PLM220 - Project Management..Logistics

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PLM220Project Management - Logistics

Date

Training Center

Instructors

Education Website

Participant HandbookCourse Version: 2005 Q2

Course Duration: 5 Day(s)

Material Number: 50074218

An SAP course - use it to learn, reference it for work


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Copyright

Copyright 2005 SAP AG. All rights reserved.

No part of th is publication may be reproduced or transmitted in any form or for any purpose without the

express permission of SAP AG. The information contained herein may be changed without prior notice.

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About This Handbook

This handbook is intended to complement the instructor-led presentation of this

course, and serve as a source of reference. It is not suitable for self-study.

Typographic Conventions

American English is the standard used in this handbook. The following typographic

conventions are also used.

Type Style Description

Example text Words or characters that appear on the screen. Theseinclude field names, screen titles, pushbuttons as well as

menu names, paths, and options.

Also used for cross-references to other documentation

both internal (in this documentation) and external (in

other locations, such as SAPNet).

Example text Emphasized words or phrases in body text, titles of

graphics, and tables

EXAMPLE TEXT Names of elements in the system. These include report

names, program names, transaction codes, table names,

and individual key words of a programming language,when surrounded by body text, for example SELECT

and INCLUDE.

Example text Screen output. This includes file and directory names

and their paths, messages, names of variables and

parameters, and passages of the source text of a program.

Example text Exact user entry. These are words and characters that

you enter in the system exactly as they appear in the

documentation.

Variable user entry. Pointed brackets indicate that youreplace these words and characters with appropriate

entries.

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About This Handbook PLM220

Icons in Body Text

The following icons are used in this handbook.

Icon Meaning

For more information, tips, or background

Note or further explanation of previous point

Exception or caution

Procedures

Indicatesthat the item is displayed in the instructors

presentation.

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Contents

Course Overview .... ...... ...... ...... ....... ...... ...... ...... ....... ...... ...... ....... .... vii

Course Goals................................................................................. vii

Course Objectives ....... ....... ....... ....... ...... ....... ...... ....... ....... ...... ....... . vii

Unit 1: Introduction .. ...... ...... ...... ....... ...... ...... ....... ...... ...... ...... ....... ..... 1

Project Structures.......... ...... ....... ...... ....... ....... ...... ....... ....... ....... ....... 2

Unit 2: Dates...................................................................................27

Time Scheduling with WBS Elements.................................................... 28Scheduling of Activities and Networks................................................... 32

Actual Dates .. . .. . . . . . . .. . .. . . . . . . .. . .. . . . . . . .. . .. . . . . . . .. . .. . . . . . . .. . .. . . . . . . .. . .. . . . . . . .. . .66

Unit 3: Capacities....... ...... ...... ....... ...... ...... ...... ....... ...... ...... ....... ...... .81

Capacities - Overview......................................................................83

Available Capacity and Capacity Requirements . . .. . . . . . . . . . . . . .. . . . . . . . . . . . .. . .. . . . . .93

Capacity Analysis..... ....... ....... ...... ....... ...... ....... ....... ....... ....... ....... . 107

Capacity Leveling..... ....... ....... ...... ....... ...... ....... ....... ....... ....... ....... . 117

Confirmations ...... ...... ....... ....... ....... ...... ....... ...... ....... ....... ...... ...... 135

Unit 4: External Activities .................................................................161

External Processing ....... ...... ....... ....... ...... ....... ...... ....... ....... ....... .... 162

Workflows in the Project System ... ... .... ... ... .... ... ... .... ... ... ... .... ... ... .... ... 177

Service ...................................................................................... 181

Unit 5: Materials .............................................................................197

Assigning Material Components to Activities . . . . . . .. . .. . .. . . . . . . . . .. . .. . . . . . . . . . .. . .. . 198

Processes of Material Procurement..................................................... 226

Requirements Grouping .................................................................. 253

Assemblies, Availability Check and Delivery from Projects . . . . .. . . . . . . . . . .. . . . . . . . . . 258

Unit 6: Progress Tracking .................................................................281

Progress Tracking for Material Components .. ... .. .. .. .. .. .. ... .. .. .. .. .. .. .. ... ... .. . 282

Unit 7: ProMan ...............................................................................305

ProMan...................................................................................... 306

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Contents PLM220

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Course Overview

Course PLM220, Project Management - Logistics, includes logistics planning

and control of projects. The course includes scheduling of projects; planning and

realization of internal and external services; control and monitoring of processes for

procurement, and supply of materials. In this course, you will also become familiar

with the Customizing settings required in the SAP Project System for aspects of

logistics.

Target Audience

This course is intended for the following audiences:

Project managers and engineers Project teams

Consultants

Course Prerequisites

Required Knowledge

Basic knowledge of project management from a logistics perspective

PLM210 or PLM200

Course Goals

This course will prepare you to:

Plan and control projects from a logistics perspective

Make the necessary settings in Customizing

Course Objectives

After completing this course, you will be able to:

Schedule projects

Plan and execute internal services

Trigger and edit procurement processes

Procure and deliver materials for the project

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Course Overview PLM220

SAP Software Component Information

The information in this course pertains to the following SAP Software Components

and releases:

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Unit 1IntroductionUnit Overview

This chapter provides an overview of the business scenario used as an example to

discuss the logistical aspects of project management in this course. You create a

suitable project structure for this scenario and also clarify the various functions and

processing options for work breakdown structures and networks.

