enter.

Select Enter The system then asks you whether you also want to copy the dependent entries. Choose Only copy entry.

Select the Only Copy entry pushbutton Press Enter to confirm the number of dependent entries copied.

Establish the data scope for your hierarchy.

Select Group## Choose Data Scope (object type) Choose Projects

Establish the following fields KOKRS, BUKRS, WERKS, and VERNA for your hierarchy:

Select Group## Choose Hierarchy levels Choose New Entries

Enter the following fields:

KOKRS (Controlling Area) BUKRS (Company Code) WERKS (Plant) VERNA (Name of Responsible Person (Project Manager)) Save your hierarchy.


Choose Enter Choose Save

Exit the screen for defining summarization hierarchies and go back to the main menu.

Choose Back

2-2 Start the inheritance run for your project T-200##.

Project System menu: Information System → Tools → Summarization → Inheritance (double-click)

If necessary, enter the Database profile 1300000000.


Field Name Values

Project T-200##

Background processing No

Test run No

Error log Yes

Project list Yes

Run the inheritance.

Choose Execute Display the inheritance details for project T-200##. To do so, position the cursor on the corresponding row and call up the inheritance evaluation.

Position the cursor on row T-200## Choose Inheritance Evaluation

Here, you can see that the person responsible, who you entered for the WBS element T-200##, has been inherited by all the subordinate objects. This does not mean, however, that the master data of the subordinate objects has changed.

Now exit the inheritance function and go back to the SAP Easy Access menu.

Choose Back (3 times)


2-3 Next, start the summarization run for your summarization hierarchy Group##.

Project System menu: Information System → Tools → Summarization → Summarization (double-click)


Field Name Values

Hierarchy Group##


From period 001

To fiscal year Current year

To Period 012


Run the summarization.

Choose Execute The system then asks you whether you want to carry out the summarization online. Choose Yes.

Select Yes Afterwards, exit the summarization log and go back to the SAP Easy Access menu.

Select Back (twice)

2-4 Now evaluate the summarization results for your hierarchy Group##.

Project System menu: Information System → Financials → Summarization → Costs/Revenues/Expenditures/Receipts (double-click) Enter the following data in the initial screen:

Field Name Values

Hierarchy type CO

Hierarchy Group##

Plan version 0

Execute the report.

Choose Execute Navigate through the report and change the view of the data cube by drilling down the basic list according to value category and/or period/year.

Then exit the report and go back to the SAP Easy Access menu.

Select Back (twice)


2-5 Create a new project view and assign your CO summarization hierachy to this project view.

Project System menu: Information System → Tools → Selection → Project View (double-click)

From the list of available profiles, choose 000000000003 and copy it to your own project view.


Choose Copy as... Enter the following description for the target entry:

Field Name Values

Project view PLM240_200##

Project View COHier ##

PS hier. type 4

Hierarchy type CO

Hierarchy Group##

Confirm your inputs with Enter and save your project view profile.

Choose Transfer Enter

Choose Save Go back to the Easy Access menu.

Choose Back

2-6 Evaluate your project in the structure overview report using your new project view.


Temporarily change your database profile PLM240-000## to use the new project view PLM240_2000## and set the indicator for commercial evaluation.

Select Change Database Profile


Project view PLM240_000## PLM240_2000##

Choose the indicator Commercial Evaluation. Deselect the indicator Superior Objects. Execute the report.

Choose Execute


Topic: Period-End Closing (* INSTRUCTOR ONLY *)

3 Selection Variant for Collective Processing

Procedures that are performed periodically (results analysis, for example, or settlement) are usually processed collectively for a large number of projects in the background. In collective processing, a selection variant is used to choose all the T-200## projects created during the course. In the following section, the instructor will create a selection variant for all turbine projects.

3-1 Create a selection variant for processing the projects collectively.

SAP Easy Access Menu: Accounting/Logistics → Project System → Financials → Period-End Closing → Current Settings → Create Selection Variant for Collective Processing

Enter the name of your selection variant on the initial screen:

Field Name Values

Variant INSTRUCTOR

Create the variant.

Choose Create If necessary, enter the Database profile 130000000000.

In the Project field on the selection screen, enter the number interval covering all the customer projects created (T-20001 to T-20020)

Now go to the variant attributes. Enter the following text there:

Choose Attributes

Field Name Values

Description Selection variant INSTRUCTOR

Save the selection variant, and go back to the main SAP menu.

Choose Save Select Back twice.


4 Settlement Rules You will require results analysis keys and settlement rules for results analysis and settlement. You can either enter this master data manually for the WBS elements/activities, or you can derive it in collective processing.

In collective processing, determine settlement rules for the WBS elements in your projects.

SAP Easy Access Menu: Accounting/Logistics → Project System → Financials → Period-End Closing → Single Functions → Settlement Rule → Collective Processing (double-click)

On the initial screen, enter the following data:

Field Name Values

Selection variant INSTRUCTOR

Period Current month

Fiscal year Current year


Test run No

Detailed lists Yes

Execute the report. Now go to the detail list.

Select Execute Select Next list level

Go back to the main SAP R/3 menu.

Select the Back icon three times


5 Schedule Manager As of Release 4.6, all periodic procedures from the various R/3 applications are processed in the Schedule Manager. This means that you can use the Schedule Manager to perform and monitor periodic user processes across applications. In the following exercise, you will create a simple task list with a process flow in the Project System. This task list will contain the following periodic procedures: overhead calculation, interest calculation, cost forecast, results analysis, incoming orders, and settlement.

5-1 Flow definition: The first step involves changing an existing flow definition. Generally speaking, a flow definition contains periodic procedures from one area (from the Project System, for example).

5-1-1 Call up the Schedule Manager.

SAP Easy Access Menu: Accounting/Logistics → Project System → Financials → Period-End Closing → Schedule Manager (double-click)

5-1-2 Call up the flow definition for editing.

Extras → Flow definition → Process the flow definition

In the dialog box that appears, enter the definition you want to copy from:

Field Name Values

Flow definition Z-130

Go to change mode.

Choose Change 5-1-3 You want to edit the step called Object Selection Worklist. Start by double-

clicking this step.

