SAP PLM510_Col51

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PLM510cProjects and cFolders

mySAP Product Lifecycle Management

Date

Training Center

Instructors

Education Website

Participant HandbookCourse Version: 2005 Q1Course Duration: 3 Day(s)Material Number: 50069521

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 this publication may be reproduced or transmitted in any form or for any purpose without theexpress permission of SAP AG. The information contained herein may be changed without prior notice.

Some software products marketed by SAP AG and its distributors contain proprietary softwarecomponents of other software vendors.

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of Informix Software Incorporated.� UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group.� Citrix®, the Citrix logo, ICA®, Program Neighborhood®, MetaFrame®, WinFrame®,

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technology invented and implemented by Netscape.� SAP, SAP Logo, R/2, RIVA, R/3, SAP ArchiveLink, SAP Business Workflow, WebFlow, SAP

EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP.com Logo and mySAP.com aretrademarks or registered trademarks of SAP AG in Germany and in several other countries allover the world. All other products mentioned are trademarks or registered trademarks of theirrespective companies.

Disclaimer

THESE MATERIALS ARE PROVIDED BY SAP ON AN "AS IS" BASIS, AND SAP EXPRESSLYDISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR APPLIED, INCLUDING WITHOUTLIMITATION WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULARPURPOSE, WITH RESPECT TO THESE MATERIALS AND THE SERVICE, INFORMATION, TEXT,GRAPHICS, LINKS, OR ANY OTHER MATERIALS AND PRODUCTS CONTAINED HEREIN. INNO EVENT SHALL SAP BE LIABLE FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL,CONSEQUENTIAL, OR PUNITIVE DAMAGES OF ANY KIND WHATSOEVER, INCLUDINGWITHOUT LIMITATION LOST REVENUES OR LOST PROFITS, WHICH MAY RESULT FROMTHE USE OF THESE MATERIALS OR INCLUDED SOFTWARE COMPONENTS.

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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.

Typographic ConventionsAmerican English is the standard used in this handbook. The following typographicconventions are also used.

Type Style Description

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

Also used for cross-references to other documentationboth internal (in this documentation) and external (inother locations, such as SAPNet).

Example text Emphasized words or phrases in body text, titles ofgraphics, and tables

EXAMPLE TEXT Names of elements in the system. These include reportnames, program names, transaction codes, table names,and individual key words of a programming language,when surrounded by body text, for example SELECTand INCLUDE.

Example text Screen output. This includes file and directory namesand their paths, messages, names of variables andparameters, and passages of the source text of a program.

Example text Exact user entry. These are words and characters thatyou enter in the system exactly as they appear in thedocumentation.

<Example text> Variable user entry. Pointed brackets indicate that youreplace these words and characters with appropriateentries.

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About This Handbook PLM510

Icons in Body TextThe 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

Indicates that the item is displayed in the instructor�spresentation.

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

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

Unit 1: Introduction to the cProject Suite .. ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1Introduction to the cProject Suite ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Unit 2: Introduction to cProjects.. ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Introduction to cProjects .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Unit 3: Master Data and Templates ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Project Definition and Phases.. .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Checklists and Checklist Items ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Tasks and Subtasks .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Templates... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Unit 4: Planning..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Dates .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Resources .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Costs .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Authorizations ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100

Unit 5: Implementation ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Status Management .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Confirmation.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128

Unit 6: Reporting ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .141Reporting ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142Threshold Values .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152

Unit 7: Documents and Integration..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .163Object Links .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164Documents ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .170cFolders in cProjects ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .178

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Contents PLM510

Unit 8: Introduction to cFolders.... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187Introduction to cFolders .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .188

Unit 9: Structured Objects..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .209Structured Objects... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210

Unit 10: Authorization ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .257Authorization ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .258

Appendix 1: Appendix: cFolders ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .277

Glossary ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .283

Index ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .285

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Course OverviewThis course provides an overview of Collaboration Projects (cProjects) andCollaboration Folders (cFolders). This course focuses on the use of cProjects andcFolders. However, some system settings are also demonstrated.

Target AudienceThis course is intended for the following audiences:

� Project managers� Project team� Consultants

Course PrerequisitesRequired Knowledge

� Basic knowledge of project management� Basic knowledge of master data management

Recommended Knowledge

� for cProjects: PLM200� for cFolders: PLM100

Course GoalsThis course will prepare you to:

� Use cProjects as a project management tool� Make basic settings for cProjects� User cFolders in different collaboration scenarios� Make basic settings for cFolders� Create collaborative and competitive scenarios� Create structured objects within the cFolders� Assign authorizations and status networks for the cFolders scenarios

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Course Overview PLM510

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

� Describe the basic and detail functions of cProjects� Use cProjects� Describe the basic and detail functions of cFolders� Use cFolders� Describe and use the integration of cProjects and cFolders� Create collaborative and competitive scenarios� Define objects in the cFolders scenarios� Create authorizations and status networks in the cFolders scenarios

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

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Unit 1Introduction to the cProject Suite

Unit OverviewThis chapter provides an overview of the cProject Suite and its components.

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

� Describe the basic concept of the cProject Suite� Name the components of the cProject Suite

Unit ContentsLesson: Introduction to the cProject Suite .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Exercise 1: Introduction to the cProject Suite ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

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Unit 1: Introduction to the cProject Suite PLM510

Lesson: Introduction to the cProject Suite

Lesson OverviewThis lesson provides an overview of the cProject Suite and its components.

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

� Describe the basic concept of the cProject Suite� Name the components of the cProject Suite

Business ExampleA large portion of the orders in your enterprise is carried out with reference tospecific projects. You have been using project management tools for a long time.SAP has developed new software for project management and collaboration. Providethe management of your enterprise with a short overview of the advantages of thecProject Suite.

CollaborationCollaboration is the back bone of teamwork: be it a project team that tries tocoordinate the activities of its employees at different locations or be it an OEM(original manufacturer) who tries speed product development in coordination withthe supply chain partners and make the whole process more efficient. Smoothcollaboration in teams is strategically important for enterprises, especially in thedifferent areas of product development. For this, successful collaboration requires anenvironment in which it is easy to exchange information.

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PLM510 Lesson: Introduction to the cProject Suite

Figure 1: Collaboration of all People Involved

If conversations in passing or regular meetings used to be suitable for exchanginginformation in the past, they do not provide a sufficient environment today. Teams areoften distributed across many different locations; teams consist of different internaland external partners. Furthermore, information has become more varied: from simplememos to the most complex drawings. There are more communication channels: fax,e-mail, phone calls, web-based discussions and so on. However, there is usually noenvironment that summarizes these requirements and makes them available.

cProjects SuiteSAP cProject Suite provides support for project management and collaborativeengineering by enabling the web-based exchange of information such as project plans,documents and product structures between virtual project teams. SAP cProject Suiteconsists of two parts:

� Collaboration Projects (cProjects)� Design Collaboration with cFolders (cFolders)

SAP cProject Suite provides the environment that is required for the successfulcooperation of teams today.


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cProjectsIt is not easy for enterprises to meet the requirements of complex development andconsulting projects. Hence, planning solutions are required that support modernproject management methods and thus have a positive influence on the durationand quality. Furthermore, it is important to have tools that are easy to operate andimplement and enable the collaboration of everyone involved in the project.

Figure 2: cProjects

cProjects covers all project management activities, from planning to execution to theend of the project. cProjects integrates cFolders in order to implement the exchange ofdocuments with external partners.

cFolderscFolders is the web-based cooperation platform for the PLM area. The applicationenables the communication and cooperation between teams collaborating in productdevelopment in interenterprise scenarios. cFolders enables teams to exchangestructured information, such as BOMs, data sheets, or customer-defined structures. Inthe communication with external partners and suppliers this approach improves theconsistency of your data and thereby reduces the project duration.


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Figure 3: cFolders

cFolders is integrated into the SAP Document Management System (SAP DMS).Furthermore, cFolders can be used as a container for technical specifications in theSAP Bidding Engine.


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Exercise 1: Introduction to the cProjectSuite

Exercise ObjectivesAfter completing this exercise, you will be able to:� Name the features of cProject Suite.

Business ExampleA large portion of the orders in your enterprise is carried out with reference tospecific projects. You have been using project management tools for a long time.SAP has developed new software for project management and collaboration. Providethe management of your enterprise with a short overview of the advantages of thecProject Suite.

Task:Answer the following questions to name the main features of the cProject Suite.

1. What are the components of cProject Suite?

2. What does the "c" stand for in cProject Suite?Choose the correct answer(s).□ A comprehensive□ B collaborative□ C complex□ D copied

Continued on next page


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3. Can you use cProjects and cFolders independently of each other?


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Solution 1: Introduction to the cProject SuiteTask:Answer the following questions to name the main features of the cProject Suite.

1. What are the components of cProject Suite?

Answer: cProjects and cFolders are the two components of cProject Suite.

2. What does the "c" stand for in cProject Suite?

Answer: B

The "c" stands for collaborative.

3. Can you use cProjects and cFolders independently of each other?

Answer: Yes, you can also use cProjects without cFolders. It also works theother way around. Nonetheless, it makes sense to use both of them together.


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Lesson Summary

You should now be able to:� Describe the basic concept of the cProject Suite� Name the components of the cProject Suite

Related Information

� Refer to the SAP Service Marketplace for further information: service.sap.com


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PLM510 Unit Summary

Unit SummaryYou should now be able to:� Describe the basic concept of the cProject Suite� Name the components of the cProject Suite


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Unit Summary PLM510


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PLM510 Test Your Knowledge

Test Your Knowledge

1. Where can you find additional information on the cProjects Suite and otherSAP solutions?


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Test Your Knowledge PLM510

Answers

1. Where can you find additional information on the cProjects Suite and otherSAP solutions?

Answer: You can find further information on the SAP Service Marketplace onthe internet:service.sap.com


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Unit 2Introduction to cProjects

Unit OverviewThis chapter provides an overview of cProjects. It describes the structure of projects,the different aspects of planning, the execution and the reports in cProjects.


� Name the advantages of cProjects� Name the basic structure of cProjects� Name the basic functions of cProjects

Unit ContentsLesson: Introduction to cProjects ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Exercise 2: Introduction to cProjects... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23


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Unit 2: Introduction to cProjects PLM510

Lesson: Introduction to cProjects

Lesson OverviewThis lesson provides an overview of cProjects. It describes the structuring options,different aspects of planning, execution and reporting in cProjects.


� Name the advantages of cProjects� Name the basic structure of cProjects� Name the basic functions of cProjects

Business ExampleA large portion of the orders in your enterprise is carried out with reference to specificprojects. You have been using project management tools for a long time. SAP hasdeveloped cProjects, a new software for project management and collaboration.Provide the management of your enterprise with a short overview of the advantagesof cProjects.

Getting Started

Figure 4: Pillars of Successful Projects


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PLM510 Lesson: Introduction to cProjects

Projects are comprehensive, complex endeavors. The success of a project depends ona range of factors, such as the availability of resources, on-time delivery performanceor budget requirements. The success of a project also depends on observing somebasic rules. The figure Pillars of Successful Projects lists some rules. These include:

� The specifications should be precise and recorded in writing� The different roles and activities in the project should be specified precisely� All parties involved should be committed to the project and their roles� All parties involved should be able to collaborate smoothly

Figure 5: Developing Better Products

cProjects is specifically targeted at consulting and development projects. The aim ofcProjects is to enable the development of better products. In this context, better meansthat the development is cheaper than in comparable, past projects. This means thatdevelopment is quicker and that the new product is of high quality. This is achievedby planning a project precisely and by focusing on constantly checking the process ofthe project. This way, deviations from the plan are recognized early and reduced. Thephase-oriented approach of cProjects supports this procedure.


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Basic Structure

Figure 6: Basic Structure of cProjects

The figure �Basic Structure of cProjects� shows the individual elements of a project incProjects. Projects in cProjects are structured based on phases. The basic concept isthat one phase is processed after the other, whereby there are fixed transitions betweenphases. Within phases, checklists ensure that no major components of the phase areoverlooked. The tasks of a phase describe the activities to be carried out. They thusform the basis for resource planning in the project.


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Basic Functions

Figure 7: Scheduling with cProjects

cProjects offers time scheduling for all elements of a project. Time scheduling can beoperated easily and happens automatically to a large extent. The figure Schedulingwith cProjects provides a graphical overview of the deadlines of a project in cProjects.The phase-oriented approach of cProjects supports time scheduling. Within phases theindividual tasks can be put in a time sequence and scheduled.


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Figure 8: Resource Planning with cProjects

The tasks of a phase are not only the basis for scheduling, they are also an aspect ofresource planning in the project. Tasks describe the requirements in detail. The actualresources are the internal and external employees. They are assigned to the project bymeans of roles. Here, a role generally describes an activity and its scope in the project.Roles are filled by employees and assigned to tasks. In cProjects, cost planning canbe based on resource planning.


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Figure 9: Documents in cProjects

During the course of a project, many documents are often created and edited. It shouldbe possible to access these documents centrally and protect them from unauthorizedaccess by means of authorizations. For this, cProjects offers different documentmanagement options. For example, it offers an integrated Document ManagementSystem. But it also offers the option of integrating the Document Management System(DMS) of an ordinary SAP system. Of course, it is also possible to use cFolders fordocument management and to integrate them in cProjects.


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Exercise 2: Introduction to cProjects

Exercise ObjectivesAfter completing this exercise, you will be able to:� Logon to cProjects

Business ExampleA large portion of the orders in your enterprise is carried out with reference to specificprojects. You have been using project management tools for a long time. SAP hasdeveloped cProjects, a new software for project management and collaboration.Provide the management of your enterprise with a short overview of the advantagesof the cProjects. Demonstrate cProjects.

Task:In this task you will log on to the system and change your password.

1. Log on to the system. To do so, use the URL specified by your instructor, thespecified user (usually PLM510-##, whereby ## corresponds to the groupnumber) and the password (usually init).

2. Change your password. To do so, use the user settings of cProjects. Close theuser settings afterwards.


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Solution 2: Introduction to cProjectsTask:In this task you will log on to the system and change your password.

1. Log on to the system. To do so, use the URL specified by your instructor, thespecified user (usually PLM510-##, whereby ## corresponds to the groupnumber) and the password (usually init).

a) Start Internet Explorer. Manually enter the specified URL in the addressline. Enter the user and your password when prompted. If this does notimmediately take you to the overview page of cProjects, follow the link Tothe Collaboration Projects Homepage.

Hint: You use the F11 function key to activate and deactivate thefull screen mode of Internet Explorer.

2. Change your password. To do so, use the user settings of cProjects. Close theuser settings afterwards.

a) Choose the Settings link and then the User tab page. Enter your oldpassword, enter your new password and repeat it. Then choose SavePassword. To close the user settings, choose the Close icon.


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Lesson Summary

You should now be able to:� Name the advantages of cProjects� Name the basic structure of cProjects� Name the basic functions of cProjects

Related Information

� For additional help, refer to the SAP Help Portal:

help.sap.com

� Refer to the SAP Service Marketplace for further information:

service.sap.com


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Unit Summary PLM510

Unit SummaryYou should now be able to:� Name the advantages of cProjects� Name the basic structure of cProjects� Name the basic functions of cProjects


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Test Your Knowledge

1. Which of the following functions of cProjects can be reached using the linkson every page of cProjects?Choose the correct answer(s).□ A Templates□ B Calculations□ C Projects□ D Reports□ E Set up instructions


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Answers

1. Which of the following functions of cProjects can be reached using the linkson every page of cProjects?

Answer: A, C, D

Each page of cProjects contains a list of links to the most important editingfunctions on the top part of the screen.


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Unit 3Master Data and Templates

Unit OverviewThis chapter provides a general introduction to the structuring of projects. It describesand explains all objects for structuring in cProjects, that is, project definition, phases,checklists with checklist items, tasks and subtasks as well as the different templates.


� Create and edit project definitions using templates� Create phases� Edit phases� Create and maintain checklists� Create checklists by means of checklist references� Create and maintain checklist items� Describe the functions of tasks� Create and process tasks� Create and process subtasks� Use and maintain project templates� Use and maintain project checklist templates� Name the most important tables in the Customizing of cProjects

Unit ContentsLesson: Project Definition and Phases .. .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Exercise 3: Project Definition and Phases .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Lesson: Checklists and Checklist Items ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Exercise 4: Checklists and Checklist Items .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Lesson: Tasks and Subtasks ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Exercise 5: Tasks and Subtasks... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Lesson: Templates.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52


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Unit 3: Master Data and Templates PLM510

Exercise 6: Templates .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57


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PLM510 Lesson: Project Definition and Phases

Lesson: Project Definition and Phases

Lesson OverviewThis lesson provides an overview of the tasks and features of project definitions andphases. It tells you how project definitions and phases are edited.


� Create and edit project definitions using templates� Create phases� Edit phases

Business ExampleYour enterprise plans to develop a new product. You are, therefore, supposed to planand execute a project. It is supposed to be possible to trace the development of theproduct at any time. Usually, your company develops new products step-by-step.There is an approval after each step, otherwise the next step cannot be commenced. IncProjects, you can structure your development project in different phases. Every stepof your product development can correspond to a phase in cProjects.

General StructurecProjects is a tool that supports the entire project procedure for development andconsulting projects across industry sectors. In consulting project, project resourceplanning is particularly important. In development projects, using a suitableimplementation method is a major success factor. Different industries have differentapproaches for this, for example, APQP (Advanced Product Quality Planning) in theautomotive industry. But other industries have also developed suitable methods forsimplifying internal processes and reducing nonconformity costs.


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To implement the respective method, a number of project objects have been developedincProjects:

� Project definition� Phase� Checklist� Checklist item� Task� Subtask� Project role

Project roles are mainly used for resource planning. They are discussed in a laterchapter. All other project objects are mainly used for structuring the project. Theyare discussed in this lesson and the following lessons. The �Project Objects� figureshows the individual objects and their interdependencies. These dependencies can behierarchical or specified by a timetable.

Figure 10: Project Objects

Project DefinitionThe project object at the top hierarchy level of a project is called project definition.It contains general information on the project and information that applies to theentire project. Creating a project definition is the first step for creating a project. IncProjects, there is no project without a project definition.


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The �Project Definition� figure shows a screenshot of editing the basic data of a projectdefinition. In the navigation area of cProjects, the project definition is symbolized bya triangle. The project definition is identified by a 24 digit, alpha-numerical number.

Figure 11: Project Definition

The timeframe for the entire endeavor is stored on the basic data screen of the projectdefinition. Furthermore, a role is stored to describe who is responsible for the wholeproject. The �Planning� chapter provides details on planning and filling roles.

You store the sold-to party, customer, and assigned organizational units in theadditional data for the project definition. However, the expense is not planned. Specialtasks are used to plan the expense. Nonetheless, confirmations can also be stored atproject definition level.


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Figure 12: Project Type

Two profiles from Customizing are assigned to the project definition on the basic datascreen: the reason for the project and the project type. The reason for the projectis only relevant for reporting. However, the project type is a central profile forcontrolling the project. For example, the project type controls:

� which functions are activated in cProjects (for example, with or without theassignment of tasks)

� the activation of status reports� the integration into the accounting of an SAP system� the activation of resource management� the type of confirmation� details on project reports

Hint: Entering a project type is a mandatory prerequisite for �releasing�the project.

The assignment of documents, collaborations (cFolder integration) and the linking toSAP R/3 objects are discussed in a later chapter.


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PhasesPhases are the second hierarchy level of a project in cProjects. Phases are sections of aproject that are completed within a certain time. They are thus used for structuring theproject from a time aspect. Start and finish dates are always calculated by means ofscheduling or manually specified as fixed dates. Each can have a predecessor and asuccessor. Time overlaps of phases lead to schedule conflicts with the correspondingwarning messages.

The execution of phase starts with its �release�. The execution of a phase concludeswith an approval process. cProjects can be configured so that a phase can only becommenced after the preceding phase has been completed.

The �Phases� figure shows a screenshot of the basic data maintenance of a phase. Inthe navigation area, phases are represented by arrows pointing to the right. Phases areidentified by means of 24 character, alpha-numerical numbers.

Figure 13: Phases

On the basic data screen of a phase, its description, preceding phase, responsible role,and duration are defined, for example. Phases participate in status management. Fordetails, refer to the �Execution� chapter. The phase type is also stored on the basicdata screen. The phase type is a Customizing profile that describes, in particular, theapproval process of a phase and the effects on other phases.


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Figure 14: Phase Type

Phases can be supplemented by means of additional assignments. For example, youcan assign documents, create collaborations, and establish object links to SAP R/3objects.


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Exercise 3: Project Definition and Phases

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create and edit project definitions using templates� Create phases� Edit phases

Business ExampleYour enterprise plans to develop a new product. You are thus supposed to plan anexecute a project. It should be possible to trace the development of the product inreporting at any time. Usually, your company develops new products step-by-step.Every step is followed by an approval. Otherwise, the next step cannot be commenced.In cProjects, you can structure your development project in different phases. Everystep of your product development can correspond to a phase in cProjects.

Task:In the task you will create a project using a template and then add additional phasesand enter details.

1. Create a project from a template. Choose the project type development projectIDES and project template TEMP-101. Explode the checklist references.

2. Call your project PLM-##, whereby ## corresponds to your group number.Assign the project to your favorites afterwards.

3. Enter the fixed end of the project in one year and enter a description.

4. Under the phase �Project Management,� enter another phase �DetailedPlanning�. Under the phase �Integration&Approval Test,� enter another phase�Support for Validation�. Each of these two phases has a duration of 60 days.

5. Save the project.


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Solution 3: Project Definition and PhasesTask:In the task you will create a project using a template and then add additional phasesand enter details.

1. Create a project from a template. Choose the project type development projectIDES and project template TEMP-101. Explode the checklist references.

a) Then, based on the cProjects start page, choose the Projects link followedby the Create tab page. Enter the project type development project IDESand choose project template TEMP-101. Set the Explode ChecklistReferences indicator and choose Continue

2. Call your project PLM-##, whereby ## corresponds to your group number.Assign the project to your favorites afterwards.

a) In the Numbers field, enter the number of your project. Following that,choose the link Add to Favorites.

Hint: The link Add to Favorites is not always visible. It is onthe right of the Scheduling link. If necessary, choose the Expandlink first.

3. Enter the fixed end of the project in one year and enter a description.

a) In the Fixed End field, enter a year from today. Enter a text in theDescription field.

4. Under the phase �Project Management,� enter another phase �DetailedPlanning�. Under the phase �Integration&Approval Test,� enter another phase�Support for Validation�. Each of these two phases has a duration of 60 days.

a) In the navigation area, click on the �Project Management� phase andchoose the Create link. In the �Description� field, enter the text �DetailedPlanning�. Enter the respective duration in the �Duration� field. Proceedanalogously to create the second phase.

5. Save the project.

a) Choose the Save link.


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Lesson Summary

You should now be able to:� Create and edit project definitions using templates� Create phases� Edit phases

Related Information

� For more information, refer to the SAP Help Portal:

help.sap.com


service.sap.com


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Lesson: Checklists and Checklist Items

Lesson OverviewThis lesson provides an overview of the functions of checklists and checklist itemsand their maintenance.


