plm220 - project management logistics

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SAP AG 2003

PLM220 Project Management - Logistics

THE BEST RUN E BUSINESSES RUN SAP

© SAP AG 2003

PLM220

Project Management –

Logistics

SAP R/3 Enterprise System

2003/Q2

Material number: 5006 1247



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Copyright 2003 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in

any form or for any purpose without the express permission of

SAP AG. The information contained herein may be changed

without prior notice.

All rights reserved.

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Basic knowledge of project management, particularly from a

logistics perspective

PLM210 or PLM200* (or their predecessors CA800 and

CA080)

* PLM200 is also a valid prerequisite course. In this case the participant

must be aware that some topics related to planning and implementation

are repeated and covered in greater detail.

Prerequisites



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Participants:

Project managers and engineers

Project team

Consultants

Duration: 5 days

Target Audience

Note:

The training materials are not teach-yourself programs. They complement the course instructor's

explanations. Your material includes space for making notes.

The exercises are designed to supplement the topics and examples dealt with in the course. There may

not be enough time during the course to complete all of the exercises. In this case, you can work through

these examples after the course to consolidate what you have learned.



© SAP AG PLM220 1-1

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Course Overview

Course goals

Course objectives

Course content

Course overview diagram

Main business scenario

Contents:




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Course Goals

This course will prepare you to:

Plan and control projects from a logistics

perspective

Make the necessary settings in Customizing




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At the conclusion of this course, you will be able to:

Schedule projects

Plan and execute internal services

Trigger and work on procurement processes

Procure and deliver material for a project

Course Objectives




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Course Content

Unit 5 External Services

Unit 6 Materials

Unit 7 Progress Tracking

Unit 8 ProMan

Unit 1 Course Overview

Unit 2 Project Structures

Unit 3 Scheduling

Unit 4 Capacities

Introduction

Exercises and Solutions




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Course Overview

Course

Overview

Project

Structures

Scheduling

Capacities

External

Services

Material

ProgressTracking

ProMan




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This course will familiarize you with all aspects of

Logistics in R/3 Project System. You will plan andpost internal and external services. You will also

procure material.

Main Business Scenario

Each unit of the course contains a Business Scenario section that illustrates how you can put the related

topics into practice. It also sets tasks that you will be able to perform after completing each unit. Themain business scenario applies to the entire course.




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Sample Turbine Project

300030003000

310031003100

200020002000

400040004000

T-200##.1Engineering/

Design

TT--200##.1200##.1Engineering/ Engineering/

DesignDesign

T-200##.2Planning

TT--200##.2200##.2Planning Planning

T-200##.3Purch.

TT--200##.3200##.3Purch.Purch.

T-200##.4Production

TT--200##.4200##.4ProductionProduction

T-200##.5 Assembly

TT--200##.5200##.5 Assembly Assembly

T-200##Turbine

TT--200##200##TurbineTurbine

100010001000

90xxxx

ActivitiesActivities

Relation-

ships

Relation-

ships

NetworkNetwork120012001200

310031003100

300030003000

500050005000

110011001100

130013001300

501050105010

200020002000

503050305030502050205020

400040004000

100010001000

110011001100

120012001200

130013001300501050105010

502050205020

503050305030

T-200##.2.1Systems

TT--200##.2.1200##.2.1SystemsSystems

T-200##.2.2Instruments

TT--200##.2.2200##.2.2InstrumentsInstruments

Project

definition

Project

definition

WBS elementsWBS elements

500050005000

List of activ-

ities for WBS

element

(or network)

List of activ-

ities for WBS

element

(or network)

This slide shows the project that is used as an example in the course. Only dates but no other logistic

aspects are dealt with at WBS element level. The logistic aspects of the project, for example, internal andexternal tasks and material requirements are planned and executed using activities

The icons in this slide correspond to those used in the R/3 System for project definitions, WBS elements,

network headers, activities, and relationships.




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Project Structures

You will become familiar with various options for

editing project structures

You will use the Project Builder to create a project

for producing a turbine

You will be introduced to claim management

Contents:




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Project Structures: Unit Objectives

Create project structures with WBS elements and

activities in the Project Builder

At the conclusion of this unit, you will be able to:




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Project Structures: Overview

Course

Overview

Project

Structures

Scheduling

Capacities

External

Services

Material

ProgressTracking

ProMan




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Project Structures: Business Scenario

Your company produces turbines. It has become

clear that these turbines are too complex toproduce using production orders. As an

alternative, use WBS elements and activities in

Project System.




