PLM210

Full text

(1)PLM210 Project Management – Structures. Partner. Education Website. Use. SAP. Only. Internal. Date Training Center Instructors. SAP. Course Version: 2006 Q2 Course Duration: 2 Day(s) Material Number: 50078430. An SAP course - use it to learn, reference it for work. Only. Internal. Use. Partner. Participant Handbook.

(2) Copyright Copyright © 2006 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. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.. Partner SAP Use. •. ORACLE® is a registered trademark of ORACLE Corporation.. •. INFORMIX®-OnLine for SAP and INFORMIX® Dynamic ServerTM are registered trademarks of Informix Software Incorporated.. •. UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group.. •. Citrix®, the Citrix logo, ICA®, Program Neighborhood®, MetaFrame®, WinFrame®, VideoFrame®, MultiWin® and other Citrix product names referenced herein are trademarks of Citrix Systems, Inc.. •. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology.. •. JAVA® is a registered trademark of Sun Microsystems, Inc.. •. JAVASCRIPT® is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.. •. SAP, SAP Logo, R/2, RIVA, R/3, SAP ArchiveLink, SAP Business Workflow, WebFlow, SAP EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP.com Logo and mySAP.com are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies.. Disclaimer THESE MATERIALS ARE PROVIDED BY SAP ON AN "AS IS" BASIS, AND SAP EXPRESSLY DISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR APPLIED, INCLUDING WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THESE MATERIALS AND THE SERVICE, INFORMATION, TEXT, GRAPHICS, LINKS, OR ANY OTHER MATERIALS AND PRODUCTS CONTAINED HEREIN. IN NO EVENT SHALL SAP BE LIABLE FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES OF ANY KIND WHATSOEVER, INCLUDING WITHOUT LIMITATION LOST REVENUES OR LOST PROFITS, WHICH MAY RESULT FROM THE USE OF THESE MATERIALS OR INCLUDED SOFTWARE COMPONENTS.. Only. Internal. IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®, AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation.. Partner. •. SAP. Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registered trademarks of Microsoft Corporation.. Use. •. Internal. Only. Trademarks.

(3) About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.. American English is the standard used in this handbook. The following typographic conventions are also used.. Partner. Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options.. Example text. SAP. Description. Example text. Emphasized words or phrases in body text, titles of graphics, and tables. EXAMPLE TEXT. Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example SELECT and INCLUDE.. Example text. Screen output. This includes file and directory names and their paths, messages, names of variables and parameters, and passages of the source text of a program.. Example text. Exact user entry. These are words and characters that you enter in the system exactly as they appear in the documentation.. <Example text>. Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.. iii. Internal. Only. © 2006 SAP AG. All rights reserved.. Partner. 2006/Q2. SAP. Use. Also used for cross-references to other documentation both internal (in this documentation) and external (in other locations, such as SAPNet).. Use. Type Style. Internal. Only. Typographic Conventions.

(4) About This Handbook. PLM210. Icons in Body Text The following icons are used in this handbook. Icon. Meaning. Only. Exception or caution. Indicates that the item is displayed in the instructor's presentation.. Use. Procedures. Internal. Note or further explanation of previous point. Partner. For more information, tips, or background. SAP. SAP Only. Internal. Use. Partner. iv. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(5) Contents Course Overview ............................................................................. vii. Unit 1: Introduction ............................................................................1 Introduction .................................................................................... 2. Unit 3: Activities and Networks ........................................................... 69 Customizing Activities and Networks .................................................... 70 Creating and Working with Activities and Networks.................................... 80 Standard Networks ........................................................................ 100. Unit 4: Versions .............................................................................. 113. Use. Only. Internal. Partner. Versions..................................................................................... 114. SAP. SAP. Customizing Work Breakdown Structures ............................................... 17 Creating and Working with Work Breakdown Structures .............................. 32 Standard Work Breakdown Structures................................................... 61. Use. Partner. Unit 2: Work Breakdown Structures ..................................................... 15. Internal. Only. Course Goals.................................................................................vii Course Objectives ...........................................................................vii. 2006/Q2. © 2006 SAP AG. All rights reserved.. v.

(6) Contents. PLM210. Appendix 1: Assembly Processing Appendix 2: Project Profile Appendix 3: Network Profile Appendix 4: Network Type. ...................................................139. .............................................................151 ...........................................................157 ..............................................................161. Appendix 6: Control Key. .........................................163. ................................................................165. Partner. ............................171. Appendix 9: Variant Configuration with Networks (2). ............................175. Appendix 12: Archiving. Index ............................................................................................205. Appendix 10: Claim Management. .....................................................181. Appendix 11: Project Planning Board. Use. Appendix 8: Variant Configuration with Networks (1). SAP. .....................................167. Use. Appendix 7: Open Project System (Open PS). Internal. Only. Appendix 5: Parameters for Network Type. ...............................................191. Partner Only. Internal. Glossary .......................................................................................201. SAP. .................................................................193. vi. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(7) Course Overview In the course PLM210 Project Management - Structures, you will learn about the different options for generating and maintaining project structures (work breakdown structures, networks), as well as the relevant Customizing settings.. Only. Internal. Target Audience This course is intended for the following audiences:. Partner. • • •. Project managers Project team members Consultants. Use. Course Prerequisites Required Knowledge. SAP. PLM200 Project Management Basic business experience in the area of project management. SAP. • •. Course Goals. Partner. Use. This course will prepare you to:. Internal. • •. Use different options for creating and maintaining project structures Make the required Customizing settings. Course Objectives • • • • •. 2006/Q2. Only. After completing this course, you will be able to: Create and structure work breakdown structures Create and process activities and networks Create standard structures and use as templates Make the relevant Customizing settings Create versions. © 2006 SAP AG. All rights reserved.. vii.

(8) Course Overview. PLM210. SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases:. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. viii. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(9) Unit 1 Internal. Only. Introduction Unit Overview. Unit Objectives After completing this unit, you will be able to:. SAP. Explain the main differences between work breakdown structures and networks Cite the reasons for the assignment of networks to PSP elements. Identify different options for creating projects structures. SAP. • • •. Use. Partner. This unit gives you an overview of the use and functions of the structures work breakdown structure and network in SAP Project System. You will also become familiar with various options for creating project structures.. Only. Internal. Lesson: Introduction ................................................................... 2 Exercise 1: Structures in the SAP Project System............................ 9. Partner. Use. Unit Contents. 2006/Q2. © 2006 SAP AG. All rights reserved.. 1.