� Create and maintain checklists� Create checklists by means of checklist references� Create and maintain checklist items

Business ExampleUntil now, you have structured your development project using a project definitionand phases. Clearly defined transitions from one phase to the next are still missing.How can you ensure that everything required for a product development phase hasbeen done? You can document the required activities of a phase by means of checkliststhat can in turn contain individual checklist items.

ChecklistsChecklists are lists with items that have to be processed. They ensure that all importantaspects of a project or phase are taken into account. Checklists are thus assigned to thethird hierarchy level of a project. Several checklists can be assigned to one phase.

The �Checklists� figure shows a screenshot of the basic data maintenance of achecklist. In the navigation area, a checklist is symbolized by a square. It is identifiedby a 24 character, alphanumeric number.

A checklist is mainly a frame for summarizing checklist items. Key information isstored in checklist items. Therefore, the actual checklist contains only little data. Inthe basic data, the only things that are stored are: a name, a description, the statusand a responsible role. The status management of checklists is discussed in the�Execution� chapter.


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PLM510 Lesson: Checklists and Checklist Items

Figure 15: Checklists

The basic data also includes the checklist type. It is a Customizing profile. The profileis required for the �release� of the checklist, but it does not have a controlling functionbeyond that.

Checklists can be supplemented with additional objects. These include assigneddocuments, assigned collaborations and object links.

Checklist ItemsThe items within the checklist are called checklist items. Checklist items reflectimportant requirements that must be met in order to be able to achieve the project goal.People involved in the project check them off as soon as they are done. Checklistsitems are thus assigned to the fourth hierarchy level of a project.

The �Checklist Items� figure shows a screenshot of the basic data maintenance of achecklist item. In the navigation area, a checklist item is symbolized by a rhombus. Itis identified by a 24 character, alphanumeric number.

On the basic data screen, you can enter a sort number for the checklist item. It numbersthe order in which the checklist items of a checklist are listed in the navigation area inascending order. cProjects usually assigns numbers in increments of 10. However, thesort number can also be adjusted manually.


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Figure 16: Checklist Items

Furthermore, the basic data screen contains the usual data such a name, description,and responsible role. In the �dates� section, a single date can be stored. As a checklistitem is also a point from a time perspective, it does not have a duration and thusno start either.

On the �Additional Data� tab page, data is stored that might be relevant for anapproval or confirmation of a checklist item. Details are discussed in the �Execution�chapter. The other tab pages allow the assignment of documents, collaborations andobject links.

There are no dedicated profiles for controlling checklist items in Customizing.


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Exercise 4: Checklists and Checklist Items

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create and maintain checklists� Create checklists by means of checklist references� Create and maintain checklist items

Business ExampleUntil now, you have structured your development project using a project definitionand phases. Clearly defined transitions from one phase to the next are still missing.How can you ensure that everything required for a product development phase hasbeen done? You can document the required activities of a phase by means of checkliststhat can in turn contain individual checklist items.

Task:In this task, you will create and edit several checklists with several check list items.

1. Create a checklist called �Checklist Specification� for the �Detailed Planning�phase.

2. For the new checklist, create three checklist items: �Review Specification�,�Review Define Requirements,� and �Terminology�.

3. Create another checklist for the�Detailed Planning� phase. Use the checklistreference �Project_Set_Up� as the template and explode your checklistreference. Save your project.


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Solution 4: Checklists and Checklist ItemsTask:In this task, you will create and edit several checklists with several check list items.

1. Create a checklist called �Checklist Specification� for the �Detailed Planning�phase.

a) Open your project and select the �Detailed Planning� phase. In thedropdown list, choose the �Checklist� entry followed by Create. Enter�Checklist Specification� as the name.

2. For the new checklist, create three checklist items: �Review Specification�,�Review Define Requirements,� and �Terminology�.

a) Select the new checklist and choose the �Checklist Item� entry fromthe dropdown list. Then choose Create three times to generate threechecklist items. Enter the name �Review Specification� or �Review DefineRequirements� or �Terminology� in the respective checklist item.

3. Create another checklist for the�Detailed Planning� phase. Use the checklistreference �Project_Set_Up� as the template and explode your checklistreference. Save your project.

a) Select the �Detailed Planning� phase, choose the �Checklist Reference�item from the dropdown menu and choose Create. In the detail screen, enterthe number of the checklist template: �PROJECT_SET_UP� and chooseContinue. Then choose Explode Checklist and save your project with Save.


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Lesson Summary

You should now be able to:� Create and maintain checklists� Create checklists by means of checklist references� Create and maintain checklist items


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Lesson: Tasks and Subtasks

Lesson OverviewThis lesson introduces the tasks and subtasks for the additional subdivision of yourprojects in cProjects. Tasks and subtasks are relevant for estimating the effort andassigning resources. They are thus discussed in more detail in later lessons.


� Describe the functions of tasks� Create and process tasks� Create and process subtasks

Business ExampleIn the development project you are supervising, the expense for activities is to beplanned. Coordination activities will probably require about 50 hours of work, another80 hours are expected to be required for the specification, and another 300 hours forthe actual development. In cProjects, you can use tasks and subtasks to store thistype of information in a structured way.

TasksTasks are used for entering and structuring the required processing steps for executingprojects. They are either assigned to phases or checklist items. Tasks are thus eitherassigned at the third of fifth hierarchy level of project. In the navigation area, tasksare depicted as circles.

However, tasks are not only elements of a hierarchy, they can also describe timedependencies. The time sequence of tasks can be used to describe the processing orderof the tasks. Several tasks can thus be arranged into a network-type structure. Thearrangement of the tasks is the basis for scheduling the tasks. The arrangements aredescribed by a separate tab page for the task.

The �Tasks� figure shows a screenshot of the basic data maintenance of a task. The�Name� field serves to provide a brief description of the tasks. You can use the�Description� section for a more detailed description. The sort number specifies thedisplay order within the navigation area. It has digits and is numeric. You specifythe duration oft the task in the �Dates� section. The duration and the arrangementsare used for scheduling the tasks. For details on scheduling, refer to the �Planning�chapter.


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PLM510 Lesson: Tasks and Subtasks

The task type is entered on the basic data screen. The task type is maintained inCustomizing. However, it is only for information purposes and does not controlanything.

Figure 17: Tasks

Another tab page �Additional Data� contains information on the planned work and onconfirmation dates of the tasks. You store the planned effort in the �Advanced� section.You also enter whether a task has to be completed before the respective phase can beaccepted. The actual start and end as well as the degree of processing are documentedin the �Confirmation� section. For details, refer to the �Execution� chapter.

Just like for other project objects, you can assign documents, collaborations, andobject links to SAP R/3 objects to tasks. In addition to that, however, you can assignseveral project roles that are involved in carrying out the task. If necessary, you canenter the qualifications required for completing the task on another tab page.

SubtasksSubtasks are used for entering and structuring the required processing steps forexecuting projects, just like tasks. However, subtasks are assigned to a task. Work thatis planned in a subtask is added to the work of the superordinate task.

The �Subtasks� figure shows a screenshot of the basic data maintenance of a subtask.The basic data screen of a subtask is identical to that of a task. You only notice thesubordinate hierarchy level of the subtask in the navigation area.


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Figure 18: Subtasks

You can assign several subtasks AS1, AS2 and so on to task A. Based on arrangements,there can be time dependencies between these subtasks AS1 and AS2. However, thereare no arrangements with other tasks B or subtasks BS1, which are assigned to task B.

Just like task, subtasks can be subdivided by subtasks. You could create a subtaskfor the subtask for the subtask and so on.


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Exercise 5: Tasks and Subtasks

Exercise ObjectivesAfter completing this exercise, you will be able to:� Describe the functions of tasks� Create and process tasks� Create and process subtasks

Business ExampleIn the development project you are supervising, the expense for activities is to beplanned. Coordination activities will probably require about 50 hours of work, another80 hours are expected to be required for the specification, and another 300 hours forthe actual development. In cProjects, you can use tasks and subtasks to store thistype of information in a structured way.

Task:In the exercise, you will create tasks and subtasks for the newly created phases inorder to subdivide the project further.

1. For the �Detailed Planning� phase, create four tasks called �Set up Project Plan& Team�, �Specification�, �Quality Planning,� and �Q-Gate P2D�.

2. For the �Support for Validation� phase, create a task called �Support�.

3. Create two subtasks for the �Set up Project Plan & Team� task. Call the subtasks�Set up Project Plan� and �Set up Project Team�. Then save your project.


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Solution 5: Tasks and SubtasksTask:In the exercise, you will create tasks and subtasks for the newly created phases inorder to subdivide the project further.

1. For the �Detailed Planning� phase, create four tasks called �Set up Project Plan& Team�, �Specification�, �Quality Planning,� and �Q-Gate P2D�.

a) Open your project if necessary. Select the �Detailed Planning� phase andchoose the �Task� entry from the dropdown list. Choose Create four timesto create four tasks. Then enter a name for each task in its Name field.

2. For the �Support for Validation� phase, create a task called �Support�.

a) Select the �Support for Validation� phase and create the �Support� taskanalogous to the previous exercise.

3. Create two subtasks for the �Set up Project Plan & Team� task. Call the subtasks�Set up Project Plan� and �Set up Project Team�. Then save your project.

a) Within the �Detailed Planning� phase, select the �Set up Project Plan &Team� task. Choose the �Subordinate Task� entry from the dropdownlist and create your first subtask. Call the subtask �Set up Project Plan�.Following that, select the �Set up Project Plan & Team� task again andcreate the second task �Set up Project Team� analogously. Choose the Savelink to save your project.


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Lesson Summary

You should now be able to:� Describe the functions of tasks� Create and process tasks� Create and process subtasks

Related Information

� For additional help, refer to the SAP Help Portal:

help.sap.com


service.sap.com


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Lesson: Templates

Lesson OverviewThis lesson provides an overview of project templates and checklist templates.Furthermore, it provides a brief overview of the most important settings (Customizing)that are connected to structuring projects.


� Use and maintain project templates� Use and maintain project checklist templates� Name the most important tables in the Customizing of cProjects

Business ExampleIn your enterprise, new developments of products are always done in a similar way.The projects have a similar structure. In order to reduce the processing effort forproject maintenance and to establish uniform process at the same time, you shouldfamiliarize yourself with the use of project templates.

TemplatesWhen you execute projects, you have to observe externally specified structures suchas norms or general rules on the one hand, and internal standards such as documentedprocedure or regulations on the other hand. In order to meet these requirements, youcan create templates that you can keep reusing when you create operational projects.This enables you to standardize you projects more. Templates facilitate the creation ofoperational structures and reduce errors in the maintenance of the structures. cProjectshas four different types of templates:

� Project template� Checklist template� Document template� Control plan template

The �templates� figure shows a screenshot of the initial screen for editing templates.The four different types of templates are highlighted.


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PLM510 Lesson: Templates

Figure 19: Project Templates

In the following sections, this lesson deals with project templates and checklistreferences.

Project TemplatesProject templates are used as templates for creating operational projects. It basicallycontains all project elements that can be included in operational projects. In particular,the include a project definition, phases, tasks, and subtasks. However, it is notpossible to create a checklist within a project template. References to checklisttemplates are created instead.

Templates do not contain all fields that you find when you create an operation projecteither, for example, they do not contain fixed dates.

The status management of project templates is significantly simpler than that ofoperational projects. Only the project definition has a status, which decides on the useof the template as a whole. A template can only be used as a template if it has beenreleased. Other statuses are �Locked�, �Obsolete� and �Flagged for archiving�.

You can already maintain authorizations in project templates. However, you shouldconsider the fact that the authorizations that you enter for templates are onlyauthorization templates. That is, they are not used for the authorization check inthe template but only for the authorization check in the operational project. Whenyou create an operation project from a template, they are copied into the operationalproject.


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Project templates can, in turn, be created from templates. You can use other projecttemplates or operational projects as templates.

Checklist TemplatesChecklist templates are copy templates for checklists. They are either integratedinto operational projects or project templates or referenced. In operational projects,these references are exploded so that not only the checklist can be edited but also thechecklist items and tasks contained therein.

A checklist template consists of a checklist, including checklist items and activities.Status management only exists for the actual checklist, that is, only on the tophierarchy level of the checklist template. Status management is structured in thesame way as for project templates.

The �Checklist Templates� figure shows a screenshot of the basic data maintenanceof a checklist template. It does not contain all fields that you find when you createan operational checklist as you do not require any operational data such as fixeddates in a template.

Figure 20: Checklist Templates

Hint: When you explode checklist references, the system creates the projectroles from the checklist template anew by default. This happens even whenthere are roles with the same project type and name already. You can use �Useproject roles� to decide that already existing project roles are not createdagain by means of the checklist template. If a clear assignment is possible,the system assigns the existing project roles to the project elements of thechecklist template instead.


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SettingsThe �Settings in Customizing� figure shows a screenshot from the Customizing ofcProjects. The profiles required so far are maintained together in the structure section.Of the profiles that have been listed, only the profiles �Project Type� and �PhaseType� control the procedure of the operational project. For details on the profiles,refer to the corresponding lessons.

Figure 21: Settings in Customizing


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Exercise 6: Templates

Exercise ObjectivesAfter completing this exercise, you will be able to:� Use project templates� Use checklist templates

Business ExampleIn your enterprise, new developments of products are always done in a similar way.The projects for new developments all have a similar structure. In order to reduce theprocessing effort for project maintenance and to establish uniform process at the sametime, you should familiarize yourself with the use of project templates.

Task:In the exercise, you will analyze a project template and answer some questions onthe template.

1. Open the project templates TEMP-100 in display mode.



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2. How many phases does the template contain?

3. Does the template contain checklist items?

4. Can you assign a start date to the project definition?


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Solution 6: TemplatesTask:In the exercise, you will analyze a project template and answer some questions onthe template.

1. Open the project templates TEMP-100 in display mode.

a) Choose the Templates link, enter the number of the project template andchoose Continue. If the project is not open in display mode anyway, choosethe Display/Change link.

2. How many phases does the template contain?

Answer: The project template contains six phases.

3. Does the template contain checklist items?

Answer: No, but it contains references to checklist items.

4. Can you assign a start date to the project definition?

Answer: No, but that is not a problem as you are dealing with a template. Ofcourse, you can enter a start date for projects that are created from this template.You can specify a project calendar in the project definition of the template.


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Lesson Summary

You should now be able to:� Use and maintain project templates� Use and maintain project checklist templates� Name the most important tables in the Customizing of cProjects


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PLM510 Unit Summary

Unit SummaryYou should now be able to:� Create and edit project definitions using templates� Create phases� Edit phases� Create and maintain checklists� Create checklists by means of checklist references� Create and maintain checklist items� Describe the functions of tasks� Create and process tasks� Create and process subtasks� Use and maintain project templates� Use and maintain project checklist templates� Name the most important tables in the Customizing of cProjects


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Unit Summary PLM510


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Test Your Knowledge


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Answers


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Unit 4Planning

Unit OverviewThis chapter provides an introduction to planning projects in cProjects. Here, theaspects of time scheduling, resource planning, and cost planning in the project and theissuing of authorizations are discussed in detail.


� Create a time schedule using cProjects� Name the different objects involved in time scheduling� Edit the arrangement between tasks� Plan resources in cProjects� Assign roles to tasks and other objects in cProjects� Fill roles with internal or external employees� Carry out cost planning based on assigned resources� Apply cost and revenue unit rates in cProjects� Use the accounting integration of cProjects� Name the different authorizations in cProjects� Assign authorizations in cProjects

Unit ContentsLesson: Dates ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Exercise 7: Dates.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71Lesson: Resources ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Exercise 8: Resources... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83Lesson: Costs ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Exercise 9: Costs.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Lesson: Authorizations .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100

Exercise 10: Authorizations ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105


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Unit 4: Planning PLM510

Lesson: Dates

Lesson OverviewThis lesson provides an overview of the possibilities of time scheduling usingcProjects. It illustrates the manual time scheduling as well as the automatic timescheduling of a project.


� Create a time schedule using cProjects� Name the different objects involved in time scheduling� Edit the arrangement between tasks

Business ExampleYou are responsible for the project management of the development of one of yourcompany�s new products. You have already created the structure of your project incProjects. Will you be able to successfully complete your project in time? Store thetime dependencies between the individual parts of the project and schedule the project.

Time SchedulingA number of factors have to be taken into account when time scheduling projects.You have to stick to timeframes and also take into account time dependencies andconfirmed times. The system supports top-down time scheduling in order to meetthese requirements. The �Dates for the Project Objects� figure shows the hierarchy ofthe project objects and the dates that can be maintained for each individual object. Fortime scheduling, calendars are used that can be separately assigned to each projectobject. These factory calendars are set up in the Customizing of the SAP system.


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PLM510 Lesson: Dates

Figure 22: Dates for the Project Objects

The graphical display of the project provides a good overview of the dates ofthe individual project objects. The figure �Graphical Display of Dates� shows acorresponding screenshot. In the graphical overview, critical dates are highlightedwith a red frame.

Figure 23: Graphical Display of Dates


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In the �created� status, time scheduling happens automatically, that is, date-relevantchanges lead to rescheduling in the background. However, if part of the project hasbeen released, this part is only scheduled manually. The �Manual Time Scheduling�figure shows the corresponding pushbutton. Scheduling can only be done based on theproject definition or based on a phase.

Figure 24: Manual Time Scheduling

There is a fixed start date at the project definition level. If it is not specified, cProjectssets it to the current date. The system calculates from this date forward and determinesthe �earliest dates� for the project. The �calculated finish� for the project definition isdetermined from this calculation if no �fixed finish� is specified. Backwards planningstarts from the �earliest finish� of the last phase. The result of backwards planningdetermines the calculated start of the project definition.

Planned dates for the phases depend on the requirements of the project definitionand the order of the phases. Each phase has a duration that is considered in timescheduling. Phases usually succeed each other. The dates of the phases areindependent of the dates of the subordinate tasks, checklists and checklist items.

Hint: Due to manually entered �fixed dates�, phases can also overlaptime-wise. However, this leads to warning messages. In time scheduling,�fixed dates� generally have a higher priority than calculated dates.


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First of all, the dates of tasks depend on whether the tasks are assigned to a phase, achecklist item, or a task. Dates of tasks within a phase are calculated starting fromthe dates of the phase under consideration of their links, duration and, if applicable,actual dates. The dates of a task of a checklist item are calculated based on the datesof the phase to which the checklist item belongs. The dates of subordinate tasks arecalculated based on the dates of the superordinate tasks.

Furthermore, the dates of tasks depend on the duration of the respective tasks andtheir arrangements with other tasks. As before, fixed dates have a higher prioritythan calculated dates. The �Arrangement of Tasks� figure shows a screenshot ofthe processing of arrangements of a task. Arrangements can depict a predecessor orsuccessor relationship and can be given positive or negative time intervals.

Hint: There can only be arrangements between tasks that belong to the samephase or are assigned to the same checklist item or that are assigned to thesame superordinate task.

Figure 25: Arrangements of Tasks

Checklist items do not have a time span. They do not have a duration or a start date.Checklist items only have finish dates. The finish dates of the checklist items aredetermined from the latest finish date of the assigned tasks or, if no tasks have beenassigned, from the finish date of the phase.


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Exercise 7: Dates

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create a time schedule using cProjects� Edit the arrangement between tasks

Business ExampleYou are responsible for the project management of the development of one of yourcompany�s new products. You have already created the structure of your project incProjects. Will you be able to successfully complete your project in time? Store thetime dependencies between the individual parts of the project and schedule the project.

Task:In this exercise, you will adjust the durations and arrangements of tasks. Followingthat you will schedule your project and analyze the result graphically.

1. Open your project so that you can edit it.

2. Look at a graphical display of your project. How long does it take?

3. Time schedule your project manually. Do you notice anything?

4. Analyze the log. What is the problem? Close the log.

5. Increase the duration of the �Project Management� phase to five days.

6. Now take care of the �Detailed Planning� phase. The durations and arrangementsfor the subordinate tasks are still missing. The tasks �Set up Project Plan &Team�, �Specification�, �Quality Planning,� and �Q-Gate P2D� are to haverespective durations of 10 days, 45 days, 15 days, and 2 days. Create thearrangements in such a way that the �Set up Project Plan & Team� task is thepredecessor of the tasks �Specification� and �Quality Planning�. These two inturn are to be the predecessors of the �Q-Gate P2D� task.


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Solution 7: DatesTask:In this exercise, you will adjust the durations and arrangements of tasks. Followingthat you will schedule your project and analyze the result graphically.


a) Select your project on the initial page by means of a single mouse-click.

2. Look at a graphical display of your project. How long does it take?

a) Choose the Graphic link to open a bar chart. The project takes about oneyear.

3. Time schedule your project manually. Do you notice anything?

a) Choose the Time Schedule link. Do you notice anything? The duration ofthe project does not seem to change. But you do get messages in the log.

4. Analyze the log. What is the problem? Close the log.

a) Click on Messages in the Log. The problem is that the dates of three tasksare outside the specified duration. The duration is determined by thecorresponding phase. Close the log with Close Log.

5. Increase the duration of the �Project Management� phase to five days.

a) Select the �Project Management� phase and choose the Detail link. In theDates section, enter a duration of five days.

6. Now take care of the �Detailed Planning� phase. The durations and arrangementsfor the subordinate tasks are still missing. The tasks �Set up Project Plan &Team�, �Specification�, �Quality Planning,� and �Q-Gate P2D� are to haverespective durations of 10 days, 45 days, 15 days, and 2 days. Create the



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arrangements in such a way that the �Set up Project Plan & Team� task is thepredecessor of the tasks �Specification� and �Quality Planning�. These two inturn are to be the predecessors of the �Q-Gate P2D� task.

a) Expand the �Detailed Planning� phase by clicking on the triangle next tothe phase. Select the �Set up Project Plan & Team� phase and enter therespective durations on the basic data screen. Proceed in the same way forthe other tasks. Afterwards, select the �Set up Project Plan & Team� taskand choose the Arrangements tab page.

Hint: The Arrangements tab page is hidden sometimes. In thatcase, choose the Menu Button link on the right edge to call upthe Arrangements.

Now add the tasks �Specification� and �Quality Planning� as successors.Then select the �Q-Gate P2D� task and add the two previous tasks aspredecessors. Save your project with the appropriate link.


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Lesson Summary

You should now be able to:� Create a time schedule using cProjects� Name the different objects involved in time scheduling� Edit the arrangement between tasks

Related Information


help.sap.com


service.sap.com


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PLM510 Lesson: Resources

Lesson: Resources

Lesson OverviewThis lesson provides an overview of the different resource planning options offeredby cProjects. The meaning of roles and staffing them with people is particularlyemphasized.


� Plan resources in cProjects� Assign roles to tasks and other objects in cProjects� Fill roles with internal or external employees

Business ExampleYou are responsible for the project management of the development of a new product.The structure of the project has already been defined, a first time schedule has alsobeen determined already. You should now search for suitable employees to participatein the project. Do the employees have suitable qualifications for taking on certaintasks in the project? Are your favorite employees available for the project?

Resource PlanningThe aim of resource planning in the project is that the right employees are at the rightplace at the right time. Here, a number of questions have to be answered:

� Which activities are to be carried out?� When is the work to be done?� What effort is required?� Which qualifications are required?� Who is available?

