S4121
Master Data Configuration for
Project Control in SAP S/4HANA
.
.
PARTICIPANT HANDBOOK
INSTRUCTOR-LED TRAINING
.
Course Version: 14
Course Duration: 2 Day(s)
e-book Duration: 7 Hours 30 Minutes
Material Number: 50151001
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Typographic Conventions
American English is the standard used in this handbook.
The following typographic conventions are also used.
This information is displayed in the instructor’s presentation
Demonstration
Procedure
Warning or Caution
Hint
Related or Additional Information
Facilitated Discussion
User interface control
Example text
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iii
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iv
Contents
vi
Course Overview
1
Unit 1:
2
19
Lesson: Introduction to User Interface
Unit 2:
20
27
Unit 3:
Work Breakdown Structures (WBS)
Lesson: Customizing WBS
Lesson: Defining User Fields and Interface Settings
Lesson: Using Multilingual Settings and Access Control Lists
Lesson: Creating Operative Work Breakdown Structures (WBS)
Lesson: Maintaining Operative Work Breakdown Structures
Lesson: Creating Standard Work Breakdown Structures
Unit 4:
61
67
75
78
85
Introduction to SAP Project System (SAP PS) Structures
Lesson: Identifying Requirements for Structures in the SAP Project
System (SAP PS)
28
36
40
43
50
54
60
Introduction to User Interface
Activities and Networks
Lesson: Customizing Networks
Lesson: Maintaining Networks and Activities
Lesson: Using Milestones in Networks
Lesson: Creating Standard Networks
Unit 5:
86
91
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Project and Simulation Versions
Lesson: Creating and Transferring Simulation Versions
Lesson: Creating Project Versions
v
Course Overview
TARGET AUDIENCE
This course is intended for the following audiences:
Application Consultant
Super / Key / Power User
Project Manager
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vi
UNIT 1
Introduction to User
Interface
Lesson 1
Introduction to User Interface
2
UNIT OBJECTIVES
Work with SAP Fiori Apps
Explain the benefits of SAP Fiori
Describe the SAP GUI that is still available in SAP S/4HANA
Give an overview of SAP Business Client
Explain the benefits of SAP Business Client
Navigate in SAP Business Client
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1
Unit 1
Lesson 1
Introduction to User Interface
LESSON OVERVIEW
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Work with SAP Fiori Apps
Explain the benefits of SAP Fiori
Describe the SAP GUI that is still available in SAP S/4HANA
Give an overview of SAP Business Client
Explain the benefits of SAP Business Client
Navigate in SAP Business Client
SAP Fiori User Experience
As your enterprise plans to implement SAP S/4HANA, you want to learn more about the SAP
user experience strategy, and, particularly, the SAP Fiori UI.
Figure 1: Concepts and influencing factors
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Lesson: Introduction to User Interface
Concepts and Influencing Factors
IT and the use of electronic devices is no longer reserved for a group of experts; it has spread
throughout all social groups. In this context, highly performing hardware stands against a
wide variety of software products with differing scope and potential. This puts stress on ease
of use from the perspective of the end user. The main drivers of this development are
smartphones and tablets, with their easy-to-use and flexible user interfaces. The focus of
these user interfaces is no longer on maximum functionality, but on a positive user
experience, which places the focus on the consumer. The focus is no longer on the expert
user with many years of experience. Due to these circumstances, business software must
adapt and transform the impact of this trend into an advantage for the roles of an enterprise.
In this evolution, User Interfaces (UIs) play an important role.
With regard to SAP software products, the challenge is to keep a clear view and to understand
the overall SAP strategy in the area of user experience. Furthermore, it is important to have a
clear understanding of the goals and the target groups of each UI technology. This helps to
avoid incorrect decisions and situations where users are frustrated.
At the outset, it is helpful to clarify and help understand the terminology. It is useful to start
with the terms User Interface (UI) and User Experience (UX).
Figure 2: UI vs. UX
The terms User Interface (UI) and User Experience (UX) refer to two different ways of
thinking. UI, from a software perspective, refers to the interface between a human being and a
device. Its goal is to support maximum efficiency during use. UX involves the perspective of
the end user, and aims at motivation and emotion before, during, and after use. UX tries to
achieve a sustainable, positive attitude in the user and create a motivating experience,.
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Unit 1: Introduction to User Interface
Figure 3: User types
Depending on the industry and company involved, various user types can be found. There are
many different user types, depending on the structure of the specialized area and the IT
department, as well as the degree of digitization. However, in almost every company, there
are three basic types as follows:
Occasional user: Uses the system only occasionally and needs simple, easy-to-use
applications. In many cases, single-step transactions are executed.
Expert user (or key user): Is a fully-trained SAP user, who knows the processes and the
available applications in detail. The expert user often uses multiple systems and different
UIs.
Developer (or programmer): Has detailed process and system knowledge, and deals with
the adaptation and extension of the existing applications. The developer has to look after
several applications with different UIs.
Figure 4: Types of Access
Based on the type of access, applications can be categorized as follows:
Multi-step transactional
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Lesson: Introduction to User Interface
Single-step transactional
Single-step analytical
Figure 5: One Size fits all?
When summarizing the different factors, it is clear that a “one size fits all” approach does not
work.
Figure 6: Aim - Unified UX direction for all SAP Software
The long-term goal of the SAP UX strategy is to offer all business and all analytic applications
on SAP HANA, with SAP Fiori as the unified UI.
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Unit 1: Introduction to User Interface
Figure 7: SAP User Experience Strategyf
The SAP user strategy has the following three components:
NEW: New applications are delivered with the latest UI technology, which in most cases is
SAP Fiori.
RENEW: The most important and widely used applications will have their UIs renovated by
SAP.
ENABLE: The less used applications can be improved by the customer using various
technologies.
Figure 8: NEW - Example
Examples of the NEW component include the following:
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Lesson: Introduction to User Interface
SAP Fiori for new applications, such as the overview sheets in Project System or the Fiori
apps for changing the system status or confirminig activities and milestones
SAP Visual Business (supports certain new applications)
SAP Visual Enterprise (supports certain new applications)
Figure 9: Fiori_New_03.pptx
Examples of the RENEW component include the following:
SAP Fiori as common UI for all devices (desktop, laptop, tablet, and smartphone)
SAP Fiori for existing applications (for example, cloud applications including SAP
Fieldglass, SAP Ariba, and SAP SuccessFactors). This applies to most of the transaction in
Project System (PS).
SAP Fiori for existing SAP GUI or Web Dynpro applications
Single entry point via SAP Business Client. As the SAP Business Client supports the new
SAP Fiori transactions as well as the existing transactions, it should be the single point of
entry when both options are used.
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Unit 1: Introduction to User Interface
Figure 10: ENABLE - Example
Examples of the ENABLE component include the following:
Improving and simplifying SAP GUI or Dynpro-based views using view Personas
Adapting and extending standard SAP Fiori apps using Web IDE
Customizing different UIs using color schemes, fonts, icons, and so on, and customizing
company logos using UI Theme Designer
DesignerView Personas is available for SAP GUI or Dynpro-based views (Web Dynpro support
is planned), and Web IDE is available for SAP UI5 applications. The UI Theme Designer is
available for the following:
SAPUI5 (including SAP Fiori applications and SAP Fiori Launchpad)
Web Dynpro ABAP, Web Dynpro Java
SAP GUI for HTML
Business Server Pages, HTMLB
SAP Business Client for Desktop
SAP Enterprise Portal
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Lesson: Introduction to User Interface
Figure 11: Type of SAP Fiori Apps
Transactional SAP Fiori apps need an ABAP environment and are often used for single-step
transactions. Analytical apps and Fact Sheets are SAP HANA-based, and often contain new
functionality.
Figure 12: SAP Fiori Architecture
The SAP Fiori architecture consists of the following levels:
HTML5 client (SAP Fiori launchpad)
ABAP front-end server, with a central UI component and SAP Fiori roles implemented
ABAP back-end system
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Unit 1: Introduction to User Interface
Database (SAP HANA or AnyDB)
The SAP Fiori launchpad is a role-based, personalized UI client that enables users to access
SAP Fiori apps alongside established UIs. The SAP Fiori launchpad is based on SAPUI5 and
can be used on multiple devices (leveraging the responsive design paradigm) and deployed
on multiple platforms (SAP NetWeaver Application Server [ABAP Stack], SAP Enterprise
Portal, and SAP HANA Cloud Platform). The SAP Fiori launchpad comes with predefined
content to streamline implementation processes.
The SAP Fiori launchpad is aligned with the two main UI clients: SAP Enterprise Portal
(available) and SAP Business Client (planned). This alignment is achieved as follows:
Alignment with the SAP Enterprise Portal is achieved by running the SAP Fiori launchpad
user experience within the SAP Enterprise Portal (also known as SAP Fiori framework
page) while leveraging the established portal infrastructure and best practices.
Alignment of SAP Business Client (BC) for Desktop with SAP Fiori launchpad design is
planned for future releases.
Figure 13: SAP Fiori Launchpad
The SAP Fiori launchpad can be visually adapted and customized using the UI Theme
Designer. It is designed according to the simple and intuitive SAP Fiori user experience, while
supporting established UI technologies (such as Web Dynpro ABAP and SAP GUI for HTML).
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Lesson: Introduction to User Interface
Figure 14: Transactional SAP Fiori Apps — Change WBS Element Status
The figure Transactional SAP Fiori Apps: Change WBS Element Status shows the SAP Fiori
transactional application Change WBS Element Status, which supports the user in
maintaining the status values of WBS elements and network activities. As this is a
transactional app, you will find the standard views and functionalities.
Figure 15: Transactions in SAP Fiori Launchpad — Project Builder
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Unit 1: Introduction to User Interface
You can also use the existing SAP GUI transactions in the SAP Fiori launchpad, together with
the SAP Business Client or via your web browser. Most SAP GUI transaction exist in S/4HANA
as well.
User Experience: SAP GUI
The SAP Graphical User Interface (GUI) is the front-end program used to access SAP
systems. Several variants of the SAP GUI are available and are adapted for use in different
environments. The SAP GUI program connects the front-end computer to a specific SAP
system. To start the SAP GUI, SAP provides another program, SAP Logon. When the user
launches SAP Logon, a screen displays a list of available SAP systems. This list is derived
from a file on the front-end computer, and is preconfigured and made available to users.
SAP Easy Access
When you work with your SAP S/4 HANA system, you are able to start the SAP Easy Access
menu. Here, you can select transactions via a menu path or through executing the transaction
code. If you migrated your “old” SAP ECC system to SAP S/4 HANA, you could opt to work
with the classic SAP GUI transactions.
Most of the transactions used in SAP Project System (PS) are actually renewed SAP GUI
transaction. This means, you could also logon to the backend system directly and use the
same transactions, with or without the Fiori theme Belize.
Figure 16: SAP Easy Access
The Project Builder appears the same way as in SAP ECC. The design has been adopted to the
new themes, but the functionality remains the same.
