Plm220 en Col96 Fv Part a4

PLM220Project Management - Logistics

SAP PLM

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Participant HandbookCourse Version: 96Course Duration: 5 Day(s)Material Number: 50105060

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About This HandbookThis handbook is intended to complement the instructor-led presentation of thiscourse, and serve as a source of reference. It is not suitable for self-study.

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2011 © 2011 SAP AG. All rights reserved. iii

About This Handbook PLM220

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ContentsCourse Overview ......................................................... vii

Course Goals .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .viiCourse Objectives ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii

Unit 1: Introduction........................................................ 1Project Structures ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Unit 2: Dates .............................................................. 23Time Scheduling with WBS Elements.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Scheduling of Activities and Networks ... . . . . . . . . . . . . . . . . . . . . . . . . . . 28Actual Dates ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Unit 3: Capacities ........................................................ 73Capacities - Overview ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Available Capacity and Capacity Requirements .. . . . . . . . . . . . . . . . 83Capacity Analysis .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Capacity Leveling ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107Confirmations... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124

Unit 4: External Activities ............................................. 149External Processing ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150Workflows in the Project System... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168Service ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172

Unit 5: Materials ......................................................... 187Assigning Material Components to Activities.. . . . . . . . . . . . . . . . . . . .188Processes of Material Procurement .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .217Requirements Grouping... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .244Assemblies, Availability Check and Delivery from Projects .. . .249

Unit 6: Progress Tracking............................................. 273Progress Tracking for Material Components .. . . . . . . . . . . . . . . . . . . .274

Unit 7: ProMan........................................................... 297ProMan ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .298

Appendix 1: Claim Management .................................. 319

Appendix 2: IPPE-PS Integration ................................. 321

2011 © 2011 SAP AG. All rights reserved. v

Contents PLM220

vi © 2011 SAP AG. All rights reserved. 2011

Course OverviewCourse PLM220, Project Management - Logistics, includes logistics planning andcontrol of projects. The course includes scheduling of projects; planning andrealization of internal and external services; control and monitoring of processesfor procurement, and supply of materials. In this course, you will also becomefamiliar with the Customizing settings required in the SAP Project System foraspects of logistics.

Target AudienceThis course is intended for the following audiences:

• Project managers and engineers• Project teams• Consultants

Course PrerequisitesRequired Knowledge

• Basic knowledge of project management from a logistics perspective• PLM210 or PLM200

Course GoalsThis course will prepare you to:

• Plan and control projects from a logistics perspective• Make the necessary settings in Customizing

Course ObjectivesAfter completing this course, you will be able to:

• Schedule projects• Configure the scheduling• Plan, execute, and evaluate internal activities• Trigger and edit procurement processes• Assign a material to the project• Configure the material assignment• Procure and deliver materials for the project• Use and configure Progress Tracking for components

2011 © 2011 SAP AG. All rights reserved. vii

Course Overview PLM220

• Use and configure ProMan

SAP Software Component InformationThe information in this course pertains to the following SAP Software Componentsand releases:

• SAP ERP Central Component

viii © 2011 SAP AG. All rights reserved. 2011

Unit 1Introduction

Unit OverviewThis chapter provides an overview of the business scenario that will be usedas an example, during this course, to discuss the logistical aspects of projectmanagement. You will create a suitable project structure based on this scenario.We will also clarify various functions and processing options for work breakdownstructures and networks.

Unit ObjectivesAfter completing this unit, you will be able to:

• Create a project structure which consists of WBS elements and networkactivities using Project Builder

Unit ContentsLesson: Project Structures ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Exercise 1: Structures ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

2011 © 2011 SAP AG. All rights reserved. 1

Unit 1: Introduction PLM220

Lesson: Project Structures

Lesson OverviewIn this lesson, you will learn about the various options for editing project structuresYou will create a project for producing a turbine using the Project Builder. Youwill also be introduced to Claim Management.

Lesson ObjectivesAfter completing this lesson, you will be able to:

• Create a project structure which consists of WBS elements and networkactivities using Project Builder

Business ExampleYour company manufactures turbines. It has become evident that the manufactureof turbines is too complex to be solely produced using production orders.Alternatively, you have decided to use WBS elements and network activities in theProject System to plan and execute this production.

Work Breakdown Structures and Networks

Figure 1: Sample Turbine Project


PLM220 Lesson: Project Structures

Figure 1 represents a diagram of the “ Turbine Project” structure that will be usedto illustrate the logistics process covered in this course. No logistics aspects otherthan dates are treated at WBS element level. The logistics aspects of the project -internal and external services and material requirements for example - are plannedand executed using activities.

The icons in the slides correspond to those used in the SAP system for projectdefinition, WBS elements, network headers, activities and relationships. You willfind them in all transactions in the project system.

Figure 2: Work Breakdown Structure: Functions

The work breakdown structure (WBS) forms the basis for all other planning stepsin the project. The emphasis is on planning, analysis, description, control andmonitoring of costs, basic dates and budget.

Costs, dates and payments are frequently planned using activities that are assignedto WBS elements.



Figure 3: Work Breakdown Structure: Maintenance Options

The SAP system contains different transactions that you can use to create orchange WBS elements.

You can use the detail screens or the WBS element overview list for this purpose.

You can use the hierarchy graphic to change WBS elements (by double-clickingon a WBS element in the graphic). You can also create new WBS elements andinsert these into the hierarchy (connect mode).

In addition to manual maintenance or maintenance via the hierarchy graphic (1,2), you can also use existing project structures or standard projects as templatesto copy from.

When you create a new WBS, you can use an existing WBS, a section of theproject hierarchy or a standard WBS as a template to copy from. You can alsoincorporate WBS elements from other operative projects, or from a standard WBStemplate, in an existing work breakdown structure (item 3 or 4 in Figure 3).



Figure 4: Project Builder

The Project Builder is a feature in the Project System that is particularly intuitiveand easy to use.

In the Project Builder, you can create or edit WBS structures or networksindividually or in an integrated manner. To maintain WBS structures andnetworks, you can navigate quickly and efficiently in the Project Builder, betweenthe various views (detail and overviews), graphics, and the project planning board.This unit and the subsequent units of the course will familiarize you with thefunctionality of the Project Builder.

The Project Builder consists of a processing screen divided into three parts- the structure overview at the top left, the work list at the bottom left and adisplay/processing area to the right.



Figure 5: Activities and Networks: Functions

You use the activities in the network to plan the labor, capacities, materials, andservices that you require to carry out the various tasks in your project.

The unit on “capacities” discusses internally-processed activities in detail.

The unit on “external activities” deals with externally-processed activities andservice activities.

The unit on “materials” explains how material components are assigned, procured,and consumed in the network.



Figure 6: Activities: Maintenance Options

You can maintain network activities by adding the activities manually to yourproject structure or by adding activities in the network graphic (item 1 or 2 inFigure 6).

Another way to create network activities is to use a standard network or an existingproject network as a template to copy the activities into your structure (item 3 inFigure 6). You can also incorporate activities from a standard networks into yourproject structure (item 4 in Figure 6).

Using project builder or project planning board you can build new project structureby copying a standard project (standard WBS and Network activities template),or by copying an operative project (including all activities) to a new projectstructure (item 5 in Figure 6).



Figure 7: Network Graphic

The network graphic provides all of the functions needed to process a network(the functions for inserting activities or relationships, for example).

You can call up the network graphic from various transactions in theProject System, for example in network maintenance, scheduling and in theStructure/Dates Information System.

From within the network graphic you can perform a cycle analysis. A cycle (orloop) is a closed sequence of relationships and activities ("closed or loop" meansthat when you start out from one activity, you end up back at the same activityby means of relationships). If the activity-relationship-activity path is cyclical,you will not be able to schedule the network. Cycle analysis is a tool that enablesyou to detect cyclical relationships and correct them.



Figure 8: Project Planning Board

The project planning board is particularly suitable for planning a project. Itprovides you with an instant overview of your project deadlines, enabling you tocheck your project for capacity bottlenecks. Additional options are also availablefor enhancing your project structure. In the following units, you will use both theProject Builder and the project planning board to edit your project.





Exercise 1: Structures

Exercise ObjectivesAfter completing this exercise, you will be able to:• Create a work breakdown structure with assigned operations• Use the project builder and the project planning board

Business ExampleYou create a separate project for project manufacturing of a turbine system. Indoing so, you make use of standard structures as copy templates and variousfunctions for further processing.

Task:

1. You will use the standard structure as a template to create the project forconstructing a turbine system. Call up the Project Builder.

2. Use the standard project T-20001 as a template to create project T-100##. ##is a placeholder for your group number (if, for example, you are in group3, then replace ## with 03).

Enter the following data in the dialog box that appears:

Field name Value

Project def. T-100##

Start Today

Finish Two years from today

Project profile 2001 Turbine model group1

Template Std proj. def. T-20001

3. Enter a name for your project, and the person responsible. Maintain the dataat project definition level. Save your project without exiting the ProjectBuilder.

Field name Value

Text Group ##, turbine A

Responsible person ##

Continued on next page



4. Create two more WBS elements to record the details of the Planning ofsystems and instrumentation WBS element.

Assign the first new WBS element the description Planning ofsystems.

Name the second element Planning of instrumentation.

5. Display your expanded structure in the hierarchy graphic.

Expand the display to show the entire project.

Set the Planning element indicator for the new WBS elements.

6. As a result of detailing the project structure, activity 2000 Planning ofsystems and instrumentation is now assigned incorrectly.

Rename it to Planning of systems and assign it to the appropriateWBS element.

7. To plan your turbine instrumentation, create an internally processed activityfor the Planning of instrumentationWBS element.

Enter the following data in the detail screen for the new activity:

Field name Values

Text Planning of instrumenta-tion

Work center 2000

Work 35 hours

Normal duration 5 days

8. Take a look at your extended network in the network graphic.

Save the project.

9. Now call up the project planning board for an integrated view of yourproject deadlines. Use the 1001 Elevator/Turbines planning board profileand perform time scheduling for the whole project.

10. Roughly plan material costs for your turbine. You are still unsure as to whichcomponents you will procure in the future but you can already performmaterial planning for the activities. Plan the Preliminary orders activitiesand Material procurement plant components.

Enter the following data:




Activity Mat.planning

3000 Preliminary orders EUR 100000

3100 Material procurement Systemparts

EUR 65,000

Save your data.



Solution 1: StructuresTask:

1. You will use the standard structure as a template to create the project forconstructing a turbine system. Call up the Project Builder.

a) SAP Menu→ Logistics → Project System→ Project → Project Builder(Double-click to select Project Builder)

2. Use the standard project T-20001 as a template to create project T-100##. ##is a placeholder for your group number (if, for example, you are in group3, then replace ## with 03).

Enter the following data in the dialog box that appears:

Field name Value

Project def. T-100##

Start Today

Finish Two years from today

Project profile 2001 Turbine model group1

Template Std proj. def. T-20001

a) In the Project Builder, choose Create → Copy Project..

Enter the data indicated in the dialog box that appears.

Confirm your entries by clicking the "Create project" pushbutton.

Hint: The tree structure at the left of the screen now displaysvarious objects that have been copied from the standard project:

• Project definition (first line)• WBS (work breakdown structure) elements• Activities• Network header• Milestone (last line)

The activities are grouped together in a network with aprovisional number (%00000000001). When you save theactivities, this number will be replaced by a number from thenumber range provided.




3. Enter a name for your project, and the person responsible. Maintain the dataat project definition level. Save your project without exiting the ProjectBuilder.

Field name Value

Text Group ##, turbine A

Responsible person ##

a) Select the project definition in the structure tree.

Enter the data indicated in the detail screen that appears.

Confirm your entries by choosing Enter. Then choose the IntermediateSave icon or the Project → Intermediate Save menu path.

4. Create two more WBS elements to record the details of the Planning ofsystems and instrumentation WBS element.

Assign the first new WBS element the description Planning ofsystems.

Name the second element Planning of instrumentation.

a) Position the cursor in the templates area (bottom left) and, if necessary,expand the Individual objects section.

“Drag and drop” a WBS element from the templates area to thePlanning of systems and instrumentation WBS element in the treestructure.

Enter Planning of systems as a short description of the newWBS element.

Confirm your entries by choosing Enter.

The new WBS element is now displayed in the tree structure.

Use the same procedure to create the second WBS element. Call itPlanning of instrumentation.

5. Display your expanded structure in the hierarchy graphic.

Expand the display to show the entire project.

Set the Planning element indicator for the new WBS elements.

a) Click the Hierarchy graphic pushbutton in the Project Builder.

Choose View → Complete view.

For the new WBS element, double-click the PE indicator.

Finally, exit the hierarchy graphic by choosing Back.




6. As a result of detailing the project structure, activity 2000 Planning ofsystems and instrumentation is now assigned incorrectly.

Rename it to Planning of systems and assign it to the appropriateWBS element.

a) Position the cursor on activity 2000 in the structure tree. “Drag anddrop” the activity to the Planning of systemsWBS element.

Enter Planning of systems as a new short description for theactivity.


7. To plan your turbine instrumentation, create an internally processed activityfor the Planning of instrumentationWBS element.

Enter the following data in the detail screen for the new activity:

Field name Values

Text Planning of instrumenta-tion

Work center 2000

Work 35 hours


a) Expand the “Activity” icon in the templates area.

Drag and drop the Internal Processing entry from the templates area tothe Planning of instrumentationWBS element in the tree structure.

Enter the following data in the detail screen.


8. Take a look at your extended network in the network graphic.

Save the project.

a) Position your cursor on the network header in the tree structure.

Choose Network Graphic.

To call up an overview of the entire network, choose Complete view.

If required, use the Activities icon and select the small display format tochange the activity display.

Exit the network graphic using the Back pushbutton.

Choose Save to save the project. The temporary network number isthen replaced.




9. Now call up the project planning board for an integrated view of yourproject deadlines. Use the 1001 Elevator/Turbines planning board profileand perform time scheduling for the whole project.

a) SAP Menu → Logistics → Project System → Project → ProjectPlanning Board → Change Project (Double-click to select transaction)

Enter your project and choose the specified planning board profile. UseOpen project (Enter) to start processing your project.

If required, choose Adapt graphic area to edit the date view of theplanning board.

Now perform time scheduling for your entire project. Choose the Selectall icon and then click Schedule.

10. Roughly plan material costs for your turbine. You are still unsure as to whichcomponents you will procure in the future but you can already performmaterial planning for the activities. Plan the Preliminary orders activitiesand Material procurement plant components.


Activity Mat.planning

3000 Preliminary orders EUR 100000

3100 Material procurement Systemparts

EUR 65,000

Save your data.

a) Double-click activity 3000 in the table area of the planning board.

Select the Assignments tab page in the detail screen for the activityand enter the specified data.

Confirm your entries by clicking the Back icon.

Follow the same procedure to plan the material planning value foractivity 3100.

Finally, choose Save.



Lesson Summary

You should now be able to:• Create a project structure which consists of WBS elements and network

activities using Project Builder


PLM220 Unit Summary

Unit SummaryYou should now be able to:• Create a project structure which consists of WBS elements and network

activities using Project Builder


Unit Summary PLM220


PLM220 Test Your Knowledge

Test Your Knowledge

1. You can maintain the following objects in the Project Builder:Choose the correct answer(s).□ A Work Breakdown Structure□ B Internal Order□ C Maintenance Order□ D Network□ E Milestone□ F Project definition


Test Your Knowledge PLM220

Answers

1. You can maintain the following objects in the Project Builder:

Answer: A, D, E, F

The Project Builder is used for maintenance of project system structures.Order categories other than networks cannot be edited in the Project Builder.


Unit 2Dates

Unit OverviewIn this unit you learn about functions for manual and automatic planning of datesin work breakdown structures and networks. In doing so, the various Customizingsettings and influential factors for scheduling are also dealt with in detail. At theend of this unit, creation of actual dates, the necessary prerequisites for this andthe influence on scheduling of actual dates are discussed.


• Schedule dates for WBS elements using the project planning board• Perform scheduling with the aid of the project planning board• Set the relevant tables in Customizing• Enter actual dates for WBS elements and activities

Unit ContentsLesson: Time Scheduling with WBS Elements .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Lesson: Scheduling of Activities and Networks... . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Exercise 2: Scheduling ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Lesson: Actual Dates... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Exercise 3: Actual Dates from Confirmations ... . . . . . . . . . . . . . . . . . . . . . . . . 63


Unit 2: Dates PLM220

Lesson: Time Scheduling with WBS Elements

Lesson OverviewThis lesson focuses on time scheduling with WBS elements You will learn aboutvarious functions that support you in time scheduling for work breakdown plans.


• Schedule dates for WBS elements using the project planning board

Business ExampleStart by familiarizing yourself with the options for planning dates only for WBSelements. Take a look at how to use planning methods to simplify time scheduling.

Functions of Time Scheduling with WBS Elements

Figure 9: Time Scheduling Functions


PLM220 Lesson: Time Scheduling with WBS Elements

The following functions are available to you in time scheduling:

• Sets of dates: Basic and forecast dates can be used as planned dates. Actualdates are also shown here.

• Check dates: You can check consistency of the dates within the projectstructure with or without taking activities into account.

• Inherit: Dates within the work breakdown structure can be inherited.• Extrapolate: You can use the extrapolate function to calculate the dates for

higher-level WBS elements.• Shift: You can shift all of the planned dates for the WBS elements or just

the dates in subhierarchies.• Planning different calendars: You can use a different factory calendar for

each activity or WBS element.• Scheduling: The scheduling function automatically calculates the dates for

activities and networks.• Planning methods: You can use the planning method to extrapolate dates

automatically when you save your data.

Figure 10: Project Dates



Basic Date Planning with WBS Elements

Figure 11: Basic Dates WBS

In projects without networks, dates can be planned manually for the WBSelements (basic dates).

You can use the project planning board to plan basic dates for the WBS elementssimply by dragging your mouse. You can plan these dates in the form of a tablein Structure Planning.

Basic dates can be extrapolated from lower to higher-level WBS elements or,conversely, inherited from higher to lower-level WBS elements. You can checkthe consistency of your scheduling data within the WBS structure.

In the execution phase, you can enter actual dates by dragging your mouse. In theproject planning board or the information system, you can compare the actualdates with the planned basic dates.


PLM220 Lesson: Time Scheduling with WBS Elements

Lesson Summary

You should now be able to:• Schedule dates for WBS elements using the project planning board



Lesson: Scheduling of Activities and Networks

Lesson OverviewIn this lesson you will become familiar with various aspects of network scheduling.The lesson also deals with dates for objects assigned to network activities such asmilestones and material components as well as date exchange with WBS elements.


• Perform scheduling with the aid of the project planning board• Set the relevant tables in Customizing

Business ExampleYou have already created a project structure to produce a turbine. The projectmanager now wants to know whether the project can be completed on time.Schedule your project to find out the answer.

Introduction

Figure 12: Dates In Network Plan


PLM220 Lesson: Scheduling of Activities and Networks

Figure 13: Scheduling

Each time a network is scheduled, the system carries out forward and backwardscheduling; determines floats and capacity requirements (if activated).

• Forward scheduling determines the earliest dates.• Backward scheduling determines the latest dates.

Floats occur if the earliest dates are different from the latest dates.

The scheduling results:

• Scheduled start and finish for the network header• Earliest start and finish dates (earliest dates) and latest start and finish dates

(latest dates) for the activities• Earliest and latest dates for the relationships• The reduction of activity durations if a reduction level was used in

conjunction with network scheduling.• Float times (total and free float) for the activities• Capacity requirements for activities• The requirements dates of the components assigned to the activity



Figure 14: WBS / Overall Network Scheduling

You can schedule networks individually (network scheduling). You can scheduleall networks linked by relationships together (scheduling of overall network). Youcan also trigger network scheduling from WBS elements (WBS scheduling).

The activity data, relationships between the activities and date restrictions formthe basis for determining dates automatically (scheduling).

As of Release 4.6A you can schedule maintenance orders from the Project System.In the Project Scheduling and Overall Network Scheduling transactions, you canspecify whether networks are scheduled together with maintenance orders thathave been assigned as subnetworks.

You can display an overview of the maintenance orders assigned to a projectin the project planning board.

Scheduling ScenariosDepending on the settings used, you can use different scenarios for timescheduling. Two typical time scheduling scenarios are discussed below.



Figure 15: Bottom-Up Scenario

In projects with assigned networks, you can use scheduling to derive the dates ofthe activities and WBS elements automatically.

You can use the project planning board to select WBS elements and schedulethe activities assigned to them. The scheduling parameters determine how theactivities are scheduled.

Networks are always scheduled forwards and backwards. The scheduling typedetermines the original direction in which scheduling is carried out. The systemdetermines the earliest dates of the activities by means of forward scheduling andthe latest dates by backward scheduling.

The differences between the earliest and latest dates of an activity are referred toas floats. If these are less than or equal to zero, then the activity is defined as a“critical” activity. Critical activities define the critical path in the project.

The dates of the assigned activities are summarized to give the scheduled dates ofthe WBS elements (thin time bars in the project planning board).

The dates scheduled in the WBS structure can be copied to the basic dates of theWBS elements for the purpose of extrapolating them up the project hierarchy. Ifthe appropriate settings have been made, this can happen automatically.



Figure 16: Top-Down Scenario

In work breakdown structures with assigned networks, you can also plan the basicdates for the WBS elements manually to specify that a certain part of the projecthas to be completed within a fixed time period.

You can use the “Top-Down” scheduling scenario or suitable schedulingparameters to stipulate that activities be scheduled within these time constraints:for this, you may need to deselect the Network determines scheduling and Adjustbasic dates indicators.

Figure 17: Scheduling Scenarios



As of Release 4.6, you have the option of using predefined scheduling scenarios.The standard scheduling options are of course still available. Depending on thetransaction from which you trigger the scheduling, you use either the “Parametersfor WBS scheduling” table or the “Scheduling parameters for the network type”table.

Caution: The scheduling result depends on the transaction from whichyou start the scheduling.

In the project planning board, ensure that you select all objects that youwant to include in the scheduling. You can also use this option to scheduleonly subareas of a project.

Customizing in Time Scheduling

Figure 18: Customizing for Scheduling 1

Scheduling types are used both for network scheduling and for WBS scheduling.The indicators have the following meanings: Forward: The system first schedulesforwards from the start date in the network header or the WBS element andthen schedules backwards. Backward: The system first schedules backwardsfrom the end date in the network header or the WBS element and then schedulesforwards. Cap.requirements only: No scheduling is carried out at all. Instead, thestart and finish dates of the network header are copied to each activity. Today'sdate: Backward scheduling is carried out first, followed by forward schedulingstarting from today's date. Basic dates with times: This indicator is not relevantfor networks.



Scheduling parameters are created for specific plants and network types. Thescheduling parameters determine scheduling, for example, in the transactionsnetwork maintenance (CN22) and scheduling of the overall network (CN24). Theindicators have the following meanings: Adjust basic dates: Determines thatthe scheduled dates are copied to the basic dates of the network header after ascheduling run. The settings for secondary requirements do not have any impactin the network. Scheduling type: Determines the type of scheduling - for example,forward first, then backward. Start in the past: Determines how long ago (in days)the start date can be. If it is more than the specified number of days, schedulingis carried out for today's date. Automatic scheduling: Scheduling is carried outon saving. Log automatic: If a log is generated, it is displayed automatically.Break spec. scheduling: The exact time at which a break is scheduled (in thework center) is taken into account. Shift order: Determines how the system dealswith partially confirmed activities during scheduling. Latest material dates: Therequirements dates for a material are determined based on the earliest or latest date.Reduction Type: The activity duration is reduced for either all activities or onlythose along the critical path are reduced. Maximum reduction level: A reductionstrategy can have up to six levels. The highest level of reduction is specifiedhere. Rescheduling: Determines how the system deals with work allocated in“workforce planning” after another scheduling run has been carried out.

Figure 19: Customizing for Scheduling 2

The profile for WBS scheduling is used for scheduling in the project planningboard transaction CJ2B or in the project scheduling transaction (CJ29).

The indicators have the following meanings: Scheduling type: Determines thetype of scheduling, for example, forward first, then backward. Start in the past:Determines how long ago (in days) the start date can be. If it is more than thespecified number of days, scheduling is carried out for today's date. Schedulingform: Specifies which object - network header or WBS element - is used as a basisfor scheduling. Adjust basic dates: Determines that the scheduled dates are copiedto the basic dates of the WBS elements after a scheduling run. Log automatic:If a log is generated, it is displayed automatically. Shift order: Determines how



the system deals with partially confirmed activities during scheduling. Schedulewhen saving: Scheduling is carried out on saving. Latest material dates: Therequirements dates for a material are determined based on the earliest or latest date.Maximum reduction level: A reduction strategy can have up to six levels. Thehighest level of reduction is specified here. Reduction Type: The activity durationis reduced for either all activities or only those along the critical path are reduced.

The WBS scheduling profile is stored in the project definition control data. It canbe copied as a default value from the project profile. One (or neither) of the twoscheduling scenarios is displayed by default in the project profile.

Other Influencing Factors in Scheduling

Figure 20: Scheduling: Duration

When scheduling internally processed activities and general costs activities, thesystem uses the normal duration you maintained in the activity. The duration canbe calculated from the work planned, provided you have stored a formula forcalculating the duration from internal processing in the work center.

When scheduling externally processed activities, the system uses the number ofplanned delivery days you maintained for an external activity. You can, however,also use the normal duration from the internal processing screen of the externalactivity if you activate this explicitly in the control key of the external activity.

Scheduling interprets the time interval for relationships as the minimum timeinterval. When calculating the dates, scheduling can increase the time intervalbut not reduce it.



You can maintain a work center in internally and externally processed activitiesand in relationships. The following information is stored for scheduling in thework center:

• Formulas for calculating the duration of activities.• A factory calendar and the operating time for each workday.

Figure 21: Control Key

The control keys for activities are set in Customizing using transaction OPSU.The control key has indicators that define the following functions: Schedule:Activities and activity elements are scheduled. For activity elements, the dates forthe activity are determined. Det. cap. req.: Capacity requirements are determinedfor activities and activity elements. The capacity requirements are determinedusing the scheduling results. Therefore, only set this indicator if you also setthe scheduling indicator. Costs act.: This indicator specifies that you use thecontrol key for general costs activities. Costing: This indicator determines thatactivities and activity elements are taken into account in costing. Print timeticket: This determines whether time tickets can be printed. Time tickets areonly printed if the Print indicator is also selected. For information on furtherrelationships, see the online help. Confirmation: Determines whether activitiesand activity elements can be confirmed. External proc.: Determines whetheractivities and activity elements are processed internally or externally. Service:Determines whether services can be planned for activities and activity elements.Only set this indicator if you select the External proc. indicator to allow externalprocessing. Print conf.: This determines whether completion confirmation slipscan be printed. Completion confirmation slips are only printed if the Printindicator is also selected. For information on further relationships, see the onlinehelp. Print: Determines whether work papers (such as time tickets and completionconfirmation slips) are to be printed. For information on other relationships, seethe online help. Sch.ext.proc.: Determines whether activities are to be scheduledin line with the Planned delivery time or Normal duration.



Figure 22: Relationships

Relationships determine the chronological sequence of the individual activities ina network (or standard network). You can enter additional data (such as a timeinterval or reference to a particular factory calendar) in the detail screen for eachrelationship.

The network graphic allows you to view the activity relationships in a“time-dependent” manner to display the logical sequence. All relationships in thenetwork graphic are displayed as FS relationships by default.



Scheduling Example

Figure 23: Example of Scheduling

A network is always scheduled forwards and backwards. The scheduling typespecifies whether forward scheduling or backward scheduling is carried out first.

Forward scheduling calculates the earliest start and finish dates for the activities.All activities that do not have predecessors are start activities. The schedulingstart date is the start date in the network header or the start date determined frombackward scheduling.

Backward scheduling calculates the latest start and finish dates for all the activities.Last or finishing activities are network activities that do not have successors. Thescheduling start date is the finish date in the network header or the finish datedetermined from forward scheduling.

In the example above, the start dates are set to the beginning of the day (00:00)and the finish dates to the end of the day (24:00). If work centers are entered forthe activities, the start and finish dates are within the operating time of the workcenters affected.



Figure 24: Total Float, Free Float

Legend:

ES= Earliest Start EF= Earliest Finish

LS= Latest Start LF= Latest Finish

TF= Total Float FF= Free Float

Floats supply information on the time reserves available for individual activities.You can use the floats calculated in scheduling, for example in capacity leveling,to shift activities between the earliest and latest dates or to extend their duration.

A total float is the difference between the latest start and earliest start (LS - ES)or between latest finish and earliest finish (LF - EF).

A free float is the difference between the earliest start of a successor activity andthe earliest finish of the activity in question (ES successor - EF activity). Sincethe successors for the free float are within their earliest dates, the time reserve isfully available to the current activity.



Figure 25: Example of Floats

This slide describes how total floats and free floats are calculated.

