PLM210 Project Management Structures

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(1)PLM210 Project Management – Structures. Partner. Education Website. Use. SAP. Only. Internal. Date Training Center Instructors. SAP. Date: 2003/Q1 Course Duration: 3 Day(s) Material Number: 50059381. An SAP course - use it to learn, reference it for work. Only. Internal. Use. Partner. Participant Handbook.

(2) Copyright 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. 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.. Typographic Conventions. Only. Description. Example text. Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options.. Use. Partner. Type Style. Internal. The following typographic conventions are used in this guide.. SAP Use. 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. 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.. © 2003 SAP AG. All rights reserved.. iii. Only. Internal. Emphasized words or phrases in body text, titles of graphics, and tables. Partner. Example text. Example text. 2003/Q1. SAP. Also used for cross-references to other documentation both internal (in this documentation) and external (in other locations, such as SAPNet)..

(4) PLM210. Icons in Body Text The following icons are used in this handbook. Icon. Meaning For more information, tips, or background. Only. Exception or caution. Use. Partner. Procedures. Internal. Note or further explanation of previous point. Indicates that the item is displayed in the instructor’s presentation.. SAP. SAP Only. Internal. Use. Partner. iv. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(5) Contents Course Overview.............................................................................. vii. Unit 1: Introduction ............................................................................1 Introduction .................................................................................... 2. SAP. Activities and Networks .................................................................... 56. Unit 4: Claims, Versions .................................................................... 87 Claims ........................................................................................ 88 Versions ..................................................................................... 102. Unit 5: Assembly Processing .............................................................125 Assembly Processing ..................................................................... 126. Unit 6: Tools ..................................................................................155 Tools ......................................................................................... 156. Unit 7: Archiving .............................................................................179. Appendix 1: Additional Slides. .........................................................197. Glossary .......................................................................................221 Index ............................................................................................225. 2003/Q1. © 2003 SAP AG. All rights reserved.. v. Only. Archiving .................................................................................... 180. Partner. Use. Unit 3: Activities and Networks ........................................................... 55. SAP. Internal. Work Breakdown Structures .............................................................. 16. Use. Partner. Unit 2: Work Breakdown Structures ..................................................... 15. Internal. Only. Course Goals.................................................................................vii Course Objectives ...........................................................................vii.

(6) Contents. PLM210. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. vi. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(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) and learn 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. •. CA080 Project Management or PLM200 Project Management (successor to CA080) Basic business experience in the area of project management. Use. This course will prepare you to:. Partner. •. Internal. Recommended Knowledge SAPPLM mySAP PLM Solution Overview. Course Goals Use different options for creating and maintaining project structures Make the required Customizing settings. Only. • •. Course Objectives After completing this course, you will be able to: • • • •. 2003/Q1. Create and structure work breakdown structures Create and process activities and networks Make the relevant Customizing settings Create claims and versions. © 2003 SAP AG. All rights reserved.. SAP. •. vii.

(8) Course Overview. • • •. PLM210. Explain the function of and prerequisites for assembly processing Use different project management tools Archive project structures. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. viii. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(9) Unit 1 Only. Unit Objectives. Internal. Unit Overview. Partner. Introduction. This unit introduces you to different project management concepts. You will receive an initial overview of the structures in the SAP Project System.. Use. After completing this unit, you will be able to:. SAP. Explain the typical characteristics of projects Explain the main differences between work breakdown structures and networks. SAP. • •. Unit Contents. Use. Only. Internal. Partner. Introduction ............................................................................. 2 Exercise 1: Structures in the SAP Project System .............................. 11. 2003/Q1. © 2003 SAP AG. All rights reserved.. 1.

(10) Unit 1: Introduction. PLM210. Lesson: Introduction Lesson Overview. Lesson Objectives After completing this lesson, you will be able to: Explain the typical characteristics of projects Explain the main differences between work breakdown structures and networks. Use. Partner. • •. Business Example. SAP Use. The term Project is not specific to any particular industry and therefore covers different types of plans such as the following:. 2. R&D projects Make-to-order production Engineering projects Investment plans Maintenance IT projects. © 2003 SAP AG. All rights reserved.. 2003/Q1. Only. Internal. 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.. Partner. Introduction. SAP. You work in a company that is going to implement the SAP Project System to process particular plans. You are responsible for implementing the SAP Project System. Find out about the characteristics and requirements of projects in your company.. • • • • • •. Internal. Only. This lesson gives you a brief overview of the typical features, phases, and basic conditions of projects. You will get to know the most important features of the two SAP Project System (SAP PS) structures: work breakdown structure (WBS) and network. This lesson also contains tips on defining requirements and structuring projects..