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Lesson: Introduction to User Interface
Figure 17: SAP Easy Access - Project Builder
The choice is yours
It is up to you which system access you prefer. Most SAP S/4HANA scenarios can be reached
via the SAP Fiori launchpad. As an alternative, you can use SAP Business Client with standard
Web Dynpro or the SAP GUI for HTML transactions. If users don’t want to work with SAP Fiori
or SAP Business Client, they are still able to open the classic SAP transactions.
Figure 18: SAP GUI with Belize Theme
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Unit 1: Introduction to User Interface
Even in the SAP GUI you can set the options in such a way that the appearance is similar to
the design the Fiori apps are using. In this case you have to choose Accept Belize Theme in
the SAP GUI options. This only works on a S/4HANA system.
User Experience: SAP Business Client
Formerly, users could choose between a wide range of user interfaces. These included SAP
Portal, Business Server Page solutions, HTML5 Apps, SAP Web Dynpro, and SAP GUI. The
standard SAP GUI menu offers a wide range of access points for different objects, such as
project, network, or documents. Each individual object has its own search template. It is not
possible to search across all objects. If you want to define your own search, you do this on the
SAP GUI using an SAP Query. SAP Business Client, which was called Netweaver Business
Client in older releases, attempts to solve these problems. It does so by providing a new
interface and serving as an alternative to the applications used formerly.
Figure 19: SAP Business Client User Interface
With SAP Business Client, SAP provides users with a new interface that they can use
alongside the SAP GUI, SAP GUI for HTML, NetWeaver Portal, SAP Web Dynpro or Business
Server Page solutions. It can be used locally, installed on a PC, or as an internet scenario.
SAP Business Client can be used for the SAP GUI as a SAP Fiori launchpad or for Web Dynpro
scenarios, such as the ones used in SAP Portfolio and Project Management.
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Lesson: Introduction to User Interface
Figure 20: Control Center
The user interface of the SAP Business Client offers:
A central point of access for all users
An overview of:
-
Transactions
-
Object searches
-
Favorites
-
Personal Worklists
SAP Business Client is comprised of the following areas:
Navigation pane
This area shows the transactions, which can be found in the assigned role.
Work area
In this area, you can use the individual search templates, favorites, or object lists for
individual navigation objects such as projects, networks, or material components. The
work area also contains the transactions for creating, changing, and displaying the objects.
After logging on to the system, the first thing you see is the Control Center. In both the local
and internet-based SAP Business Client, the Control Center has a navigation pane containing
the role assigned to the user. Each entry contains the individual work areas for project
activities related to logistics or controlling.
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Unit 1: Introduction to User Interface
Figure 21: Control Center vs. SAP Fiori Launchpad
Alternatively, you can access the SAP Fiori launchpad in the SAP Business Client and start the
HTML5 transactions there. This option gives you the advantage that you can use the same
user interface for new Fiori applications and already existing renewed SAP GUI transactions
from the same user menu. This is the recommended option when workin with SAP FIori in
SAP Project System.
LESSON SUMMARY
You should now be able to:
Work with SAP Fiori Apps
Explain the benefits of SAP Fiori
Describe the SAP GUI that is still available in SAP S/4HANA
Give an overview of SAP Business Client
Explain the benefits of SAP Business Client
Navigate in SAP Business Client
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16
Unit 1
Learning Assessment
1. The SAP Fiori UX is only available for expert users.
Determine whether this statement is true or false.
X
True
X
False
2. The long-term goal of the SAP UX strategy is to offer only major business and analytic
applications on SAP HANA SAP Fiori as the unified UI.
Determine whether this statement is true or false.
X
True
X
False
3. Name the three components of which the SAP user strategy consists.
4. The SAP GUI is still available in S/4HANA as an alternative navigation option.
Determine whether this statement is true or false.
X
True
X
False
5. The SAP Business Client can only display SAP GUI transactions
Determine whether this statement is true or false.
X
True
X
False
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17
Unit 1
Learning Assessment - Answers
1. The SAP Fiori UX is only available for expert users.
Determine whether this statement is true or false.
X
True
X
False
2. The long-term goal of the SAP UX strategy is to offer only major business and analytic
applications on SAP HANA SAP Fiori as the unified UI.
Determine whether this statement is true or false.
X
True
X
False
3. Name the three components of which the SAP user strategy consists.
The SAP user strategy has three components: NEW, RENEW, and ENABLE. New
applications will be delivered with the latest UI technology, which in most cases is SAP
Fiori (NEW). The most important and most widely used applications will have their UIs
renovated by SAP (RENEW). The less used applications can be improved by the customer
using various technologies (ENABLE).
4. The SAP GUI is still available in S/4HANA as an alternative navigation option.
Determine whether this statement is true or false.
X
True
X
False
5. The SAP Business Client can only display SAP GUI transactions
Determine whether this statement is true or false.
X
True
X
False
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18
UNIT 2
Introduction to SAP
Project System (SAP
PS) Structures
Lesson 1
Identifying Requirements for Structures in the SAP Project System (SAP PS)
20
UNIT OBJECTIVES
Create structures in SAP PS
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19
Unit 2
Lesson 1
Identifying Requirements for Structures in the
SAP Project System (SAP PS)
LESSON OVERVIEW
In this lesson you will learn about the requirements for structures in the SAP Project System
(SAP PS).
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Create structures in SAP PS
Introduction to SAP PS Structures
To successfully manage projects, you must plan, control, and execute fundamental objectives
in a targeted, efficient manner. Professional project management plays an important role in a
business’s ability to stay competitive, particularly for businesses using primarily projectoriented processes.
The term project is not specific to any particular industry and therefore covers different types
of plans, such as the following:
Research and development projects
Make-to-order production
Investment plans
Maintenance
IT projects
A project is a summary of certain business processes within a company. A project can be
defined as a plan distinguished by the uniqueness of its conditions. These conditions include
clear goals and objectives, and restrictions such as time, money, and personnel resources.
Projects are usually an integral and interdisciplinary part of a company’s business processes.
To control all of the tasks involved in carrying out a project, project-specific organizational
forms (project organizations) are often used. These are located between the specialist
departments involved. Many projects can also be characterized by their uniqueness, the high
quality demands placed on the result of the project, or their strategic importance for a
company.
A project comprises several phases. A high degree of precision is required when planning and
coordinating large and complex projects. When planning the flow of a project, you will
schedule deadlines and dates, make resources available, and assign funds. A clearly and
precisely structured project is the basis for planning, monitoring, and controlling your
projects. A project is arranged based on two aspects – structure and process.
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Lesson: Identifying Requirements for Structures in the SAP Project System (SAP PS)
Hierarchical structures are used to represent the structure of projects. They enable the
following:
Top-down estimates (for example, to establish persons responsible and the assignment of
budgets)
Bottom-up estimates (for example, to evaluate aggregated data about costs, revenues,
scheduling, and progress)
As a rule, network techniques are used for planning and controlling the process flow of
projects.
Structures in the SAP Project System
SAP PS is a project management tool that provides you with support in all phases of the
project. The high degree of integration between SAP PS and other SAP functions, such as
Logistics, Accounting, and Human Resources, ensures that the required business processes
can run quickly and efficiently in SAP PS. SAP PS provides structures used to model and
organize projects flexibly. You can plan and monitor dates, costs, revenues, budgets,
resources, materials, and so on in these structures using the relevant tools and reports from
SAP PS. SAP PS is a component of SAP Research and Development (R&D) in the SAP S/
4HANA core.
Depending on the project type and the focus of project monitoring, you can structure your
project in SAP PS using work breakdown structures (WBS), or activities, or both, in one or
more networks, which can be linked using relationships, if required.
Figure 22: Structures in the SAP Project System
Work Breakdown Structures
A work breakdown structure is a model of the project that shows the project deliverables in
hierarchical form. The work breakdown structure represents the structural organization of
the project and provides a phase, function, or product-oriented description of the project. It
outlines the project in manageable sections. The individual elements of the work breakdown
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Unit 2: Introduction to SAP Project System (SAP PS) Structures
structure are called WBS elements. You can break down the WBS elements further,
depending upon the project phase.
Because every WBS element represents a separate controlling object in the SAP system,
work breakdown structures can be used in particular for hierarchical controlling of project
costs, budgets, revenues, and, if necessary, payments. By assigning orders to a WBS
element, you can analyze order costs for the WBS element and check them against the WBS
element budget. With the help of progress analysis, you can view progress values that reflect
the status of your project relative to the individual WBS elements, or aggregate them
according to the project hierarchy.
Networks
A network represents the course of a project by describing the time sequence and
dependencies of events and activities in a project. A network consists of two fundamental
elements – activities and relationships. Networks and their activities form the basis for
planning, analyzing, and controlling a project. Networks include information about the dates,
costs, personnel, capacity, materials, resources, and services that are required for carrying
out a project and its tasks.
Figure 23: Assignment of Networks to Work Breakdown Structures
The functions of Network assignment include the following:
Exchange of dates
Aggregation of costs
Availability control
Passing on a user status
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Lesson: Identifying Requirements for Structures in the SAP Project System (SAP PS)
Generating settlement rules
Depending on requirements, you can use work breakdown structures or networks to map
your projects in the SAP system. To use the functions of both structures, you can also use
both structures to map a project. To do this, you assign activities from one or several
networks to WBS elements in a work breakdown structure. A project can therefore also
consist of a work breakdown structure and several networks.
When activities are assigned to WBS elements, the dates and costs defined in the individual
activities are aggregated at the WBS level, and can be evaluated. Activity funds already
assigned are checked against the budgets of the WBS elements. Conversely, status, date
information, or settlement rules, for example, can be transferred from WBS elements to the
assigned activities.
Project Structure Criteria
The criteria according to which a project is structured using a work breakdown structure or
network, or both, can vary depending on the type and complexity of a project. For example,
the criteria can vary depending on the responsibility and structure of the departments or
teams involved, or on how production and assembly are integrated. It is therefore impossible
to provide an answer to the question of how best to structure a project. However, you should
take the following recommendations into consideration when structuring your projects:
The various WBS elements and activities should cover the entire scope of the project.
Keep the structure simple – it is difficult for a person to monitor structures containing
more than 500 elements.
Keep your project elements specific, measurable, attainable, realistic, and time-framed (SM-A-R-T).
Alternative structure information should be contained in the project elements, not in the
structure itself.
Use alternative hierarchies during evaluations.
Creation of Project Structures
There are different ways to create project structures. In the figure, Ways to Create Project
Structures, these options are presented schematically.
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Unit 2: Introduction to SAP Project System (SAP PS) Structures
Figure 24: Ways to Create Project Structures
As well as being able to create work breakdown structures or networks manually, you can also
use existing project structures as templates. You can create a project by copying other
operative projects, standard structures, or simulation versions. Assembly processing is
another indirect method of generating a network or, if necessary, a WBS from a sales order,
for example.
LESSON SUMMARY
You should now be able to:
Create structures in SAP PS
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24
Unit 2
Learning Assessment
1. SAP PS is a component of both SAP PLM and SAP ERP.
Determine whether this statement is true or false.
X
True
X
False
2. You can connect a network activity to several WBS elements.
Determine whether this statement is true or false.