The total float of activity 40 can be calculated from the difference between theearliest and latest start of an activity:

Day 6 (0:00) - Day 5 (0:00) = 1 day.

The free float of activity 40 can be calculated from the difference between theearliest start of the successor (activity 50) and the earliest finish of the activity.

Day 9 (0:00) - Day 7 (0:00) = 1 day.



Time Constraints and Reductions

Figure 26: Time Constraints

You can maintain time constraints for the start and finish of activities. Theconstraints apply both for the latest and the earliest dates of the activities andactivity elements.

You can maintain constraints for basic and forecast date sets.

Figure 27: Reduction



You can use reduction if the time period within which the activities are to bescheduled is not long enough to process all activities. This allows you to reducethe scheduled duration of internally processed activities.

Reduction only affects the activities for which a reduction strategy has beenstored. At the most, the system reduces as far as the level of reduction strategyentered in the network header.

During scheduling, the system determines one reduction level for each activity.For example: The system calculates the earliest dates and determines reductionlevel 2 for an activity. This reduction level is transferred to the latest dates.

Important: Remember to be careful when using the reduction function as thesystem does not know whether the duration of an activity can be reduced. It doesnot carry out plausibility checks or check available capacities.

You can use reduction strategies to control how an activity's lead time can bereduced in levels. You can enter a reduction strategy in each activity.

You can define up to six reduction levels for each reduction strategy. You can enterby what percent you want to reduce for each reduction level.

Scheduling of the Overall Network

Figure 28: Scheduling of the Overall Network

The confirmed delivery date of an item in the sales order corresponds to thefinish date of the assigned network. If the end of a network is shifted because ofscheduling problems, the confirmed delivery date in the sales order is changedautomatically. You can, however, also fix a confirmed delivery date for the itemon the Schedule lines tab page.

As of Release 4.0, scheduling of the overall network for the sales order item canbe started in the sales order itself.



This function schedules both the network assigned to the sales order item and allother networks linked to this network via a relationship.

This function updates all items in the sales order that refer to the overall network.

Figure 29: Overall Network Scheduling with Selection Options

As well as overall network scheduling (transaction CN24), which you can useto schedule several networks and subnetworks together, you also have at yourdisposal, from ECC 5.0 onwards, the new function overall network schedulingwith selection options (transaction CN24N).

You use this function along with suitable selection criteria to specify whichnetworks and subnetworks are to be taken into account as part of overall networkscheduling.

You can display additional information on the selected activities and subnetworkson a monitor and jump to the next screen to processing or confirmation of activities.

A prerequisite for the use of the Overall network scheduling with selection optionsfunction is that you have defined suitable levels beforehand in Customizing for theproject system and have assigned network types and number intervals. Note thatyou can only schedule using two levels.

By using a BAdI for Overall scheduling with selection options, you have otherfunctions at your disposal such as control of data exchange between activities andassigned subnetworks.



Figure 30: Subnetwork Monitor

Dates of Assigned Objects

Figure 31: Dates of Activity Elements

Unlike activities, activity elements are not scheduled independently. The systemcalculates the dates for activity elements with reference to the start or finish datesof the activity. If required, you can maintain a time interval for the start and a timeinterval for the finish in activity elements. The dates of the activity element mustalways lie entirely within the duration of the higher-level activity.



Figure 32: Requirements Dates of Material Components

The system calculates the requirements date for components with reference to thestart or finish date of the activity. You can use the Scheduling parameters fornetwork type or the Parameters for WBS scheduling to control whether the earliestor latest start date is used as the requirements date. The transaction used to triggerthe scheduling determines which of the two tables is used. If you schedule withinthe network or the overall network, the Scheduling parameters for the networktype apply. If you schedule within the project planning board or using structureplanning, the Parameters for WBS scheduling apply.

If the requirements date is before the finish date of the activity, you can store acorresponding time interval by using an offset to the finish date.

You can also set a requirements date for a material manually, independently ofthe activity date.



Figure 33: Dates of Milestones

Figure “Dates of Milestones” shows a milestone that is assigned to a networkactivity. The planned date is either entered manually or with reference to theactivity. If the date refers to the activity dates, you must decide whether it isto refer to the earliest or latest dates and the start or the end of the activity.Additionally, you enter a positive or negative offset for this reference date.

You can also assign milestones to WBS elements. As of Release 4.6, the planneddates for a milestone can refer to the basic start or finish date of a WBS element.



Exercise 2: Scheduling

Exercise ObjectivesAfter completing this exercise, you will be able to:• Perform time scheduling with predefined scenarios• Use relationships and restrictions

Business ExampleUsing the project planning board, you calculate the dates and floats for carryingout the individual activities of your turbine project. At the same time, you alsotake into account the time-based dependencies of the individual activities, aswell as other conditions.

Task 1:

1. Call up the project planning board.

2. Open your project T-100## in the project planning board. Use the 1001Elevators/Turbines planning board profile.

3. Optimize the project display to show all activities completely.

4. Plan dates for your project using the predefined “bottom-up” scenario.

First check the time scheduling settings and set the scheduling scenario toBottom-up scenario (pre-defined) if necessary.

Next, plan the dates for your entire project.

Hint: The “bottom-up” scheduling scenario is set so that all activitydates are determined and then the earliest and latest dates for eachare transferred to the assigned WBS elements as planned dates.To finish, the planned dates are extrapolated for upper-level WBSelements within the hierarchy.




5. Check the floats for your project. Display both the earliest and the latestdates.

Hint: Scheduling always calculates the dates of activities forwardsand backwards. Each activity (and activity element) thus hastwo time bars. Different colors (usually blue and red) are used todistinguish between activities in the planning board that still have orno longer have time floats.

6. Reduce the duration of activity 4000 Production of running gear, bearing,valves to 30 days and see what effect this has on scheduling.

Hint: Although the system adjusts the time bars of activity 4000 inthe graphic, the overall project dates are no longer up to date. Youneed to perform scheduling again. Note the changes to activities3000 and 3100.

How are activities 3000 and 3100 affected?

7. Save your time scheduling without saving your user-specific changes tothe project planning board.

Task 2:

1. Take a look at the scheduling details for your project. Once again, use theproject planning board for this purpose.

2. Create another two internally processed activities within activity 5010Planning of instrumentation. The activities will be linked to each other ata later stage.

3. Input the details for the two new activities.

Enter the following data in the detail screen for the new activity 5020:

Field name Values

Text Detailed planning forinstruments

Work center 2000

Work 10 hours


Go to the detail screen for activity 5030. Enter the following data:Continued on next page



Field name Values

Text Corrections forinstruments

Work center 2000

Work 10 hours

Normal duration 72 hours

4. Reschedule your entire project.

How does scheduling affect the WBS elements in the project?

5. Link activities 5010, 5020 and 5030 with relationships. Use FS (finish-start)relationships to link the activities in the sequence of your activity numbers.

6. Schedule your entire project again.

Note how the time bars for activities 5010, 5020 and 5030 change.

7. The three activities are not yet integrated in the rest of the network. In thegraphic, create an FS relationship between activity 1000 and activity 5010.

8. Reschedule your project and observe the change.

9. Use the table to create an FS relationship between activity 5030 and activity3100 Material procurement plant components.

10. Schedule your entire project again and analyze the change.

11. Check the floats in your project.

First, click the Dates tab on the detail screen for activity 5010 Planning ofinstrumentation.

What is the total float of the activity? _____________

How large is the free float of the activity? _____________

Display the total float directly in the diagram area. Configure the system insuch a way that only those activities with a negative total float are highlightedas critical activities.

12. Activity 5020 Detailed planning for instruments is not to start before acertain date. Set a date constraint for the start date in the Dates detail screenof the activity.

As start date, enter the earliest start date plus one week in the future.


How large is the free float of the activity now? _____________

Why does activity 5010 have a free float?




14. Save the time scheduling of your project without saving your user-specificchanges to the project planning board.



Solution 2: SchedulingTask 1:



2. Open your project T-100## in the project planning board. Use the 1001Elevators/Turbines planning board profile.

a) Enter your project in the Project def. field, select W. activities, enter thecorresponding planning board profile and select Open project.

3. Optimize the project display to show all activities completely.

a) To optimize the graphic area, choose Adapt graphic area.

4. Plan dates for your project using the predefined “bottom-up” scenario.

First check the time scheduling settings and set the scheduling scenario toBottom-up scenario (pre-defined) if necessary.

Next, plan the dates for your entire project.

Hint: The “bottom-up” scheduling scenario is set so that all activitydates are determined and then the earliest and latest dates for eachare transferred to the assigned WBS elements as planned dates.To finish, the planned dates are extrapolated for upper-level WBSelements within the hierarchy.

a) First check the time scheduling settings. Choose Settings → Options.

Set the scheduling scenario to Bottom-up scenario (predefined) ifnecessary, and confirm your input with Copy.

To plan the dates for your entire project, first choose Select all toselect all objects. Finally, start the scheduling procedure by clickingthe appropriate icon.




5. Check the floats for your project. Display both the earliest and the latestdates.

Hint: Scheduling always calculates the dates of activities forwardsand backwards. Each activity (and activity element) thus hastwo time bars. Different colors (usually blue and red) are used todistinguish between activities in the planning board that still have orno longer have time floats.

a) Choose Set of Dates/View.

Activate the Latest dates indicator and confirm your data entries byclicking Confirm.

6. Reduce the duration of activity 4000 Production of running gear, bearing,valves to 30 days and see what effect this has on scheduling.

Hint: Although the system adjusts the time bars of activity 4000 inthe graphic, the overall project dates are no longer up to date. Youneed to perform scheduling again. Note the changes to activities3000 and 3100.

How are activities 3000 and 3100 affected?

a) Double-click the line containing activity 4000 to call up the detailscreen for the activity.

Reduce the duration of the activity to 30 days. To do this, modify theNormal duration field on the Internal tab.


b) Choose Select all again to select all objects and start scheduling withthe relevant icon.

The extended duration of the activity affects the entire network:

Activity 3000 was previously critical (it had negative floats and wasshown in red in the diagram area). After scheduling, it has positivefloats (and is shown in blue). Activity 3100 behaves in a completelydifferent way. In the network structure graphic, you can see that theactivities lie in two different, parallel paths. Before scheduling, thefirst path (with activity 3000) is the critical path in the network. Afterscheduling, the other path (with activity 3100) represents the criticalpath.




7. Save your time scheduling without saving your user-specific changes tothe project planning board.

a) Choose Save and, where applicable, answer the confirmation promptabout saving user-dependent data by choosing No.

Task 2:

1. Take a look at the scheduling details for your project. Once again, use theproject planning board for this purpose.


Enter your project in the Project definition field, select With activities,and click the Open project icon.

As before, optimize the project display by clicking the Zoom in ongraphic and Adapt graphic area icons.

2. Create another two internally processed activities within activity 5010Planning of instrumentation. The activities will be linked to each other ata later stage.

a) Select activity 5010 Planning of instrumentation.

Choose Create.

The templates area is shown on the left of the project planning board.

Double-click the Internal Processing object in the templates area.

The system creates an internal processing activity with default values.The assignment to the WBS element is copied by the selected activity.The detailed settings for the activity will be carried out later.

b) Create the second activity. Double-click the Internal Processing objectin the templates area once again.

Hide the templates area. To do this, click the Open/close left-handwindow icon.

3. Input the details for the two new activities.

Enter the following data in the detail screen for the new activity 5020:




Field name Values

Text Detailed planning forinstruments

Work center 2000

Work 10 hours


Go to the detail screen for activity 5030. Enter the following data:

Field name Values

Text Corrections forinstruments

Work center 2000

Work 10 hours

Normal duration 72 hours

a) With the CTRL key pressed, select the two activities.

Call up the detail screen for the activities. Click the Detailedinformation for object icon.

Enter the following data in the detail screen for activity 5020.

Choose Next.

The detail screen for activity 5030 appears. Enter the data specified.

Exit editing using the Back icon.


How does scheduling affect the WBS elements in the project?

a) To select all objects, choose Select all.

Start the scheduling procedure by clicking the appropriate icon.

“Bottom-up” is still selected as the scheduling scenario. The activitydates are transferred to the higher-level WBS elements. In theabove example, the scheduled dates of WBS element Planning ofinstrumentation are adjusted. Note the different durations (3 days or 72hours) of the two new activities.




5. Link activities 5010, 5020 and 5030 with relationships. Use FS (finish-start)relationships to link the activities in the sequence of your activity numbers.

a) Hold down the CTRL key, and select only activities 5010, 5020, and5030.

Select Connect selected activities.

The system creates FS relationships between the activities. The orderof the relationships is determined by the order in which the activitiesare displayed in the planning board (from top to bottom). This isdefined by default via the activity numbers, but it can also be definedusing filter, group, or sort functions.

6. Schedule your entire project again.

Note how the time bars for activities 5010, 5020 and 5030 change.



The planned dates of activities 5010, 5020, and 5030 now follow eachother in sequence.

7. The three activities are not yet integrated in the rest of the network. In thegraphic, create an FS relationship between activity 1000 and activity 5010.

a) Activate the connect mode. To do this, choose Switch connect modeon/off.

The cursor is displayed as a pencil in the graphic area. Create the FSrelationship.

With the mouse button pressed, drag the cursor from the right half ofactivity 1000 to the left half of activity 5010, and release the mousebutton.

Finally, choose Switch connect mode on/off again to deactivate connectmode.

8. Reschedule your project and observe the change.



Activity 5010 (and therefore also activities 5020 and 5030) now startsonce activity 1000 is finished.




9. Use the table to create an FS relationship between activity 5030 and activity3100 Material procurement plant components.

a) Select activity 5030 and choose edit relationships (tabular).

A list of the activity relationships appears.

Create the FS relationship for activity 3100. Choose the Successorstab page.

Select the Material procurement plant components activity in theOperations section.

Choose Create rel to create the relationship. Confirm your input usingBack.

10. Schedule your entire project again and analyze the change.



The new relationship affects the latest date of operations 5010, 5020,and 5030. The dates of the higher-level WBS element were changedaccordingly.

11. Check the floats in your project.

First, click the Dates tab on the detail screen for activity 5010 Planning ofinstrumentation.

What is the total float of the activity? _____________

How large is the free float of the activity? _____________

Display the total float directly in the diagram area. Configure the system insuch a way that only those activities with a negative total float are highlightedas critical activities.

a) Double-click either the time bar of activity 5010 or the activity number.

Go to the Dates tab and note the total float.

Choose the Back icon to exit the detail screen.

b) Choose the Options icon.

Choose Planning board in the navigation area and then click theDiagram area tab page.

Select the ShowTotal float indicator.

Enter the value “1-” in the Critical from field (note the sign)

Confirm your data entries by clicking Copy.




12. Activity 5020 Detailed planning for instruments is not to start before acertain date. Set a date constraint for the start date in the Dates detail screenof the activity.


a) Double-click either the activity time bar or activity number 5020.

Choose the Dates tab page and, in the Start field, choose the Cannotstart before value.




How large is the free float of the activity now? _____________

Why does activity 5010 have a free float?



Note the free float in the detail screen of activity 5010.

The free float is the difference between the earliest finish date for anactivity and the earliest start date for the successor. The earliest startfor the successor was only set to a later date by restricting the start dateof the successor (5020, Cannot start before). Free floats also appearfor parallel activities that have the same successor. In this case, thelonger activity determines the earliest start date of the successor andthe shorter activity has a free float.

14. Save the time scheduling of your project without saving your user-specificchanges to the project planning board.

a) Choose Save and, where applicable, answer the confirmation promptabout saving user-dependent data by choosing No.



Lesson Summary

You should now be able to:• Perform scheduling with the aid of the project planning board• Set the relevant tables in Customizing


PLM220 Lesson: Actual Dates

Lesson: Actual Dates

Lesson OverviewThis lesson deals with the various ways of entering actual dates for WBS elementsand activities. The lesson also discusses the prerequisites for entering actual datesand the effect that actual dates have on subsequent scheduling runs.


• Enter actual dates for WBS elements and activities

Business ExampleYou want to compare planned dates with the actual execution dates in theexecution phase of your project in order to be able to monitor the date situation foryour project. To do this, you enter the actual dates for your project.

Entering Actual Dates

Figure 34: Actual Dates

To monitor the dates for a project, you compare the basic dates with the actualdates or forecast dates.

Actual dates can be set manually for WBS elements. If you are using networkactivities, actual dates are typically set by confirming activities. If activities areassigned to a WBS element, the actual dates of the activities are proposed to theWBS element as provisional dates that can be transferred to the actual dates ofthe WBS element if necessary.



Important: Actual dates are usually updated for an activity during activityconfirmation. You can suppress this update if necessary. To do this, select the Nodate update indicator during confirmation.

Actual Dates of WBS Elements

Figure 35: Actual WBS Dates

Legend:

AS = Actual start date AF= Actual finish date

CNF= Finally confirmed REL= Released

For WBS elements without assigned activities:

• You can always maintain the actual start if the WBS element has the status“Released” or “Partially released”.

• You can only maintain the actual finish if all lower-level WBS elements havean actual finish date and the status of the WBS element is “Released”.

The following also applies to WBS elements to which activities are assigned:

• You can only maintain the actual start if the assigned activity has the status“Partially” released or “Released”.

• You can only maintain the actual finish date if all the lower-level WBSelements also have an actual finish date and all the activities for the WBSelement have the status “Finally confirmed”.



Actual Dates of Activities

Figure 36: Actual Dates of Activities

Actual dates are normally entered in networks using confirmation. This can becarried out using individual or collective confirmation, or the cross applicationtime sheet.

Once an activity has a final confirmation, the start and finish of the earliest andlatest dates match the actual start and finish dates.

Partial confirmations affect the scheduling result for the earliest date in accordancewith the Shift order indicator.

• The Shift order indicator is not set: The actual start date and forecastduration of the partial confirmation are taken into account when the earliestdate is calculated.

• The Shift order indicator is set: The actual start date of the partialconfirmation is not taken into account when the earliest date is calculated.

To call up an overview of your planned dates at a certain point in time (baseline),use either project versions or forecast dates.





Exercise 3: Actual Dates fromConfirmations

Exercise ObjectivesAfter completing this exercise, you will be able to:• Describe the effects of actual dates on time scheduling

Business ExampleYou create partial confirmations for activities that are already being processed andcalculate the resulting shifts in dates for your project.

Task:

1. So far, you have planned dates but not begun to enter actual dates. Actualdates, however, can also affect your planned dates. Take a look at howactual dates affect planned dates in the project planning board. To do this,start by opening your project in the project planning board and alter thedisplay accordingly.

2. Before you start to enter actual dates, transfer the dates planned previously(basic dates) to the set of dates for alternative time scheduling (forecastdates).

Show the forecast dates, compare them with the basic dates, and then hidethem again.

Hint: Forecast dates can be determined via scheduling in the sameway as basic dates. These dates are simply alternative dates for timescheduling and are used in the course to “freeze” time schedulingat a certain point in time. This allows comparisons to be made withchanged time scheduling (basic dates) at a later stage.

3. Before you can enter actual data, you have to release activities or WBSelements. Release WBS element T-100##.1 Engineering and Design.

The status is inherited to lower-level activities to allow you to continueentering actual activity data.

4. Enter a partial confirmation for the activity 1000 Engineering ofdrawing/calculation/design. Display both the actual dates and the basic datesin the diagram area.




Enter the following data in the confirmation dialog window:

Hint: You can find Actual start, Actual finish, and Forecast durationin the Confirm. section. Find theActual finish field to the right ofthe Actual start field.

Field name Values

Completed Deselect

Final conf. Deselect

Processing % 20 %

Actual start Copy the earliest startdate

Actual finish Actual start plus 2working days

Forecast duration 14 days

5. Schedule your entire project.

Note, in particular, how the basic dates for activity 1000 change.

6. You can use the Shift order indicator to prevent the actual start dates fromaffecting scheduling. Modify the parameter for scheduling in the projectplanning board so that all settings match those of the “bottom-up” scenario,while the Shift order indicator is also active.

Then schedule your entire project again and analyze the date changes.

7. Compare the basic dates with the forecast dates.

Hide the forecast and actual dates again.

8. Select the “bottom-up” scheduling scenario again.

9. Save your modified schedule without saving any user-specific changes madeto the project planning board.



Solution 3: Actual Dates fromConfirmationsTask:

1. So far, you have planned dates but not begun to enter actual dates. Actualdates, however, can also affect your planned dates. Take a look at howactual dates affect planned dates in the project planning board. To do this,start by opening your project in the project planning board and alter thedisplay accordingly.

a) SAP Menu → Logistics → Project System → Project → ProjectPlanning Board → Change Project (double-click to select transaction)

Enter your project in the Project definition field, select With activities,use project planning board profile 1001 Elevators/Turbines, and clickthe Open project icon.

To optimize the graphic display, choose the Adapt graphic icon.

2. Before you start to enter actual dates, transfer the dates planned previously(basic dates) to the set of dates for alternative time scheduling (forecastdates).

Show the forecast dates, compare them with the basic dates, and then hidethem again.

Hint: Forecast dates can be determined via scheduling in the sameway as basic dates. These dates are simply alternative dates for timescheduling and are used in the course to “freeze” time schedulingat a certain point in time. This allows comparisons to be made withchanged time scheduling (basic dates) at a later stage.


In the menu, choose Edit → Reconcile dates → Transfer basic dateto forecast.

If the “Schedule WBS elements” dialog box appears, choose No.

b) Choose Set of Dates/View.

In the dialog box, select Forecast dates and choose Confirm to confirmyour input.

Follow the same procedure to hide the forecast dates again after youhave compared them with the basic dates.




3. Before you can enter actual data, you have to release activities or WBSelements. Release WBS element T-100##.1 Engineering and Design.

The status is inherited to lower-level activities to allow you to continueentering actual activity data.

a) Select the WBS element T-100##.1 Engineering and Design.

Choose Edit → Status → Release.

4. Enter a partial confirmation for the activity 1000 Engineering ofdrawing/calculation/design. Display both the actual dates and the basic datesin the diagram area.

Enter the following data in the confirmation dialog window:

Hint: You can find Actual start, Actual finish, and Forecast durationin the Confirm. section. Find theActual finish field to the right ofthe Actual start field.

Field name Values

Completed Deselect

Final conf. Deselect

Processing % 20 %

Actual start Copy the earliest startdate

Actual finish Actual start plus 2working days

Forecast duration 14 days

a) Select activity 1000 Engineering of drawing/calculation/design.

Choose Confirm activity.

Enter the data specified in the confirmation dialog window.

Confirm the confirmation by selecting Enter and choose Back to exit.

b) Choose Set of Dates/View.

In the dialog box, select Actual dates and choose Confirm to confirmyour data entries.

A time bar corresponding to the actual data that was confirmed willnow be displayed in the diagram area.

5. Schedule your entire project.




Note, in particular, how the basic dates for activity 1000 change.



The system uses the confirmation data to determine a provisional finishfor the activity being processed. The duration of the activity is based onthe actual duration and the forecast (remaining) duration. As a resultthe planned dates of the following activities in the network are shifted.

6. You can use the Shift order indicator to prevent the actual start dates fromaffecting scheduling. Modify the parameter for scheduling in the projectplanning board so that all settings match those of the “bottom-up” scenario,while the Shift order indicator is also active.

Then schedule your entire project again and analyze the date changes.

a) Choose the Options icon.

All settings in the predefined “bottom-up” scheduling scenario arefixed. In particular, you cannot change the Shift order indicator.

Set the scheduling scenario to Free scheduling.

The settings for the predefined profile IDES scheduling forwardcorrespond to the “bottom-up” scenario in scheduling type and form.You may still need to set the Adjust bsc date indicator and enter 999in the Start in past field.

Set the Shift order indicator.


b) Now reschedule your project.

Choose Select all to select all objects.


Notice how the time bar of activity 1000 becomes shorter and the datesof all following activities are adjusted.

7. Compare the basic dates with the forecast dates.

Hide the forecast and actual dates again.

a) Choose Set of Dates/View.

In the dialog box, select Forecast dates and choose Confirm to confirmyour input.

After you have compared the dates, hide the forecast and actual datesagain.




8. Select the “bottom-up” scheduling scenario again.

a) Choose the Options icon.

Change the scheduling scenario to “Bottom-up”.


9. Save your modified schedule without saving any user-specific changes madeto the project planning board.

a) Choose Save to save the changes to your project, but do not changeyour user-specific settings.



Lesson Summary

You should now be able to:• Enter actual dates for WBS elements and activities


Unit Summary PLM220

Unit SummaryYou should now be able to:• Schedule dates for WBS elements using the project planning board• Perform scheduling with the aid of the project planning board• Set the relevant tables in Customizing• Enter actual dates for WBS elements and activities



Test Your Knowledge

1. WBS elements can be linked together using relationships in order to specifythe chronological order of WBS elements.Determine whether this statement is true or false.□ True□ False

2. Which functions for time scheduling with WBS elements can be carried outautomatically by the system on saving with the help of planning methods?

3. Which factors can have an influence on the scheduling result of networks?Choose the correct answer(s).□ A The transaction used to carry out the scheduling.□ B Relationships to other networks.□ C The control key for the activity.□ D Dates of assigned WBS elements.□ E The work center in activities.

4. The system automatically calculates the actual dates for a WBS element fromthe accounting documents assigned to the WBS element.Determine whether this statement is true or false.□ True□ False

5. The Shift order indicator controls how actual dates from final confirmationsaffect further scheduling runs.Determine whether this statement is true or false.□ True□ False



Answers

1. WBS elements can be linked together using relationships in order to specifythe chronological order of WBS elements.

Answer: False

Network activities can only be linked to each other by means of relationshipsin the project system. The work breakdown structure has a purelyhierarchical structure however.

2. Which functions for time scheduling with WBS elements can be carried outautomatically by the system on saving with the help of planning methods?

Answer: The system can check the hierarchical consistency of timescheduling within the project and extrapolate dates within the projectstructure automatically on saving using the planning methods “Top Down”,“Bottom Up” and “Strict Bottom Up”.

3. Which factors can have an influence on the scheduling result of networks?

Answer: A, B, C, D, E

The result of scheduling depends on a variety of different influencing factors.All factors listed can play a role in the scheduling of networks. It is essentialfor understanding scheduling to have a knowledge of these factors.

4. The system automatically calculates the actual dates for a WBS element fromthe accounting documents assigned to the WBS element.

Answer: False

The actual dates for a WBS element can only be entered either manually,calculated by extrapolation of actual dates of lower-ranked WBS elements,or derived from the provisional actual dates of assigned activities.

5. The Shift order indicator controls how actual dates from final confirmationsaffect further scheduling runs.

Answer: False

The Shift order indicator controls how actual dates from partial confirmationsaffect subsequent scheduling runs.


Unit 3Capacities

Unit OverviewThis unit deals with the planning, execution and analysis of internal servicesfor projects. You create work centers and available capacities and learn aboutthe various influencing factors for determining the capacity requirements forprojects, as well as the appropriate Customizing settings. The unit also providesan overview of the various reports for analyzing the capacity situation for projectsand for work centers, as well as an overview of capacity leveling options. As wellas capacity planning at work center level, workforce distribution for personnelresources is also discussed. Finally, the various completion confirmation optionsfor network activities (especially the Cross Application Time Sheet) and reductionof capacity requirements is discussed.


• Describe the lifecycle of internal activities in projects• Calculate capacity requirements• Carry out capacity analyses for projects and work centers• Distribute work to personnel resources• Confirm internal services for internally-processed activities

Unit ContentsLesson: Capacities - Overview... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Exercise 4: Quick Run of Planning and Execution of InternalActivities .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Lesson: Available Capacity and Capacity Requirements .. . . . . . . . . . . . . . . . . 83Exercise 5: Available Capacity and Capacity Requirements .. . . . . . . . . 87

Lesson: Capacity Analysis.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Exercise 6: Capacity Analysis .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101

Lesson: Capacity Leveling... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .107Exercise 7: Workforce Planning ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .115

Lesson: Confirmations ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124Exercise 8: Confirmations and Actual Capacity Requirements .. . . . .133


Unit 3: Capacities PLM220

Lesson: Capacities - Overview

Lesson OverviewThis lesson provides an initial overview of the various aspects of capacity planningfor projects. Using a simple example, you learn about the stages involved in thelifecycles of internally processed activities.


• Describe the lifecycle of internal activities in projects

Business ExampleYou want to perform a large part of the services for your turbine project in yourown company. In other words, you want to use the company's own resources.however, it is possible you may not have sufficient available capacity to performthe work. Plan the services and analyze the capacity requirements.

The Lifecycle of Internal Activities

Figure 37: Overview of Capacities

The planning of internal activities has a considerable influence on other objectsand aspects in the Project System and in Capacity Planning. The extent of thisinfluence is indicated by the width of the lines in the slide.


PLM220 Lesson: Capacities - Overview

Figure 38: Lifecycle of an Internal Activity

Figure “Lifecycle of an Internal Activity” illustrates all of the events in thelifecycle of an internally processed activity. You can omit some of the events ifrequired, however. Capacity leveling or workforce planning may be unnecessary,for example, if the time and effort these involve outweigh the benefits.