Double-click the step entitled Object selection -> worklist Enter the following data on the detail screen:

Field Name Values

Variant Z-130

Name Select Projects for INSTRUCTOR


Create a selection variant called Z-130

Select Create variant Select Continue


Enter the following data:

Field Name Values

Selection variant INSTRUCTOR

Period Current month

Fiscal year Current year

Go to the variant attributes, and enter the following data:

Choose Attributes

Field Name Values

Description Selection Worklist INSTRUCTOR

Save selection variant Z-130.


Then go back to the Workflow Builder (graphical screen).

Choose Back 5-1-4 Edit the step Check Objects in Worklist. Define the receiver in the work

flow, who is to be informed of the status of period-end closing.

Double-click Check Objects in Worklist. Enter the following data:

Field Name Values

Name Notify Instructor

Message recipient Instructor's User ID

Confirm your entries by pressing Enter, and return to the workflow builder.

Press Enter Choose Back

5-1-5 Save your flow definition. Then activate your flow definition.

Choose Save Choose Activate

5-1-6 Exit the Workflow Builder, and go back to the initial screen of the Schedule Manager.

Choose Back


5-2 Task list: The next step involves creating a task list. A task list covers different flow definitions (for periodic processing, areas of accounting, cost center accounting, and so on).

5-2-1 Create a task list called Z-130AP.

Task list → Create

Field Name Values

Task list Z-130AP

Select Continue Enter Enter a text for the task list.

Field Name Values

Task list (text) Task list INSTRUCTOR


Now save your data. Then go back to the basic screen.

Save

Back 5-2-2 Change your task list.

Place your cursor on the top entry in the task list. Insert a new task.

Position the cursor on the entry Task list INSTRUCTOR Choose Insert task

In the dialog box that appears, select the Flow definition option, and enter your flow definition (Z-130).

Select Type of task: flow definition

Field Name Values

Flow definition Z-130

Select Continue (Enter) 5-2-3 Save your data. Expand the structure of your task list.

Save Expand Subtree


5-3 Scheduling and Job Monitor: In the following exercise, you will schedule the steps in the flow.

5-3-1 Now schedule your tasks. First, go into planning mode.

Select Return to Scheduling If necessary, Select the Enter icon once

5-3-2 Drag your flow definition (Z-130) over to a time earlier than the present time in the daily overview.

Drag the line called Period-end closing PS INSTRUCTOR to the right and drop it on the time 08:00. Confirm the two dialog boxes.

Choose Schedule the flow - Enter

In the daily overview for the current time, the step PS Period-end closing is scheduled and active.

The day of the flow appears in green in the monthly overview.

5-3-3 You will receive an express mail, telling you that period-end closing is finished.

5-3-4 Go back to the main SAP R/3 menu.


Topic: Evaluation of the Effects of Period-End Closing (*** OPTIONAL ***)

6 Evaluation of Period-End Closing

When period-end closing has been executed for all projects, display the effects on your project T-200##.


Go to session 3, where you are still in cost element report Z6P2.

Refresh the report.

Report → Refresh

What changes have occurred? (1) The amount in the actual column has

increased for the cost elements to which postings were made as part of overhead calculation. These are: 655110 – Overhead: Other material 655200 – Overhead: Personnel 655300 – Overhead: Admin 655400 - Overhead: Sales

(2) The project has been credited as a result of its settlement to Profitability Analysis (CO-PA). As you are working with settlement costs in the IDES System, you see the credit from the settlement in a separate line for cost element 651000.

Question


6-2 Evaluation in Other Reports (*** OPTIONAL ***)

6PPW Project Result (Evaluation: Results Analysis)

This report is also a cost element report; you reach it by choosing the following path:

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Financials → Costs → Plan-Based → By Cost Element → Project Results (double-click)

Here, you evaluate all results analysis categories for which values were calculated during results analysis for your project.

12KST1C Plan/Actual/Commitment/Rem. Plan/Assigned

Access this report by choosing:

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Financials → Costs → Plan-Based → Hierarchical → Plan/Actual/Commitment/Rem. Plan/Assigned (double-click)

11ERL1F Incoming orders

Access this report by choosing:

SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Financials → Revenues and Earnings → Hierarchical → Incoming Orders/Balance (double-click)


SAP AG 2003

Structure Information System

Hierarchy reports/drilldown

Archived Data

Progress Analysis

Resources/material


Important notes

Important database tables

Miscellaneous

Contents:

Appendix (3)

This section contains supplementary material to be used for reference purposes. The material is not part of the standard course.



Structure Information System (3)Structure Information System (4)


SAP AG 2003

The structure overview andindividual overviews from Release4.5 can be accessed through transaction codes.

The redesigned structure overview and individualoverviews can be accessed through the Easy AccessMenu. These overviews are no longer being maintained.

Structures Information System: 4.6 Status

During the switch from Release 4.5 to Release 4.6, the structure overview and the individual overviews of the Project Information System were given a new interface design (the ABAP List Viewer interface). However, the switch from the classic to the new-look design caused some major problems: Instability Poor performance Reduced functionality

A detailed analysis of the problems revealed that a solution could not be found within an acceptable timeframe. Therefore, the following was offered for release 4.6: The classic structure overview and individual overviews from Release 4.5 are included in full in Release 4.6. Release 4.6 also still includes the new-look structure overview and individual overviews. However, these new-look structure and individual overviews will no longer be maintained.

We recommend that you activate the conventional structure and individual overviews in Release 4.6, particularly if:

• You are working with extensive project structures and are experiencing performance problems. • The structure and individual overviews are not stable. • You want to use the entire range of functions offered by the structure overview and individual

overviews. SAP will continue to support and maintain the conventional structure and individual overviews in future releases. In this way, we can guarantee you planning and maintenance security.


SAP Note 326591 contains a list of the coding changes that are required to activate the conventional structure and individual overviews. Once you have implemented these changes, create new transaction codes. You can then use these new transaction codes to launch the conventional structure and individual overviews. A detailed description of this procedure is provided in the exercise solutions.



Structures Information System: Conventional Representation in 4.6

You call up the conventional structure overview (once you have installed SAP Note 326591) using transaction code CNS41. Transaction codes for calling up the conventional representations of the individual overviews: CNS42 Project definitions CNS43 WBS elements CNS44 Planned orders CNS45 Orders CNS46 Networks CNS47 Activities CNS48 Confirmations CNS49 Relationships CNS50 Capacity requirements CNS51 Production resources/tools CNS52 Components CNS53 Milestones CNS60 Change documents

Please include the new transaction codes in your user and role-specific menus.