X
True
X
False
3. A project can only be created directly element by element.
Determine whether this statement is true or false.
X
True
X
False
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25
Unit 2
Learning Assessment - Answers
1. SAP PS is a component of both SAP PLM and SAP ERP.
Determine whether this statement is true or false.
X
True
X
False
2. You can connect a network activity to several WBS elements.
Determine whether this statement is true or false.
X
True
X
False
3. A project can only be created directly element by element.
Determine whether this statement is true or false.
X
True
X
False
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26
UNIT 3
Work Breakdown
Structures (WBS)
Lesson 1
Customizing WBS
28
Lesson 2
Defining User Fields and Interface Settings
36
Lesson 3
Using Multilingual Settings and Access Control Lists
40
Lesson 4
Creating Operative Work Breakdown Structures (WBS)
43
Lesson 5
Maintaining Operative Work Breakdown Structures
50
Lesson 6
Creating Standard Work Breakdown Structures
54
UNIT OBJECTIVES
Customize WBS
Configure projects
Manage WBS status
Define user interface settings
Activate multilingual capability
Create access control lists
Create operative work breakdown structures
Use data maintenance tools
Use standard work breakdown structures
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Unit 3
Lesson 1
Customizing WBS
LESSON OVERVIEW
In this lesson you will learn about the Customizing structure in work breakdown structures.
You will also learn about project profile settings, project status, and status combination
codes.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Customize WBS
Configure projects
Manage WBS status
Customization of Work Breakdown Structures
Customizing settings in the Project System are used for creating and working with work
breakdown structures. Features of Customizing include project profile, editing masks, user
statuses, and status combination codes.
Project Profile
You must assign a project profile to the project when you create a work breakdown structure.
The project profile is the most important profile for the work breakdown structure. It contains
default values and profile data for the project. When you create a work breakdown structure,
the system saves the project profile in the project definition. When you edit the work
breakdown structure, you can change the default values provided by the project profile.
Values for the project profile are maintained in Customizing for the Project System. The
project profile is divided into four sections as follows:
1. Control
Field key
Simulation
Status profile
2. Organization
Controlling area
Company code
Business area
3. Planning board or dates
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Lesson: Customizing WBS
WBS scheduling
Planning board profile
Hierarchy graphic
4. Controlling
Planning profile
Budget profile
Settlement profile
Project Profile Description
When you create a work breakdown structure based on a template, you can use a checkbox to
decide where the data for the new project will come from. You can transfer the data from the
profile of the template project, from the template project itself, or from another profile you
enter for the new project. A project profile must be entered when a work breakdown structure
is created. It is a mandatory field in the project.
Figure 25: Project Profile Description
Details
The Project Type can be used as a selection criterion in the Information System. The Field Key
identifies the short texts for user fields. The Version Profile determines whether statusdependent project versions are written and with which data. The Simulation Profile
determines which texts are copied to and from simulation versions. The Display Options field
determines whether WBS elements are mainly displayed according to key, short ID, or
description in tabular overviews. The Level of Detail field specifies the number of hierarchy
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Unit 3: Work Breakdown Structures (WBS)
levels that the system displays when a project is opened in a particular processing
transaction. A PartnDet. Prc. (partner determination procedure) can be used to assign
partner roles to a project. The All Acct Asst Elem checkbox sets the account assignment
checkbox for all WBS elements. Using the Only One Root checkbox, you define that there can
only be one top WBS element. The Trsfr to Proj. Def. is only relevant for transaction Create
single WBS element. Selecting the Change Documents checkbox ensures that documents for
master data changes are written automatically on saving. The Proj. Summ. MastDa checkbox
activates summarization by master data characteristics instead of by classification. If you
activate the checkbox iPPE Proj. Desc., the tab page iPPE PSis displayed in the Project
Builder, in the detail screen for the WBS element.
Project Definition/WBS Element
Entries under Validation/Substitution in the Project Definition/WBS Element fields ensure that
no selection screen appears when validation or substitution is triggered. By selecting the
Automatic Validation/Substitution checkboxes, validation or substitution can also be
executed automatically on saving. You can use the Project stock checkbox to define for
material requirements planning whether a project can manage its own stock. The Automatic
requirements grouping checkbox automates the grouping of project stocks assigned to
individual WBS elements to the top WBS element. In the Status Management detail screen,
you can enter default values for status profiles for the project definition and WBS elements. If
the respective checkbox was set in the project profile, status changes can be recorded
automatically by the system with change documents. The profiles and checkbox for
Graphic
control how the work breakdown structure is displayed in the hierarchy graphic. You can use
the Vertical from level field, for example, to control from which hierarchy level WBS elements
are to be displayed vertically, instead of horizontally. You can set default values for the
Project
Summarization checkbox for all WBS elements or all billing elements and all account
assignment elements.
Access Control List
You can use the Access Control List checkbox to assign authorizations for reading, editing, or
administering objects. You can select No ACL, to deactivate the access control tab, ACL (w/o
Inh.), and does not allow inheritance of access objects to subordinate objects. You can also
select ACL (with Inh.), which allows inheritance of access authorizations. From SAP R/3 4.6C
on, you can carry out sales pricing in the Project Builder, based on Easy Cost Planning data,
for a project that does not have a customer inquiry. Under sales pricing, you can enter default
values for the necessary organizational data and the DIP profile. On the Organization tab page
in the project profile, you enter default values for the organizational assignment of the
individual WBS elements and the entire project, as well as a default value for the project
currency. WBS sched. prof. on the Plg board/dates tab page controls which characteristics
scheduling has when you trigger WBS scheduling. You can also select one of two scheduling
scenarios as a default value. The With activities checkbox controls whether assigned activities
can also be read when a project is opened in particular transactions. The Factory calendar ,
which is entered in every WBS element and can be entered as a default value in the project
profile, specifies the work days and public holidays. The Time unit refers to the duration of
WBS elements.
Planning Method
Under Planning method , you can specify one of the four scheduling methods for WBS
elements for the set of basic dates and forecast dates. When the dates are extrapolated
(bottom-up planning), the dates of assigned activities can also be taken into account. When
new activities are created in a project, the checkboxes under Network specify to which
network these new activities are assigned. or with which network profile a new network is
created. For certain transactions, the new network header can be displayed automatically.
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Lesson: Customizing WBS
The planning board profile (Plan board prof) entered in the project profile is used as the
default profile when the project planning board is called up. It determines how the table and
graphic areas of the planning board are displayed. You can call up various capacity planning
reports from the project planning board and structure planning. In the project profile, you
enter the relevant overall profiles, taken from capacity planning. The profiles for the hierarchy
graphic specify how the hierarchy graphic is to be displayed when it is called up from date
planning for WBS elements. The Object Class that can be entered here as the default value
specifies the cost flow in Controlling from a business point of view. The Statistical checkbox
determines whether costs can be debited from a WBS element or whether statistical costs
can only be posted for it. The Integrated planning checkbox activates the update of planned
activity inputs from WBS elements to the sending cost center.
Budgeting
The Planning/budgeting profiles determine how cost planning and budgeting are carried out
for the work breakdown structure and whether the availability check is activated. The
Costing
Sheet specifies how overhead costs are determined. The Overhead key is used to determine
an overhead percentage rate and templates for process cost allocation. The Interest calc.
profile specifies how interest is calculated for the project. The Investment profile specifies how
the project is integrated with Investment Management and can be used, for example, for the
automatic generation of assets under construction. A Results analysis key is required for
results analysis in WBS elements. The Settlement profile specifies, for example, the permitted
settlement receivers for the WBS elements. In the Strategy for settlement field, you can enter
a key that refers to the strategy for the automatic generation of the settlement profile. The
graphic profiles determine what the hierarchy graphic looks like when it is called up from
budgeting.
Project Coding Mask Editing
Coding masks serve as a display option for complex project numbers. They can also be used
to derive the hierarchy of a work breakdown structure from the numbers of their WBS
elements. In the Project Coding Mask table in Customizing, you define the appearance of the
coding masks in the Project System. The way it is set up depends on the first characters of
the project number. These characters serve as keys for coding projects. You can create a
mask for each key that you want to use when coding a project. The following characters are
available for editing and structuring project numbers: X for alphanumeric characters, and 0
for numeric characters and special characters. In addition, you can maintain blocking
checkboxes for standard structures (LkS) and operative structures (Lck). You cannot create
new projects with this coding key if you maintain a blocking checkbox.
In the Special Characters table, you specify the possible special characters for use in editing
masks, and you also specify the following for the project coding: whether coding must be
used, how long the key should be, and whether this length is compulsory. You can also define
a special character to be used as input help. If you enter special characters that have been
defined for your project in Customizing in the WBS Element field, the system transfers the
number of the superior WBS element to this field. If this is the top WBS element in the project
hierarchy, the system transfers the number of the project definition. You must modify the
number so that it differs from the number that was transferred. Using another checkbox, you
can define a temporary placeholder for automatically creating a project number. This
placeholder is used only if an unused project number cannot be created automatically.
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Unit 3: Work Breakdown Structures (WBS)
Figure 26: Project Coding Masks and Special Characters
System Status
A project is not static – it has a life cycle with a beginning and an end. During this time, various
business transactions change the project. For example, you can plan, post costs, and settle.
You can document the current status of a project with status management. The status
determines which business transactions are permitted in the system and which are
prohibited.
System statuses have been set up by the SAP system to control primary business activities.
You cannot change them. However, you can define your own user statuses to attain a greater
level of detail. You must always define a user status within a status profile. Therefore, you
must always create a status profile for an object type in Customizing before you can define
the user status in the status profile. You can enter your user statuses in the status profile and
define which business transactions are permitted or prohibited. You can also specify the
sequence in which user statuses should occur. A user status can be defined or deleted
manually for several WBS elements at the same time. Individual status profiles can be defined
for project definitions and WBS elements. If a status profile has not yet been defined in the
project profile, you can still specify in the application which status profile should be used the
first time you set a user status.
Statuses are used for documentation, selection criteria, and to permit or prohibit business
transactions. They can be manual or automatic. They can be applied to project definitions and
WBS elements. The user status is used to give more detail to the system status.
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Lesson: Customizing WBS
Figure 27: System and User Status
Status Combination Codes
The current combination of all statuses of an object determines which business transaction
you can carry out. You can define the user status yourself if you want to control at what time
certain business transactions are allowed. A user status enhances the existing system status.
For example, a WBS element has the system status Created , which permits, among other
things, the business transaction Material Order . However, you can now set a user status such
as Quotation , which prohibits the creation purchase orders. You must already have defined
a suitable status profile in Customizing for PS. It is possible to permit a transaction, and to
have the system issue a warning at the same time. In this case, you can decide whether the
business transaction that triggered the warning should be executed. The status log contains
information about which status permits the transaction with a warning.
Figure 28: Status Function
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Unit 3: Work Breakdown Structures (WBS)
Status Profile
You must create a status profile for certain types of objects. In the Project System, these
objects include project definition, WBS element, network header, and network activity. Make
the settings required for defining the user status within the status profile using the following
actions:
1. Define the descriptions of user statuses and document their functions using a
corresponding long text.