(11) PLM210. Lesson: Introduction. Project Characteristics 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.. SAP. SAP. Use. Partner. Only. Internal. Figure 1: What is a Project?. Use. Only. Internal. Partner. 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.. 2003/Q1. © 2003 SAP AG. All rights reserved.. 3.

(12) Unit 1: Introduction. PLM210. Use. Partner. Only. Internal. Figure 2: Project Environment and Constraints. SAP. SAP. Projects are a balancing act between different demands and bottlenecks. For example, limited resources are available or the costs framework has been predefined. Projects can involve a high degree of risk for a company because costs are generally high and there is no guarantee that the projects will be completed.. Only. Internal. Use. Partner. 4. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(13) PLM210. Lesson: Introduction. Use. Partner. Only. Internal. SAP Use. Only. Internal. 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. 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. The various phases depicted above represent an ideal project flow. In practice, individual project phases can be left out, others may overlap or be carried out in parallel.. SAP. Figure 3: Phases of the Project Flow. 2003/Q1. © 2003 SAP AG. All rights reserved.. 5.

(14) Unit 1: Introduction. PLM210. In particular, the planning phase at the beginning of a project is very important for the future progress of a project. Here, the definition of requirements (for example, in the form of specifications) plays a large role. Hint: In the following, you will find some general rules for defining requirements:. Only Partner SAP. •. As a rule, network techniques are used for planning and controlling the process flow of projects.. Structures in the SAP Project System The demands placed on comprehensive project management that supports all phases of a project are covered in SAP R/3 by the SAP Project System. SAP Project System is part of mySAP Product Lifecycle Management (mySAP PLM) Program and Project Management, which covers more than project management. With Life-Cycle Profitability Analysis and Strategic Program Management, it also provides tools for creating cost forecasts for new products across your entire product life cycle, and for analyzing existing and planned. 6. © 2003 SAP AG. All rights reserved.. 2003/Q1. Only. Internal. •. 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). Partner. Use. Hierarchical structures are used to represent the structure of projects. They enable the following:. SAP. Ensure that all members of the project team are clear about the requirements.. Use. • •. Explicitly and clearly name the specific requirements. Have your customers confirm these requirements. If required, use graphics, charts, and models. Be realistic – you might be misunderstood. Be realistic – things might not go according to plan. If changes are requested, monitor the request date and requester, the reasons given for the changes, and the effects of the changes on the project flow and costs. Have the proposed changes confirmed. Always have a contingency plan ready.. Internal. • • • • • •.

(15) PLM210. Lesson: Introduction. product portfolios. Program and Project Management is a key functional area of the mySAP PLM solution, which contains functions for product-related business processes from the initial product concept, design, and engineering to production ramp-up, product change management, and service and maintenance.. Use. Partner. Only. Internal. SAP. SAP. Use Internal. 2003/Q1. © 2003 SAP AG. All rights reserved.. 7. Only. Successful project management requires that you structurally identify all processes necessary to the project and depict them in a structural and process-oriented way. SAP Project System provides you with basic data, standard structures, and templates, which simplify the process of creating and planning various projects. A clearly structured project and precisely described project goals build the basis for successful planning, monitoring, and control of your projects. 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.. Partner. Figure 4: mySAP PLM Program and Project Management.

(16) Unit 1: Introduction. PLM210. Use. Partner. Only. Internal. Figure 5: Basic Data of the SAP Project System. SAP Use Internal. 8. © 2003 SAP AG. All rights reserved.. 2003/Q1. Only. When activities are assigned to WBS elements, for example, the dates and costs defined in the individual activities are totaled (aggregated) at the WBS level and can be evaluated. Activity funds already assigned are checked against the budgets of the WBS elements. A project can consist of a work breakdown structure and, if necessary, several networks.. Partner. The 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 for 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.. SAP. 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 work breakdown structure is the operative basis for cost, revenue, and payment planning, time scheduling, and budget allocation in projects..