SAP AG 2003

Information System-SAP List Viewer Representation: Structure

WBS El.

E-9977E-9977-1E-9977-1-1E-9977-1-2E-9977-2E-9977-2-1E-9977-2-2E-9977-2-3E-9977-3E-9977-4

Description Level Status

ElevatorEngineeringElectrical engineeringMechanical engineeringProcurementMotor procurementCabin procurementEquipment procurementAssemblyInsurance

123323332 2

RELD COMPTECHTECHTECHRELDRELDRELDRELDRELDRELD

Choose Functions Graphics

Project structure IDPDWBSDocNWWBSWBSActivityActivityWBSActivityWBSActivityActivityCompWBSPS text

Actual start23.09.199923.09.1999

23.09.199923.09.199923.09.199923.09.199913.10.199905.11.199905.11.199904.11.199904.11.199911.11.1999

Actual finish08.01.200008.01.2000

08.01.200030.12.199930.12.199927.11.199930.12.199923.12.199923.12.199908.01.200012.12.199908.01.2000

Choose Functions Graphics Profile Settings

The structure overview is the list in the project information system that displays all selected object types (defined in the database profile) in a hierarchical structure, giving you quick access to an overview of your project. The icon menu at the top of the display area contains the basic functions, such as Print, Select/Deselect All, and Refresh. In addition, there is a Choose Functions button. You can use this to add functions to the icon menu, tailoring it to your individual requirements. Proceed as follows: Choose Choose Functions. Select the functions you need from those listed in the left-hand part of the resulting dialog box. Use drag-and-drop to move them to the right-hand side. When you have done this for all the functions you want, choose Copy. The functions you selected then appear in the icon menu. Note: The number of icons you can add depends on the size of your screen. If you choose too many, none of the corresponding icons is displayed. If this happens, you need to reduce the size of your selection.


SAP AG 2003

SAP List Viewer Representation: Functions

-

Alternative HierarchiesAlternative Hierarchies

ExceptionsExceptionsConfirmConfirm

FiltersFilters

Maintain/Display ObjectMaintain/Display Object

Overview VariantOverview Variant

Mass ChangeMass Change

Fetch/Maintain Project VersionFetch/Maintain Project VersionMaterial AvailabilityMaterial Availability

ProfilesProfiles

User Field NamesUser Field Names

Convert Units

Data Scope. . .

Change DocumentChange Document

Detail ScreenDetail Screen

TextText

LogLog

StatisticsStatistics

OverviewOverview

Throughout the SAP List Viewer-based structure information system, in both the structure overview and the individual overviews, you can choose functions and include them in the icon bar. Important features include: Maintain object, mass change: The information system is not merely a tool for displaying information. You can also use it to create and change objects. You always maintain the object on which your cursor is positioned. Once you have maintained the object, you can choose Refresh to display your changes immediately. You can also go to the mass change transaction if you do not want to change an individual object. Confirm: From the information system, you can confirm activities, or initiate pools of confirmations/confirmation workflows. Save, get profiles: You can save all your information system settings directly in a PS info profile.

Note: Some of the available functions may not be expedient for the selected object type, for example, confirmations for the individual overview of project definitions.



Hierarchy Reports


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Conventional Drilldown Reports: Hotspots

Symbol Navigation Level Short Text

2 Detail list

2 Drilldown list

2 Select normal line

2 Select column group

1 Undo drilldown

1 Back to basic list

1 Switch off characteristic

1 Previous characteristic value

1 Next characteristic value

1 & 2 Access assigned report

A hotspot affects how the mouse pointer is displayed and what a single click does. If the mouse pointer passes over rows or fields marked with a hotspot, the mouse pointer changes to a hand with the index finger outstretched. A hotspot can be stored in text, figures, or symbols. Pressing a hotspot either triggers a function directly or selects the relevant field. To understand hotspots, you need to be aware of the difference between single and double-level navigation steps. In single-level functions, one click on a hotspot triggers a function directly. In double-level functions, such as the detail list for a particular line in the drilldown list, you first select something by clicking it once. Then click again, once, to trigger the function. When you make the first click, the hotspot in question, and other functions useful or important for this function, are marked in color. The system does this to make it clear that you must carry out another action to execute the function. The coloring is less intense for the hotspot pressed first than for the others. If, in a double-level function, you click a hotspot twice (that is, if you double click it), the first click selects the hotspot and the second deselects it.


SAP AG 2003

Graphical Report Output: HTML Templates (1)

Plan/Ist/Abweichung Current data 11/26/1999

Navigation V TextN

ObjectVal. category.Period/yearTrans. currencyBus. transaction

Object Plan. Act.

WBS E-9977 156,162 19,342

WBS E-9977 156,162 19,342

WBS E-9977-1 15,875 17,113

WBS E-9977-2 25,601 1,200

WBS E-9977-3 109,686 0

WBS E-9977-4 5,000 1,029Result 156,162 19,342

=

>

Lead column

Overall values

-----------------------

Previous years

Plan. % var.Var.Act.

156,162 90.2140,82019,342

---------- ---------------------------

0 000

Company logoSelection date

User namePersons responsible

Report description

Report name

Company X

You define HTML templates in order to specify the contents and structure of the info area for the output type graphical report-output. The info area is displayed as a report header above the report list and can contain the name of the report, graphics (your company logo, for example) as well as other information. If you decide to use only those combinations of output areas that do not contain an info area, it is not necessary to define HTML templates.

In order to make the HTML templates you defined available for the report definition, you have to store them in the R/3 System using the Business Document Navigator. You can find further information on the Business Document Navigator in the SAP ArchiveLink help.


SAP AG 2003

Graphical Report Output: HTML Templates (2)

Description Created on File name

Document Type Standard ApplicationChoose a document type

HTML Template

Document Info Key WordsDetail Create

Drilldown

Company logo

Selection dateUser nameRespons. persons

Report description

Report name

General Co.