Resource planning in the project can help you answer these questions. In order to beable to depict resource planning in the project, we will explain a few basic conceptsfirst. The �Basic Concepts of Resource Planning� figure explains the concepts andshows interdependencies between the individual concepts.


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Figure 26: Basic Concepts of Resource Planning

Put simply, resource planning happens as follows. The project manager specifieswhich positions are to be filled in the project. In cProjects, these positions are calledproject roles. They are assigned to the tasks in which the positions are involved.In order to fill the positions with the appropriate employees, the position can becomplemented with required qualifications. Finally, the positions are filled withinternal or external employees. In general, employees are stored as business partnersin cProjects. In the following sections, we will analyze this simplified illustrationof resource planning in detail.

During the planning of the project, the project manager decides, which project rolesare to be filled. A project role describes which type of resource is required in theproject, that is, the function of the resource in the project. In contains informationon the qualification the resource is to have and when it is to be available for howlong. The �Resources in the Project� figure shows a screenshot of the maintenanceof project roles. The project manager cannot create any project roles he wants tocreate. He is limited to certain project role types which in turn are determined by the�Project Type� profile.

Example: In a consulting project (project type: consulting project) the project roletypes �project manager� and �consultant� are permitted. For the �consultant� projectrole type, the project roles �junior consultant� and �senior consultant� are now created.The �junior consultant� role is staffed by five less experienced consultants, the �seniorconsultant� role is staffed by two very experienced consultants.


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When the project roles are created, the focus is on the entire amount of work for thisrole and the required timeframe at first.

Figure 27: Resources in the Project

After you have created and defined the project roles, you assign tasks to the roles. Ingeneral, this can be done two ways. The project roles are assigned on the �Roles�tab page when the tasks are edited, that is, when the structure is maintained. Or theassignment takes place in the context of resource planning. The �Assigning ProjectRoles to Tasks� shows a screenshot of the assignment during resource planning. Thetasks of the project are listed in the bottom part. Colored icons in front of tasks showwhether a task has not been assigned at all, assigned completely, or incompletelyor even been assigned more than completely to roles. A certain amount of work isassigned when the project role and task are assigned. Furthermore, the assignment isonly stored for a specified period. Here, the time of the operation and the period forwhich the project role has been defined have to overlap.

Hint: You can assign several project roles to a task and several tasks to aproject role.


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Figure 28: Staffing Project Roles

In the next step of resource planning the project manager can store qualifications.Qualifications describe the ability to carry out certain tasks. Such qualifications can beassigned to the tasks in cProjects during the planning of the structure. However, theycan also be assigned to project roles. In this case, they describe skills that are necessaryor required for staffing the role. The qualifications of a project role also help you findsuitable employees for staffing the role. The �Resource Search and Qualifications�shows a screenshot for the resource search by qualifications. You specify additionalattributes for the qualification, for example, whether the qualification is required orwhether, for example, good communication skills are required.

Hint: You can only maintain qualifications in your project if the project typeof the project permits this maintenance.

Qualifications are summarized to qualification groups and assigned to a qualificationcatalog. A project manager can then select the qualifications from the catalog andassign them to a project role. For example, a qualifications catalog can include thequalification group �specialized knowledge�, which is subdivided into further qualitygroups such as �knowledge of English�. It is only to this qualification group thatcertain attributes, the qualifications, are assigned, for example �basic knowledge�or �native speaker�. The qualifications catalog, the qualification groups, and theattributes are stored in the Customizing of cProjects.


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The above section described how the project manager can use the qualifications tospecify the project roles in detail. In order for the resource search to work, their actualqualifications must be assigned to the employees. In cProjects, this often happens atthe level of the business partner. This can be an internal or external employee. Youcan use transaction PPPM to assign the appropriate qualification profiles to businesspartners, persons, users and so on.

Figure 29: Assigning Project Roles to Tasks

You can use the resource search to find suitable employees for the project. Inthe above section, we already explained how to search for particularly qualifiedemployees. Furthermore, you can search for employees of certain organizational units.The �Resource Search and Qualifications� figure shows the corresponding tab page.The same figure shows another tab page for the general search for resources. Here youcan, for example, search for resources that had already held a certain project role inthe past or who have already worked for a certain customer. The result of the resourcesearch is a list of suitable persons and business partners. From this list you can, forexample, assign persons directly to the project role or add them to a candidate list.

The �Staffing Project Roles� figure shows a screenshot of the actual assignment ofa business partner to a project role. This is called direct staffing. The figure showsa section for search for resources, a list of candidates, and a list of the assignedresources. In cProjects, you can only assign resources that have been created asbusiness partners beforehand. You can create business partners in the application butwe do not recommend it. You should create business partners with transaction BP, editbusiness partners. There, you should maintain the business partner role �employee�.


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A resource can either be assigned fixed or only as reserved for a project. Alternatively,you can assign a resource as a candidate first in order to get the approval of thesupervisor, if necessary. You can create memos in the list of candidates we well asin the list of project role assignments. You can send e-mails to the business partnersfrom the lists.

Selecting the resources is an important part of staffing. Once this selection has beenmade, you can store the scope of work for the assignment as well as a time limitfor the assignment.

The left section of resource planning (refer to the �Resources in the Project� figure)provides an overview of the staffing status of the individual roles: a red icon if theproject role has not been staffed, a yellow icon if the project role is staffed partially, agreen icon if the project role has been staffed completely, a yellow-green icon if theproject role has been staffed more than completely.

Apart from the direct staffing process, there is also a more detailed process for fillingproject roles. Accordingly, it is also called �staffing process�. It can only be carriedout if appropriate Customizing settings are chosen (�Define Project Role Type forProject Type� profile, refer also to the �System Settings for Resource Planning�figure). The process is designed for several persons being involved in the process:project administrator, staffing manager and candidate manager. The actual process issubdivided into preparing, processing, and finalizing the staffing. For more details onthe staffing process, refer to the online help of the system.


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Figure 30: Resource Search and Qualifications

The �System Settings for Resource Planning� figure emphasizes the main profilesfor controlling resource planning in cProjects. The �Define Project Role Type forProject� profile, for example, specifies which project role types can actually be usedin the project in question. But is also specifies default authorizations for individualproject role types and therefore, the project roles. For more details on authorizations,refer to the appropriate lesson.


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Figure 31: System Settings for Resource Planning

cProjects can use the integration to the Workforce Management Core (WFM Core).Hence, an availability check for resources would also be possible in cProjects. TheWFM Core is a central planning service. It finds and manages central assignments ofpersonnel requirements to personnel resources. These �assignments� can be createdmanually or generated automatically. Apart from that, the WFM Core contains allplanning-relevant data, that is, the actual resources, their availability and qualificationsas well as personnel requirements. We cannot cover the WFM Core in detail in thischapter.


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Exercise 8: Resources

Exercise ObjectivesAfter completing this exercise, you will be able to:� Plan resources in cProjects� Assign roles to tasks and other objects in cProjects� Staff roles with internal employees

Business ExampleYou are responsible for the project management of the development of a new product.The structure of the project has already been defined, a first time schedule has alsobeen determined already. You should now search for suitable employees to participatein the project. Do the employees have suitable qualifications for taking on certaintasks in the project? Are your favorite employees available for the project?

Task:In this exercise you will specify and assign project roles. You will estimate the workfor the roles and then staff the roles with suitable persons.

1. Open your project, create a �Project Manager� role and assign this role to theproject definition.

2. Enter 200 hours of work for the �Project Manager� role.

3. To the �Project Manager� role, assign the tasks �Coordination�, �Monitoring,�and �Reporting�. Reduce the work for the �Coordination� task to 40 hours. Alsoenter a possible start and finish date for this role. All three tasks are assignedto the �Project Management� phase.

4. Staff the �Project Manager� role with Doro Butterfly. She is supposed to takeon 50 hours of project management.

5. In the corresponding SAP system, create a business partner for your user andstaff the �Project Manager� role with the new business partner.

6. Save your project.


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Solution 8: ResourcesTask:In this exercise you will specify and assign project roles. You will estimate the workfor the roles and then staff the roles with suitable persons.

1. Open your project, create a �Project Manager� role and assign this role to theproject definition.


b) Select the Resources tab page and use the �Create Role� link to create thenew project role. As the project role type, choose the �Project Manager�entry and enter an appropriate description.

c) Select the project definition and choose the �Project Manager� entry in theResponsible Role field on the Basic Data tab page.

2. Enter 200 hours of work for the �Project Manager� role.

a) Select the Resources tab page and choose the �Project Manager� role. Youcan store the work in the corresponding field on the General tab page.

3. To the �Project Manager� role, assign the tasks �Coordination�, �Monitoring,�and �Reporting�. Reduce the work for the �Coordination� task to 40 hours. Alsoenter a possible start and finish date for this role. All three tasks are assignedto the �Project Management� phase.

a) Select the Tasks tab page and expand the �Project Management� phase.Select the �Coordination� phase and choose the Assign Task link. You geta new section that displays the assigned task. Here, enter the appropriatedata in the fields Start, Finish andWork. Proceed analogously to assign thetasks for �Monitoring� and �Reporting�.

4. Staff the �Project Manager� role with Doro Butterfly. She is supposed to takeon 50 hours of project management.

a) Choose the Staffing tab page. In the Select Resources section, choose thefirst link called Search. In the Search Results drop down list, choose theentry for Doro Butterfly and then choose the Staff link. You get anothersection Project Role Staffing. Reduce the effort here to 50 hours.



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5. In the corresponding SAP system, create a business partner for your user andstaff the �Project Manager� role with the new business partner.

a) Use your user to log on to the SAP system. Execute transaction BP, editbusiness partners.

b) Choose the Create Person icon and enter your names in the name andfirst name fields. Then save.

c) Now change the employee business partner role. Confirm any dialog boxesthat might appear. There, enter your user on the �Identification� tab page.

d) Save the business partner.

e) In cProjects, for the staffing the project roles in the Select Resource section,choose the first link Search. Look for the new business partner in theSearch Result dropdown list and choose �Staff�.




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Lesson Summary

You should now be able to:� Plan resources in cProjects� Assign roles to tasks and other objects in cProjects� Fill roles with internal or external employees

Related Information


help.sap.com


service.sap.com


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PLM510 Lesson: Costs

Lesson: Costs

Lesson OverviewThis lesson provides an overview of cost planning in cProjects. Here, cost planningis first regarded without integration into an SAP system and then with integrationinto an SAP system.


� Carry out cost planning based on assigned resources� Apply cost and revenue unit rates in cProjects� Use the accounting integration of cProjects

Business ExampleYou have taken on the project management for developing a new project. Your projecthas been structured completely and you have carried out date and resource planning.You still need well-founded cost planning before you receive the permission to carryout the project. On the basis of the assigned resources and their work, calculate thecosts of product development.

CostscProjects offers you an accounting integration with an SAP system. This happensusing the single-object controlling in SAP-CO. There, all costs for a project arecollected in an internal order. The internal order serves as a cost collector, it representsthe account assignment object for all actual and planned postings of the project.The transaction for generating the internal order is called replication. The �CostPlanning Overview� figure illustrates the main concepts of the accounting integrationin cProjects. If you use the accounting integration, you can start cost planning directlyfrom cProjects. The cost estimate usually happens in SAP-CO but the result can bedisplayed in cProjects.


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Figure 32: Cost Planning Overview

The time of replication depends on the project type. It specifies whether a replicationtakes place at all and, if so, whether it happens from the �Release� status or from the�Flag for Replication� status. During the first replication, the SAP system generatesan internal order. There is exactly one internal order for each project. The �DetailScreen of Cost Planning in cProjects� figure shows a screenshot of the detail data ofthe internal order as it is displayed in cProjects. Of course, the screen is only displayedafter the internal order has been created.


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Figure 33: Detail Screen of Cost Planning in cProjects

The figure emphasizes the number of the internal order. It is determined in SAP-COdepending on the system settings. The internal order is created with reference tothe organizational units of SAP-CO. That is, it belongs to a certain controlling area,company code and business area of the system. This data is required for creating theinternal order. If possible, it is determined using the organizational assignment of theproject definition that can be found on the �Additional Data� tab page. If that is notthe case, the organizational assignment is determined from the data of the templateorder for order type CPR1. The data shown in the �Detail Screen of Cost Planning incProjects� figure is read directly from the assigned SAP system.


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During the replication, some characteristics of the project definition are transferredfrom cProjects to SAP-CO:

� Project number� Short text in original language� Responsible organization� Priority� Project type� Reason for the project� Group� Search Field� Template number� Sold-to party� System status

The �Detail Screen for Cost Planning in an Assigned SAP System� figure showsa screenshot of an internal order in the SAP system. In the lower part, you cansee the data that has been transferred from cProjects. If corresponding data ischanged in cProjects, the internal order is also changed in the next replication. If theorganizational assignment of the project definition changes in cProjects and thereforethe responsible cost center changes as well, then it is also adjusted in the master dataof the internal order during the next replication.

Figure 34: Detail Screen of Cost Planning in an Assigned SAP System


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Cost planning in cProjects is done on the basis of the project roles. In resourceplanning, work is already assigned to the individual project roles. This work ismultiplied with cost and revenue unit rates to determine the planned costs andrevenues. The �Details of Costing in cProjects 1� figure shows a screenshot of themaintenance of the cost and revenue unit rates in the cost planning view of resourceplanning. The cost and revenue unit rates are specified in the Customizing of cProjectsbeforehand. If the project roles have not been staffed yet, the cost and revenue unitrate of the project role is used for costing. If (part of) the project role is staffed by aresource, then the (proportionate) cost and revenue unit rate is used for costing. Forfurther details on the costing logic refer to the SAP Help Portal under the keyword�Costing Logic�.

Figure 35: Details of Costing in cProjects 1

The �Details of Costing in cProjects 2� figure shows the result of costing in cProjects.In this case, an additive cost estimate was carried out, an internal order does notexist yet. The data is then stored in cProjects. As soon as an internal order has beengenerated by a replication, the costing data is no longer stored in cProjects but in theSAP system. In this case, an additional pushbutton appears for calculating the costs ofthe internal order by means of Easy Cost Planning. This is a planning method withinthe SAP system that, of course, also works without cProjects. The correspondingpushbutton within cProjects takes you to the SAP system.


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Figure 36: Details of Costing in cProjects 2

Errors can occur in the replication of projects into the SAP system. These arecommented with messages, which can be analyzed with the Controlling Cockpit. Youcan get to the Controlling Cockpit in cProjects from the accounting view. But you canalso call it up in the SAP system using transaction COCPCPR.

A number of settings have to be made in the Customizing of cProjects in order for theaccounting integration of cProjects to work. The �Settings for Costing in cProjects�figure shows a screenshot of the corresponding settings in Customizing. In the firststep, you specify for the project types of cProjects if and from which status on areplication is to take place. In the second step you specify the SAP system in whichthe internal orders are to be generated. The third step specifies how the overviewscreen for each project type in the accounting section of cProjects is to be structured.


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Figure 37: Settings for Costing in cProjects

You define the cost and revenue unit rates of the project roles for cProjects in thefourth step. In the fifth step, these cost and revenue unit rates are replicated into theSAP system in which the internal orders are to be created later on. In the sixth step theproject types and reasons are replicated into the SAP system. In the seventh step, youmake all other accounting relevant settings in the SAP system of the internal orders.For example, you assign the cost and revenue unit rates to the cost types, activity typesand revenue types in the SAP system. For more information, refer to the configurationguide for cProjects. You can download the guide from the SAP Help Portal.


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Exercise 9: Costs

Exercise ObjectivesAfter completing this exercise, you will be able to:� Carry out cost planning based on assigned resources� Apply cost and revenue unit rates in cProjects� Use the accounting integration of cProjects

Business ExampleYou are responsible for the project management of the development of a new product.Your project has been structured completely and you have carried out date andresource planning. You still need well-founded cost planning before you receive thepermission to carry out the project. On the basis of the assigned resources and theirwork, calculate the costs of product development.

Task:In this exercise you will deal with cost planning in cProjects. In doing so, you willalso find out about a scenario in which the planned costs are integrated with anassigned SAP system.


2. Use the cost integration of cProjects in an SAP system. To do so, have aninternal order created automatically. cProjects is configured in such as way thatthe corresponding internal order is created as soon as the project definition is�flagged for replication� and saved.

3. Look at the detail view of the accounting integration.



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4. What is the name of the assigned internal order?

5. In which controlling area has the internal order been created?

6. What are the planned costs?

7. Assign the �Manager� cost unit rate to the �Project Manager� role.

8. Now re-cost the project.

9. What are the planned costs of the project?



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Solution 9: CostsTask:In this exercise you will deal with cost planning in cProjects. In doing so, you willalso find out about a scenario in which the planned costs are integrated with anassigned SAP system.



2. Use the cost integration of cProjects in an SAP system. To do so, have aninternal order created automatically. cProjects is configured in such as way thatthe corresponding internal order is created as soon as the project definition is�flagged for replication� and saved.

a) Select the project definition and choose the Structure tab page and set the�Flag for replication� status on the General tab page. Then save yourproject.

3. Look at the detail view of the accounting integration.

a) Choose the Accounting tab page and there choose the Detail Data link.

Hint: If you get the message �The project is still unknown inaccounting� message, choose the link Check again. You mighthave to repeat this several times.

4. What is the name of the assigned internal order?

Answer: The number is in the Order field in the Header Data section.

5. In which controlling area has the internal order been created?

Answer: The number of the controlling area is located in the Assignmentssection.

6. What are the planned costs?

Answer: So far, the planned costs amount to � 0. The planned costs can befound in the section Costs, Revenues, Budget, Payments.



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7. Assign the �Manager� cost unit rate to the �Project Manager� role.

a) Select the Resources tab page and choose the �Project Manager� role.Enter the �Manager� cost/revenue unit rate in the appropriate field onthe Costing tab page.

8. Now re-cost the project.

a) Choose the Accounting tab page and there choose the Costing link. Startcosting with the Calculate link.

9. What are the planned costs of the project?

Answer: The planned costs should amount to � 75000. Expand the projectdefinition to analyze the origin of the costs.




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Lesson Summary

You should now be able to:� Carry out cost planning based on assigned resources� Apply cost and revenue unit rates in cProjects� Use the accounting integration of cProjects

Related Information


help.sap.com


service.sap.com


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Lesson: Authorizations

Lesson OverviewThis lesson provides an overview of authorizations in cProjects. Both inherited andmanually entered authorizations are considered.


� Name the different authorizations in cProjects� Assign authorizations in cProjects

Business ExampleYou are responsible for the project management of the development of a new product.The project is to involve internal and external employees. In particular, customerswill also cooperate in the development. On the one hand, the customers are to beinvolved in the development while on the other hand, you want to conceal the detailsof the progress of the project. You can use authorizations to control the access toinformation on your project.

AuthorizationsAuthorizations ensure that only authorized persons can see or edit a project orparts thereof. Usually, the project manager takes care of the authorizations withinhis project. However, there are two different types of authorizations in cProjects:project-specific authorizations and general authorizations. The system administrationstores the latter in the authorization profiles in the user master. Project-specificauthorizations are, for example, granted for individual users for highly specific tasksor checklists in the project. The �Overview of Authorizations in cProjects� figureillustrates this context.

The maintenance of general authorizations is facilitated by assigning roles in theuser master record. The standard system includes six collective roles composed ofthree single roles:

� SAP_CPR_PROJECT_ADMINISTRATOR� SAP_CPR_TEMPLATE_ADMINISTRATOR� SAP_CPR_USER


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PLM510 Lesson: Authorizations

The single roles include authorizations that a user requires for working with cProjects.Usually, you do not assign these roles to users directly but only indirectly by means ofthe six collective roles. For details on single and collective roles in cProjects referto the configuration guide for cProjects. The configuration guide is located in theSAP Help Portal.

Figure 38: Overview of Authorizations in cProjects

You grant project-specific authorizations at the level of the individual project objects.When you create a project you get an authorization for administering the projectdefinition. Subordinate project objects inherit this authorization. In this case, youare an authorization holder of the �Admin� authorization. Authorization holderscan be users, user groups, organizational units or roles (not project roles). Possibleauthorizations are:

� Admin� Write� Read� No authorization� Resource management (project definition only)� Evaluation (project definition only)� Accounting (project definition only)

Apart from changes to the project objects, the �Admin� authorization also allows youto create and delete project objects and to grant authorizations to others. The �Admin�authorizations also includes the �Write� and �Read� authorizations.


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The �Write� authorization only allows you to make changes to the actual projectobject, such as enter actual data. However, certain tasks cannot be carried out withthe �Write� authorization: for example, you cannot delete project objects and youcannot grant authorizations.

The �No Authorization� authorization serves to remove user authorizations forindividual project objects. This way, you can revoke inherited authorizations.

The �Evaluation�, �Accounting� and �Resource Management� authorizations canonly be granted for the project definition. The �Analysis� authorization allows you toanalyze project objects for which you have a read authorization. The �Accounting�authorization allows you to do the costing, if you also have an �Admin� authorization.The �Resource Management� authorization allows you to search for and assignresources to the project.

The above description does not include all allowed or all prohibited activities of theindividual authorizations. There are many exceptions and special cases. Refer to theonline help of the SAP system for more details.

The �Authorizations in Detail� figure shows a screenshot of the authorizationmaintenance of a task. Here, you can manually change authorization or add furtherauthorization holders. Usually, project employees receive authorizations for a projectby being assigned to the project as a resource (business partner) in resource planning.You can do this by staffing project roles. You create project roles with reference topreviously specified project role types. These project role types determine the defaultauthorizations for these business partners.


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Figure 39: Authorizations in Detail

Subordinate project objects inherit authorizations. If you change the authorizationsof subordinate project objects, then these changes take priority over inheritedauthorizations.

In certain cases, authorizations have to be transferred to someone else. For example, ifa project manager is absent, someone else can fill in for him. For this, you can definea substitute on the �Substitute� initial view. For the duration of the substitution, thesubstitute receives the authorizations of the project manager to be substituted. Thesubstitution ends as soon as the substitute is deleted from the substitution list.

The super user has a special place in the authorization management of cProjects. Thisway, the authorization concept in cProjects is avoided. Hence, SAP recommends onlyusing super users in absolute emergencies. A super user is a user whose user masterrecord includes a role or profile that has the authorizations for the authorization objectACO_SUPER. This way, the super user can add authorization holders with the adminauthorization to any project. This is required whenever an �Admin� authorization isrequired but the holder of the authorization is absent, for example, due to illness.


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Exercise 10: Authorizations

Exercise ObjectivesAfter completing this exercise, you will be able to:� Name the different authorizations in cProjects� Assign authorizations in cProjects

Business ExampleYou are responsible for the project management of the development of a new product.The project is to involve internal and external employees. In particular, customers willalso cooperate in the development. On the one hand, the customers are to be involvedin the development, on the other hand, you want to conceal the details of the progressof the project. You can use authorizations to control the access to information onyour project.

Task:In this exercise, you will check the authorizations in your project and answer somequestions on authorizations.


2. Look at the authorizations of the project definition.

3. To which users are these authorizations assigned?

4. Which types of authorizations have been granted in your project?Choose the correct answer(s).□ A Read□ B Write□ C Administration□ D None□ E Archiving



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5. Does the �Admin� authorization include the write authorization?