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Work Breakdown Structure - Functions

Costs/Revenue

Payment Data

Budget

Commitment

Dates

Periodic Processing

Planned

costs/

revenues

Actual costs/

revenues

Planning of

payments

debit-side/

credit-side

Updating of

actual data

Basic dates

Scheduled dates

Actual dates

Purchase requisition

Purch. order

Overheads,

process costs

Interest calculation

Results analysis

Settlement

Original budget

Budget updates

Budget releases

Availability

control

P u r c h .o r d e r

The work breakdown structure (WBS) forms the basis for all subsequent planning tasks in the project.

The emphasis is on planning, analysis, description, control, and monitoring of costs, basic dates, and the budget.

Costs, dates, and payments are often planned using activities, which are assigned to WBS elements.




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Work Breakdown Structure: Maintenance Options

Copy 3

Manually 1

Hierarchy Graphic

Paste

Project Builder

= Standard structure

= Operative structure

Display

area

Navigation area

4

2

You can use the Project Builder to create and change WBS elements.

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

You can use the hierarchy graphic to change WBS elements (by double-clicking). You can also create

new WBS elements, and insert these into the hierarchy (connection mode).

In addition to manual maintenance or maintenance using the hierarchy graphic (1, 2), you can also copy

elements from existing project structures or standard projects:

When you create a new WBS, you can copy elements from an existing WBS, a section of the project

hierarchy, or a standard WBS. You can also incorporate WBS elements from other projects or from a

standard WBS into an existing WBS (3, 4).




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Activities and Networks: Functions

Internal Activity

External

Activity/Service

Material

Periodic Processing

General Costs Activity

Milestones

Billing dates based on

billing milestones

(invoice/down payment) Dates

Costs,

commitments

Payments

Process costs

Overheads

Settlement

Work

Dates,

capacities Cost

Dates

Costs

Payments

Purch. parts/assemblies

Dates Costs, commitments

Payments

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

services you require to carry out the various tasks in your project.

The unit on capacities discusses internally processed activities in detail.

The unit on external activities deals with externally processed activities and service activities.

The unit on material explains how material components are assigned, procured, and consumed in the

network.




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Activities: Maintenance Options

Copy Project

with Activities

Copy

= Standard

structure

= Operative

structure

3

5

Manually 1

Paste 4

Network Structure Graphic

Navigation area Insert area

Display area

2

Project Builder

As well as maintaining data manually or using the network graphic (1, 2), you can use existing operative

structures or standard structures as templates.

When you create activities, you can use a standard network or an existing network as a template (3). You

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

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

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




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Network Graphic

Activitynumber

Control

key

Duration

Description

Earliest

finish

Latest

finishFloats

Relationship

Activity

Days Days Days

Days

Specification Mechanical Layout Procurement

Electronic Layout

16.0 2.2000 18.02. 2000

06.04.200004.04.2000

21.02.2000

07.0 4.2000 07.0 7.20 00

17.05.2000

21.02.2000

07.07.2000

31.03.2000

24.05.2000

10.07.2000

18.05.2000

28.07.2000

08.06.2000

FS

FS FS

FS

34 3434

0 340

64

30

The network graphic displays detail information for each activity. The detail displayed includes:

Activity member, Activity Control key, the activity duration, the description of the activity, the earliest

and latest scheduled dates and any float days.

Each activity is connected using relationships. The relationships are displayed in the network graphic.

Relationships detremine the flow of the activities.

Activities can be created in the network graphic. Relationships can also be created to connect activities

in the network graphic.