(17) PLM210. Lesson: Introduction. 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 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.. Only. •. • •. SAP. During this course, you will be shown many different ways of creating project structures. All of these options are shown in the following figure and will be looked at in succession in the course.. SAP. •. 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 structures/hierarchies during evaluations.. Internal. Hint: Generally, however, you should take the following recommendations into consideration when structuring your projects:. Only. Internal. Use. Partner. Figure 6: Structures of SAP PS. 2003/Q1. © 2003 SAP AG. All rights reserved.. 9.

(18) Unit 1: Introduction. PLM210. 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 a WBS from a sales order (see the "Assembly Processing" unit).. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 10. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(19) PLM210. Lesson: Introduction. Exercise 1: Structures in the SAP Project System Exercise Objectives. Only. Only Internal. 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 work breakdown structure reflects the structure of such projects, networks networks are used to represent the detailed processes. To plan and monitor costs, you can use WBSs and/or NTWs WBSs and/or NTWs. You plan and post revenues on work breakdown structures work breakdown structures. Budgeting is only possible for work breakdown structures work breakdown structures. However, by assigning one, or if required, more than one network network to a work breakdown structure 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 NTWs WBSs and/or NTWs. Time dependencies between individual tasks in a project can be planned by linking the activities of networks networks. To plan material and capacity requirements, you use networks networks. When you create WBSs and/or NTWs WBSs and/or NTWs, 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). Fill in the blanks in the text with WBS and/or NTW.. Fill in the blanks to complete the sentence.. 2003/Q1. © 2003 SAP AG. All rights reserved.. 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. 11.

(20) 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). Fill in the blanks in the text with WBS and/or NTW.. Only Partner SAP Use. Only. Internal. Partner. Consider the requirements of your projects.. SAP. Answer: work breakdown structure, networks, WBSs and/or NTWs, work breakdown structures, work breakdown structures, network, work breakdown structure, WBSs and/or NTWs, 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 NTWs. Time dependencies between individual tasks in a project can be planned by linking 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.. 12. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(21) PLM210. Lesson: Introduction. Lesson Summary You should now be able to: • Explain the typical characteristics of projects • Explain the main differences between work breakdown structures and networks. Related Information. Only. •. Use. Partner. •. There is a wealth of literature available about project management, without needing to mention any particular books, which can help you when you are processing and structuring your projects. For more information about the mySAP PLM e-business solution and some of its key functional areas, refer to the SAP literature under www.sap-press.de. For more information about mySAP PLM and, in particular, the topics Life-Cycle Profitability Analysis and Strategic Program Management, refer to the SAP Service Marketplace (www.service.sap.com) under the alias PLM or PS.. Internal. •. SAP. SAP Only. Internal. Use. Partner. 2003/Q1. © 2003 SAP AG. All rights reserved.. 13.

(22) Unit Summary. PLM210. Unit Summary You should now be able to: • Explain the typical characteristics of projects • Explain the main differences between work breakdown structures and networks. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. 14. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(23) Unit 2 Only. Unit Objectives. Internal. Unit Overview. Partner. Work Breakdown Structures. 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.. Use. After completing this unit, you will be able to:. SAP. Unit Contents Work Breakdown Structures ........................................................ 16 Exercise 2: Work Breakdown Structures ......................................... 39. 2003/Q1. © 2003 SAP AG. All rights reserved.. 15. Only. Internal. • • •. Partner. Use. •. 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. SAP. • •.