Unit Objectives

After completing this unit, you will be able to:

Create project structures consisting of WBS elements and activities in the Project

Builder

Unit Contents

Lesson: Project Structures ... ... .... ... .... ... ... .... ... ... ... .... ... ... .... ... ... ... 2

Exercise 1: Structures ..........................................................13

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Unit 1: Introduction PLM220

Lesson: Project Structures

Lesson OverviewIn this lesson, you will learn about the various options for editing project structures

You will create a project for producing a turbine using the Project Builder. You will

also be introduced to Claim Management.

Lesson Objectives

After completing this lesson, you will be able to:


Builder

Business Example

Your company produces turbines. It has become evident that these turbines are

too complex to produce using production orders. As an alternative, you use WBS

elements and activities in the Project System.

Work Breakdown Structures and Networks

Figure 1: Sample Turbine Project

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PLM220 Lesson: Project Structures

The slide shows the project that is used as an example in the course. No logistics

aspects other than dates are treated at WBS element level. The logistics aspects of the

project - internal and external services and material requirements for example - are

planned and executed using activities.

The icons in the slides correspond to those used in the SAP system for project

definition, WBS elements, network headers, activities and relationships. You will find

them in all transactions in the project system.

Figure2: Work Breakdown Structure: Functions

The work breakdown structure (WBS) forms the basis for all other planning steps in

the project. The emphasis is on planning, analysis, description, control and monitoring

of costs, basic dates and budget.

Costs, dates and payments are frequently planned using activities that are assigned

to WBS elements.



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Figure 3: Work Breakdown Structure: Maintenance Options

You can use the Project Builder to create and change 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-clicking on

a WBS element in the graphic). You can also create new WBS elements and insert

these into the hierarchy (connect mode).

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

When you create a new WBS, you can use an existing WBS, a section of the project

hierarchy or a standard WBS as a template to copy from. You can also incorporate

WBS elements from other projects or from a standard WBS in an existing work

breakdown structure (3, 4).



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Figure 4: Project Builder

The Project Builder is a feature in the Project System that is particularly intuitive

and easy to use.

In the Project Builder, you can create or edit WBS structures or networks individually

or in an integrated manner. To maintain WBS structures and networks, you can

navigate quickly and efficiently in the Project Builder, between the various views

(detail and overviews), graphics, and the project planning board. This unit and the

subsequent units of the course will familiarize you with the functionality 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 a

display/processing area to the right.



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Figure 5: Activities and Networks: Functions

You use the activities in the network to plan the labor, capacities, materials, and

services 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 and service

activities.

The unit on materials explains how material components are assigned, procured and

consumed in the network.



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Figure 6: Activities: Maintenance Options

In addition to maintaining data manually or via the network graphic (1, 2), you can

use existing operative structures or standard structures as templates.

When you create activities, you can use a standard network or an existing network as a

template (3). You can also incorporate standard networks into an existing network (4).

You can use the Project Builder or the project planning board to copy a standard

project or operative project (including all activities) to a new project structure (5).



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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 the Project

System, for example in network maintenance, scheduling and in the Structure/Dates

Information System.

The cycle analysis is a function that you can only perform in the network graphic. A

cycle is a closed sequence of relationships and activities ("closed" means that when

you start out from one activity, you end up back at the same activity by means ofrelationships). If the activity-relationship-activity path is cyclical, you will not be able

to schedule the network. Cycle analysis is a tool that enables you to detect cyclical

relationships and correct them.



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Figure 8: Project Planning Board

The project planning board is particularly suitable for planning a project. It provides

you with an instant overview of your project deadlines, enabling you to check your

project for capacity bottlenecks. Additional options are also available for enhancing

your project structure. In the following units, you will use both the Project Builder

and the project planning board to edit your project.



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Claim Management

Figure 9: 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 partners involved. Claim

Management ensures that claims resulting from deviations are prepared vis--visthe 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 persons responsible for the

deviation and initiate follow-up activities.

You can enter claims directly in the SAP system or create and display them from the

Internet (for example: a customer creates a claim over the Internet).



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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)



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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 Example

You create a separate project for project manufacturing of a turbine system. In doing

so, you make use of standard structures as copy templates and various functions for

further processing.

Task:

1. You will use the standard structure as a template to create the project. Call

up the Project Builder.

2. Create project T-100## using the standard project T-20001 as a template. ##

is a placeholder for your group number (if you are in group 3, then replace

## with 03).

Enter the following data in the dialog box that appears:

Field Name ValueProject def. T-100##

Start Today

Finish Two years from today

Project profile 2001 Turbine model group

1

Template Std proj. def. T-20001

3. Enter a name for your project, and the person responsible. Maintain the data at

project definition level.

Continued on next page



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Field Name Value

Text Group ##, turbine A

Responsible person ##

4. Create two further WBS elements to record the details of thePlanning of systems

and instrumentation WBS element.

Assign the new WBS element the description Planning of systems.

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 thePlanning elementindicator for the new WBS elements.

6. As a result of detailing the project structure, activity 2000Planning of systems

and instrumentationis now assigned incorrectly.

Rename it asPlanning of Systemsand assign it to the appropriate WBS element.