(10) Unit 1: Introduction. PLM210. Lesson: Introduction Lesson Overview In this lesson, you will get to know the most important features of the two SAP Project System (SAP PS) structures: work breakdown structure (WBS) and network. Different options for creating projects structures will be discussed.. Only. After completing this lesson, you will be able to: Explain the main differences between work breakdown structures and networks Cite the reasons for the assignment of networks to PSP elements. Identify different options for creating projects structures. Business Example. SAP. Introduction. Use Internal. The term “Project” is not specific to any particular industry and therefore covers different types of plans such as the following:. 2. Only. • • • • •. R&D projects Make-to-order production Investment plans Maintenance IT Projects. © 2006 SAP AG. All rights reserved.. Partner. To successfully manage projects, you must plan, control, and execute fundamental objectives in a target-oriented and efficient manner. In light of this, professional project management plays an important role in a business's ability to stay competitive. This is especially true for businesses whose success is based primarily on project-oriented business processes.. SAP. You work in a company that is going to implement the SAP PS to plan and recognize, for example, the costs and revenues of certain projects. You are responsible for implementing SAP PS. Think about which structures are the most suitable for mapping the characteristics and demands of your company's projects in the SAP system.. Use. Partner. • • •. Internal. Lesson Objectives. 2006/Q2.

(11) PLM210. Lesson: Introduction. A project is a summary of certain business processes within a company. A project can be defined as a plan distinguished by the uniqueness of its conditions. These conditions include clear goals and objectives, and restrictions such as time, money, and personnel resources.. Only Partner. The realization of a project involves different phases. Large projects require a high degree of precise planning and coordination. During the initial phase of the process, dates must be defined, resources must be made available, and financing must be provided.. Use. A clearly and precisely structured project is the basis for planning, monitoring, and controlling your projects. As a rule, a project is structured according to two points of view: structure and process.. SAP. Top-down estimates (for example, to establish persons responsible, the assignment of budgets) Bottom-up estimates (for example, to evaluate aggregated data about costs, revenues, scheduling, and progress). Structures in the SAP Project System SAP PS is a project management tool, which provides you with support in all phases of the project. The high degree of integration between SAP PS and other SAP functions, such as Logistics, Accounting, and Human Resources, ensures that the required business processes can run quickly and efficiently in SAP PS. SAP PS provides structures that you can use to model and organize projects flexibly. You can plan and monitor dates, costs, revenues, budgets, resources, materials, and so on in these structures using the relevant tools and reports from SAP PS. SAP PS is a component of mySAP Product Lifecycle Management (mySAP PLM) as well as of mySAP Enterprise Resource Planning (mySAP ERP).. 2006/Q2. © 2006 SAP AG. All rights reserved.. 3. Only. Internal. As a rule, network techniques are used for planning and controlling the process flow of projects.. Partner. Use. •. SAP. Hierarchical structures are used to represent the structure of projects. They enable the following: •. Internal. Projects are usually an integral and interdisciplinary part of a company's business processes. To control all of the tasks involved in carrying out a project, project-specific organizational forms (project organizations) are often used, which are located between the specialist departments involved. Many projects can also be characterized by their uniqueness and newness, the high quality demands placed on the result of the project, or their strategical importance for a company..

(12) Unit 1: Introduction. PLM210. Depending on the project type and the focus of project monitoring, you can structure your project in SAP PS using work breakdown structures (WBS) and/or activities in one or more networks, which can be linked using relationships, if required.. Use. Partner. Only. Internal. SAP. SAP. Internal. Because every PSP element represents a separate Controlling object in the SAP system, work breakdown structures can be used in particular for hierarchical controlling of project costs, budgets, revenues, and, if necessary, payments. By assigning orders to a WBS element, you can analyze order costs for the WBS element and check them against the WBS element budget. With the help of progress analysis, you can view progress values that reflect the status of your project relative to the individual WBS elements, or aggregate them according to the project hierarchy.. 4. © 2006 SAP AG. All rights reserved.. 2006/Q2. Only. A work breakdown structure is a model of the project that shows the project deliverables in hierarchical form. The work breakdown structure thereby represents the structural organization of the project and provides a phase, function, or product-oriented description of the project. It outlines the project in manageable sections. The individual elements of the work breakdown structure are called WBS elements. You can break down the WBS elements further, depending upon the project phase. The graphic “Structures in SAP Project System” lists important functions of work breakdown structures.. Partner. Use. Figure 1: Structures in the SAP Project System.

(13) PLM210. Lesson: Introduction. A network describes the time sequence and dependencies of events and activities in a project, and thereby represents the course of the project. A network consists of fundamental elements: activities and relationships. Networks and their activities form the basis of planning, analyzing, and controlling dates, costs, and the personnel, capacity, materials, resources, and services that are required for carrying out a project and its tasks (compare graphic “Structures of SAP Project System)”.. Use. Partner. Only. Internal. Internal. 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 costs already assigned are checked against the budgets of the WBS elements. Conversely, status, date information, or settlement rules, for example, can be transferred from WBS elements to the assigned activities. The criteria according to which a project is structured using a work breakdown structure and/or networks can vary and depend on the type and complexity of a project. For example, the criteria can vary depending on the responsibility and. 2006/Q2. © 2006 SAP AG. All rights reserved.. 5. Only. Depending on requirements, you can use work breakdown structures or networks to map your projects in the SAP system. To use the functions of both structures, you can also use both structures to map a project. To do this, you assign activities from one or several networks to WSB elements in a work breakdown structure. A project can therefore also consist of a work breakdown structure and several networks.. Partner. Use. SAP. SAP. Figure 2: Assignment of networks to work breakdown structures.

(14) Unit 1: Introduction. PLM210. structure of the departments or teams involved, or on how production and assembly are integrated. It is therefore impossible to give a wholesale answer to the question of how best to structure different types of projects. Hint: Generally, however, you should take the following recommendations into consideration when structuring your projects:. •. • •. Ways to Create Project Structures. SAP. SAP. There are different ways to create project structures. In the following graphic, these options are presented schematically.. Use. Partner. •. The various WBS elements and activities should cover the entire scope of the project. Keep the structure simple – generally speaking, nobody can monitor structures containing more than 500 elements. Keep your project elements SMART (specific, measurable, attainable, realistic, and time-framed). Alternative structure information should be contained in the project elements, not in the structure itself. Use alternative hierarchies during evaluations.. Internal. Only. •. Only. Internal. Use. Partner. 6. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(15) PLM210. Lesson: Introduction. Use. Partner. Only. Internal. SAP Use. Only. Internal. Partner. As well as being able to create work breakdown structures and/or networks manually, you can also use existing project structures as templates. You can create a project by copying other operative projects, standard structures, or also simulation versions. Assembly processing is another indirect method of generating a network or, if necessary, a WBS from a sales order, for example.. SAP. Figure 3: Ways to Create Project Structures. 2006/Q2. © 2006 SAP AG. All rights reserved.. 7.