Figure 39: Internal Processing in the Project Planning Board



You can use the project planning board to carry out all steps involved in theprocessing of internal activities.

Figure “Internal Processing in the Project Planning Board” shows only theminimum processing procedure. You can also call up workforce planning andcapacity leveling directly from the planning board.



Exercise 4: Quick Run of Planning andExecution of Internal Activities

Exercise ObjectivesAfter completing this exercise, you will be able to:• You carry out a “quick run” of planning and execution of internal activities

in the project planning board.

Business ExampleYou plan, monitor, and execute internal activities in the project planning board foran activity of your turbine project using a “quick run”.

Task:In this task you process the life cycle of an internal activity. That is, you planand release an activity, create and analyze capacity requirement, and confirm theactivity.


2. Open your project T-100## including activities in the project planning board.Use the 1001 Elevators/Turbines planning board profile.

3. Plan work for activity 1100 Engineering of running gear.


Field Name Values

Work center 2200

Work 120 hours

Activity type 1429


4. Determine the capacity requirements for your project using the appropriatefunctions in the project planning board menu.




Mind the status bar in the project planning board. The capacity requirementswill only be calculated after the next scheduling run.

Hint: You can determine capacity requirements automatically onsaving by activating the Capacity requirements indicator in thenetwork header. You can also make this network header setting inthe project planning board by selecting an activity and choosingDetails → Network header.

Start scheduling your entire project.

5. Analyze the capacity requirements of the WBS element T-100##.1Engineering and Calculation. Use the capacity overview in the projectplanning board to do this.

In the capacity overview for work center 2200 Specifications statics, displaya histogram of the requirements instead of a bar chart.

Display the legend for an explanation of the information shown. Then hidethe legend again.

Hint: You can also look at the work center from the project planningboard. To do so, double-click the work center.

Close the capacity overview.

6. The two activities 1000 Engineering of drawing/calculation/design and 1100Engineering of running gear are completed as planned. Enter the relevantfinal confirmations.

Now observe the status of activity 1000.

Hint: As a result of the final confirmation, the system resets all thecapacity requirements of the activity to zero. In the previous unit,you entered a partial confirmation of 20%, which left a capacityrequirement of 80%.

7. Save the changes to your project and return to the SAP menu.



Solution 4: Quick Run of Planning andExecution of Internal ActivitiesTask:In this task you process the life cycle of an internal activity. That is, you planand release an activity, create and analyze capacity requirement, and confirm theactivity.



2. Open your project T-100## including activities in the project planning board.Use the 1001 Elevators/Turbines planning board profile.

a) Enter your project in the Project definition field and select theElevators/Turbines planning board profile. Set the with activitiesindicator and choose the Open project icon.

3. Plan work for activity 1100 Engineering of running gear.


Field Name Values

Work center 2200

Work 120 hours

Activity type 1429


a) Call up the detail screen for activity 1100 by double-clicking the timebar or the activity number.

Click the Internal tab and enter the data specified.


4. Determine the capacity requirements for your project using the appropriatefunctions in the project planning board menu.




Mind the status bar in the project planning board. The capacity requirementswill only be calculated after the next scheduling run.

Hint: You can determine capacity requirements automatically onsaving by activating the Capacity requirements indicator in thenetwork header. You can also make this network header setting inthe project planning board by selecting an activity and choosingDetails → Network header.

Start scheduling your entire project.

a) Choose Select all to select all objects.

Choose Edit → Functions → Activate capacities.

Start scheduling your project by clicking the appropriate icon.

5. Analyze the capacity requirements of the WBS element T-100##.1Engineering and Calculation. Use the capacity overview in the projectplanning board to do this.

In the capacity overview for work center 2200 Specifications statics, displaya histogram of the requirements instead of a bar chart.

Display the legend for an explanation of the information shown. Then hidethe legend again.

Hint: You can also look at the work center from the project planningboard. To do so, double-click the work center.

Close the capacity overview.

a) Select the WBS element T-100##.1.

Choose the Capacity overview icon.

b) Select work center 2200, then right-click to open the context menuand choose Load as histogram.

Choose the appropriate entry in the context menu for displaying thelegend.

Show the legend and hide it again using Close in the legend.

c) To close the capacity overview, choose, for example, Close chart fromthe context menu.

6. The two activities 1000 Engineering of drawing/calculation/design and 1100Engineering of running gear are completed as planned. Enter the relevantfinal confirmations.




Now observe the status of activity 1000.

Hint: As a result of the final confirmation, the system resets all thecapacity requirements of the activity to zero. In the previous unit,you entered a partial confirmation of 20%, which left a capacityrequirement of 80%.

a) Hold down the CTRL key and select the two activities 1000 and 1100.

Choose the Confirm activity icon.

The dialog screen for confirming activity 1000 appears. Enter theearliest finish as the finish date. Accept the remaining data and go tothe next activity.

Do this by clicking Next activity.

Enter the earliest start or earliest finish as the actual start or finish andaccept the remaining data.

Choose Back.

b) Call up the detail screen of activity 1000 by double-clicking the activitybar or the activity number. Choose the Internal tab.

The activity should have the statuses Released, Manually confirmed,and Confirmed.

Choose Back.

7. Save the changes to your project and return to the SAP menu.

a) Choose Save and then Back to return to the SAP menu.



Lesson Summary

You should now be able to:• Describe the lifecycle of internal activities in projects


PLM220 Lesson: Available Capacity and Capacity Requirements

Lesson: Available Capacity and Capacity Requirements

Lesson OverviewThis lesson covers the settings that need to be made in the work center to defineavailable capacity, and the settings in internally processed activities to calculatecapacity requirements.


• Calculate capacity requirements

Business ExamplePart of the assembly work for the turbine system is to be carried out by employeesfrom a new work center. You start by creating a suitable work center and definingthe available capacity. You then calculate the capacity requirement of your projectfor this work center.

Internally-Processed Activities and CapacityRequirements

Figure 40: Details of an Internally-Processed Activity



Figure “Details of an Internally-Processed Activity” highlights the main settingsfor capacity requirements for internal activities:

• You use the Control key - among other things - to set whether an activity isrelevant at all for determining capacity requirements.

• The value in the Work field generally determines the size of the plannedcapacity requirements.

• The Distribution key field determines how the capacity requirements areto be distributed over the duration of the activity. If this field is blank, thedistribution key is determined from the work center. If the work center fieldis also blank, the work is distributed evenly to the latest dates.

• The system can only determine capacity requirements if you have entereda work center. The requirements are generated at this work center and thework center supplies the available capacity.

• The Activity Type is determined from the work center. This is essential forthe calculation of the cost for an activity.

Work Centers and Available Capacity

Figure 41: Details of Work Center, Capacities



Figure “Details of Work Center, Capacities” highlights the main settings fordefining the capacities of a work center.

• On the Capacities tab page, you can specify the individual capacitycategories (labor, machine, for example) of a work center. Each capacitycategory has its own available capacity.

• The formula for calculating the internal processing requirement defines howcapacity requirements are to be determined from the activity details. Usually,only the Work field is used from the activity.

• The distribution key of the work center is only used by the system if nodistribution key is specified in the activity.

You define the following in the header for the capacity category:

• You define the standard available capacity for the capacity category. Thisstandard available capacity can be refined using additional intervals.

• The Relevant to finite scheduling switch allows you to determine whetherthe capacity category is to be considered in an availability check. You canperform this availability check from the network or during capacity leveling.

• The overload specifies the percentage of capacity requirements that theavailable capacity may exceed without the availability check affectingactivity scheduling.

Figure 42: Available Capacity

The capacity data in the work center and the available capacity determine theavailable output of labor and machines within a certain time period. Availablecapacity specifies the performance of a capacity category in a work center.



The formulas in the work center determine how capacity requirements arecalculated.

Figure 43: Capacity Requirements

Scheduling determines the capacity requirements using the scheduled dates for theservice to be performed. The system determines the capacity requirements usingthe formula in the work center and the work from the network activity.

Capacity requirements can also be determined for externally processed activities.To do so, you must set the Scheduling and Capacity requirements indicators in thecontrol key. Capacity requirements are determined in the same way as internallyprocessed activities.



Exercise 5: Available Capacity andCapacity Requirements

Exercise ObjectivesAfter completing this exercise, you will be able to:• Define the available capacity• Generate capacity requirements

Business ExampleYou create a new work center and define the available capacity for capacities ofthis work center. This work center is used for assembly activities for your turbineproject. You therefore calculate the corresponding capacity requirement.

Task:

1. Create a new work center in the Project System menu. Later, you will usethis work center in your network and examine the corresponding capacityrequirements.

Use the following data on the initial screen:

Field name Values

Plant 1300

Work center 25##

Work center category 0006

The basic data screen appears for the work center. Enter the following data:

Field name Values

Text Group ##, assembly

Responsible person 001

Usage 003, only networks

Save your entries before continuing.

2. Enter the data for the available capacity for the work center.

Use the following data on the Capacities tab page of your work center 25##:




Field name Value

Capacity category 002

Other formula SAP008

Int dist key SAP030

Enter the available capacity for this capacity category on the detail screen.Use this data:

Field name Value

Capacity planner grp 001

Factory calendar ID 01

Base unit of measure Hours

Start 8 a.m.

Finish 18:00

Length of breaks 1 hour

Capacity utilization 100 %

No. of indiv. cap. (Number ofindividual capacities)

1

Relevant to finite scheduling Yes

Can be used by several operations… Yes

Overload 20 %

Long-term planning No


3. Your new work center is still missing scheduling data and needs to beassigned to a cost center. Maintain this data. Enter the following data in the detail screen for scheduling:

Field name Value



Next, enter the cost center assignment and the costing data on the Costingtab page:




Field name Value

Start date Start of current year

Cost center 4290

ActType Int.Proc. 1421

Formula key (field has no label) SAP008

Save your entries and go back to the main SAP menu.

4. Use your new work center 25## in your project, in activity 4000 Productionof running gear, bearing, valves. Edit the project using the project planningboard.

In addition, plan work for this activity on your work center. Use this data:

Field Name Value

Work center 25##

Work 300 hours

Duration 30 days

DistKeyCapRqInt SAP020

5. The capacity requirements and planned dates are no longer up-to-date.Update the data for your project by rescheduling the project.

Then check the capacity load of work center 25##.

View the histogram display of the load in the capacity overview.

Is there an overload?

Note down the earliest start date and the latest finish date of the activity forcomparison at a later stage.

Earliest start: ___________

Latest finish: ___________

Save your project. Go back to the SAP menu.



Solution 5: Available Capacity andCapacity RequirementsTask:

1. Create a new work center in the Project System menu. Later, you will usethis work center in your network and examine the corresponding capacityrequirements.


Field name Values

Plant 1300

Work center 25##

Work center category 0006

The basic data screen appears for the work center. Enter the following data:

Field name Values

Text Group ##, assembly

Responsible person 001

Usage 003, only networks


a) SAP Menu→ Logistics → Project System → Basic Data → MasterData → Work Center → Master Record → Create (double-click toselect the transaction).

Use the data specified on the initial screen.

Then click the Basic data button or go to the next screen by choosingEnter.

b) Next, on the basic data screen for the work center enter the dataspecified in the exercise.


2. Enter the data for the available capacity for the work center.

Use the following data on the Capacities tab page of your work center 25##:




Field name Value



Int dist key SAP030

Enter the available capacity for this capacity category on the detail screen.Use this data:

Field name Value

Capacity planner grp 001

Factory calendar ID 01

Base unit of measure Hours

Start 8 a.m.

Finish 18:00

Length of breaks 1 hour

Capacity utilization 100 %

No. of indiv. cap. (Number ofindividual capacities)

1

Relevant to finite scheduling Yes

Can be used by several operations… Yes

Overload 20 %

Long-term planning No


a) Choose from the menu Work Center → Change.

Enter your work center ID.

b) Choose the Capacities button. Enter the capacity category, enter theother formula in the field Other formula, and the “Int dist key” in theInt. dist. Key field.

Confirm your input with Continue.

c) Enter the detail screen of the capacity category that you just created bychoosing the Capacity header data icon. Specify the available capacity.Use the data indicated for this.

Confirm your input with Continue.





3. Your new work center is still missing scheduling data and needs to beassigned to a cost center. Maintain this data. Enter the following data in the detail screen for scheduling:

Field name Value



Next, enter the cost center assignment and the costing data on the Costingtab page:

Field name Value

Start date Start of current year

Cost center 4290

ActType Int.Proc. 1421

Formula key (field has no label) SAP008

Save your entries and go back to the main SAP menu.

a) Choose Scheduling on the initial screen to change your work center25##.

The detail screen for scheduling appears. Enter the specified data andconfirm your entries.

b) Choose the Costing tab page.

Enter the specified data and confirm your entries.

Choose Save followed by Back to return to the SAP menu.

4. Use your new work center 25## in your project, in activity 4000 Productionof running gear, bearing, valves. Edit the project using the project planningboard.

In addition, plan work for this activity on your work center. Use this data:




Field Name Value

Work center 25##

Work 300 hours

Duration 30 days

DistKeyCapRqInt SAP020

a) SAP Menu → Logistics → Project System → Project → ProjectPlanning Board → Change Project (double-click to select transaction).

Open your project T-100## including activities.

Call up the detail screen for activity 4000 by double-clicking the timebar or the activity number.

Choose the Internal tab page and enter the data indicated.

Choose Back.

5. The capacity requirements and planned dates are no longer up-to-date.Update the data for your project by rescheduling the project.

Then check the capacity load of work center 25##.

View the histogram display of the load in the capacity overview.

Is there an overload?

Note down the earliest start date and the latest finish date of the activity forcomparison at a later stage.

Earliest start: ___________

Latest finish: ___________




Save your project. Go back to the SAP menu.

a) Choose Select all to select all objects.


b) Check the capacity load of work center 25##.

Select WBS element T-100##.4 Production, then click the Capacityoverview icon.

Choose Load as histogram in the context menu (right mouse button).

Overloads on your work center are displayed in red.

Close the capacity overview and double-click to go to the detail screenof activity 4000.

Switch to the Dates tab page on the detail screen of the activity. Notedown the earliest start date and the latest finish date of the activity forcomparison at a later stage. Your capacity requirements will be withinthis period.

Exit the detail screen of the activity again by choosing Back.

c) Choose Save followed by Back to return to the SAP menu.



Lesson Summary

You should now be able to:• Calculate capacity requirements



Lesson: Capacity Analysis

Lesson OverviewThis lesson provides an overview of reports in the project system and of capacityplanning for assessment of the capacity situation in projects and work centers.


• Carry out capacity analyses for projects and work centers

Business ExampleYou would like to know whether all the capacities you need to carry out yourproject are also available on the dates in question. You therefore analyze thecapacity requirements for your project and compare these with the availablecapacity.

Capacity Analysis in the Structure Information System

Figure 44: Capacity Analysis in the Structure Information System

You can evaluate capacity requirements directly in the Project System informationsystem. Use the enhanced individual overview for capacity requirements fromthe Structures Information System. The overview is structured in exactly thesame way as the Structures Information System. You can use PS info profiles, forexample, to determine what information is displayed.


PLM220 Lesson: Capacity Analysis

Alternatively, you can also use the Capacities individual overview, which wasdeveloped for the R/3 Enterprise release. This is designed for occasional usersand is easy to use. However the information it provides is not as detailed as in theenhanced individual overview.

Capacity Planning Reports

Figure 45: Analysis with Capacity Evaluation Reports

You can use capacity evaluation to analyze the capacity loads in your company.You can perform various evaluations here:

• The standard overview provides you with an overview of the load situationat selected work centers. It compares the capacity requirements and theavailable capacity of the selected work centers with the capacity alreadyfilled by the work centers for each period.

• You can use the capacity detail list to display details of the orders andnetworks that create capacity requirements at the work centers.

• You can use the variable overview to evaluate and display any data fromcapacity planning.

You can display the different evaluations in tabular and graphical form usingthe SAP Business Graphics.

You can display or process work centers and capacities from all evaluation lists.You can also process orders and confirmations and display stock/requirements listsfrom the detailed capacity list.



Figure 46: Enhanced Capacity Evaluation

Important: In the standard system it is not possible to select actual capacityrequirements for projects in the enhanced capacity evaluation. To be ableto evaluate actual capacity requirements, SAP will change selection profileSAPPS_S020 for the course later. This selection profile is used in theSAPPS_G021 overall profile. All the profiles for enhanced capacity evaluationare maintained in Customizing for Capacity Planning.

Figure 47: Customizing for Enhanced Capacity Evaluation



The overall profile contains all settings required for enhanced evaluations andcapacity leveling. You can set the overall profile and all associated subprofileswithin Customizing for capacity planning.

All of the Customizing activities required are discussed in the courses on CapacityPlanning (e.g. SCM360).





Exercise 6: Capacity Analysis

Exercise ObjectivesAfter completing this exercise, you will be able to:• Analyze capacity requirements in the Structures Information System and in

a capacity overview

Business ExampleYou analyze the capacity requirements for your turbine project. You checkwhether the capacities you need to carry out the project are also available onthe dates in question.

Task:In this task you analyze capacity requirements from a project specific perspectiveand a work center specific perspective.

1. Analyze the capacity requirements for your project T-100## with theenhanced individual overview of capacity requirements in the Project Systeminformation system.

If you are asked to provide a PS info profile, enter YIDES_130000.

Change the selection of fields displayed in the report.

For example, remove the Work center text and add the following fields:

Field Name

Activity

Earliest start date

Latest finish date

Normal duration

Change the way in which the capacity requirements are grouped so that theyare sorted according to WBS elements.

Exit the report without saving the overview.

2. Look at the capacity load utilization of your work center using a suitablereport in the PS information system.

Enter the following values on the initial screen of the report:




Field Name Value

Work center 25##

Capacity planner group 001


If you cannot see all the capacity requirements for your project, adjust theevaluation period.

Take a closer look at the requirements for an individual period. To do this,display the Activity field in the detail view.

Which activity creates the requirement?

Return to the display for all periods and display the load graphic.

Finally, exit the graphic and the report.



Solution 6: Capacity AnalysisTask:In this task you analyze capacity requirements from a project specific perspectiveand a work center specific perspective.

1. Analyze the capacity requirements for your project T-100## with theenhanced individual overview of capacity requirements in the Project Systeminformation system.


Change the selection of fields displayed in the report.

For example, remove the Work center text and add the following fields:

Field Name

Activity

Earliest start date

Latest finish date

Normal duration

Change the way in which the capacity requirements are grouped so that theyare sorted according to WBS elements.





a) SAP Menu → Logistics → Project System → Information System→ Structures → Enhanced Individual Overviews → CapacityRequirements (Double-click to select transaction)


On the initial screen, enter your project definition T-100##.

Click the Execute icon to call up the report.

b) Change the field selection by clicking the Choose fields icon.

Remove the Work center text and add the fields indicated.

Click Continue to update the field selection.

c) Click the Group icon.

Select the grouping criteria in the left half of the dialog box and chooseHide fields.

Then choose the WBS element field and show it using the Show fieldsicon.

Choose Continue.

d) Choose Back to exit the report.

A dialog box appears in which you can save the report data. ChooseNo here.

Finally, exit the report entirely using the Back icon.

2. Look at the capacity load utilization of your work center using a suitablereport in the PS information system.

Enter the following values on the initial screen of the report:

Field Name Value

Work center 25##



If you cannot see all the capacity requirements for your project, adjust theevaluation period.

Take a closer look at the requirements for an individual period. To do this,display the Activity field in the detail view.

Which activity creates the requirement?




Return to the display for all periods and display the load graphic.

Finally, exit the graphic and the report.

a) SAP Menu → Logistics → Project System → Information System →Resources → Capacity Load → Work Center View (Double-click toselect transaction).

On the initial screen, use the data specified.

Choose Standard Overview.

b) A week-by-week list of your work center's capacity requirementsappears. This work center will probably be overloaded for severalweeks by the capacity requirements for your project.

If you do not find all capacity requirements for your project, chooseSettings → General and position your cursor in the Int. finish field inthe Interval to be evaluated section. Increase the value accordingly (ifnecessary, compare it with the latest finish of the activity you noteddown previously).

c) Select a period where requirements are greater than zero, then clickCap. details/period.

Choose the Choose fields pushbutton.

Look for the Operation field on the right-hand side of the dialog boxthat appears. Select it and copy it to the left-hand side of the dialogbox by clicking the Choose icon.

Confirm your data entries by clicking the Continue pushbutton.

Activity 4000 of your project causes the capacity requirement in thisperiod.

d) Choose Back.

Now choose the Standard Overview icon to display the load as agraphic.

e) To exit the graphic and the report, choose Back repeatedly until youhave returned to the SAP menu.



Lesson Summary

You should now be able to:• Carry out capacity analyses for projects and work centers


PLM220 Lesson: Capacity Leveling

Lesson: Capacity Leveling

Lesson OverviewIn this lesson, you will learn about the various options for carrying out capacityleveling for projects. This lesson will cover workforce planning of personnelresources as a means of performing capacity leveling.


• Distribute work to personnel resources

Business ExampleFor the internal activities in your project, you evaluate the options for performingcapacity leveling whenever you have a capacity overload. You would like tocompare the available capacity to the capacity requirements generated for yourproject. You also would like to distribute the planned work to individual personnelwithin your company.

Overview

Figure 48: Capacity leveling



There are various capacity leveling methods for networks/activities:

• You can use the project planning board to display the capacity load for thework centers assigned to the internal activities. These work centers appear asbars on a time axis. Red sections on these bars indicate an overload withina specific time period. You can select a particular work center and displaya capacity load curve that shows both the capacity requirements and theavailable capacity. You can use the project planning board to level capacities,for example: by changing the work center or rescheduling the activity to aperiod when capacity is available.

• For capacity leveling, you can use the capacity planning board either ingraphical or tabular form. Each of them has at least two sections, one for theavailable capacity of the work center by period and the other for the capacityrequirements of different orders or networks.

Workforce planning is a user interface that you can use to distribute given work topersons allocated to the work center.

There are different views for capacity planning and for workforce planning:

• The work center view selects all capacity requirements for the specifiedwork centers within a given time.

• The project view selects all activities with work centers for a specifiedproject.

Workforce Planning

Figure 49: Workforce Planning



Using workforce planning you can assign personnel to activities.

Characteristics of workforce planning:

• Two different views: the work center view and the project view• Personnel can be assigned to activities quickly and easily.• Data display:

– Availability of the person (read from HR)– Total capacity load on the person– Activity data

You can assign the personnel, who are assigned to the work center for the activity,or personnel that belong to the project team assigned to a WBS element, or, if thesettings allow, personnel that are available in HR.

Figure 50: Evaluation of Workforce Planning

Evaluation lets you display the work distribution for projects, work centers orpersonnel resources.

• When you call workforce planning in the project view, you select usingproject definitions, WBS elements, or networks. The project view displaysall activities that are assigned to the chosen networks or WBS elements.

• When calling up workforce planning in the work center view, you selectwork centers, plants or personnel resources (here: person or position).

• Selecting via personnel resources also allows you to evaluate workforceplanning on the basis of organizational units.

The evaluation is carried out using the SAP List Viewer (ALV). The standardfunctions of this tool allow you to use the evaluation as a basis for printingworkforce planning, sending it to other users or storing it in a local file.



Figure 51: Project Team

As of Release 4.6, you can create a project team for a WBS element. The projectorganization consists of people that you can use in workforce planning. Thepersons are either assigned via HR organizational units, via positions or directly.

If a WBS element does not have its own project team, you can access the projectteam of the higher-level WBS element during “workforce planning”.

If a WBS element does have its own project team, you cannot access the projectteam of the higher-level WBS element during “workforce planning”.

Figure 52: Assignment of Persons to Work Centers



You can assign persons to work centers:

• At capacity category level• At work center level

This assignment is important for:

• Workforce planning• The time sheet, which proposes a worklist for entering activities for a person.

Figure 53: Customizing for Workforce Planning

To carry out and evaluate workforce planning, you need to use profiles forworkforce planning. These must be entered on the initial screen and can bechanged temporarily if required. The profiles for workforce planning are definedin the resource section of customizing for Project Systems.

From Release 4.6A onwards, you can work with mixed period splits. Withinworkforce planning, you can display individual periods for specific days, weeks,or months, for example.

From Release 4.6A onwards, you can assign persons from the work center orproject organization or persons of your choice. You can distribute work to personsas well as assign positions or HR organizational units.

Exceptions are used when evaluating workforce planning.

Capacity Planning TableYou can perform capacity leveling using the capacity planning table or (graphical)capacity planning table. Set scheduling of activities on work centers can occurin certain periods.



Figure 54: Capacity Planning Table

In the graphical capacity planning table, you can dispatch activities by draggingthem with the mouse to the work center/capacity category for a certain period.

You can call up various transactions from the graphical planning board such as:

• Change/display the order or activity• Change/display the work center or the capacity screen of the work center

Figure 55: Tabular Planning Board



The tabular capacity planning board contains the following types of display:

• Work center / capacity with availability, load, dispatched and pool for severalperiods

• Multiple work centers / capacities with availability and load for severalperiods

The tabular capacity planning board can be called up in the work center view, oran individual capacity view or order view. It displays the available capacity anddistributed capacity requirements. The output unit for the available capacity andcapacity requirements is specified in the evaluation profile.

The tabular capacity planning table is divided up into a resources section and arequirements section.

• The resources section contains: The name of the work center or capacity withthe capacity category, scheduling periods, dispatched capacity requirementsand requirements in the worklist that have not yet been dispatched.

• You can display requirements in the requirements section (dispatched and/ornot dispatched).





Exercise 7: Workforce Planning

Exercise ObjectivesAfter completing this exercise, you will be able to:• Distribute planned work to personnel• Analyze workforce planning

Business ExampleYou distribute planned work for various activities in your turbine project toindividual persons and check the availability of these resources. The employees towhich you have assigned work can access information about workforce planninglater as part of time-data recording.

Task:

1. Create a project organization for the top level WBS element of your projectin the project planning board. This project organization serves as a “defaultquantity” for workforce planning later on.

Assign the organizational unit 1300 Frankfurt Project Center to the WBSelement Turbine.

Which persons make up your project organization? ___________________

Finally, save your data and go back to the main SAP menu.

2. Assign a person to the capacity category in your work center. The positionsand persons have already been created in the HR system and can be used forworkforce planning later on.

Assign position 500141## to capacity category 002 of your work center 25##.

Save your work center change.

3. Now assign personnel resources to activities of your projects. Do this usingthe workforce planning project view and persons of your project team andyour work center.

Enter the following data on the initial screen of the relevant transaction:

Field name Value

Project T-100##

Profile 1302




Profile 1302 is used to calculate the planning period relative to the currentdate. In this case, you do not need to enter a start or finish date for workforceplanning.

The employee Dieter Martens is a member of your project team. Assign himto activity 1200 Engineering of case.

Now enter several hours for a few periods on the right-hand side of thegraphic.

Hint: If none of the fields are ready for input, the capacityrequirements for the activity are outside the planning period. Youcan now adjust the assignment: Select the assignment and click theChange assignment icon. You can change the assignment periodhere. Then choose the Copy icon.

Display the availability or load for Dieter Martens.

Stay in workforce planning and assign the person from your work center25## to activity 4000 Production of running gear, bearing, valves.

Now schedule this person for a few hours at the proposed times. Allocatesome hours during the first week of the scheduled capacity requirements byscrolling sideways to find the schedule work time frame.

Save your entries.

4. Evaluate the workforce planning settings for your project.


Field name Value

Project T-100##

Profile 1302

With availability pers. res. Select

An overview of the personnel assigned to the project appears. The firstcolumn shows Exceptions. These exceptions are highlighted using trafficlight colors. Create an exception yourself. Set the traffic lights to change tored if less than 5% of the requirements are assigned to a resource.

Then exit the evaluation.



Solution 7: Workforce PlanningTask:

1. Create a project organization for the top level WBS element of your projectin the project planning board. This project organization serves as a “defaultquantity” for workforce planning later on.

Assign the organizational unit 1300 Frankfurt Project Center to the WBSelement Turbine.

Which persons make up your project organization? ___________________




Finally, save your data and go back to the main SAP menu.


Enter your project in the Project definition field, select With activities,use project planning board profile 1001 Elevators/Turbines, and clickthe Open Project icon.

b) You can assign the project organization in the project planning boardon the detail screen of the WBS elements. To do this, go to the detailscreen of the uppermost WBS element (by double-clicking WBSelement T-100## Turbine).

Click the Project team for WBS element icon.

An overview of the personnel resources assigned to this elementappears.

Now assign organizational unit 1300 Frankfurt Project Center to WBSelement Turbine.

Place your cursor on the Turbine row and click the Create assignmenticon.

Another dialog box appears. Here, double-click the Organization unitrow.

Now enter *proj* on the Abbreviation and Name tab of the searchscreen and select Start search.

