Exercise Objectives
Task 3 Detailing a Work Breakdown Structure
You can add more detail to your project in the Project Builder by defining characteristics for WBS elements and assigning a milestone and a PS text to it. Furthermore you can link a document from the document management system to your project. Optional: Set and pass on a user status in your project.
1. In the Project Builder define basic dates for the entire duration of your project in the project definition. The (basic) start date should be today's date and your project should end approximately six months later. Adapt your project so that you can plan costs and account assign documents later in the realization phase for all WBS elements. Note, however, that the highest WBS element is the only one relevant for revenues. The person responsible for all WBS elements in your project should be person responsible ##.
2. Use a milestone (Usage: 00001 Concept) to specify that there should be a kickoff meeting 12 days after your project has begun. You should be able to evaluate date shifts for this milestone in milestone trend analysis.
3. Create your own PS text for the text type 02 General comment with the description Project ## to define a specification of your elevator at the highest WBS element. Use Microsoft Word to create some text.
4. Using the document overview, create a link from WBS element E-99##
GR## to documents in the document management system. Use the document key DRM PS-TUR-001-00001. Display a document directly in the Project Builder. Save your project.
5. Optional: Define the user status profile 13000000 for your WBS elements of the subnode "Engineering/Design". Set the status LPRQ Lock purchase requisitions by passing on to this subnode of your project.
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Solution 2: Work Breakdown Structures
Task 1 Customizing Work Breakdown Structures
Create a suitable project profile in Customizing and adapt the data of your person responsible. Optional: Check the coding masks for elevator projects.
Hint: In the following exercises, ## refers to your group number (## = 01, 02, and so on).
1. Create the project profile GR## with the description GR## Sales Projectsby copying the profile 1004, Elevator Model Group 4, in Customizing for the Project System.
a) To access Customizing, enter the transaction code SPRO or choose SAP Menu → Tools → Customizing → IMG → Edit Project.
To get to Customizing for the Project System, choose SAP Reference IMG.
To copy the project profile, choose
Customizing Project System → Structures → Operative Structures → Work Breakdown Structure (WBS) → Create Project Profile.
Select the profile 1004, Elevator Model Group 4. Choose Copy As.
Change the identification and the description according to the task and confirm your entries with Copy.
2. Change the project profile you created so that the following statements are true:
The end user can create only one WBS element on the highest level of the WBS when using this project profile.
The WBS elements of such work breakdown structures belong to the project type CP (Customer Project).
Each WBS element enables you to achieve a valuated project stock.
When a substitution for WBS elements is manually triggered, the substitution PSSUB01 (set cost center) is used automatically.
The system does not suggest a default user status profile for WBS elements.
All WBS elements are relevant for project summarization.
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Project summarization is carried out using the master data of WBS elements.
The profile 130000000001 IDES Scheduling Forward is used for scheduling the WBS.
Budgeting individual fiscal years is possible (Budget Profile 130001).
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All other settings in the project profile should match the settings in the template. Save your changes.
a) Select the line with your project profile GR## in the project profile overview and choose Details. Enter the following values in the corresponding tab pages:
Project Stock: Valuated Stock x
Project Stock: Automat. Reqmnts grouping Deselect Indicator
WBS sts. prof. Delete the status profile
Project Summarization Default: All WBS elements
x
Leave other fields as they are Plg Board/Dates tab page
Field Name Field Value
WBS sched. profile 130000000001(IDES
Scheduling forwards) Leave other fields as they are
Controlling tab page
Field Name Field Value
Budget Profile 130001
Leave other fields as they are
Choose Save. To exit, choose Back twice.
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3. Assign the person responsible to your group number (## = 1,2, and so on) so that you receive e-mails sent to project responsible ## in the inbox for your SAP R/3 user.
a) Choose Customizing Project System → Operative Structures → Work Breakdown Structure → Specify Persons Responsible for WBS Elements.
Find the person responsible for your group number ## and enter your SAP R/3 user PLM210-## in the Office User field. Save your changes. To exit, choose Back.
4. Optional: Check which key, according to its description, is intended for elevator projects for project coding and whether you can use the corresponding coding mask for operative and standard structures. Is it possible for a user to create projects with the current system settings without using a coding mask?
a) Choose Customizing Project System → Operative Structures → Work Breakdown Structure (WBS) → Project Coding Mask → Define Project Coding Mask.
Find the key for the description Edition IDES Elevator and have a look at the corresponding blocking indicator.