(16) Unit 1: Introduction. PLM210. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 8. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(17) PLM210. Lesson: Introduction. Exercise 1: Structures in the SAP Project System Exercise Objectives. Only Internal. Fill in the blanks to complete the sentence.. 2006/Q2. © 2006 SAP AG. All rights reserved.. 9. Only. The complex plans of a company can be represented in SAP PS using the two structures work breakdown structure (WBS) and network (NTW). The hierarchical structure reflects the structure of such projects, are used to represent the detailed processes. To plan and monitor costs, you can use . You plan and post revenues on . Budgeting is . only possible for However, by assigning one, or if required, more than one to a , the costs of both structures can be checked against the budget as assigned funds. Time scheduling . Time dependencies is carried out using between individual tasks in a project can be planned by linking in the activities of . To plan material and capacity requirements, you use . When you create , you can use standard structures as templates.. Partner. Use. 1.. SAP. SAP. The following text describes once again the basic characteristics of work breakdown structures (WBS) and networks (NTW). Enter the WBS and the WBS or NTW into the gaps in the text.. Use. Task:. Ensure that you are clear about the characteristics of work breakdown structures and networks. As you do this, consider the structural requirements of your company's plans.. Internal. Business Example. Partner. After completing this exercise, you will be able to: • Identify the most important common features of and differences between the two structures: work breakdown structures and networks.

(18) Unit 1: Introduction. PLM210. Solution 1: Structures in the SAP Project System Task: The following text describes once again the basic characteristics of work breakdown structures (WBS) and networks (NTW). Enter the WBS and the WBS or NTW into the gaps in the text.. Only Partner SAP Use. Partner Only. Internal. SAP. Answer: work breakdown structure, networks, WBSs and/or NTWs, work breakdown structures, work breakdown structures, network, work breakdown structure, WBSs and/or NTW, networks, networks, WBSs and/or NTWs. Use. The complex plans of a company can be represented in SAP PS using the two structures work breakdown structure (WBS) and network (NTW). The hierarchical structure work breakdown structure reflects the structure of such projects, networks are used to represent the detailed processes. To plan and monitor costs, you can use WBSs and/or NTWs. You plan and post revenues on work breakdown structures. Budgeting is only possible for work breakdown structures. However, by assigning one, or if required, more than one network to a work breakdown structure, the costs of both structures can be checked against the budget as assigned funds. Time scheduling is carried out using WBSs and/or NTW. Time dependencies between individual tasks in a project can be planned by linking in the activities of networks. To plan material and capacity requirements, you use networks. When you create WBSs and/or NTWs, you can use standard structures as templates.. Internal. 1.. 10. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(19) PLM210. Lesson: Introduction. Lesson Summary You should now be able to: • Explain the main differences between work breakdown structures and networks • Cite the reasons for the assignment of networks to PSP elements. • Identify different options for creating projects structures. •. Use. Partner. •. For more information about mySAP PLM and my SAP ERP as well as other key functional areas, refer to the SAP literature under www.sap-press.de. For more information about mySAP PLM and mySAP ERP, see SAP Service Marketplace (www.service.sap.com) using the quick links PLM and ERP.. Internal. Only. Related Information. SAP. SAP Only. Internal. Use. Partner. 2006/Q2. © 2006 SAP AG. All rights reserved.. 11.

(20) Unit Summary. PLM210. Unit Summary You should now be able to: • Explain the main differences between work breakdown structures and networks • Cite the reasons for the assignment of networks to PSP elements. • Identify different options for creating projects structures. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 12. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(21) Partner. SAP. SAP. Use. Partner Only. Internal. Use. Only. Internal.

(22) Partner. SAP. SAP. Use. Partner Only. Internal. Use. Only. Internal.

(23) Unit Summary. PLM210. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 13. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(24) Unit Summary. PLM210. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 14. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(25) Unit 2 Unit Overview. Partner. This unit discusses the creation of work breakdown structures, their most important characteristics, and Customizing settings. Different processing options will be demonstrated using the Project Builder. Finally in this lesson you will learn how to create standard work breakdown structures and how to use them as templates.. Use. Unit Objectives After completing this unit, you will be able to:. SAP Use Internal. •. Unit Contents Lesson: Customizing Work Breakdown Structures.............................. 17 Exercise 2: Customizing Work Breakdown Structures ..................... 25 Lesson: Creating and Working with Work Breakdown Structures ............. 32 Exercise 3: Work Breakdown Structures ..................................... 47 Lesson: Standard Work Breakdown Structures.................................. 61 Exercise 4: Creating Standard Work Breakdown Structures .............. 63. 2006/Q2. © 2006 SAP AG. All rights reserved.. 15. Only. • •. Partner. • •. Make settings in Customizing for work breakdown structures, in particular for project profiles and editing masks Define and employ user statuses and user fields Use options for creating and editing work breakdown structures (Project Builder, network graphic) Assign different objects for detailing and documentation to WBS elements Use the tools for optimized data maintenance (validation, substitution, and mass change) Create a standard work breakdown structure. SAP. •. Internal. Only. Work Breakdown Structures.

(26) Unit 2: Work Breakdown Structures. PLM210. Partner. Only. Internal Use. Figure 4: Project Definition and Work Breakdown Structure. SAP. SAP Only. Internal. Use. Partner. 16. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(27) PLM210. Lesson: Customizing Work Breakdown Structures. Lesson: Customizing Work Breakdown Structures Lesson Overview This lesson deals with important settings in Customizing of the Project System for creating and working with work breakdown structures.. Lesson Objectives. Only. •. Business Example. Project Profile. Use. Only. Internal. Partner. You must assign a project profile to the project when you create a work breakdown structure. The project profile is the most important profile for the work breakdown structure. It contains default values and profile data for the project. When you create a work breakdown structure, the system saves the project profile in the project definition. When you edit the work breakdown structure, you can change the default values provided by the project profile. Values for the project profile are maintained in Customizing for the Project System. The project profile is divided into four sections (for a better overview): control, organization, planning board/dates, and controlling.. SAP. SAP. To create work breakdown structures in SAP Project System (SAP PS), you must have already made certain settings in Customizing. You create certain project profiles, user statuses, and editing masks that will later control the attributes and identification of your projects.. Use. Partner. •. Make settings in Customizing for work breakdown structures, in particular for project profiles and editing masks Define and employ user statuses and user fields. Internal. After completing this lesson, you will be able to:. 2006/Q2. © 2006 SAP AG. All rights reserved.. 17.