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Project Planning Board

Project Edit Goto Details Settings View Extras System Help

Project: Change

E O E IdentificationWork Pln Proj. cost plan

Work

Pln Name

Universal work center

Capacity Overview

project: Turbine 2000Jan 99 March 99 Apr 99Feb 99 May 99 June 99 July 99

Jan 99 March 99 Apr 99Feb 99 May 99 June 99 July 99

Table

area Graphic

area

Extended

toolbar

Chart, e.g.

capacities

15000

20000

30000

20000

50000

10000

20000

5000

The project planning board is particularly suitable for planning a project. It provides you with an instant

overview of your project deadlines, enabling you to check your project for capacity bottlenecks.Additional options are available for enhancing your project structure. In the following units, you will use

both the Project Builder and the project planning board to work on your project.




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Claim

Evaluating Claims

Document

as a CLAIM

Start follow-up

actions

Internet

Services

Workflows

Long

Texts

Action Log

Safety Measures

Actions

Cost Integration

BusinessPartners

Cost Planning

Archiving

Documents

Status

Management

Project Plan Variances

Variances from the project plan often occur as a result of delivery problems, price fluctuations,

unforeseeable capacity bottlenecks, and so on. In this case, it is very important to clarify which partner(s)to the contract is/are responsible and to what degree. Claim Management ensures that claims resulting

from variances are drawn up against the contractual partner and submitted at a suitable point in time.

Conversely, it also helps defend against claims made by the contractual partner. You can use the Claim

message type in Project System to document variances from your project plan, appoint persons

responsible for the variance, and initiate follow-up activities.

You can enter claims directly in the R/3 System or create and display them from the Internet (for

example: a customer creates a claim using the Internet).

You can include the following data in a claim:

Descriptions, for example, the cause of variances

Actions and tasks to be initiated because of the variance

Persons responsible and partners using a link to the Partner Management function

Costs incurred as a result of the variance (cost planning using unit costing)

Assignment to WBS elements, SD and MM document items

Assignment of document info records (links to the Document Management System)




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Create project structures from WBS elements and

activities in the Project Builder

You are now able to:

Project Structures: Unit Summary




Exercises

Unit: Project Structures

Topic: Structures

• Project Builder

• Hierarchy graphic

• Network graphic

• Project planning board

In the following exercises, you will create a work breakdown structure

with assigned activities. You will work mainly with the Project Builder.To display the work breakdown structure, you will call both the hierarchy

and the network graphic. The project planning board will provide youwith an integrated overview of your project.

1-1 You will use the standard structure as a template for creating the project. To do this,

call the Project Builder.

1-1-1 Create project T-100## using the standard project T-20001 as a template. ## is

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

with 03).

In the dialog box that appears, enter the following data:

Field Name Values

Project def. T-100##

Start Today

Finish date Two years from today

Project profile Turbine model group 1

Template std proj. def. T-20001

1-1-2 Enter a name for your project, and the person responsible. Maintain the data at

project definition level.

Field Name Values

Text Group ##, turbine A

Person responsible ##




1-1-3 Provide details for the WBS element Planning of systems and instrumentation

by creating two further WBS elements.

Enter the description Planning of systems for the new WBS element.

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

instrumentation.

1-1-4 Display your expanded structure in the hierarchy graphic.

Expand the display to show the entire project.

Set the Planning element indicator for the new WBS elements.

1-1-5 As a result of these changes, activity 2000 Planning of systems and

instrumentation is no longer correctly assigned. Rename it “Planning of systems” and assign it to the appropriate WBS element.

1-1-6 To plan your turbine instrumentation, create an activity for the Planning of

instrumentation WBS element.

The detail screen for the new activity appears. Enter the following data in thedetail screen:

Field Name Values

Long text Planning of instrumentation

Work Center 2000

Work 35 hours Normal duration 5 days

1-1-7 Take a look at your extended network in the network graphic.

Save the project. The temporary network number is then replaced.

1-1-8 Call the project planning board to obtain an integrated view of your project

deadlines. Use the Elevators/Turbines project planning board profile and carryout time scheduling.




1-1-9 Plan the material costs for your turbine. You are still unsure about which

components you will procure in the future, but you can still plan material costsfor the activities. Plan the activities Preliminary orders and Material

procurement plant components.

Enter the following data:

Activity Material Planning

3000 Preliminary orders EUR 100,000

3100 Material procurement

plant components

EUR 65,000

Save your data.