7. To plan your turbine instrumentation, create an activity for thePlanning of

instrumentationWBS element.

The detail screen of the new activity is displayed. Enter the following data in

the detail screen:

Field Name ValuesText 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. The temporary network number is then replaced.

9. Now call up the project planning board for an integrated view of your projectdeadlines. Use the1001 Elevators/Turbinesproject planning board and carry

out time scheduling.




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10. Plan the material costs for your turbine. You are still unsure as to which

components you will procure in the future but you can already plan material

costs for the activities. Plan thePreliminary ordersactivities andMaterial

procurement plant components.

Enter the following data:

Activity Material Planning

3000 Preliminary orders EUR 100000

3100 Material procurement System parts EUR 65,000

Save your data.



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Solution 1: Structures

Task:

1. You will use the standard structure as a template to create the project. Call

up the Project Builder.

a) SAP Menu! Logistics!Project System!Project! Project Builder

(Double-click to select Project Builder)

2. Create project T-100## using the standard project T-20001 as a template. ##

is a placeholder for your group number (if you are in group 3, then replace

## with 03).

Enter the following data in the dialog box that appears:

Field Name Value

Project def. T-100##

Start Today




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Field Name Value

Finish Two years from today

Project profile 2001 Turbine model group1

Template Std proj. def. T-20001

a) Create project T-100## using the standard project T-20001 as a template.

## is a placeholder for your group number (if you are in group 3, then

replace ## with 03).

Click the iconCreate! 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 displays

various objects that have been copied from the standard project:

Project definition (first line)

WBS elements

Activities

Network header

Milestone (last line)

The activities are grouped together in a network with a provisionalnumber (%00000000001). This number will be replaced when

you save the activities.

3. Enter a name for your project, and the person responsible. Maintain the data at

project definition level.

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 clicking the Enterpushbutton.




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4. Create two further WBS elements to record the details of thePlanning of systems

and instrumentation WBS element.

Assign the new WBS element the description Planning of systems.Use the same procedure to create the second WBS element. Call itPlanning of

instrumentation.

a) Position the cursor in the templates area (bottom left) and expand

Individual objects if necessary.

Drag and drop a WBS element from the templates area to the Planning of

systems and instrumentationWBS element in the tree structure.

Assign the new WBS element the descriptionPlanning of systems.

Enter the appropriate description in the "Text"field.


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

Use the same procedure to create the second WBS element. Call it

Planning of instrumentation.


5. Display your expanded structure in the hierarchy graphic.

Expand the display to show the entire project.


a) Click theHierarchy graphicspushbutton in the Project Builder.ChooseView! Completed view.


Double-click the appropriate indicator.

Exit the hierarchy graphic using the Backpushbutton.

6. As a result of detailing the project structure, activity 2000Planning of systems

and instrumentationis now assigned incorrectly.




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Rename it asPlanning of Systemsand assign it to the appropriate WBS element.

a) Position the cursor on the activity in the tree structure. Drag and drop the

activity to thePlanning of SystemsWBS element.Change the description of the activity.

Enter the new description Planning of systemsin the Textfield.


7. To plan your turbine instrumentation, create an activity for thePlanning of

instrumentationWBS element.

The detail screen of the new activity is displayed. Enter the following data in

the detail screen:

Field Name Values

Text Planning of instrumenta-

tion

Work center 2000

Work 35 hours


a) Expand the "Activity" icon in thetemplatesarea.

Drag and drop the Activity (internal)entry from the templates area to the

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.




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a) Position your cursor on the network headerTurbinein the tree structure.

ChooseNetwork Graphic.

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

pushbutton.

If you can no longer identify details in the activity display, change it using

theActivitiesicon and choose thesmalldisplay format.

Exit the network graphic using the Backpushbutton.


ChooseSave.

9. Now call up the project planning board for an integrated view of your project

deadlines. Use the1001 Elevators/Turbinesproject planning board and carry

out time scheduling.

a) SAP Menu!Logistics!Project System!Project!Project Planning

Board! Change Project(Double-click to select transaction)

Enter the project and project planning board and click theEntericon.

Adapt the dates view of the planning board.

ChooseAdapt graphic area.

Carry out time scheduling for your project.

Choose theSelect allicon and then clickSchedule.

10. Plan the material costs for your turbine. You are still unsure as to which

components you will procure in the future but you can already plan material

costs for the activities. Plan the Preliminary ordersactivities and Material

procurement plant components.

Enter the following data:

Activity Material Planning

3000 Preliminary orders EUR 100000

3100 Material procurement System parts EUR 65,000




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Save your data.

a) Double-click the relevant activities in the table area of the planning board.

Choose theAssignmentstab in the detail screen of the activity.

Enter data as required.

Confirm your entries by clicking theBackicon.

ChooseSave.



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Lesson Summary

You should now be able to:


Builder



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PLM220 Unit Summary

Unit Summary


Create project structures consisting of WBS elements and activities in theProject Builder



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Unit Summary PLM220



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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



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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 structures in the project system.

Order categories other than networks cannot be edited in the Project Builder.



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Unit 2DatesUnit Overview

In this unit you learn about functions for manual and automatic planning of dates

in work breakdown structures and networks. In doing so, the various Customizing

settings and influential factors for scheduling are also dealt with in detail. At the

end of this unit, creation of actual dates, the necessary prerequisites for this and theinfluence on scheduling of actual dates are discussed.