(28) Unit 2: Work Breakdown Structures. PLM210. The various fields in the project profile are dealt with in more detail in the appendix.. SAP Use Internal. In the Special Characters table, you specify the possible special characters for use in editing masks, and you also specify the following for the project coding: whether coding must be used, how long the key should be, and whether this length is compulsory. Furthermore, you can define a special character to be used as input help. If you enter special characters that have been defined for your project in Customizing. 18. © 2006 SAP AG. All rights reserved.. 2006/Q2. Only. Coding masks serve as a display option for complex project numbers. They can also be used to derive the hierarchy of a work breakdown structure from the numbers of their WBS elements. In the Project Coding Mask table in Customizing, you define the appearance of the coding masks in the Project System. The way it is set up depends on the first characters of the project number. These characters serve as keys for coding projects. You can create a mask for each key you want to use when coding a project. The following characters are available for editing and structuring project numbers: X for alphanumeric characters, 0 for numeric characters and special characters. In addition, you can maintain blocking indicators for standard structures (LkS) and operative structures (Lck). It is not possible to create new projects with this coding key if you maintain a blocking indicator.. Partner. Editing Masks. SAP. When you create a work breakdown structure using a template, you can use a checkbox to decide where the data for the new project will come from. You can transfer the data from the profile of the template project, from the template project itself, or from another profile you enter for the new project.. Use. Partner. Only. Internal. Figure 5: Project Profile.

(29) PLM210. Lesson: Customizing Work Breakdown Structures. in the WBS Element field, the system transfers the number of the superior WBS element to this field. If this is the top WBS element in the project hierarchy, the system transfers the number of the project definition. You need to modify the number just so it differs from the number that was transferred. Using another indicator, you can define a temporary place holder for automatically determining a project number. This placeholder is used only if an unused (free) project number cannot be determined automatically.. Use. Partner. Only. Internal Partner. Use. SAP. SAP. Internal. Figure 6: Project Coding Masks and Special Characters. Only. Hint: Please note that, even though you can make additions to the coding masks later, you cannot take anything away if WBSs have been created already using this project coding mask.. Status A project is not static, but rather has a life cycle with a beginning and an end. During this time, various business transactions change the project. For example, you can plan, post costs, and settle. You can document the current status of a project with status management. The status determines which business transactions are permitted and which are prohibited in the system. System statuses have been set up by the SAP system to control primary business activities. You cannot change them. You can, however, define your own user statuses to attain a greater level of detail. You must. 2006/Q2. © 2006 SAP AG. All rights reserved.. 19.

(30) Unit 2: Work Breakdown Structures. PLM210. always define a user status within a status profile. Therefore, you must always create a status profile for an object type in Customizing before you can define the user status in the status profile. You can enter your user statuses in the status profile and define which business transactions are permitted or prohibited. You can also specify the sequence in which user statuses should occur. A user status can be set or deleted manually for several WBS elements at the same time. Individual status profiles can be defined for project definitions and WBS elements. If a status profile has not yet been defined in the project profile, you can still specify in the application which status profile should be used the first time you set a user status.. Use. Partner. Only. Internal. Internal. Example: A WBS element has the system status Created, which permits, among other things, the business transaction Material Order. However, you can now set a user status such as Quotation, which prohibits purchase orders being created. You must already have defined a suitable status profile in Customizing for Project System. It is possible to permit a transaction, but to have the system issue a warning at the same time. In this case, you can decide whether the business transaction that triggered the warning should be executed. The status log contains information as to which status permits the transaction with a warning.. 20. © 2006 SAP AG. All rights reserved.. 2006/Q2. Only. The current combination of all statuses of an object determines which business transaction you can carry out. You can define the user status yourself if you want to control at what time certain business transactions are allowed. A user status enhances the existing system status.. Partner. Use. SAP. SAP. Figure 7: System and User Status.

(31) PLM210. Lesson: Customizing Work Breakdown Structures. Partner Use. Only. Internal. •. Partner. • • •. Define the descriptions of user statuses and document their functions using a corresponding long text. Define the order in which user statuses can be set using a status number. Define the initial status that is set automatically when you create an object. Define that the system automatically sets the corresponding user status when carrying out specific business transactions. Permit or prohibit certain business transactions if a certain user status is active.. SAP. •. You must create a status profile for certain types of objects. In the Project System, these objects include project definition, WBS element, network header, and network activity. Make the settings required for defining the user status within the status profile.. Use. SAP. Only. Internal. Figure 8: Status Function. 2006/Q2. © 2006 SAP AG. All rights reserved.. 21.

(32) Unit 2: Work Breakdown Structures. PLM210. Partner. Only. Internal. Figure 9: Status Profile. © 2006 SAP AG. All rights reserved.. 2006/Q2. SAP Use Internal. Only. 22. Partner. You can enter specific data in user-defined fields for every WBS element. The system provides two text fields 20 characters long, two text fields 10 characters long, two quantity fields with quantity units, two value fields with currency units, two date fields and two checkboxes. The field key determines the name of the respective user field, and specifies whether it is ready for input. If you change the field key for the WBS element, the name of the user-defined field itself changes, but the contents of the field stays the same. If you evaluate user-defined fields in the information system and use different field keys, this can cause confusion and lead to misinterpretation (due to the different names of the user-defined fields). You define field keys in PS Customizing. You can define a user exit that enables you to develop your own special checks for user-defined fields. If the user-definable fields available do not satisfy your requirements, you can use a user exit to develop additional fields for WBS elements and the project definition.. SAP. User Fields and Settings on the User Interface. Use. In the example above it is possible to set the user status LOB (lock original budget) in two ways: either manually or automatically as a follow-up action when creating an original budget. If this user status is set, a warning is issued by the system when the original budget is changed..

(33) PLM210. Lesson: Customizing Work Breakdown Structures. Use. Partner. Only. Internal. Figure 10: User Fields and Field Keys. SAP Use Internal. 2006/Q2. © 2006 SAP AG. All rights reserved.. 23. Only. In the standard system, the detail screens for work breakdown structure elements (such as Basic Data, Control, User Fields) each appear as a tab page. Flexible detail screens enable you to show, hide, and define titles for individual tab pages, and display symbols for tab pages. You can define up to five detail screens for each tab page. The flexible detail screens created refer to a project profile. You have two options: If you create the detail screens within the application, the detail screens are user-specific; if you create them within Customizing for Project System, they are valid for all users. If you do not want to redefine all of the tab pages, copy the SAP standard default values or the Customizing settings to the tab pages and change these settings according to your needs. You can define your own detail screens in Customizing; your detail screens are then included in the tab pages.. Partner. In Customizing for the PS, use field selection to define which fields for project definition and WBS elements are displayed at all, which of them are ready for input, and which, if necessary, are required entry fields. You can completely hide fields that you do not need. By defining the field selection depending on influencing fields such as the project profile, for example, you can set different fields to be displayed and ready for input for projects with different project profiles.. SAP. To make users' work with the project structures as simple as possible and to avoid incorrect entries, you can adjust the display of different objects according to requirements..