Create

With the help of an external HTML editor or by programming directly, create a file in HTML format, which you can use as a template for the report definition. In the report definition, choose Environment → Maintain HTML Templates. This takes you to the initial screen for the Business Document Navigator. In the Create tab page, double click the HTML Template document type. A file selection dialog then begins. Specify the fully qualified name of the HTML file you want to copy to the SAP System as a template, then close the dialog by choosing OK. Enter a descriptive text for the HTML template and choose the appropriate language. We also recommend that you create key words for the template. These will help you identify the document later. Confirm your entries. Choose Goto → Back to leave the Business Document Navigator and return to the report definition. In the output type tab for the report defintion, the newly created HTML template now appears in the relevant list field. You can use it for the information area of a graphical report.


SAP AG 2003

Hierarchy Reports: Reorganization

Plan/Actual/Variance Current Da ta 11/26/1999

Navigati on

Value categ or y

Com m . Activity

Per iod/year

To tal for Years

Plan Actual Var. Var. %Object

WBS E-9977-2 Procurement

WBS E-9977-3 Assem bly


Result

PRO E-9977 Elevator Mo del 1001-

Section 1 NWA 910990 1160

Section 2 NWA 910990 1170

Insur ance NWA 910990 3000

WBS E-9977 Elevator-

WBS E-9977-1 Engineerin g+

-

+

-

156.162 15.342 140.820 90,2

156.162 15.342 140.820 90,2

15.875 17.113 1.238- 15,6-

25.601 1.200 24.401 95,3

109.686 0 109.686 100,0

52.720 0 52.720 100,0

56.966 0 56.966 100,0

5.000 1.029 3.971 79,4

5.000 1.029 3.971 79,4

156.162 19.342 140.820 90,2

Forms

Reportdata

Reports

Deleting report data: In this step, you delete report data you no longer require. In the selection screen, you specify the extent of the report data you want to delete - for example, all reports from the 1994 fiscal year. Report data means the selection data for a report as of a particular time. When this is deleted, the data for the report is selected again in each case.

Deleting forms: In this step, you delete forms you no longer require. In the selection screen, you specify the quantity of forms you want to delete. Forms can only be deleted when they are no longer being used in reports.

Deleting reports: In this step, you delete reports you no longer require. In the selection screen, you specify the extent of the reports you want to delete - for example, all reports from the 1994 fiscal year.



Evaluating Archived Data


SAP AG 2003

Set deletion flag

Set deletion indicator

Start archiving

Start deletion process

Del.flagDel.flagResidenceResidence

time 1time 1

Del.Del.indind..

ResidenceResidencetime 2time 2

Begin Begin archiving/archiving/deletiondeletion

Archiving Steps

Archiving/deletion is usually processed from the general archiving menu. You can archive or delete operative PS data from the Basic Data area menu. The archiving/deletion is usually executed in the background. If, for example, you are having the system set the deletion indicator for a number of projects in background processing, it does so for all the objects that meet the requirements. Note: This contrasts with earlier releases, when the deletion flag was not set for any project if just one of them failed to satisfy the requirements. Deletion flags for WBS and networks can also be set and unset manually. Deletion indicators can only be set in background processing. You cannot unset them. Residence times are set for networks only. They are defined in the table of network types.


SAP AG 2003

Archiving Operative Project Structures (1)

Archiving Object PS-PROJECT

Project Data

• Project definition• WBS element• Milestones• Delivery information• Delivery information

assignment to WBS element

• Plan costs• Actual costs

and revenues• Line items• PS texts

Network Data

• Activities• Activity elements• Material components• Prod. resources/tools• Milestones• Delivery information• Assignment of

delivery info to activity and components

• Classification data• Confirmation• PS texts

Project Version Data

• Project definition• WBS elements• Milestones• Plan costs• Actual costs• Line items

You can use the archiving object PS_PROJECT to archive and delete operative data (master data) from the Project System, such as networks and WBS, including all transaction data and project versions.

With this object, you archive the data in your project environment, such as:

Data on the project (project definition, WBS, milestones, delivery information, assignment of delivery information to WBS elements, planned costs, actual costs and revenues, line items, and PS texts)

Data on the network (activities, activity elements, material components, PRT, milestones, delivery information, assignment of delivery information to activities, assignment of delivery information to components, classification data, confirmations, and PS texts)

Data on the project version (project definition, WBS elements, milestones, planned costs, actual costs, and line items)

Note: If you archive a network or WBS that has a status-dependent project version, the system automatically archives this version with the original data. Time-dependent project versions must be archived separately. You cannot archive simulation versions.


SAP AG 2003

Archiving Operative Project Structures (2)

• Funds reservations for orders and projects

• Transfer price agreements between projects

• Transfer price allocations between projects

• FI documents• Work centers• Prod. resources/tools• Purchase requisitions• Sales orders

• Standard networks incl. •Activities and elements•Relationships•Material components•Prod. resources/tools•Milestones•Purchasing data•Classification data

• Individual WBS elements• Subprojects• Individual subnetworks• PS texts

Object CA_KBLX Application

Object PS_PLAN Cannot be deleted

Not all project-relevant data in the Project System can be archived or deleted along with the WBS: Some data can only be deleted in the application from which it originates (examples: FI documents, work centers, PRT, purchase requisitions, and sales orders). The following data cannot be deleted: individual WBS elements, subprojects, individual subnetworks, and PS texts. You cannot archive objects such as funds reservations, fixed price agreements, and fixed price allocations with PS_PROJECT. CA_KBLX is provided for this purpose. There is also a separate object, called PS_PLAN, for archiving and/or deleting standard networks and the accompanying transaction data.