2. Define the order in which user statuses can be set using a status number.
3. Define the initial status that is set automatically when you create an object.
4. Define that the system automatically sets the corresponding user status when carrying
out specific business transactions.
5. Permit or prohibit certain transactions if a certain user status is active.
Figure 29: Status Profile
User Status
In the example on the Status Profile figure, the user status LOB can be set in two ways:
manually, or automatically as a follow-on action when an original budget is entered. If this
user status is set, a warning is issued by the system when the original budget is changed. In
addition to their ability to influence business processes, statuses can also be used in reports
to set limits for analysis. Two options are available. Option one involves the status itself – the
status selection profile enables selection before you start the report. In this case, the status is
read in addition to the master data table. The second option involves status combination
codes. This master data field helps you speed up reports through status-dependent selection.
The first 26 status combinations are reserved in the standard system; 14 of the predefined
codes are for combinations of system statuses. You can set up your own combinations with
additional code numbers in Customizing for user statuses. You can also define new status
combinations – that is, define a targeted selection of status combinations. You can then set
priorities that determine which status combination should be recorded in the master data
table when multiple status combination codes match an object status.
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Lesson: Customizing WBS
Figure 30: Status Combination Codes
LESSON SUMMARY
You should now be able to:
Customize WBS
Configure projects
Manage WBS status
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Unit 3
Lesson 2
Defining User Fields and Interface Settings
LESSON OVERVIEW
In this lesson you will learn about user fields and settings on the user interface.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Define user interface settings
User Fields and Settings on the User Interface
You can enter user-defined data for every WBS element in user fields. The system provides
two text fields that are 20 characters long, two text fields that are 10 characters long, two
quantity fields with quantity units, two value fields with currency units, two date fields, and
two checkboxes. The field key determines the name of the respective user field, and specifies
whether it is ready for input. If you change the field key for the WBS element, the name of the
user-defined field changes, but the contents of the field stay the same. If you evaluate userdefined fields in the information system and use different field keys, this can cause confusion
and lead to misinterpretation due to the different names of the user-defined fields. You define
field keys in PS Customizing. You can define a user exit that enables you to develop specific
checks on user fields. If the user-definable fields available do not satisfy your requirements,
you can use a user exit to develop additional fields for WBS elements and the project
definition.
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Lesson: Defining User Fields and Interface Settings
Figure 31: User Fields and Field Keys
Settings on the User Interface
Table controls are used for displaying WBS elements. This means that you can manipulate the
layout of these overviews. You can change the sequence in which columns appear, and the
width of columns. Using the Table settings function in the upper-right part of the table control,
you can personalize the basic settings delivered with the system in a table, and save them as
variants. You can create as many variants for a table as you want. To adapt the layout of a
table control for all users, you can use the administration function for table control settings.
Using the administration function, you can also hide columns, define the number of set
columns, and configure the separator for the table control. The administration function can
turn a display variant of the table control into a standard setting and ensure that this variant
appears for all users of each table control when they start the transaction as a basic setting.
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Unit 3: Work Breakdown Structures (WBS)
Figure 32: Settings on the User Interface
Working with Project Structures
To make working with the project structures as simple as possible and to avoid incorrect
entries, you can adjust the display of different objects according to requirements. In
Customizing for PS, use filed selection to define which fields for project definition and WBS
elements are displayed, which are ready for input, and which, if necessary, are required entry
fields. You can hide fields that you do not need. By defining the field selection depending on
influencing fields such as the project profile, you can set different fields to be displayed and
ready for input for projects with different project profiles.
In the standard system, the detail screens for work breakdown structure elements, such as
Basic Data, Control , and User Fields, each appear as a tab page. Flexible detail screens enable
you to show, hide, and define titles for individual tab pages, and display symbols for tab
pages. You can define up to five detail screens for each tab page. The flexible detail screens
created refer to a project profile.
You have two options for creating detail screens:
If you create detail screens within the application, the detail screens are user-specific.
If you create the detail screens within Customizing for PS, they are valid for all users. If you
do not want to redefine all of the tab pages, copy the SAP standard default values or
Customizing settings to the tab pages, and change these settings according to your needs.
You can define your own detail screens in Customizing — your detail screens are then
included in the tab pages.
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Lesson: Defining User Fields and Interface Settings
LESSON SUMMARY
You should now be able to:
Define user interface settings
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39
Unit 3
Lesson 3
Using Multilingual Settings and Access Control
Lists
LESSON OVERVIEW
In this lesson you will learn about multilingual capability activation. You will also learn about
access control lists.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Activate multilingual capability
Create access control lists
Multilingual Capability
Projects are increasingly planned and executed by international teams. Starting in SAP ERP
6.0 Enhancement Package 3 (EhP3), to avoid being tied to one project language, SAP PS
makes it possible to maintain project short texts and long texts in a language predefined by
the user. This means when multilingual capability is active and maintained, users will see
project short texts and long texts in their respective logon languages. When multilingual
support is activated, the detail screen for the objects contains another tab page in which you
can enter the language-dependent short texts. The Customizing settings for multilingual
capability determine the objects and language for which texts are displayed and entered, as
well as the language for printing. Multilingual capability includes support for short texts for
operative project definitions, project structures, milestones for activities and WBS elements,
network headers, activities, and activity elements. If you also maintain long texts, you can
continue to do so in the respective logon language. Multilingual capability is also available for
standard project definitions and standard project structures. You can select a Standard Text
Key to use additional maintenance functions for multiple languages. The Standard Text Key
(transaction code CA10) allows you to save texts in multiple languages in the system under a
single key. Therefore, you can maintain multilingual short texts and then select the text key to
include them in the project at a later time.
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Lesson: Using Multilingual Settings and Access Control Lists
Figure 33: Multilingual Capability
Caution:
You must activate multilingual capability in Customizing separately for each
object. Multilingual support is not available for standard networks.
Note:
If you log on in a language for which no short text is maintained, the system
selects the short text from the respective master language. If you wish to change
this, you can do so in the tab page for multilingual capability in the Project Builder.
Access Control Lists
In SAP ERP 6.0 EhP3 and later, you use access control lists (ACL) to restrict authorizations
for project definitions, WBS elements, network headers, activities, and activity elements. The
use of access control lists is controlled via the project profile or network profile. If the function
is active, an access control list is displayed on a new tab page for every PS object. You can
assign authorizations for individual users, user groups, or organizational units. You can assign
read, edit, and administration authorizations.
The administration authorization is the highest level of authorization, granting access to the
object and the ACL records for the object. The edit authorization allows you to change the
object, but not the ACL records for that object. The read authorization allows you to display
the object only. If authorized in Customizing, you can pass on access rights to subordinate
objects. Once inherited, authorizations can be revoked again in the subordinate objects.
Access control lists also enhance the other transactions you use to manage your projects.
The structure overview transaction ( CN41N) for example, only gives you read authorization
with the “Read” access control. You cannot change objects, nor can you create new project
structures. Transaction CNACLDallows you to display all existing access control lists for a
project and delete them if necessary.
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Unit 3: Work Breakdown Structures (WBS)
LESSON SUMMARY
You should now be able to:
Activate multilingual capability
Create access control lists
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42
Unit 3
Lesson 4
Creating Operative Work Breakdown
Structures (WBS)
LESSON OVERVIEW
In this lesson you will learn about the structure and fundamental characteristics of the objects
in a work breakdown structure.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Create operative work breakdown structures
WBS Creation
You create a project definition automatically when you create a work breakdown structure. A
project definition defines an objective to be achieved within a project. The project definition
sets the frame and type of project work to be carried out. WBS elements are used to structure
the work and responsibilities, whereas networks and network activities are used to map the
process of the project work. When you create the project definition, you do not yet need to
create WBS elements or individual activities. The project definition is the framework for all
objects within a project in later planning phases. The project definition contains default values
and profile data for WBS elements, such as assignments to particular organizational units in
the SAP system. Default data is transferred to new WBS elements you create for this project.
The basic dates for the entire project and the planning parameters for costs, budget, and
dates are stored at the project definition level.
Caution:
A project definition is not an account assignment object (that is, you cannot post
to it).
WBS elements form the operative basis of a work breakdown structure. Planned and actual
values are stipulated for them and aggregated to them. The work breakdown structure
consists of WBS elements and their hierarchical order. The figure, Project Definition and Work
Breakdown Structure, shows the structure of a project consisting of project definition and
WBS elements.
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Unit 3: Work Breakdown Structures (WBS)
Figure 34: Project Definition and Work Breakdown Structure
Options for Creating Work Breakdown Structures
There are many options for creating work breakdown structures in SAP PS. The Project
Builder, Structure Planning, Project Planning Board, and Create Work Breakdown Structure
are transactions in SAP PS with which a work breakdown structure can be created. When you
create a new work breakdown structure, you can use an existing work breakdown structure,
the sub-hierarchy of a project, or a standard work breakdown structure as a template. You
can also include the templates in an operative work breakdown structure at a later stage.
A standard work breakdown structure is a neutral work breakdown structure that can be used
more than once and serves only as a template for creating operative work breakdown
structures.
You can also use the Structure Information System to make changes to existing work
breakdown structures, and to create new objects.
An example of how to create a work breakdown structure indirectly is to call up the Create
Network transaction with a standard network as a template. If this standard network is
assigned to a standard work breakdown structure, you can create a work breakdown
structure when you save the network you created. Similar to standard work breakdown
structures, standard networks are project-neutral network structures that can be used as a
template for creating other standard networks or operative networks.
Assembly processing is another indirect method of generating a network or a WBS from a
sales order, for example.
In the quotation phase of a project, you can simulate projects using simulation versions, even
if an operative project does not yet exist. It is possible to plan several simulation versions. You
can then decide which version is the most suitable to transfer to an operative project.
Note:
Simulation versions are discussed in the lesson Create and Transfer Simulation
Versions.
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Lesson: Creating Operative Work Breakdown Structures (WBS)
Direct methods of WBS creation are as follows:
Create Network
Project Builder
Figure 35: Methods of Creating Work Breakdown Structures
WBS Structure
WBS elements are the structure elements of the work breakdown structure. A WBS element
describes a task or a partial task that can be divided. Use operative indicators to define the
characteristics of a controlling element, and to specify what tasks will be performed by the
WBS element when the project is being executed, as follows:
WBS elements for which you want to plan costs are set as ‘planning elements’.
WBS elements to which you want to post actual costs are set as ‘account assignment
elements’.
WBS elements for which you want to plan or post revenues are set as ‘billing elements’.
Other indicators for functions used by WBS elements while realizing a project are the
statistical indicator and the grouping WBS element . The statistical indicator specifies whether
a WBS element is used for statistical purposes only, or whether it works with real costs. You
can specify that a WBS element is statistical only if it is an accounting element or a billing
element. You use grouping WBS elements to group the material requirements for components
kept in project stock in one or more projects on one WBS.