(34) Unit 2: Work Breakdown Structures. PLM210. Only. Use. Partner. Internal. Table controls are used for displaying WBS elements. This means that you can manipulate the layout of these overviews. You can change the sequence in which columns appear and the width of columns. Using the Table settings function in the upper-right part of the table control, you can personalize the basic settings delivered with the system in a table and save them as variants. You can create as many variants for a table as you want. To adapt the layout of a table control for all users, you can use the administration function for table control settings. Using the administration function, you can also hide columns, define the number of set columns, and configure the separator for the table control. The administration function can turn a display variant of the table control into a standard setting and ensure that this variant appears for all users of each table control when they start the transaction as a basic setting.. SAP. SAP Only. Internal. Use. Partner. Figure 11: Settings on the User Interface. 24. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(35) PLM210. Lesson: Customizing Work Breakdown Structures. Exercise 2: Customizing Work Breakdown Structures Exercise Objectives. Only. Create a suitable project profile in Customizing and adapt the data of your person responsible. Optional: Check the coding masks for elevator projects.. SAP Use. Create the project profile GR## with the description GR## Sales Projects by copying the profile 1004, Elevator Model Group 4, in Customizing for the Project System.. 2.. Change the project profile you created so that the following statements are true:. 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. Project summarization is carried out using the master data of WBS elements. Continued on next page. 2006/Q2. © 2006 SAP AG. All rights reserved.. 25. Only. Internal. The end user can create only one WBS element on the highest level of the WBS when using this project profile.. Partner. 1.. SAP. Hint: In the following exercises, ## refers to your group number (## = 01, 02, and so on).. Use. Task: Customizing Work Breakdown Structures. You define a project profile in Customizing for the Project System that you will later use for the work breakdown structures in your sales projects.. Internal. Business Example. Partner. After completing this exercise, you will be able to: • Define a project profile in Customizing for the Project System.

(36) Unit 2: Work Breakdown Structures. PLM210. The profile 130000000001 IDES Scheduling Forward is used for scheduling the WBS. Budgeting individual fiscal years is possible (Budget Profile 130001).. 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 user.. 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?. Use. Partner. 3.. Internal. Only. All other settings in the project profile should match the settings in the template. Save your changes.. SAP. SAP Only. Internal. Use. Partner. 26. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(37) PLM210. Lesson: Customizing Work Breakdown Structures. Solution 2: Customizing Work Breakdown Structures Task: Customizing Work Breakdown Structures. Hint: In the following exercises, ## refers to your group number (## = 01, 02, and so on). Create the project profile GR## with the description GR## Sales Projects by copying the profile 1004, Elevator Model Group 4, in Customizing for the Project System. a). To access Customizing, enter transaction code SPRO or choose SAP Menu → Tools → Customizing → IMG → Execute Project. To get to Customizing for the Project System, choose SAP Reference IMG.. Use. Partner. 1.. Internal. Only. Create a suitable project profile in Customizing and adapt the data of your person responsible. Optional: Check the coding masks for elevator projects.. Project System → Structures → Operative Structures → Work Breakdown Structure (WBS) → Create Project Profile. Use. 2.. Change the project profile you created so that the following statements are true:. 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. Project summarization is carried out using the master data of WBS elements. Continued on next page. 2006/Q2. © 2006 SAP AG. All rights reserved.. 27. Only. Internal. The end user can create only one WBS element on the highest level of the WBS when using this project profile.. Partner. 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 (Enter).. SAP. SAP. To copy the project profile, choose.

(38) Unit 2: Work Breakdown Structures. PLM210. The profile 130000000001 IDES Scheduling Forward is used for scheduling the WBS. Budgeting individual fiscal years is possible (Budget Profile 130001).. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. Continued on next page. 28. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(39) PLM210. Lesson: Customizing Work Breakdown Structures. 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:. Only. Only One Root. x. Proj. summ. MastDa. x. Substitution WBS Elements. PSSUB01. 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. SAP. CP. SAP. Proj. Type. Use. Field Value. Internal. Field Name. Partner. Control tab page. Leave the other fields as they are. Internal. Field Name. Field Value. WBS sched. profile. 130000000001 (IDES Scheduling forwards). Leave the other fields as they are. Field Name. Field Value. Budget Profile. 130001. Only. Controlling tab page. Leave the other fields as they are Choose Save. To exit, choose Back twice. Continued on next page. 2006/Q2. © 2006 SAP AG. All rights reserved.. Partner. Use. Plg Board/Dates tab page. 29.

(40) Unit 2: Work Breakdown Structures. 3.. PLM210. 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 user. a). Choose Project System → Structures → Operative Structures → Work Breakdown Structure (WBS) → Specify Persons Responsible for WBS Elements.. 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). In Customizing, choose Project System → Structures → 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.. SAP. In Customizing, choose Project System → Structures → Operative Structures → Work Breakdown Structure (WBS) → Project Coding Mask → Define Special Characters for Projects.. Only. Internal. 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.. Partner. Use. b). SAP. Use the key E for elevator projects. You can use this key in operative and standard projects. To exit the transaction, choose Back.. Use. Partner. 4.. Internal. Only. Find the person responsible for your group number ## and enter your SAP user PLM210-## in the Office User field. Save your changes. To exit, choose Back.. 30. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(41) PLM210. Lesson: Customizing Work Breakdown Structures. Lesson Summary You should now be able to: • Make settings in Customizing for work breakdown structures, in particular for project profiles and editing masks • Define and employ user statuses and user fields. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 2006/Q2. © 2006 SAP AG. All rights reserved.. 31.