Unit Objectives

After completing this unit, you will 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

Unit Contents

Lesson: Time Scheduling with WBS Elements .................................. 28

Lesson: Scheduling of Activities and Networks.................................. 32

Exercise 2: Scheduling ...... .... ... ... ... .... ... .... ... ... .... ... ... ... .... ... .53

Lesson: Actual Dates................................................................66

Exercise 3: Actual Dates from Confirmations................................ 71



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Unit 2: Dates PLM220

Lesson: Time Scheduling with WBS Elements

Lesson OverviewThis lesson focuses on time scheduling with WBS elements You will learn about

various functions that support you in time scheduling for work breakdown plans.

Lesson Objectives



Business Example

Start 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 10: Time Scheduling Functions



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PLM220 Lesson: Time Scheduling with WBS Elements

The following functions are available to you:

Sets of dates: Basic and forecast dates can be used as planned dates. Actual dates

are also shown here. Check dates: You can check consistency of the dates within the project structure

with or without taking activities into account.

Inherit: Dates within the WBS 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 calculates the dates for activities and

networks.

Planning form: You can use the planning form to extrapolate dates automatically

- for example, when you save your data.

Figure 11: Project Dates



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Basic Date Planning with WBS Elements

Figure 12: Basic Dates WBS

In projects without networks, dates can be planned manually for the WBS elements

(basic dates).

You can use the project planning board to plan basic dates for the WBS elements

simply by dragging your mouse. You can plan these dates in the form of a table in

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 check the

consistency of your scheduling data within the WBS structure.

In the execution phase, you can enter actual dates by dragging your mouse. In the

project planning board or the information system, you can compare the actual dates

with the planned basic dates.



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PLM220 Lesson: Time Scheduling with WBS Elements

Lesson Summary





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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 as

milestones and material components as well as date exchange with WBS elements.

Lesson Objectives




Business Example

You have already created a project structure to produce a turbine. The project manager

now wants to know whether the project can be completed on time. Schedule your

project to find out the answer.

Introduction

Figure 13: Dates In Network Plan



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PLM220 Lesson: Scheduling of Activities and Networks

Figure 14: Scheduling

Each time a network is scheduled, the system carries out forward and backward

scheduling; 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

Earliestand latest dates for the relationships

Reduction levels used to schedule the network

Float times (total and free float) for the activities

Capacityrequirements for activities



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Figure 15: WBS / Overall Network Scheduling

You can schedule networks individually (network scheduling). You can schedule all

networks linked by relationships together (scheduling of overall network). You can

also trigger network scheduling from WBS elements (WBS scheduling).

The activity data, relationships between the activities and date restrictions form the

basis for determining dates automatically (scheduling).

As of Release 4.6A you can schedule maintenance orders from the Project System.

In theProject Schedulingand Overall Network Schedulingtransactions, you can

specify whether networks are scheduled together with maintenance orders that have

been assigned as subnetworks.

You can display an overview of the maintenance orders assigned to a project in the

project planning board.



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Scheduling Scenarios

Figure 16: Bottom-Up Scenario

In projects with assigned networks, you can use scheduling to derive the dates of the

activities and WBS elements automatically.

Using the project planning board, you can select WBS elements and schedule the

activities assigned to them. The scheduling parameters determine how the activities

are scheduled.

Networks are always scheduled forwards and backwards. The scheduling type

determines the original direction in which scheduling is carried out. The system

determines the earliest dates of the activities by means of forward scheduling and

the latest dates by backward scheduling.

The differences between the earliest and latest dates of an activity are referred to as

floats. If these are less than or equal to zero, the activity is termed critical.

The dates of the assigned activities are summarized to give the scheduled dates of the

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 the WBS

elements for the purpose of extrapolating them up the project hierarchy.



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Figure 17: Top-Down Scenario

In work breakdown structures with assigned networks, you can plan basic dates for

the WBS elements in order to specify that a certain part of the project has to be

completed within a fixed time period.

You can use the Top-Down scheduling scenario or suitable scheduling parameters

to stipulate that activities be scheduled within these time constraints: deselect the

Network determines schedulingand Adjust basic datesindicators.



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Figure 18: 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 the transaction

from which you trigger the scheduling, you use either the Parameters for WBS

scheduling table or Scheduling parameters for the network type.

Caution: The scheduling result depends on the transaction from which you

start the scheduling.



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Customizing in Time Scheduling

Figure 19: Customizing for Scheduling 1

Scheduling types are used both for network scheduling and for WBS scheduling. The

indicators have the following meanings: Forward: Forward scheduling is carried out

first, followed by backward scheduling. Backward: Backward scheduling is carried

out first, followed by forward scheduling. Cap.requirements only: No scheduling is

carried out at all. Instead, the start and finish dates of the network header are copiedto each activity. Todays date: Backward scheduling is carried out first, followed by

forward scheduling starting from todays date. Basic dates with times: This indicator

is notrelevant for networks.

Scheduling parameters are created for specific plants and network types. The

scheduling parameters determine scheduling, for example, in the transactions network

maintenance (CN22) and scheduling of the overall network (CN24). The indicators

have the following meanings: Adjust basic dates: Determines that the scheduled dates

are copied to the basic dates of the network header after a scheduling run. The settings

for secondary requirements do not have any impact in 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, scheduling is carried out for todays date. Automatic

scheduling: Scheduling is carried out on 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 the work center) is taken into account. Shift order: Determines how



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the system deals with partially-confirmed activities during scheduling (see below).