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Unit 3: Work Breakdown Structures (WBS)
Figure 36: WBS Element Indicators
Derivation of the WBS Hierarchy Structure
If you want to edit large projects and you need to create numerous WBS elements with
complex project numbers, the system can help you to derive the project hierarchy. To derive
the hierarchy from the keys defined for the WBS elements, you must have defined an
appropriate project coding mask in Customizing. After you have defined a project coding
mask, you can create WBS elements in a project, one after the other, without worrying about
the correct hierarchy level. You can enter all WBS elements in level 1. The system then derives
the individual levels of the WBS elements from the project coding mask.
The WBS element with the shortest number is created on level 1. The remaining WBS
elements are arranged in the lower hierarchy levels depending on their numbers and the
number of special characters.
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Lesson: Creating Operative Work Breakdown Structures (WBS)
Figure 37: Derviation_of_the_WBS_Hiearchy_Structure_Image.pptx
If you do not want to derive the hierarchy structure, enter the required level in the project
hierarchy when you create the WBS elements. You can change the hierarchy level of WBS
elements later. The hierarchy graphic enables you to display a work breakdown structure and
change the individual WBS elements in detail, or add additional WBS elements.
Hierarchy Graphic
You can change the operative indicators for individual WBS elements quickly and easily in the
hierarchy graphic. To do this, double-click on the corresponding fields below the name of a
WBS element. You can change the project hierarchy by separating WBS elements or subtrees from the project hierarchy and arranging them in the project hierarchy again, or moving
sub-trees within the project hierarchy. You can also delete WBS elements in the hierarchy
graphic.
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Unit 3: Work Breakdown Structures (WBS)
Figure 38: Hierarchy Graphic
WBS Detailing Options
You can assign objects to WBS elements to carry out additional functions that may be in other
applications of the SAP system. Examples include the following:
Milestones, which you can use, for example, to plan and follow the progress of a project
Billing plans to plan and schedule revenues
Documents and texts to give more precise specifications for a WBS element
Project teams — you can use persons from this team when distributing work at the activity
level
Investment program items to manage and distribute a budget at a level higher than the
project
Milestones are events that are of particular significance or interest to the project flow. They
are assigned to individual WBS elements or activities. Milestones can be used in both
operative WBSs and standard WBSs. Milestones are created either manually or by copying
from a standard milestone. If you wish, you can also include a group of milestones. A
milestone group is made up of several standard milestones. It is created in Customizing for
Project System, and individual standard milestones are assigned to the group. Standard
milestones can be used only to copy from (that is, they cannot be used in the operative
process). The milestones you created for WBS elements have various tasks.
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Lesson: Creating Operative Work Breakdown Structures (WBS)
Figure 39: Milestones in the WBS
The Sales Document Date indicator gives you the option of linking a milestone with a date in
the billing plan. When you reach a milestone, the system transfers the actual date of the
milestone to the billing plan.
In progress analysis, the milestone technique is one way to measure the earned value. Each
milestone corresponds to a percentage of work completed in an activity or a WBS element.
Milestone trend analysis is a simple way to monitor dates in a project. In this analysis,
milestone dates are compared at various report times.
LESSON SUMMARY
You should now be able to:
Create operative work breakdown structures
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Unit 3
Lesson 5
Maintaining Operative Work Breakdown
Structures
LESSON OVERVIEW
In this lesson you will become familiar with different ways to maintain work breakdown
structures. You will also learn about tools for optimized data maintenance.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Use data maintenance tools
Data Maintenance Tools
During complex and extensive projects, it is often necessary to change large amounts of
master data or assignments. You can use the mass change function to make cross-project
changes to fields pertaining to project definitions, WBS elements, networks, activities, activity
elements, milestones, and relationships.
However, the SAP system only makes the changes if the corresponding prerequisites have
been fulfilled, or if the business activity is allowed and you have the appropriate authorization.
The same authorization objects used for individual changes are used for mass changes. If the
system cannot change a field value in a WBS element, it does not carry out the changes in this
WBS element. However, if you want to include other WBS elements or networks in your
selection for mass changes, and if errors do not occur there, the system carries out the
changes in these projects.
Caution:
If you make a mass change, remember that this might mean that many objects
will change simultaneously. In many cases, you cannot undo the changes made.
Therefore, always be particularly careful when you use this transaction.
You can carry out a mass change that refers to a single project quickly and easily in the
Project Builder, in the project planning board, or in structure planning. When you save the
project the system saves the changes.
To carry out a mass change relating to more than one project, you can use the structure info
system or the transaction for mass changes in the Project System. In these cases you can
carry out the mass changes online or plan them as background jobs. You can test the extent
of your changes before you actually make a mass change. A log of the changes is issued for
each mass change. The log can be saved and analyzed later.
Mass Change
When you make a mass change, you can select and change data in a variety of ways. You can
carry out a mass change without viewing it first or you can check the planned changes ahead
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Lesson: Maintaining Operative Work Breakdown Structures
of time in a tabular view and carry out the change there. In both cases, you can decide
whether the SAP system is to replace all values of the corresponding field with the new value
or only a certain value. In the case of numeric fields, you can calculate the new field value
using a formula from the old field value.
Figure 40: Mass Change
Compared to the simple transaction, the table form for mass changes has the following
advantages:
You can show the old values of object fields; for example, the Company Code field for the
WBS Element object. This way you can check the individual changes before you carry them
out.
Objects can be selected manually or by entering conditions; for example, select all WBS
elements that are in company code 1000 or 2000. Only selected objects are changed.
If you are still in tabular view, you can undo the planned changes.
Substitution
Using substitution, you can replace values in master data fields for project definitions, WBS
elements, network headers, and activities. However, replacing field values may have other
prerequisites than those for mass changes. If the responsible person is Morris for example,
the cost center P-ENGINEERis substituted (set). You can set more than one value at the
same time by using substitution. A substitution can be composed of more than one step.
These steps can be carried out one after the other so that replacing the different fields can be
connected with different prerequisites.
You can trigger substitution for a project manually, or the system can do it automatically
when you save a project. In Customizing for the Project System, you can define default values
for substitution in the project profile (or network profile). Using an additional indicator in the
project profile, you define whether the system should carry out a substitution when saving the
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Unit 3: Work Breakdown Structures (WBS)
WBS. You also define the substitution rules for the Project System in Customizing. A
substitution step is composed of a prerequisite and substitution values.
Prerequisite
In the prerequisite you define which conditions must be fulfilled to carry out a substitution. If
the prerequisite is not fulfilled (FALSE), the transaction continues without substitution. If the
prerequisite is fulfilled (TRUE), the transaction continues with the substituted value(s). The
prerequisites used can be composed of a simple statement or a complex statement
combination and rules.
Substitution value(s)
The substitution value is a numeric value or an alphabetic string, which replaces the specified
value(s). You can replace multiple values for each substitution step. Furthermore, you can use
user exits for substitution. With these user exits, you can calculate values and replace them in
substitutions and rules.
Figure 41: Substitution_Image.pptx
Validation
When you enter data in the SAP system, it is checked against tables and master data.
Validation gives you the opportunity to check project definition entries, WBS elements,
network headers, and activities in a way that is not included in the SAP standard delivery. For
example, you can check if the Billing Element checkbox is selected on the first level of the
hierarchy and whether the project has the project type Customer project . If validation
indicates that a statement is incorrect, the system will respond by issuing a warning, an error
message, or information. A validation can be composed of more than one step so that you can
check various fields and value combinations using one validation. In a similar way to
substitution, you can enter default values for a validation in Customizing for the Project
System in the project profile (or the network profile) and you can decide if validation should
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Lesson: Maintaining Operative Work Breakdown Structures
be carried out automatically when you save a project. In this way, you can prevent incorrect
work breakdown structures from being saved. You also define validations in Customizing for
the Project System. A validation step is composed of a prerequisite and a check.
Prerequisite
The values to be checked are selected using the prerequisite. If a value is not selected for
checking (if the prerequisite is not fulfilled), the value is valid and the transaction is carried
out.
Check
During the check, the values selected using the prerequisite are checked. If the check
statement is true, the transaction is carried out. If the check statement is false, the system
issues a message.
Prerequisites and checks are defined using Boolean logic. You can define simple logical
statements or you can define very complex statements, as well using rules and user exits in
your logical formulas.
Validation Messages
The system issues the validation message if the prerequisite has been fulfilled but the check
has not been fulfilled. You can define messages (information, warnings, error messages) that
are shown. You can create a long text for each message by using up to four variables to
integrate field values from the validated object.
Figure 42: Validation
LESSON SUMMARY
You should now be able to:
Use data maintenance tools
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Unit 3
Lesson 6
Creating Standard Work Breakdown
Structures
LESSON OVERVIEW
In this lesson you will learn about the creation of standard work breakdown structures and
how they differ from operative work breakdown structures.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Use standard work breakdown structures
Standard WBS
When you define standard structures, you have the option of standardizing your project
management so that you can use empirical values from earlier projects in new projects.
Standard work breakdown structures can be used as templates to copy from (this saves
time). Another advantage of standardizing project structures is that projects become more
transparent and you can compare them more easily, which enables more effective project
controlling. When you create an operating work breakdown structure, you can use a complete
standard work breakdown structure as a template, or just copy parts of it. If you already have
an operating work breakdown structure, you can copy parts of it into the existing project
structure. In this case, you can also Add WBS elements.
Figure 43: Template Standard Work Breakdown Structure
Standard Work Breakdown Structure
You use standard work breakdown structures as templates for operative work breakdown
structures. You can use standard work breakdown structures to plan the structure in
advance: that is, the WBS hierarchy, organizational assignments, control data, and project
documentation (long texts, PS texts). It is not possible to plan operative data with standard
work breakdown structures. For example, you cannot use a standard WBS for cost planning
or time scheduling purposes. You also cannot maintain settlement rules in standard WBS
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Lesson: Creating Standard Work Breakdown Structures
elements. Unlike operative work breakdown structures, standard work breakdown structures
do not have user statuses. In the standard work breakdown structure, only the definition has a
status. The WBS elements have no status, but you can already assign them a user status
profile. The status of the definition is Created (standard WBS) (CRES), Released (standard
WBS) (RELS) or Closed (standard WBS) (CLOS). If the status is CRES or RELS, standard
work breakdown structures can be used as templates; if the status is CLOS, a standard work
breakdown structure cannot be used as a template for creating either an operative or a
standard WBS.
Figure 44: Standard Work Breakdown Structure
LESSON SUMMARY
You should now be able to:
Use standard work breakdown structures
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Unit 3
Learning Assessment
1. The Version Profile determines which of the following?
Choose the correct answers.
X
A Whether status-dependent project versions are written and with which data.
X
B Which texts are copied to and from simulation versions.
X
C Whether WBS elements are mainly displayed according to key, short ID, or
description in tabular overviews.
X
D Which short texts are used for user fields.
2. Can system statuses be changed?
3. Can a user see project short texts and long texts in their respective logon languages?
4. What is the highest authorization for access control lists?
Choose the correct answers.
X
A Edit Authorization
X
B Administration authorization
X
C Read authorization
5. What are the options for creating work breakdown structures in SAP PS?
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Unit 3: Learning Assessment
6. Milestones in the WBS enable which of the following functions?
Choose the correct answers.