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Solution 10: AuthorizationsTask:In this exercise, you will check the authorizations in your project and answer somequestions on authorizations.



2. Look at the authorizations of the project definition.

a) On the Structure tab page, choose the Authorizations tab page.

Hint: The Authorizations tab page is on the far right part of thescreen. It might not be visible. In that case, on the far right,choose the Menu Button link; then choose the Authorizations tabpage there.

3. To which users are these authorizations assigned?

Answer: Authorizations are assigned to your own user. Furthermore, users�WF-PS-1� and �WF-PM-1� can access the project. These last two users werealready assigned in the TEMP-101 project template.

4. Which types of authorizations have been granted in your project?

Answer: B, C

You can check the authorizations on the corresponding tab page. However,there is no authorization for archiving.

5. Does the �Admin� authorization include the write authorization?

Answer: Yes, the �Admin� authorization includes the write authorization butalso the authorizations for reading and for maintaining authorizations.




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Lesson Summary

You should now be able to:� Name the different authorizations in cProjects� Assign authorizations in cProjects

Related Information

� The SAP Help Portal provides further information:

help.sap.com

� The SAP Service Marketplace provides further information:

service.sap.com


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PLM510 Unit Summary

Unit SummaryYou should now be able to:� Create a time schedule using cProjects� Name the different objects involved in time scheduling� Edit the arrangement between tasks� Plan resources in cProjects� Assign roles to tasks and other objects in cProjects� Fill roles with internal or external employees� Carry out cost planning based on assigned resources� Apply cost and revenue unit rates in cProjects� Use the accounting integration of cProjects� Name the different authorizations in cProjects� Assign authorizations in cProjects


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Unit Summary PLM510


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Unit 5Implementation

Unit OverviewThis chapter provides an overview of the execution of projects in cProjects. It coversthe aspects of status management in cProjects, the confirmation of tasks and checklistitems as well as the approval of phases.


� Describe status management in cProjects� Release projects� Set tasks to �in process�� Confirm tasks in cProjects� Describe the confirmation of checklist items� Describe the approval process in cProjects� Assign persons who decide on the approval� Start and carry out approvals

Unit ContentsLesson: Status Management... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Exercise 11: Status Management .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117Lesson: Confirmation.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120

Exercise 12: Confirmation.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .123Lesson: Approval .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128

Exercise 13: Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .135


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Unit 5: Implementation PLM510

Lesson: Status Management

Lesson OverviewThis lesson provides an overview of status management in cProjects. The �Release�status is analyzed in particular as it is the prerequisite for the execution of a project.


� Describe status management in cProjects� Release projects� Set tasks to �in process�

Business ExampleYou are responsible for the project management of the development of a new products.The project has already been approved and resource planning has been completed.The project can be executed. You want to the able to analyze the processing statusof the project quickly. Furthermore, you want to prevent that parts of the project areprocessed that are �not due yet�. Status management in cProjects helps you achieveboth of these objectives.

Status ManagementThe different processing states of the project objects are documented by meansof different statuses. When project objects are created, they all receive the status�Created�. In this status, editing, master data maintenance, and planning are allowed.The execution of the project or parts of the project are documented with the status�Released�. The �Overview of Status Management� figure shows the status thatdifferent projects can receive. Status management does not only document aprocessing status, it also controls which activities can be carried out next.

The release is a major prerequisite for the execution. Accordingly, the executionof a project starts with the manual release of the project definition. This release isinherited to the first phase and its subordinate tasks, checklists and checklist items.The �Release in cProjects� figure shows a screenshot of the table-style processingof the project structure. The project definition is released and the status has beeninherited. However, there are some conditions that must be met for the release to beinherited: Phases require a phase type, tasks require a task type, and checklists requirea checklist type. Requests cannot be cancelled.


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PLM510 Lesson: Status Management

Figure 40: Overview of the Status Management


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The release has a different significance for the different project objects:

� Project definition

� The project has been released for processing� The project is no longer scheduled automatically� You can no longer change the project type� The first phase of the project is released

� Phase

� The phase is released for processing� The lower-level project objects are no longer scheduled automatically� You can no longer change the phase type� Existing checklist references are exploded� Lower-level tasks and checklists are released for processing� You can no longer move the phase and not insert another phase before

this phase

� Checklist

� The checklist is released for processing� You can no longer change the checklist type� The lower-level checklist items are released for processing

� Checklist item

� The checklist item is released for processing� The lower-level tasks are released for processing

� Task

� The task is released for processing� You can no longer change the task type� The lower-level tasks are released for processing

Hint: You can manually release tasks and checklists before releasing thephase.

The first phase of a project is released by the release of the project definition. The nextphase of the project can only be released once the preceding phase has been accepted(depending on the settings of the phase type a different response is also possible).The approval process is documented by means of three statuses: �For Approval�,


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�Approval Granted� and �Approval Rejected�. The approval process only exists forphases. After the approval of the phase, neither the phase nor its subordinate projectobjects can be changed. The �approval� lesson provides details on the the approval ofa phase and the release of the following phase.

Figure 41: Release in cProjects

During the execution, tasks can receive the status �in process�. It documents a taskthat has been commenced but not completed.

When a project definition, phase or task is completed successfully, this is documentedwith the status �Closed�. The project objects can then no longer be changed. However,you can reset the status. If a checklist or a checklist item is completed successfully,this is documented with the status �Done�. However, this status can only be set if the�OK� indicator was set in the context of the confirmation. See the �Confirmation�lesson for details.

Apart from the system status dealt with so far, there is the additional option of using astatus profile to define your own statuses, so-called user statuses. The maintenance ofthe status profiles takes place in the basic settings in the Customizing of cProjects.The maintenance is identical to that of the status profiles in ordinary SAP systems. Assoon as a profile has been created for the object types of cProjects, you can assignthe status profile and the user status to the project objects in cProjects. The requiredobject types in cProjects are called DX1, DX2, ..., DX9, DXA and DXR.


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Exercise 11: Status Management

Exercise ObjectivesAfter completing this exercise, you will be able to:� Release projects� Set tasks to �In Process�

Business ExampleYou are responsible for the project management of the development of a new product.The project has already been approved and resource planning has been completed.The project can be executed. You want to the able to analyze the processing statusof the project quickly. Furthermore, you want to prevent that parts of the project areprocessed that are �not due yet�. Status management in cProjects helps you achieveboth of these objectives.

Task:In this exercise you will release parts of the project so that the project can be processed.


2. Release the project definition.

3. Which parts of the project have been released?

4. For the tasks �Coordination� and �Monitoring� set the status to �In Process�.For the �Reporting� task, set the status to �Terminate�.

5. Optional: Release the checklist �Checklist Project Set Up� of the �DetailedPlanning� phase.



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Solution 11: Status ManagementTask:In this exercise you will release parts of the project so that the project can be processed.



2. Release the project definition.

a) On the Structure tab page, choose the Status tab page. In the Change Statusfield, select the �Release� entry.

3. Which parts of the project have been released?

Answer: Choose the Table link. You can analyze the statuses of all parts of theprojects at the same time. The release has been inherited. It is handed down tothe first phase of the project as well as to the lower level objects of this phase. Inthis case the lower level tasks are released.

4. For the tasks �Coordination� and �Monitoring� set the status to �In Process�.For the �Reporting� task, set the status to �Terminate�.

a) In the table view for the tasks �Coordination�, �Monitoring� and�Reporting� set the appropriate status in the Change Statuscolumn.

5. Optional: Release the checklist �Checklist Project Set Up� of the �DetailedPlanning� phase.

a) In the table view, expand the �Detailed Planning� phase and there selectthe �Checklist Project Set Up� checklist. Select the release in the ChangeStatus column.




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Lesson Summary

You should now be able to:� Describe status management in cProjects� Release projects� Set tasks to �in process�


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Lesson: Confirmation

Lesson OverviewThis lesson provides an overview of different confirmation options in cProjects. Itdeals with the confirmation of tasks as well as the confirmation of checklist items.


� Confirm tasks in cProjects� Describe the confirmation of checklist items

Business ExampleYou are responsible for the project management of the development of a new product.Development has already started. The involved employees are supposed to documenttheir activities by confirming working hours and dates. This way you keep anoverview of the process of the project and can see deviations early.

ConfirmationYou use confirmations to document the processing status of project objects.Confirmations are used to enter actual data for project objects. In cProjects, you canconfirm tasks and checklist items. However, confirmations can only be entered if thetask or the checklist item has the status �Released� or �In Process�.

The �Confirmation of Tasks� figure shows a screenshot of the maintenance of theconfirmation data of a task. On the �Additional Data� tab page, the confirmationdata is entered in a separate section. Here, you can store the work done and a degreeof processing. The remaining work usually corresponds to the difference betweenplanned and actual work. If you set the �Remaining Work Manually� indicator, thenthe remaining work is not calculated but can be entered directly. The degree ofprocessing depends on the planned, actual or remaining work. In addition to the work,the actual start date and the actual end date can also be specified.


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PLM510 Lesson: Confirmation

Figure 42: Confirmation of Tasks

You can set the �In Process� status during the processing of a task. It documents thatthe task has been commenced but not yet completed. The �In Process� status is set inaddition to the �Released� status. As soon as the task has been processed completelyyou can set the �Closed� status. The confirmed data can then not be changed anymore.However, you can reset the status. Sometimes a task is not completed but terminated.For this, there is also a separate �Canceled� status. When this status is set, the task canno longer be changed and arrangements with other tasks are deleted.

You can also enter confirmations for checklist items. Unlike for tasks, you do not storework, remaining work or degree of processing here. The confirmation of a checklistitem documents whether the checklist item was successfully completed or not and atwhich time the checklist item was completed. The �Confirmation of Checklist Items�shows a screenshot of the �Additional Data� tab page of a checklist item. You enterthe confirmation data on this tab page.

The prerequisites for entering the confirmation data of a checklist item are identical tothose of a task: The �Released� status or the �In Process� status must be set. If the�Done� status is to be set in addition to the confirmation data, then all subordinatetasks of the checklist item must be complete.


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Figure 43: Confirmation of Checklist Items

If a checklist item is to be closed completely, then you can set the �Done� status.The prerequisite is that the checklist item has been confirmed as �OK� or �Not OK�beforehand. Sometimes a checklist item is no longer relevant for continuing theproject. In this case you can set the �Not Relevant� status. If all checklist items of achecklist are �Done� or �Not Relevant�, then you can also set the �Done� statusfor the actual checklist.

In the confirmation, you can store three additional, optional key figures:

� Description (description of the consequences of an error)� Discovery (probability of discovering an error)� Occurrence (probability that errors occur)

All three key figures can receive values between 1 (low risk) and 10 (high risk). Therisk priority figure is the product of these three key figures. This key figure is usedto carry out the actual risk assessment. The higher the risk priority figure, the moreimportant the elimination of the error causes.


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Exercise 12: Confirmation

Exercise ObjectivesAfter completing this exercise, you will be able to:� Confirm tasks in cProjects� Close tasks in cProjects� Describe the confirmation of checklist items

Business ExampleYou are responsible for the project management of the development of a new product.Development has already started. The involved employees are supposed to documenttheir activities by confirming working hours and dates. This way you keep anoverview of the process of the project and can see deviations early.

Task:In this exercise you will confirm individual tasks, you will enter work and close tasks.


2. Confirm 45 hours of work for the �Coordination� task. The task started todayand finishes today. Therefore, 100% of the task have been processed.

3. Is the �Coordination� task relevant for approval?

4. Close the �Coordination� task.



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5. What changes can you see?

6. Optional: Confirm 20 hours and a degree of processing of 40% for the�Monitoring� task. Enter the current date as the actual start date and leave theactual finish open.

7. Optional: Look at the graphical date depiction of the �Project Management�phase.

8. Optional: Confirm the checklist item �Refine Scope & Constraints� as �OK�for today.



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Solution 12: ConfirmationTask:In this exercise you will confirm individual tasks, you will enter work and close tasks.



2. Confirm 45 hours of work for the �Coordination� task. The task started todayand finishes today. Therefore, 100% of the task have been processed.

a) The �Coordination� task is assigned to the �Project Management� phase.Select the �Coordination� phase and choose the Additional Data tab page.Enter the data in the corresponding fields of the Confirmation section.

3. Is the �Coordination� task relevant for approval?

Answer: No, it is not approval -relevant. The corresponding indicator has notbeen set on the Additional Data tab page.

4. Close the �Coordination� task.

a) Change to the Status tab page and select the �Close� entry in the ChangeStatus field.

5. What changes can you see?

Answer: The actual data and a range of additional data cannot be changedanymore. For this, take a look at the tab pages Customizing and Additional Data.

6. Optional: Confirm 20 hours and a degree of processing of 40% for the�Monitoring� task. Enter the current date as the actual start date and leave theactual finish open.

a) Proceed as described in the previous exercise.

7. Optional: Look at the graphical date depiction of the �Project Management�phase.

a) Choose the Graphic link. In the graphic, you can distinguish between thecompletely processed tasks and the partially confirmed tasks.



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8. Optional: Confirm the checklist item �Refine Scope & Constraints� as �OK�for today.

a) Select the Details link and expand the �Detailed Planning� phase. Alsoexpand the �Checklist Project Set Up� checklist. Select the �Refine Scope& Constraints� checklist item and choose the Additional Data tab page.Enter the required data in the fields Actual Date and Result. Following that,set �Done� on the Status tab page.




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Lesson Summary

You should now be able to:� Confirm tasks in cProjects� Describe the confirmation of checklist items


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Lesson: Approval

Lesson OverviewThis lesson provides an overview of the approval process in cProjects. In this case,the connection between the approval of one phase and the release of the followingphase is particularly interesting.


� Describe the approval process in cProjects� Assign persons who decide on the approval� Start and carry out approvals

Business ExampleYou have taken on the project management for developing one of your company�s newproducts. The project started some time ago. You are now at a point in time where thefirst phase can be completed and the next phase can be started. How do you ensurethat the first phase is actually completed successfully? Use the approval process incProjects. This way, you can ensure that the decision makers of a phase documenttheir opinion on the processing state of the phase. Following that, the decision ofcompleting the phase is up to you, the project manager.

ApprovalApprovals are part of the processing of phases of a project. They document that thoseresults have been achieved in a phase that are the prerequisites for the followingphases or the completion of the project. The approval is handled by one or moredecision makers picked by the project manager. The decision makers grant or rejectthe individual approval based on an approval document. The final approval of thephase usually takes place when all individual approvals have been given. After theapproval has been completed, the processing of the next phase can commence. Anapproval cannot be revoked. After the approval , the editing of the phase data islimited. For example, you can only confirm tasks that are not approval-relevant.However, the phase is only formally complete when the �completed� status is set.


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PLM510 Lesson: Approval

From this time on, the phase data can no longer be changed. The project can be closedas soon as the last phase has been accepted. The figure �Overview of the Approval�provides an overview of the individual approval steps.

Hint: You do not have to use the entire approval process. Whether or not anapproval is required depends on the settings of the phase type. The phasetype controls the approval process in detail. For example, it regulates whathas to happen if one of the decision makers refuses to give the approval butthe others don�t.

Figure 44: Overview of the Approval

The following describes the individual approval steps of a phase in detail. In the firststep of the approval, the project manager creates the approval. More specifically, hecreates a version of the approval. Aapprovals can be interrupted and continued in alater version. To create an approval, the project manager selects the relevant pageand chooses the �Approval � tab page. There, there is a pushbutton for creating theapproval. The approval can then be completed with detailed data, such as descriptionand comment.

In the second step, the project manager specifies the decision makers. The decisionmakers are those persons who grant or reject the approval. The figure �AssigningDecision Makers to the Approval� shows a screenshot of this assignment. The project


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manager selects one of the project roles first and can then assign one of those personsas the decision maker, who have this project role. A prerequisite for approval is thusthe resource planning plus the staffing of the project roles.

Figure 45: Assigning Decision Makers to the Approval

In the third step, the project manager starts the approval. The figure �AssigningDecision Makers to the Approval � emphasizes the pushbutton for starting theapproval in the lower area. As soon as the approval is started, the system generates anapproval document with the relevant data of the phase. For the decision makers, theapproval appears under �My Approvals� in the initial screen �Approvals�. In addition,the actual phase contains the release for the status �for approval�.

In the fourth step the decision makers process the approval. With the individualapproval, every individual decision maker decides whether the planned results of aphase have been achieved or not. The �Granting an Individual Approval� figureshows a screenshot of the individual approval by a decision maker. The decisionmaker can add a comment to the approval, he can grant or reject it. In this case thedecision maker has to authenticate themselves. This usually happens by means of his


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password. Depending on the system settings, the authentication can also take place bymeans of a digital signature. The data is transferred after that. The individual approvaldoes not change the status of the phase.

Hint: Before the data transfer, the decision can still be changed with the�Change decision� pushbutton. As soon as the authentication has taken placeand has been accepted, it can no longer be changed!

Figure 46: Granting an Individual Approval

In the fifth step, the phase is accepted as a whole by the project manager. Ideally,all individual approvals have been given first. The �Grant Approval� figure showsa screenshot of the granting of the approval of the phase. The project manager onlyhas to press the corresponding pushbutton. In addition to the �Released� status thephase then has the status �Approval Given�. The approval cannot be taken back asthe processing of the phase data is only possible to a limited extend. By acceptingthe phase, the next phase is usually released for execution. The actual phase is (fully)completed by setting the �Completed� status. This step can also be automated bymaking the corresponding settings for the phase type. You can no longer changethe phase once it has been completed.


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Figure 47: Grant Approval

The above remarks describe the ideal case. They assume that all approvals are granted,that the approval is not cancelled and has to be resumed. The remarks do not takedifferent approval versions into account either. The SAP Help Portal offers assistancewith these topics. Furthermore, you can use the online documentation of cProjects.

The approval process can be controlled in very different ways by using the phase type.The �Phase Type� figure shows a screenshot of the phase type in the Customizing ofcProjects. The figure emphasizes three indicators:

� Carry out approval: Here, you specify whether an approval process is actuallynecessary

� Grant with individual rejected approvals: Here, the approval in case of rejectedindividual approvals is either permitted or prohibited. Individual approvals maynot remain open in any case.

� Release of the next phase only after approval: Here, you set whether the nextphase may already be released even though the preceding phase has not beenaccepted yet.


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Figure 48: Phase Type

The other indicators are used to suggest the print template of the approval documents,to set whether the system automatically assigns decision makers, if this has not beendone manually already; whether it is possible to change the decision makers eventhough the approval process has already commenced; whether the approval takesplace automatically as soon as all individual approvals are available, and whether thephase automatically receives the �Completed� status as soon as the approval hasbeen granted.


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Exercise 13: Approval

Exercise ObjectivesAfter completing this exercise, you will be able to:� Describe the approval process in cProjects� Assign persons who decide on the approval� Start and execute approvals

Business ExampleYou have taken on the project management for developing one of your company�snew products. The project has been worked on for some time. You are now at a pointin time where the first phase can be completed and the next phase can be started. Howdo you ensure that the first phase is actually completed successfully? Use the approvalprocess in cProjects. This way, you can ensure that the decision makers of a phasedocument their opinion on the processing state of the phase. Following that, it is yourdecision as the project manager to complete the phase.

Task:In the exercise, you will learn about the individual steps of the approval of a phase andcarry them out yourself.


2. The �Project Management� phase is to be completed. Start the approval ofthe phase.

3. This takes you to a new detail screen. Here, you enter the description �ProjectManagement Approval � and enter a description.

4. Assign yourself as a decision maker.

5. Start the approval.

6. Run the approval. Enter a comment.

7. Open your project again and grant the approvalof the entire �ProjectManagement� phase.



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8. What happens with the �Project Management� phase and the next phase?



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Solution 13: ApprovalTask:In the exercise, you will learn about the individual steps of the approval of a phase andcarry them out yourself.


a) On the initial page, choose your project by means of a single mouse click.

2. The �Project Management� phase is to be completed. Start the approval ofthe phase.

a) Select the �Project Management� phase and choose the Approval tab page.Choose the Create link.

3. This takes you to a new detail screen. Here, you enter the description �ProjectManagement Approval � and enter a description.

a) Enter the data

4. Assign yourself as a decision maker.

a) On the Decision Maker tab page, choose the Add link. This takes you toanother detail screen. In the Role field, select the �Project Manager� entry.In the Decision Maker field, you can now choose yourseld and assignyourself with the Apply link.

5. Start the approval.

a) Choose the Start Approval link.

6. Run the approval. Enter a comment.

a) Choose the Approvals tab page. Now save your data, if appropriate. Youget a list with the approvals assigned to you. Choose the first one. Enter acomment and choose the Grant Approval link. Enter you password andchoose Apply.

7. Open your project again and grant the approvalof the entire �ProjectManagement� phase.

a) Choose the Projects tab page, choose your project from the initial screen.Select the �Project Management� phase and choose the Approval tab page.Choose the Grant Approval link.



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8. What happens with the �Project Management� phase and the next phase?

Answer: Look at the table view. Choose the Table link to do so. The �ProjectManagement� phase is set to the �Completed� status. The phase and subordinateobjects can no longer be changed. The next phase, �Detailed Planning�, isreleased together with its subordinate objects.




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Lesson Summary

You should now be able to:� Describe the approval process in cProjects� Assign persons who decide on the approval� Start and carry out approvals


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Unit Summary PLM510

Unit SummaryYou should now be able to:� Describe status management in cProjects� Release projects� Set tasks to �in process�� Confirm tasks in cProjects� Describe the confirmation of checklist items� Describe the approval process in cProjects� Assign persons who decide on the approval� Start and carry out approvals


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Unit 6Reporting

Unit OverviewThis chapter provides an overview of different reporting options in cProjects. It showsall reports that can be called up directly. Furthermore, it illustrates how thresholdvalues can be used for quick estimates of projects.


� Analyze project status reports in cProjects� Call up standard reports in cProjects� Use threshold values in cProjects� Trigger alerts in cProjects

Unit ContentsLesson: Reporting .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142

Exercise 14: Reporting .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149Lesson: Threshold Values ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152

Exercise 15: Threshold Values .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157


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Unit 6: Reporting PLM510

Lesson: Reporting

Lesson OverviewThis lesson provides an overview of project status reports and reporting in cProjects.


� Analyze project status reports in cProjects� Call up standard reports in cProjects

Business ExampleAfter planning and executing the project, reports are required for information aboutthe status of the project. Sometimes it is necessary to record the status of the projectand to comment on it. Project status reports and standard reports in cProjects supportyou with these tasks.

Project Status ReportsYou can use project status reports to record important project data and comment onit at any time. Project status reports can be sent as e-mail attachments. You can setwhich data is stored in a project status report and where this report is actually stored.The project status reports are stored as interactive PDF documents. Project statusreports are depicted in a report folder within the project. In addition to project statusreports, you can also assign supplementary documents here.

The �Create Project Status Report� figure shows a screenshot of the creation of thereport in cProjects. When you edit a project, you get the �Status Reports� tab page.Depending on the project type of the project, you can select different templates forthe project status report. The templates determine the entire procedure of the projectstatus report. Once a template has been selected, you can look at it and supplementit using the �Preview� button.