SAP AG 1999

Archived Data

Archive 1 Archive 2 Archive 4Archive 3

Project Information SystemActual/C omm /Total/Plan i nActual/C omm /Total/Plan i n COarea Cr cyCOarea Cr cy Selektier enSelektier en

Koste nar t Ist Oblig o

12.000

3.000

24.000 6.000

5.384

7.286

7.200

58.870 6.000

400000

410000

417000

466000

619000

620000

650000

890000

892000

Saldo

Summ e

12.000

3.000

30.000

5.384

7.286

7.200

64.870

Plan

18.500

5.300

28.000

6.442

9.582

13.388

7.080

6.350

102.642

8.000

PRO T-20088

PSP T-20088.1

PSP T-20088.2

NPV 902138 2000

NPV 902138 2100

NPV 902138 2300

PSP TPSP T--2008820088

Type ID

PROJ T-20088

WBS T-20088TXT SpecificationsDOC PS_IMG

WBS T-20088-1Ntwk 902053

Acty 902053 1000Mlst 000000004576Acty 902053 3000Mat T-20210

Acty 902053 4000Acty 902053 5000

Work

2088 hrs2088

hrs

833 hrs833 hrs

200 hrs233 hrs

250 Hrs350


WBS-Elem ent Act. Network CCenter Cost Element

600405610 1000 400000

600784320 1000 420000

600997730 1000 450000

10

600343320 1200 600000

600567830 1200 240000

1200 620000

10 1200 24.000.00

COPC-FINI-210 1200 40.000.00

COPC-CONFIG-110

P.1234.1000

P.1234.1000

P.1234.1000

*1000

P.1234.1000

P.1234.1000

*1200

** P.1234.1000

4731

4745

1000

Actual C osts

10.000.00

12.000.00

23.000.00

45.000.00

30.000.00

36.000.00

66.000.00

111.000.00

20.000.00

36.000.00

36.000.00

ALV

Plan/Actual/Variance

Navigation V TextN

ObjektWertkat.Per./JahrT.Währ.Btrw. Vg.

Objekt Plan Ist

PRO E-9977PSP E-9977

PSP E-9977-1PSP E-9977-2PSP E-9977-3PSP E-9977-4

Ergebnis

=

>

SchlüsselspalteGesamt-----------------------Vorjahre

Plan Abw. %Abw.Ist156.162 90,2140.82019.342

---------- ---------------------------0 000

The following reports are available in the Project System to enable you to evaluate archived data: Structure and individual overviews in the structure information system Hierarchy reports in the Controlling information system Cost element reports in the Controlling information system Line item reports in the Controlling information system

To be able to evaluate archived data in the project information system, you must first set the indicator in the database profile that allows archive input. The selection screen for the relevant evaluations then offers the option of extending the data solution to include data from a specified archive.



Progress Analysis


SAP AG 2003

Is a measurement method

assigned to theobject?

Measurement method for

object

No

Is the indicator for recording plan/actual

data set in the progress version?

Default method maintained per

object type in the progress version?

Yes

Measurement method for

object

Yes

No

Default method maintained for object

type?

Measurement method for object type

Yes

No

Start/Finish 0/100

Selecting Measurement Methods for WBS Elements & Networks

Yes

The graphic above illustrates how the system determines the measurement method to be used.


SAP AG 2003

Measurement Method Selection Guide

Object

Internally processedactivity

Externally processedactivity

Cost activity

Production orderfor material

WBS element

Plan

Cost proportionality

Milestone

Cost proportionalityTime proportionality

MilestoneEstimateStart/finish


MilestoneQuantity proportionalityStart/finishEstimateTime proportionalityCost proportionality

Actual

Percentage of completion

Milestone

Cost proportionalityTime proportionality

MilestoneEstimateStart/finish


MilestoneQuantity proportionalityStart/finishEstimateTime proportionalityCost proportionality

The table above contains recommendations indicating which methods should be used for each object.


SAP AG 2003

Maintaining Progress Versions

Most important stepMost important stepin customizingin customizing

Change View "Progress Version": Details

New Entries

The base you want multiplied by POCs

to calculate the earned value.

Progress Version

Earned Value

POC

Reference

Controlling Area

Progress Version

1000

EV1

CO Europe

Progress

EV Basis

Plan Version 0

Cost Plan (active project)

Current Variant

Planning Type

Early / Late

Basic Dates

POC Weight Cost Plan (active project)

Earliest possible

Ref. Plan MethodActual Method

The CO version to be used

Value for the weighting in the aggregation of POCs

The type of dates to be used in networks

In the progress version, you define the control data used to calculate the percentage of completion (POC) and the earned value. Prerequisite: You must first go to customizing and define a progress version. We recommend that you use the progress version we deliver as standard.


SAP AG 1999

Change View "Stat.Prog.Key Figures": Detail

New Entries

Statistical Key Figures for Progress

COAr Stat.KF Long Text

1000 1 10 POC aggregated

1000 2 20 POC not aggregated

1000 3 30 POC for calculation of profits

US The POC is stored under threedifferent statistical key figures:

- aggregated POC- non-aggregated POC

- aggregated POC for CO-PA

Customizing: Statistical Key Figures

Here, you stipulate the statistical key figures under which the system is to update the POC calculated. You need to assign statistical key figures, so that you can evaluate the POC in reporting and update it to Profitability Analysis. The values are updated as follows: Aggregated Not aggregated Relevant for Profitability Analysis

We deliver the following key figures as standard: Stat.KF Usage 10 Aggregated 20 Not aggregated 30 Relevant for Profitability Analysis


SAP AG 2003

Change View "Msmt Meths for PS Prog.Anlys": Detail

New Entries

Measurement Methods for PS Progress Analysis

Parameters

Measurement Method

Text

00000000002

20-80

Max.POC

Start PoC

Msmt Tech. Start-Finish

20

Description Start/Finish 20-80

Every measurement method is based on a

measurement technique-you configure the method

in customizing, we deliver the technique.

You can stipulate a maximum POC

that remains in effect until the activity is complete.

This prevents the last percentage points taking the longest.

You can use different start POCs

in the start-finish technique.This means you can set up

methods suchas 0-100, 20-80, or 50-50.

Customizing: Measurement Methods

In this step, you stipulate the measurement methods used to determine the POC. The measurement method consists of a measurement technique prescribed by the SAP System and other parameters, such as a start POC. Example: The following measurement methods are determined for the start-finish rule technique: 0-100 method, with a start POC of zero. 20-80 method, with a start POC of 20.

With the Estimation technique, you enter the POC manually in the WBS or network. You enter a maximum POC and a short ID. For as long as an activity is not finished - that is, you do not know when it will be finished - the actual POC cannot exceed the maximum POC. The aim of the maximum POC is to ensure that activities that are almost complete are not overvalued. In the case of estimation, we recommend a maximum POC of 80%.


SAP AG 1999

View "Object-Type Dep.Deflt Vals f.Msmt Meths.“

New Entries

Object-Type-Dep,Default Values f.Msmt Methods

Controlling Area

Progress Version

1000

132 Progress

Object Type

Plan / Actual

Internally processed activity

Pla

CO Europe

Time proportionality Measurement Method00000000005

You can define a standard method for

method for each object type. It is used

if no method is maintained in the object itself.