(42) Unit 2: Work Breakdown Structures. PLM210. Lesson: Creating and Working with Work Breakdown Structures Lesson Overview. Only. Lesson Objectives. Partner Use. You create a project definition automatically when you create a work breakdown structure. A project definition defines an objective to be achieved within a project. In this way, you retain the idea that is behind the project. It is not necessary at this point to create WBS elements or individual activities. The project definition is the framework for all objects within a project in later planning phases. The project definition contains default values and profile data for WBS elements, for example, assignments to particular organizational units in the SAP system. Default data is transferred to new WBS elements you create for this project. The basic dates for the entire project and the planning parameters for costs, budget, and dates are stored at the project definition level. Caution: A project definition is not an account assignment object (that is, you cannot post to it).. 32. © 2006 SAP AG. All rights reserved.. 2006/Q2. Only. Internal. Creating Work Breakdown Structures. Partner. To familiarize yourself firstly with how to create and work with work breakdown structures, create a simple project. For this, use the Customizing settings that you made previously. To optimize the maintenance of your project data, consider how mass changes, substitutions, and validations can be used.. SAP. Business Example. • •. Use options for creating and editing work breakdown structures (Project Builder, network graphic) Assign different objects for detailing and documentation to WBS elements Use the tools for optimized data maintenance (validation, substitution, and mass change). Use. •. SAP. After completing this lesson, you will be able to:. Internal. A work breakdown structure (WBS) is the basis for organizing a project. This lesson discusses the structure and fundamental characteristics of the objects in a work breakdown structure. You will become familiar with different ways to maintain work breakdown structures and tools for optimized data maintenance..

(43) PLM210. Lesson: Creating and Working with Work Breakdown Structures. WBS elements form the operative basis of a work breakdown structure. Planned and actual values are stipulated for them and aggregated to them. The work breakdown structure consists of WBS elements and their hierarchical order. The graphic “Project Definition and Work Breakdown Structure” at the beginning of this unit shows the structure of a project consisting of project definition and WBS elements.. Only. In addition to the transactions above, you can also use the structure information system to make changes to existing work breakdown structures. You can also use the information system to create new objects.. SAP Use Internal. 2006/Q2. © 2006 SAP AG. All rights reserved.. 33. Only. In the quotation phase of a project, you can simulate projects using simulation versions, even if an operative project does not yet exist. It is possible to plan several simulation versions. You can then decide which version is the most suitable to transfer to an operative project. Simulation versions are discussed in the “Versions” lesson.. Partner. Assembly processing is another indirect method of generating a network or a WBS from a sales order, for example.. SAP. One example of how to create a work breakdown structure indirectly is to call up the Create Network transaction with a standard network as a template. If this standard network is assigned to a standard work breakdown structure, you can create a work breakdown structure when you save the network you created. Similar to standard work breakdown structures, standard networks are project-neutral network structures that can be used as a template for creating other standard networks or operative networks.. Use. Partner. A standard work breakdown structure is a neutral work breakdown structure that can be used more than once and serves only as a template for creating operative work breakdown structures.. Internal. There are many options for creating work breakdown structures in the SAP Project System (SAP PS) The Project Builder, Structure Planning, Project Planning Board, and Create Work Breakdown Structure are transactions in SAP PS, with which a work breakdown structure can be created. When you create a new work breakdown structure, you can use an existing work breakdown structure, the subhierarchy of a project, or a standard work breakdown structure as a template. You can also include the templates in an operative work breakdown structure at a later stage..

(44) Unit 2: Work Breakdown Structures. PLM210. Use. Partner. Only. Internal. Figure 12: Different Ways of Creating Work Breakdown Structures. SAP Use. •. WBS elements for which you want to plan costs are flagged as planning elements. WBS elements to which you want to post actual costs are flagged as account assignment elements. WBS elements for which you want to plan or post revenues are flagged as billing elements.. Other indicators for functions used by WBS elements while realizing a project are statistical and grouping WBS element. The Statistical indicator specifies whether a WBS element is used for statistical purposes only or whether it works with real costs. You can specify that a WBS element is statistical only if it is an accounting element or a billing element. You use grouping WBS elements to group the material requirements for components kept in project stock in one or more projects on one WBS.. 34. © 2006 SAP AG. All rights reserved.. 2006/Q2. Only. Internal. • •. Partner. WBS elements are the structure elements of the work breakdown structure. A WBS element describes a task or a partial task that can be divided. Use operative indicators to define the characteristics of a Controlling element, and to specify what tasks will be performed by the WBS element when the project is being executed:. SAP. Structure of a Work Breakdown Structure.

(45) PLM210. Lesson: Creating and Working with Work Breakdown Structures. Use. Partner. Only. Internal. SAP Use. Only. Internal. Partner. If you want to edit large projects and you need to create numerous WBS elements with complex project numbers, the system can help you derive the project hierarchy. To be able to derive the hierarchy from the keys defined for the WBS elements, you must have defined an appropriate project coding mask in Customizing. After you have defined a project coding mask, you can create WBS elements in a project one after the other without worrying about the correct hierarchy level. You can enter all WBS elements in level 1. The system then derives the individual levels of the WBS elements from the project coding mask. The WBS element with the shortest number is created on level 1. The remaining WBS elements are arranged in the lower hierarchy levels depending upon their numbers and the number of special characters.. SAP. Figure 13: WBS Element Indicators. 2006/Q2. © 2006 SAP AG. All rights reserved.. 35.

(46) Unit 2: Work Breakdown Structures. PLM210. Use. Partner. Only. Internal. SAP Internal. 36. © 2006 SAP AG. All rights reserved.. 2006/Q2. Only. The hierarchy graphic enables you to display a work breakdown structure yet change the individual WBS elements in detail, or add additional WBS elements. You can change the operative indicators for individual WBS elements quickly and easily in the hierarchy graphic. To do this, double-click on the corresponding fields below the name of a WBS element. You can change the project hierarchy by separating WBS elements or subtrees from the project hierarchy and, if necessary, arrange them in the project hierarchy again or move subtrees within the project hierarchy. You can also delete WBS elements in the hierarchy graphic.. Partner. Use. If you do not want to derive the hierarchy structure, enter the required level in the project hierarchy when you create the WBS elements. You can change the hierarchy level of WBS elements at a later point in time.. SAP. Figure 14: Derivation of the WBS Hierarchy Structure.

(47) PLM210. Lesson: Creating and Working with Work Breakdown Structures. Use. Partner. Only. Internal. SAP. •. 2006/Q2. © 2006 SAP AG. All rights reserved.. 37. Only. Internal. • • •. Milestones, which you can use, for example, to plan and follow the progress of a project Billing plans to plan and schedule revenues Documents and texts to give more precise specifications for a WBS element Project team to use persons from this team when distributing work at the activity level Investment program items to manage and distribute a budget at a level higher than the project. Partner. •. You can assign objects to WBS elements to carry out additional functions that may be in other applications of the SAP system. Examples include:. SAP. Detailing Options. Use. Figure 15: Hierarchy Graphic.