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PLM510 Lesson: Reporting

Figure 49: Create Project Status

The �Maintain Project Status Report� shows a screenshot of editing a project statusreport. In predefined commentary fields, you can supplement the report with yourown information. The other fields show information on evaluating the project. Youuse the �Save� pushbutton to save the project status report including the comments.In doing so, you can store the report within cProjects or by means of the DocumentManagement System (DMS) of the SAP system. You define the type of storage withinthe project type in the Customizing of cProjects.

The bottom left area of the �Maintain Status Report� screen shows the reports folder.Here, the project status reports are structured hierarchically. The report folder isused for navigating between the individual reports. Above the report folder, there arepushbuttons for creating new project status reports, sending out reports or deletingthem. The �New Document� pushbutton is used to copy any files, which might bestored on your computer�s hard drive, for example, as documents into the reportfolders in cProjects.


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Figure 50: Maintaining the Project Status Report

The exact look of a project status report depends on the template that was used. The�Settings for Project Status Reports� figure emphasizes the main sections for settingup the project status reports in the Customizing of cProjects. The standard systemalready contains a template that you can use immediately. Templates are stored asprint forms. The name of the print form is DPR_STATUS_REPORT_PDF. You canalso use this form as a copy template for own project status reports. As soon as youhave created a form or decided to use the standard form, you have to assign it to theproject type. You can also assign several forms to the same project type. Finally,you have to adjust the actual project type. Here, you set up whether it is possibleto create project status reports at all and, if so, where they can be stored. They areeither stored in cProjects or in the DMS.


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Figure 51: Settings for Project Status Reports

If you do not store the project status reports in cProjects but in the DocumentManagement System of an SAP system, then you also have to choose appropriatesettings there. The cProjects configuration guide describes these settings.

ReportingReports provide you with an overview of the data of your project. You can use currentproject data as the data basis or use the last version of the data that was stored in thebackground. You can create reports for operational projects as well as for projectversions. In order to be able to run reports, choose �Reports� on the initial screen andthen choose the �Reports� tab page on the following screen. Ten active reports arealready shipped with cProjects:

� Tasks and task assignment� Completed checklist items� Completed documents� Project resources and role staffing� Project roles and staffing� R3 objects� R3 project progress� R3 project costs/revenues� Deadlines for project with R3 objects� Deadlines and expenses


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The �Report of Completed Checklist Items� figure shows a screenshot of the reportof the same name. The left half shows a navigation area similar to that of projectmaintenance. The right half shows a number of columns with data for the respectiveproject object. In this specific case, you get an overview of the number of checklistitems that have already been taken care of, are obligatory, and so on. The navigationarea is interesting in that not all project objects are depicted here: tasks and checklistitems are missing. This and the selection of the columns is stored in the settings of thereport in the Customizing of cProjects.

Figure 52: Report of Completed Checklist Items

You can export the data in a report in order to display it in a table calculation. The�Report of Completed Checklist Items� emphasizes the pushbuttons for exportingreports on the right side. The system exports data either in the comma separatedvalues (CSV) format and stores it either in a file or opens it directly in Microsoft®Excel. However, you can also open the file with another table calculation that iscapable of converting CSV files.

Additional icons can appear in the navigation area of a report. They are used topoint out particularities in the project. These are often deviations. They are storedas threshold values in the system. If these threshold values are reached, the systemwarns with the corresponding icons. In some cases, messages are also sent by e-mail.Such messages are called alerts. Alerts and threshold values are not only relevant forreports in the context of reports, they are also used for editing the structure. We willcover alerts and threshold values in a separate lesson.

The above-mentioned reports are included in the standard system. In the Customizingof cProjects, they are stored as report layouts. You can also create your own reportsusing suitable report layouts. Here, you are confronted with four additional terms:extract layouts, iterators, objects and attributes. The �Overview of Settings� figureshows these terms and how they are connected.


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Figure 53: Overview of Settings

cProjects provides attributes for generating reports and threshold values. In thereports, these attributes form columns. An example of an attribute is Actual_Finish.In cProjects, the actual finish only exists for certain objects. Only checklist items andtasks are maintained with an actual finish. This connection between attribute andobject is created in the Customizing of cProjects. The corresponding transactioncode is DPR_EVE_ATTR_OBJ.

The �Settings for Reports� figure shows a screenshot of the required Customizingsettings. The thus specified attributes with the corresponding objects can only be usedto define extract layouts. Extract layouts are composed of certain, usually not all,attributes and objects. The actual extract layouts are not reports but they represent thebasis for the reports or rather report layouts. An iterator is assigned to each extractlayout. An iterator determines, which object are processed in which order in a report.Only SAP currently provides iterators and they cannot be changed.


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Figure 54: Settings for Reports

The actual reports are specified by means of report layouts. A report layout specifiesthe columns of the layout by assigning the attributes of a certain extract layout.Furthermore, you specify the objects to be displayed in the navigation area. In the�Settings for Reports� figure, the creation of report layouts is emphasized. In the mostsimple case, it suffices to define a new report layout for an extract layout supplied inthe standard system in order to create your own reports.

The �Settings for Reports� figures has an entry �Assigning the Layout to the ProjectTypes�. The entry is not relevant for reports. However, it is required in the context ofalerts, message levels and threshold values.


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Exercise 14: Reporting

Exercise ObjectivesAfter completing this exercise, you will be able to:� Call up standard reports in cProjects

Business ExampleAfter planning and executing the project, reports are required for information aboutthe status of the project. Sometimes it is necessary to record the status of the projectand to comment on it. Project status reports and standard reports in cProjects supportyou with these tasks.

Task:In this exercise, you will call up some standard reports. You will be asked questionsthat you can answer by means of these standard reports.

1. Call up the report �Project Roles and Staffing� for your project.

2. What is the total expense in your project? How much work has been confirmed?How much work has been confirmed for the �Monitoring� task?

3. Now call up the �Completed Checklist Items� report

4. How many checklist items are OK? How many checklist items are obligatory?Which checklist items are obligatory?

5. Optional: Assign the report to favorites and look at the favorites list. What canyou see in the favorites list?


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Solution 14: ReportingTask:In this exercise, you will call up some standard reports. You will be asked questionsthat you can answer by means of these standard reports.

1. Call up the report �Project Roles and Staffing� for your project.

a) Choose the Reports tab page to call up standard reports. Choose the report�for operational projects� and the next tab page Reports. Choose therequired report, select your project, and start the report with �Current Data�.

2. What is the total expense in your project? How much work has been confirmed?How much work has been confirmed for the �Monitoring� task?

a) You can determine the expense and the confirmed work on the right side,from the respective columns. Expand the report using �Expand All� toanalyze the work for the tasks.

3. Now call up the �Completed Checklist Items� report

a) Select the required report and confirm again using Current Data.

4. How many checklist items are OK? How many checklist items are obligatory?Which checklist items are obligatory?

a) Look at the columns in question to determine the number of the respectivechecklist items. You cannot analyze individual checklist items in thisreport, hence it is impossible to say which checklist item is obligatory.You would need a separate report for that. Alternatively, you can analyzethe structure yourself.

5. Optional: Assign the report to favorites and look at the favorites list. What canyou see in the favorites list?

a) Choose Add to Favorites. The Favorites tab page takes you to the favoriteslist. There, you can see the favorite reports of individual projects. You candirectly open favorite reports with saved data or current data.


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Lesson Summary

You should now be able to:� Analyze project status reports in cProjects� Call up standard reports in cProjects

Related Information

� For notes on the settings for the project status reports, please also refer to theconfiguration guide for cProjects. The guide is stored in the SAP Help Portal.


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Lesson: Threshold Values

Lesson OverviewThis lesson provides an overview of the use of threshold values. Furthermore, thislesson describes the alerts triggered when threshold values are exceeded and alerts ingeneral.


� Use threshold values in cProjects� Trigger alerts in cProjects

Business ExampleProject managers often have to get an overview of their projects in a short space oftime. Reports are especially suitable for this. However, it takes a lot of time to read acomprehensive report and then laboriously interpret it. In cProjects, threshold valuesare used to get quick estimates of projects. If they are exceeded, appropriate icons areimmediately displayed in reports and in the project processing.

Threshold ValuesFor project managers, it is very useful when they are informed of particularities intheir projects by means of simple icons. In cProjects, this is achieved by means ofthreshold values and severities. The symbols appear as icons in the navigation area ofthe maintenance of the structure and in reports.

A threshold value is a condition for a project object that is checked in a report, forexample. If it is met, an icon is displayed in the report. The icon corresponds to theicon of the severity that is assigned to the threshold value. For example, it is possibleto display a yellow traffic light for tasks that are up to one week behind schedule. Ared traffic light could be displayed for even longer delays. The same icons can also bedisplayed in project maintenance.

Threshold value violations can be triggered in several ways:

� Manually in the project object� Automatically in certain reports� Automatically for certain project types


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PLM510 Lesson: Threshold Values

The �Manual Threshold Value� figure shows a screenshot of the manual maintenanceof a threshold value or severity for a phase. You specify the threshold values andseverities in the Customizing of cProjects (no settings have been maintained in thestandard system). The icon corresponding to the severity is displayed in the navigationarea. On the lower part of the screenshot you can see notes regarding automaticallydetermined threshold violations. In this concrete case, no threshold violations havebeen determined automatically.

Figure 55: Manual Threshold Value

In order to enable the automatic determination of threshold values, three settingsare required in Customizing. The �Setting Threshold Values and Severities� figureshows a screenshot of the corresponding settings. If the settings have been maintainedappropriately, then you can, for example, assign all checklists within structuremaintenance with �traffic lights� that show whether all lower level checklist itemshave been addressed. If the icons are only supposed to appear in reports but not instructure maintenance, you have to delete the appropriate entry for the extract layoutfor the project type.


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Figure 56: Setting Threshold Values and Severities

Hint: In Customizing, you can specify that certain severities can only beset by the system and not manually.

Hint: Threshold value violations are linked to extract layouts. You canonly use those attributes for threshold value valuations that have also beenspecified in the corresponding extract layout. If certain values are alwayssupposed to be used for threshold values but not supposed to be displayed ascolumns in the report layouts, activate the �Always Extract� indicator in theattribute assignment of the extract layout.

Depending on the system settings, threshold value violations and thus the setting ofthe severities can have the effect that automatic messages are sent to responsiblepersons in the form of e-mails. These messages are called alerts. The settings for thisare stored in the definition of the severities.


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AlertsAn alert is a message used to inform the people involved in an object of certainchanges. For example, the person responsible for a checklist can be informed viae-mail that all items of the checklist are done. There are different ways of triggeringalerts:

� If all tasks of a checklist item are closed or if all checklist items of a checklistare done, the person responsible for the checklist item or checklist receives acorresponding alert message.

� In the case of a threshold violation for a project objects, alerts are also sentout to all responsible persons.

� If there is a threshold violation for an assignment, staffing, business partner orobject link, alerts are also sent out to the responsible persons.

For project objects and object links, additional alerts can be sent out if the severitywas set manually or if there is a threshold value violation for a subordinate object.

You establish the connection between alert and threshold violation in the Customizingof cProjects. When you define severities (not threshold values), you can assignalert categories. Here, use the alert category �CPROJECTS_SEVERITY� providedin the standard system.

Alerts can also be triggered in connection with multi-project management. However,multi-project management is not covered in this course. Multi-project managementdeals with subprojects, mirror tasks, and programs. For details on multi projectmanagement refer to the online help of the SAP Help Portal.

You need to have a recipient or rather an e-mail address so that messages can be sentout. This e-mail address is either contained in the data for the business partner or usedfrom the user master data record. The e-mail address of the business partner is onlyused if no user is assigned to the business partner.

Hint: If a user is assigned to the business partner, the system uses the e-mailaddress of this user. If the user of the business partner does not have anaddress, the system cannot send out any e-mails, even if an e-mail address isspecified for the business partner.

The alerts are sent to the person who is responsible for the affected object, forexample, to the project manager, if the alert affects the project definition. With theexception of the tasks, this assignment to project objects is clear. In the case of tasks,not only the persons responsible for the tasks are alerted but also those persons whohave project roles assigned to the tasks.

Alerts are checked and sent every time you save the project or create a report.


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Exercise 15: Threshold Values

Exercise ObjectivesAfter completing this exercise, you will be able to:� Use threshold values in cProjects� Trigger alerts in cProjects

Business ExampleProject managers often have to get an overview of their projects in a short space oftime. Reports are especially suitable for this. However, it takes a lot of time to read acomprehensive report and then laboriously interpret it. In cProjects, threshold valuesare used to get quick estimates of projects. If they are exceeded, appropriate icons areimmediately displayed in reports and in the project processing.

Task:In the following exercise, you will set a manual threshold value and trigger an alert.

1. Open your project and set the threshold value �OK(IDES)� for the �ProjectManagement� phase.

2. Set the threshold value �Not OK(IDES)� for the �Detailed Planning� phase.

3. Enter yourself as the person responsible for the checklist �ChecklistSpecification�.

4. Take care of the checklist item �Review Specification�. It is OK and completed.

5. Call up the �Completed Checklist Items� report for your project. What do yousee?

6. Optional: Check your mail inbox. You should have received an alert message.


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Solution 15: Threshold ValuesTask:In the following exercise, you will set a manual threshold value and trigger an alert.

1. Open your project and set the threshold value �OK(IDES)� for the �ProjectManagement� phase.

a) Expand the complete structure of your project and select the �ProjectManagement� phase. Choose the Status tab page and in the ThresholdValue Violation section set the �OK(IDES)� threshold value.

2. Set the threshold value �Not OK(IDES)� for the �Detailed Planning� phase.

a) Select the �Detailed Planning� phase and set the corresponding thresholdvalue analogous to the previous task.

3. Enter yourself as the person responsible for the checklist �ChecklistSpecification�.

a) Select the checklist �Checklist Specification� and select the Basic Data tabpage. Enter the business partner corresponding to your user as the personresponsible. If that does not work, choose Doro Buttfly. If the checklisthas not been released, do so now.

4. Take care of the checklist item �Review Specification�. It is OK and completed.

a) Select the checklist item �Review Specification�. Choose the AdditionalData tab page and there set the result of the checklist item to done. Choosethe Status tab page and there set the status to �Done�. Save your project.

5. Call up the �Completed Checklist Items� report for your project. What do yousee?

a) First, choose the Reports link and then Report. Choose the �CompletedChecklist Items� report, enter you project and select Current Data..

The report shows threshold value violations for some checklists by meansof different traffic lights. Manual threshold value violations are notdisplayed.

6. Optional: Check your mail inbox. You should have received an alert message.

a) If a user including an e-mail address is assigned to your business partner,then the alert message was sent to this address. The alert was triggeredwhen you completed a checklist item with �OK�.


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Lesson Summary

You should now be able to:� Use threshold values in cProjects� Trigger alerts in cProjects


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Unit Summary PLM510

Unit SummaryYou should now be able to:� Analyze project status reports in cProjects� Call up standard reports in cProjects� Use threshold values in cProjects� Trigger alerts in cProjects


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Test Your Knowledge

1. Is it possible to execute reports directly in cProjects or do you require anadditional SAP BW system?

2. Do alerts always assume threshold value violations? Are there also alerts withoutthreshold value valuations?


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Answers

1. Is it possible to execute reports directly in cProjects or do you require anadditional SAP BW system?

Answer: Reports are possible directly in cProjects. You can use report layoutsto create your own reports as well. You can use an SAP BW system in additionto reports.

2. Do alerts always assume threshold value violations? Are there also alerts withoutthreshold value valuations?

Answer: Yes, in the context of checklists and checklist items, alerts can also betriggered without threshold value violations.


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Unit 7Documents and Integration

Unit OverviewThis chapter provides an overview of different integration options for cProjects. Thischapter covers the integration with the Document Management System of an SAPsystem and how the individual objects from cProjects (such as the phase) are linkedto objects of an assigned SAP system (such as work breakdown structure element).Furthermore, the integration with cFolders is also described.


� Create an object link� Describe the advantages of object links� Manage documents directly in cProjects� Describe the integration to the Document Management System of SAP� Name the advantages of collaborations in cProjects� Describe to which project objects collaborations can be assigned

Unit ContentsLesson: Object Links .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .164

Exercise 16: Object Links .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167Lesson: Documents .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .170

Exercise 17: Documents ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .175Lesson: cFolders in cProjects .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .178

Exercise 18: cFolders in cProjects ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .181


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Unit 7: Documents and Integration PLM510

Lesson: Object Links

Lesson OverviewThis lesson provides an overview of links between cProjects project objects andobjects of an R/3 system.


� Create an object link� Describe the advantages of object links

Business ExampleIn your project, you use the cost integration of cProjects. cProjects has alreadygenerated an internal order. You now want to edit this internal order. Use the objectlink to call up editing directly from cProjects.

IntroductionBusiness objects that are relevant to a project in cProjects can be distributed overseveral systems. As it is important to have an overview of these objects directly incProjects, you can link these objects to project objects in cProjects. These connectionsare called object links. You can create object links starting from the following projectobjects:

� Project definition� Phase� Checklist� Checklist item� Task

The standard system already contains a range of predefined object types to whichobject links can be created, for example, work breakdown structure elements,network, internal order but also other projects in cProjects. The �Object Links in theApplication� figure shows a screenshot of the maintenance of the object links of aproject definition in cProjects. Here, a link has been established to an internal order inan SAP system. The order can be displayed and edited from cProjects. The extentto which editing is possible depends on the settings in the Customizing of cProjects.You can also change or delete the object links from here. The lower section of thescreen shows the jump to the assigned editing transactions.


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PLM510 Lesson: Object Links

Figure 57: Object Links in the Application

Hint: Sometimes the object to which a link is to be established is stillunknown or does not exist yet. In such a case you can set the �Identify Later�indicator. During the later, actual link you have to delete the indicator again.

Even though many settings for objects links are already prepared in the standardsystem, you still have to make supplementary settings. The �Settings for ObjectLinks� figure shows a screenshot of the corresponding settings in Customizing. Here,you have to make two settings. First, you specify transactions that are possible ingeneral and store the connection data for the respective SAP system. For example, inthe standard system, transaction �Define Project Definition� is stored as a service. Forexample, you have to know the message server of the SAP system for the connectiondata.


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Figure 58: Settings for Object Links

In the second part, you have to activate this object link for the individual objecttypes for which a link is to be established. In order to be able to use these, you haveto define the RFC destinations for the respective SAP R/3 system. If cProjects isinstalled on the same system, select destination NONE. Following this, the differentservices (that is, the transactions) are assigned. For more details on the settings of theCustomizing of the object links, refer to the configuration guide of cProjects. You candownload the guide from the SAP Help Portal.


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Exercise 16: Object Links

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create an object link

Business ExampleIn your project, you use the cost integration of cProjects. cProjects has alreadygenerated an internal order. You now want to edit this internal order. Use the objectlink to call up editing directly from cProjects.

Task:In this exercise you will analyze the object link to the internal order and to the projectdefinition of an SAP system.

1. Open your project and search for the number of the internal order that you havecreated in the context of the cost integration of cProjects.

2. Create an object link between the project management phase and the internalorder. Can you edit the internal order?

3. Create another object link to project definition E-9990.

4. Display the project definition. What was the planned start date of this project?


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Solution 16: Object LinksTask:In this exercise you will analyze the object link to the internal order and to the projectdefinition of an SAP system.

1. Open your project and search for the number of the internal order that you havecreated in the context of the cost integration of cProjects.

a) Open your project and choose the Accounting tab page. In the Order fieldof the overview, you find the number of the replicated internal order. If youcannot see an internal order here, accounting integration has not been usedyet. In this case set the status �Flag for Replication�, save and start the taskover. Make a note of the number of the internal order.

2. Create an object link between the project management phase and the internalorder. Can you edit the internal order?

a) Choose the Structure tab page, select the project definition and select theObject Links tab page. Choose Create and Link to Internal Order R/3.Enter the number of the internal order and select �Continue�. With theOpen pushbutton you now have several services available for editing anddisplaying the internal order.

3. Create another object link to project definition E-9990.

a) Proceed as described in the exercise. However, choose Link to ProjectDefinition R/3. Enter the data and choose Continue.

4. Display the project definition. What was the planned start date of this project?

a) Choose Open then the Show Project Definition. A logon screen appears.Enter your data. You get a detail screen of the project definition, whichcontains the required data in the lower section.


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Lesson Summary

You should now be able to:� Create an object link� Describe the advantages of object links


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Lesson: Documents

Lesson OverviewThis lesson provides an overview of the different options for assigning documents toa project.


� Manage documents directly in cProjects� Describe the integration to the Document Management System of SAP

Business ExampleYou are working on a project and using cProjects. In the context of your project,dozens of descriptions, procedures and so on have been created already. However,the corresponding data is distributed over different computers and cannot be accessedcentrally. Use the document management of cProjects to make documents availablecentrally.

OverviewMany documents are often created over the course of a project. They can includespecifications, checklists, drawings, photos, performance data, and many other types.This information should be available as structured as possible. The data should beeasily accessible for authorized persons and hidden from unauthorized persons. Bynow, most documents are available in digital form. So it makes sense to summarizethese documents centrally and to control access this way. cProjects intends twooptions for managing documents. You can manage your documents in cProjects withcProjects own document function or with the Document Management System (SAPDMS). The type of management that is actually used depends on the respective systemsettings. The project type of your project determines whether you use cProjects ownmanagement and/or the DMS.

Documents in cProjectsYou can assign documents to any project object. Every single project object has a�Documents� tab page. It enables you to assign documents at every level of the projectand to assign certain authorizations for these. For this, the documents are structured indocument folders. The �Documents in cProjects� figure shows a screenshot of themaintenance of the documents of a task in cProjects. To edit documents, select the


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PLM510 Lesson: Documents

affected project object in the structure maintenance and then choose the �Documents�tab page. You then see the document folder that is highlighted in the figure. The actualfolder can be subdivided into several levels. You could do this, for example, to get abetter overview or to grant authorizations in a structured form.

Within the document folder, you can also create existing files as new documents, butyou could also merely create a link to the file. Instead of using existing files, you canalso generate new documents. You can use document templates to do this. These inturn are processed in the template maintenance of cProjects. The documents can bechanged as soon as they exist. For this, they are first checked out, then edited and thenchecked in again. During checking in you can either create a new version of thedocument, a content version, or overwrite the existing version.

Figure 59: Documents in cProjects

If there are several content versions, you can edit these using the corresponding tabpage. You can use status management to set whether the document is still supposedto be used or not.

If a content version of a document is to be edited, then this version is usually checkedout. However, checking in and out is only possible if the corresponding indicatorhas been set in the user-defined settings. The indicator is located on the �TechnicalSettings� tab page and is called �Plug-in for Documents�. This setting activates aJava applet that enables the editing of the documents. If the indicator is not active,checking in and out is not possible. However, in this case you can store the document


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on the hard drive of your own computer for editing and then assign the documentagain, once you have finished editing. However, this is only a workaround in casethe Java applet cannot be activated or causes an error.

Documents in DMSYou can manage your documents with the Document Management System (SAPDMS) and exchange documents between the SAP DMS and cProjects. SAPrecommends this procedure in the following cases:

� If you already use DMS and want to have access to existing DMS documents� If you want to exchange your documents between SAP R/3 and cProjects� If you want to classify your documents� If you want to map your project structure using the DMS structure

In all other cases it suffices to manage the documents directly in cProjects (see above).