Latest material dates: The requirements dates for a material are determined based on

the earliest or latest date. Reduction type: Either all activities or only those along

the critical path are reduced. Maximum reduction level: A reduction strategy canhave up to six levels. The highest level of reduction is specified here. Rescheduling:

Determines how the system deals with work allocated in workforce planning after

another scheduling run has been carried out.

Figure 20: Customizing for Scheduling 2

The profile for WBS scheduling is used for scheduling in the project planning board

transaction CJ2B or in the project scheduling transaction (CJ29).

The indicators have the following meanings: Scheduling type: Determines the type of

scheduling, for example, forward first, then backward. Start in the past: Determineshow long ago (in days) the start date can be. If it is more than the specified number of

days, scheduling is carried out for todays date. Scheduling form: Specifies which

object - network header or WBS element - is used as a basis for scheduling. Adjust

basic dates: Determines that the scheduled dates are copied to 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 (see below). Schedule when saving:

Scheduling is carried out on saving. Latest material dates: The requirements 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. The highest level of reduction is

specified here. Reduction type: 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 can

be copied as a default value from the project profile. One (or neither) of the two

scheduling scenarios is displayed by default in the project profile.



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Other Influencing Factors in Scheduling

Figure 21: Scheduling: Duration

When scheduling internally-processed activities and general costs activities, the

system uses the normal duration you maintained in the activity. The duration can be

calculated from the work planned, provided you have stored a formula for calculating

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 external activity if

you activate this explicitly in the control key of the external activity.

Scheduling interprets the time interval for relationships as the minimum time interval.

When calculating the dates, scheduling can increase the time interval but not reduce it.

You can maintain a work center in internally and externally processed activities and in

relationships. The following information is stored for scheduling in the work center:

Formulas for calculating the duration of activities.

A factory calendar and the operating time for each workday.



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Figure 22: Control Key

The control keys for activities are set in Customizing using transaction OPSU. The

control key indicators function as follows: Schedule: Activities and activity elements

are scheduled. For activity elements, the dates for the activity are determined. Det.

cap. req.: Capacity requirements are determined for activities and activity elements.

The capacity requirements are determined using the scheduling results. Therefore,

only set this indicator if you also set the scheduling indicator. Costs act.: This

indicator specifies that you use the control key for general costs activities. Costing:

This indicator determines that activities and activity elements are taken into account in

costing.Print time ticket: This determines whether time tickets can be printed. Time

tickets are only printed if thePrint indicator is also selected. For information on

further relationships, see the online help. Confirmation: Determines whether activities

and activity elements can be confirmed. External proc.: Determines whether activitiesand 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 external processing.

Print conf.: This determines whether completion confirmation slips can be printed.

Completion confirmation slips are only printed if thePrintindicator is also selected.

For information on further relationships, see the online help. Print: Determines

whether work papers such as time tickets, completion confirmation slips can be

printed. For information on other relationships, see the online help. Sch.ext.proc.:

Determines whether activities are to be scheduled in line with the Planned delivery

time orNormal duration.



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Figure 23: Relationships

Relationships determine the chronological sequence of the individual activities in a

network (or standard network). You can enter additional data (such as a time interval

or reference to a particular factory calendar) in the detail screen for each relationship.

The network graphic enables you to represent relationships in a time-dependent

manner todisplay the logical sequence. All relationships in the network graphic are

displayed as FS relationships by default.



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Scheduling Example

Figure 24: Example of Scheduling

A network is always scheduled forwards and backwards. The scheduling type

specifies 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 scheduling start

start date is the start date in the network header or the start date determined from

backward scheduling.Backward scheduling calculates the latest start and finish dates for all the activities.

Target activities are network activities that do not have successors. The scheduling

start date is the finish date in the network header or the finish date determined 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 for the activities,

the start and finish dates are within the operating time of the work centers affected.



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Figure 25: Total Float, Free Float

Legend:

ES= Earliest Start EF= Earliest Finish

LS= Latest Start LF= Latest Finish

TF= Total Float FF= FreeFloat

Floats supply information on the time reserves available for individual activities. Youcan 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 and

the earliest finish of the activity in question (ES successor - EF activity). Since the

successors for the free float are within their earliest dates, the time reserve is fully

available to the current activity.



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Figure 26: 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 the earliest

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 the earliest

start of the successor (activity 50) and the earliest finish of the activity.

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



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Time Constraints and Reductions

Figure 27: Time Constraints

You can maintain constraints for the start and finish of activities.

Constraints can be relevant for both the earliest and the latest dates.

You can maintain constraints for basic and forecast date sets.



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Figure 28: Reduction

You can use reduction if the time period within which the activities are to be scheduled

is not long enough to process all activities. This allows you to reduce the scheduled

duration of internally-processed activities.

Reduction only affects the activities for which a reduction strategy has been stored.

At the most, the system reduces as far as the level of reduction strategy entered

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 reduction level 2 for

an activity. This reduction level is transferred to the latest dates.

Important: Remember to be careful when using the reduction function as the system

does not know whether the duration of an activity can be reduced. It does not carry

out plausibility checks or check available capacities.