Select the entry described as Frankfurt Project Center and confirmthis by clicking Copy.

In the next dialog box, click the Save icon to create the assignment.

You return to the initial screen.

c) Expand all the branches in the overview to find the persons that belongto this project organization.

Exit the project organization assignment. Choose Back.

d) Exit the detail screen of the WBS element by clicking the Back icon.

Finally, click Save and then choose Back to return to the SAP menu.

2. Assign a person to the capacity category in your work center. The positionsand persons have already been created in the HR system and can be used forworkforce planning later on.

Assign position 500141## to capacity category 002 of your work center 25##.




Save your work center change.

a) SAP Menu→ Logistics → Project System → Basic Data → MasterData → Work Center → Master Record → Change (Double-click toselect the transaction)

Enter your work center 25## and choose the Capacities pushbutton.

b) Link the capacity category 002 with the HR system.

To do this, double-click capacity category 002 to access the headerfor the capacity category.

Choose the HRMS (HR assignment) pushbutton.

A screen appears in which you can create a link to a person, a position,or a requirements profile. Assign position 500141## to the capacitycategory.

You can do this by expanding the link display and then double-clickingthe Position line.

This opens a page called Change Work Center Capacity. Place thecursor on the Position field and choose the Create Assignment icon.Enter position 500141## and choose Adopt. Change the layout toadd the Key field. Record the employee number for your assignedemployee.

Finally, click the Save icon and return to the SAP menu.

3. Now assign personnel resources to activities of your projects. Do this usingthe workforce planning project view and persons of your project team andyour work center.


Field name Value

Project T-100##

Profile 1302

Profile 1302 is used to calculate the planning period relative to the currentdate. In this case, you do not need to enter a start or finish date for workforceplanning.

The employee Dieter Martens is a member of your project team. Assign himto activity 1200 Engineering of case.




Now enter several hours for a few periods on the right-hand side of thegraphic.

Hint: If none of the fields are ready for input, the capacityrequirements for the activity are outside the planning period. Youcan now adjust the assignment: Select the assignment and click theChange assignment icon. You can change the assignment periodhere. Then choose the Copy icon.

Display the availability or load for Dieter Martens.

Stay in workforce planning and assign the person from your work center25## to activity 4000 Production of running gear, bearing, valves.

Now schedule this person for a few hours at the proposed times. Allocatesome hours during the first week of the scheduled capacity requirements byscrolling sideways to find the schedule work time frame.

Save your entries.

a) SAP Menu → Logistics → Project System → Resources → WorkforcePlanning → Project View (Double-click to select transaction).

Enter the specified data on the initial screen and then click the Executeicon.

b) An overview of all activities that have capacity requirements in theplanning period appears. Filter out the activities that are assigned toWBS element T-100##.1 Engineering and Calculation.

Use the Other WBS element button for this, and choose the WBSelement in the dialog box by double-clicking it.

c) Select activity 1200 Engineering of case and then click the Createassignment icon.

This opens up a dialog box containing your project team.

Select the line Dieter Martens and choose Assign.

You can now assign the person to the activity for individual periods.To do this, enter several hours for a few periods on the right-hand sideof the table.

Then select the assignment and choose the Availabiliyt pers. resource(Availability of personnel resources) icon to display the availability orload for “Dieter Martens”.

d) Stay in workforce planning and now assign the person from your workcenter 25## to activity 4000 Production of running gear, bearing,valves.




Call up the activity view of WBS element T-100##.4 Production. Dothis using the Other WBS element pushbutton and choose the WBSelement T-100##.4 Production by double-clicking it.

Select activity 4000 Production of running gear, bearing, valves andclick the Create assignment icon.

The (inherited) project team list appears again. The person from yourwork center is not yet listed.

Choose the Work Center Organization Structure. Expand theorganizational structure of the work center until you find the personyou are looking for.

Next, select the person (not the position) and click Continue.

The person is now listed along with the project team. You can nowcontinue as before.

Select the person and click Assign.

Schedule this person for a few hours at the proposed times and confirmyour input.

Allocate some hours for the activity. Since the activity is planned farin the future, you now have to adjust the planning period (see the notein the exercise).


4. Evaluate the workforce planning settings for your project.


Field name Value

Project T-100##

Profile 1302

With availability pers. res. Select

An overview of the personnel assigned to the project appears. The firstcolumn shows Exceptions. These exceptions are highlighted using trafficlight colors. Create an exception yourself. Set the traffic lights to change tored if less than 5% of the requirements are assigned to a resource.




Then exit the evaluation.

a) SAP Menu → Logistics → Project System → Resources → WorkforcePlanning → Evaluation (Double-click to select transaction)


b) Choose Settings and go to the Exceptions tab page.

In the Activity work distributed in % section, enter a value of 5%alongside the Less than or equal to sign. You may also select theDisplay indicator.

Change the color of the traffic light to red by simply clicking it withthe left mouse button.

Finally, click Copy.

Most of the activities of your project will now be shown with a redtraffic light, as your work was not distributed to any persons.

c) Exit the evaluation by clicking Back.



Lesson Summary

You should now be able to:• Distribute work to personnel resources



Lesson: Confirmations

Lesson OverviewThis lesson deals with confirmation of network activities and the necessarysettings for this. As well as individual and collective confirmations, you alsolearn about the Cross Application Time Sheet (CATS) as an option for enteringconfirmations for projects.


• Confirm internal services for internally-processed activities

Business ExampleIn the execution phase of your project, you use confirmations to document internalservices that have already been performed and record the processing status ofactivities. You also use the Cross-Application Time Sheet to record time data.

Overview

Figure 56: Confirmation Options


PLM220 Lesson: Confirmations

Confirmations document the processing status of activities and using confirmationsyou can enter forecasts for the remaining work and duration to define how theproject will progress. Various business transactions are executed automaticallyusing confirmations, for example: posting actual costs, actual dates, actual laborand if applicable, changing the activity status.

You can create confirmations in the following ways:

• Individually for a network, activity, activity element or capacity split• As a collective confirmation for several network activities.• Using the Structures Information System (by selecting activities and

accessing individual or collective confirmation). You can send a confirmationworkflow from the information system to another user or to an organizationalunit.

• Using the Cross-Application Time Sheet (CATS)• Via the Internet (by creating an individual or collective confirmation or

entering time data via the CATS)• Offline using “Mobile Time & Travel”,• Via the PDC interface ) or using BAPIs to copy actual dates and actual work

from external systems (from SAP R/3 Enterprise).

Individual and Collective Confirmations

Figure 57: Individual and Collective Confirmation



In an individual confirmation, you can confirm one activity or activity element.You enter the actual start and finish date, forecast finish date and forecast work onthe detail screen.

You can confirm various networks, activities, activity elements and individualcapacities at the same time with collective confirmation. You enter the actual startand finish date, forecast finish date and forecast work in a tabular format.

From the Structures Information System, you can perform the following actionsfor the activities that you have selected:

• Go directly to the individual confirmation transaction• Go directly to the collective confirmation transaction• Store a pool of confirmations - you can then select this pool later in the

collective confirmation transaction or in the Cross-Appliaction Time Sheet• Send a pool of confirmations as a workflow to other users, who can then go

directly from their Office inbox to the collective confirmation transaction

Figure 58: Customizing Confirmations

In the confirmation parameters, specify the following settings on the basis of theplant and network type:

• When confirming, a final confirmation is proposed automatically.• Confirmations may be saved with confirmation dates in the future.• Whether the error log for cost determination is displayed.• Percentages for permitted work and duration variances.



During the confirmation, you can enter reasons for plan data variances. InCustomizing, you can define appropriate deviation causes and, if required, linkthem with the user status.

You can make a field selection for the confirmation screens based on influencingfields (such as network type, network profile, or control key). The field selectionallows you, for example, to hide the fields you do not need, and to identify themas display fields.

Variances and Actual Capacity Requirements

Figure 59: Variances in Confirmation

If the confirmed duration or amount of work exceeds the values you set forthe deviation parameters for a confirmation in customizing, the system canautomatically trigger a workflow:

MRP controllers receive the workflow messages in their Office inboxes. Fromthe workflow message they can display the confirmation, or the network andcan trigger return correspondence by mail back to the person who entered theconfirmation.



Figure 60: Actual Capacity Requirements

As of Release 4.5A, you can determine the actual capacity requirements, whichyou can access from the confirmation. In the extended evaluations for capacityplanning, you can then compare the planned capacity requirements with the actualcapacity requirements and display the remaining capacity (the difference).

To determine this, you need to activate the actual capacity requirements in thecapacity detail screen of the work center and the actual capacity requirements inthe extended capacity evaluation being used.



CATS – Cross Application Time Sheet

Figure 61: Cross-Application Time Sheet (CATS)

The Cross Application Time Sheet (CATS) is an integrated function for enteringactual times that are important in HR, PS, PM, SM, CO and MM-SRV.

You can define the layouts and different functions of CATS yourself using dataentry profiles. Using different settings in the time entry profile you can definecontrols for entering adjustments.

Reports pass on the entered, released (and, if necessary, approved) data to thevarious applications. The actual times may be important for various applicationsat the same time. In this case, multiple data transfers are made to the differentapplications. As of Release 4.6, you can use a report to transfer the data to severaltarget applications at once.



Figure 62: Data Entry Screen of the Time Sheet

Time data is entered for one or more people.

CATS facilitates a flexible screen configuration (for the settings, the worklist, andthe data entry section):

• Depending on the group of employees (via data entry profile)• User-defined (via table control)

You can use worklists to simplify time data entry for the employees. Employeesuse the data in the worklist (for example, the information for the accountassignment object) as templates for the data entry section. The worklists canbe filled in using:

• Activities to which the employee is assigned via the work center or workforceplanning (for PS, PM, SM).

• Activities via pool of confirmations (for PS, PM, SM).• Objects the employee is working on (using the CATS database).• Objects via BAdIs



Figure 63: Customizing for CATS using Data Entry Profiles

Data entry profiles for cross application time sheet components are maintained incustomizing.

The data entry profile determines how the times are entered (via field selection ofthe receiver) and to which components activity data is transferred. For example,it determines whether the times that were entered were released when they weresaved and whether approval is required.

Figure 64: CATS Field Selection



The field selection determines which of the fields in the work list and data entryscreen groups are displayed and which are ready for input.

The field selection can be controlled using the data entry profile field.

The field selection should be as simple as possible and not contain any unnecessaryfields. All possible receivers for activities should appear for a person or group ofpersons. If the person works for a network as well as a receiver cost center, forexample, both receivers should appear as options in the field selection.



Exercise 8: Confirmations and ActualCapacity Requirements

Exercise ObjectivesAfter completing this exercise, you will be able to:• Enter confirmations using collective confirmations and the Cross-Application

Time Sheet• Analyze current capacity requirements

Business ExampleSome internal activities you planned for your turbine project have already beenperformed. You enter appropriate confirmations in the Structure InformationSystem using the Cross-Application Time Sheet and evaluate the results of theseconfirmations.

Task:In this task you confirm several activities by collective confirmations and byCATS. In addition, you analyze reduced capacity requirements of your project.

1. For the entry of actual services and dates, it is essential that you release youractivities and WBS elements (set Released status).

To do this, first release your entire project in the project planning boardand save your changes.

2. You are already familiar with individual confirmations from the exercisesfor the unit on scheduling. You should now use collective confirmation toconfirm several of your project activities at once.

You can call up the collective confirmation function from the “StructureInformation System”. If prompted by the system, specify the profileYIDES_130000. Enter final confirmations for operations 1300 and 2000,and save your confirmations.

Next, refresh the report to analyze the changes.

Finally, exit the information system without saving the overview.

3. Change your work center 25## in the Project System menu so that actualcapacities can be determined and recorded using the confirmed services.In the next exercise, you will enter a confirmation with reference to yourwork center.




4. Now use the time sheet to enter actual data for internally processed activities.Confirm the activities for the person that you have assigned to work center25## (using position assignment).

The corresponding personnel number is: 1920 + ## (for example, ## = 11,which makes the personnel number 1920 + 11 = 1931).

Use the following data on the CATS classic initial screen:

Field name Value

Data entry profile 1301

Personnel number 1920 + ##

You can now specify the key date and a confirmation pool.

Using the worklist, enter six hours of work for today for activity 4000Production of running gear, bearing, valves.

The status (partial confirmation or final confirmation) for the operation willbe determined automatically.

Save the times entered.

Although you have entered the times, they have not yet been updated in theactivity. Transfer the times entered to the Project System.

Use the following data on the Data transfer initial screen:

Field name Value


Test run indicator Deselect

The system displays an overview that shows how many records have beenread and to which activities data has been transferred. Actual capacitiesare written with the confirmation. You analyze the capacity requirementsin the next exercise.

5. Take another look at the capacity requirements of your project. Use anextended evaluation for capacity planning, which allows a selection of workcenters using WBS elements.




On the initial screen of the evaluation, use the topmost WBS element of yourproject to select the work centers. Finally, temporarily adjust the time profileso that you can analyze capacity requirements for the next 24 weeks, at least.

Hint: You use extended capacity evaluation based on a standarddelivery. The underlying overall profile has the key SAPPS_G020.This profile normally has no actual capacities. However, your trainerchanged the corresponding standard profile before the start of theexercise.

An overview appears, though this does not display any actual capacityrequirements as yet. Change the field selection to display the following fields:

Field name

Actual capacity requirements

Target capacity requirement

Remaining capacity requirements

Available capacity

Actual capacity load

Target capacity load

Hint: The field selection will suggest requirements, loads,and available capacities. The loads are always calculated fromthe relationship between the requirement and the availablecapacity (example: Actual capacity load = actual capacityrequirements/available capacity). The free capacity is the differencebetween requirement and available capacity.

Investigate the capacity requirements for a work center (for example, workcenter 2000) for an individual period.

How many different projects have requirements in this period?

You can also change the field selection in this overview and go to the workcenter or activities.

Exit the report.



Solution 8: Confirmations and ActualCapacity RequirementsTask:In this task you confirm several activities by collective confirmations and byCATS. In addition, you analyze reduced capacity requirements of your project.

1. For the entry of actual services and dates, it is essential that you release youractivities and WBS elements (set Released status).

To do this, first release your entire project in the project planning boardand save your changes.

a) SAP Menu → Logistics → Project System → Project → ProjectPlanning Board → Change Project (Double-click to select transaction).

Enter T-100## in the Project def. field, set the With activitiesindicator, and open your project.

Next, select the project definition in the tabular area of the projectplanning board and choose Edit → Status → Release. The status isinherited by the lower-level WBS elements and activities.


2. You are already familiar with individual confirmations from the exercisesfor the unit on scheduling. You should now use collective confirmation toconfirm several of your project activities at once.

You can call up the collective confirmation function from the “StructureInformation System”. If prompted by the system, specify the profileYIDES_130000. Enter final confirmations for operations 1300 and 2000,and save your confirmations.

Next, refresh the report to analyze the changes.




Finally, exit the information system without saving the overview.

a) SAP Menu → Logistics → Project System → Information System →Structures → Structure Overview (Double-click to select transaction)

If prompted by the system, specify the profile YIDES_130000.

The initial screen for the Structure Information System appears.

Specify your project and click the Execute icon.

b) Click Deselect all and, in the overview, only select operations 1300Engineering of control valves and 2000 Planning of systems andinstrumentation.

Choose Extras/environment → Confirm → Collective Confirmation toaccess the collective confirmation of both activities.

Activate the Final Confirmation indicator (column F) for both activitiesand confirm your entries.

Once you have confirmed your entries, the planned data for theactivities are read. You can still change the data.

Click Save. This takes you back to the structure overview.

c) Click Refresh to refresh the report data after your confirmation.Additional actual dates and actual costs are displayed on the basis ofthe confirmation.

Choose Back to exit the structure info system without saving theoverview.

3. Change your work center 25## in the Project System menu so that actualcapacities can be determined and recorded using the confirmed services.In the next exercise, you will enter a confirmation with reference to yourwork center.

a) SAP Menu → Logistics → Project System → Basic Data → MasterData → Work Center → Master Record → Change (Double-click toselect the transaction).

Enter your work center 25## and choose the Capacities pushbutton.

Activate updating of actual capacities. To do this, click ActCapReqmnin the lower section of the capacity detail screen.

A dialog box appears. Enter the value 2 (ActCapReqmts from services)in the Calc.actual cap.reqmts field.

Confirm your entries by clicking Continue.





4. Now use the time sheet to enter actual data for internally processed activities.Confirm the activities for the person that you have assigned to work center25## (using position assignment).

The corresponding personnel number is: 1920 + ## (for example, ## = 11,which makes the personnel number 1920 + 11 = 1931).

Use the following data on the CATS classic initial screen:

Field name Value

Data entry profile 1301


You can now specify the key date and a confirmation pool.

Using the worklist, enter six hours of work for today for activity 4000Production of running gear, bearing, valves.

The status (partial confirmation or final confirmation) for the operation willbe determined automatically.

Save the times entered.

Although you have entered the times, they have not yet been updated in theactivity. Transfer the times entered to the Project System.

Use the following data on the Data transfer initial screen:

Field name Value


Test run indicator Deselect




The system displays an overview that shows how many records have beenread and to which activities data has been transferred. Actual capacitiesare written with the confirmation. You analyze the capacity requirementsin the next exercise.

a) SAP Menu → Logistics → Project System → Progress → Confirmation→ Time Sheet → CATS Classic → Record Working Times (Double-clickto select transaction).

Use the data indicated on the initial screen and confirm your entries.

Now start time entry by clicking Enter Times.

b) The worklist should display activity 4000, to which you previouslyassigned the person during workforce planning.

Enter six hours of work for today for activity 4000 Production ofrunning gear, bearing, valves.

Select the activity in the worklist and click the Copy Row pushbutton.

Change the times for today accordingly.

c) Note, which status (partial confirmation or final confirmation) is tobe entered for the activity. Do this by double-clicking the cell withthe time entered.

A dialog box appears in which you can determine the status. Activatethe Determine status automatically indicator and confirm your dataentries by clicking Continue.

Click Save to record your time data entry and return to the SAP menu.

d) Transfer the times entered to the Project System.

SAP Menu → Logistics → Project System → Progress → Confirmation→ Time Sheet → Transfer →Project System → Transfer (Double-clickto select transaction)

Use the data specified on the initial screen and then click Execute.

Click Back to exit the overview and the transfer.

5. Take another look at the capacity requirements of your project. Use anextended evaluation for capacity planning, which allows a selection of workcenters using WBS elements.




On the initial screen of the evaluation, use the topmost WBS element of yourproject to select the work centers. Finally, temporarily adjust the time profileso that you can analyze capacity requirements for the next 24 weeks, at least.

Hint: You use extended capacity evaluation based on a standarddelivery. The underlying overall profile has the key SAPPS_G020.This profile normally has no actual capacities. However, your trainerchanged the corresponding standard profile before the start of theexercise.

An overview appears, though this does not display any actual capacityrequirements as yet. Change the field selection to display the following fields:

Field name

Actual capacity requirements

Target capacity requirement

Remaining capacity requirements

Available capacity

Actual capacity load

Target capacity load

Hint: The field selection will suggest requirements, loads,and available capacities. The loads are always calculated fromthe relationship between the requirement and the availablecapacity (example: Actual capacity load = actual capacityrequirements/available capacity). The free capacity is the differencebetween requirement and available capacity.

Investigate the capacity requirements for a work center (for example, workcenter 2000) for an individual period.

How many different projects have requirements in this period?

You can also change the field selection in this overview and go to the workcenter or activities.




Exit the report.

a) SAP Menu → Logistics → Project System → Resources → CapacityRequirements Planning → Evaluation → Extended Evaluation→ Project View → WBS Element/Version (Double-click to selecttransaction).

Enter the topmost WBS element T-100## in the initial screen.

Choose the option to change the time profile and, for example,quadruple the values in the following fields: Database read period,Evaluation period finish date, and Planning period finish. Use therelevant icons to transfer your changes.

Start the evaluation using the Continue icon on the initial screen.

b) First, change the field selection to display the fields specified.

Choose Choose fields. Then use the Choose and Do not choose iconsto select the required fields. Finally, confirm your field selection byclicking Continue.

For your work center 25##, actual capacity requirements should bedisplayed on the basis of the confirmation that you previously made inthe time sheet.

c) Next, investigate the capacity requirements for work center 2000 inan individual period.

To do this, select a period with remaining capacity requirements forwork center 2000, and then click the Single pushbutton.

You should now see the various projects that have requirements duringthis period in the list.

You can change the field selection or branch to the work center oractivities as required.

d) Click Back twice to return to the SAP menu.

A dialog box appears. Confirm this by clicking Yes.



Lesson Summary

You should now be able to:• Confirm internal services for internally-processed activities


PLM220 Unit Summary

Unit SummaryYou should now be able to:• Describe the lifecycle of internal activities in projects• Calculate capacity requirements• Carry out capacity analyses for projects and work centers• Distribute work to personnel resources• Confirm internal services for internally-processed activities


Unit Summary PLM220



Test Your Knowledge

1. In the Project System, only personnel resources represent capacities.Determine whether this statement is true or false.□ True□ False

2. Which of the following prerequisites need to be met to analyze the capacityrequirements of an activity?Choose the correct answer(s).□ A An execution factor must be stored for the activity.□ B Scheduling must have been carried out.□ C A distribution key must be maintained in the work center.□ D The activity must have a suitable control key.□ E A work center must be maintained in the activity.□ F The Capacity requirements indicator must be set in the network

header.

3. In the capacity reports for the Structures Information System, allrequirements are displayed for the resources selected.Determine whether this statement is true or false.□ True□ False

4. If you want to distribute work to persons in a project organization for acertain project, you need to assign this project organization for all WBSelements of the project.Determine whether this statement is true or false.□ True□ False



5. Which options are available for confirmations of network activities in theProject System?Choose the correct answer(s).□ A Collective confirmations□ B Confirmations via Internet□ C Milestone confirmations□ D Use of external systems via the PDC interface□ E Individual confirmations from the Project Builder□ F Time sheet (CATS)



Answers

1. In the Project System, only personnel resources represent capacities.

Answer: False

Machines, for example, can also represent capacities that are planned inprojects.

2. Which of the following prerequisites need to be met to analyze the capacityrequirements of an activity?

Answer: B, D, E, F

You can use an execution factor to multiplicate the work, duration, and soon, planned for an activity. This not a prerequisite for calculating capacityrequirements however.The distribution key in the work center is only used if no distribution keyis maintained in the activity itself. If no distribution key is stored in thework center either, the system automatically performs an even distribution ofrequirements across the latest dates for the activity.All other points on the list are however necessary prerequisites for calculatingcapacity requirements.

3. In the capacity reports for the Structures Information System, allrequirements are displayed for the resources selected.

Answer: False

The capacity reports in the Structures Information System only show therequirements for selected projects. No reference is made to requirements forother projects or to orders made against the same capacities.Capacity planning reports display all capacity requirements however.

4. If you want to distribute work to persons in a project organization for acertain project, you need to assign this project organization for all WBSelements of the project.

Answer: False

If you assign a project organization to the top level WBS element in yourproject, this is automatically available for workforce planning to activitiesthat are assigned to lower-ranking WBS elements. The exception to this isWBS elements that have their own separate project organization.



5. Which options are available for confirmations of network activities in theProject System?

Answer: A, B, D, E, F

Milestone confirmations are available for production orders but not fornetworks. You can use all the other options - and more besides - forconfirmation of network activities.


Unit 4External Activities

Unit OverviewThis unit deals with the planning and procurement of external services usingexternal processed activities and service provider activities. You also learn aboutcorresponding purchasing processes in the Project System as well as how to makethe necessary settings. This unit also provides an overview of using workflowsand Mails in project systems to automatically inform the responsible employeesin purchasing about changes that are relevant to purchasing that occurred in theprojects.


• Create external processing activities• Create purchase orders in Purchasing• Post goods receipts• Discuss the basics of using standard workflows in the project system• Create service activities.• Create service entry sheets and accept the services.

Unit ContentsLesson: External Processing ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .150

Exercise 9: External Activities .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157Lesson: Workflows in the Project System ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168Lesson: Service ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .172

Exercise 10: Services... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .177


Unit 4: External Activities PLM220

Lesson: External Processing

Lesson OverviewThis lesson covers the creation, planning, and procurement of external processedactivities for external services for a project. At the same time you will also becomefamiliar with processes in Purchasing that can be triggered from projects.


• Create external processing activities• Create purchase orders in Purchasing• Post goods receipts

Business ExampleDue to capacity bottlenecks, you are being forced to procure certain servicesexternally. You assign some of the activities in your turbine project (for example,some engineering and design work) to an external design office.

Internal and external resource planning

Figure 65: Resource Planning

You use activities in the network to plan the resources required for a project.


PLM220 Lesson: External Processing

The Project System distinguishes the following resources:

• An internally processed activity defines the output to be provided bymachines and/or personnel of the actual company to complete the activity.You can evaluate the capacity load utilization of the work centers involved,schedule these capacities as necessary, and distribute work among employees.

• You use an externally processed activity to specify the services that need tobe provided by other companies to complete the activity. The PurchasingDepartment is responsible for the purchasing of external work.

• Service activities are also used to procure services externally. In contrastto externally processed activities, service activities allow you to draw upservice specifications and enter value limits for any unplanned services. Thepurchase of the required services along with the entry and acceptance of theservices performed is also carried out by the Purchasing Department.

External Processing

Figure 66: External Processing

You can create external activities and activity elements for the procurement ofexternal services (for example, if you commission a design office to design amachine). When you create an activity of this type, a purchase requisition is alsocreated and processed further in purchasing. When creating an external activityyou can access data from Purchasing for example: using a purchasing info-record,which contains data on prices and delivery times.



You can generate a purchase requisition for externally processed activities fromthe Project System. This purchase requisition is converted to a purchase orderin Purchasing. A goods receipt and invoice receipt can then be posted for thepurchase order. Depending on whether the goods or invoice receipt is valuated,you post the costs to the externally processed activity using one of the twobusiness transactions.

Externally-processed or service activities are determined using the control key.

You can also assign a work center and planned work to an externally processedactivity. This allows you to carry out capacity planning for your vendors.

Figure 67: External Activity Detail Screen

In figure “External Activity Detail Screen”, the data for the external activity wasread from a purchasing info-record. The fields read, for example the price per unit,are referenced, which means that changes are no longer allowed in the activity.



Purchase order quantity and date change

Figure 68: Workflow for a Purchase Order Change

If changes are made in the network to dates or quantities for material componentsor external activities for which a purchase order has already been created, aworkflow can be triggered automatically. As a prerequisite, workflow for POchanges must first be activated in the Parameters for network type.

The persons responsible in Purchasing receive a work item via SAP Office withinformation on the required changes. They can then process the purchase ordersdirectly from the mail.

Purchase requisition collective indicatorExternally processed activities, service activities, and a material that is to beprocured externally trigger purchase requisitions. Depending on the configurationof the SAP project system, one purchase requisition may be generated for eachobject or for each network.

However, within a project, project-specific purchase requisition collectiveindicators can be introduced. These indicators are not preconfigured inCustomizing for SAP PS; instead, they are user-defined character strings. Theyare then assigned to the relevant external activities or service activities or to therelevant material components.



Figure 69: Purchase requisition collective indicator

Due to the purchase requisition grouping indicator, you have the option to groupseveral external processing activities, service activities, or material components ina purchase requisition within a network. In addition, you also have the option touse several networks to group services and a material into one purchase requisition.

configurationIn Customizing of the network profile, you can set default values for the followingfields of external processed activities: Control key, cost element, currency,purchasing organization, material group, purchasing group, and order unit.



Figure 70: Configuration of external processing





Exercise 9: External Activities

Exercise ObjectivesAfter completing this exercise, you will be able to:• Plan and purchase external services in networks

Business ExampleYou plan external procurement of services for your turbine project with the help ofappropriate externally processed activities. These services are procured via thePurchasing Department.

Task 1:Ensure that External Processingyou can group your external services or thematerial components of your project that are to be purchased into separatepurchase requisitions in the future. Save your changes.

1. In your project definition, specify two grouping indicators for purchaserequisitions. One must be called Services, and the other one must becalled Material.

Task 2:Create two externally processed activities. Assign the purchase requisitiongrouping indicator Services to both activities.

1. In the Project Builder, create an externally processed activity for the topmostWBS element of your project. Assign the purchase requisition groupingindicator Services to the activity.

Enter the following data in the detail screen:

Field name Field name

Text External appraisal

Purchasing org. 1000

Purchasing group 001

Material group 00107 (Miscellaneous)

Vendor 1000

Price EUR 150

Pl. Deliv. Time 5





Activity qty 12 hours (Hrs)

Res./Purc. req. Immediately

PR Coll. Indicat. Services

2. Create another externally processed activity for your project. This time,you do not need to enter the detailed information manually - use a preparedpurchasing info record instead. Furthermore, assign the purchase requisitiongrouping indicator Services to this activity.

Create the activity for the WBS element T-100##.5 Assembly.