Solutions

Unit: Project Structures

Topic: Structures

• Project Builder

• Hierarchy graphic

• Network graphic


In the following exercises, you will create a work breakdown structure

with assigned activities. You will work mainly with the Project Builder.To display the work breakdown structure, you will call both the hierarchy

and the network graphic. The project planning board will provide youwith an integrated overview of your project.

1-1 You will use the standard structure as a template for creating the project. To do this,

call the Project Builder.

SAP menu

Logistics Project System Project Project Builder ( Double-click to select the Project Builder )

1-1-1 Create project T-100## using the standard project T-20001 as a template. ## is

a placeholder for your group number (if you are in group 3, then replace ##with 03).

Select Create Copy pr o ject.

In the dialog box that appears, enter the following data:

Field Name Values


Start TodayFinish date Two years from today

Project profile Turbine model group 1

Template std proj. def. T-20001

Select Create project to confirm.




The tree structure on the left of the screen now displays various

objects that have been copied from the standard project:

Project definition (1st row)

+ WBS elements

+ Activities+ Network header

+ Milestone (last row)

The activities are grouped together in a network with a provisional

number (%00000000001). This number is replaced when you savethe activities.

1-1-2 Enter a name for your project, and the person responsible. Maintain the data at

project definition level.

Select the project definition in the structure tree.

Enter the following data on the details screen that appears:

Field Name Values

Text Group ##, turbine A

Person responsible ##

Confirm your entries by selecting Enter.

1-1-3 Provide details for the WBS element Planning of systems and instrumentation

by creating two more WBS elements.

Move the cursor to the templates area (bottom left) and expand Individual

objects if necessary.

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

Planning of systems and instrumentation tree structure .

Enter the description Planning of systems for the new WBS element.

Enter the description in the Text field.

Select Enter to confirm your entries.

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

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

instrumentation.





1-1-4 Display your expanded structure in the hierarchy graphic.

Select Hierarchy graphic in the Project Builder.

Expand the display to show the entire project.

Choose View → Complete view .

Set the Planning element indicator for the new WBS elements.

Double-click the appropriate indicator.

Select Back to exit the hierarchy graphic.

1-1-5 As a result of these changes, activity 2000 Planning of systems and

instrumentation is no longer correctly assigned. Rename it and assign it to theappropriate WBS element.

Position the cursor on the activity in the tree structure.

Drag and drop the activity to the WBS element Planning of systems.

Change the description of the activity.

Enter the new description Planning of systems in the Text field.


1-1-6 To plan your turbine instrumentation, create an activity for the Planning ofinstrumentation WBS element.

Expand the Activity icon in the templates area. Drag and drop the Activity (internal) entry from the templates area to the

WBS element Planning of instrumentation in the tree structure.

The detail screen for the new activity appears. Enter the following data on the

detail screen:

Field Name Values

Long text Planning of instrumentation

Work Center 2000

Work 35 hours

Normal duration 5 days





1-1-7 Take a look at your extended network in the network graphic.

Position your cursor on the Turbine network header in the tree structure.

Select Network graphic.

To display an overview of the entire network, select Complete view .

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

Activities icon and choose the small display format.

Select Back to exit the structure overview.

Save the project. The temporary network number is then replaced.

Choose Save .

1-1-8 Call the project planning board to obtain an integrated view of your project

deadlines. Use the Elevators/Turbines project planning board profile and carryout time scheduling.

SAP Menu

Logistics Project System Project Project Planning Board Change

Project

(Double-click the transaction to select it)

On the initial screen, enter your project definition T-100## and planning board

profile and “Elevators/Turbines” open the project planning board.

Enter the project and project board profile, and select Enter .

Modify the date’s view of the planning board.

Select Adapt graphic area .

Carry out time scheduling for your project.

Choose Select all and then Schedule .




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Scheduling: Contents

Time scheduling with WBS elements

Scheduling activities

Setting scheduling in Customizing

Contents:




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Plan dates for activities and WBS elements usingthe project planning board

Set the relevant tables in Customizing


Scheduling: Unit Objectives




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Scheduling: Overview

CourseOverview

ProjectStructures

Scheduling

Capacities

ExternalServices

Material

ProgressTracking

ProMan




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You have already created a project structure toproduce a turbine. The project manager now wantsto know whether the project can be completed ontime. Schedule your project to establish this.