The integration of the SAP DMS in cProjects offers additional advantages: Youcan create new document master records from cProjects. You can establish linksto document structures by assigning the corresponding document master record.This way, you can edit not only the document master record but also the documentstructure and its items.

Integration with Microsoft Windows File ExplorerWith this function, you can manage the documents in your projects (cProjects) oryour collaborations (cFolders) using the Microsoft® Windows File Explorer. Here,the storage still happens in cFolders or cProjects. If you use the integration, you seean empty directory �SAP cProject Suite� in your File Explorer at first. As soon asyou have called the File Explorer from cProjects or cFolders, the initial objects aregenerated with the corresponding data. All documents of an initial object are alwaysdisplayed, a selection is not possible. Every initial object is a separate folder thatmight contain subordinate folders. In cProjects initial objects can be:


There is a separate folder for each subordinate object in the initial object. The foldersmap the project structure and contain the data that has been assigned to them. Thesame authorizations as in cProjects apply to the individual folders and files. You


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can copy documents from a folder by means of drag and drop. This is also possiblebetween cProject Suite�s own folders and folders not belonging to cProject Suite. Ifyou add new files to a cProject Suite folder, these are automatically loaded to cProjects.


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Exercise 17: Documents

Exercise ObjectivesAfter completing this exercise, you will be able to:� Manage documents directly in cProjects� Describe the integration to the Document Management System of SAP

Business ExampleYou are working on a project and using cProjects. In the context of your project,dozens of descriptions, procedures and so on have been created already. However,the corresponding data is distributed over many different computers and cannot beaccessed centrally. Use the document management of cProjects to make documentsavailable centrally.

Task:In the following exercise you will analyze a document in cProjects and reassignit within the structure.

1. Open your project and take a look at the �Coordination� task.

2. How many documents are assigned?

3. Is DMS used for these documents?

4. Optional: Create a new document in cProjects. To do so, use any MicrosoftOffice file that happens to be on your computer.


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Solution 17: DocumentsTask:In the following exercise you will analyze a document in cProjects and reassignit within the structure.

1. Open your project and take a look at the �Coordination� task.

a) Expand the entire project structure. Then search for the task above. Selectit in the navigation area and then choose the �Documents� tab page.

2. How many documents are assigned?

Answer:

3. Is DMS used for these documents?

Answer:

4. Optional: Create a new document in cProjects. To do so, use any MicrosoftOffice file that happens to be on your computer.

a)


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Lesson Summary

You should now be able to:� Manage documents directly in cProjects� Describe the integration to the Document Management System of SAP


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Lesson: cFolders in cProjects

Lesson OverviewThis lesson provides an overview of the integration of cFolders in cProjects. Itdescribes how collaborations are created and used in a project in cProjects.


� Name the advantages of collaborations in cProjects� Describe to which project objects collaborations can be assigned

Business ExampleYour company already carries out projects using cProjects. You also use thedocuments in cProjects. Your employees can access and edit individual documents.However, more and more external employees are involved in the project. Here, theexchange of documents has not been implemented yet. In future, use cFolders toexchange documents.

cFolders in cProjectscFolders is a web-based application for interenterprise collaboration in virtual teams.cFolders are used especially for the simple exchange of objects that are to processedtogether within a project team as well as with internal or external partners. Theseobjects that are to be edited together are stored in a folder hierarchy, in collaborations.

Within projects, it is often necessary to exchange documents of all types. For thisreason, collaborations can also be stored directly in cProjects. The figure �cFoldersin cProjects� shows a screenshot of the assignment of an existing collaborationto the project definition of a project in cProjects. Instead of assigning existingcollaborations, you can also create new collaborations.


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PLM510 Lesson: cFolders in cProjects

Figure 60: cFolders in cProjects

You can create collaborations for the following project objects:


In addition to the prerequisite that cFolders is installed in your system, furtherconditions must be met for the integration. The project type of the project must permitcollaborations and, in the Customizing of cProjects, an RFC destination (RemoteFunction Call) must be set up for cFolders.

The following chapters provide further information on the functions of collaborationsand the settings required in cFolders. Even if there is no explicit reference to cProjects,the chapters also apply to collaborations created from cProjects.


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Exercise 18: cFolders in cProjects

Exercise ObjectivesAfter completing this exercise, you will be able to:� Name the advantages of collaborations in cProjects� Describe to which project objects collaborations can be assigned

Business ExampleYour company already carries out projects using cProjects. You also use thedocuments in cProjects. Your employees can access and edit individual documents.However, more and more external employees are involved in the project. Here, theexchange of documents has not been implemented yet. In future, use cFolders toexchange documents.

Task:In the following task you will be asked some questions on the understanding of theintegration of collaborations in cProjects.

1. Can collaborations also be used without cProjects?

2. For which project objects can you create collaborations?Choose the correct answer(s).□ A Work breakdown structures□ B Project definition□ C Phase□ D Internal order□ E Checklist item□ F Task


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Solution 18: cFolders in cProjectsTask:In the following task you will be asked some questions on the understanding of theintegration of collaborations in cProjects.


Answer: Yes, collaborations can also be used as stand-alone solutions. However,you have additional options in connection with projects. For example, resourceplanning of people involved; structured transitions from one phase to the nextand so on. In turn, integration also has the advantage that documents belongingto a project can also be edited in distributed teams.

2. For which project objects can you create collaborations?

Answer: B, C, E, F

The answers �work breakdown structure� and �internal order� are wrong. Bothare objects in an SAP R/3 system. They can be connected to project objects fromcProjects by means of object links but collaborations cannot be assigned.


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Lesson Summary

You should now be able to:� Name the advantages of collaborations in cProjects� Describe to which project objects collaborations can be assigned


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Unit Summary PLM510

Unit SummaryYou should now be able to:� Create an object link� Describe the advantages of object links� Manage documents directly in cProjects� Describe the integration to the Document Management System of SAP� Name the advantages of collaborations in cProjects� Describe to which project objects collaborations can be assigned


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Test Your Knowledge

1. Do you have to set up SAP DMS to manage documents in cProjects?

2. What are the advantages of the integration of documents in cProjects with DMS?


4. What are the advantages of collaborations in cProjects?


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Answers

1. Do you have to set up SAP DMS to manage documents in cProjects?

Answer: No, in cProjects you can also create, check in, check out, and editdocuments without DMS.

2. What are the advantages of the integration of documents in cProjects with DMS?

Answer: For example, you can exchange your documents between SAP R/3and cProjects. If you already use DMS, you can, for example, access existingDVS documents.


Answer: Yes, collaborations and thus cFolders can also be used withoutcProjects. In the end, it depends on the business processes in your company,which parts of the cProject Suite you will use.

4. What are the advantages of collaborations in cProjects?

Answer: Collaborations enable you to collaborate on the same documents withseveral internal or external employees. Collaborations do not only allow projectemployees to exchange documents. They also enable them to hold web-basedconferences.


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Unit 8Introduction to cFolders

Unit OverviewThis chapter provides an introduction to the subject areas of cFolders.


� Provide an overview of the cFolders solution� Create the collaborative and competitive scenarios� Explain the backend integration

Unit ContentsLesson: Introduction to cFolders.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .188

Exercise 19: Introduction to cFolders .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .197


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Unit 8: Introduction to cFolders PLM510

Lesson: Introduction to cFolders

Lesson OverviewThis lesson provides an initial overview of the cFolders solution. You learn aboutthe collaborative and the competitive scenarios. The first introduction introducesthe backend integration.


� Provide an overview of the cFolders solution� Create the collaborative and competitive scenarios� Explain the backend integration

Business ExampleYour company plans to integrate external suppliers and partners into the productdevelopment of a new pump prototype.

This should be done using a cFolders scenario. You decide to define both acollaborative and a competitive scenario.

Within the collaborative system you work with your development partners and, withinthe competitive scenario you work with your suppliers. In addition, you define severalwork areas in the competitive area that you allocate to your different suppliers.


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PLM510 Lesson: Introduction to cFolders

Introduction to cFolders

Figure 61: Worldwide product development

You work together with several suppliers and development partners. Up until now,the necessary data were exchanged per e-mail. You are looking for a solution whichyou can use to exchange the necessary data per Internet. You should be able to call upand edit the data on a protected server.

You therefore decide on the cFolders solution from SAP and define both acollaborative and a competitive scenario.


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Figure 62: Worldwide product development with cFolders

Figure 63: cProjects Suite

cFolders is part of the SAP cProjects Suite and can be used in conjunction withcProjects or also as an independent application. Integration scenarios exist for bothapplications: collaborations can be created for the project definition, for phases, forthe checklist, for checklist items and for tasks in cProjects. Since cProjects 3.1 it is


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possible to use a template to create a collaboration in cFolders or, alternatively youcan use an existing collaboration. Both scenarios (collaborative und competitive)are supported.

cFolders is the web-based SAP PLM collaboration platform, which enablesemployees of design and development projects to work in virtual teams beyondcompany limits.

� Replaces the classic communication via E-mail, telephone, fax and staff meetings� Reduces misunderstandings and communication deficits and increases the

consistency of reliable data� Replaces unstructured communication by structured data (with redlining,

markups, data sheets and security areas)� Improves synchronous communication

Figure 64: cFolders: functionality

The cFolders solution is marked by a hierarchical structure in the collaboration undthe competitive area. This applies to folders, documents, material masters, BOMs,data sheets, and other objects which can be included in the cFolders scenarios.

Every object can be given an authorization concept. You can define both theauthorization for folders and for individual objects for your employees within thefolder.


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If required, you can also implement the integrated Engineering Client Viewer fordisplaying, assessing, or redlining files.

The cFolders solution can be implemented in the area of the SRM and PLM. Ifrequired, you can also carry out a WebEx Meeting Integration.

The search can be carried out within the individual objects in the cFolders scenario.To do so, local or global search options are available.

If required, a TREX search engine can also be connected for the file search.

If large external files are used in the cFiolders scenario, an external FTP server canalso be used. You can carry out a faster data exchange using this server.

Collaborative and competitive scenariosThere are two scenarios within the cFolders solution:

Collaborative scenario

� Creation and management of engineering und design collaborations� Cooperation with a public area

Competitive scenario

� Publication of project specifications� Request for and evaluation of quotations from different partners/suppliers� Cooperation via separate, partner-related work areas


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Figure 65: Collaborative scenario

You want to carry out the product development of the new pump prototypes withinthe collaborative scenario. To do so, you create the necessary product structures inthe form of structured folders.

Within the folders, you assign the relevant objects such as documents, materials,BOMs, messages, or generic objects.

The assigned development partners contain the user and the necessary authorizations.


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Figure 66:

In the competitive scenario, you automatically start by creating the public area. Afterthat, you are required either to provide the public folder with objects, authorizationsfor users or to assign new work areas.

The folders are always created in the public area. Thus, they are available to thework areas

Within the work areas, you or the suppliers can create objects for the folders.

Objects that are created in the public area after the work area has been created are notautomatically copied into the work areas. They have to be copied manually intothe corresponding work areas afterwards.


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Figure 67: Folders and area concept

Users in different work areas see a different screen of the collaboration. They see theparts relevant for them, the ones they have a read authorization for.

Example in a competitive scenario: Two providers who offer different products.

� Provider 1 offers computer boards, sound cards, video cards and memory chips.� Provider 2 produces computer boards, sound cards and memory chips, but no

video cards.� A specification for a sound card is sent to both providers.� The specification for the video card is only sent to provider 1.

Backend IntegrationThe cFolders solution is usually installed on an external system (not behind thecompany firewall). This means that a cFolders user cannot get into the productivesystem. The external user can access the cFolders system, using the HTTPS protocol.This is where he or she finds the data provided. This only contains a selection of thedata that exists in the SAP backend system.


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Figure 68: Backend Integration

From the material master, for example, you can make only selected basic dataavailable. All other data, such as MRP or costing, is not available to the external user.The internal user also accesses the data in the cFolders system by using HTTPS.But he still possibly has the option of returning data from the backend system to thecFolders system. The document management and the product structure browser arerequired for exchanging documents and product structures between cFolders andan SAP backend system.


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Exercise 19: Introduction to cFolders

Exercise ObjectivesAfter completing this exercise, you will be able to:� Control the SAP backend settings� Create a collaborative scenario� Create a competitive scenario

Business ExampleYou have the task of doing the cFolders basic settings. The cProject Suite has beenimported and the first thing you do is control your user and generate the necessaryURL for the scenario.

Then you create both a competitive and a collaborative scenario.

Caution: All exercise objects are shown with ##. Replace this with yourgroup number:

## = Group number = 01-30

Caution: If the system asks you for a front-end type, select front-end type PC.

Task 1:You control the initial data in the SAP backend and in the cFolders system.

1. You first of all control your user. Use the user:

PLM510-##

2. Control the �Roles� tab page. You discover that not all roles have been assigned.With the F4 help, choose the following roles:

Single role: SAP_CFx*

Accept all roles. Compare your assignment with the solution.

3. Optional: Generate the corresponding URL in the ABAP Workbench.

Start the ABAP Workbench. Use the Repository Browser and the followingas an object:



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BSP Application CFX_RFC_UI

Display the data.

Open the �Pages with Flow Logic� file.

With the right-hand mouse button, choose the �default.htm� entry and thenselect the following entry: TEST

4. The MS Internet Explorer is then started.

Logon with your SAP user:

User: PLM510-##Password Your SAP password

5. Control your �settings�: Display the individual tab pages.

General tab page:

Lang. DE or ENScenarios Collaborative and competitiveStandards ActiveInitial page As required

Messages tab page:

Receive E-Mail Immediately

Control the remaining settings.

6. Control the settings of the cFolders Administration. Keep the standard settings.

7. Control the settings of the network administration. Keep the standard settings.

8. Within the network administration, control the settings for the network withregard to the�absolute URL�. Copy these to your PC�s temporary memory.

9. Open your SAP backend system and assign the URL to your Favorites.

In �Other objects�, use the �Web address or file� entry.



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Task 2:After the initial data maintenance in the cFolders system, create the first �collaborativescenario�.

1. Select the �Collaborative scenarios� entry in the function toolbar.

In the initial screen, you will find the instructor�s scenario and the otherparticipants� scenario. Create your own scenario with the following data.

Name PLM510-##Description: Prototype PLM510-##

Save the data.

2. Change the name of the first folder:

Name: First prototype

Save the data.

3. The first prototype is marked by different development statuses. These should bedocumented in separate folders. Therefore, create the following content:

Configuration Folder: As designedConfiguration Folder: As engineeredFolder As build

4. Create the following content in the �As designed� folder:

Configuration Folder: DocumentsConfiguration Folder: Material masterConfiguration Folder: Bill of materialConfiguration Folder: Various

5. On the last level, sort everything into alphabetical order. To do this, choosethe correct button in the entry screen.

If required, change the order of your folders.

Exit these entries and return to the initial navigation.



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Task 3:As you work together with several suppliers, you decide to create a competitivescenario. Enter the required data.

1. Create a competitive scenario. To do this, you first of all create the�Collaboration� folder. Create the first folder with the following data:

Name: Collaboration of the competitive scenario PLM510-##

Save the data.

2. You get a new window and choose to create a new work area.

Name: Work area PLM510-##

Save the data.

3. Then select the �public area� again. Change the name of the first folder:

Name: General project documentation.

4. Then select the �Work area PLM510-##� again.

You will see, that you cannot change the public folder. This is only displayedin the work area.

Therefore, create a new text.

Description: Project text in work area PLM510-00

Save the data.

5. Vary the display of the respective work area. You recognize that you can onlycreate the file in the public area and only the detail data in the respective workareas.

Selecte the initial screen again.


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Solution 19: Introduction to cFoldersTask 1:You control the initial data in the SAP backend and in the cFolders system.

1. You first of all control your user. Use the user:

PLM510-##

a) To do this start transaction SU01. Change your user.

2. Control the �Roles� tab page. You discover that not all roles have been assigned.With the F4 help, choose the following roles:

Single role: SAP_CFx*

Accept all roles. Compare your assignment with the solution.

a) Choose the respective tab page.

b) In the tab page, you can directly enter the single roles or choose themusing the F4 help.

� SAP_CFX_ADMINISTRATOR� SAP_CFX_CFOLDERS_ADMINISTRATOR� SAP_CFX_COL_CREATOR� SAP_CFX_COL_DELETOR� SAP_CFX_COMP_CREATOR� SAP_CFX_COMP_DELETOR� SAP_CFX_EMAIL_SYSTEM_USER� SAP_CFX_NETWORK_ADMINISTRATOR� SAP_CFX_STATUS_PRF_CREATOR� SAP_CFX_STATUS_PRF_DELETOR� SAP_CFX_STD_CREATOR� SAP_CFX_STD_DELETOR� SAP_CFX_SUPER_USER_ADMIN� SAP_CFX_USER� SAP_CFX_USER_ADMINISTRATOR� SAP_CFX_USRGRP_CREATOR� SAP_CFX_USRGRP_DELETOR

3. Optional: Generate the corresponding URL in the ABAP Workbench.



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Start the ABAP Workbench. Use the Repository Browser and the followingas an object:

BSP Application CFX_RFC_UI

Display the data.

Open the �Pages with Flow Logic� file.

With the right-hand mouse button, choose the �default.htm� entry and thenselect the following entry: TEST

a) Use transaction SE80. Select the corresponding entry of the BSPapplication.

Display the BSP application according to the exercise.

4. The MS Internet Explorer is then started.

Logon with your SAP user:

User: PLM510-##Password Your SAP password

a) Proceed as described in the exercise.

5. Control your �settings�: Display the individual tab pages.

General tab page:

Lang. DE or ENScenarios Collaborative and competitiveStandards ActiveInitial page As required

Messages tab page:

Receive E-Mail Immediately

Control the remaining settings.

a) Proceed as described in the exercise by selecting the settings �entry� in theheader toolbar You will get an overview of your personal settings.



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6. Control the settings of the cFolders Administration. Keep the standard settings.

a) In the function toolbar, select the �cFolders Administration� entry.

7. Control the settings of the network administration. Keep the standard settings.

a) In the function toolbar, select the �Network Administration� entry.

8. Within the network administration, control the settings for the network withregard to the�absolute URL�. Copy these to your PC�s temporary memory.

a) Within the network administration, choose the �Network� tab page.

9. Open your SAP backend system and assign the URL to your Favorites.

In �Other objects�, use the �Web address or file� entry.

a) In the SAP System, navigate to your Favorites and, in Other objects selectthe entry Web address or file

Task 2:After the initial data maintenance in the cFolders system, create the first �collaborativescenario�.

1. Select the �Collaborative scenarios� entry in the function toolbar.

In the initial screen, you will find the instructor�s scenario and the otherparticipants� scenario. Create your own scenario with the following data.

Name PLM510-##Description: Prototype PLM510-##

Save the data.

a) Do the necessary settings. When you create the collaboration, the firstfolder is created automatically. You automatically arrive here after savingthe data.

2. Change the name of the first folder:

Name: First prototype

Save the data.

a) Do the necessary settings.

3. The first prototype is marked by different development statuses. These should bedocumented in separate folders. Therefore, create the following content:



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Configuration Folder: As designedConfiguration Folder: As engineeredFolder As build

a) Click the corresponding button to create new objects.

Select the �Folder� entry.

4. Create the following content in the �As designed� folder:

Configuration Folder: DocumentsConfiguration Folder: Material masterConfiguration Folder: Bill of materialConfiguration Folder: Various

a) Click the corresponding button to create new objects.

Select the �Folder� entry.

5. On the last level, sort everything into alphabetical order. To do this, choosethe correct button in the entry screen.

If required, change the order of your folders.

Exit these entries and return to the initial navigation.

a) In the initial toolbar, choose the corresponding buttons.

Task 3:As you work together with several suppliers, you decide to create a competitivescenario. Enter the required data.

1. Create a competitive scenario. To do this, you first of all create the�Collaboration� folder. Create the first folder with the following data:

Name: Collaboration of the competitive scenario PLM510-##

Save the data.

a) In the initial toolbar, select the corresponding entry and create a newscenario.

2. You get a new window and choose to create a new work area.

Name: Work area PLM510-##Continued on next page


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Save the data.

a) Create the scenario according to the exercise. In comparison to thecollaborative scenario, here you can create several work areas and providethese to different users.

3. Then select the �public area� again. Change the name of the first folder:

Name: General project documentation.

a) Navigate to the public area and choose a folder. Change the name.

4. Then select the �Work area PLM510-##� again.

You will see, that you cannot change the public folder. This is only displayedin the work area.

Therefore, create a new text.

Description: Project text in work area PLM510-00

Save the data.

a) You select the corresponding work area and create the described object.

5. Vary the display of the respective work area. You recognize that you can onlycreate the file in the public area and only the detail data in the respective workareas.

Selecte the initial screen again.



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Lesson Summary

You should now be able to:� Provide an overview of the cFolders solution� Create the collaborative and competitive scenarios� Explain the backend integration


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PLM510 Unit Summary

Unit SummaryYou should now be able to:� Provide an overview of the cFolders solution� Create the collaborative and competitive scenarios� Explain the backend integration


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Unit Summary PLM510


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Unit 9Structured Objects

Unit OverviewThis chapter provides an overview of all objects that can be used in a cFolders scenario.


� Create the corresponding objects� Now you can use the classification system to find objects.� Carry out the backend integration

Unit ContentsLesson: Structured Objects.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210

Exercise 20: Structured Objects... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .231


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Unit 9: Structured Objects PLM510

Lesson: Structured Objects

Lesson OverviewIn this lesson, all relevant objects of the cFolders solution are introduced. In addition,you are provided with a detailed insight into the SAP backend integration and becomefamiliar with the different options of the object search.


� Create the corresponding objects� Now you can use the classification system to find objects.� Carry out the backend integration

Business ExampleIn your company, you are responsible for the development of the new pump prototype.You work with external suppliers and partners in the cFolders scenario.

Your master data is made available to the development partners in the cFoldersscenario. These are the first material masters, BOMs, and documents for the prototype.These data are discussed and notes are added.

As the development partners have created various objects in the system, you usethe object search to gain an overview.

After assessing the master data you decide to copy the data into the backend system.


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PLM510 Lesson: Structured Objects

cFolders Objects

Figure 69: cFolders Objects

The following objects can be used in a cFolders scenario:

� Folder: folders are used to structure a collaboration and are used as a containerfor saving objects.

� Document: documents are SAP objects for any data. A document can bemanaged in versions, in order to be able to trace changes.

� Bookmarks: bookmarks are Quicklinks to pages on the Internet, documents orother collaboration.

� Material: a material is a component (product, good, etc.) that is produced andused, traded, or consumed.

� Bill of material: a BOM structures materials and is a directory for all parts ofa material.

� Data sheet: a data sheet structures specifications and classifies information.� Discussion: a discussion is a communication forum for a collaboration, a folder,

or an object. Entries cannot be deleted.� Note: descriptive texts of any length can be created using a note. Notes can

have versions.


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Material Master and BOMMaterial master

� is used to describe an object (product, goods ...) that are manufactured and used,traded, or consumed in production.