Field name Values

Text Ext. acceptance ofservices performed

Purchasing info record 5500000057


Adjust the activity quantity. Plan for 42 hours. Check whether a purchaserequisition is written when you save the data.

Finally, save your changes and go back to the main SAP menu.

3. Take a look at the list of purchase requisitions for your project T-100## withthe help of a suitable report.

In the report, assign a fixed vendor to the purchase requisition for the activityExternal appraisal. Choose vendor 1000.

Hint: You can also display details on the purchase requisition.Select the purchase requisition in the report and click the Displayrequisition icon.

Save the changes made to the purchase requisition and return to the SAPmenu.

4. Now create a purchase order just for your project. To do so, use collectiveprocessing in Purchasing (Pur.req assignment list).

Enter the number of your network in the Network field in the initial screen.

An overview of purchase requisitions for the network appears, sortedaccording to vendors.




Check the purchase requisitions.

Create a purchase order.

The system then displays an overview that contains the existing purchaseorders and open purchase requisitions on the left-hand side. The detailsof the new purchase order are shown on the right. Copy your purchaserequisitions or purchase requisition items and save the purchase order.

The purchase order number is displayed in the status bar (lower part of thewindow). Make a note of the number: _________________

Then go back to the SAP menu.

5. Before you enter a goods receipt, you must release the activities (the goodsreceipt is valuated in IDES - actual data can only be entered if the status ofthe activity allows it).

Check the status of activities 5040 External appraisal and 5050 Externalacceptance of services performed in the Project Builder. Release the activitiesif necessary (since you already released the project in a previous exercise,the status should have been inherited). Then go back to the SAP menu.

6. Now enter a goods receipt as a follow-on function for your purchase order.Do not enter the total purchase order quantity, but just a part.

Use the following data on the initial screen of the relevant transaction inPurchasing:

Field name Values

Purchase order Your order number

The data from the purchase order is copied as default values. Reduce thequantities and select the OK indicator. Now post the goods receipt.

The number of the goods receipt posting will now appear in the status bar.

7. Analyze the POs for your project using the Purchase order for project reportin the information system of the Project System.

Exit the report.



Solution 9: External ActivitiesTask 1:Ensure that External Processingyou can group your external services or thematerial components of your project that are to be purchased into separatepurchase requisitions in the future. Save your changes.

1. In your project definition, specify two grouping indicators for purchaserequisitions. One must be called Services, and the other one must becalled Material.

a) Open your project in the Project Builder: SAP Menu → Logistics →Project System → Project → Project Builder (double-click to selecttransaction). “Drag and drop” your project T-100## from the worklistto the structure tree.

Select the project definition and choose the Collect. PR Indicators tab.There, enter the Services grouping indicator and the Materialgrouping indicator. Save your changes using the icon.

Task 2:Create two externally processed activities. Assign the purchase requisitiongrouping indicator Services to both activities.

1. In the Project Builder, create an externally processed activity for the topmostWBS element of your project. Assign the purchase requisition groupingindicator Services to the activity.



Text External appraisal



Material group 00107 (Miscellaneous)

Vendor 1000

Price EUR 150

Pl. Deliv. Time 5





Activity qty 12 hours (Hrs)

Res./Purc. req. Immediately


a) SAP Menu→ Logistics → Project System→ Project → Project Builder(Double-click to select transaction).

“Drag and drop” your project T-100## from the worklist to the structuretree.

b) In the templates area, expand the Individual objects section and thenthe Activity section.

Drag and drop the External Processing object to the top WBS elementin the tree structure.

The new activity has been created. You can store the planning dataspecified in the detail screen for the activity.

Confirm your entries. A temporary number for the purchase requisitionis displayed on the detail screen of the activity.

2. Create another externally processed activity for your project. This time,you do not need to enter the detailed information manually - use a preparedpurchasing info record instead. Furthermore, assign the purchase requisitiongrouping indicator Services to this activity.

Create the activity for the WBS element T-100##.5 Assembly.


Field name Values

Text Ext. acceptance ofservices performed

Purchasing info record 5500000057


Adjust the activity quantity. Plan for 42 hours. Check whether a purchaserequisition is written when you save the data.




Finally, save your changes and go back to the main SAP menu.

a) “Drag and drop” the External Processing object from the templatesarea to the “Assembly” WBS element in the tree structure.

Enter the data indicated in the detail screen for the new activity.

Confirm your entries and the dialog box by clicking the Continue icon.Data from the purchasing info record is copied to the activity.

Enter 42 hours (hrs) in the Activity qty field.

Confirm your entries and save the project using the relevant icon ( ).

If warning messages appear, acknowledge them.

When you save your entries, the purchase requisitions are generated forthe two externally processed activities.

Choose Exit to exit the Project Builder.

3. Take a look at the list of purchase requisitions for your project T-100## withthe help of a suitable report.

In the report, assign a fixed vendor to the purchase requisition for the activityExternal appraisal. Choose vendor 1000.

Hint: You can also display details on the purchase requisition.Select the purchase requisition in the report and click the Displayrequisition icon.




Save the changes made to the purchase requisition and return to the SAPmenu.

a) SAP Menu → Logistics → Project System → Information System →Material → Purchase Requisitions → For Project (Double-click toselect report)

Hint: In case you need to enter a database profile, enter130000000000.

Enter your project T-100## in the Project field and call up the report.To do this, choose Execute .

b) An overview of all purchase requisitions for the project appears.Assign the fixed vendor 1000 to the purchase requisition for the activityExternal appraisal.

Select the purchase requisition and click the Assign manuallypushbutton.

In the field, Fixed Vendor enter the value 1000.

Confirm your entries by clicking the Assign supply source pushbutton.

Save the changed purchase requisition by selecting Change requisitions.

Exit the report by choosing Back. .

4. Now create a purchase order just for your project. To do so, use collectiveprocessing in Purchasing (Pur.req assignment list).

Enter the number of your network in the Network field in the initial screen.

An overview of purchase requisitions for the network appears, sortedaccording to vendors.

Check the purchase requisitions.

Create a purchase order.

The system then displays an overview that contains the existing purchaseorders and open purchase requisitions on the left-hand side. The detailsof the new purchase order are shown on the right. Copy your purchaserequisitions or purchase requisition items and save the purchase order.

The purchase order number is displayed in the status bar (lower part of thewindow). Make a note of the number: _________________





a) SAP Menu → Logistics → Materials Management → Purchasing→ Purchase Order → Create → Via Requisition Assignment List(Double-click to select transaction).Enter the number of your network in the Network field in the initialscreen. (If you have forgotten the number, find it using the matchcodesearch on the basis of the project definition)

Confirm the entries and execute the report.

To do this, choose Execute.

b) Position the cursor on vendor 1000.

Select PReqs Per Assgt pushbutton (Reqs per assignment). Bothpurchase requisitions or purchase requisition items of your project arelisted.

Return to the overview. To do this, click the Back icon.

c) Position the cursor on vendor 1000.

Select Process assignment.

A dialog box with information on creating the purchase order appears.Confirm your entries with Continue.

Holding down the CTRL key, select your open purchase requisitions inthe document overview. Then click the Adopt icon.

To save the purchase order, choose Save . Take a note of the POnumber that is displayed in the status line.

To return to the SAP menu, choose Back .

5. Before you enter a goods receipt, you must release the activities (the goodsreceipt is valuated in IDES - actual data can only be entered if the status ofthe activity allows it).




Check the status of activities 5040 External appraisal and 5050 Externalacceptance of services performed in the Project Builder. Release the activitiesif necessary (since you already released the project in a previous exercise,the status should have been inherited). Then go back to the SAP menu.

a) SAP Menu→ Logistics → Project System→ Project → Project Builder(Double-click to select transaction)


Go to the detail screen of each of the two activities in turn, and chooseEdit → Status → Release.

To save your changes, click Save.

Exit the Project Builder by clicking the Exit icon.

6. Now enter a goods receipt as a follow-on function for your purchase order.Do not enter the total purchase order quantity, but just a part.

Use the following data on the initial screen of the relevant transaction inPurchasing:

Field name Values


The data from the purchase order is copied as default values. Reduce thequantities and select the OK indicator. Now post the goods receipt.

The number of the goods receipt posting will now appear in the status bar.

a) SAP Menu → Logistics → Materials Management → Purchasing→ Purchase Order → Follow-On Functions → GoodsReceipt(Double-click to select transaction)Enter your purchase order number on the right of the Purchase orderfield. Choose Enter to confirm your entries.

You can change the quantity and set the OK flag either in the detailscreen of the items (use the appropriate icons to move between theindividual items) or in the table overview (close the detail view first).

Implement the specified changes and choose Post.

Exit the transaction using the Back icon.

7. Analyze the POs for your project using the Purchase order for project reportin the information system of the Project System.




Exit the report.

a) SAP Menu → Logistics → Project System → Information System →Material → Purchase Orders → For Project (Double-click to selectreport)

Enter your project T-100## in the initial screen and execute thereport. To do this, click Execute.

You should now be able to see the purchase order with two items andthe quantities still to be delivered.

Click the Back icon to return to the SAP menu.



Lesson Summary

You should now be able to:• Create external processing activities• Create purchase orders in Purchasing• Post goods receipts



Lesson: Workflows in the Project System

Lesson OverviewThis lesson provides an overview of using standard workflows and SAP mailwith project systems.


• Discuss the basics of using standard workflows in the project system

Business ExampleTo optimize the information flow and cross-departmental processes for theexecution phase of your project, you familiarize yourself with the availablestandard workflows for project system and their prerequisites.

Usage and Prerequisites

Figure 71: Workflows and Mails in Project System

SAP Business Workflow combines technical information and tools to control andprocess cross-application procedures automatically. You can use workflows in theProject System to automate and integrate all the processes in a project.


PLM220 Lesson: Workflows in the Project System

The Project System uses SAP Office for the following purposes:

• To send PS texts (no workflow)• For budget deficits (no workflow)• For purchase order changes in the purchasing procedure (standard task,

predefined)• For variances in confirmations (standard task, predefined)• For sending pools of confirmations (standard task, predefined)• In the milestones with user-defined standard tasks or user tasks.

Claim Management and corresponding workflows have been introduced as ofR/3 Release 4.6C:

• Close claim (TS20000749), edit claim (TS20000750), approve measure(TS20000751), edit new claim (TS20000754) and approve claim(TS20000907)

Figure 72: Settings for Workflow

In addition to the technical settings for workflows and their activation, theworkflows need to be assigned possible agents. Settings for workflows aremaintained in IDES (International Demonstration and Education System).

In IDES, the following organizational units are used for agent assignment (forexample):

• For purchase order changes: 50010294 (PS-EKGRP-001)• For confirmation variances: 50010295 (PS-DISGR-101)



The following positions are assigned to the organizational units:

• Organizational unit 50010295 – Position 50010297 (for confirmationvariances)

• Organizational unit 50010294 – Position 50010296 (for purchase orderchanges)

Pools of confirmations will be sent from the Structure/Dates Information System toa position or a person. You can specify position 50010298 in IDES, for example.

If budgets are exceeded, workflow mails can be sent to the person responsible.In such cases, a system user must be specified for the person responsible inCustomizing.

In IDES, all workflows point to the IDES user WF-PS-1, who in turn receives allworkflow tasks in his or her office inbox.


PLM220 Lesson: Workflows in the Project System

Lesson Summary

You should now be able to:• Discuss the basics of using standard workflows in the project system



Lesson: Service

Lesson OverviewThis lesson will cover the use of service activities in projects for the planning andprocurement of services. You also learn about integration with the Purchasingservice area.


• Create service activities.• Create service entry sheets and accept the services.

Business ExampleCertain work within your turbine project is to be performed using services thatneed to be purchased. You plan these services for your project and accept theactual performed services later after procurement.

Procurement and Planning of Services

Figure 73: Service


PLM220 Lesson: Service

Instead of using externally processed activities, you can create service activities orservice activity elements for services to be performed by external resources.

A service activity triggers a similar purchasing process, but can also contain anentire hierarchy of planned services to be purchased from a vendor and valuelimits for unplanned services. In addition, entry and acceptance of servicesperformed occurs in place of goods receipt.

For service activities, you can maintain service specifications for various servicesto be provided by the service provider (planned services).

You can use value limits to restrict unplanned service provider services.

You can create the link to the MM Service component (MM-SRV) by means ofservice activities.

Figure 74: External Services Management

Component MM-SRV supports the entire cycle from bid invitation to award ofcontract and entry and acceptance of services.

In contrast to external processed activities, the acknowledgement of servicesperformed is divided into two stages:

• Entry of services performed• Acceptance of services performed



Figure 75: Details - Service Operations

You can access the detailed information for service activities on the External tabpage. You can distinguish between service activities and external activities hereusing the control key and the Service exists indicator. In the project planningboard and network maintenance, to maintain the service specifications or servicelimits, from the service activity choose the Service icon.

In Customizing for the network, you can define the following default values forservice activities in the network profile: Control key, Cost element, Materialgroup, Purchasing group and Order unit.

Figure 76: Service Specifications



You can call up outline levels and service specifications for the activity via thedetail screen of a service activity. As of Release SAP ECC 5.0, you can alsoaccess catalogs for selecting services from the service specifications. To do this,you must set up the relevant catalog interface, OCI (Open Catalog Interface), inCustomizing.

Figure 77: Service Entry With CATS

Services performed can be entered and processed in the Service Entry transactionin Purchasing. You may record the services that have been performed using aCross-Application Time Sheet. In IDES, entry profile 1306 is available for thispurpose.

As of Release 4.6, you can use units of measure other than hours with the CATS.Note that previous releases support only time recording using CATS. For thisreason, they can be used only to record services that use "time" as a base unit ofmeasure.



Customizing Settings for External Activities

Figure 78: Customizing External Activities

The account assignment categories for purchase requisitions are generally validfor external procurement in the Project System. The general account assignmentcategory is relevant to externally-processed activities and service activities. Theremaining account assignment categories, however, refer to project stock thataffects material procurement only.



Exercise 10: Services

Exercise ObjectivesAfter completing this exercise, you will be able to:• Plan and purchase external services in networks

Business ExampleIn addition to the internal and external services already planned, you also requirevarious services to carry out your turbine project. You plan these services with thehelp of an appropriate service activity. Purchasing functions are once again usedfor the procurement entry and acceptance of services.

Task:In this task you create a service activity, purchase the service, and create a serviceentry sheet.

1. In the Project Builder, create a service activity for WBS element T-100##.5Assembly.

Enter the short text Service for the new activity and assign purchasinggroup 001.

Enter values for the limits of unplanned services. Use the following data:

Field name Values

Overall limit No limit Select

Expected value EUR 10000

You can now enter the planned services in the Services section. Refer to aservice master and use the following data:

Field name Values

Service number E-1301

Quantity 15

Check whether a price is entered for each service unit, and then exit theservice specifications processing.

Check the status of the activity. If necessary, release the activity (so that youcan post the service entry at a later stage).




Save your project, and make a note of the purchase requisition:_________________________

Exit the Project Builder.

2. Now order the service for your project in Purchasing. The supplier isknown to you: supplier 1000. The number of the purchasing organizationresponsible is 1000, and the number of the purchasing group is 001, andthe number of the company code is 1000.

Enter the following data for the purchase order:

Field name Values

Purchase requisition (on the farright of the table)

The purchase requisitionfor the service activity

Requisition item 10

You can still change the order data. To do so, you need to process theServices section for the item.

Save the purchase order. What is the purchase order number?_______________________


3. Enter the services for the service activity purchase order. Accept the activity.

Create an entry sheet for your purchase order.

Enter the following data in the detail screen that appears:

Field name Values

Short text Group ##, sheet 1

External number ##

You can now enter services manually. However, this can be a time-consumingprocess. Instead, copy the services from the purchase order servicespecifications and enter only a part of the services. Reduce the serviceentered by 5 service units and save the service entry.

At this stage, you have entered services, but not yet accepted them. Theactual data for the services provided is only updated in the service activity onacceptance. Now accept the services!

Save the changed data. Observe the status line, and go back to the mainSAP menu.



Solution 10: ServicesTask:In this task you create a service activity, purchase the service, and create a serviceentry sheet.

1. In the Project Builder, create a service activity for WBS element T-100##.5Assembly.

Enter the short text Service for the new activity and assign purchasinggroup 001.

Enter values for the limits of unplanned services. Use the following data:

Field name Values

Overall limit No limit Select

Expected value EUR 10000

You can now enter the planned services in the Services section. Refer to aservice master and use the following data:

Field name Values

Service number E-1301

Quantity 15

Check whether a price is entered for each service unit, and then exit theservice specifications processing.

Check the status of the activity. If necessary, release the activity (so that youcan post the service entry at a later stage).

Save your project, and make a note of the purchase requisition:_________________________




Exit the Project Builder.

a) SAP Menu→ Logistics → Project System→ Project → Project Builder(Double-click to select Project Builder).


In the templates area, expand the Individual objects section and thenthe Activity section.

Drag and drop the Service object to the top WBS element T-100##.5Assembly in the tree structure.

b) Enter the specified short text and the purchasing group, and confirmyour entries.

The new activity is created and the system calls up the servicespecifications for the service activity.

c) In the Limits section, enter the specified data for unplanned services.

Enter the planned services in the Services section. In doing so, refer tothe service master and enter the specified data. Confirm your entries.

If no price is entered, enter the value 250 in the Gross price field.

Exit the service specifications processing. Choose Back.

d) The detail screen appears again for the service activity.

If the activity does not yet have the Released status, choose Edit →Status → Release.

Click the Save icon and confirm the scheduling warning message.

e) Once again, call up your project in the Project Builder to determine thepurchase requisition number. This number can be found on the serviceactivity detail screen.


2. Now order the service for your project in Purchasing. The supplier isknown to you: supplier 1000. The number of the purchasing organizationresponsible is 1000, and the number of the purchasing group is 001, andthe number of the company code is 1000.

Enter the following data for the purchase order:

Field name Values

Purchase requisition (on the farright of the table)

The purchase requisitionfor the service activity

Requisition item 10




You can still change the order data. To do so, you need to process theServices section for the item.

Save the purchase order. What is the purchase order number?_______________________


a) SAP Menu → Logistics → Materials Management → Purchasing→ Purchase Order → Create → Vendor/Supplying Plant Known(Double-click to select transaction)In the Vendor field enter the value 1000 and confirm your entry.

If necessary, enter the purchasing organization responsible (1000),purchasing group (100), and company code (1000) on the Org. Datatab page in the PO header data.

In the purchase order items table, enter your purchase requisitionnumber and item number.

Confirm your input and save the PO by clicking the Save icon.

b) The purchase order number appears in the status bar.


3. Enter the services for the service activity purchase order. Accept the activity.

Create an entry sheet for your purchase order.

Enter the following data in the detail screen that appears:

Field name Values

Short text Group ##, sheet 1

External number ##

You can now enter services manually. However, this can be a time-consumingprocess. Instead, copy the services from the purchase order servicespecifications and enter only a part of the services. Reduce the serviceentered by 5 service units and save the service entry.

At this stage, you have entered services, but not yet accepted them. Theactual data for the services provided is only updated in the service activity onacceptance. Now accept the services!




Save the changed data. Observe the status line, and go back to the mainSAP menu.

a) SAP Menu → Logistics → Materials Management → Purchasing →Purchase Order → Follow-On Functions → Service Entry Sheet →Maintain(Double-click to select transaction).Create an entry sheet for your purchase order.

First click the Other purchase order icon. Then enter your purchaseorder number in the dialog box and select Continue.

Next, click the Create Entry Sheet icon and enter the specified datain the header of the entry sheet:

b) Choose Service Selection.

Enter your purchase order in the dialog box and click Continue.

An overview of the service specifications for the purchase orderappears. Select a line and copy it to the service specifications screen.To copy it, click the Adopt services icon.

Reduce the service entered by 5 service units and save the service entry.

Click Save.

c) Accept the services.

To accept the services, choose the Display/Change icon, then choosethe Accept icon.

Use the Save icon to save the modified data. The status line displaysinformation about the updating of the data in Controlling and FinancialAccounting, as well as the number of the acceptance document.




Lesson Summary

You should now be able to:• Create service activities.• Create service entry sheets and accept the services.


Unit Summary PLM220

Unit SummaryYou should now be able to:• Create external processing activities• Create purchase orders in Purchasing• Post goods receipts• Discuss the basics of using standard workflows in the project system• Create service activities.• Create service entry sheets and accept the services.



Test Your Knowledge

1. The system always generates a purchase order automatically when releasingan externally processed activity.Determine whether this statement is true or false.□ True□ False

2. For the combination of plant and network type, you can specify inCustomizing whether a workflow is to be generated for purchase-orderrelevant changes in a network plan or not.Determine whether this statement is true or false.□ True□ False

3. When using service activities in networks, you can enter goods receipts bothfor planned and for unplanned services.Determine whether this statement is true or false.□ True□ False



Answers

1. The system always generates a purchase order automatically when releasingan externally processed activity.

Answer: False

This statement is incorrect on not just one but two counts.Firstly, the system initially creates one purchase requisition only based on thedata for the externally processed activities. A purchase order is not createduntil later - typically by the Purchasing Department.Secondly, the system can generate a purchase requisition on release.Depending on settings, this may occur either automatically in “Created”status or else manually - in which case the person responsible for the networkdecides at what point the purchase requisition is to be generated.

2. For the combination of plant and network type, you can specify inCustomizing whether a workflow is to be generated for purchase-orderrelevant changes in a network plan or not.

Answer: True

In the parameters for the network type, you specify whether a workflow isto be generated in the case of purchase-order relevant changes or not usingthe Workflow Purchase Order Change indicator. The parameters for thenetwork type are again defined depending on the combination of plant andnetwork type.A further requirement for generating this workflow is that the correspondingevent-type linkage has been activated in general Workflow Customizing.

3. When using service activities in networks, you can enter goods receipts bothfor planned and for unplanned services.

Answer: False

Instead of a good receipt, service entry takes place for service activitiesfollowed by service acceptance. Both planned and unplanned activities canbe taken into account however.


Unit 5Materials

Unit OverviewIn this unit you learn about the various options for assigning material componentsto network activities and thus planning the procurement and consumption ofmaterials. The unit then deals with the different procurement types for materialsand the related processes in purchasing and production as part of the executionphase of projects. You also learn about the various options for requirementsgrouping of materials and the corresponding prerequisites. Finally, the unit dealswith additional aspects about materials in projects (for example, the availabilitycheck of the material or the delivery of the material from projects).


• Assign material to activities• Execute the bill of material transfer function to assign material requirements

to the project.• Process the purchase requisitions generated by the project and create

purchase orders for the materials.• Execute material requirements planning (MRP) for projects.• Edit the production orders• Post goods receipts and goods issues• Discuss aspects of requirements grouping of material components• Explain the function of assemblies, the availability check, and “delivery

from projects”.

Unit ContentsLesson: Assigning Material Components to Activities .. . . . . . . . . . . . . . . . . . . .188

Exercise 11: Material Assignment .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .201Lesson: Processes of Material Procurement.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .217

Exercise 12: In-House Production Process ... . . . . . . . . . . . . . . . . . . . . . . . . . .231Lesson: Requirements Grouping ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .244Lesson: Assemblies, Availability Check and Delivery from Projects .. . . .249

Exercise 13: Delivery from Projects.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .259


Unit 5: Materials PLM220

Lesson: Assigning Material Components to Activities

Lesson OverviewTo plan materials in a project the first step is to assign the materials required to thenetwork activities. This lesson will cover how to assign the material components tonetwork activities. The lesson will particularly cover the use of the bill of materialtransfer function to assign material components to network activites. Furthermore,this lesson provides an overview of the different types of procurement that areavailable for procuring material in the implementation phase of projects.


• Assign material to activities• Execute the bill of material transfer function to assign material requirements

to the project.

Business ExampleThe turbine you are manufacturing in your project is made up of a variety ofcomponents, which in turn consist of further components. For the materials that arerequired for our project, we will plan the procurement of these materials and laterduring the execution of the project post the material consumption to the project.

Integration with Other Applications

Figure 79: Material in the Project


PLM220 Lesson: Assigning Material Components to Activities

Projects are linked via materials to Sales and Distribution, Materials Management(Purchasing and Inventory Management), and to Production Planning and Control.

Figure 80: Integration with MM and PP

To plan the material requirements for a particular project, you can assign materialsto activities. The system differentiates between stock items (item category L)and non-stock items (item category N).

Stock items are entered for materials that are managed as inventory stock (Maketo stock inventory or sales order/project stock). Reservations are generated forstock items.

Non-stock items are entered if materials are to be procured directly forconsumption in the network (that is not using MRP). Purchase requisitions arecreated for non-stock items. These requisitions are passed directly to Purchasing.



Procurement Types

Figure 81: Material Assignment for the Activity

The simplest scenario involves assigning material components directly to anetwork or directly to a network activity in the material overview screen. Eachmaterial component assigned in the material overview screen, contains detailscreens which define information on procurement.

As of Release 4.6, the item detail screen includes the Procurement Parameters tabthat contains information on the item category, the characteristics of the material,and the account assignment of the component.



Figure 82: Selecting the Procurement Type (1)

The way in which components are procured depends on a variety of settings.The item category of the component assigned is an important indicator. Youhave several options. If you do not want to include the components in InventoryManagement but want to use them immediately in the network, choose itemcategory Non-stock item (N). If you do, however, want to post the componentsto a warehouse first (in other words increase stock) and use the components inthe network at a later stage, choose item category Stock item (L). Furthermore,additional item categories (for example, variable-size items or text items) areavailable.



Figure 83: Selecting the Procurement Type (2)

The way in which components are procured depends on both the item category andthe attributes of the material. The material master stores information on whether:

• The procurement indicator in the material master defines whether thematerial is externally purchased, or manufactured internally, or both.

• Individual or collective requirements (or both) are possible for the material,• The material can be procured in advance.

The control data of the project definition determines whether stocks can be builtup for your project.

The account assignment category of the sales order determines whether salesorder or project stocks can be built up.

Using a special procurement key within the bill of material can specify that thecomponents are procured independendently of the material master settings.



Figure 84: Procurement Indicator

The procurement indicator helps you to assign components to the activity. Itcontains default values for determining the stock and the procurement type. Youcan use a procurement indicator to prevent additional dialog boxes from appearingduring the material assignment.

In the network profile, you can propose a procurement indicator that is defaultedin the component assignment.



BOM Transfer

Figure 85: WBS BOM and Project Routing

Project bills of material are BOMs that are valid for a particular WBS element.You can create a WBS BOM by copying a material BOM or other WBS BOMs.You create and edit WBS bills of material in the master data for the Productionapplication.

You can assign WBS BOMs to projects using the BOM Transfer transaction. Todo so, you must choose the corresponding selection parameters.



Figure 86: BOM Transfer

The logical link between a BOM component and a network activity, called the“reference point”, is essential for ensuring the correct automatic assignment ofa material component.

The assignments themselves are project-specific, but can be made simultaneouslyfor a large number of networks in the project. You can assign single items, singleBOM assemblies, or a multi-level BOM. You can assign components manuallywithout reference points.

Procedure:

• In Customizing for SAP PS, define reference points. Reference points arenot physical points. They are virtual points that have the sole purpose ofmapping the logic of the assignment between BOM items and activities.

• Define reference points in the BOM components and the network activities.• Start the BOM PS interface (after changing the BOM). In this process BOM

components are assigned to activities. If the Reservation/purchase req.indicator is activated, purchase requisitions and reservations are created forthe assigned components when you save your data.



Figure 87: Selection Parameters of the BOM Transfer

Most of the selection parameter settings for the BOM transfer can be preassignedin the BOM transfer profile in Customizing. However, the priorities for the stocksegments, the check of the requirements dates, and the selection date for logscannot be preassigned.

Figure 88: Customizing the Reference Points



As of Release 4.6, you can preassign the name and description of reference pointsin Customizing. This allows you to look for reference points using the matchcodesearch. You can no longer enter reference points that do not actually exist.

As of Release 4.6, there are special table fields for reference points in the networkand the BOM. As in earlier releases, you can, however, still determine which tablefields are to be used as reference points. You can define this setting in Customizingrather than in the BOM Transfer transaction used in earlier releases.

IPPE-PS IntegrationAs of Release SAP ECC 6.0, you can now link Integrated Product and ProcessEngineering (iPPE) with the project system to assign material components tonetwork activities.

Integrated Product and Process Engineering provides a new option for enteringand processing design and production master data – particularly for multi-variantproducts – in a single model. This allows you, for example, to create complexproduct structures in iPPE using abstract elements such as nodes, variants,alternatives, or relationships and then use these later for mapping BOM data. iPPEobjects are edited in iPPE Workbench Professional (Product Designer).

In parallel to the creation of the product structure, projects can be helpful whendeveloping new products in order to, for example, map the structure of prototypesor test parts. You can do this by linking iPPE nodes and variants to WBS elementsor network activities and thus navigate between iPPE and the PS objects. Youcan make these assignments as follows:

• In Product Designer, in the detail area for nodes or variants on the ProjectSystem tab page.