Customizing:Maintain Default Measurement Methods

Here, you define the measurement methods to calculate the POC as a default value for the various object types in the Project System. The settings are per controlling area. The measurement method defined here is a default value and can be change in object master data maintenance. The system only displays the measurement method in the detailed data for the object if you maintain a progress version for the object.


SAP AG 1999

View "Order-Type Dep. Deflt Vals f.Msmt Meths“

New Entries

Object-Type-Dep,Default Values f.Msmt Methods

Controlling Area

Progress Version

1000

132 Progress

Order Type

Plan / Actual

PP01

Pla

CO Europe

Time proportionality Measurement Method00000000005

You cannot define methods in individual orders of any type except networks.

You maintain one here, regulatinghow individual order types are

to be handled.

Customizing: Measurement Methods for Orders

In this step, you define the measurement methods used to calculate the POC for the orders assigned to the project. The settings are per controlling area. You cannot change the measurement methods in order master data maintenance.


SAP AG 2003

Customizing: Cost Elements

Change View "Stat.Prog.Key Figures": Detail

New Entries

Progress: Cost Element Assignment

CstEl Cost Elem.Group

910011 K-EV-LAB

910012 K-EV-MAT

910013 K-EV-SER

910014 K-EV-OTH

Def.

You assign a group of original cost elements toa progress analysis (PA)

cost element.

910019 K-EV-OH If your EV basis is cost element-independent, the system uses the

default PA cost element.

In this step, you define cost elements for cost element groups, for use in evaluation of earned values by cost element, and define the default cost element. The POCs calculated for a group of original cost elements are recorded in summary under the relevant cost element. You can evaluate them in the information system. This enables you to analyze POCs differentiated by, for example, material and internal activity. The cost element under which the POC is updated must have cost element type 61. Def" indicator: If you set this indicator, the POC basis values are recorded under this cost element, regardless of their own cost element.



Resources/Material


SAP AG 2003

Workforce Planning

Selection made using . . .

. . . Project . . . Work center . . . Human-resources

Acty/Human ResourceExc. Total wk To dist. 12/27/99 12/28/99

- Simon Miller 4.0910989 1150 Progress control 18.0 0.0 11.0 7.0

- Kevin Smith 4.0 8.0

- Mary Townsend 7.0 7.0

910990 1050 Prel.assembly 18.0 6.0 4.0 8.0910990 1020 Engineering 220.0 220.0

This evaluation enables you to display work scheduling for projects, work centers, or human resources. When you access workforce planning in the project view, you make your selection by means of project definitions, WBS elements, or networks. The project view shows all the activities assigned to the selected networks or WBS elements. When you access the work center view, you make your selection using either work centers, plants, or human resources (person or position). Selection by human resource also offers the option of evaluating data by organization unit.

The evaluation is based on the ABAP List Viewer (ALV). The standard functions include one for printing workforce planning, one for sending it to other users, or storing it in a local file.


SAP AG 2003

Workforce Planning: Customizing

WorkforceWorkforce PlanningPlanning ProfileProfile

Exceptions:Load on theperson in%

Exceptions:Activity work

distributed in %

Planningperiod

AvailabilityDisplay

You have to create a profile in order to carry out and evaluate workforce planning. You enter this on the initial screen and, if necessary, change it temporarily. You use the profile to set the: Planning period (start, finish, factory calendar, and so on) Display (period unit, work to distribute/distributed work, and so on) Exceptions per activity/person

You can call up the IMG activity Define Profiles for Workforce Planning in PS Customizing under Resources.


SAP AG 2003

Material: Missing Parts List

Selection of reservationsreservations by:Plant Material MRP controller Requirement date WBS element Sales order

Selection of ordersorders by:Plant Material MRP controller Requirement date WBS element Sales order

Profile of Missing Parts Info SystemProfile of Missing Parts Info System

Subprofile:Displayed

fields

Subprofile:Sort

criteria

Subprofile:Grouping

criteria

Subprofile:Userfilter

Subprofile:Statusfilter

OR

AND

AND

The term missing parts describes the part of a requirement that is not covered by the available quantity. To access the list of missing parts, choose Project System → Information System → Material → Missing Parts. You can now entere the following criteria: Material, Plant, MRP Controller, Requirements date (or interval), WBS element, Sales order.. For further information, specify a Profile. This defines which data is displayed in the missing parts list and how it is formatted. You can stipulate the following parameters: List formatting Displayed fields Sort criteria Grouping criteria Filters (general, status, and user-defined) To maintain the required profiles, go to the IMG and choose Production → Shop Floor Control → Information System → Define Profiles for Missing Parts Information System.


SAP AG 1999

Material: Reservations

625287 1 12/04/1999 E-1500BX

625287 2 12/19/1999 E-1312625287 3 03/06/2000 E-1201

625287 4 03/06/2000 E-1203A625287 5 03/06/2000 E-1700

Reserv no. Itm ReqmtsDat

1

00

00

Diff. qtyMaterial

PC

PCPC

PCM

BUnMv

1

11

110

ReqmtsQt

PC

PCPC

PCM

BUn

SelectionSelection via via accountaccount assignmentassignment objectsobjects

WBS element Network Network acty Order Sales order

Request to the warehouse or stores to keep a material ready for issue at a future date for a certain purpose. The purpose of a reservation is to ensure that a material is available when required. A material can be reserved for a cost center, an asset, or an order for example. The Reservations for Account Assignment report contains a list of the reservations posted for an account assignment. You can also display the reservations from this list. Once again, the results are displayed using the ABAP List Viewer (ALV).