(48) Unit 2: Work Breakdown Structures. PLM210. Use. Partner. Only. Internal. SAP Use. Only. Internal. Partner. Milestones are events that are of particular significance or interest to the project flow. They are assigned to individual WBS elements or activities (see the “Creating and Working with Activities and Networks” lesson). Milestones can be used in both operative WBSs and standard WBSs. Milestones are created either manually or by copying from a standard milestone. If you wish, you can also include a group of milestones. A milestone group is made up of several standard milestones. It is created in Customizing for Project System, and individual standard milestones are assigned to the group. Standard milestones can be used only to copy from (in other words, they cannot be used in the operative process). Milestones you created for WBS elements have various tasks.. SAP. Figure 16: Assigned Objects. 38. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(49) Lesson: Creating and Working with Work Breakdown Structures. Internal. Figure 17: Milestones in the WBS. The Sales Document Date indicator gives you the option of linking a milestone with a date in the billing plan. When you reach a milestone, the system transfers the actual date of the milestone to the billing plan.. SAP. Tools for Data Maintenance. Internal. 2006/Q2. © 2006 SAP AG. All rights reserved.. 39. Only. During complex and extensive projects, it is often necessary to change large amounts of master data or assignments. You can use the mass change function to make cross-project changes to fields pertaining to project definitions, WBS elements, networks, activities, activity elements, milestones, and relationships. However, the SAP system makes the changes only if the corresponding prerequisites have been fulfilled, or the business activity is allowed and you have the appropriate authorization. The same authorization objects as for individual changes are used for mass changes. If the system cannot change a field value in a WBS element, it does not carry out the changes in this WBS element. However, if you want to include other WBS elements or networks in your selection for mass changes, and if errors do not occur there, the system carries out the changes in these projects.. Partner. Use. Milestone trend analysis is a simple way to monitor dates in a project. In this analysis, milestone dates are compared at various report times.. SAP. In progress analysis, the milestone technique is one way to measure the earned value. Each milestone corresponds to a percentage of work completed in an activity or a WBS element.. Use. Partner. Only. PLM210.

(50) Unit 2: Work Breakdown Structures. PLM210. Caution: If you make a mass change, remember that this might mean that many objects will be changed simultaneously. In many cases, you cannot undo the changes made. For this reason, always be particularly careful when you use this transaction.. SAP. SAP. When you make a mass change, you can select and change data in a variety of ways. You can carry out a mass change without viewing it first or you can check the planned changes ahead of time in a tabular view and carry out the change there. In both cases, you can decide whether the SAP system is to replace all values of the corresponding field with the new value or only a certain value. In the case of numeric fields, you can calculate the new field value using a formula from the old field value.. Use. Partner. To carry out a mass change that pertains to more than one project you can use the structure info system or the transaction for mass changes in the Project System. In these cases you can carry out the mass changes online or plan them as background jobs. You can test the extent of your changes before you actually make a mass change. A log of the changes is issued for each mass change. The log can be saved and analyzed later.. Internal. Only. You can carry out a mass change that refers to a single project quickly and easily in the Project Builder, in the project planning board, or in structure planning. When you save the project the system saves the changes.. Only. Internal. Use. Partner. 40. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(51) PLM210. Lesson: Creating and Working with Work Breakdown Structures. Use. Partner. Only. Internal. SAP. SAP. Figure 18: Mass Change. The table form for mass changes has several advantages compared to the simple transaction:. Use Internal. •. •. You can show the old values of object fields (for example, the Company Code field for the object WBS Element). In this way you can check the individual changes before you carry them out. Objects can be selected manually or by entering conditions (for example, select all WBS elements that are in company code 1000 or 2000). Only selected objects are changed. As long as you are still in the tabular view, you can undo the planned changes.. Partner. •. Only. 2006/Q2. © 2006 SAP AG. All rights reserved.. 41.

(52) Unit 2: Work Breakdown Structures. PLM210. Use. Partner. Only. Internal. Figure 19: Mass Change Table. © 2006 SAP AG. All rights reserved.. 2006/Q2. SAP Use Internal. Only. 42. Partner. You can trigger substitution for a project manually, or the system can carry it out automatically when you save a project. In Customizing for the Project System, you can define default values for substitution in the project profile (or network profile). Using an additional indicator in the project profile, you define whether the system. SAP. Using substitution you can replace values in master data fields for project definitions, WBS elements, network headers, and activities. However, replacing field values may have other prerequisites than those for mass changes. If the responsible person is “Morris” for example, the cost center “4290” is substituted (set). You can set more than one value at the same time using substitution. A substitution can be composed of more than one step. These steps can be carried out one after the other so that replacing the different fields can be connected with different prerequisites..

(53) PLM210. Lesson: Creating and Working with Work Breakdown Structures. should carry out a substitution when saving the WBS. You define the substitution rules in Customizing for the Project System as well. A substitution step is composed of a prerequisite and substitution values: •. Prerequisite. Only. •. Substitution value(s). Partner. The substitution value is a numeric value or an alphabetic string, which replaces the specified value(s). You can replace multiple values for each substitution step. Furthermore, you can use user exits for substitution. With these user exits, you can calculate values and replace them in substitutions and rules.. Internal. In the prerequisite you define which conditions must be fulfilled for carrying out a substitution. If the prerequisite is not fulfilled (FALSE), the transaction continues without substitution. If the prerequisite is fulfilled (TRUE), the transaction continues with the substituted value(s). The prerequisites used can be composed of a simple statement or a complex statement combination and rules.. Use. SAP. SAP Only. Internal. Use. Partner. Figure 20: Substitution. When you enter data in the SAP system, it is checked against tables and master data. Validation gives you the opportunity to check project definition entries, WBS elements, network headers, and activities in a way that is not included in the standard SAP system. For example, you can check if the Billing Element indicator is set on. 2006/Q2. © 2006 SAP AG. All rights reserved.. 43.

(54) Unit 2: Work Breakdown Structures. PLM210. Only. •. Prerequisite. •. Check During the check, the values selected using the prerequisite are checked. If the check statement is true, the transaction is carried out. If the check statement is false, the system issues a message.. SAP Use. Validation messages. Only. Internal. The system issues the message if the prerequisite has been fulfilled but the check has not been fulfilled. You can define messages (information, warnings, error messages) that are shown. You can create a long text for each message by using up to four variables to integrate field values from the validated object.. Partner. •. SAP. Prerequisites and checks are defined using Boolean logic. You can define simple logical statements or you can define very complex statements as well using rules and user exits in your logical formulas.. Use. Partner. The values to be checked are selected using the prerequisite. If a value is not selected for checking (if the prerequisite is not fulfilled), the value is valid and the transaction is carried out.. Internal. the first level of the hierarchy and whether the project has the project type Customer project. If validation indicates that a statement is incorrect, the system will respond by issuing a warning, an error message, or information. A validation can be composed of more than one step so that you can check various fields and value combinations using one validation. Analogous to substitution, you can enter default values for a validation in Customizing for the Project System in the project profile (or the network profile) and you can decide if validation should be carried out automatically when you save a project. In this way, you can prevent incorrect work breakdown structures (WBSs) from being saved. You define validations in Customizing for the Project System as well. A validation step is composed a prerequisite and a check:. 44. © 2006 SAP AG. All rights reserved.. 2006/Q2.