You can use reduction strategies to control how an activitys lead time can be reduced

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 enter by

what percent you want to reduce for each reduction level.



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Scheduling of the Overall Network

Figure 29: Scheduling of the Overall Network

The confirmed delivery date of an item in the sales order corresponds to the finish

date of the assigned network. If the end of a network is shifted because of scheduling

problems, the confirmed delivery date in the sales order is changed automatically. You

can, however, also fix a confirmed delivery date for the item on the Schedule lines

tab page.

As of Release 4.0, scheduling of the overall network for the sales order item can be

started in the sales order itself.

This function schedules both the network assigned to the sales order item and all other

networks linked to this network via a relationship.

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



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Figure 30: Overall Network Scheduling with Selection Options

As well as overall network scheduling (transaction CN24), which you can use to

schedule several networks and subnetworks together, you also have at your disposal,

from ECC 5.0 onwards, the new functionoverall network scheduling with selection

options(transaction CN24N).

You use this function along with suitable selection criteria to specify which networks

and subnetworks are to be taken into account as part of overall network scheduling.

You can display additional information on the selected activities and subnetworks on a

monitor and jump to the next screen to processing or confirmation of activities.

A prerequisite for the use of theOverall network scheduling with selection options

function is that you have defined suitable levels beforehand in Customizing for the

project system and have assigned network types and number intervals. Note that

you can only schedule using two levels.

By using a BAdI forOverall scheduling with selection options, you have other

functions at your disposal such as control of data exchange between activities and

assigned subnetworks.



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Figure 31: Subnetwork Monitor

Dates of Assigned Objects

Figure 32: Dates: Activity Elements

Unlike activities, activity elements are not scheduled independently. The system

calculates the dates for activity elements with reference to the start or finish dates of

the activity. You maintain a time interval for the start and for the finish. The dates ofthe activity element must always lie entirely within the duration of the higher-level

activity.



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Figure 33: Requirements Date: Material

The system calculates the requirements date for components with reference to the start

or finish date of the activity. You can use the Scheduling parameters for network type

or theParameters for WBS schedulingto control whether the earliest or latest start

date is used as the requirements date. The transaction used to trigger the scheduling

determines which of the two tables is used. If you schedule within the network or

the overall network, theScheduling parameters for the network type apply. If you

schedule within the project planning board or using structure planning, the Parameters

for WBS schedulingapply.

If the requirements date is before the finish date of the activity, you can store a

corresponding time interval by using an offset to the finish date.

You can also set a requirements date for a material manually.



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Figure 34: Dates: Milestone

The slide describes milestones that are assigned to activities. The planned date is

either entered manually or with reference to the activity. If the date refers to the

activity dates, you must decide whether it is to 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 point.

You can also assign milestones to WBS elements. As of Release 4.6, the planned dates

for a milestone can refer to the basic start or finish date of a WBS element.



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Exercise 2: Scheduling


Carry out time scheduling with predefined scenarios

Use relationships and restrictions

Business Example

Using the project planning board, you calculate the dates and floats for carrying out

the individual activities of your turbine project. At the same time, you also take into

account the time-based dependencies of the individual activities and, if necessary,

other conditions.

Task 1:

1. Call up the project planning board.

2. Process your project T-100## in the project planning board. Use the1001

Elevators/Turbinesplanning 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.

Set the scheduling scenario to Bottom-up scenario (pre-defined) if you have

not already done so.

Plan the dates for the entire project.

Hint: The bottom-up scheduling scenario is set so that all activity

dates are determined and then the earliest and latest dates for each

are transferred to the assigned WBS elements. To finish, dates are

extrapolated for upper-level WBS elements within the hierarchy.




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

Hint: Scheduling always calculates the dates of activities forwards andbackwards. Each activity (and activity element) thus has two time bars.

Different colors (usually blue and red) are used to distinguish between

activities in the planning board that still have or no longer have time

floats.

6. Change the duration of activity 4000Production of running gear, bearing, valves

and look at the effect this has on scheduling.

Reduce the duration of the activity to 30 days.

Hint: Although the system adjusts the time bars of activity 4000 in the

graphic, the overall project dates are no longer up to date. You need to

perform scheduling again. Note the changes to activities 3000 and 3100.

How are activities 3000 and 3100 affected?

7. Save your scheduling data.

Task 2:

1. Now take a look at the scheduling details. Once again, use the project planning

board for this purpose. Call up your project.

2. Create two further activities within activity 5010Planning of instrumentation.

The activities will be linked to each other at a later stage.

3. Input the details for the two new activities.

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

Field Name Values

Text Detailed planning for

instruments

Work center 2000

Work 10 hours





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If the system asks you to enter a business area, choose business area 2000.

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

Field Name Values

Text Corrections for

instruments

Work center 2000

Work 10 hours

Normal duration 72 hours

4. Schedule your project.

How does scheduling affect the WBS elements in the project?

5. Link activities 5010, 5020 and 5030 with relationships. Use FS relationships

for this.


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 the

graphic, create an FS relationship between activity 1000 and activity 5010.


9. Using the table, create an FS relationship between activity 5030 and activity

3100.10. Schedule your project.

11. Check the floats in your project. Click the Dates tab on the detail screen for

activity 5010Planning of instrumentation.