• In Project Builder, in the detail screen for WBS elements or activities on theiPPE - PS tab page. These tab pages will only be displayed, however, if youhave set the iPPE Proj Rel indicator in the project or network profile inCustomizing for the project system.

You can also automate assignment using reference points. To do this, define thereference points for iPPE-PS integration in Customizing for the PS and storethese in both the PS objects and in the iPPE objects. The reference points of theiPPE-PS integration must not be confused with the reference points of the BOMtransfer. These are different table entries.

Once iPPE objects are assigned to network activities, you can also transfermaterial from the iPPE product structure to the project system. To do this, use thefilter screen in iPPE Workbench Professional. After you enter a suitable initialobject on the filter screen, the corresponding Project System Transfer functionbecomes available.



Figure 89: IPPE-PS Integration

Open Catalog Interface (OCI)As of SAP R/3 Enterprise, the connection to the catalog interface in accordancewith the OCI standard is available. You can use this interface to call up thecomponent selection for an internal or external catalog from a network activity andtransfer components to the network. The material is assigned as either a stock itemor a non-stock item, depending on whether or not a suitable material master recordcan be determined in the SAP system for the material selected in the catalog.

To use this function, you first need to define the catalog and its call structure(URL, fixed values) in Customizing for the project system and assign these to thecombination of plant and network type. You also need to define how the HTMLfields or field values of the catalog are to be converted to SAP fields and SAPfield values.

As of SAP ECC 5.0, you can also assign several catalogs for the combination ofnetwork type and plant. When you call up the catalog interface, a dialog box forselecting the catalog is displayed first.



Figure 90: Material Assignment Using the Catalog Interface

As of SAP ERP 6.0 Enhancement Package 3, the item category C (planningelement, no inventory management) is assigned for components that are assignedusing a catalog interface. You cannot assign the item category C manually orusing a BOM transfer.

Configuration of the material overview and the materialdetail screenYou can set the scope and the type of display for individual fields in the materialdetail screen and in the material overview. Therefore, the system can displaythe Unloading Point field only if the Storage Location field is set as a requiredentry field. In the configuration of SAP PS, the field selection can be specifieddepending on the network type, the item category, or a catalog.



Figure 91: Field selection for material components

If you want to create customer-defined fields for the assigned material, the BAdIBADI_MAT_CUST_SCR is provided for this. The BAdI also ensures that thecustomer-defined fields can be maintained on a separate tab page.



Exercise 11: Material Assignment

Exercise ObjectivesAfter completing this exercise, you will be able to:• Manually assign material components to network activities• Use the BOM transfer

Business ExampleVarious material components are required for the final assembly of the turbinesystem. You create a WBS BOM with all components that are required for yourspecific project. You assign the items of the BOM to the different activities inyour project and plan their procurement.

Task 1:

1. Call up the Project Builder and manually assign components to an activity inyour project T-100##.

In the component overview, assign component E-1517 to activity 3100Material procurement plant components as a non-stock item.

Use the following data for the assignment in the component overview:

Field name Values

Material E-1517

Item category N

Requirements quantity 1

If necessary, choose Purchase requisition for network as the procurementtype for this component.

Take a look at the detail screen for the component and check the accountassignment category of the component.

Which account assignment category has been entered for the quantity/valueflow? ___

When will the purchase requisition be generated? __________

On which date will the component be procured? __________

2. Assign another material component to the same activity. Assign materialE-1203A as a stock item.




First return to the component overview for the activity.

As the second item, enter the material with the following data:

Field name Values

Material E-1203A

Requirement qty 1

Procurement indicator Delete field contents

Item category L

Create a reservation for the WBS element.

Check the account assignment category for the component.


Can the material be purchased? ______

Save the changed data and exit the Project Builder.

3. Purchase requisitions and reservations were generated the last time data wassaved. Display the components of your project in the extended individualcomponents overview.

Make sure that the PS info profile YIDES_130000 is selected for the report.

Call up the report for your project T-100##.

Change the field selection for the report. Display the following fields inthe report:

Field name

Material

Material text

Purchase requisition

Requisition item

Requirements date

Requirements quantity

Quantity withdrawn

Account assignment category

Special stock





4. Take a look at the component overview in the project planning board.

Display the component overview for all objects of your project.

Change the procurement dates. Use the following data:

Component E-1517 7 days earlier

Component E-1203A At the start of the activity

Save your changes, and go back to the main SAP menu.

Task 2:If you want to assign several components, assigning materials manually can bequite time consuming. As an alternative, you can assign bills of material (BOMs).Now create your own BOM and assign it to the project.

1. Create a single-level WBS BOM for the top WBS element of your project.Use the material BOM T-20000 as the template.


Field name Values

WBS element T-100##

Material T-20000

Plant 1300

BOM usage 3 (universal)

Use the following data to copy the material BOM:

Field name Values

Material T-20000

Plant 1300

BOM usage 3

An overview of the material BOM appears. Select all components except formaterial P-100 and copy these items to the WBS BOM.

Save the WBS BOM, and go back to the main SAP menu.

2. Now use the BOM transfer to assign the components of your WBS BOM toyour project activities.

Use the following data on the initial screen for the BOM transfer:




Field name Values

Project definition T-100##

WBS element T-100##

Material T-20000

Plant 1300

BOM usage 3

Check the BOM transfer selection parameters.

Use these parameters:

Field name Values

WBS BOM Yes

Multi-level Yes

Plant stock 2

Project stock 1

Transfer the BOM.

The results list appears, in which you see all the components that the systemcan assign automatically.

Save the assignments. If necessary, confirm the scheduling warnings. Thengo back to the SAP menu.

3. BOMs are often changed during the course of a project. Expand your WBSBOM to include material P-100 and double the requirement quantity forcomponent T-20100.

Use the following data to identify your BOM:

Field name Values

WBS element T-100##

Material T-20000

Plant 1300


Double the requirement quantity for component T-20100 and enter materialP-100 as an additional item using the following data:




Field name Values

Item category L

Component P -100

Quantity 1

Store another reference point for this item so that it can be assignedautomatically during the BOM transfer. Enter reference point 1310Procurement plant components in the detail screen for the item.

Save your entries, and go back to the main SAP menu.

4. Update the component assignment for your project. Use the BOM transferagain.

Enter the following data on the initial screen:

Field name Values


WBS element T-100##

Material T-20000

Plant 1300

BOM usage 3

Check the selection parameters of the BOM transfer again.

This time, use these parameters:

Field name Values

WBS BOM Yes

All items Yes

Multi level Yes

Plant stock 2

Project stock 1

Hint: If you always call up the BOM transfer using the sameparameters, you should create a selection profile that contains thesesettings.

Execute the BOM transfer and confirm your change.




Based on your selection parameters, an overview of the components thatcould not be assigned automatically is now displayed. Do not assign anycomponents manually, rather go to the results list.

The icons in the first column of the results overview indicate whether thecomponent is being created, deleted, changed, or reallocated.




Solution 11: Material AssignmentTask 1:

1. Call up the Project Builder and manually assign components to an activity inyour project T-100##.

In the component overview, assign component E-1517 to activity 3100Material procurement plant components as a non-stock item.

Use the following data for the assignment in the component overview:

Field name Values

Material E-1517

Item category N

Requirements quantity 1

If necessary, choose Purchase requisition for network as the procurementtype for this component.

Take a look at the detail screen for the component and check the accountassignment category of the component.


When will the purchase requisition be generated? __________




On which date will the component be procured? __________



Expand the project definition and the WBS elements Turbine andPurchasing to call up the detail screen of the activity.

b) Then go to the component overview for activity 3100. To do this, clickthe Component overview icon.

Enter the specified data. Confirm your entries by clicking the Entericon.

c) A dialog box might appear in which you can select the procurementtype. From the dialog box, choose Purchase requisition for networkand confirm your entries by clicking the Continue icon.

d) Display the detail screen of the component.

Select the component in the overview and click the General pushbuttonto call up the detail screen.

Go to the Procurement Parameters tab page. This tab page shows theaccount assignment category and the indicator Res./purch.req., forexample.

You can see the requirement date on the General Data tab page.

2. Assign another material component to the same activity. Assign materialE-1203A as a stock item.

First return to the component overview for the activity.

As the second item, enter the material with the following data:

Field name Values

Material E-1203A

Requirement qty 1

Procurement indicator Delete field contents

Item category L

Create a reservation for the WBS element.

Check the account assignment category for the component.





Can the material be purchased? ______

Save the changed data and exit the Project Builder.

a) Position your cursor on activity 3100 in the tree structure.

Click the Component overview pushbutton in the activity detail screen.

In the second item, enter the material with the specified data andconfirm your entries.

The dialog box appears in which you can select the procurement type.Here, set the Reserv. WBS element indicator. Confirm your entries byclicking Continue.

b) Take a look at the detail screen for the component.

To do this, select the second component only in the overview and clickthe General icon to display the detail screen.

Check the account assignment category for the component. To so, go tothe Procurement Parameters tab page.

In the Material Master section, also look at the Procurement field.External procurement is planned for material E-1203A.

Save the changed data. Choose Save.


3. Purchase requisitions and reservations were generated the last time data wassaved. Display the components of your project in the extended individualcomponents overview.

Make sure that the PS info profile YIDES_130000 is selected for the report.

Call up the report for your project T-100##.

Change the field selection for the report. Display the following fields inthe report:

Field name

Material

Material text

Purchase requisition

Requisition item

Requirements date

Requirements quantity




Field name

Quantity withdrawn

Account assignment category

Special stock


a) SAP Menu → Logistics → Project System → Information System→ Structures → Enhanced Individual Overviews → Components(double-click to select the transaction).

Click the PS Info profile pushbutton and assign the appropriate profile.Confirm with Continue.

In the Project field, enter project definition T-100##.

Click the Execute icon.

b) Change the field selection for the report.

To do this, choose View → Choose fields… from the menu and displaythe specified fields in the report. Confirm your field selection byclicking the Continue icon.

Analyze the data for the two material components and then exit thereport without saving the overview. To do this, click the Back icon.

4. Take a look at the component overview in the project planning board.

Display the component overview for all objects of your project.

Change the procurement dates. Use the following data:

Component E-1517 7 days earlier

Component E-1203A At the start of the activity






In the Project def. field, enter your project T-100##, choose projectplanning board profile 1001 Elevators/Turbines, and select withactivities. Choose Open project to access the project planning board.

Optimize the project display by choosing Zoom in on graphic andAdapt graphic area.

b) Choose Select all to select all objects.

Click the Component overview icon. The procurement dates for thecomponents are displayed in the component overview graphic.

c) You can display the detail screen by double-clicking the descriptionof a component.

For component E-1517, enter the value 7- in the Offset field and thetime unit Day in the field next to it. Click Back to confirm your entries.

In the detail screen for component E-1203A, set the Algn.Startdate.Comp indicator. Click Back to confirm your entries.

Click Save. Then click Back to return to the SAP menu.

Task 2:If you want to assign several components, assigning materials manually can bequite time consuming. As an alternative, you can assign bills of material (BOMs).Now create your own BOM and assign it to the project.

1. Create a single-level WBS BOM for the top WBS element of your project.Use the material BOM T-20000 as the template.


Field name Values

WBS element T-100##

Material T-20000

Plant 1300


Use the following data to copy the material BOM:




Field name Values

Material T-20000

Plant 1300

BOM usage 3

An overview of the material BOM appears. Select all components except formaterial P-100 and copy these items to the WBS BOM.

Save the WBS BOM, and go back to the main SAP menu.

a) SAP Menu→ Logistics → Production → Master Data → Bills ofMaterial → Bill of Material → WBS BOM → Single Level → Create(Double-click to select transaction).Use the data indicated in the initial screen.

Use the material BOM T-20000 as a template. To copy the bill ofmaterial, choose the Material BOM pushbutton and enter the specifieddata. Confirm your data entries by clicking the Continue icon.

b) Select all BOM items and then deselect the item for material P-100.

Then click the Copy icon to copy the selected items to your WBS BOM.

Click Save and then exit the transaction by clicking Back.

2. Now use the BOM transfer to assign the components of your WBS BOM toyour project activities.

Use the following data on the initial screen for the BOM transfer:

Field name Values


WBS element T-100##

Material T-20000

Plant 1300

BOM usage 3

Check the BOM transfer selection parameters.

Use these parameters:




Field name Values

WBS BOM Yes

Multi-level Yes

Plant stock 2

Project stock 1

Transfer the BOM.

The results list appears, in which you see all the components that the systemcan assign automatically.

Save the assignments. If necessary, confirm the scheduling warnings. Thengo back to the SAP menu.

a) SAP Menu → Logistics → Project System → Material → Planning →Bill of Material Transfer (Double-click to select transaction).

Use the specified data on the initial screen.

b) Before executing the BOM transfer, check the selection parameters forthe BOM transfer. Choose Selection Parameters.

Enter the specified parameters if necessary, and confirm your entries byclicking the corresponding icon.

c) Click the Execute icon to start the BOM transfer.

All new component assignments are now displayed in the resultsoverview.

Click the Save icon and confirm any scheduling warnings if necessary.Exit the BOM transfer by clicking the Back icon.

3. BOMs are often changed during the course of a project. Expand your WBSBOM to include material P-100 and double the requirement quantity forcomponent T-20100.

Use the following data to identify your BOM:

Field name Values

WBS element T-100##

Material T-20000

Plant 1300


Double the requirement quantity for component T-20100 and enter materialP-100 as an additional item using the following data:




Field name Values

Item category L

Component P -100

Quantity 1

Store another reference point for this item so that it can be assignedautomatically during the BOM transfer. Enter reference point 1310Procurement plant components in the detail screen for the item.

Save your entries, and go back to the main SAP menu.

a) SAP Menu → Logistics → Production → Master Data → Bills ofMaterial → Bill of Material → WBS BOM→ Single-Level → Change(Double-click to select transaction).Use the specified data on the initial screen and then click the Item icon.

b) Double the requirement quantity for material T-20100 Turbine casing.

Enter material P-100 as an additional item using the specified data, andthen confirm your entries.

Double-click the item number for material P-100. In the GeneralData section of the Basic Data tab page, enter the value 1310 in theReference point field.

Click the Save icon followed by the Back icon.

4. Update the component assignment for your project. Use the BOM transferagain.


Field name Values


WBS element T-100##

Material T-20000

Plant 1300

BOM usage 3

Check the selection parameters of the BOM transfer again.

This time, use these parameters:




Field name Values

WBS BOM Yes

All items Yes

Multi level Yes

Plant stock 2

Project stock 1

Hint: If you always call up the BOM transfer using the sameparameters, you should create a selection profile that contains thesesettings.

Execute the BOM transfer and confirm your change.

Based on your selection parameters, an overview of the components thatcould not be assigned automatically is now displayed. Do not assign anycomponents manually, rather go to the results list.

The icons in the first column of the results overview indicate whether thecomponent is being created, deleted, changed, or reallocated.


a) SAP Menu → Logistics → Project System → Material → Planning →Bill of Material Transfer (Double-click to select transaction).


b) Choose Selection Parameters.

Enter the specified parameters, and confirm your entries by clicking thecorresponding icon.

c) Click the Execute icon.

A dialog box appears as a result of the quantity change in the BOM.Choose Confirm.

The overview of components that cannot be assigned automaticallyappears. The components T-20200, T-20610, T-20620 and T-20630should be listed here.

Click the Results icon to go back to the result overview. A newassignment has been created and an existing assignment has beenchanged.

Click the Save icon and then exit the BOM transfer by clicking theBack icon.



Lesson Summary

You should now be able to:• Assign material to activities• Execute the bill of material transfer function to assign material requirements

to the project.


PLM220 Lesson: Processes of Material Procurement

Lesson: Processes of Material Procurement

Lesson OverviewThis lesson introduces you to the different processes for project-oriented materialprocurement. These include direct procurement of the material requirementsusing purchasing, the procurement of assemblies based on material requirementsplanning, and using production orders to manufacture those assemblies.


• Process the purchase requisitions generated by the project and createpurchase orders for the materials.

• Execute material requirements planning (MRP) for projects.• Edit the production orders• Post goods receipts and goods issues

Business ExampleAfter you have planned the material for your turbine project, you now executepurchasing of the required material components. In doing this, use the integrationinto purchasing and the MRP of your enterprise.



Direct Procurement

Figure 92: Direct Procurement, Non-Stock Items

The item category N non-stock item is used for components that are not procuredby way of warehouse stock, project stock, or sales order stock, but are procureddirectly by the network activity.

Purchase requisitions are created for these components. These requisitions arepassed directly to Purchasing. When the goods are received, they are not placedinto stock, but posted to the activity.

Non-stock items cannot be managed as project stock or sales order stock.



Figure 93: Assigning Non-Stock Items

If you choose direct procurement with item category N, you can choose betweentwo procurement types: Either purchase requisition for the network or third-partyrequisition. The topic of third-party requisitions is dealt with in a later section.The procurement type itself is displayed on the Purchasing Data tab page onthe detail screen for the assigned component. You can change the procurementtype at a later stage.

The purchase requisition number is displayed on this tab page. You can call up thepurchase requisition directly from here. If a purchase order is already available, itsnumber will be displayed on the Procurement Parameters tab page. You can alsocall up the purchase order from here.



Figure 94: Purchasing Process

As long as you have activated the requirements within your network (for theentire network, the individual activity, or the individual component), a purchaserequisition is generated when you save data. You can analyze all purchaserequisitions and subsequent purchase orders for your project in the informationsystem.

In the Purchase Requisitions for the Project report, you can analyze the purchaserequisition, assign vendors, and create purchase orders for the purchase requisition.

In the Purchase Orders for the Project report, you can check and change allpurchase orders for your project.



Procurement via Material Requirements Planning

Figure 95: Procurement Using Requirements Planning, Stock Item

The item category L stock item is used for components kept in stock. When yousave, the system creates a reservation for the required material.

The main function of material requirements planning is to ensure materialavailability (in other words, to procure the required quantities on time - bothin-house and for sales). This includes monitoring stocks and, above all, creatingprocurement proposals for purchasing and production.

Independent requirements (requirements for finished products, saleableassemblies, trading goods, and spare parts) trigger requirements planning. Tocover the requirements, order quantities and dates have to be determined, and thecorresponding procurement elements scheduled. The procurement element forrequirements planning is a planned order, or for external procurement a purchaserequisition. Dependent requirements are determined by exploding the bill ofmaterial for materials produced in-house to determine the quantity of componentsrequired to manufacture a finished product or assembly. Planned orders are createdat each BOM level to cover requirements when a material shortage occurs.

Once quantities and dates have been planned in requirements planning, theseplanned procurement elements are converted into “exact” procurement elements:for production, this is the production order and, for external procurement, thepurchase order.



Figure 96: Assigning Stock Items

In the detail screen for assigning components for stock items, you can select theGeneral Data tab page to change the requirements date, check the withdrawaland confirmed quantity, and check the reservation number. On the ProcurementParameters tab page, you can determine when the reservation will take effectfor planning.

The reservation either takes effect immediately, after release, or never takes effectautomatically. The last case is possible as of Release 4.6. This enables you torelease the activity but leave the reservation inactive for planning. You can makethe reservation active for planning at a later stage.



Figure 97: Stock Item with BOM

In the example process displayed, material T-20600 produced in-house isassigned to activity 10 in a project with valuated sales order or project stock. Toprocure dependent requirements for the material, a requirements planning run isperformed. The dependent components are then purchased and consumed by theproduction order. The production order is processed and material T-20600 postedto stock. The process ends with T-20600 being issued from the project stock andthe network activities being confirmed.

Figure 98: Material Stock/Requirements List



The current stock/requirements list shows the current stock/requirements situationof a material. This evaluation is contained in the project system under ProjectSystem → Material Planning.

The various MRP elements are reread and displayed when the list is compiled.This means that the stock/requirements list always displays the current availabilityof the material. Changes that are made after the planning date are displayeddirectly, in other words the list is dynamic. Stock/requirements lists are not storedpermanently in the system but are volatile and are only stored in the workingmemory.

From this list, you can display and change the individual objects that generateand cover requirements, you can display the associated master data, and convertplanned orders to production orders or purchase orders, for example.

As of Release 4.6A, the current stock/requirements list can be called up viaindividual access for a material number, but also evaluated via collective accessaccording to product group, class, MRP controller, vendor, or production line.

Figure 99: MRP Run for Project

The MRP run for the project differs from the standard planning run. When theMRP run is carried out for the project, all components for the project are selected(as long as you select them via the project definition and not via subhierarchies).The MRP run generates the dependent requirements of components with a BOMand generates a procurement element for these dependent requirements.



In the turbine project material T-20600 was assigned as a required assembly. Thefigure “MRP Run for Project” shows that the MRP run has generated a plannedorder for the reservation. Since T-20600 has a BOM with three components, theMRP run generates reservations for the corresponding dependent requirementsand generates three further planned orders or purchase requisitions.

Figure 100: Material for the Production Order

A goods receipt is processed for the purchase orders with the componentsT-20610, T-20620, and T-20630. The goods receipt increases the project stock ofthe materials. Commitments according to the order value are reduced by the goodsreceipt and stocks are formed according to the standard costs (for standard pricecontrol) or the order value (for moving price control).

The planned order for T-20600 is converted into a production order. The plannedcosts for materials are only displayed for valuated project stock and for collectivestock.

The project stocks T-20610, T20620, and T-20630 are consumed by theproduction order at the price calculated in valuation. The respective actual costsare debited from the production order.



Figure 101: Editing the Production Order

The final confirmation is entered for the production order and material T-20600 isdelivered to the project stock.

This increases the stock quantity and value for material T-20600 in the projectstock. The total value of the increased inventory is the quantity received timesthe standard cost.

A goods issue is posted for the network for the consumption of the assemblyT-20600.

This reduces the project stock (crediting the WBS element). The actual costsare debited from the network.

The actual network activity costs are aggregated and displayed for the higher-levelWBS elements.



Third-Party Purchase Orders

Figure 102: Third-Party Purchase Orders

Third-party purchase orders are documents where the purchased material isdelivered directly from the vendor to the customer.

When assigning material components to network activities with the indicatorThird-party order, the system will ask you to maintain the address of the customerto which the vendor is to ship the goods.

You can use addresses from:

• from central address management• from customer master data• from vendor master data

Hint: As of SAP ERP 6.00 Enhancement Package 3, you also have theoption to assign components that were not procured externally. In thematerial overview of an activity, the relevant icon is assigned.



Advance Procurement

Figure 103: Advance Procurement

In engineering projects, it is common for critical components with long andunreliable delivery times to be purchased at an early stage in the project, wellbefore the project activities, where these components will be consumed, arespecified. Advance procurement is used to this end.

You can only use advance (preliminary) procurement if you are working withstock. This means that you must use item category L when assigning yourcomponents to ensure that stock can be managed. To offset the requirements forprocurement against those of consumption, the components must be managed inthe same (sales order or project) stock.



The following section distinguishes between two scenarios: Planned independentrequirements and preliminary purchase requisition.

• 1. Scenario 1: Assemblies that need to be produced well in advanceof consumption are allocated as stock-items with the indicator plannedindependent requirement set for the procurement activity. The MRP runthen generates a planned order, which triggers a production process. Theproduction order will be delivered to stock where it will be consumed laterby a second allocation to the consuming activity.

• 2. Scenario 2: Assemblies that need to be ordered well in advance ofconsumption are allocated as stock-items with the indicator preliminarypurchase requisition set for the procurement activity. The system thengenerates a preliminary purchase requisition, which triggers a purchasingprocess. The goods receipt for the component builds up stock. You canallocate the component to the consuming activity later, thus reserving andthen consuming the stock.





Exercise 12: In-House Production Process

Exercise ObjectivesAfter completing this exercise, you will be able to:• Procure material using requirements planning• Explain procurement processes in purchasing and production• Edit the production orders• Post goods receipts and goods issues

Business ExampleYou procure material components that you require for assembling the turbinesystem. For this, you use the integration of the project system into purchasing aswell as into production.

Task:In this next exercise, you procure material for your project and use it in thenetwork. Take the component T-20600, which you assigned previously, and traceall steps of its procurement and use in the SAP system.

1. Display the stock/requirements list for material T-20600.


Field name Values

Material T-20600

Plant 1300

Until now, only one requirement has been generated. You need, however,one more procurement element.

Do not exit the transaction. You can refresh the data later.

2. Perform a planning run for your project to generate procurement elements.To do this, open a second session. This allows you to always analyze thestock/requirements list there.

In the new session, call up the transaction for a project-specific planning runand use the specified settings on the initial screen:




Field name Values


Create purchase requisition 1

Display material list Select

Carry out the planning run.

You have created procurement elements for the requirements. However,these are planning procurement elements. Generate the actual procurementelements in the next step.

3. In your second session, take another look at the stock/requirements list formaterial T-20600 and create a production order for your reservation.

After you refresh your data, the individual requirement stock segment foryour project in the stock/requirements list will now contain a planned orderas well as the reservation.

Convert the planned order for your project T-100## to a production order,release it immediately, and then save the production order.

In the stock/requirements list, refresh the data selection and take note of theproduction order number: ____________________

4. During the planning run, the system has created requirements andprocurement elements for dependent components. Component T-20600 hasrequirements for components T-20610, T-20620, and T-20630. Order thecomponents for your project T-100## and post them to the warehouse.

Suitable purchase requisitions have already been created by the MRP run.Convert these to purchase orders in the information system for the projectsystem. Use your second session to do this.

Start by creating the automatic assignment of purchase requisitions topurchasing information records in a suitable report.

Take a look at the overview of assignments. You can now create newpurchase orders by choosing Process Assignment.

On the document overview for the purchase order to the left, select yourthree purchase requisitions and transfer them to the purchase order.

Save the purchase order and take a note of the purchase order number:___________________

Go back to the SAP menu.

5. The components you ordered have been delivered. Now post them to thewarehouse as a follow-up to your purchase order.




To do this, use the following data in the corresponding transaction inPurchasing:

Field name Values


OK Activate

SLoc (Storage location) 0001

The components are finally in the warehouse, ready to be used in theproduction order.

6. Remove the components from storage location 0001 for consumption inyour production order.

Use a suitable Inventory Management transaction in Materials Managementto post the corresponding goods issue. Reference your production orderwhen doing this.

7. Once the components for the production order have been withdrawn, theorder can be processed. Confirm the order in production with the plannedquantity.

Set Final conf. as the status and save the confirmation.

8. You have posted services to the production order but not yet posted thecompleted material T-20600 to the warehouse. Now post the goods receiptfor your order in Shop Floor Control.


Field name Values

Movement type 101

Order Your production order

Plant 1300

Stor. Location 0001

Copy the default values from the order and post the goods receipt.

9. Check the new stock situation for material T-20600 in your project. Again,use the stock/requirements list to do this, which you still have open in yourfirst session.

Which changes have occurred?

10. Use material T-20600 in the project. Remove the material from storagelocation 0001, referencing your reservation.




You can find the reservation and item number in the stock/requirements listor in the activity, for example. Or display all reservations for your networkand choose those for material T-20600.

Post the corresponding goods issue in your second session using a suitablematerials management transaction.

11. Refresh the stock/requirements list for material T-20600 in your first session.

Which changes have now occurred for your individual requirements stocksegment?

Exit the stock/requirements list, and go back to the main SAP menu.



Solution 12: In-House Production ProcessTask:In this next exercise, you procure material for your project and use it in thenetwork. Take the component T-20600, which you assigned previously, and traceall steps of its procurement and use in the SAP system.

1. Display the stock/requirements list for material T-20600.


Field name Values

Material T-20600

Plant 1300

Until now, only one requirement has been generated. You need, however,one more procurement element.

Do not exit the transaction. You can refresh the data later.

a) SAP Menu → Logistics → Project System → Material → Planning →Stock/Requirements List (Double-click to select transaction).


Click the Continue icon to call up the list.

b) You should notice an individual requirements stock segment for yourproject in the list with reservation via one position of the material.However, a procurement element has not been displayed yet.

2. Perform a planning run for your project to generate procurement elements.To do this, open a second session. This allows you to always analyze thestock/requirements list there.

In the new session, call up the transaction for a project-specific planning runand use the specified settings on the initial screen:

Field name Values


Create purchase requisition 1

Display material list Select

Carry out the planning run.




You have created procurement elements for the requirements. However,these are planning procurement elements. Generate the actual procurementelements in the next step.

a) Choose Create Session. SAP Menu → Logistics → Project System→ Material → Planning → MRP Project (Double-click to selecttransaction).

Use the settings indicated in the initial screen.

Double-click Continue (Enter) to start the planning run. Press entertwice to pass the warning message “Please check input parameters”.

b) A list is displayed with detail data on your planning run. The dependentrequirements for your project are listed here as well.

Exit the transaction using Back.

3. In your second session, take another look at the stock/requirements list formaterial T-20600 and create a production order for your reservation.