(55) PLM210. Lesson: Creating and Working with Work Breakdown Structures. Use. Partner. Only. Internal. Tips for Work Breakdown Structures. Use. • • • • • •. WBS elements belong to one project definition; they cannot be assigned to any other one. Use coding masks for formatting the project number. Define coding masks early on and lock them, if required. If possible, use templates when creating your projects. Specify who is responsible for the various WBS elements. Do not use more than 10,000 WBS elements (otherwise, system performance will suffer).. The quality of system performance depends on many factors. For advice on improving performance in Project System, see SAP Notes 41269 and 206264 in the note database.. 2006/Q2. © 2006 SAP AG. All rights reserved.. 45. Only. Internal. Hint:. Partner. The work breakdown structure is the operative basis for further planning in projects. A work breakdown structure consists of a project definition and WBS elements with hierarchical relationships.. SAP. SAP. Figure 21: Validation.

(56) PLM210. 46. 2006/Q2. Use. Partner. Only. Internal. Unit 2: Work Breakdown Structures. SAP. SAP Only. Internal. Use. Partner. © 2006 SAP AG. All rights reserved..

(57) PLM210. Lesson: Creating and Working with Work Breakdown Structures. Exercise 3: Work Breakdown Structures Exercise Objectives After completing this exercise, you will be able to: • Create work breakdown structures using the Project Builder • Use tools for optimized data maintenance. Only. Task 1: Creating a Work Breakdown Structure in the Project Builder. Use Internal. 2.. Using Drag&Drop in the Project Builder, add the WBS element E-98## to your project. Choose for example Gr## as the description.. 3.. Add the WBS elements E-98##-1 Engineering/Design, E-98##-1-1 Mechanical Engineering and E-98##-1-2 Electrical Engineering to the table overview. To avoid typos, use the entry aid @. Do not pay attention to the WBS element level yet.. 4.. Enlarge your work breakdown structure by adding WBS elements for procurement and assembly below the WBS element E-98## 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.. 5.. Derive the structure of your work breakdown structure using the selected identification of the WBS elements and the coding mask used.. Continued on next page. 2006/Q2. © 2006 SAP AG. All rights reserved.. 47. Only. Create a project with the identification E-98## and the description Elevator Gr## manually, without a template, and using the project profile you already created GR## Sales Projects in the Project Builder.. Partner. 1.. SAP. SAP. 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.. Use. Partner. You will become familiar with handling work breakdown structures using a simple project, the building of an elevator. For this you will manually create a work breakdown structure in the Project Builder and process it using various tools.. Internal. Business Example.

(58) Unit 2: Work Breakdown Structures. 6.. PLM210. 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.. Task 2: Detailing a Work Breakdown Structure. Only Partner SAP Use Internal. 3.. Create your own PS text for the Text Type02 General comment with the description Project ## to define a specification of your elevator at the highest WBS element. Use the Microsoft Word interface to create a text.. 4.. Using the document overview, create a link from WBS element E-98## to documents in the document management system. Use for example 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.. Task 3: Tools Use substitutions and validations to change or check your project data. 1.. Store in the Project Builder the people responsible 21 and ## in different WBS elements of your project E-98##. Adapt the tabular display beforehand according to the responsibilities of the WBS elements, so that you can analyze and maintain the people and cost centers responsible jointly. Save these table Continued on next page. 48. © 2006 SAP AG. All rights reserved.. 2006/Q2. Only. Use a milestone (Use: 00001 Project Idea) 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.. Partner. 2.. SAP. In the Project Builder, store 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. In the top WBS element of your project, enter the field key 0000001 and then values for the user fields from this WBS element.. Use. 1.. Internal. You can add more detail to your project in the Project Builder by defining characteristics for WBS elements, storing additional information in user fields, 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..

(59) PLM210. Lesson: Creating and Working with Work Breakdown Structures. settings in a variant Group ##. You should be able to use these user-specific settings later, by default. Finally use the substitution PSSUB01 to determine the responsible cost center automatically. 2.. Optional: Test the validation PSVAL01 in the Project Builder. This validation checks whether WBS elements are flagged as billing elements on level 1 with the project type CP Customer Project. Deactivate the corresponding operative indicator from your top WBS element E-98## and then trigger validation.. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 2006/Q2. © 2006 SAP AG. All rights reserved.. 49.

(60) Unit 2: Work Breakdown Structures. PLM210. Solution 3: Work Breakdown Structures Task 1: 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. Create a project with the identification E-98## 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.. SAP Use. Field Value. Project Definition (Identification). E-98##. Project Definition (Description). Elevator GR##. Project Profile. GR## SD Projects. Partner. Field Name. Internal. To create a project definition, choose Project → New → Project (or the corresponding icon). Enter the following data:. Only. Confirm your entries by choosing Enter.. Continued on next page. 50. © 2006 SAP AG. All rights reserved.. SAP. 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).. Use. Partner. Choose SAP Menu → Logistics → Project System → Project → Project Builder.. Internal. Only. 1.. 2006/Q2.

(61) PLM210. Lesson: Creating and Working with Work Breakdown Structures. 2.. Using Drag&Drop in the Project Builder, add the WBS element E-98## to your project. Choose for example Gr## as the description. 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-98##. WBS Element (Description). GR##. Leave the other fields as they are. 3.. Add the WBS elements E-98##-1 Engineering/Design, E-98##-1-1 Mechanical Engineering and E-98##-1-2 Electrical Engineering to the table overview. To avoid typos, use the entry aid @. Do not pay attention to the WBS element level yet.. Use. WBS Element. Description. @1. Engineering/Design. @11. Mechanical Engineering. @12. Electrical Engineering. Partner. 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-98## 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. Continued on next page. 2006/Q2. © 2006 SAP AG. All rights reserved.. 51. Only. Internal. Choose WBS Element Overview. Enter the following data in the table overview:. SAP. SAP. a). Use. Partner. Confirm your entries by choosing Enter.. Internal. Only. a).

No results found