What is the total float of the activity? _____________

Display the total float directly in the diagram area. Configure the system in such

a way that only those activities with a negative total float are highlighted as

critical activities.

12. Activity 5020Detailed planning for instruments is not to start before a certain

date. Set a date constraint in the Datesdetail screen for the activity.

Set a date constraint for the start date.

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




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What is the free float of activity 5010? _____________

Why does activity 5010 have a free float?




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Solution 2: Scheduling

Task 1:

1. Call up the project planning board.



2. Process your project T-100## in the project planning board. Use the1001

Elevators/Turbinesplanning board profile.

a) Enter your project in theProject def. field, selectW. activities, enter the

corresponding planning board profile and select Open project.

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

a) Use theZoom in on graphic icon to choose a suitable zoom factor.

Optimize the graphic display using the Adapt graphic area icon.

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

First check the time scheduling settings.

Set the scheduling scenario to Bottom-up scenario (pre-defined) if you have

not already done so.




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Hint: The bottom-up scheduling scenario is set so that all activitydates are determined and then the earliest and latest dates for each

are transferred to the assigned WBS elements. To finish, dates are

extrapolated for upper-level WBS elements within the hierarchy.

a) First check the time scheduling settings.

ChooseOptions.

Set the scheduling scenario toBottom-up scenario (pre-defined).

Confirm your entries by clicking the Copypushbutton.


ChooseSelect allto select all objects.

Start the scheduling procedure by clicking the appropriate icon.

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

Hint: Scheduling always calculates the dates of activities forwards and

backwards. Each activity (and activity element) thus has two time bars.

Different colors (usually blue and red) are used to distinguish between

activities in the planning board that still have or no longer have time

floats.

a) ChooseSet of Dates/View.

Activate theLatest dateindicator and confirm your data entries by clicking

Confirm.

6. Change the duration of activity 4000Production of running gear, bearing, valves

and look at the effect this has on scheduling.

Reduce the duration of the activity to 30 days.

Hint: Although the system adjusts the time bars of activity 4000 in the

graphic, the overall project dates are no longer up to date. You need to

perform scheduling again. Note the changes to activities 3000 and 3100.




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How are activities 3000 and 3100 affected?

a) Double-click the line containing activity 4000 to call up the detail screen

for the activity.Reduce the duration of the activity to 30 days. Enter this duration in the

Normal durationfield on theInternaltab.


b) ChooseSelect allto select all objects.


The extended duration of the activity affects the entire network.

Previously, activity 3000 was critical (it had negative floats). After

scheduling, it has positive floats. Activity 3100 behaves in a completely

different way. In the network structure graphic, you can see that theactivities lie in two different, parallel paths. Before scheduling, the

first path (with activity 3000) is the critical path in the network. After

scheduling, the other path (with activity 3100) represents the critical path.


a) Choose Save.

Do not save any user-specific settings.

Task 2:

1. Now take a look at the scheduling details. Once again, use the project planning

board for this purpose. Call up your project.



Enter your project in the Project definitionfield, selectWith activities, and

click theOpen projecticon.

As before, optimize the project display by clicking the Zoom in on graphic

andAdapt graphic area icons.




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2. Create two further activities within activity 5010Planning of instrumentation.

The activities will be linked to each other at a later stage.

a) Select activity 5010Planning of instrumentation.ChooseCreate.

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

Double-click theActivity (internal)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 theActivity (internal)object in the templates area once again.

Hide the templates area.

Click theOpen/close left-hand windowicon.

3. Input the details for the two new activities.

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

Field Name Values

Text Detailed planning for

instruments

Work center 2000

Work 10 hours



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




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Field Name Values

Text Corrections for

instruments

Work center 2000

Work 10 hours

Normal duration 72 hours

a) With theControlkey pressed, select the two activities.

Call up the detail screen for the activities.

Click theDetailed information for objecticon.

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

ChooseNext.


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

Exit editing using theBackicon.


How does scheduling affect the WBS elements in the project?

a) ChooseSelect allto select all objects.


Bottom-up is still selected as the scheduling scenario. The activity dates

are transferred to the higher-level WBS elements. In the example above,

the date of the WBS element Planning of instrumentationis adjusted. Note

the different durations (3 days or 72 hours) of the two new activities.

5. Link activities 5010, 5020 and 5030 with relationships. Use FS relationships

for this.

a) With theControlkey pressed, select the activities.

SelectConnect selected activities.

The system creates FS relationships between the activities. The order of

the relationships is determined by the order in which the activities aredisplayed in the planning board (from top to bottom).





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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 the

graphic, create an FS relationship between activity 1000 and activity 5010.

a) Activate the connect mode.

Click theSwitch connect mode on/officon.

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

relationship.

With the mouse button pressed, drag the cursor from the right half of

activity 1000 to the left half of activity 5010, and release the mouse button.

Deactivate the connect mode.

Click theSwitch connect mode on/officon.




9. Using the table, create an FS relationship between activity 5030 and activity

3100.

a) Select activity 5030.

Click theEdit relationships (tabular) icon.

A list of the activity relationships appears.

b) Create an FS relationship for activity 3100 Material procurement plant

components.

Choose theSuccessortab page.

Select activity 3100 in theActivity selectionsection.

Choose theCreate requirementicon.

Confirm your data entries by clicking the Continueicon.