X
A Sales document date
X
B Progress Analysis
X
C Milestone Trend Analysis
X
D Information overview
X
E Functions for releasing other objects
7. What is the purpose of Substitution?
8. Is it possible to plan operative data with standard work breakdown structures?
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Unit 3
Learning Assessment - Answers
1. The Version Profile determines which of the following?
Choose the correct answers.
X
A Whether status-dependent project versions are written and with which data.
X
B Which texts are copied to and from simulation versions.
X
C Whether WBS elements are mainly displayed according to key, short ID, or
description in tabular overviews.
X
D Which short texts are used for user fields.
2. Can system statuses be changed?
System statuses have been set up by the system and you cannot change them. However,
you can define your own user statuses.
3. Can a user see project short texts and long texts in their respective logon languages?
Yes. When multilingual capability is active and maintained, a user can see project short
texts and long texts in their respective logon language.
4. What is the highest authorization for access control lists?
Choose the correct answers.
X
A Edit Authorization
X
B Administration authorization
X
C Read authorization
5. What are the options for creating work breakdown structures in SAP PS?
WBS can be created using the Project Builder, structure planning, project planning board,
and Create Work Breakdown Structure transactions.
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Unit 3: Learning Assessment - Answers
6. Milestones in the WBS enable which of the following functions?
Choose the correct answers.
X
A Sales document date
X
B Progress Analysis
X
C Milestone Trend Analysis
X
D Information overview
X
E Functions for releasing other objects
7. What is the purpose of Substitution?
Substitution is used to replace values in master data fields for project definitions, WBS
elements, network headers, and activities.
8. Is it possible to plan operative data with standard work breakdown structures?
Yes, this is possible.
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UNIT 4
Activities and Networks
Lesson 1
Customizing Networks
61
Lesson 2
Maintaining Networks and Activities
67
Lesson 3
Using Milestones in Networks
75
Lesson 4
Creating Standard Networks
78
UNIT OBJECTIVES
Customize networks
Create networks and activities
Maintain network milestones
Create standard networks
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Unit 4
Lesson 1
Customizing Networks
LESSON OVERVIEW
In this lesson you will learn about the settings in Customizing for SAP PS that you have to
make before using activities and networks.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Customize networks
Networks
When you create a network, you must assign a network profile, network type, and reference to
a plant to the network. However, the network profile can already contain default values for the
network type and plant. The network profile and network type are important tables in PS
Customizing, where you specify the characteristics of a network. They store default values
and control data for the network in question.
Depending on the plant and network type, the system selects control data and default values
from three other profiles in Customizing: the parameter for the network type, the
confirmation parameter, and the scheduling parameter. To check the availability of material
components in your networks for example, you also require the Define Checking Control
table. This table is defined depending on the plant and network type for open and released
networks in Customizing for the SAP Project System.
The network profile contains default values and parameters for working with a network; for
example, the plant, units, control keys for the different activities, or graphic settings.
Network Type Parameters
The network type contains information for controlling and managing networks, including
settlement profile, status profile, and residence times.
Network type parameters (plant and network type) include the following:
Header/activity account assignment
Costing variants
Change profile
The scheduling parameters are defined in Customizing, and include scheduling type, schedule
automatically checkbox, and reduction strategy.
Confirmation parameters (plant and network) include checks, workflow, and proposed
service.
Networks can be described using the following headings:
Network Profile
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Unit 4: Activities and Networks
Network Type
Network Type Parameters (Plant and Network Type)
Scheduling Parameters (Plant and Network Type)
Material Availability Check Parameters (Plant, Network Type, and Network Status)
Confirmation Parameters (Plant and Network Type)
Control Key
The control key of an activity stipulates the activity type (internal processing, external
processing, service, general costs activity). The control key also determines how an activity is
handled during calculation, scheduling, capacity planning, and shop paper printing.
Figure 45: Control Key
Network Profile Data
When a network is created, the system requires a network profile containing different default
values.
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Lesson: Customizing Networks
Figure 46: Network Profile
Plant, Network Type, and MRP Group are required information for creating networks. The
Relationship view field specifies whether predecessor or successor, or all relationships are
displayed in the list of relationships. The Level of detail field applies to networks with external
relationships and specifies the level of detail with which the linked networks are displayed in
the network structure graphic. Comp. Increment and Op. and Act. Incrmt fields specify the
default increment for the numbering of components and activities. The
Check WBS Act. field
defines how activity dates are taken into account during top-down scheduling. The
Overview
variant describes how the object overview is structured. The Procurement checkbox is
relevant for the assignment of components, and groups together default values.
Fields
The Field key describes the short texts for user fields. The Version profile controls whether
status-dependent project versions are created and which data is contained in these versions.
The Res./Purc.req checkbox determines when reservations and purchase requisitions are
created. If the Capacity requirements checkbox is selected, the system determines the
capacity requirements when the network is saved. If you use the Entry tool, the system
branches to the Detail screen of an activity when a new activity is created. The Project
Summarization checkbox specifies whether activities take part in project summarization. The
Proj.summ.Master Data checkbox determines whether summarization is executed on the
basis of classification or master data characteristics. Using Align finish date , you define
whether the component requirements date is aligned to the start or finish of the activity.
In the fields for Validation and Substitution , you can enter default values for the validation/
substitution to be used in the network header and activities. These are executed
automatically on saving. You can use the Access Control List checkbox to assign
authorizations for reading, editing, or administering objects. You can select
No ACL to
deactivate the access control tab page, ACL (w/o Inh.) to disallow inheritance of access
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Unit 4: Activities and Networks
objects to subordinate objects, and ACL (with Inh.), to allow inheritance of access
authorizations.
The Graphic Profile describes the structure of the network structure graphic. In the graphic,
all relationships are displayed as either FS relationships or according to their proper type
(Relationship Display ). Activities can be displayed in the graphic in four different levels of
detail ( Activity Display ). In the extended display of activities, the specified color indicates an
assigned object. The Project Planning Board Profile determines the appearance of the GANTT
chart. The Overall profile ID for capacity leveling contains all settings for a capacity leveling.
The Activities tab page of the network profile contains default values for the different activity
types. The activity key determines the business characteristics of each activity. For internal
activities, the Cost Element can also be entered for the material planning value, as well as
default values for the Unit of Work and Duration , and the Calculation Key , which describe the
distribution of capacity requirements and costs across the activity duration. In addition to the
Control Key for cost activities, a default can also be entered for the Cost Element for the
planned costs.
For externally processed activities and service activities, additional organizational data for
Purchasing and default values for the Cost Element and Unit of Measure can be entered in the
network profile.
Network Type Data
When a network is created, the network type is either determined from the network profile or
entered manually.
Figure 47: Network Type
The checkbox for the partner update in Controlling determines how totals records are created
during CO allocations. The Classification checkbox specifies whether a network takes part in
order classification. Preliminary planning networks (the Preliminary Planning checkbox is
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Lesson: Customizing Networks
selected) are used for planning and are never implemented. Therefore, they do not generate
any assigned values; normal networks generate assigned values. Residence times specify how
much time must elapse between individual archiving steps. Functional areas are used in
Financial Accounting as a structural element for your company in profit and loss accounting,
according to the cost of sales method. The Object class is used to specify the cost flow in
Controlling from a business point of view. The Settlement Profile specifies how a settlement is
carried out (for instance the possible recipients). Under Status Management , you can enter
the user status profile for the entire network. By selecting the Release immed. checkbox,
networks of this type are given the status released when they are created. Number ranges are
assigned to network types. A number range can define either external or internal number
assignment.
Network Customization
The system determines the parameters for the network type according to the plant and the
network type.
Figure 48: Parameters for Network Type
The Strategy field defines a key for determining settlement rules for activities. The
Default rule
is a settlement rule that can be used in the above strategy. The Reduction strategy describes
how the duration of an activity can be reduced automatically in case of deadline pressure. The
CstgVariantPlan and CstgVariantActl fields describe how planned costs and actual costs are
to be determined. The Plan Cost Calc. checkbox specifies when and how costing is to be
carried out. Selecting the Wrkflw PO Chg. checkbox activates the workflow for changing
purchase order quantities and dates. Using the Activity/Acct Assignment checkbox, you
determine whether an activity-assigned or header-assigned network is generated. The Net
Order Price checkbox controls whether the net price is transferred unchanged from the
purchase requisition (PReq) to the purchase order. The Collective PReq. decides for each
network whether one purchase requisition with many items is generated or many purchase
requisitions with one item.
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Unit 4: Activities and Networks
The checkboxes under Status change documents enable change documents to be created
when master data is changed ( Change documents checkbox) and when a status is changed.
Entering a BOM usage allows a BOM alternative to be chosen automatically. The Change
Profile describes how the system is to react when changes are made to the configuration.
Without the change profile, a configuration change is allowed only when the status is
Created . To exchange data with PDC systems, you must set the PDC Active checkbox.
Control Key
The attributes of activities are defined by the Control Key .
Figure 49: Control Key
Using Scheduling, Det. Cap. With Req. and Costing, you can control whether an activity is
relevant for scheduling, determining capacity requirements, and network costing. If the
Schedule checkbox is not selected, the system uses a duration of 0 when scheduling the
activity, regardless of the value in the Duration field in the activity. The Costs. act ., Service,
and Externally proc. act. checkboxes define the activity category. When you schedule
externally processed activities, you can use the Sched. Ext. Act. checkbox to define whether
the planned delivery time or the Duration field are used for scheduling. Using the Confirmation
field, you define whether confirmations for an activity are planned or possible, but not
necessary, or whether they should not be possible at all. To print confirmation slips or time
tickets, the corresponding checkboxes must be selected in the control key. You make detailed
settings for printing under print control in Customizing for Networks.
LESSON SUMMARY
You should now be able to:
Customize networks
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Unit 4
Lesson 2
Maintaining Networks and Activities
LESSON OVERVIEW
In this lesson you will learn about the fundamental characteristics of networks and activities.
You will also learn about activity elements and subnetworks for detailing activities.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Create networks and activities
Network Creation
Networks are used to show the flow of a project or an action involved in a project. The
fundamental elements that form a network are: network headers, activities, and relationships.
There are many ways to create networks. Direct methods include network creation and use of
the project builder. Indirect methods include the following:
Assembly processing
Create WBS with activities
Project planning board and simulation
Structure planning and time scheduling
Figure 50: Methods of Creating Work Breakdown Structures
Network Structure
Using the Project Builder and the transaction Create Network, you can create networks
manually, or using operative networks or standard networks as templates, without having to
access them via a WBS. If you want to create networks for a WBS, you can use the project
planning board or structure planning. If you work with simulation versions, you can also create
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Unit 4: Activities and Networks
networks for a WBS. By transferring the simulation version to an operative project, you create
an operative network. If you use standard structures as templates, you can decide whether
assigned networks should be created when you create a WBS using an indicator. Assembly
processing also requires standard networks as templates for creating networks.