After you refresh your data, the individual requirement stock segment foryour project in the stock/requirements list will now contain a planned orderas well as the reservation.

Convert the planned order for your project T-100## to a production order,release it immediately, and then save the production order.




In the stock/requirements list, refresh the data selection and take note of theproduction order number: ____________________

a) Switch to the session containing the stock/requirements list for materialT-20600 and click the Refresh icon.

In the individual requirements stock segment for your project, the listnow contains a planned order as well as the reservation.

b) Double-click the Planned order field in the individual section for yourproject T-100##.

To convert the planned order to a production order, choose →Production ord. (convert planned order to production order) buttonfrom the dialog box.

The header screen for the production order appears. Release and savethe production order.

To do this, click the Release order icon and then click the Save icon.

c) You have returned to the stock/requirements list. Refresh the dataselection.

Choose Refresh.

You should now see a production order for your reservation. You cansee the production order number on the list.

4. During the planning run, the system has created requirements andprocurement elements for dependent components. Component T-20600 hasrequirements for components T-20610, T-20620, and T-20630. Order thecomponents for your project T-100## and post them to the warehouse.

Suitable purchase requisitions have already been created by the MRP run.Convert these to purchase orders in the information system for the projectsystem. Use your second session to do this.

Start by creating the automatic assignment of purchase requisitions topurchasing information records in a suitable report.

Take a look at the overview of assignments. You can now create newpurchase orders by choosing Process Assignment.

On the document overview for the purchase order to the left, select yourthree purchase requisitions and transfer them to the purchase order.

Save the purchase order and take a note of the purchase order number:___________________




Go back to the SAP menu.

a) Switch to your second session and choose:

SAP Menu → Logistics → Project System → Information System →Material → Purchase Requisitions → For Project (Double-click toselect transaction).

In the Project Management Selections section, enter your projectdefinition T-100## only, and then click the Execute icon.

b) An overview of all purchase requisitions for your project is displayed.

Select the row with material T-20610 and choose Assign automatically.

Assign the materials T-20620 and T-20630 in the same way.

c) Click the Assignments icon.

The purchase requisitions are sorted in the overview according to theirassignments.

Place your cursor on the row below vendor C.E.B. Berlin. ChooseProcess assignment.

Confirm the dialog box with Continue. If another dialog box appears,choose New purchase order.

d) The purchase order is displayed.

In the document overview to the left, hold down the CTRL key andselect your three purchase requisitions. To copy the data to the purchaseorder, choose the Adopt icon in the document overview.

Choose Save.

e) The component overview is displayed again. The purchase ordernumber appears in the status bar.Make a note of the purchase order number: _________________

Exit the overview of assignments by choosing Back.

Save the changed purchase requisitions and then exit the report byclicking the Back icon.

5. The components you ordered have been delivered. Now post them to thewarehouse as a follow-up to your purchase order.

To do this, use the following data in the corresponding transaction inPurchasing:




Field name Values


OK Activate

SLoc (Storage location) 0001

The components are finally in the warehouse, ready to be used in theproduction order.

a) SAP Menu → Logistics → Materials Management → Purchasing→ Purchase Order → Follow-On Functions → GoodsReceipt(Double-click to select transaction).Enter your purchase order number on the right of the Purchase ordernumber field and choose Execute to transfer the data.

Set the OK indicator and specify the storage location for each of thethree items.

Post the goods receipt and then exit the transaction by clicking theBack icon.

6. Remove the components from storage location 0001 for consumption inyour production order.

Use a suitable Inventory Management transaction in Materials Managementto post the corresponding goods issue. Reference your production orderwhen doing this.

a) SAP Menu → Logistics → Materials Management →Inventory Management → Goods Movement → Goods Issue(MIGO)(Double-click to select transaction).Use the Order entry as the reference document for posting the goodsissue, and enter the number of your production order in the fieldprovided. Confirm your entries.

A goods withdrawal overview appears. Enter 0001 as the storagelocation for the material and set the OK indicator for each item, ifnecessary.

Click the Post icon and then exit the transaction by clicking the Backicon.

7. Once the components for the production order have been withdrawn, theorder can be processed. Confirm the order in production with the plannedquantity.




Set Final conf. as the status and save the confirmation.

a) SAP Menu → Logistics → Production → Shop Floor Control→ Confirmation → Enter → For Order (Double-click to selecttransaction).

Enter the number of your production order and call up the confirmation.

Select the Final Confirmation indicator.

Enter the planned quantity in the Yield to confirm field.

Click the Save icon and then return to the SAP menu.

8. You have posted services to the production order but not yet posted thecompleted material T-20600 to the warehouse. Now post the goods receiptfor your order in Shop Floor Control.


Field name Values

Movement type 101

Order Your production order

Plant 1300

Stor. Location 0001

Copy the default values from the order and post the goods receipt.

a) SAP Menu → Logistics → Production → Shop Floor Control → GoodsMovements → Goods Receipt (Double-click to select transaction).

Use the specified data on the initial screen and confirm your entries.

b) Copy the default values from the order and post the goods receipt.

To copy the default values, choose the Adopt icon followed by the Posticon.

Exit the transaction by clicking the Back icon.

9. Check the new stock situation for material T-20600 in your project. Again,use the stock/requirements list to do this, which you still have open in yourfirst session.




Which changes have occurred?

a) Switch to the session containing the stock/requirements list for materialT-20600 and click Refresh.

After the data is refreshed, the production order for your projectT-100## should disappear from the list and you should be able to seestock for your project.

10. Use material T-20600 in the project. Remove the material from storagelocation 0001, referencing your reservation.

You can find the reservation and item number in the stock/requirements listor in the activity, for example. Or display all reservations for your networkand choose those for material T-20600.

Post the corresponding goods issue in your second session using a suitablematerials management transaction.

a) SAP Menu → Logistics → Materials Management →Inventory Management → Goods Movement → Goods Issue(MIGO)(Double-click to select transaction).Choose the Reservation entry as the reference document for posting thegoods issue. Finally, click the Find reservation icon, for example.

b) In the Network field on the search screen, enter the number of yournetwork (if you do not know this number, search for it using the F4help).

Click the Find icon.

c) A list of the reservations for your network is now displayed in thelower area.

Double-click the reservation for material T-20600. The data for thisreservation is now transferred to the material document.

Set the OK indicator if necessary, and enter 0001 as the storagelocation. Confirm your entries.

Post the goods issue and then exit the transaction by clicking the Backicon.

11. Refresh the stock/requirements list for material T-20600 in your first session.

Which changes have now occurred for your individual requirements stocksegment?




Exit the stock/requirements list, and go back to the main SAP menu.

a) Switch to the session containing the stock/requirements list for materialT-20600 and click the Refresh icon.

The project/sales order stock for material T-20600 has been created foryour project by the goods issue. The individual requirements stocksegment for your project is no longer included in the list.




Lesson Summary

You should now be able to:• Process the purchase requisitions generated by the project and create

purchase orders for the materials.• Execute material requirements planning (MRP) for projects.• Edit the production orders• Post goods receipts and goods issues



Lesson: Requirements Grouping

Lesson OverviewThis lesson deals with requirements grouping of material components managed invaluated project stock. In this lesson, you will learn about the background, thevarious options and the prerequisites for requirements grouping.


• Discuss aspects of requirements grouping of material components

Business ExampleFor future turbine projects, you would like to structure materials procurement moreefficiently from the point of view of MRP. You therefore resolve to get a generalidea of the options offered by the material requirements grouping in this respect.

Requirements GroupingWhen valuated project stock is used, the material components are managed froman MRP perspective in individual requirements stock segments for the separateWBS elements. Requirements grouping allows you to group the requirements ofthe WBS elements within a project or for several projects for MRP purposes.The joint planning and procurement of the material components required for aproject leads to enhanced logistical processing and cost savings in terms of thecorresponding lot-size creation.


PLM220 Lesson: Requirements Grouping

Figure 104: Requirements Grouping

Prerequisite for using requirements grouping:

• Valuated project stock• Grouping WBS elements (where the stocks are grouped)• MRP groups that allow requirements grouping (in the material master,

planning screen 1)• The assigned components require periodic lot sizes (material master, planning

screen 1) and must be able to be managed in the sales order or project stock

Figure 105: Background to Requirements Grouping



If you handle a material either in the plant stock or for each individual WBSelement, you either have no control over procurement or you have completecontrol. With the help of requirements grouping, you can now determine thedegree of control yourself.

• In the most basic scenario, you group the requirements of all the WBSelements in your project into one WBS element.

• You can, however, also create projects that are only meant for groupingrequirements for other projects.

Figure 106: Requirement Grouping Options

There are various ways of grouping requirements:

• You can group requirements within a project (the easiest way of doing this isto group requirements automatically).

• You can group requirements from various projects in one (or more)project(s). The WBS elements must then be assigned manually.

• You can group all components of a WBS element in one WBS element(strictly speaking, components are assigned to activities, which are thenassigned to WBS elements and then grouped).

• You can group the components of a WBS element to various WBS elementsaccording to the MRP group of the components.


PLM220 Lesson: Requirements Grouping

Figure 107: Settings for Requirements Grouping

Requirements grouping is set at various points in the system:

• Valuated project stock must be allowed in the project definition control data.The automatic requirements grouping indicator can also be activated for theentire work breakdown structure. In this case, the requirements are groupedto one WBS element only (the top one).

• The MRP element indicator must be set for WBS elements (exception:automatic requirements grouping). The MRP element determines whetherthe requirements may be grouped into one WBS element, and how.

• In Customizing for the WBS, you must determine the MRP groups involvedin requirements grouping.

• Materials to be included in requirements grouping must allow sales ordersor project stocks. You must assign an MRP group that allows requirementsgrouping to these. The lot size of the materials cannot be “exact” but mustallow a periodic procedure (otherwise multiple requirements cannot begrouped).



Lesson Summary

You should now be able to:• Discuss aspects of requirements grouping of material components


PLM220 Lesson: Assemblies, Availability Check and Delivery from Projects

Lesson: Assemblies, Availability Check and Deliveryfrom Projects

Lesson OverviewThis lesson introduces you to additional functions of the project system on thesubject of material. Assigning material assemblies is a way of defining that theproduction of the assembly is performed in the network. Using the materialavailability checking helps to identify in a timely fashion whether any parts aremissing. The "Delivery from Projects" function enables you to generate deliverynotes for shipping activities of material in the project system.


• Explain the function of assemblies, the availability check, and “deliveryfrom projects”.

Business ExampleYou as the person responsible for the project want to know whether the materialcomponents you planned for assembling the turbine are available on time. Inaddition, parts of the turbine are to be delivered to your customer.



Assemblies

Figure 108: Assemblies

Scenario without assemblies:

• The components are procured for activities 3000 and 3100. Texts andother data in network activities describe the assembly of T-20200 (runninggear) and product T-20000 (turbine). Quantity flow does not take place forT-20200 and T-20000.

Scenario with assemblies:

• The components T-20210, T-20220, and T-20230 are procured for activity3000 as dependent requirements of the assembly T-20200 that is produced inactivity 4000. You can carry out receipt posting by reserving the assemblywith a negative quantity after confirmation of the activity 4000.

• Assembly T-20200 is consumed in activity 5000 - if applicable, togetherwith components T-20300 and T-20400. The product T-20000 is producedin this activity and posted to stock. An SD delivery to the customer can becreated from this stock at a later stage and a goods issue posted.



Availability Check for Material

Figure 109: Material Availability Check

The availability check is controlled by multi-part checking rules.

Checking rules must be determined for the individual application (e.g.requirements planning, order management etc.) in Customizing.

Checking rules include various elements:

• Checking group: Assignment in material master (planning data screen)• Checking rule: Assignment to order type• Scope of check: Specification of checking details for each checking rule

and group

Check times: Checks carried out manually or automatically (at network creationand/or network release).

Checking results: Missing material status or assignment of confirmed quantity.



Figure 110: Scope of Check

The scope of checking determines which stocks, issues, and receipts will be takeninto account in the availability check. In the ATP check (available to promise,available on the requested date), only receipts that are posted before a requirement(issue) are included in the check for this issue. The ATP quantity of a receipt is thequantity that has not yet been “consumed” by issues.

A material that is kept in plant stock is not allocated to a specific order and isavailable for all orders.

Sales orders can have their own stock from the MRP view, called sales orderstock. The sales order stock is allocated to an item in the sales order. You can onlywithdrawal components for the sales order item.

Projects can have their own stock from the MRP view, called project stock. Theproject stock is allocated to a WBS element. You can only withdraw componentsfor the WBS element.

Using the availability check settings in the material master record, specify whetherall stock segments or just one stock segment should be taken into account duringthe availability check.



Figure 111: Customizing for the Availability Check

Based on the status, the checking control function determines whether an ordertype will be checked and if so, which checking rules will be used. The ordertype corresponds to the network type in the project system. The checking rule,however, represents just a descriptive text.

The scope of the check is an important factor for the ATP availability check. It isdetermined by means of the checking rule (that was defined previously in checkingcontrol) and using the checking group for the material that will be checked. Thescope of the check determines how the ATP availability check is to be carried out:What are receipts and issues, which sales order or project stocks are checked?Will storage locations or entire plants be checked?

The checking group of the material is set in Customizing for Sales and OperationsPlanning, for example. It determines whether individual or collective requirementswill be generated for the material, for example.



Delivery from Projects

Figure 112: Delivery of Material Components

You can select the material components that are to be delivered to the customer,and then create an Sales and Distribution (SD) delivery note automatically.

You can select components by specifying the project definition, the WBS element,a sales order, or a network.

You can limit the selection

• By specifying delivery information that describes the components in greaterdetail (delivery date, ship-to party, requirements date, for example),

• By specifying network data (the activity number, for example)• By specifying material characteristics (G/L account, purchase requisition

number, for example)



Figure 113: Delivery Information

To create a delivery, you need delivery information. Delivery information data canbe used to filter for components in the “delivery from the project”.

If components with different delivery information are selected in the delivery fromprojects, individual deliveries will be created for these components.

The higher-level object forwards the delivery information to the lower-levelobject. For example: If a component has no delivery information but theupper-level activity does, this information is transferred to the component. Ifa lower-level object has delivery information, the delivery information of theupper-level object is not taken. For example: A component and the upper-levelactivity have different delivery information. The internal delivery informationhas priority for the component.



Figure 114: Delivery from Project

If you deliver from projects, detail screens for each component display the variousquantities related to the component, such as requirement quantities, item quantities,quantity in delivery, open quantities, available open quantities, for example.

Once the material is selected, the delivery note is created with a reference to thenetwork components.

You can deliver materials from stock, project stock, or sales order stock. Eachposition in the delivery refers directly to the reservation or purchase requisition.

Figure 115: Quantities for Deliveries from PS



After the material is selected, the delivery note is created with reference to thenetwork component.

If a delivery note (document type LP) is created when you deliver from aproject, every delivery item (item category DLP) will have a direct reference to areservation or purchase requisition in the network. This is used for availabilitychecks and for updating actual data for the goods issue.





Exercise 13: Delivery from Projects

Exercise ObjectivesAfter completing this exercise, you will be able to:• Use the “Delivery from Projects” function

Business ExampleYou create a delivery note for material components that are to be delivered to thecustomer as part of your turbine project. To do so, you already stored differentpieces of information in your system.

Task:

1. Prepare your project for delivery from Project System. Create deliveryinformation with the Project Builder.

Manually create delivery information with Group ## as the description foractivity 3000 Preliminary orders in your project T-100##.

Use the following data in the delivery information:

Field name Values


Shipping point 1300

Planned GI date Tomorrow

Delivery date Two weeks from today

Ship-to party 1600

Sales organization 1000

Distribution channel 10

Division 00

Then assign the existing delivery information Group ## to activity 3100Material procurement plant components.

Save the changes made to your project and return to the SAP menu.

2. You can deliver only goods that are available. Therefore post a goods receiptfor the project in Materials Management. Post the pump P-100 to yourproject stock without making a reference to reference documents. Again, usestock location 0001 in plant 1300.




If necessary, you can call up the stock/requirements list for the materialto check the project stock.

3. Create a delivery for pump P-100 from your project T-100## for ship-toparty 1600.

To do this, start the corresponding transaction in Project System. Use yourproject for the selection and “ship-to party” as the filter criterion.

Transfer the general data and ignore any warnings that occur as a result ofmissing settings in the material master for individual components.

Some components, for example pump P-100, are available in the warehouseand can be delivered. Compile a delivery containing the pump.

Check the delivery information again for the component.

Check the available open quantity in the detail screen for the componentalso, as well as the delivery date and the goods issue date.

Create the delivery.

4. Process the delivery of pump P-100 that you created earlier for your projectT-100##.

Hint: Normally, the delivery should now be picked and packed.This step is not necessary here due to the settings used in the trainingsystem.

Post the goods issue of the pump immediately and return to the SAP menu.



Solution 13: Delivery from ProjectsTask:

1. Prepare your project for delivery from Project System. Create deliveryinformation with the Project Builder.

Manually create delivery information with Group ## as the description foractivity 3000 Preliminary orders in your project T-100##.

Use the following data in the delivery information:

Field name Values


Shipping point 1300

Planned GI date Tomorrow


Ship-to party 1600

Sales organization 1000

Distribution channel 10

Division 00

Then assign the existing delivery information Group ## to activity 3100Material procurement plant components.




Save the changes made to your project and return to the SAP menu.


“Drag and drop” your T-100## project from the worklist to the structuretree.

Expand the project and select activity 3000 Preliminary orders.

From the menu, choose Extras → Delivery information.

b) Generate new delivery information by clicking the Create pushbutton.

Enter Group ## as the description for the delivery information andconfirm your entries by clicking the Continue icon.

Use the indicated data. Confirm your entries by clicking the Copy icon.

c) Assign the existing delivery information Group ## to activity 3100Material procurement plant components.

Select the activity in the structure tree and from the menu, chooseExtras → Delivery information.

Enter Group ## in the Delivery information field and confirm yourentry.

Click the Copy icon to assign the delivery information to the activity.

Click the Save icon and then exit Project Builder by clicking the Exiticon.

2. You can deliver only goods that are available. Therefore post a goods receiptfor the project in Materials Management. Post the pump P-100 to yourproject stock without making a reference to reference documents. Again, usestock location 0001 in plant 1300.




If necessary, you can call up the stock/requirements list for the materialto check the project stock.

a) SAP Menu → Logistics → Materials Management → InventoryManagement → Goods Movement → Goods Issue (MIGO)(Double-click to select transaction).

Choose the Goods Receipt and Other entries, and open the Detail Dataarea.

Enter the following data in the detail data and confirm your entries byclicking Execute (Enter):

Field name Values

Material P-100

Qty in Unit of Entry 1

Movement type 501

Special stock Q (Project)

WBS element T-100##

Plant 1300

Storage location 0001

Click the Post button and exit the transaction by clicking the Back icon.

b) If you want to check the stock for material P-100, choose SAPMenu → Logistics → Project System → Material → Planning →Stock/Requirements List (Double-click to select the transaction).

Enter the value P-100 in the Material field, and if necessary, enter1300 as the plant, and then confirm your entries.

The individual requirements stock segment for your project T-100##should display one piece as available stock.

Exit the transaction by clicking the Back icon.

3. Create a delivery for pump P-100 from your project T-100## for ship-toparty 1600.

To do this, start the corresponding transaction in Project System. Use yourproject for the selection and “ship-to party” as the filter criterion.

Transfer the general data and ignore any warnings that occur as a result ofmissing settings in the material master for individual components.

Some components, for example pump P-100, are available in the warehouseand can be delivered. Compile a delivery containing the pump.




Check the delivery information again for the component.

Check the available open quantity in the detail screen for the componentalso, as well as the delivery date and the goods issue date.

Create the delivery.

a) SAP Menu → Logistics → Project System → Material → Execution →Delivery from Project (double-click to select the transaction).

On the initial screen, enter your project T-100## and ship-to party1600.

Choose Components.

If a dialog box is displayed, copy the data or add the missinginformation.

Confirm any warnings that appear with reference to missing settings inthe material master of individual components.

b) An overview of the materials that meet the filter conditions appears.

Select all components except for pump P-100. Then click the Deleteicon.

Check the delivery information again for the component. To do this,select pump P-100 and click the Delivery Information icon.

Exit from the delivery information using the Copy pushbutton.

c) Check the available open quantity in the component detail screen.

To do this, select pump P-100 and click the Detail icon.

Check the delivery date and goods issue date as well.

Field name Values


Goods issue Tomorrow

Exit the detail screen by clicking the Copy icon.

Finally, click the Save icon to create the delivery.

4. Process the delivery of pump P-100 that you created earlier for your projectT-100##.

Hint: Normally, the delivery should now be picked and packed.This step is not necessary here due to the settings used in the trainingsystem.




Post the goods issue of the pump immediately and return to the SAP menu.

a) If the initial screen of the Delivery from Project transaction is stilldisplayed, click the Deliveries icon.

Otherwise, choose SAP Menu →Logistics → Project System →Material → Execution → Delivery from Project (double-click to selecttransaction) and enter your project T-100## in the initial screen.

b) An overview of the deliveries for your project appears.

Process the delivery. To do this, double-click the delivery and thenclick the Display <-> Change icon.

Select the item for material P-100 and click the Post goods issue icon.




Lesson Summary

You should now be able to:• Explain the function of assemblies, the availability check, and “delivery

from projects”.


PLM220 Unit Summary

Unit SummaryYou should now be able to:• Assign material to activities• Execute the bill of material transfer function to assign material requirements

to the project.• Process the purchase requisitions generated by the project and create

purchase orders for the materials.• Execute material requirements planning (MRP) for projects.• Edit the production orders• Post goods receipts and goods issues• Discuss aspects of requirements grouping of material components• Explain the function of assemblies, the availability check, and “delivery

from projects”.


Unit Summary PLM220



Test Your Knowledge

1. Which of the following statements are correct for the assignment of materialcomponents to network activities?Choose the correct answer(s).□ A When the material is assigned, the item type is automatically

derived from the material master data.□ B The material can already be maintained in standard networks.□ C If the BOM transfer is used, the material assignment in projects is

automatically updated for each retrospective BOM change.□ D The requirement date for material components can be derived

from the activity date.□ E Material assignments can be maintained in tables.□ F Components that you want to assign as stock items must have a

material master record.

2. For the direct procurement of non-stock items, you must use the valuatedproject stock.Determine whether this statement is true or false.□ True□ False

3. When stock items are procured via requirements planning, the componentsare always produced in-house.Determine whether this statement is true or false.□ True□ False

4. Which of the following statements concerning requirements grouping arecorrect?Choose the correct answer(s).□ A Requirements for multiple projects can be combined if certain

prerequisites are fulfilled.□ B You can group together requirements for various WBS elements

depending on the MRP group.□ C In the requirements grouping, network headers can also display

individual stock elements from the MRP perspective.□ D Requirements groupings can be used for both evaluated and

unevaluated project stocks.□ E Grouping together of requirements need not necessarily be carried

out on the top WBS element.



5. You have to manually trigger the availability check for material in projects.Determine whether this statement is true or false.□ True□ False

6. You can use the function "delivery from projects" to delivery the materialfrom the plant stock, the customer stock and the project stock.Determine whether this statement is true or false.□ True□ False



Answers

1. Which of the following statements are correct for the assignment of materialcomponents to network activities?

Answer: B, D, E, F

Explanations regarding incorrect statements:When the material is assigned, the item type is not automatically derivedfrom the material master data. It is either entered manually, suggested viathe procurement indicator or, when the BOM explosion or transfer is used,copied from the BOM.If you use the BOM transfer and if the BOM is changed retrospectively, theproject is not updated automatically. After the change, you have to carry outanother BOM transfer so that the changes are accepted in the project.

2. For the direct procurement of non-stock items, you must use the valuatedproject stock.

Answer: False

No inventory management is possible for non-stock items, not even in thevaluated project stock.

3. When stock items are procured via requirements planning, the componentsare always produced in-house.

Answer: False

Depending on the settings in the material master, it is also possible to procurestock items externally. To do this you can, for example, choose a procurementtype in the material assignment where a purchase requisition for a materialcomponent is generated at the same time as the reservation. Another optionis to only generate the purchase requisition in the context of MRP.

4. Which of the following statements concerning requirements grouping arecorrect?

Answer: A, B, E

Explanations regarding incorrect statements:Network headers cannot display individual stock segments - not even inrequirements grouping.The use of evaluated project stock is a prerequisite for grouping togetherrequirements for WBS elements. Unevaluated project stock does not permitrequirements grouping.



5. You have to manually trigger the availability check for material in projects.

Answer: False

Depending on the plant, the network type and the status (open or released),you can specify whether the availability check is to be carried outautomatically when saving or manually. You do this in the checking controlin the Customizing of the project system.

6. You can use the function "delivery from projects" to delivery the materialfrom the plant stock, the customer stock and the project stock.

Answer: True

In delivery from projects, material components from the plant stock and thesales order stock, but also from the project stock can be delivered.


Unit 6Progress Tracking

Unit OverviewThis unit deals with progress tracking for material components. Using thisfunction, you can enter and track dates of particular significance in the planningand procurement of materials in projects. In addition to the various functions ofProgress Tracking, the corresponding Customizing settings are also discussed inthis unit.


• Use Progress Tracking and make the required system settings

Unit ContentsLesson: Progress Tracking for Material Components.. . . . . . . . . . . . . . . . . . . . .274

Exercise 14: Progress Tracking for Material Components .. . . . . . . . . . .287


Unit 6: Progress Tracking PLM220

Lesson: Progress Tracking for Material Components

Lesson OverviewProgress Tracking provides you with functions for deadline monitoring of materialcomponents in networks. This lesson provides an overview of the ProgressTracking functions and their corresponding prerequisites.


• Use Progress Tracking and make the required system settings

Business ExampleYou use Progress Tracking to see possible delays in the procurement of materialcomponents for your turbine project in time.

Overview

Figure 116: What is Progress Tracking?

Progress Tracking permits you to follow the progress of components in networks,of WBS elements, of network activities, or of purchase orders in detail. In thiscase, progress means monitoring the dates, status, and priorities of events; youdefine these yourself. Certain examples are provided in the figure “What isProgress Tracking?”: Order confirmation, approval, delivery, export documents,


PLM220 Lesson: Progress Tracking for Material Components

goods receipt, and shipping advice. These events used in progress tracking areeither predefined as standard events in Customizing or can be defined in theapplication.

Progress Tracking is a further development of date monitoring (transactionNWTM) that was provided with Release 4.6. Progress Tracking was deliveredwith the release R/3 Enterprise for components and purchase orders. In themeantime, Progress Tracking was also provided for WBS elements and networkactivities in SAP ERP 6.0 Enhancement Package 3. When compared to datemonitoring, Progress Tracking was improved by a series of further developments:more flexible Customizing, status information, mass changes, copying and filteringfunctions, evaluation, and printing functions. Progress Tracking is user-friendlyand allows you to define user-specific layouts, for example.

Figure 117: Progress Tracking Objects

The figure “Progress Tracking Objects” shows that Progress Tracking can beexecuted for various objects. The respective object is called a Progress Trackingobject.

The different Progress Tracking objects each have their own:

• Transactions for calling• Customizing settings• Selection screens• Field selections within Progress Tracking



In addition to the Project System, Progress Tracking can be used in MaterialsManagement to monitor the progress of purchase orders. This course, however,only deals with Progress Tracking for network components.

Hint: You can also display Progress Tracking for components in ProMan.

Progress Tracking for ComponentsProgress Tracking is used to analyze a project that has components assigned. Eachindividual component can be assigned an event scenario or several individualevents. The dates of the events are either manually planned or scheduled using ascenario. Now the actual evaluation can start, which automatically notifies you ofvariances. In the final step, the event dates are updated.

Figure 118: Scenario - Network Components

Progress Tracking is an interactive process. The individual steps are thereforerepeated until the material has eventually been procured. The dates of events aresaved each time you exit Progress Tracking.



Figure 119: Progress Tracking Procedure

Progress Tracking in the Application

Figure 120: Selection Screen

Progress Tracking has two selection screens that you work through one after theother.

In the first selection screen, you determine the selection of components for whichProgress Tracking is to be carried out. To do this, you enter projects or networksthat contain the required components.



The second selection screen contains all the material components that matchedyour selection criteria in the first stage. From this screen, you can now selectthe materials that you wish to analyze in Progress Tracking. It is from here thatProgress Tracking itself starts. As a rule, numerous components are listed inthis section. Select those that you want to look into now. You can return to theselection screen at anytime to track other components.

Figure 121: Standard Events and Scenarios

Progress Tracking evaluates the dates of events that are assigned to networkcomponents. This assignment can be carried out in different ways:

1. Direct assignment of a standard event (see the figure)2. Generation and assignment of a new event (not a standard event!)3. Assignment of an event scenario that contains standard events and event

relationships.4. Automatically by assigning a scenario to a material group (otherwise, as in 3).5. Using a BAdI (see later in unit)



Figure 122: Scheduling

Progress Tracking allows you to schedule the standard events of a scenario.This can either be triggered manually or automatically when Progress Trackingis executed.