(24) Unit 2: Work Breakdown Structures. PLM210. Lesson: Work Breakdown Structures Lesson Overview. Only. Lesson Objectives • • •. SAP Use. Purpose and Setup of Work Breakdown Structures The work breakdown structure organizes your project in a hierarchical way and makes the structure of the project transparent. It enables you to define persons responsible and organizational affiliations. The work breakdown structure is the operative basis for further planning in projects. The focus here is on planning and monitoring costs, budgets, revenues, and basic dates. Networks and network activities are more suitable for planning resources and scheduling than work breakdown structures and work breakdown structure elements (WBS elements).. 16. © 2003 SAP AG. All rights reserved.. 2003/Q1. Only. Internal. To become familiar with the various options for work breakdown structures, create a simple project and make all the required settings in Customizing.. Partner. Business Example. SAP. • • •. 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. Use. Partner. 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. Using the Project Builder you will become familiar with the various editing options for work breakdown structures. Furthermore, you will learn how to make basic settings for work breakdown structures in Customizing for the Project System..

(25) PLM210. Lesson: Work Breakdown Structures. In the execution phase of the project, you can compare the planned data in reporting with the costs actually incurred or dates (actual dates), for example, at any time. 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.. Only. Use. Partner. Internal. Each WBS element can act as its own controlling object for which you can plan costs and revenues. You can transfer these costs and revenus to the WBS element by assigning the corresponding documents to the WBS element. By assigning orders to a WBS element, you can analyze order costs for the WBS element and check them against the WBS element budget.. SAP. SAP. 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 R/3 system. Default data is transferred to new WBS elements. 2003/Q1. © 2003 SAP AG. All rights reserved.. 17. Only. Internal. Use. Partner. Figure 7: What Is a Work Breakdown Structure Used For?.

(26) Unit 2: Work Breakdown Structures. PLM210. 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).. Only. Use. Partner. Internal. 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.. SAP. SAP. Use. Partner. Creating Work Breakdown Structures There are many options for creating work breakdown structures in the SAP Project System. The Project Builder, structure planning, the project planning board, and Create Work Breakdown Structure are transactions in the SAP Project System you can use to create a work breakdown structure. 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.. 18. © 2003 SAP AG. All rights reserved.. 2003/Q1. Only. Internal. Figure 8: Project Definition and Work Breakdown Structure.

(27) PLM210. Lesson: Work Breakdown Structures. 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. 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 project structure objects.. Only Partner SAP. SAP. 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 "Claims and Versions" lesson.. Use. Assembly processing is another indirect method of generating a network or a WBS from a sales order, for example. Assembly processing and standard structures are discussed in that lesson.. Internal. 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.. Only. Internal. Use. Partner. 2003/Q1. © 2003 SAP AG. All rights reserved.. 19.

(28) Unit 2: Work Breakdown Structures. PLM210. Use. Partner. Only. Internal. Figure 9: Different Ways of Creating Work Breakdown Structures. SAP Use. Partner Only. Internal. SAP. 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.. 20. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(29) PLM210. Lesson: Work Breakdown Structures. Partner. Only. Internal Use. Figure 10: Project Profile The various fields in the project profile are discussed in more detail in the appendix.. SAP Use Internal. 2003/Q1. © 2003 SAP AG. All rights reserved.. 21. Only. In the Special Characters table, you specify the special characters for WBSs, 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.. Partner. 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 upon 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 an indicator.. SAP. From SAP R/3 Enterprise on, you can determine (using a check box) from where the data for the new project should come when you create a project with a template. 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..

(30) Unit 2: Work Breakdown Structures. PLM210. If you enter special characters that have been defined for your project in Customizing in the WBS Element field, the system transfers the number of the superior WBS element to this field. If this is the first 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 coding cannot be determined automatically.. Use. Partner. Only. Internal. Internal. You have many options for creating and editing work breakdown structures (see figure "Different Ways of Creating Work Breakdown Structures"). The Project Builder offers you a clear and easy way to access the Project System. It is user-friendly and enables you to quickly and efficiently edit projects. You can create, display, or edit the WBS structure or networks in an integrated manner or individually in the Project Builder. You can easily maintain your project by using the Project Builder's context-sensitive menus, Drag&Drop feature, and the option to define an individual worklist or list of templates.. 22. © 2003 SAP AG. All rights reserved.. 2003/Q1. 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.. Partner. Use. SAP. SAP. Figure 11: Project Coding Masks and Special Characters.