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11. Check the floats in your project. Click the Dates tab on the detail screen for

activity 5010Planning of instrumentation.

What is the total float of the activity? _____________Display the total float directly in the diagram area. Configure the system in such

a way that only those activities with a negative total float are highlighted as

critical activities.

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

Go to the Datestab page.

Note the total float.

Exit the detail screen by clicking theBackicon.

b) Choose theOptionsicon.

ChoosePlanning boardin the tree structure and then click theDiagram

area tab.

Select theShow total floatindicator.

Enter the value 1- in the Critical fromfield (note the sign)

Confirm your data entries by clickingCopy.

12. Activity 5020Detailed planning for instruments is not to start before a certain

date. Set a date constraint in the Datesdetail screen for the activity.

Set a date constraint for the start date.

As start date, enter the earliest start date plus one week in the future.a) Double-click either the activity time bar or the activity number.

Select theDatestab page.

Choose theCannot start beforevalue in the Startfield.

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



What is the free float of activity 5010? _____________




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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 an

activity and the earliest start date for the successor. The earliest start for

the successor was only set to a later date by restricting the start date of the

successor (5020, Cannot start before). Free floats also appear for parallel

activities that have the same successor. In this case, the longer activity

determines the earliest start date of the successor and the shorter activity

has a free float.


a) ChooseSave.

Do not save any user-specific settings.



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Lesson Summary






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Lesson: Actual Dates

Lesson OverviewThis unit deals with the various ways of entering actual dates for WBS elements and

activities. At the same time, prerequisites for entering actual dates are discussed as

well as the effect of actual dates on subsequent scheduling runs.

Lesson Objectives


Enter actual dates for WBS elements and activities

Business Example

You want to compare planned dates with the actual execution dates in the execution

phase of your project in order to be able to monitor the date situation for your project.

To do this, you enter the actual dates for your project.

Entering Actual Dates

Figure 35: Actual Dates

To monitor the dates for a project, you compare the basic dates with the actual dates

or forecast dates.



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PLM220 Lesson: Actual Dates

Actual dates can be set manually for WBS elements. If you are using network

activities, actual dates are set by confirming activities. If activities are assigned to

a WBS element, the actual dates of the activities are proposed to the WBS element

as provisional dates that can be transferred to the actual dates of the WBS elementif necessary.

Important: Actual dates are usually updated for an activity during activity

confirmation. You can suppress this update if necessary. To do this, select the No

date updateindicator during confirmation.

Actual Dates of WBS Elements

Figure 36: 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 have

an actual finish date.



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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 WBS elements

also have an actual finish date and all the activities for the WBS element have

the status Finally confirmed.

Actual Dates of Activities

Figure 37: Actual Dates of Activities

Actual dates are entered in networks using confirmation. This can be carried out using

individual or collective confirmation, or the cross application time sheet.

Once an activity has been finally confirmed, the start and finish of the earliest and

latest dates match the actual start and actual finish dates.

Partial confirmations affect the scheduling result for the earliest date in accordance

with the Shift order indicator.

The Shift order indicator is not set: The actual start date and forecast duration

of the partial confirmation are taken into account when the earliest date is

calculated. The Shift order indicator is set: The actual start date of the partial confirmation

is not taken into account when the earliest date is calculated.



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To call up an overview of your planned dates at a certain point in time (baseline), use

either project versions or forecast dates.



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Exercise 3: Actual Dates from Confirmations


Describe the effects of actual dates on time scheduling

Business Example

You create partial confirmations for activities that are already being processed and

calculate the resulting shifts in dates for your project.

Task:

1. So far, you have planned dates but not begun to enter actual dates. Actual dates,

however, can also affect your planned dates. Take a look at how actual dates

affect planned dates in the project planning board. To do this, start by opening

your project in the project planning board and alter the display 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 (forecast dates).

Show the forecast dates, compare them with the basic dates, and then hide

them again.

Hint: Forecast dates can be determined via scheduling in the sameway as basic dates. These dates are simply alternative dates for time

scheduling and are used in the course to freeze time scheduling at a

certain point in time. This allows comparisons to be made with changed

time scheduling (basic dates) at a later stage.

3. Before you can enter actual data, you have to release activities or WBS elements.

Release the WBS element T 100##.1Engineering and Design.

The status is inherited to lower-level activities to allow you to continue entering

actual activity data.

4. Enter a partial confirmation for the activity 1000Engineering of

drawing/calculation/design. Display both the actual dates and the basic dates inthe diagram area.

Enter the following data in the confirmation dialog window:




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Field Name Values

Compl. Deselect

Final conf. Deselect

Processing % 20 %

Actual start Copy the earliest start

date

Actual finish Actual start plus 2

working days

Forecast duration 14 days


Note how the basic dates for activity 1000 change.6. You can use theShift orderindicator to prevent the actual dates from affecting

scheduling. Activate this indicator and carry out the scheduling process again.

Except for theShift orderindicator, the settings for the predefined profileIDES

scheduling forwardcorrespond to the bottom-up scenario.

Reschedule your project.

Notice how the time bar of activity 1000 becomes shorter and the dates of all

following activities are adjusted.

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 the changes to your time scheduling settings.



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Solution 3: Actual Dates from Confirmations

Task:

1. So far, you have planned dates but not begun to enter actual dates. Actual date

Documents

PLM220 - Project Management..Logistics