Scheduling: Business Scenario




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Dates (1)

Sets of dates Basic dates

Forecast dates Actual dates

Check dates

WBS/WBS

WBS/network

Inherit

Extrapolation++++

Scheduling

Scheduled start/finish

Planning different calendars

Monday

Monday

MondayMay30

Not aworkday

Shift

Planning form

The following functions are available here:

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

Check dates: You can check the consistency of dates in the project structure, with or without taking

activities into account.

Inherit: Dates within the WBS can be inherited. This does not affect the activity dates.

Extrapolation: You can use the extrapolate function to calculate the dates for higher-level WBS

elements.

Shift: You can shift all of the planned dates for the WBS elements, or just the dates in sub-hierarchies.

Planning different calendars: You can use a different factory calendar for each activity or WBS

element.

Scheduling: The scheduling function calculates the dates for activities and networks.

Planning form: You can use the planning form to extrapolate dates automatically, for example, when

you save your data.




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Project Dates

BASIC DATES FORECAST DATES Scheduled dates

Actual dates

BASIC DATES Scheduled dates

Actual dates

CONSTRAINTS Earliest (scheduled) dates

Latest (scheduled) dates

Actual dates

Earliest (scheduled) dates

Latest (scheduled) dates

Actual dates

BOLD = Manual planning dates Italics = Dates calculated by the system

BASIC DATES

WBSelements

Networkheader

Networkactivity

Activityelement

Projectdefinition

You define different dates at every level of the project (project definition, network, activities, and

activity elements).

You can adjust these dates in the project hierarchy using either top-down or bottom-up planning.

The following types of dates are available in the system, and occur at all levels:

Basic dates are defined manually, and are often binding for lower-level objects.

Activities can be fixed by means of time constraints.

Scheduled dates (or earliest and latest dates for activities) are determined automatically when network

activities are scheduled. Scheduled dates are determined for WBS elements by summarizing the

scheduling data of the corresponding activities.

In the realization phase of the project, actual dates are set by entering actual dates for WBS elements,

or by confirming activities. Forecast dates are a means of storing a specific scheduling scenario for information purposes.




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P

P2

P1P1

Basic dates in project definition

Project planning board

Planning forms (Project definition, project profile):1. Top Down (checks consistency)

2. Bottom Up (extrapolates and extends)

3. Free Planning (checks and does not calculate)

4. Strict Bottom Up (extrapolates, extends, and shortens)

Basic Dates WBS

PPS

P2P2P2

PPP

P1P1P1

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

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

mouse. You can plan these dates in a table using structure planning.

Basic dates can be extrapolated from lower- to higher-level WBS elements, or passed on from higher- to

lower-level WBS elements. You can check the consistency of your scheduling data within the WBS

structure.

In the execution phase, you can enter actual dates by dragging them with the mouse. In the project

planning board or the information system, you can compare the actual dates with the planned basic dates.




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Scheduling

Earliest/latestdates relationship

Earliest/latestactivity dates

Requirements dateMaterial

EEAA C DDBB

Earliest/latest datesactivity element

Activity element

Activity element

Buffer - Forward scheduling- Backward scheduling- Scheduling fromcurrent date

- No scheduling

Scheduled dateScheduled dateMilestoneMilestone

Capacity requirementsfor each activity

Scheduled start/finishNetwork header

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

determines floats and capacity requirements (if activated).

- Forward scheduling determines the earliest dates.

- Backward scheduling determines the latest dates.

Floats occur if the earliest dates differ from the latest dates.

The scheduling results are:

- The scheduled start and finish for the network header

- Earliest start and finish dates (earliest dates) and the latest start and finish dates (latest dates) for

the activities

- Earliest and latest dates for the relationships- Reduction levels used to schedule the network

- Float times (total and free float) for the activities

- Capacity requirements for activities




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WBS / Overall Network Scheduling

Network scheduling

Scheduling of the overall network

WBS scheduling

You can schedule individual networks (network scheduling). You can schedule all networks that are

connected by means of relationships (scheduling of the overall network). You can also trigger network-scheduling starting from WBS elements (WBS scheduling).

The activity data, relationships between the activities, and date constraints form the basis for determining

dates (scheduling) automatically.