� consists of attributes with values� can have links to cFolders documents

Material master: Attributes

� are defined by the system administrator (WEBDAV settings)� have specific properties (obligatory, changeable)� are always available: the material description and the number together form

the material name

In order to change the material name, both attributes, description, and number have tobe changed in the current material version.

The system administrator can assign read authorization to individual attributes. Whencreating a new material, you can assign values to these attributes, which can no longerbe changed at a later date.

If documents are linked to a material, a search function supports the search fordocuments. Only documents of the same collaboration or the same work area in thecompetitive scenario can be linked to materials.

A material can only be used once as header material for a BOM. It can be usedsimultaneously as a component within another BOM (same collaboration / work area).


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Figure 70: Material master attributes

Materials can be copied within the same collaboration or the same work area of acompetitive scenario. Here, it is copied together with all attributes and documentlinks. Materials can be copied with all attributes into another work area.

If a copy exists for linked documents in the target work area, the link is copied. If nodocument and no copy exists in the target work area, the document and the link arecopied. The link to a BOM is not copied.

If a new version of a material is created, the newest version is copied first. The newversion can then be changed.

Bill of material

In order to be able to describe a BOM in cFolders:

� materials with attributes and values exist� exactly one material is assigned as BOM header� the header material can only be the header of a BOM

Bill of material: Attributes

� are defined by the system administrator� have specific properties (obligatory, changeable)

Procedure: When creating a BOM, a material must be selected as a header material.

Only materials of the same collaboration / the same work area can be selected.

The name of the BOM is derived from the name of the header material and cannot bechanged.


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The BOM components can be changed at any time. Every BOM entry can havelinked documents.

Figure 71: Bill of material attribute

Figure 72: Detail screen of a BOM

BOMs can be copied into the same collaboration or the same work area. Here, theBOM is copied into the target folder with all attributes, BOM components anddocument links. As the header material can only be used once for a BOM, the newheader material must be a copy of the old one; if a copy already exists, this is used.Components and the BOM header are copied if no copy exists.


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If a copy exists for linked documents in the target work area, the link is copied. Ifno document and no copy exist in the target work area, the document and the linkare copied.

DocumentsIn most cases, the developments of new pump prototypes are carried out in externalCAD systems. These data are also used in the cFolders scenario in the form ofdocuments. Here, you create a document and assign a local file. This file is thenstored in the respective security area of the cFolder.

Figure 73: Documents

Documents and their files can be displayed directly in the cFolders scenario. Whenusing the ECL viewer, you can use most ECL functions.

If necessary, documents can be issued with a write block.

Documents can be subscribed. You will be informed per e-mail of every change.

Document structure

Documents can also be included in a document structure / structure. The documentstructure is based on the generic object, which you can use for your own objectdefinition.

When you create a document structure, you can categorize the individual documents.


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Redlining

When you display an original with the integrated ECL viewer, you can use thefollowing functions:

� Measurement: you can measure the 2D and 3D originals. To do so, the ECLviewer is calibrated and is then available for the measurement

� Redlining: you use the normal redlining function.

Figure 74: Documents: Redlining


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Figure 75: Documents: Mass upload

With the mass processing of documents, it is possible to exchange several documentssimultaneously with one local directory using a Windows Explorer window. Thisfunction is only possible if a corresponding plugin has been installed.

Object ServicesIn this section, you will gain an overview of the services of the cFolders scenario. Thisincludes, for example, discussion fora, bookmarks, notes, or data sheets.

Discussion fora


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Figure 76: Discussion fora

A discussion forum offers the participating development partners the possibility ofdiscussing general subjects on the Internet. Here, all contributions are archived. Inthis way, the list of contributions can always be accessed again, whereby the lastentry is always displayed first.

Messages


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Figure 77: Messages

Messages are short messages which are used to inform one or more users aboutchanges within the cFolders scenario.

The recipient requires at least one read authorization.

When activating the subscription function for an object, cFolders generates a messageto inform the user about changes to an object. When the e-mail function has beenactivated, the recipient also receives an e-mail with the message. If the e-mail optionhas been set to �daily or weekly�, the system collects messages over a longer periodof time.


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Figure 78: Navigation for messages

Messages can be faded out. The detail screens in the cFolders scenario have amessage button.

Bookmarks

Figure 79: Bookmarks


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If you use the bookmarks function, you can use any Intranet or Internet pages of thecFolders scenario. For example, in this way you can enter your project documentationthat you have stored in the Intranet as a reference.

Bookmarks can also be implemented as a reference to objects within the cFoldersscenario. To do this, assign the bookmark to the object and then insert it into thecorresponding folder again. This bookmark can then be opened in the same or in anew window.

Note

Figure 80: Note

A note is a long text that you can define in the cFolders scenario. This long textcan be used as project documentation, but should be clearly denoted vis-à-vis thediscussion fora and documents.

If you are working with a note, this can also be versioned.

Data sheet


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Figure 81: Definition of a data sheet

Data sheets in cFolders describe the requirements of components, which are producedor procured as part of a collaboration. These requirements can be defined in thecFolders system with the creation of new classes and characteristics or by directlyimporting classes ( for example, UNSPSC, ecl@ss, R/3 CA-CL).

In competitive scenarios, data cheets are used for the issue of structured proposals andthe simple comparison of quotations from different providers.


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Figure 82: Classes in cFolders

If you have created a data sheet, you then require a class.

A class contains the necessary characteristics, as characteristics and their values arenot assigned directly to the objects, like materials. You assign the class with therespective characteristic and then link the data sheet to the class.

In the specification, the characteristics are evaluated.


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Figure 83: Characteristics in classes

You create the characteristics in relation to the class. When you define thecharacteristic, you decide on:

� a name� a description� a self-defined unit� a type (number, character string, set of values)� a required entry (required characteristic)

When you create the characteristic and you work with subclasses within the classsystem, you can also inherit the characteristic values in subclasses within the classhierarchy.


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Figure 84: Specification

In the specification of the data sheet, you carry out the characteristic valuation.Then, you can save the data sheet as an XML document on your local computer.Furthermore, you have the option of comparing several data sheets in Microsoft Excel.

Object SearchThe object search within the cFolders is divided into a local �quicksearch� and a�global search�.

You carry out the quicksearch within a folder structure, while you can search in theglobal search over all collaborative and competitive scenarios.

You can use the following properties:

� Search for special terms (within the metadata)� Navigation to the result: Operators * and +� Linking terms with AND or OR� User requires read authorization to display the results


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Figure 85: Quicksearch

In the quicksearch that you can reach within every folder or subfolder, the systemsearches for one or more search terms. The search result cannot be saved or edited.

Figure 86: Global Search

In the global search, you have the option of searching via the collaboration andcompetitive scenarios. Here, the following searches are possible:


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Search the general data

� All available� Names and descriptions (with version)� Names and descriptions (without version)� Only alias names

Search folders and objects

� All available� All available without materials and BOMs� Materials and BOMs� Only documents with a file� Only materials� Only BOMs and items

The global search query is saved and can be repeated by you as often as you want, orcan be removed. You can navigate to the corresponding objects from the search result.

Backend IntegrationThe cFolders backend integration makes it possible to exchange documents, materialmasters and BOMs between cFolders and an SAP R/3 system. Here, both the importand export of objects from the cFolders scenario are possible. In the standard system,the data exchange is triggered via the SAP system.



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The cFolders scenario is usually installed on an external system (not behind thecompany firewall). This means that an external cFolders user cannot get into theproductive system. The external user can access the system, using the HTTPSprotocol. This is where he or she finds the data provided. This only contains a selectionof the data that exists in the SAP backend system. For example, you can only makeselected data of the basic data available from the material master. All other data, suchas MRP or costing, is not available to the external user. The internal user also accessesthe data in the cFolders system by using HTTPS. Only, he has the option, dependingon the authorization of returning data from the backend system into the system.

System requirements

for documents

� cFolders 1.1 or higher� SAP R/3 4.6B or higher (backend system)� SAP R/3 Plug-In 2001.2 with Support Package 2 or higher

For material masters and BOMs

� cFolders 2.0 or higher� SAP R/3 4.70 or 4.6c SP33 (backend system) + SAP Note 546617� SAP R/3 Plug-In 2002.2



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If you want to transfer data from the back-end SAP system to the cFolders system, firstselect the corresponding data in the SAP system. If these are both documents as wellas material masters and BOMs, the product structure browser can be used. Within theproduct structure browser, the data are selected and transferred into a correspondingtable. Now you decide which target folder you want to transfer the data to. You caneither use a different folder for each object or define a standard folder for all objects.Then, the data are transferred into the cFolders scenario and are available there.


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Exercise 20: Structured Objects

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create objects in the cFolders scenario� Execute the backend integration� Search the objects

Business ExampleAfter you have created the first folders in the collaborative and competitive scenario,your development partner stores the first data in the folders.

Task 1:In preparation, copy the data from the SAP document management on to your localcomputer.

1. Start the SAP document management with the display transaction for documents.

Enter the following:

Document: T-D01Type: DRMDocument part: 000Document version: 00

Within the document, highlight the first two originals using the right-hand mousebutton and select the following entry: �Copy to�. Confirm the preset paths.

C:\T-D01.bmp

C:\T-D01.doc

Task 2:You work as development partner with the cFolders scenario and create your firstdata in the corresponding folders.

1. Navigate to the �Material masters� folder on order to create several materialmasters there. These material masters are then used for a BOM.



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Caution: Always save the data.

Create the first material master:

Descript. New prototype PLM510-##Material Number PLM510-##Industry sector Mechanical EngineeringMaterial type Finished product

2. Create the second material master:

Descript. Housing PLM510-##Material Number 100-PLM510-##Industry sector Mechanical EngineeringMaterial type Finished product

3. Create the third material master:

Descript. Shaft PLM510-##Material Number 200-PLM510-##Industry sector Mechanical EngineeringMaterial type Finished product

4. Navigate into the �BOM� folder.

Choose to create a new BOM. In the screen that then appears, you will find yourmaterial masters. You can use these for your BOM.

Select the material master PLM510-## as your header material.

Then define the following data:



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Material New prototype PLM510-##Plant �No entry�Use EngineeringBasis amount 1Status Active

Save the data.

5. Create two new items. In the BOM overview, choose the �Create� button. Withthe �Assign� button, you can select material from the list.

Assign the rest of the material masters in the same way.

Always use the quantity 1 and a four-digit item number, 0010 for the first and0020 for the second material.

Save the data.

6. Control your BOM. Display version 1. If you have done everything correctly,you will find your assigned material masters.

Task 3:After the first data have been created in the form of material masters and BOMs, youdecide to create documents in the cFolders scenario.

1. Navigate to the �Documents� folder. Assign the bitmap, which you have copiedon to your local hard drive. Select the corresponding entries. Enter the followingdata:

Name: Bitmap prototypeDescription: AllPushbutton: Uploading the fileFile: C:\T-D01.bmp

If necessary, display the file.

2. You should be able to use the Word document in several collaboration folders.Therefore, create a new standard collaboration.

Navigate to the area of the standard collaboration folder and create the followingfolder there.



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Name: Standard collaboration PLM510-##

Save the data.

3. Then create a document as the folder content.

Name: Prototype WordDescription: Techn. data prototype PLM510-##Pushbutton: Uploading the fileFile: C:\T-D01.doc

4. The new standard document is linked to your BOM.

Navigate to your BOM file. Choose the BOM. Navigate to the item overview.There you can add the new �linked documents�.

Select your standard document.

Task 4:In this task, you create the necessary service objects. These include discussion fora,notes or messages.

1. First of all, you want to create a discussion in your �Various� folder.

Before this happens, you assign two other development partners to your folders.Select the �Authorizations� button and then �Add� and add the following folders:

User: PLM-##

This user is given only write authority. The user cannot create folders.

Save the data.

Return to the �Various� folder and add a �Discussion�.

Give the discussion the name �Prototype discussion�. Save the data.

In the screen that then appears, enter a discussion contribution.

Go back to the �Various� folder.

2. Next, you want to create a message in your �Various� folder.

To do so, select the �Messages� button and create a new message:



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Priority HighRef. Various folderComment �All�Recipient PLM-##Recipient Your user

Send the message.

As you are the recipient of the message, you can check if it was sent OK.

Return to the initial screen and select the �Received messages� entry in thefunction toolbar. There you will find your sent message.

3. Next, you want to create a bookmark in your �Various� folder.

To do this, choose to create a new bookmark in your �Various� folder. Enterthe following data:

Name: Bookmark VariousDescription: AllBookmark at: http://www.sap.de

Save the data.

A second variant is the generation of a bookmark on a folder object. To do this,highlight your discussion forum entry in your �Various� folder and select the�Copy as bookmark� button in the folder contents toolbar.

Then navigate to the �As Engineered� folder and select the �Add� button therein the folder contents toolbar. You then have a bookmark on your discussionforum of the other folder.

Test the bookmark. You decide to display the bookmark in a new window.

4. In the �Various� folder, you should define a note in the form of a text.

Navigate to the folder and select the Create button. Then you decide to createa text. Create a text of your choice.

Save the data.

After you have created the text, create a second version for the text.

To do so, select the existing text and create a second version.



http://www.sap.de

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In the �Description� field, enter a reason for this version and then define a textof your choice again.

Save the data.

Task 5:Next, create a data sheet. With the help of a data sheet, you are in a position to defineproperties for your objects. This corresponds to the SAP class system.

1. Navigate to the �Various� folder. Create a �data sheet� as folder content. Define:

Name: Data sheet prototype pumpDescription: �Any�

Save the data.

2. After saving, you find yourself in the detail screen. Select the �Edit� buttonand then edit a class. The SAP class system could be integrated as part of aconsultation project.

Create the class with the following data.

Name: New class for prototypeDescription: Any

Confirm the data and save the data sheet.

3. After creating the class, you have to create the characteristics. To do this, changethe existing class.

Create the following two characteristics:

Char. 1:

Name: PLM510-##-01Description: Pump heightUnit of measure: UnType: Number

Save the data.

Char. 2:Continued on next page


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Name: PLM510-##-02Description: Pump capacityUnit of measure: M3Type: Number

Save the data sheet.

4. After creating the new class, use a specification for characteristic valuation.Return to your data sheet and edit it again.

You decide to create a new specification. Issue a name of your choice.

In the detail screen of the specification, you find the class you have created.

After assigning the class, you get an overview of your characteristics. Evaluatethese as you want. Confirm this data.

Save your data sheet.

Task 6:After you have created the data in the cFolders system, you want to search for thisdata. Use the quicksearch for a local search.

If you are searching for data in all scenarios, use the global search.

1. Carry out a quicksearch.

To do this, navigate into the �First prototype� folder in your collaborativescenario. Choose the �Search� entry on the initial toolbar.

Enter:

Search term 1: HousingSearch term 2: Hollow shaftLink to �OR�

Start the search.

You will find your created objects in the results screen.

Select an object. The system navigates directly to the right folder.

2. As you want to expand your object search to the other collaborative andcompetitive scenarios, you carry out a global search.



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Navigate to the initial overview. There, use the �Search� button. Create a newglobal search query.

Name: Global search PLM510-##

Use the button: �Extended�

Search term 1: Hollow shaftSearch term 2: HousingLink to �OR�General data: All availableFolders / objects: All available

Start the search. The search is saved and you can restart it.

Control the search result. If required, navigate to the corresponding objects.

Task 7:You have created, or have had somebody else create, several material masters, BOMs,or documents in the cFolders scenario. These data should be copied into the SAPbackend system. Return there.

1. Import the objects from the cFolders scenario.

Caution: Please note the following points:

cFolders application: cFolders training

In the initial screen, you decide that linked documents should be considered.

Choose the button: Select cFolders object.

If you receive a logon mask for the system, choose:

Client: your training clientUser: your course userpassword: your course password

2. In the dialog screen that appears, select your collaborative scenario. Firstnavigate to the folder that contains your material masters. Select the materialmasters individually, they are entered into the object overview.



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Here, always use the �Select cFolders object� button.

3. Copy the BOM.

4. Transfer the document

5. Control the objects.

Highlight your BOM and select the �Copy linked documents� button.

Highlight your first document. You haven�t issued any document key in thecFolders scenario for your files. You must do this here. Select the �Choosedocument� button

Document 1:

Document PLM510-##-1Document Type DRMDocument part 000

Version 00

Highlight your second document:


Version 00

6. Copy the objects. Choose the respective button. If the copy is without errors,you get a results preview.

Save the data.

7. Check the data in the R/3 system.

Check the BOM. Enter the following:



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Material: PLM510-##Plant: No entryUsage: 2

Display the BOM. Leave the BOM.

Task 8:After you have transferred data from the cFolders scenario into the SAP system, youdecide to transfer SAP master data into the cFolders scenario.

1. Start the corresponding transaction. Enter the material T-F1## in the browser.

Start the product structure browser. You can select both individual materialmasters, as well as documents and BOMs.

The browser is divided into two parts. In the left-hand part, open thecorresponding folder for the document and the BOM.

Now highlight the material T-F1## and draw this with pressed mouse buttoninto the right-hand side of the screen.

Repeat this for document T-F1##

Repeat this for BOM T-F1##

Then copy the data by selecting the correct button.

2. In the object transfer screen, first select the correct target system.

System: cFolders training

Then, select a standard folder. Navigate to the �As build� folder within yourcollaborative scenario. Choose the �Copy objects� button.

3. Control the data. For objects that are not permitted for the cFolders, for examplebecause of a false material type, you receive an error message.

4. Control the data in the cFolders scenario.

Logon to the cFolders system and navigate to the �As build� folder again.

There you will find your copied objects.

Control your material masters, your BOMs, and your documents. As thedocument has two originals in the SAP system, these become two documents inthe cFolders scenario.


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Solution 20: Structured ObjectsTask 1:In preparation, copy the data from the SAP document management on to your localcomputer.

1. Start the SAP document management with the display transaction for documents.


Document: T-D01Type: DRMDocument part: 000Document version: 00

Within the document, highlight the first two originals using the right-hand mousebutton and select the following entry: �Copy to�. Confirm the preset paths.

C:\T-D01.bmp

C:\T-D01.doc

a) Start the SAP document management with the display transaction fordocuments [CV03N].

In the document, you will find the corresponding originals.

Task 2:You work as development partner with the cFolders scenario and create your firstdata in the corresponding folders.

1. Navigate to the �Material masters� folder on order to create several materialmasters there. These material masters are then used for a BOM.

Caution: Always save the data.

Create the first material master:



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Descript. New prototype PLM510-##Material Number PLM510-##Industry sector Mechanical EngineeringMaterial type Finished product

a) Create the data. Then return to your �Material master� folder and createanother material.

2. Create the second material master:

Descript. Housing PLM510-##Material Number 100-PLM510-##Industry sector Mechanical EngineeringMaterial type Finished product

a) Create the data. Then return to your �Material master� folder and createanother material.

3. Create the third material master:

Descript. Shaft PLM510-##Material Number 200-PLM510-##Industry sector Mechanical EngineeringMaterial type Finished product

a) Create the data.

4. Navigate into the �BOM� folder.

Choose to create a new BOM. In the screen that then appears, you will find yourmaterial masters. You can use these for your BOM.

Select the material master PLM510-## as your header material.

Then define the following data:



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Material New prototype PLM510-##Plant �No entry�Use EngineeringBasis amount 1Status Active

Save the data.

a) Proceed according to the exercise and select the right material for theheader of the BOM.

5. Create two new items. In the BOM overview, choose the �Create� button. Withthe �Assign� button, you can select material from the list.

Assign the rest of the material masters in the same way.

Always use the quantity 1 and a four-digit item number, 0010 for the first and0020 for the second material.

Save the data.

a) Assign the material masters as components to the BOM. You can eitherenter the material number directly, or �Assign�. If you decide on the secondway, you can select your materials from a list.

If you select the �Save and continue� button, you can assign the materialsdirectly.

6. Control your BOM. Display version 1. If you have done everything correctly,you will find your assigned material masters.

a) In �Actual path�, select the entry of version 1.

If required, you can also display the material masters directly.

Task 3:After the first data have been created in the form of material masters and BOMs, youdecide to create documents in the cFolders scenario.

1. Navigate to the �Documents� folder. Assign the bitmap, which you have copiedon to your local hard drive. Select the corresponding entries. Enter the followingdata:



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Name: Bitmap prototypeDescription: AllPushbutton: Uploading the fileFile: C:\T-D01.bmp

If necessary, display the file.

a) In the documents folder, select the �Create� button and then the�Document� object. Enter the data according to the exercise and execute anupload of the local file. Select your local bitmap, which you have copiedto your local computer in a previous exercise.

2. You should be able to use the Word document in several collaboration folders.Therefore, create a new standard collaboration.

Navigate to the area of the standard collaboration folder and create the followingfolder there.

Name: Standard collaboration PLM510-##

Save the data.

a) Return to the initial screen and select the �Standards� entry in the functiontoolbar.

Create a new standard collaboration.

3. Then create a document as the folder content.

Name: Prototype WordDescription: Techn. data prototype PLM510-##Pushbutton: Uploading the fileFile: C:\T-D01.doc

a) In the standard folder, select the corresponding button and assign thedocument according to the exercise data.

4. The new standard document is linked to your BOM.

Navigate to your BOM file. Choose the BOM. Navigate to the item overview.There you can add the new �linked documents�.



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Select your standard document.

a) If you select your documents in your BOM folder, you can enter a searchterm or do a free search. As a result, you get the documents of yourcollaborative scenario and the standard collaboration.

Task 4:In this task, you create the necessary service objects. These include discussion fora,notes or messages.

1. First of all, you want to create a discussion in your �Various� folder.

Before this happens, you assign two other development partners to your folders.Select the �Authorizations� button and then �Add� and add the following folders:

User: PLM-##

This user is given only write authority. The user cannot create folders.

Save the data.

Return to the �Various� folder and add a �Discussion�.

Give the discussion the name �Prototype discussion�. Save the data.

In the screen that then appears, enter a discussion contribution.

Go back to the �Various� folder.

a) Proceed as described in the exercise. The discussion constributions areedited by the cFolders users who were assigned to the corresponding folder.

2. Next, you want to create a message in your �Various� folder.

To do so, select the �Messages� button and create a new message:

Priority HighRef. Various folderComment �All�Recipient PLM-##Recipient Your user

Send the message.

As you are the recipient of the message, you can check if it was sent OK.



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Return to the initial screen and select the �Received messages� entry in thefunction toolbar. There you will find your sent message.

a) If you want to create a message, you can do this with the help of thecorresponding button. When you create a message, you can enter the userswho you have assigned to your folder as the recipients. This scenario canalso be used for individual objects that are contained in the folder.

3. Next, you want to create a bookmark in your �Various� folder.

To do this, choose to create a new bookmark in your �Various� folder. Enterthe following data:

Name: Bookmark VariousDescription: AllBookmark at: http://www.sap.de

Save the data.

A second variant is the generation of a bookmark on a folder object. To do this,highlight your discussion forum entry in your �Various� folder and select the�Copy as bookmark� button in the folder contents toolbar.

Then navigate to the �As Engineered� folder and select the �Add� button therein the folder contents toolbar. You then have a bookmark on your discussionforum of the other folder.

Test the bookmark. You decide to display the bookmark in a new window.

a) If you generate the bookmark as an Internet link, this is a new folderobject. Therefore, select the corresponding entry and define the bookmark.

b) When you create a bookmark for an existing folder object, this isa reference. Therefore, highlight only your object and select thecorresponding entry.