SAP AG 2003

Material: Pegged Requirement

Plannedorder

Casing DesktopHard disk 2.0 GBKeyboard US

MMMPurchaserequisition

Order

Casing DesktopHard disk 2.0 GBKeyboard US

Purc.order1

2

or or or

Material.. E-1511 Motor 50 KW 460V AC 3-phase currentPlant...... 1300 FrankfurtPlan order 0001881225/PR Date received..................…... 11/02/1999Purc.order qty 1 PC Qty w/o initiating object... 0 PC

Path to Order

Date Requirements Req.Quantity Input Quantity

12/04/99 Order Res. E-1500B 1300 000910990 1 PC 1

You can use the pegged requirements evaluation to trace, from each BOM level, which requirements have triggered which purchase orders and which primary requirements (particularly sales orders) are affected by changes to the dates or quantities in a lower-level purchase order proposal, or its complete cancellation. You access the report by specifying the planinng element (planned orders, production order, purchase requisition, purchase order, delivery schedule) whose pegged requirement you want to see. You then see the list of the pegged requirements/order. The upper screen area shows the detailed information on the planning element in question, such as the material number and short test, number, date, and quantity. The lower screen area shows the pegged requirement(s) for the top BOM level. The following is shown in each case: - Requirement date - Type of requirement (primary requirement, customer requirement, and so on) - Material number - Plant - Requirement quantity and input quantity


SAP AG 2003

Material: Order Report

All To Problem To Receipt

Netwk Order 000000910990

Date MRP Element T-Date EM Rec./Con. Available

09.11.99 1 1

E-1500B 1300 Drive unit PC Q

Plan order 0001881223/PR 07

11/02/99 Plan order 0001881225/PR 1 111/02/99 Sec.req. E-1500B 1- 0

E-1511 1300 Motor 50 KW PC Q07

02/11/99 PO sched.line 4500008668/00040 1 111/02/99 Sec.req. E-1500B 1- 0

E-1512 1300 Gearbox 1 PC Q07

12/04/99 Order res. 000000910990

The order report gives you an overview, taking an MRP element as its starting point, of the state of all BOM levels. This means you can identify possible problems (such as missing quantities or scheduling difficulties) in production or procurement at an early stage. You can access the evaluation for any of the following: A sales order A production order, process order, or plan order A project definition, WBS element, or network

At the same time, when you access the evaluation, you stipulate how the availability check is carried out and how the safety stock is considered. The availability check can take place: Using the date of receipt Per ATP logic (available-to-promise)





SAP AG 2003

Summarization by Classification

Characteristic Attributes ExampleResponsible person

Plant

Further object characteristics,user characteristics, ordrilldown

P1 ($100)P1 ($100)P1 ($100)

P2.1 ($30)P2.1 ($30)P2.1 ($30) P2.3 ($50)P2.3 ($50)P2.3 ($50)

...

P2.2 ($40)P2.2 ($40)P2.2 ($40)

Controlling area$450

Controlling area$450

P2 ($200)P2 ($200)P2 ($200)

180 270

30240120 60

P1.1 ($10)P1.1 ($10)P1.1 ($10) P1.2 ($20)P1.2 ($20)P1.2 ($20)

You can use the SAP Classification System to summarize projects for as many hierarchies as you wish. Master record fields (object characteristics) or characteristics you define yourself can serve as characteristics for the classification system. You use these summarization characteristics to create summarization reports for projects. Note that the controlling area is always the first level in the hierarchy and the classification indicator must be set for the WBS elements and networks if you want to use summarization for the respective WBS elements and networks. In the summarization report, you can analyze the quantity structure (objects from a node) as well as the value structure (costs) within the entire hierarchy. You can use reports focused on analysis by structure as well as cost elements. You can branch as far as the document level for WBS elements. From Release 4.5A, project summarization will be carried out without using classification. The method will remain largely the same. See Note 79925 for a description. Note: If you want to use the new summarization using master data fields, go to the Project System IMG and start the conversion program Convert Classification Characteristics into Summarization Characteristics (RCJCLMIG). After executing this report, you will no longer be able to use summarization via characteristics.



Important Notes (1)


SAP AG 2003

Important Notes (2)

Note Min Max Short Text

0061217 30D 31I PS-Info System: Selection with free delimitations0077060 300 45B Performance tip for maintaining value categories0107605 040 46C Selection in the Project Information System0185507 40A 46B CJ13: Poor performance in line item reports0161537 40A 46B LDB PSJ: Performance with Oracle database0188663 300 46C Enhancing selection views and dynamic selection194715 40B 46B Performance problems with line item reports206264 30A 470 Large project structures, long runtimes301155 45A 46C PS cost element reports: Check of selection criteria

As of May 2003

Data Selection/Performance


SAP AG 2003

Important Notes (2cont)


330848 30A 470 Cost element reports in PS: Performance problems375705 45A 46C Performance problems in PS cost element reports421808 30A 470 Incorrect selection screen for cost element report431018 40B 46C Dynamic selections result in missing objects453824 31I 46C LDB PSJ: Objects selected at higher-level WBS530877 45B 470 PSIS: Performance in the cost element report543559 45B 470 PSIS: Performance problems in cost element reports576653 46B 470 SELECTION: Orders are missing in the processing590895 46B 470 GR55: Long validity period in LDB PSJ for many objects

As of May 2003

Data Selection/Performance (cont.)


SAP AG 2003

Important Notes (3)


0051971 30C 45B 3.X, 4.X: Settlement & elimination o. internal bus.vol.0050154 30C 40B Expert mode for the report/report interface0183392 45A 46B Performance in hierarchy reports0186899 40A 46B Report/report interface/Branch to line item reports0140311 30D 45B PS-IS: Total values in hierarchy reports0108301 30D 45A PS: Incorrect overall planning values for orders0142038 30F 45B Incorrect budget values in hierarchy report0140311 30D 45B PS-IS: Total values in hierarchy reports166413 31H 46A PS-IS: Hierarchy reports show double totals row194353 30A 470 Hierarchy report 12KST1C374247 46C 46C PS-IS: Branch to line item not possible (12KST1C)454509 30A 470 Customer enhancement for drilldown reports in PS523330 4B 470 PSIS: Quantities in hierarchy reports528677 46B 470 PS-IS: Changing output type in drilldown reporting

As of May 2003

Hierarchy Reports


SAP AG 2003

Important Notes (4)