(31) PLM210. Lesson: Work Breakdown Structures. Only. Use. Partner. Internal. The Project Builder is made up of a three-part editing window. In the upper-left corner you find the structure overview, in the lower-left corner the worklist, and to the right, a display and editing area. The structure tree displays selected project data of the current project and its hierarchical dependencies. You can store projects, networks, and WBS elements used most often and according to the user in the worklist. Furthermore, the worklist always displays a list of the five projects edited last. The templates suggest default objects for maintaining project structures. From these templates you can add new project elements to the project, and include operative project structures and standard project structures as templates. The work area displays the detail view for selected objects in the structure tree and enables you to directly access overviews of subordinate objects. You can edit individual project elements in the work area. To maintain WBS structures and networks, you can navigate quickly and efficiently in the Project Builder, between the various views (detail and overviews), graphics, and the project planning board.. SAP. SAP Only. Internal. Use. Partner. Figure 12: Project Builder You will find out more about the Project Builder in this lesson and in the next lessons of this course.. 2003/Q1. © 2003 SAP AG. All rights reserved.. 23.

(32) Unit 2: Work Breakdown Structures. PLM210. Structure of Work Breakdown Structures 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. With operative indicators you determine the controlling characteristics of a WBS element and define the tasks of the WBS element while realizing the project: •. Only. •. Partner. Use. 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.. Internal. •. 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.. SAP. SAP Only. Internal. Use. Partner. Figure 13: WBS Element Indicators. 24. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(33) PLM210. Lesson: Work Breakdown Structures. You can assign objects to WBS elements to perform additional functions, some of them in other components. Examples include: • • •. Use. Partner. •. Internal. Only. •. Milestones, which you can use 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. SAP. SAP. 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. 2003/Q1. © 2003 SAP AG. All rights reserved.. 25. Only. Internal. Use. Partner. Figure 14: Assigned Objects.

(34) Unit 2: Work Breakdown Structures. PLM210. 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 separators.. Use. Partner. Only. Internal. SAP. SAP. Use. 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.. 26. © 2003 SAP AG. All rights reserved.. 2003/Q1. Only. Internal. 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.. Partner. Figure 15: Derivation of the WBS Hierarchy Structure.

(35) PLM210. Lesson: Work Breakdown Structures. Use. Partner. Only. Internal. Figure 16: Hierarchy Graphic. SAP Use Internal. 2003/Q1. © 2003 SAP AG. All rights reserved.. 27. Only. System statuses have been set up by the SAP R/3 system and cannot be changed. They control the main business transactions. You can, however, define your own user statuses to attain a greater level of detail. You must 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.. Partner. 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. A status determines which business transactions are permitted and which are prohibited in the system.. SAP. Status.

(36) Unit 2: Work Breakdown Structures. PLM210. Use. Partner. Only. Internal. Figure 17: System Status and User Status. SAP Use. User status Set & Pass on User status Undo & Pass on. You can use these functions in all transactions and overviews apart from individual processing.. Internal. Example: A WBS element has the system status Created, which permits, among other things, the business transaction Create Purchase 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 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 about which status permits the transaction with a warning.. 28. © 2003 SAP AG. All rights reserved.. 2003/Q1. 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. • •. SAP. From SAP R/3 Enterprise on, you have the following additional options for project definitions and WBS elements in addition to the existing functions Set User Status and Reset User Status..

(37) Lesson: Work Breakdown Structures. Internal. Figure 18: Status Function. SAP. •. 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 automatically set when you create an object. Define that the system automatically sets the corresponding user status when carrying out a specific business transaction. 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. Partner. Only. PLM210. 2003/Q1. © 2003 SAP AG. All rights reserved.. 29.

(38) PLM210. Internal. Figure 19: Status Profile. SAP. Detailing Options. © 2003 SAP AG. All rights reserved.. 2003/Q1. Use Internal. Only. 30. 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 "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. 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.. Use. Partner. Only. Unit 2: Work Breakdown Structures.

(39) Lesson: Work Breakdown Structures. Internal. Only. PLM210. 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. Milestone trend analysis is a simple way to monitor dates in a project. In this analysis, milestone dates are compared at various report times.. © 2003 SAP AG. All rights reserved.. 31. Use Internal. Only. 2003/Q1. 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 check boxes. 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. 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. Figure 20: Milestones in the WBS.