Use the key E for elevator projects. You can use this key in operative and standard projects. To exit the transaction, choose Back.
b) Choose Customizing Project System → Operative Structures → Work Breakdown Structure (WBS) → Project Coding Mask → Define Special Characters for Project.
The Edit indicator (only edited project numbers are allowed) is not set. Therefore you can create projects and WBS elements without project coding. To exit the table, choose Back.
Task 2 Creating a Work Breakdown Structure in the Project Builder
Create a project manually in the Project Builder. Enlarge the structure of your WBS by adding WBS elements and then derive an appropriate hierarchical structure.
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1. Create a project with the identification E-99## and the description Elevator Gr##manually, without a template, and using the project profile you already created GR## Sales Projects in the Project Builder.
a) Open the Project Builder in the SAP Menu under Project System.
Choose Logistics → Project System → Project → Project Builder.
Hint: The first time you start the Project Builder, the system requires you to make settings for the various options in the Project Builder. You can confirm these settings by choosing Continue. You can change these settings in the Project Builder at any time (choose Settings→ Options).
To create a project definition, choose Project → New → Project (or the corresponding icon). Enter the following data:
Field Name Field Value
Project Definition (Identification) E-99##
Project Definition (Description) Elevator GR##
Project Profile GR## SD Projects
Confirm your entries by choosing Enter.
2. Using Drag&Drop in the Project Builder, add the WBS element E-99##
to your project. Choose Gr## as the description.
a) Expand Individual Objects in the template area of the Project Builder.
Drag a WBS element to your project definition in the structure tree.
Enter the following data:
Field Name Field Value
WBS Element (Identification) E-99##
WBS Element (Description) GR##
Leave other fields as they are
Confirm your entries by choosing Enter.
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3. Add the WBS elements E-99##-1 Engineering/Design, E-99##-1-1 Mechanical Engineeringand E-99##-1-2
Electrical Engineeringto the table overview. To avoid typos, use the entry aid @. Do not pay attention to the WBS element level yet.
a) Choose WBS Element Overview. Enter the following data in the table overview: Confirm your entries by choosing Enter.
4. Enlarge your work breakdown structure by adding WBS elements for procurement and assembly below the WBS element E-99## GR##
. Use the standard WBS elements (as templates), which are assigned to the standard WBS element E-1004 Elevator. You should not transfer the root element E-1004 or the standard WBS element E-1004-1 Engineering/Design and the activities assigned to it. Make sure that you adapt the identification of the WBS elements to those of your project before you add them.
a) Select the WBS element E-99## GR## in the structure tree of the Project Builder. Right-click and choose Include → WBS Elements in the structure tree. Branch to the Standard WBS tab page and enter the following data:
Choose WBS Element Overview and select the WBS elements E-1004-2 Procurement and E-1004-3 Assembly. To replace 1004 with 99##
choose Replace (2x). To copy both WBS elements to your project choose Include.
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5. Derive the structure of your work breakdown structure using the selected identification of the WBS elements and the coding mask used.
a) In the Project Builder menu, choose Project → Derive Structure → Execute.
6. Create a WBS element for Quality Assurance using the hierarchy graphic. Assign it to level two. Use an appropriate identification and save your work breakdown structure.
a) To branch to the hierarchy graphic, choose Hierarchy Graphic. Then choose Create from the hierarchy graphic. Click the WBS element that can be inserted. Then click somewhere in the display area.
Enter the identification E-99##-4 in the detail screen of the new WBS element and enter Quality Assurance as the description.
Confirm your entries by choosing Back.
Choose Connect and then drag a line from the highest WBS element to the new WBS element Quality Assurance. By clicking in a free area of the display section you can deactivate the connecting mode.
Choose Back to return to the Project Builder. Save your project.
Task 3 Detailing a Work Breakdown Structure
You can add more detail to your project in the Project Builder by defining characteristics for WBS elements and assigning a milestone and a PS text to it. Furthermore you can link a document from the document management system to your project. Optional: Set and pass on a user status in your project.
1. In the Project Builder define basic dates for the entire duration of your project in the project definition. The (basic) start date should be today's date and your project should end approximately six months later. Adapt your project so that you can plan costs and account assign documents later in the realization phase for all WBS elements. Note, however, that
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the highest WBS element is the only one relevant for revenues. The person responsible for all WBS elements in your project should be person responsible ##.
a) To open your project E-99##, transfer the project by dragging and dropping from the worklist to the structure tree. Expand the project structure using the corresponding icon.