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

Scheduling and Overall Network Scheduling transactions you can specify whether networks are

scheduled together with the maintenance orders that have been assigned as sub-networks.

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

board.




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PP

P1P1 P2P2

303030 707070505050 808080


1020

30

40

5060

70

80

ExtrapolateExtrapolatedatesdates

WBS

Network 1 Network 2


101010202020 6060

404040

P1P1P2P2

PP

Transfer Transfer datesdates

Bottom-Up Scenario

In projects with networks, you can use network scheduling to automatically derive the dates of activities

and WBS elements.

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

them. The scheduling parameters determine how the activities are scheduled.

Networks are always scheduled forwards and backwards. The scheduling type determines the direction

in which scheduling is carried out. The system determines the earliest dates of the activities using

forward scheduling, and the latest dates using backward scheduling.

The differences between the earliest and latest dates of an activity are referred to as floats. If these are

less than or equal to zero, the activity is classed as critical.

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

(thin time bars in the project planning board).

The dates scheduled in the WBS structure can be copied to the basic dates of the WBS elements and

extrapolated up the project hierarchy.




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PP

P1P1 P2P2

303030 707070

404040


10

20

30

40

50

6070

80

Network 1 Network 2

WBS


202020808080

6060101010 505050

WBS determinesWBS determinesdatesdates

P1P1 P2P2

PP

Top-Down Scenario

In work breakdown structures with networks, you can plan basic dates for the WBS elements in order to

specify that a certain part of the project has to be completed within a fixed time period.

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

activities be scheduled within these time constraints: Deselect the Network scheduling and Adjust basic

dates indicators.




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Scheduling Scenarios

Scheduling

Scheduling Scenario

Scheduling method for WBS structure

Sch. parameters for activities

Plan/basic Plan.fcst

WBS sched. profile

Top-Down Scenario

Sched. type

Scheduling method

Max.red.level

Reduction type

Start in the past

Latest staging

Adjust basic dates

Shift order

Automatic log

Autom. schedul.

Top-down Top-down

Next

WBS determines dates

Do not reduce

All activities of the order

Scheduling

Scheduling Scenario

Scheduling method for WBS structure

Sched. parameters for activities

Plan/basic Plan.fcst

Start in past

Bottom-Up Scenario

Next

Network determines dates

Do not reduce

All activities of the order

Bottom-up Bottom-up

Latest staging

Adjust basic dates

Shift order

Automatic log

Autom. schedul.

WBS sched. profile

Sched. type

Scheduling method

Max.red.level

Reduction type

Two predefinedscenarios or

free scheduling

As of Release 4.6, you can use predefined scheduling scenarios. The standard scheduling options are of

course still available. Depending on the transaction from which you trigger scheduling, you either usethe Parameters for WBS scheduling table or the Scheduling parameters for the network type table.

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




SAP AG 2003

Customizing for Scheduling 1

1

2

34

Forward

Backward

Cap.requirements only:Today's date

Forw. Backw. Cap.re. Da.Sched.Bas.Time

Adjust dates

Scheduling control det. scheduling

Adjust basic dates, dep. reqs in activity dates

Scheduling type

Start in past

Backwards Automatic scheduling

Automatic log

Break scheduling

Shift order

Latest material

dates

Reduction

Reduction type

Maximum reduction level Do not reduce

All activities of order are reduced

Workforce planning

Rescheduling Redist. dist. work acc. to old distribution

Scheduling parameters

Scheduling types

The PSP should be spelled out. Could create and appendix of glossary of terms used in this course and

there spell out what PSP is.The indicators function as follows: Forward: Forward scheduling is carriedout first, followed by backward scheduling. Backward: Backward scheduling is carried out first,

followed by forward scheduling. Cap.requirements only: No scheduling is carried out. Instead, the start

and finish dates of the network header are copied to each activity. Today's date: Backward scheduling is

carried out first, followed by forward scheduling based on today's date. Basic dates with times: This

indicator is not relevant for networks.