Cost Element ReportsCost elem en t Act. Com m itm ent

12,000

3,000

24,000 6,000

5.384

7.286

7.200

58.870 6,000

400000

410000

417000

466000

619000

620000

650000

890000

892000

Balance

To tal

12,000

3,000

30,000

5.384

7.286

7.200

64.870

Plan

18.500

5.300

28,000

6.442

9.582

13.388

7,080

6.350

102.642

8,000

PRO

WBS-1 WBS-2

NWA 2000NWA 2100NWA 2300

WWBSBS


0053454 300 31I PS cost element reports for PSPID and POSID0072353 30C 40B Project cost element reports: performance, drilldown0178314 40A 46B PS-IS: Authorization in cost element report0099838 31G 31I Collective note Cost Element Reports 3.1H0148109 40A 40B Memory problems when calling PS cost element reports195488 31H 46B Cost/quantities inconsistent in cost elem. Report323064 40A 46C RRI in PS: Customer fields added to COVP via OXK3420453 30A 470 Duplicate values in cost element report from the archive603443 45B 470 PSIS: Display of cost forecast in cost element report

As of May 2003


SAP AG 2003

Important Notes (5)


0051987 040 46C No display of plan line items possible0110648 40A 45B Document display for line item actual payments161543 40A 470 Flag ‘Incl. Hierarchy’ in PS cost reporting186899 40A 46B Report-report interface/Branching into line item report310345 40B 46C PS-IS: Only open commitments via report-report interface396474 46C 470 Line item report in PS: Classic ALV optional459730 40A 470 Missing columns in line item reports

As of May 2003

Line Item Reports


SAP AG 2003

Important Notes (6)

Note Min Max Short Text0140842 30D 45B Error BS001 occurs when archived activities are read0106133 30B 40B CN40/CN41/CN71/CNE5: Costs from archives missing0110077 30B 45A CN40/CN41/CN71/CNE5: Costs from archives missing0161058 300 31I No costs for archived data0101630 30D 40B Archived data is not displayed in the report0103267 30D 40B Archive files not displayed0140659 40B 45B PS-IS: Line item from archive w/o object ID0172441 40A 45B PS-IS: Read line item from archive327081 30A 470 Cost/payments of deleted activities in project376210 45A 46C Objects from archives are not displayed388130 40A 46C Cost of networks from archives420453 30A 470 Duplicate values in the cost element reports from archive495088 30A 470 Evaluation of archives in the Project Information System

As of May 2003

Archive DataArchive 1Archive 1


SAP AG 2003

Important Notes (7)

Note Min Max Short Text0028145 040 46C Using technical inspection report RKACSHOW0083191 30A 45B Error analysis in commercial PS reporting0030477 21A 30F Information needed on errors in CO reporting0148971 040 46C Planned values in the Project Information System0140412 30D 45B PS-IS: Overall plan values when more than one plan version0326591 46A 46C PS: Structure overview, individual overviews in 4.60306293 46A 46C PROMAN: Project-Oriented Material Handling148971 30A 470 Planned values in Project Information System162052 30A 470 How to use MS Access Interface309701 46A 46C Project version data in hierarchy reports326591 46A 46C PS: Structure overview, individual overviews in 4.6429055 30A 470 PSIS: Versions in drilldown reports494487 30A 470 Project System: Consulting notes505734 40A 470 Consulting notes: OpenPS526206 30A 470 PSIS: Consulting notes on business information system588991 46B 470 GDBPSGET: Missing database hints for DB2/390605107 46B 46B PS – Interfaces with external systems As of May 2003

Various



Important Database Tables in PS (1)


SAP AG 2003


PROJ Project definitionsPRPS WBS elementsPRTE Dates WBS elementsPRHI WBS hierarchyAUFK Orders/network headersAFKO Production orders/networksAFVC/AFVU/AFVV Network activitiesRESB Network componentsMLST Milestones

Master data

Version master data is usually stored in the tables with the naming convention vs<table name>_cn. The associated costs and revenues are stored in the project info database (table RPSCO) (nder the object number of the version object.


SAP AG 1999


RPSCO Project info database (costs, revenues, and so on)RPSQT Project info database (quantities, stat. key figures, and so on)COSP Cost totals for external postingsCOSS Cost totals for internal postingsCOSB Total variances/results analysesCOEP Line items: actual costsCOOI Line items: commitmentsCOEJ Line items: planned costs (primary costs, activity inputs)BPGE Budget, overall cost planningBPJA Budget, cost planning annual valuesQBEW Project stock valuationMSPR Project stock (non valuated too)

Transaction Data



Miscellaneous


SAP AG 1999

Checked Authorization Objects in the PSJ

C_PROJ_KOK

C_PROJ_PRC

C_PROJ_VNR

C_PRPS_KOK

C_PRPS_PRC

C_PRPS_VNR

C_PRPS_ART

C_PRPS_KST

C_AFKO_AWK

C_AFKO_DIS

C_AFKO_ACT

C_AFVG_TYP

C_AFVG_APL

C_VBAK_AAT

C_VBAK_VKO

C_PSTXT_ART

C_MLST_BGR

General: The following activities are checked in the logical database PSJ: - CNAU_DISPLAY Display master data - CNAU_TIMEDISP Display dates - CNAU_COSTDISP Display costs - CNAU_REVSHOW Display revenues - CNAU_BUDGDISP Display budget Unlike other applications, objects for which the user has no authorization are handled as follows: The logical database PSJ supplies PROJ, PRPS_R, VBAK, VBAP, AUFK and ACT01 records even if the user has no appropriate authorization. Only a small number of fields are transferred, however. All of the tables below the specified tables are not visible.

The authorization check uses function modules to check the authorization objects shown above. For further details, call up the logical database PSJ with transaction SE36 and display the documentation on the table; you will find all of the most important technical information you require under "5. Authorization Check".


SAP AG 1999

Currencies in the Project System

Controllingarea

currency

Objectcurrency

Transactioncurrency

Define currency

translation using

transaction CJEC

Reportcurrency

All currency-related data in the Project System is recorded in three different currency types: Controlling area currency: As the whole project (definition, all WBS's, all networks and activities, all orders) is assigned to one controlling area, the same controlling area currency is used throughout the project. Object currency: You can assign any currency you like to an object (project definition, WBS, network header, and (since 4.5) network activity). However, you can only do this if you have not assigned company codes with different currencies to the controlling area. If you have, the system automatically uses the currency of the respective company code. Transaction currency: Costs and revenues are stored in the currency in which they were entered - for example, the currency entered in the purchase order or sales order concerned.

The hierarchy reports include a facility for converting the above currencies into a report currency. You enter the necessary settings in transaction CJEC.