In the SAP system the network is a special kind of work order, which uses a common
structure with production or maintenance orders, for example. Each network has a unique
identification that is assigned either automatically by the system, depending on the network
type (internal number assignment), or by the user when he or she creates the network
(external number assignment).
The network header of a network contains default organizational assignment data and control
data that applies to the entire network (similar to the project definition for WBS elements). In
the network header, you can assign a network to a work breakdown structure, a sales order,
or a higher-level network (if you work with subnetworks).
Activities form the basis for planning and executing networks. Each activity can be assigned
to any WBS element (if it is an account assignment element). The network is scheduled at the
activity level. Relationships determine the order in which activities are carried out.
Consequently, relationships – and the duration of the activities – are essential for scheduling
networks. You use activity elements to split activities into more detail or to enhance them.
Figure 51: Network Structure
Relationships
Networks can be header-assigned or activity-assigned, depending on order type or plant.
Normally, activity-assigned networks are used where costs are gathered in each activity.
Header-assigned networks are only significant for the assignment of networks to sales orders
(without WBS).
The SAP Project system has the following activity categories:
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Lesson: Maintaining Networks and Activities
Internally processed activities contain a work center at which the work is to be carried out.
They contain the working time and the duration of the activity. The assignment of the work
center to a cost center provides an activity type and a rate so that planned costs can be
calculated for the activity.
External activities are used for procuring activities or services that are not procured within
your company. Purchase requisitions are generated for externally procured activities that
are processed in Purchasing. A differentiation is made between “external processing” and
“service” for externally procured activities.
General costs activities enable you to plan costs other than internal or external activities.
For example, you can plan expenses or insurance costs using general costs activities.
Activity Organization
Normally, activities are not organized in a random order in a network. There are usually
technical or content-stipulated dependencies between the activities. Relationships determine
the chronological sequence of the individual activities in a network (or standard network) or
different networks. You can enter additional data (such as a time interval of the relationship or
reference to a particular factory calendar) in the detail screen for each relationship. The type
of relationship defines how the individual activities are linked to each other.
Figure 52: Relationships
Activities
Activities can be described as follows:
The activity assembly begins with the end of the predecessor activity production .
The activity purchase order begins with the start of the activity Engin./Design.
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Unit 4: Activities and Networks
The activity work scheduling ends with the end of the activity Engin.Design.
The activity test run ends with the start of the activity approval .
In addition, you can define time intervals for the relationships, allowing you, for example, to
control that the activity assembly begins two days after the end of the activity production , or
that the activity purchase order begins if the planned 20% of the design phase has been
completed.
In the network structure graphic you can display relationships “time dependently”, to
illustrate the logical process chain. All relationships in the network structure graphic are
displayed as FS relationships by default. You can access the network structure graphic from
various transactions in the SAP Project System, such as the Project Builder, time scheduling,
or the structure info system. The network graphic provides all of the functions needed to
process a network, for example activity or relationship insertion. The cycle analysis is a
function that you can perform only in the network structure graphic. A cycle is a closed
sequence of relationships and activities ("closed" means that when you start out from one
activity, you end up back at the same activity with relationships). If the activity-relationshipactivity path is cyclical, you will not be able to schedule the network. Cycle analysis is a tool
that enables you to detect cyclical relationships, and correct them.
Figure 53: Network Structure Graphic
Detailing Options
Activities are given detail by activity elements. For example, it is possible to complement an
activity, which describes the transport of a material, with a cost element, which describes the
insurance for that transport process. You can also assign an external element to an internally
processed activity for design services if, for example, a specific detail design should be carried
out by an external provider. Activity elements have almost the same functionality as activities.
Types of activity elements include internal processing elements, external processing
elements, and general costs elements. All activity elements have a date reference to the
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Lesson: Maintaining Networks and Activities
activity to which they are assigned. In this way you are sure that each activity element can be
planned independently, while remaining bound by time to a superior activity. The activity
elements themselves do not affect scheduling. Therefore, they do not have any relationships
or durations. Materials and relationships are assigned to the superior activity. Activity
elements are assigned to WBS elements if necessary. The assignment has the same function
as in the case of the activities, but has no influence on time scheduling of WBS elements.
Work and capacity for resources can be assigned, but material components cannot.
Relationships cannot be created from activity elements.
Figure 54: Activity Elements
Subnetworks
Subnetworks (along with activity elements and the option of including standard networks in
an existing network) are one way to detail a network in the project flow. You can define
subnetworks for subnetworks (until you have achieved the level of detail you require). You can
therefore create a subnetwork for the subnetwork for the subnetwork, and so on. You can
also create maintenance orders as subnetworks for a superior network that can be scheduled
from SAP PS.
Data is exchanged between the network and the subnetwork. The assignment to the WBS,
sales order, and possibly configuration data is transferred from the header of the superior
network. The basic dates of the activity are copied as the basic dates of the header of the
subnetwork. It is also possible to copy the settlement rule, the profit center, and the business
area. You can also copy the relationships of the higher-level activity to the subnetwork. The
control key of the higher-level activity is changed on the basis of the network type of the
higher-level network and of the subnetwork. This determines which tasks are carried out by
the higher-level activity (relevance for costing, relevance for scheduling, and so on).
Subnetworks detail activities in the main network. You can do this by manually assigning the
subnetwork header to the main activity, or automatically using a milestone function. During
the assignment, the control key of the main activity should be changed so that, for example,
costs are not calculated twice. This can be set up in Customizing, so that the control key of
the main activity changes automatically when a subnetwork is assigned.
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Unit 4: Activities and Networks
Figure 55: Subnetworks
Line Item Reporting
With the introduction of SAP HANA as a new in-memory database, new reporting options
have become available that can also be used in SAP PS. The new line item reports are based
on the new possibilities provided by an SAP HANA database.
The accelerated selection of the new transactions uses the column storage of the SAP HANA
database in such a way that only certain columns of the report are imported. For example, if
you do not have the cost element in your layout, the cost element is not imported and all line
items are summarized. In general, all unselected fields are summarized.
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Lesson: Maintaining Networks and Activities
Figure 56: Line Item Reporting
Hierarchy Display
On the initial screen of the transactions CJI3N (Projects Line Items Actual Costs New) and
CJI4N (Projects Line Items Plnd Costs New), there are new parameters available in the
Display options frame.
With accelerated selection , the line item report is started with a new selection logic. The
database reads only the columns that are used in the current layout. The database access to
select the cost rates takes place on the SAP HANA database that is set up in Customizing (the
selection of objects continues to take place via the ERP database).
With Hierarchy display , a tree is displayed beside the output list with the hierarchy of the
selected objects.
In the case of large hierarchies, it is recommended that you do not immediately import all of
the line items, but select them by navigating in the tree. Therefore, you can use the treestructure first without the display of the line items.
The result screen consists of three parts offering several navigation options. You can doubleclick a node to start a line item report for the selected objects only. When you click a node, all
objects under this node are used for the selection. The display of the line items is
automatically refreshed. You can show or hide the complete tree.
You also have the option to select different layouts by choosing the corresponding name. The
columns used in this layout are then used for the re-selection of line items on the SAP HANA
database.
The line item display offers the usual options (navigation to the original documents,
accounting document, or master record).
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Unit 4: Activities and Networks
If you change the current layout (for example, by adding a new column), the system reads the
new column on the SAP HANA database and the display is refreshed. This also applies if you
select another layout manually in the menu.
LESSON SUMMARY
You should now be able to:
Create networks and activities
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Unit 4
Lesson 3
Using Milestones in Networks
LESSON OVERVIEW
In this lesson you will learn about line item reporting and milestones in networks.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Maintain network milestones
Milestones in Networks
Along with activity elements, PS texts, documents, and material components, you can assign
milestones to activities. If you want to use particular milestones several times in project
planning, you should create standard milestones, and use these as templates to copy from.
Milestones assigned to activities or WBS elements are used in the SAP Project System for the
following tasks and functions:
Information and reporting purposes in the information system and in the project planning
board
Milestone trend analyses
Milestone dates in billing plans and milestone billing
Defined milestone functions in activities (only for activity milestones)
Hint:
You can use the milestones more than once.
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Unit 4: Activities and Networks
Figure 57: Activity Milestones
Milestone functions in a network are predefined by SAP. You can use them to trigger a
sequence of steps that carry out a business process. The following milestone functions exist:
Release subsequent activities
Release up to release milestone
Include a standard network
Create a network
Include a sub-network
Start a workflow task (user-defined workflow task or standard tasks)
Milestone Functions
You can trigger a milestone function automatically, when you change the system status or
user status in the activity, or manually, if an actual date is defined in the milestone.
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Lesson: Using Milestones in Networks
Figure 58: Milestone Functions
LESSON SUMMARY
You should now be able to:
Maintain network milestones
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Unit 4
Lesson 4
Creating Standard Networks
LESSON OVERVIEW
In this lesson you will learn about the creation of standard networks and the main differences
between standard and operative networks.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Create standard networks
Standard Networks
A standard network is structured in much the same way as a network. However, the internal
structure of a standard network is like a task list (comparable to the structure of a routing in
logistics), whereas an operative network is created like an order. This means that there are
the following small differences between a standard network and a network:
A standard network can have more than one alternative. Alternatives can indicate different
uses or validities.
The header of a standard network contains different data to the header of an operative
network.
Standard networks have their own persons responsible (Planner Group).
Standard networks have their own profiles and statuses that you can enter in Customizing
for the Project System.
Materials are assigned by means of material BOMs and standard BOMs.
Figure 59: Standard Network
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Lesson: Creating Standard Networks
Bills of Material
You cannot assign materials directly to a standard network; you assign them indirectly by
using bills of material (BOMs). The BOM in question can be either a material BOM or a
standard BOM. A standard BOM does not have a “header component”; it is a tool that is used
only for assigning material components to a standard network. It is created and edited
directly in the standard network. In a second step, the individual BOM items (materials) are
assigned to the activities of the standard network. Phantom assemblies are exploded at
several levels so the individual materials can be assigned to the network activities.
Figure 60: Material Assignment in Standard Networks
Standard Networks and Standard Work Breakdown Structures
If you use templates that are assigned to each other (that is, if you use standard networks
that are assigned to standard WBSs), there are two ways in which you can proceed. Both
options (1 and 2) are displayed in the figure Standard Structures.
Begin by creating an operative network (with a template) (1a). In this case, a WBS is assigned
when you save the network (1b). This is used mainly for assembly processing and variant
configuration with networks.
Alternatively, you can start by creating an operative WBS (by copying a template and all its
activities). In this case, the activities will be included from the start. In the latter case, you can
use the Project Builder, project planning board, or structure planning transactions (2).
The assignment between standard networks and standard work breakdown structures is
carried out in the header and activities of the standard network.
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Unit 4: Activities and Networks
Figure 61: Standard Structures
LESSON SUMMARY
You should now be able to:
Create standard networks
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Unit 4
Learning Assessment
1. Which of the following network types generate assigned values?
Choose the correct answers.
X
A Preliminary planning networks.
X
B Normal networks.
2. Which of the following determines the order in which activities are carried out?
Choose the correct answers.