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

determine scheduling, for example, in transactions network maintenance (CN22) and scheduling of the

overall network (CN24). The indicators function as follows: Adjust basic dates: Determines that the

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

for secondary requirements do not have any impact in the network. Scheduling type: Determines the type

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

out. Automatic scheduling: Scheduling is carried out when you save. Log automatic: If a log is

generated, it is displayed automatically. Break scheduling : The exact time at which a break is scheduled

(in the work center) is taken into account. Shift order: Determines how the system deals with partially

confirmed activities during scheduling (see below). Latest material dates: The requirements dates for a

material are determined based on the earliest or latest date. Reduction type: Either all activities or only

those along the critical path are reduced. Maximum reduction level: A reduction strategy can have up to

six levels. The highest level of reduction is specified here. Rescheduling: Determines how the system

deals with work allocated in Workforce planning after another scheduling run has been carried out.




SAP AG 2003

Customizing for Scheduling 2

WBS scheduling profile 130000000000 IDES scheduling backwards

Scheduling

Scheduling type

Start in past

Backwards

Scheduling form Network determines dates

Adjust basic dates

Latest material dates

Shift order

Sch. when saving

Automatic log

Reduction

MaxRedLevel

Reduction type

Parameters for WBS scheduling

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

scheduling transaction (CJ29), for example.

The indicators function as follows: Scheduling type: Determines the type of scheduling, for example,

forward first, then backward. Start in the past: Determines how long ago (in days) the start date can be.

If it is more than the specified number of days, today scheduling is carried out. Scheduling form:

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

dates: Determines that the scheduled dates are copied to the basic dates of the WBS elements after a

scheduling run. Automatic log: If a log is generated, it is displayed automatically. Shift order:

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

Schedule when saving: Scheduling is carried out when you save. Latest material dates: The requirements

dates for a material are determined based on the earliest or latest date. Maximum reduction level: A

reduction strategy can have up to six levels. The highest level of reduction is specified here. Reduction

type: Either all activities or only those along the critical path are reduced. The WBS scheduling profile is stored in the project definition control data. It can be copied as a default

value from the project profile. One (or neither) of the two scheduling scenarios is displayed by default in

the project profile.




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Scheduling: Duration

Internalprocessing

Planned delivery time or

Duration

Planned delivery time or

Duration

Externalprocessing

Duration Duration

Generalcosts activity

Relationship

Time interval

Fixed

As a percentage

Time interval

Fixed

As a percentage

Operating time

Calendar

Operating timeOperating time

Calendar

Work center

Operating time

Calendar

Operating timeOperating time

Calendar

Work center

Duration

Time unit

Duration

Time unit

When scheduling internally processed activities and general costs activities, the system uses the normal

duration you maintained in the activity. The duration can be calculated from the work planned, if youhave stored a formula for calculating the duration from internal processing in the work center.

For externally processed activities, scheduling usually uses the planned delivery time that has been

entered for the external activity for calculation. You can, however, also use the normal duration from the

internal processing screen of the external activity if you activate this explicitly in the control key of the

external activity.

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

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

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

following information is stored for scheduling in the work center:

Formulas for calculating the duration of activities

A factory calendar and the operating time for each workday




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Control Key

Control key in operation

Control key

Indicators

Network - external processing

Schedule

Det. cap.req.

Costs act.:

Costing

Print time tick.

Confirmation Confirmation possible, but not required

External proc. Ext. processed activity

Service

Confirmation dr.

Print

Sched. ext. act.

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

function as follows: Schedule: Activities and activity elements are scheduled. For activity elements, thedates for the activity are determined. Det. cap. req.: Capacity requirements are determined for activities

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

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

you use the control key for general costs activities. Costing: This determines that activities and activity

elements are taken into account in costing. Print time ticket: This determines whether time tickets can be

printed. Time tickets are only printed if the Print indicator is also selected. For more information, see the

online help. Confirmation: Determines whether activities and activity elements can be confirmed.

External proc.: Determines whether activities and activity elements are processed internally or

externally. Service: Determines whether services can be planned for activities and activity elements.

Only set this indicator if you select the External proc. indicator to allow external processing. Print conf.:

This determines whether completion confirmation slips can be printed. Confirmation slips are only

printed if the Print indicator is also selected. For more information, see the online help. Print:

Determines whether work papers such as time tickets, and completion confirmation slips can be printed.

For more information, see the online help. Sched.ext.proc.: Determines whether activities are to be

scheduled in line with the Planned delivery time or Normal duration.