4. In the �Various� folder, you should define a note in the form of a text.

Navigate to the folder and select the Create button. Then you decide to createa text. Create a text of your choice.

Save the data.

After you have created the text, create a second version for the text.

To do so, select the existing text and create a second version.



http://www.sap.de

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In the �Description� field, enter a reason for this version and then define a textof your choice again.

Save the data.

a) Create a text in two versions as described in the exercise.

Task 5:Next, create a data sheet. With the help of a data sheet, you are in a position to defineproperties for your objects. This corresponds to the SAP class system.

1. Navigate to the �Various� folder. Create a �data sheet� as folder content. Define:

Name: Data sheet prototype pumpDescription: �Any�

Save the data.

a) In the �Various� folder, select the corresponding button. Then select thedata sheet in the object list.

2. After saving, you find yourself in the detail screen. Select the �Edit� buttonand then edit a class. The SAP class system could be integrated as part of aconsultation project.

Create the class with the following data.

Name: New class for prototypeDescription: Any

Confirm the data and save the data sheet.

a) Create the new data sheet. As a class cannot be transferred from the SAPsystem, create a new class. This does not yet have any characteristics orobject assignment. This is done in separate steps.

3. After creating the class, you have to create the characteristics. To do this, changethe existing class.

Create the following two characteristics:

Char. 1:



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Name: PLM510-##-01Description: Pump heightUnit of measure: UnType: Number

Save the data.

Char. 2:

Name: PLM510-##-02Description: Pump capacityUnit of measure: M3Type: Number

Save the data sheet.

a) If you change the class, you can create new characteristics and assignthese directly to the class.

4. After creating the new class, use a specification for characteristic valuation.Return to your data sheet and edit it again.

You decide to create a new specification. Issue a name of your choice.

In the detail screen of the specification, you find the class you have created.

After assigning the class, you get an overview of your characteristics. Evaluatethese as you want. Confirm this data.

Save your data sheet.

a) When you do the exercise, first of all create the data sheet as a foundation.Assign the existing classes to this or create anew.

b) When you create the new class, you can assign other subclasses orcreate new characteristics. The characteristic valuation is done in thespecification.

c) The specification is available when you return to the data sheet and want toedit this again. In addition to the characteristic valuation, you also storesupplementary descriptions.



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Task 6:After you have created the data in the cFolders system, you want to search for thisdata. Use the quicksearch for a local search.

If you are searching for data in all scenarios, use the global search.

1. Carry out a quicksearch.

To do this, navigate into the �First prototype� folder in your collaborativescenario. Choose the �Search� entry on the initial toolbar.

Enter:

Search term 1: HousingSearch term 2: Hollow shaftLink to �OR�

Start the search.

You will find your created objects in the results screen.

Select an object. The system navigates directly to the right folder.


2. As you want to expand your object search to the other collaborative andcompetitive scenarios, you carry out a global search.

Navigate to the initial overview. There, use the �Search� button. Create a newglobal search query.

Name: Global search PLM510-##

Use the button: �Extended�

Search term 1: Hollow shaftSearch term 2: HousingLink to �OR�General data: All availableFolders / objects: All available

Start the search. The search is saved and you can restart it.



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Control the search result. If required, navigate to the corresponding objects.

a) When you carry out a global search, this is done independent of yourscenarios. That is why you find the search in your function toolbar inthe initial screen.

Task 7:You have created, or have had somebody else create, several material masters, BOMs,or documents in the cFolders scenario. These data should be copied into the SAPbackend system. Return there.

1. Import the objects from the cFolders scenario.

Caution: Please note the following points:

cFolders application: cFolders training

In the initial screen, you decide that linked documents should be considered.

Choose the button: Select cFolders object.

If you receive a logon mask for the system, choose:

Client: your training clientUser: your course userpassword: your course password

a) Therefore, start the necessary transaction [CFI02].

b) Select the following as cFolders application: cFolders training

c) Solution: consider linked objects

d) Pushbutton: select cFolders object

2. In the dialog screen that appears, select your collaborative scenario. Firstnavigate to the folder that contains your material masters. Select the materialmasters individually, they are entered into the object overview.

Here, always use the �Select cFolders object� button.

a) When you select the objects from the cFolders scenario, a logon mask mayappear. Logon as described in the exercise.



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3. Copy the BOM.

a) Navigate in the dialog screen to the BOM folder and select the BOM.

4. Transfer the document

a) Navigate in the dialog screen to the documents folder and select thedocument.

5. Control the objects.

Highlight your BOM and select the �Copy linked documents� button.

Highlight your first document. You haven�t issued any document key in thecFolders scenario for your files. You must do this here. Select the �Choosedocument� button

Document 1:


Version 00

Highlight your second document:


Version 00


6. Copy the objects. Choose the respective button. If the copy is without errors,you get a results preview.

Save the data.

a) Choose the respective button. The data are transferred.

7. Check the data in the R/3 system.



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Check the BOM. Enter the following:

Material: PLM510-##Plant: No entryUsage: 2

Display the BOM. Leave the BOM.

a) Start the transaction [CS03]. Display the BOM.

Task 8:After you have transferred data from the cFolders scenario into the SAP system, youdecide to transfer SAP master data into the cFolders scenario.

1. Start the corresponding transaction. Enter the material T-F1## in the browser.

Start the product structure browser. You can select both individual materialmasters, as well as documents and BOMs.

The browser is divided into two parts. In the left-hand part, open thecorresponding folder for the document and the BOM.

Now highlight the material T-F1## and draw this with pressed mouse buttoninto the right-hand side of the screen.

Repeat this for document T-F1##

Repeat this for BOM T-F1##

Then copy the data by selecting the correct button.

a) Start the transaction to export the objects [CFE02]. You are in the productstructure browser. Select the material T-F1##. Open the described folderand transfer the data per mouse button into the list of the �selected objects�.

b) After the object selection, choose the �Transfer objects� button.

2. In the object transfer screen, first select the correct target system.

System: cFolders training

Then, select a standard folder. Navigate to the �As build� folder within yourcollaborative scenario. Choose the �Copy objects� button.

a) Select the correct cFolders application and then the standard folder.



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3. Control the data. For objects that are not permitted for the cFolders, for examplebecause of a false material type, you receive an error message.

a) Control the objects and the error message on the material. Display the log.

4. Control the data in the cFolders scenario.

Logon to the cFolders system and navigate to the �As build� folder again.

There you will find your copied objects.

Control your material masters, your BOMs, and your documents. As thedocument has two originals in the SAP system, these become two documents inthe cFolders scenario.



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Lesson Summary

You should now be able to:� Create the corresponding objects� Now you can use the classification system to find objects.� Carry out the backend integration


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PLM510 Unit Summary

Unit SummaryYou should now be able to:� Create the corresponding objects� Now you can use the classification system to find objects.� Carry out the backend integration


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Unit Summary PLM510


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Unit 10Authorization

Unit OverviewThis chapter introduces you to the areas of permission and authorization.


� Define the authorizations� Use the status management

Unit ContentsLesson: Authorization ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .258

Exercise 21: Authorization .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .265


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Unit 10: Authorization PLM510

Lesson: Authorization

Lesson OverviewThis lesson provides you with an overview of the authorization and status scenarios.


� Define the authorizations� Use the status management

Business ExampleWithin the collaboration scenarios, your development partners require the necessaryauthorizations in order to process files or objects.

Within the competitive scenario, your suppliers require the necessary authorizationsfor your assigned work areas.

When you create the objects in cFolders, you can assign a status profile. With thisstatus profile, you can carry out a business release process.

AuthorizationsAuthorizations in the cFolders scenario are always issued by the administrator. He canuse the roles and authorization concepts of the WAS backend system. In comparisonto Release 3.0, cFolders Release 3.1 works only with roles which have authorizations.

For example, the system administrator can create and maintain users.

The administrator of the collaboration can assign authorizations to users, user groupsor roles.

Every user can create a user group, for example.

Possible authorizations.

Authorizations within the cFolders are always object-related: they allow the user toexecute an activity on a certain object.


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PLM510 Lesson: Authorization

The following authorizations are possible:

� Read: the content of the object can be taken into consideration.� Write = read and write: The write authority contains the read authorization.

The user can also change the object.� Admin= write, user maintenance and authorizations: The administration

authorization contains the write authorization. The user can assign additionalauthorities.

� None: for restrictive views of folders. A user with this authorization cannotreach the object. The use of this authorization makes sense if the authorization tothe object came about through inheritance or the use of user groups.

Figure 89: Inheriting authorizations

The graphics card folder has the subfile Part A. Steve Gates has a read authorizationfor the graphics card folder and also automatically has a read authorization for thePart A folder. Bill Ellison, as administrator, sets a write authorization for the folderspecification Part A for Steve Gates. This authorization overcontrols the inheritedread authorization.


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Figure 90: Inheritance in the competitive scenario

If you create a competitive scenario, the public area is create immediately. Alldocuments that are necessary for the collaboration are entered here. The suppliers canalso store general data. Following that, the individual work areas are created for thesupplier. If you now create the authorizations for the different work areas, you canalso change the authorizations for the public area.

Role definitions

The role definition is carried out in the WAS system using transaction PFCG. Ifyou have carried out the role maintenance centrally in the backend system, you candistribute these in the cFolders system.


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Figure 91: General authorizations

The general authorizations can only be carried out by the administrator. He uses theuser maintenance of the cFolders scenario and defines the participant�s authorizations.

Guest authorizations

The guest authorization within a competitive scenario is limited to the public areaonly. The user cannot gain access to the protected work area. In an auction scenario,it is necessary that the partner has access to the documents of the public area. Ifrequired, the administrator can set up a work area for the partner.

As part of the SRM integration (SAP Bidding Engine), guest authorizations can becreated automatically. Every guest can access the �public area� without needing awork area for this.

Status managementIf you create a status profile in the cFolders scenario within the status management,proceed as follows:

1. Creating a status profile2. Creating a status for every step, for example: new, in progress, check, release3. Definition of the status transfers4. Definition of actions for the status transfer: Informing a user during transfer

(message) reminding the user of deadlines


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Figure 92: Status transfers

Status settings

There is an initial status. An object can be defined as �protected�, so that you can onlywork with this status using a new object or another status (Administrator). You candefine actions such as deadlines or processing periods.

Status authorizations

� Status profile authorization: Administration of a status profile and objectassignment

� Status change authorization: Allows the user to carry out a status change� Object authorization: Administration, reading or writing of an object

A read authorization enables you to change a status if it does not contradict the statuschange authorization.


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Figure 93: Assignment of a status profile

A status profile can be assigned at different places. Thus, you have the option ofassigning the status profile to a folder and therefore also to the contained objects.

If you require different status profiles for the individual objects, assign these directlyto the objects.

Status log

Every status change is logged. Thus, you can see at all times who carried out thecorresponding changes to the order or object.


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Exercise 21: Authorization

Exercise ObjectivesAfter completing this exercise, you will be able to:� Adapt authorizations� Create a status profile

Business ExampleYou want to issue the necessary authorizations for the collaborative and thecompetitive scenario in the cFolders system.

Then, you create a status profile in order to control the release process of theindividual objects.

Task 1:Issue the necessary authorizations for new and existing users.

1. First of all, you decide to create a further user in your cFolders scenario. To doso, navigate to the �User administration� entry and create a new user.


First name �Any�Surname PLM510-##00E-Mail Any.PLM510-##[email protected] SAP_CFX_User

Save the data.

2. If required:

Confirm the message that the e-mail could not be sent. The password wouldhave been transferred in the mail.

Change the user and enter the password �INIT�.

3. Create a user group. This contains your user name as a description.

Assign the following users to this user group:



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PLM510-##PLM510-##00PLM-##

4. Navigate to the �As build� folder within your collaborative scenario. Here youwill find the objects that you have transferred from the SAP backend system.

Choose the button: Authorization.

There you will find your assigned user. The authorization here was inheritedfrom the superordinate folder.

5. You decide to include other users. You do this with the help of your user group.

First of all select the �Add� button and the �User group� button. The user grouphas your user as a name.

Search for: PLM*

All user groups are displayed. Copy your user group. Give this group writeauthorization. Leave the remaining entries unchanged.

6. After you have issued the corresponding authorizations in the collaborativescenario, you decide to issue authorizations in the competitive scenario.

Navigate to your competitive scenario. Then select the work area�PLM510-##00� there.

Enter a new authorization for the user �PLM510-##00�.

In the work area, select the �authorization� button and then�Add�.

Then select the �User� entry.

Enter: User: PLM510-##00.

Add the result.

Give this user write authorization.

Task 2:You want to control the release process for individual objects. To do so, create astatus profile and assign this to the objects.

1. Navigate to the initial overview and select the �status management� entry.Create a new status profile.

Name: Status network PLM510-##Continued on next page


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2. Then create three new statuses.

Create the first status:

Name: In preparation

Pushbutton: Save and continue.

Status 2:

Name: Checked


Status 3

Name: ReleasedIndicator Version protected

Pushbutton: Save.

3. The status requires status transfers. Define the first status transfer in such a waythat the initial status �In preparation� has the target status �Checked�.

Name: Status transfer 1Starting status In preparationTarget status Checked

Save the data and continue.

4. Define the second status transfer. Define the status transfers in such a way thatthe �Checked� status has the target status �Released�.

Name: Status transfer 2Starting status CheckedTarget status Released

Save the data.

5. Assign the staus network.



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Navigate to the �As build� folder in your collaborative scenario. There, assignthe new status network to your BOM.

Change the status until the BOM is released.

6. Try to change the released BOM.


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Solution 21: AuthorizationTask 1:Issue the necessary authorizations for new and existing users.

1. First of all, you decide to create a further user in your cFolders scenario. To doso, navigate to the �User administration� entry and create a new user.


First name �Any�Surname PLM510-##00E-Mail Any.PLM510-##[email protected] SAP_CFX_User

Save the data.

a) In the user administration create a new user in the area of the local useradministration. Complete the right address in the e-mail.

Confirm the data and assign the defined role.

2. If required:

Confirm the message that the e-mail could not be sent. The password wouldhave been transferred in the mail.

Change the user and enter the password �INIT�.

a) As this system automatically generates a password and this is sent in thee-mail, you have to change this manually.

3. Create a user group. This contains your user name as a description.

Assign the following users to this user group:

PLM510-##PLM510-##00PLM-##

a) When you create the new user group, you can add the users after saving thegroup. Choose the respective user.



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4. Navigate to the �As build� folder within your collaborative scenario. Here youwill find the objects that you have transferred from the SAP backend system.

Choose the button: Authorization.

There you will find your assigned user. The authorization here was inheritedfrom the superordinate folder.

a) You navigate within the function toolbar to your collaborative scenarioand open the folder.

If you select the �Authorizations� button, you will find your user, but youalso have the option of adding new users.

5. You decide to include other users. You do this with the help of your user group.

First of all select the �Add� button and the �User group� button. The user grouphas your user as a name.

Search for: PLM*

All user groups are displayed. Copy your user group. Give this group writeauthorization. Leave the remaining entries unchanged.

a) If you want to issue authorizations for new users, you can choose betweenindividual �users�, �user groups�, or �roles�.

If you decide on a role, the users are assigned that are linked to the role.

6. After you have issued the corresponding authorizations in the collaborativescenario, you decide to issue authorizations in the competitive scenario.

Navigate to your competitive scenario. Then select the work area�PLM510-##00� there.

Enter a new authorization for the user �PLM510-##00�.

In the work area, select the �authorization� button and then�Add�.

Then select the �User� entry.

Enter: User: PLM510-##00.

Add the result.

Give this user write authorization.




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Task 2:You want to control the release process for individual objects. To do so, create astatus profile and assign this to the objects.

1. Navigate to the initial overview and select the �status management� entry.Create a new status profile.

Name: Status network PLM510-##

a) Select the entry in the function toolbar and create a new status profile. Afteryou have saved this, you can create the status and status transfers directly.

2. Then create three new statuses.

Create the first status:

Name: In preparation


Status 2:

Name: Checked


Status 3

Name: ReleasedIndicator Version protected

Pushbutton: Save.

a) Decide in the status profile whether this should be copied with the object.

b) Decide in the status, whether the object or the version should be protectedagainst changes.

c) Decide in the status, whether you want to define actions in the form of�deadlines� or �processing periods�.

3. The status requires status transfers. Define the first status transfer in such a waythat the initial status �In preparation� has the target status �Checked�.



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Name: Status transfer 1Starting status In preparationTarget status Checked

Save the data and continue.

a) To do so, return to the status profile and select the tab page of the statustransfers. Create the first status. Save the data and continue. You cancreate the next status transfer directly.

4. Define the second status transfer. Define the status transfers in such a way thatthe �Checked� status has the target status �Released�.

Name: Status transfer 2Starting status CheckedTarget status Released

Save the data.

a) After you have defined the second status transfer, save the data.

b) If required, you can define an action in the form of a message for the nextstatus transfer.

5. Assign the staus network.

Navigate to the �As build� folder in your collaborative scenario. There, assignthe new status network to your BOM.

Change the status until the BOM is released.

a) Navigate to the detail information of your BOM and assign your statusnetwork. This is proposed directly.

6. Try to change the released BOM.

a) As the �released status� is a protected status, you can no longer changethe BOM.

You also cannot create a new version.


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Lesson Summary

You should now be able to:� Define the authorizations� Use the status management


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Unit Summary PLM510

Unit SummaryYou should now be able to:� Define the authorizations� Use the status management


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PLM510 Course Summary

Course SummaryYou should now be able to:

� Describe the basic and detail functions of cProjects� Use cProjects� Describe the basic and detail functions of cFolders� Use cFolders� Describe and use the integration of cProjects and cFolders� Create collaborative and competitive scenarios� Define objects in the cFolders scenarios� Create authorizations and status networks in the cFolders scenarios


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Course Summary PLM510


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Appendix 1Appendix: cFolders

Object overview

Figure 94: Object Overview

The object overview enables a complete overview of all objects within a collaborationor folder structure.

Table Filter


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Appendix 1: Appendix: cFolders PLM510

Figure 95: Table Filter

The table filter enables you to filter out the relevant objects from several collaborationand competitive scenarios.

Object history

Figure 96: Object History

You can use the object history to display all changes to an object.

Generic objects


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PLM510 Appendix 1: Appendix: cFolders

Figure 97: Generic Objects

Generic objects enable user-defined enhancements to a cFolders scenario. Thesegenerics objects can consist of data fields and references. The required authorizationsare defined at field level.

The generic objects can also be linked with a status profile. Hence, all functions areavailable that exist in the standard objects.

Content Server


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Figure 98: Content Server

You can use the SAP Content Servers for storing documents. In the cFolders scenario,a single Content Server can be used or a distributed environment depending on therespective enterprise locations.

For example, a user can also work with a Content Server and several Cache Servers.

Example:

An employee in England uses the cFolders scenario. All data generated there is storedon the corresponding English Content Server. If this employee now requires data fromthe Danish server, the data of the Danish server is copied to the English Cache Server.

The Danish user works with the English cFolders scenario and the Danish ContentServer. If he now accesses the English Content Server, this data is transferred tothe Danish Cache Server.

FTP Box


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PLM510 Appendix 1: Appendix: cFolders

Figure 99: FTP Box

The FTP Box is implemented within a customer-specific project.

If you use the FTP Box, carry out the following steps:

1. FTP is used to store all relevant data in the inbound directory of the FTP Box.There is one directory for each user.

2. A new document is executed within the cFolders solution without an �upload�from the normal file directory.

3. The file in the cFolders scenario can be imported from the FTP Box. When datais transported by means of FTP, it is sent in small data packages minimizinginternet traffic.

SRM Integration


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Figure 100: SRM Integration

cFolders Collaboration can be generated within �SAP Bidding Engine� (SRM 3.0& cFolders 2.00 SP7 or cFolders 3.00).


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GlossaryAlert

Messages used to inform the people involved in an object of certain changes.Approval

The approval documents that those results have been achieved in a phase, whichare the prerequisites for the subsequent phases or the completion of the project.The decision makers of a project either grant or reject the approval.

Business partnerPerson, organization, group of people, or group of organizations in which theenterprise has a business interest. This can also be a person, organization, orgroup within this company.

ChecklistList with items that have to be processed in a project

Checklist itemPart of a checklist. Checklist items reflect important requirements that must bemet in order to be able to achieve the project goal.

Control planTool for checking predefined quality characteristics as per QS 9000. Controlplans describe which measures and methods have to be applied in a certain phaseof the creation of a project in order to check that the characteristics are observed.A control plan is used and updated throughout the entire product life cycle.

Decision makerPerson involved in the project who decides on the approval of a phase.

GlossaryCollection of activities that a person performs to participate in one or morebusiness scenarios in an organization. You access the transactions, reports,Web-based applications, and other objects contained in roles through user menus.

Individual approvalDecision by an individual decision maker regarding an approval. All individualapprovals together form the approval of a phase. Decisions can be madeseparately and in any order.

PhaseSection of a project that is completed in a stage. A phase starts with its releaseand finishes with its approval.


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Glossary PLM510

Project definitionProject object at the top hierarchy level of a project

Project ObjectSuperordinate term for all structuring objects in cProjects.

Project roleIn cProjects, it represents a position in a project that is to be filled by a businesspartner, such as a consultant in a consulting project. The project role describeswhich type of resource is required in the project, that is, the function of theresource in the project. In contains information on the qualification the resourceis to have and when it is to be available for how long.

Project role typeDescribes which types of project roles can be used within a project. The projectrole types are specified in Customizing. Example: Project manager, consultant

QualificationsSkill or permission to carry out a certain task. You can assign severalqualifications to a personnel resource.

SeverityWeighting with which threshold values are ordered by priority. During theevaluation, the threshold values are checked with descending severity. If thecondition of the threshold value is met, an icon can be assigned to the severity.

SubtaskTask within a task.

TaskProject object that defines the required work in a project. A project task includesthe information what is to be done in a project within which time frame andwith which effort.

Threshold valueCondition for an object that is checked in the report. If it is met, the icon of theseverity that is assigned to the threshold value is displayed in the report.


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IndexAAuthorization, 191, 258Authorizing guests, 261BBackend Integration, 195, 227Bill of material, 191Bills of material, 211, 213Bookmark, 220Bookmarks, 211, 220CcFolders, 189�190Characteristic, 224Class, 223Collaborative scenario, 189,192

Competitive scenario, 189, 192cProjects Suite, 190DData sheet, 211, 221Discussion, 211Discussion fora, 218Document, 191, 211Document structure, 215Documents, 191, 215EE-Mail, 189ECL Viewer, 215FFolders, 191, 211GGlobal Search, 225

Guest authorizations, 261HHTTPS, 228IInherit authorizations, 259Internet, 189MMass processing, 217Material, 191, 211Material master, 212Messages, 219NNote, 211, 221QQuicksearch, 225RRedlining, 216Role, 260SSpecification, 225Status, 261Status log, 263Status Profile, 261Status transfer, 261WWork Area, 194


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Index PLM510


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FeedbackSAP AG has made every effort in the preparation of this course to ensure the accuracyand completeness of the materials. If you have any corrections or suggestions forimprovement, please record them in the appropriate place in the course evaluation.