Enter the following dates in the Basic Data tab page of the project definition (if required, select the structure tree first):
Field Name Field Value
Start date Today
Finish date Today +6 months
Confirm your entries by choosing Enter.
Hint: If the finish date you entered is not a work day (according to the factory calendar), the system issues a warning. You can enter either a different finish date or confirm the warning with ENTER.
To change to the table display of WBS elements, choose WBS Element Overview. On the Basic Data tab page, scroll far enough to the right so that you see the operative indicators for the WBS elements. Set the operative indicators according to the following table:
WBS element PE Acct Bill
E-99## x x x
On the Responsibilities tab page, enter the value ## for all WBS elements in the column Person Responsible. Confirm the entries with ENTER.
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2. Use a milestone (Usage: 00001 Concept) to specify that there should be a kickoff meeting 12 days after your project has begun. You should be able to evaluate date shifts for this milestone in milestone trend analysis.
a) Drag a milestone from the template area (under Individual Objects) to the highest WBS element E-99##.
Enter the following data in the detail screen of the milestone:
Field Name Field Value
Confirm your entries by choosing Enter.
Hint: Because you have not yet planned dates for the WBS elements, the system cannot yet determine dates for the milestones.
3. Create your own PS text for the text type 02 General comment with the description Project ## to define a specification of your elevator at the highest WBS element. Use Microsoft Word to create some text.
a) Drag a PS text from the template area (under Individual Objects) to the highest WBS element E-99##. Enter the following data:
Field Name Field Value
Text type 02 or General
comment
PS Text Project ##
Text format 2or DOC format
Confirm your entries by choosing Enter. Enter a text of your choice.
Then choose Save.
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4. Using the document overview, create a link from WBS element E-99##
GR## to documents in the document management system. Use the document key DRM PS-TUR-001-00001. Display a document directly in the Project Builder. Save your project.
a) Select the highest WBS element E-99## GR## in the structure tree. To branch to the table overview of linked documents, choose Document Overview. Enter the following data:
Type Document DPt Vs
DRM PS-TUR-001-00001 000 00
Confirm your entries by choosing Enter.
Expand the display of the document you just assigned in the structure tree. Select a document (for example, JT pump_assembly) in the structure tree. Choose Display Original Appl. File.
Hint: The system may require you to specify the user interface type. If this occurs, choose PC with Windows.
Furthermore, you can display this original document only if the SAPGUI (and the EAI Viewer) has been installed completely on your front end system.
Use the pointer to rotate the CAD drawing and view the three-dimensional object.
Save your project.
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5. Optional: Define the user status profile 13000000 for your WBS elements of the subnode "Engineering/Design". Set the status LPRQ Lock purchase requisitions by passing on to this subnode of your project.
a) Open your project E-99## in the Project Builder and expand the entire structure, if necessary.
Select WBS element E-99##-1 Engineering/Design. To branch to the detail view, choose the System/User Status icons on the Basic Data tab page. Define the value 13000000 in the Status Profile and confirm the assignment of the status profile. Choose Back. Assign the status profile 13000000 analogous to the WBS elements E-99##-1-1 Mechanical Engineering and E-99##-1-2 Electrical Engineering.
Select the WBS element E-99##-1 in the structure tree. Use Edit → Status → User Status → Set & Pass On and choose the user status LPreq Lock purchase requisitions. Confirm the message with Continue.
Save your project.
I n t e r n a l U s e S A P P a r t n e r O n l y I n t e r n a l U s e S A P P a r t n e r O n l y Lesson Summary
You should now be able to:
• Explain the purpose and setup of work breakdown structures
• Use options for creating and editing work breakdown structures (Project Builder, network graphic)
• Make important Customizing settings for work breakdown structures, especially in the project profile and coding masks
• Describe characteristics of work breakdown structures and user fields
• Use statuses in work breakdown structures
• Use milestones and documentation options Related Information
• You can find important consultant notes with detailed information about project structure plans and other SAP Project System topics in the collective consultant note 494487. This note is updated regularly.
I n t e r n a l U s e S A P P a r t n e r O n l y I n t e r n a l U s e S A P P a r t n e r O n l y Unit Summary
You should now be able to:
• Explain the purpose and setup of work breakdown structures
• Use options for creating and editing work breakdown structures (Project Builder, network graphic)
• Make important Customizing settings for work breakdown structures, especially in the project profile and coding masks
• Describe characteristics of work breakdown structures and user fields
• Use statuses in work breakdown structures
• Use milestones and documentation options