(40) Unit 2: Work Breakdown Structures. PLM210. Use. Partner. Only. Internal. Figure 21: User-Defined Fields in WBS Elements. SAP. Only. Internal. Use. PS texts Documents from document management. Partner. • •. SAP. Complex projects require comprehensive documentation and the ability to make technical documents available to the appropriate parties. Along with the option of creating long texts for various objects using the SAPscript editor, you can assign the following documents to a WBS element:. 32. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(41) PLM210. Lesson: Work Breakdown Structures. SAP Use Internal. From Release 4.6C on, you can assign documents to your project directly via the Internet without access to the SAPGUI of an SAP system, or view documents you already assigned using a browser. To do so, use the Internet scenario "Creating Project Documents in the Web" with the service CNW4. Using this service you can work in the hierarchical project display using the. 2003/Q1. © 2003 SAP AG. All rights reserved.. 33. Only. Caution: You cannot assign either PS texts or documents to the project definition.. Partner. So that you can access various documents belonging to projects that were not created in the SAP R/3 system, such as CAD drawings, pixel graphics, contracts, SAP Project System uses the high-performance tool, the SAP R/3 Document Management System. You can create assignments to existing documents or create new documents within SAP Project System. In both cases you must have already set up the document management system (DMS) in SAP R/3.. SAP. You can enter PS texts for each WBS element (if necessary in multiple languages). At the same time, however, it is possible to use the same PS text several times in different work breakdown structures. You can create the texts in the SAP R/3 system using the SAPscript editor or with Microsoft Word. The texts are always saved in the SAP R/3 system, however. You can categorize PS texts into text types (for example, note, idea) and assign them in templates (standard WBS).. Use. Partner. Only. Internal. Figure 22: Project Documentation.

(42) Unit 2: Work Breakdown Structures. PLM210. project definition, WBS element, or network. You can navigate in the project to the required WBS element or network activity and view documents already assigned or create a new document. All of the documents pertaining to your project are displayed in an overview. It is not important whether you created the assignment in the SAP R/3 system or via the Internet.. Use. Partner. Only. Internal. SAP. SAP. If you use this service to create new documents, you can carry out the following activities in one step:. •. Create a document master record Link this master record to the object in question (WBS element, network activity) Check the document in to the Knowledge Provider (KPro). With the Internet scenario "Find documents" you can search via the Internet for any document in the document management system without access to the SAPGUI of an SAP system. SAP delivers a predefined form for the document search. To search for documents as efficiently as possible, you can enter the following data: • •. 34. Document data (attributes) related directly to the document information record or from the data that comes from the document environment Data from the contents of the original files (full text search). © 2003 SAP AG. All rights reserved.. 2003/Q1. Only. Internal. • •. Partner. Use. Figure 23: Creating Project Documents in the Web.

(43) PLM210. Lesson: Work Breakdown Structures. Use. Partner. Only. Internal. Figure 24: Document Search in the Web (1). SAP. SAP. To search for documents using data from projects to which the document is assigned, characteristic values after classification, or search text from original files, you use the Index Management Service, a component of the Knowledge Provider (KPro).. Only. Internal. Use. Partner. Figure 25: Document Search in the Web (2) The results of the search are displayed in a list. From this list, you can process the documents as follows:. 2003/Q1. © 2003 SAP AG. All rights reserved.. 35.

(44) Unit 2: Work Breakdown Structures. • • •. PLM210. You can display the document info record and the original files to which the document is linked. You can change the original file and transfer the data immediately from your Web browser to the SAP system. You can start a company-specific process for a selected document (for example, changing the status).. Hint: •. SAP Use. Only. Internal. Partner. The quality of system performance depends on many factors. For advice on improving performance in the Project System, see the Online Service System notes 68383, 41269 and 206264.. SAP. • • • •. 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. Specify who is responsible for the various WBS elements. Do not use more than 10,000 WBS elements (otherwise, system performance will suffer).. Use. 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.. Internal. Only. Tips for Work Breakdown Structures. 36. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(45) PLM210. Lesson: Work Breakdown Structures. SAP. SAP. When you define standard structures, you have the option of standardizing your project management so that you can use empirical values from earlier projects in new projects. Standard work breakdown structures can be used as templates to copy from (this saves time). Another advantage of standardizing project structures is that projects become more transparent and you can compare them more easily, thereby enabling more effective project controlling.. Use. Partner. Only. Internal. Figure 26: Templates and Work Breakdown Structures. Only. Internal. Use. Partner. 2003/Q1. © 2003 SAP AG. All rights reserved.. 37.