X
A Time
X
B Cost
X
C Relationships
X
D Personnel
3. What type of network should you create to use particular milestones several times in
project planning?
4. Can a standard network have more than one alternative?
5. Milestones in networks enable which of the following functions?
Choose the correct answers.
X
A Release of following activities
X
B Include standard network
X
C Start Workflow task
X
D Settle network
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Unit 4: Learning Assessment
6. Material components can only be assigned to operative networks, and not to standard
networks.
Determine whether this statement is true or false.
X
True
X
False
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82
Unit 4
Learning Assessment - Answers
1. Which of the following network types generate assigned values?
Choose the correct answers.
X
A Preliminary planning networks.
X
B Normal networks.
2. Which of the following determines the order in which activities are carried out?
Choose the correct answers.
X
A Time
X
B Cost
X
C Relationships
X
D Personnel
3. What type of network should you create to use particular milestones several times in
project planning?
You should create standard milestones in this case, and use them as templates to copy
from.
4. Can a standard network have more than one alternative?
Yes, a standard network can have more than one alternative.
5. Milestones in networks enable which of the following functions?
Choose the correct answers.
X
A Release of following activities
X
B Include standard network
X
C Start Workflow task
X
D Settle network
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83
Unit 4: Learning Assessment - Answers
6. Material components can only be assigned to operative networks, and not to standard
networks.
Determine whether this statement is true or false.
X
True
X
False
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84
UNIT 5
Project and Simulation
Versions
Lesson 1
Creating and Transferring Simulation Versions
86
Lesson 2
Creating Project Versions
91
UNIT OBJECTIVES
Create and transfer simulation versions
Create and analyze project versions
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85
Unit 5
Lesson 1
Creating and Transferring Simulation Versions
LESSON OVERVIEW
In this lesson you will learn about the use of the SAP PS term version in its various contexts.
This lesson also discusses the tasks, use, and Customizing options of simulation versions and
project versions. This lesson will show you how to work with simulation versions using the
Project Builder.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Create and transfer simulation versions
Versions in the Project System
SAP PS differentiates between the following versions:
Simulation versions
Project versions
CO plan versions
In SAP PS, simulation versions are modifiable versions of projects. You create a simulation
version in the quotation phase. For example, if an operative project does not yet exist or if you
want to plan other alternatives to an existing operative project or subproject. Project versions
are snapshots of a project at a specific point, and are used for documenting the progress of a
project over time. Both quantities and values are stored in versions. Project versions are
created either manually or automatically when a status changes.
CO planning versions are used to plan costs and revenues. You can use CO planning versions
to define various cost plans for a project; for example, an optimistic and a pessimistic plan.
You can copy values from one version to another. You can change planned values manually in
every version. The costed values are retained.
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86
Lesson: Creating and Transferring Simulation Versions
Figure 62: Versions in the Project System
Application Scenarios for Simulation Versions
There are different application scenarios for simulation versions. Differences from your
original planning often arise in a project. Differences mean that a new plan for parts of your
project, or the entire project, is often necessary. When planning complex projects, for
example in project-oriented make-to-order production, it is often necessary to simulate and
save changes to a project without actually affecting the operative project. At the beginning of
a project, you can use simulation versions to simulate projects before you actually transfer
them to an operative project. Simulation versions are particularly useful during the quotation
phase and for comparing different what-if scenarios. It is possible to plan several simulation
versions. You can then decide which version is the most suitable. Even when a project is
running, you can copy operative projects to simulation versions, analyze and work with the
simulation versions, and then transfer them back to the operative project. Simulation versions
are edited using the project planning board or the Project Builder.
When an operative project is copied to a simulation version (or vice versa), a log file is
created. This contains the objects that were transferred and any error messages that were
issued in the process. The system can conduct a test run when the transfer occurs, to see if it
is possible to transfer a project or simulation version.
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87
Unit 5: Project and Simulation Versions
Figure 63: Simulation Versions
Simulation Versions
Simulation versions are manually generated, modifiable, and can be easily deleted. Simulation
versions can be created either for an entire work breakdown structure (WBS) or for
subhierarchies of a WBS. In the same way, you can create multiple simulation versions for a
project and evaluate and compare them. When you transfer data from operative projects to
simulation versions (or vice versa), the following objects are copied:
Work Breakdown Structure
Network with activities, activity elements, relationships, and subnetworks
Milestones
Materials for the activity
Capacity requirements
Invoicing plan for the network and billing plan for the WBS element
Costs, revenues, and payments (actual values are transferred only when you transfer an
operative project to a simulation version)
Documents, PS texts and long texts (depending on the simulation profile used)
Other orders as networks, such as production orders, are not copied as objects. Integration
with Sales (quotation processing or assembly processing) and Purchasing or Production
(material requirements planning) for simulation versions is not possible.
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88
Lesson: Creating and Transferring Simulation Versions
Figure 64: Simulation Versions Data Transfer
Hint:
Define version keys in Customizing. Use the same version number only once for
each project. Use simulation in the quotation phase of your project.
Evaluation of Simulation Versions
As with project versions, simulation versions can be analyzed and compared with each other
in the information system. However, cost element reports do not support simulation versions.
In the structure info system it is not possible to change simulation versions (unlike operative
projects).
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89
Unit 5: Project and Simulation Versions
Figure 65: Evaluation of Simulation Versions
LESSON SUMMARY
You should now be able to:
Create and transfer simulation versions
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90
Unit 5
Lesson 2
Creating Project Versions
LESSON OVERVIEW
In this lesson you will learn about project version creation and milestone trend analysis.
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Create and analyze project versions
Project Versions
Project versions document the status of a project at a specific point in time or in a specific
action. At a later time, the project versions are proof of the project status in the past and
serve as a comparison with the operative project. Project versions are prerequisites if you
want to use milestone trend analysis (MTA). You create project versions in the following ways:
Manually
Or according to a point in time. You create a project version manually at a specific point in
time while changing the work breakdown structure, while changing the network, in the
structure info system (for one or more projects), or with the transaction
Create Project
Version (CN72).
Automatically
Or according to an action. Depending on the user or system status, the system
automatically creates a project version of objects for which the status has changed. In the
version profile you define when a project version is created, and which objects are included
in a project version (for example WBS elements, activities, production resources/tools, or
costs).
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91
Unit 5: Project and Simulation Versions
Figure 66: Creating Project Versions
Milestone Trend Analysis
Milestone trend analysis (MTA) is used for simple, clear monitoring of the project schedule
and to identify variances and trends promptly. The scheduled dates of the milestones, which
are relevant for the course of the project, are compared at various points in time. Deviations
from the planned schedule are made apparent.
At chosen points in time, dates from milestones, which are relevant for project progress, are
recorded in special project versions. These milestone dates can then be compared graphically
(using an MTA chart) or in table form. They can also be compared with current dates or dates
from a simulation version. Consequently you can quickly notice, for example, if a project is
running late.
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92
Lesson: Creating Project Versions
Figure 67: Milestone Trend Analysis
Graphical Form
In the graphical form an MTA chart is used, with the sides representing the times axes. The
milestone dates are plotted against the report dates. If the project runs according to plan, the
curve remains horizontal. If the project deviates from plan, the curve rises (delay) or falls (in
advance) with time.
To use milestone trend analysis, you have to assign milestones to the WBS elements or
network activities of your project. Select the corresponding milestones as relevant for trend
analysis.
When you create a project version manually, or the system automatically creates a project
version, the relevant MTS checkbox has to be selected as well.
You can open milestone trend analysis either from the information system or the project
planning board. It displays the dates of the relevant milestones in a project, or part of a
project, at different report dates both in graphical and tabular form. In the information system
you can limit the number of milestones to be displayed by using the selection resources.
Either basic dates or forecast dates are used in milestone trend analysis. Actual dates have
priority over scheduled dates. The information about the previous states of a project is taken
from the project version . This state is compared with the current milestone data. In the
project planning board you can use data from a simulation version instead of from the
operative project.
Milestone Trend Analysis Views
In milestone trend analysis you can choose between two views as follows:
Historical curve. This standard view displays those milestones that have the MTA indicator
set at the time of the current report. These milestones are displayed across the entire
reporting period. This also represents milestones when the indicator was not set for them
at an earlier reporting time.
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Unit 5: Project and Simulation Versions
Historical milestones.In this view the milestones for which the MTS checkbox was
selected at an earlier reporting time are displayed. The checkbox is not selected for the
milestones for the current reporting period.
Data Transfer in Simulation Versions
Customizing for simulation versions comprises two steps as follows:
1. Input templates for simulation versions describe only how version keys for simulations
should be set up. You must work with permissible version keys from the beginning
because they cannot be created later without deleting existing simulations.
2. The simulation profile determines whether texts should also be copied (in addition to the
structure information) from simulations to operative projects (and vice versa). If you work
without a simulation profile, all texts are copied. The simulation profile is contained as the
default value for the project definition in the project profile.
Figure 68: Version Keys and Simulation Profiles
Data Transfer in Project Versions
If you generate status-dependent project versions, the version profile determines which data
is copied to the project version. If you create project versions manually either in network
maintenance (transaction CN22) or in WBS maintenance (transaction CJ02), the version
profile also determines which data is copied to the project version. If you generate project
versions manually with transactions CN71, CN72 or using the structure info system, the data
is copied to the project version depending on the database profile, but independent of the
version profile.
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94
Lesson: Creating Project Versions
Figure 69: Data Transfer in Project Versions
You maintain the version profile in Customizing for the SAP Project System and you enter it in
the project profile and network profile. You use a version profile to define two different kinds
of information. First, you specify which version is created automatically when a specific
system status or user status is set. Then, you specify which data is to be written to the
versions that are created automatically.
You need to define a version profile if you wish to have versions created automatically on the
basis of the status, or if you want to generate versions directly from the work breakdown
structure or network maintenance transactions. You do not need to define a version profile if
you want to generate versions manually from the structure information system or if you want
to use transaction CN72.
LESSON SUMMARY
You should now be able to:
Create and analyze project versions
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95
Unit 5
Learning Assessment
1. CO planning versions are used to plan which of the following?
Choose the correct answers.
X
A Staff and clients
X
B Dates and times
X
C Orders and deliveries
X
D Costs and revenues
2. Where can milestone trend analysis be opened from?
3. Project versions can be changed in the Project Builder or the Project Planning Board.
Determine whether this statement is true or false.
X
True
X
False
4. You can create new projects or overwrite existing projects with data from simulation
versions.
Determine whether this statement is true or false.
X
True
X
False
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96
Unit 5
Learning Assessment - Answers
1. CO planning versions are used to plan which of the following?
Choose the correct answers.
X
A Staff and clients
X
B Dates and times
X
C Orders and deliveries
X
D Costs and revenues
2. Where can milestone trend analysis be opened from?
Milestone trend analysis can be opened from the information system and the project
planning board.
3. Project versions can be changed in the Project Builder or the Project Planning Board.
Determine whether this statement is true or false.
X
True
X
False
4. You can create new projects or overwrite existing projects with data from simulation
versions.
Determine whether this statement is true or false.
X
True
X
False
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97