A prerequisite for scheduling is the use of standard events, a scenario, and thedefinition of event relationships within the scenario. All three tables must be setup in Customizing beforehand.

Manual scheduling: Select one individual standard event. Start scheduling. Adialog box appears (figure “Scheduling”) where you can define or temporarilymodify the scheduling settings. After confirming the dialog box, scheduling iscarried out.

Automatically scheduling: If the Automatic scheduling indicator in the EventRelationships table is set for an event in a scenario, scheduling is carried outautomatically according to the setting in the Progress Tracking profile whenProgress Tracking is called up.



Figure 123: Evaluation

Progress Tracking has its own interface for evaluations. It is called up fromProgress Tracking. The evaluation shows all of the data for a Progress Trackingobject on one interface. This gives you a better overview and also allows you tocompare and analyze in detail.

The evaluation interface is split into two areas. On the left, a tree structure showsthe Progress Tracking objects. On the right, the related events, including dates andvariances, are displayed. The variances are evaluated according to the settings inthe Progress Tracking profile.

Figure 124: Status Note

Caution: Status information has nothing to do with status management in general.



Status information is used to provide information about individual components ina network (or purchase orders). This information is assigned to the componentas text. You can assign as many status notes to a component as required. Eachone is assigned to a status information category. This enables you to control whohas access to the information.

In the component overview you can tell by way of an icon whether statusinformation exists for a component.

Figure 125: Additional Functions

Progress Tracking provides a range of additional functions that simplify dataentry and analysis:

Mass change of scenarios: You can assign a scenario to one or more ProgressTracking objects using mass change. When you do this, the new scenariooverwrites all events that are not contained in the scenario itself.

Copying dates: You can copy all dates for all events belonging to one ProgressTracking object to another Progress Tracking object.

Subitems: You can add several subitems to a single Progress Tracking object (forexample, a component). In turn, each individual subitem can have events.

Hotspots: You can go to the master data display for objects that are underlined.These include, for example, material masters or networks.

Configuration of Progress TrackingCustomizing for Progress Tracking is very extensive and flexible. To carry out asimple test, all you need to do is set up a Progress Tracking profile. However, ifyou want to use scheduling, then you also need standard events, scenarios, andevent relationships within a scenario. All four tables are shown in the following.



The Customizing settings for Progress Tracking are found in the IMG for the SAPsystem, depending on the Progress Tracking object:

• Network components: Project System → Progress → Progress Tracking• WBS elements: Project System → Progress → Progress Tracking →

Settings for Work Breakdown Structures• Network activities: Project System → Progress → Progress Tracking →

Settings for Networks• Purchase orders: Materials Management → Purchasing → Purchase Orders

→ Progress Tracking

Customizing for Progress Tracking includes the following settings:

• Progress Tracking profile (required!)• Standard events• Event scenarios• Event relationships within a scenario• Priorities for events• Assignment of default scenario to a material group• Status info types• Number ranges for status info• Customer-specific evaluations

The points highlighted in the list are dealt with in more detail in the following.

Progress Tracking Profile

Figure 126: Customizing the Progress Tracking Profile



The indicators in the Progress Tracking profile have the following meanings:

Description: Enter an explanatory short text here.

Scheduling baseline, planned, and forecast: Specifies whether the respectivedates are to be scheduled.

Scheduling Forwards (Backwards): Determines that with one event as the startingpoint, the system calculates the dates of the subsequent (preceding) events.Caution: Only those events are scheduled that have the entry Forward scheduling(Backward scheduling) in the table of event relationships for the scenario.

Scheduling Backwards - Forwards: In backward-forward scheduling, you startthe scheduling backwards first and schedule all events in a scenario for which theindicator for backward scheduling is set. Afterwards, the system uses forwardscheduling to determine the dates for events for which the forward schedulingindicator is set.

Scheduling Forwards – Backwards: analogous to scheduling Backwards-Forwards.

Do not display: The dialog box is not shown during manual scheduling.

Variances: The traffic light colors of the individual variances are defined here.

Column display: Here you define which dates can be shown in the columns of theevents overview. Note: You can also maintain a layout in the application.

Standard events

Figure 127: Customizing Standard Events

In detail, the indicators for the standard events are as follows:

Event: Specifies the number of the event.



Description: Contains a short description of the event.

Rank: Specifies the sorting sequence of the events display in the events overview.

Reference: Defines whether and how a date can be referenced. The actualreference date is determined using a BAdI. The indicator activates a user exit.

Event scenarios and relationships

Figure 128: Customizing Scenario and Event Relationships

In detail, the indicators of the event scenario are as follows:

Scenario: Contains the number of the scenario.

Description: Contains a short, explanatory text.

Plant calendar: Specifies the factory calendar that is used for scheduling.

The indicators of the event relationship within a scenario have the followingmeaning:

Scenario: Contains the number of the scenario to which the event relationshiprefers.

Preceding event: The first event in the relationship is specified here.

AS: The indicator specifies that this relationship is carried out during automaticscheduling.

Subsequent event: The subsequent event in the relationship is specified here.

Fw: Specifies that this relationship is relevant to forward scheduling.

Bw: Specifies that this relationship is relevant to backward scheduling.



Time interval: Specifies the interval between both events in working days.

Reference: Specifies whether the time interval can be changed manually in theapplication.

In addition to the usual configuration, you have the option to use a BAdI to displaycustomer-specific requirements. This is of particular use if you want the systemto automatically assign dates to standard events to reduce the maintenance effortof the end users.

Figure 129: BAdIs for Progress Tracking

For customer enhancements, you can use the methods of the BAdI definitionEXPD_UPDATE described in the figure “BAdIs for Progress Tracking”. Usetransaction SE18 to look at the methods and interfaces. Use transaction SE19 toimplement them.





Exercise 14: Progress Tracking forMaterial Components

Exercise ObjectivesAfter completing this exercise, you will be able to:• Monitor material procurement dates for projects by means of progress

tracking

Business ExampleTo recognize impending delays of your turbine project due to missing materialcomponents, you use Progress Tracking to monitor material procurement.

Task:In this task you set up and use Progress Tracking for Material Components foryour project.

1. Use Progress Tracking to plan and monitor dates for the material procurementof your project.

To do this, call up Progress Tracking under Project System using thefollowing data:

Field name Value

Profile Progress TrackingComponents

Project T-100##

Select the first four material components in your project and call up theProgress Tracking overview in change mode.

To which activities are the components assigned?

2. Manually assign an event you have defined yourself to the first component.

Enter a planned date that is two weeks in the past for the event for thiscomponent and update the evaluation.

What has changed?

Why has this change occurred?

In Progress Tracking, analyze the traffic light settings used.

3. Assign any two standard events to the first component.




Can you schedule the events?

4. Enter additional information for the first component. Use a status note todo this. Enter a text of your choice.

Which status note types are available?

Save your data without exiting the overview.

5. Assign the event scenario PS0001 to the remaining three components usingmass change.

6. Take a look at the event overview for the second component.

How many events have been assigned?

7. Schedule the start date of the Specification event to two weeks before todayand trigger scheduling of the planned dates.

Do you see any variances?

8. Set up the variances so that a yellow traffic light appears as soon as theplanned date goes past the baseline date.

9. For the Specification event, enter an actual date that corresponds to theschedule, and a baseline date that is for three weeks ago. Refresh the data.

What color is the traffic light?

10. How long is the time interval between the events Purchase order andApproval?

11. Save your data. Take a look at the overall evaluation of the four componentsand then exit the transaction.



Solution 14: Progress Tracking forMaterial ComponentsTask:In this task you set up and use Progress Tracking for Material Components foryour project.

1. Use Progress Tracking to plan and monitor dates for the material procurementof your project.

To do this, call up Progress Tracking under Project System using thefollowing data:

Field name Value

Profile Progress TrackingComponents

Project T-100##

Select the first four material components in your project and call up theProgress Tracking overview in change mode.

To which activities are the components assigned?

a) SAP Menu → Logistics → Project System → Progress → ProgressTracking → Progress Tracking (Double-click to select transaction)


You can now select the network components. Select the first fourmaterial components (by holding down the CTRL key) and chooseChange.

In the table overview, you can see the activities to which thecomponents are assigned.

2. Manually assign an event you have defined yourself to the first component.

Enter a planned date that is two weeks in the past for the event for thiscomponent and update the evaluation.

What has changed?

Why has this change occurred?




In Progress Tracking, analyze the traffic light settings used.

a) Choose the Append row icon in the Events section. Enter a text of yourchoice in the Description field.

Enter the specified date in the Planned field and then choose theRefresh icon.

A red traffic light is now displayed for the event in the variance column.The Actual field is highlighted.

Click the Profile icon to view the traffic light definition.

The profile you used is configured to display a red traffic light forevents for which the actual date exceeds the planned date, or for whichthe planned date has already been exceeded without an actual datebeing entered.

Exit the dialog box with the settings by clicking the corresponding icon.

3. Assign any two standard events to the first component.

Can you schedule the events?

a) Click the Standard event icon.

A dialog box appears containing the standard events defined inCustomizing. Select two standard events and click the Transfer icon.

You cannot schedule the events as the component is not assigned toan event scenario. An event scenario stores the necessary schedulinginformation for sequencing events and their corresponding timeintervals.

4. Enter additional information for the first component. Use a status note todo this. Enter a text of your choice.

Which status note types are available?




Save your data without exiting the overview.

a) Select the first row in the component overview and click the StatusNote icon.

Click the Create icon on the status information dialog box.

You can now select a status note type. The status note types GeneralInformation, Info for project manager, and Info for purchaser havebeen defined beforehand in Customizing.

Enter information of your choice in the Category and Title fields andwrite the text in the lower section. Click the Confirm icon.

b) Click the Save icon and confirm the dialog box, if necessary.

The system does not exit the transaction when you save. You can carryon using Progress Tracking.

5. Assign the event scenario PS0001 to the remaining three components usingmass change.

a) Select the three components (by holding down the CTRL key) andchoose the Scenario Mass Change icon.

In the dialog box, choose event scenario PS0001 and confirm your entry.

Choose Yes to confirm that you want to change the scenario.

6. Take a look at the event overview for the second component.

How many events have been assigned?

a) Double-click the scenario in the second row in the component overviewor choose the Initial Event Overview icon for the second row in thecomponent overview.

The assigned events are displayed in the list of events. Seven eventsare assigned.

7. Schedule the start date of the Specification event to two weeks before todayand trigger scheduling of the planned dates.

Do you see any variances?

a) In the Planned field, enter the specified date for the Specification event.

Select the row for the Specification event and then click the Scheduleicon.

A dialog box containing the detailed settings for scheduling appears.Confirm this.

The events Specification and Request for quotation are highlightedin color.




8. Set up the variances so that a yellow traffic light appears as soon as theplanned date goes past the baseline date.

a) Click the Profile icon.

In the settings dialog box, double-click the traffic light for exceptionPlanned → Baseline. Confirm your entries.

9. For the Specification event, enter an actual date that corresponds to theschedule, and a baseline date that is for three weeks ago. Refresh the data.

What color is the traffic light?

a) Enter the respective dates for the Specification event in the Actual andBaseline fields. Choose the Refresh icon.

Based on your settings and date changes, the traffic light has nowchanged from red to yellow.

10. How long is the time interval between the events Purchase order andApproval?

a) Click the Event Scenario icon.

The settings defined for the event scenario in Customizing aredisplayed. The time interval between the Purchase Order and Approvalevents is 30 days.

Close the dialog box by clicking the corresponding icon.

11. Save your data. Take a look at the overall evaluation of the four componentsand then exit the transaction.

a) Click the Save icon and confirm the displayed messages.

Select all four components by clicking the corresponding icon and thenclick the Complete View icon.

In the Progress Tracking evaluation, the system now displays the dataof the four components, as well as variations in the form of trafficlights. Expand the views to analyze variances for each individual event.

Exit the transaction by choosing Back repeatedly.



Lesson Summary

You should now be able to:• Use Progress Tracking and make the required system settings


Unit Summary PLM220

Unit SummaryYou should now be able to:• Use Progress Tracking and make the required system settings



Test Your Knowledge

1. Dates that you wish to analyze in Progress Tracking have to be manuallyentered into the various events beforehand.Determine whether this statement is true or false.□ True□ False



Answers

1. Dates that you wish to analyze in Progress Tracking have to be manuallyentered into the various events beforehand.

Answer: False

Manually entering dates for events in Progress Tracking is only one of theoptions. Dates in Progress Tracking can also be determined by schedulingor set via a mass change or copy. In particular, you can also use methodGET_REFERENCE_DATE to automatically derive dates. This presumes theimplementation of BAdI EXP_UPDATE as a customer enhancement.


Unit 7ProMan

Unit OverviewThis unit provides you an overview of the functions of ProMan. You can useProMan for practical analysis and control of all logistical data and project-relatedprocurement activities using just one transaction. You will become familiar withthe various functions of ProMan based on examples.


• Use ProMan and make the required system settings

Unit ContentsLesson: ProMan... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .298

Exercise 15: ProMan... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .307


Unit 7: ProMan PLM220

Lesson: ProMan

Lesson OverviewIn this lesson you will become familiar with how to use ProMan and theoptions within ProMan. You can use ProMan to monitor the data from differentapplications for project-related procurement processes. You can also executeprocurement functions from ProMan.


• Use ProMan and make the required system settings

Business ExampleWhen procuring external activities and material components for your project,a large number of documents are created in the Project System, MaterialsManagement, Purchasing, and Production. You use ProMan for structuredmonitoring of project-relevant logistical information and for executing individualprocurement functions.

Overview

Figure 130: What is ProMan?


PLM220 Lesson: ProMan

The Project System is integrated with many other applications in the SAP ERPsystem. An area in which this is particularly noticeable is the internal and externalprocurement of material and activities: As soon as an object is generated in theProject System, the relevant documents (for example, purchase requisitions) arecreated in other applications.

These documents are processed by the corresponding departments (for example,Purchasing). Previously, this meant that the project team only had limited accessto information that was important for the project, information that was actuallytriggered by the Project System.

ProMan solves this problem:

• Consolidated information from the procurement process from a variety ofapplications. Structured display of information. The display can be adaptedto suit the individual user.

• Execution of individual steps in the procurement process directly fromProMan.

• Access to data from the Project System, Purchasing, Production,Requirements Planning, and Inventory Management. All objects anddocuments are taken into account, both planned and unplanned objects.Manually created documents are also displayed.

Figure 131: ProMan Characteristics

ProMan is an application that is integrated with materials management,purchasing, production, and shipping.

ProMan consists of a selection screen and a main screen. The main screencontains a hierarchical navigation area and different overviews (for example, forcomponents, quantities, dates, activities, orders, and documents). The documentsand orders that are displayed in this way in ProMan include: purchase requisition,purchase order item, reservation, planned order.



For components or documents to be displayed in ProMan, they must be assignedor account assigned to an object in a project (for example, WBS element ornetwork activity). Caution: Requirements that are independent of a projectsuch as dependent requirements that refer to anonymous plant stock, cannot beevaluated in ProMan.

Example scenario in ProMan

Figure 132: Scenario: Purchasing Components

ProMan is a tool for monitoring procurement processes, and also for controllingthese processes. A definite prerequisite is a work breakdown structure and/or anetwork to which the components or services to be procured are assigned.

The ProMan selection screen allows all, or only some, of these components orservices to be selected for processing in ProMan.

The figure “Scenario - Purchasing Components” shows several procurementprocesses that can be executed or analyzed in ProMan: Reservation, purchaserequisition, purchase order, goods receipt, goods issue.

Views and functions in detailWhen you call ProMan (transaction CNMM), the system displays a selectionscreen. The ProMan selection screen is subdivided into three sections.



Figure 133: Selection Screen

The first section is where the components and external services are actuallyselected. You do this by specifying the project definition, sales order number,WBS element, or network. In the second section, you can enter a ProMan profile.This determines the display of variances and the selection of documents thatProMan is to display. In the third section you define the criteria for filtering theselection. In general, the filters can refer to attributes of the components or theactivities and activity elements.

The selections you make here can be very complicated. So that you do not losethe settings completely each time you exit the selection screen, you can savethe entire selection screen as a variant.

After you maintain the selection screen and execute the transaction, ProMandisplays a navigation area and different views of the project. The system uses theSAP List Viewer to create the views; as a result, you can use your own layouts.One of the views that is used most frequently is the component overview.



Figure 134: Component Overview

The following information is displayed in the Components view, for example:

• Reservation number including item• Name and description of the material• Requirements quantity with unit of measure• Item category• Purchasing data (purchasing organization, purchasing group)

In the navigation area, in addition to simply navigating, you can also assigncomponents from one activity to the next.

Figure 135: Orders and Documents View

The orders/documents view provides you with information about orders (forexample, planned orders, production orders) and documents (for example,purchase requisitions, purchase orders, requests for quotation, material documents)



that are assigned to the selected components (or external services). Theindividual documents and orders can be displayed directly from ProMan. Simplydouble-click the individual document or order number to do this.

You can also create new documents from all of the overviews. The object that youhave selected and the view that you are currently using both determine whichdocuments you can actually create. The slide shows all the options that can becreated:

• Reservation or purchase requisition• Grouping to purchase requisition• Purchase order• Delivery• Goods receipt and goods issue• Transfer stock posting

Figure 136: Quantities View

The Quantities view supplies you with detailed information about the quantitiesand stock levels of components. In detail, you see the following:

• Requirements quantity of the reservation• Quantity in the planned order and in the production order• Quantity of the purchase requisition and the purchase order• Stock• Quantity withdrawn• Quantity in the material document



Figure 137: Dates View

The date overview gives you detailed information about the dates of components(and external services). For example, you are provided with the followinginformation:

• Requirements date• Delivery date of the purchase requisition and purchase order• Basic start and finish date of planned orders and production orders• Final delivery date of production orders

Figure 138: Progress Tracking view

The Progress Tracking view was introduced to ProMan with SAP ERP 6.0Enhancement Package 3. It displays data that was planned in Progress Trackingfor components. Currently, you cannot maintain this data. The Progress Trackingview does not display any Progress Tracking data for WBS elements or networkactivities.



Figure 139: ProMan: Additional Functions

You can use the ProMan menu to select other functions. In ProMan, choose Edit→ Functions to carry out the following functions:

• Order progress• Order report• Single-item, single-level (requirements planning run, MRP)• Single-item, multilevel (requirements planning run, MRP)• Project planning (requirements planning run, MRP)• Stock/requirements List



Customizing

Figure 140: ProMan: settings

In Customizing, you can set up two profiles for ProMan:

The ProMan profile is optional and is selected when ProMan is called. Theindividual indicators are as follows:

Profile and Description: Contains the number and short description of the profile.

Exception Profile: This is the second ProMan profile (see below)

Orders/Documents: This defines per document or order whether it is read andevaluated in ProMan.

Views: Defines which views are displayed in ProMan.

You can use the BAdI BADI_CNMM_CUST_ENH_SCR to develop your ownview (that is, a tab page) in which you can display customer-defined fields. TheBAdI was delivered with SAP ERP 6.0 Enhancement Package 3.

Defining an exception profile is also optional. It is not assigned directly whenProMan is called up, instead it is selected via the ProMan profile (see above). Theexception profile specifies rules that are evaluated; the result of this evaluationdetermines whether the traffic lights are set to red or yellow. The traffic lights aredisplayed on the individual overviews. The rules for exceptions are thereforeadjusted to fit the individual views, such as exceptions for documents, for example.



Exercise 15: ProMan

Exercise ObjectivesAfter completing this exercise, you will be able to:• Use ProMan to analyze project-related material procurement• Create a purchase order in ProMan

Business ExampleYou analyze the different procurement processes for your turbine project usingProMan. For individual material components you create a purchase order inProMan and, if necessary, enter its goods receipt later on.

Task:

1. Use ProMan in the following exercise to monitor and control materialprocurement for your project.

Open ProMan using the following data:

Field name Value


Profile ProMan, Demonstration,IDES

In the navigation area, expand the complete structure of your project.

2. Analyze the component data for material T-20100 only. What is the materialgroup of the component?

3. Reservations have already been generated for all components of yournetwork. Take a look at the reservation for component T-20100.

What is the reservation number and what is the assigned movement type?

The number of the reservation is: _________________

The movement type is: _________________

4. Inspect the Progress Tracking data for the component T-20100. Have thestandard events from the previous exercise been transferred?

5. Take a look at the assigned or account-assigned orders and documents for theMRP-WBS element of your project.




What types of documents are assigned or account-assigned to this WBSelement?

6. In ProMan, create a purchase order for component T-20100. Use thefollowing data:

Field name Value

Vendor 1000

Company code 1000



What is the number of the purchase order?

Display the purchase order number in ProMan.

7. Display the delivery date of the purchase order in ProMan. Then change thedelivery date of the purchase order. Change the delivery date to an earlierdate (for example, one month before the original delivery date).

8. Post a goods receipt for the purchase order in ProMan. Use storage location0001.

In ProMan, analyze the project stock for material T-20100 and then return tothe SAP menu.



Solution 15: ProManTask:

1. Use ProMan in the following exercise to monitor and control materialprocurement for your project.

Open ProMan using the following data:

Field name Value


Profile ProMan, Demonstration,IDES

In the navigation area, expand the complete structure of your project.

a) SAP Menu → Logistics → Project System → Material → Execution→ Project-Oriented Procurement (ProMan) (Double-click to selecttransaction).


Select your project definition in the navigation area and click theExpand Subtree icon.

2. Analyze the component data for material T-20100 only. What is the materialgroup of the component?

a) In the navigation area, double-click the icon in front of materialcomponent T-20100.

The data for this component only will now be displayed in the areato the right. Scroll to the right until you can see the Material Groupcolumn. The material group of the component is: 00101, steel.

3. Reservations have already been generated for all components of yournetwork. Take a look at the reservation for component T-20100.

What is the reservation number and what is the assigned movement type?

The number of the reservation is: _________________




The movement type is: _________________

a) The reservation number (and item) is already displayed in thecomponent view. Click the reservation number to display furtherdetails.

The movement type of the reservation is now displayed on the top-leftof the reservation.

The movement type is: 281, goods issue for network

Exit the reservation by clicking the Back icon.

4. Inspect the Progress Tracking data for the component T-20100. Have thestandard events from the previous exercise been transferred?

a) Navigate to the Progress Tracking tab page. The system displays thestandard events that you previously assigned.

5. Take a look at the assigned or account-assigned orders and documents for theMRP-WBS element of your project.

What types of documents are assigned or account-assigned to this WBSelement?

a) In the navigation area, double-click the top-most WBS element andthen go to the right-hand side area of the Orders/Docs tab page.

As part of the previous exercise, you already carried out variousmaterial procurements referencing your project stock. The Orders/Documents view displays the corresponding purchase requisitions,your purchase order for dependent requirements, planned orders as wellas the production order for material T-20600, and various materialdocuments. Simply click to display the documents.

6. In ProMan, create a purchase order for component T-20100. Use thefollowing data:

Field name Value

Vendor 1000

Company code 1000



What is the number of the purchase order?




Display the purchase order number in ProMan.

a) In the Orders/Documents view, select the row for material T-20100.

Click the Execute icon followed by the entry Generate purchase order.

In the dialog box, enter the specified data and click Execute.

The purchase order is created automatically. A dialog box containingthe purchase order number appears. Confirm the information.

Display the purchase order number in ProMan as well. To do this, clickthe Refresh icon. The purchase order number is now displayed in therow for material T-20100 as well.

7. Display the delivery date of the purchase order in ProMan. Then change thedelivery date of the purchase order. Change the delivery date to an earlierdate (for example, one month before the original delivery date).

a) Select the Dates tab page.

Scroll to the right until you can see the Delivery Date Purchase Ordercolumn.

In change mode, go to the purchase order. To do this, place your cursoron the purchase order number and from the context menu, chooseChange (right-click).

In the purchase order, enter a new delivery date and save the purchaseorder change by clicking the corresponding icon.

Click the Refresh icon to update the data in ProMan.

8. Post a goods receipt for the purchase order in ProMan. Use storage location0001.

In ProMan, analyze the project stock for material T-20100 and then return tothe SAP menu.

a) Right-click the purchase order number in ProMan to enter the goodsreceipt for the purchase order.

Enter storage location 0001 and set the OK indicator for the item.Then post the document by clicking the corresponding icon.

b) In ProMan, go to the Stock tab page for your WBS element. Clickthe corresponding icon to refresh the data, if necessary. Stock to theamount of the quantity procured previously should be displayed formaterial T-20100.

Click the Back icon to exit ProMan and return to the SAP menu.



Lesson Summary

You should now be able to:• Use ProMan and make the required system settings


PLM220 Unit Summary

Unit SummaryYou should now be able to:• Use ProMan and make the required system settings


Unit Summary PLM220



Test Your Knowledge

1. Which of the following statements concerning ProMan are correct?Choose the correct answer(s).□ A In ProMan, you can also analyze purchase orders that have been

manually account-assigned to a WBS element.□ B In ProMan, you can post goods receipts and goods issues among

other things.□ C You can define user-specific layouts for the overviews in ProMan.□ D To use ProMan, you must have defined the corresponding profiles

in Customizing.□ E In the Customizing profile for ProMan, you can specify which

exceptions are displayed, which orders and documents are readand which views are displayed.

□ F In ProMan, you cannot only analyze data from the Project Systembut also data from Materials Management, Purchasing, andProduction.



Answers

1. Which of the following statements concerning ProMan are correct?

Answer: A, B, C, E, F

Explanations regarding incorrect statement:All Customizing settings for ProMan are optional and no prerequisites haveto be met for using ProMan.


PLM220 Course Summary

Course SummaryYou should now be able to:

• Schedule projects• Configure the scheduling• Plan, execute, and evaluate internal activities• Trigger and edit procurement processes• Assign a material to the project• Configure the material assignment• Procure and deliver materials for the project• Use and configure Progress Tracking for components• Use and configure ProMan


Course Summary PLM220


Appendix 1Claim Management

Figure 141: Claim

Deviations from the project plan often occur as a result of delivery problems,price fluctuations, unforeseeable capacity bottlenecks and so on. In this case,clarifying responsibilities is extremely important for the contractual partnersinvolved. Claim Management ensures that claims resulting from deviations areprepared vis-à-vis the contractual partner and submitted at a suitable point in time.Conversely, it also provides defence against claims from the contractual partner.The Project System supports claim management with the "Claim" message type,which can be used to document deviations from your project plan, appoint personsresponsible for the deviation and initiate follow-up activities.


Appendix 1: Claim Management PLM220

You can enter claims directly in the SAP system or create and display them fromthe Internet (example: a customer creates a claim via the Internet).

You can include the following data in a claim:

• Descriptions - the cause of the deviation for example• Actions and tasks to be initiated because of the deviation• Persons responsible and partners by means of a link to the Partner

Management function• Costs incurred as a result of the deviation (cost planning using unit costing)• Assigned WBS elements, SD and MM document items• Assigned document info records (links to the Document Management

System)


Appendix 2IPPE-PS Integration

IPPE-PS IntegrationAs of Release SAP ECC 6.0, you can now link Integrated Product and ProcessEngineering (iPPE) with the project system to assign material components tonetwork activities.

Integrated Product and Process Engineering provides a new option for enteringand processing design and production master data – particularly for multi-variantproducts – in a single model. This allows you, for example, to create complexproduct structures in iPPE using abstract elements such as nodes, variants,alternatives, or relationships and then use these later for mapping BOM data. iPPEobjects are edited in iPPE Workbench Professional (Product Designer).

In parallel to the creation of the product structure, projects can be helpful whendeveloping new products in order to, for example, map the structure of prototypesor test parts. You can do this by linking iPPE nodes and variants to WBS elementsor network activities and thus navigate between iPPE and the PS objects. Youcan make these assignments as follows:

• In Product Designer, in the detail area for nodes or variants on the ProjectSystem tab page.

• In Project Builder, in the detail screen for WBS elements or activities on theiPPE - PS tab page. These tab pages will only be displayed, however, if youhave set the iPPE Proj Rel indicator in the project or network profile inCustomizing for the project system.

You can also automate assignment using reference points. To do this, define thereference points for iPPE-PS integration in Customizing for the PS and storethese in both the PS objects and in the iPPE objects. The reference points of theiPPE-PS integration must not be confused with the reference points of the BOMtransfer. These are different table entries.


Appendix 2: IPPE-PS Integration PLM220

Once iPPE objects are assigned to network activities, you can also transfermaterial from the iPPE product structure to the project system. To do this, use thefilter screen in iPPE Workbench Professional. After you enter a suitable initialobject on the filter screen, the corresponding Project System Transfer functionbecomes available.

Figure 142: IPPE-PS Integration


FeedbackSAP AG has made every effort in the preparation of this course to ensure theaccuracy and completeness of the materials. If you have any corrections orsuggestions for improvement, please record them in the appropriate place in thecourse evaluation.