(46) PLM210. 38. 2003/Q1. Use. Partner. Only. Internal. Unit 2: Work Breakdown Structures. SAP. SAP Only. Internal. Use. Partner. © 2003 SAP AG. All rights reserved..

(47) PLM210. Lesson: Work Breakdown Structures. Exercise 2: Work Breakdown Structures Exercise Objectives After completing this exercise, you will be able to: • Create work breakdown structures using the Project Builder. • Make the relevant Customizing settings. Only. 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.. SAP Use Internal. 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 end user can create only one WBS element on the highest level of the WBS when using this project profile.. Only. 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. Continued on next page. 2003/Q1. © 2003 SAP AG. All rights reserved.. Partner. 1.. SAP. Hint: In the following exercises, ## refers to your group number (## = 01, 02, and so on).. Use. Partner. You will become familiar with work breakdown structures using a simple project, the building of an elevator. To do this you will create a suitable project profile in Customizing and then use the Project Builder to create and edit the work breakdown structure.. Internal. Business Example. 39.

(48) Unit 2: Work Breakdown Structures. PLM210. All WBS elements are relevant for project summarization. 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).. Only Partner. 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.. 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?. SAP Use Internal. 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.. 2.. Using Drag&Drop in the Project Builder, add the WBS element E-99## to your project. Choose Gr## as the description.. 3.. Add the WBS elements E-99##-1 Engineering/Design, E-99##-1-1 Mechanical Engineering and E-99##-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-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 Continued on next page. 40. © 2003 SAP AG. All rights reserved.. 2003/Q1. Only. 1.. Partner. 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.. SAP. Task 2 Creating a Work Breakdown Structure in the Project Builder. Use. 3.. Internal. All other settings in the project profile should match the settings in the template. Save your changes..

(49) PLM210. Lesson: Work Breakdown Structures. 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.. 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.. 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.. Only. 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.. Use Internal. 2003/Q1. © 2003 SAP AG. All rights reserved.. 41. SAP. SAP. 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.. Use. Task 3 Detailing a Work Breakdown Structure. Partner. Internal. Only. Derive the structure of your work breakdown structure using the selected identification of the WBS elements and the coding mask used.. Partner. 5..

(50) Unit 2: Work Breakdown Structures. PLM210. 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.. Only. 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 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. SAP 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. Continued on next page. 42. © 2003 SAP AG. All rights reserved.. 2003/Q1. 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.. SAP. Customizing Project System → Structures → Operative Structures → Work Breakdown Structure (WBS) → Create Project Profile.. Use. Partner. 1.. Internal. Hint: In the following exercises, ## refers to your group number (## = 01, 02, and so on)..

(51) PLM210. Lesson: Work Breakdown Structures. 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).. Use. Partner. Only. Internal. SAP. SAP Only. Internal. Use. Partner. Continued on next page. 2003/Q1. © 2003 SAP AG. All rights reserved.. 43.

(52) Unit 2: Work Breakdown Structures. PLM210. 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: Field Value. Proj. Type. CP. Only One Root. x. Proj. summ. MastDa. x. Substitution WBS Elements. PSSUB01. Project Stock: Valuated Stock. x. WBS sts. prof.. Delete the status profile. Project Summarization Default: All WBS elements. x. SAP. SAP. Project Stock: Automat. Reqmnts grouping Deselect Indicator. Leave other fields as they are. Field Name. Field Value. WBS sched. profile. 130000000001 (IDES Scheduling forwards). Internal. Leave other fields as they are Controlling tab page Field Value. Budget Profile. 130001. Only. Field Name Leave other fields as they are Choose Save. To exit, choose Back twice.. Continued on next page. © 2003 SAP AG. All rights reserved.. Partner. Use. Plg Board/Dates tab page. 44. Use. Partner. Field Name. Internal. Only. Control tab page. 2003/Q1.

(53) PLM210. Lesson: Work Breakdown Structures. 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.. 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.. SAP. Choose Customizing Project System → Operative Structures → Work Breakdown Structure (WBS) → Project Coding Mask → Define Special Characters for Project.. 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.. Continued on next page. 2003/Q1. © 2003 SAP AG. All rights reserved.. 45. 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 R/3 user PLM210-## in the Office User field. Save your changes. To exit, choose Back..

(54) Unit 2: Work Breakdown Structures. 1.. PLM210. 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.. Only SAP. Field Value. Project Definition (Identification). E-99##. Project Definition (Description). Elevator GR##. Project Profile. GR## SD Projects. SAP. Field Name. Use. Partner. To create a project definition, choose Project → New → Project (or the corresponding icon). Enter the following data:. Confirm your entries by choosing Enter. Using Drag&Drop in the Project Builder, add the WBS element E-99## to your project. Choose 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-99##. WBS Element (Description). GR##. Only. Internal. a). Leave other fields as they are Confirm your entries by choosing Enter.. Continued on next page. 46. © 2003 SAP AG. All rights reserved.. Partner. Use. 2.. Internal. 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).. 2003/Q1.

(55) PLM210. Lesson: Work Breakdown Structures. 3.. Add the WBS elements E-99##-1 Engineering/Design, E-99##-1-1 Mechanical Engineering and E-99##-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.. WBS element. Description. @1. Engineering/Design. @11. Mechanical Engineering. @12. Electrical Engineering. Confirm your entries by choosing Enter. 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.. Field Name. Field Value. Below. E-1004. Without root. x. Right. x. Without activities. x. Only. Use Internal. 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. Continued on next page. 2003/Q1. © 2003 SAP AG. All rights reserved.. Partner. a). SAP. SAP. 4.. Use. Partner. Choose WBS Element Overview. Enter the following data in the table overview:. Internal. Only. a). 47.

(56) Unit 2: Work Breakdown Structures. 5.. Derive the structure of your work breakdown structure using the selected identification of the WBS elements and the coding mask used. a). 6.. 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 Back to return to the Project Builder. Save your project.. SAP Use. 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. Only. Internal. 1.. Partner. 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.. SAP. Task 3 Detailing a Work Breakdown Structure. Use. 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.. Internal. Only. In the Project Builder menu, choose Project → Derive Structure → Execute.. 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). Partner. PLM210. Continued on next page. 48. © 2003 SAP AG. All rights reserved.. 2003/Q1.

(57) PLM210. Lesson: Work Breakdown Structures. 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.. Partner. Field Name. Field Value. Start date. Today. Finish date. Today +6 months. Internal. Only. Enter the following dates in the Basic Data tab page of the project definition (if required, select the structure tree first):. Confirm your entries by choosing Enter.. Use. SAP Use Internal. PE. Acct. Bill. E-99##. x. x. x. E-99##-1. x. x. E-99##-1-1. x. x. E-99##-1-2. x. x. E-99##-2. x. x. E-99##-3. x. x. E-99##-4. x. x. Only. WBS element. On the Responsibilities tab page, enter the value ## for all WBS elements in the column Person Responsible. Confirm the entries with ENTER. Continued on next page. 2003/Q1. © 2003 SAP AG. All rights reserved.. Partner. 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:. SAP. 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.. 49.

(58) Unit 2: Work Breakdown Structures. 2.. PLM210. 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##. Field Value. Description. Kickoff Meeting. Usage. 00001. Trend Analysis. x. Offset. 12. Time unit. Day. Confirm your entries by choosing Enter.. SAP. 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. 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. 2 or DOC format. Only. Internal. a). Confirm your entries by choosing Enter. Enter a text of your choice. Then choose Save.. Continued on next page. 50. © 2003 SAP AG. All rights reserved.. Partner. Use. 3.. SAP. Hint: Because you have not yet planned dates for the WBS elements, the system cannot yet determine dates for the milestones.. Use. Partner. Field Name. Internal. Only. Enter the following data in the detail screen of the milestone:. 2003/Q1.

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