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Relationships

AssemblyAssemblyProductionProduction

Time sequence:

WorkWorkschedulingscheduling

Eng/designEng/design

Eng./designEng./designPurch.Order

Purch.order Purch.order

TestTestrunrunTÜV

ApprovalApproval

Logical sequence:

FS relationship

SS relationship

FF relationship

SF relationship

Relationships determine the chronological sequence of the individual activities in a network (or standard

network). You can enter additional data (such as a time interval or reference to a particular factorycalendar) on the detail screen for each relationship.

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

logical sequence. All relationships in the network graphic are displayed as FS relationships by default.




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Example of Scheduling

2020 6 D6 D

333 88833 88

3030 2 D2 D

444 55533 44

4040 3 D3 D

666 88855 77

1010 2 D2 D

111 22211 22

5050 3 D3 D

999 11111199 1111

50

40

30

20

10

1 2 3 4 5 6 7 8 9 10 11 12 Days

A network is always scheduled forward and backward. The scheduling type specifies whether forward

scheduling or backward scheduling is carried out first.

Forward scheduling calculates the earliest start and finish dates for the activities (earliest dates). A start

activity is a network activity that does not have a predecessor. The start date is the start date in the

network header or the start date determined from backward scheduling.

Backward scheduling calculates the latest start and finish dates for all the activities (latest dates). An

ending for final activity is a network activity that does not have a successor. The start date is the finish

date in the network header or the finish date determined from forward scheduling.

In the example above, the start dates are set to the beginning of the day (00:00) and the finish dates set to

the end of the day (24:00). If work centers are specified for the activities, the start and finish dates are

within the operating time of the corresponding work centers.




SAP AG 2003

Example of Floats

2020 6 D6 D

333 88833 88

3030 2 D2 D

444 55533 44

4040 3 D3 D

666 88855 77

1010 2 D2 D

111 22211 22

5050 3 D3 D

999 11111199 1111

50

40

30

20

10

Days1 2 3 4 5 6 7 8 9 10 11 12

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

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

of an activity.

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

The free float of activity 40 can be calculated from the difference between the earliest start of the

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

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




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Time Constraints

Set time constraints for activities

1. An exact start / finish ( =must)

2. The earliest value limit ( = not before)

3. The latest value limit ( = not after)

After

Before

Start Start Finish

After

Before

1 2

You can maintain constraints for the start and finish of activities and/or activity elements.

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

You can maintain constraints for basic and forecast sets of dates.




SAP AG 2003

Scheduling of the Overall Network

SDorder

S = Start dateF = Finish date

(confirmed delivery date)

Item 1

Item 2

Item 3

S1

S2 F2S3 F3

F1

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

network. If the end of a network is postponed due to scheduling problems, the confirmed delivery date inthe sales order is automatically changed. You can, however, also fix a confirmed delivery date for the

item on the Schedule lines tab.

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

sales order itself.

This function schedules the network assigned to the sales order item and all other networks that are

linked to this network via a relationship.

This function updates all of the items in the sales order that are connected to the overall network.




SAP AG 2003

Reductions

2 days

4 days

6 days

10 days

1.5 D.

3 days

4.5 days

10 days

Before:

After reductionof 25%:

After reductionof 25%:

Prerequisite:One strategy per activityMax. reduction level and type per network

Reduction can be used when the time range within which the activities are to be scheduled is not

sufficient to process all activities. You can use reduction to decrease the scheduled duration of externally processed activities.

Only those activities for which a reduction strategy has been entered are affected by reduction. At the

most, the system reduces up to the level of the reduction strategy that is entered in the network header.

During scheduling, the system determines one reduction strategy for each activity. For example: The

system calculates the earliest dates and determines reduction level 2 for an activity. This reduction level

is transferred to the latest dates.

Caution: Remember to be careful when using the reduction function, as the system does not know

whether the duration of an activity can actually be reduced. The system does not carry out plausibility

checks or check available capacities.

You can use reduction strategies to control how an activity's lead-time can be reduced in levels. You can

enter a reduction strategy in each activity.

You can define up to six reduction levels for each reduction strategy. For each reduction level you can

enter the percentage by which you want to reduce.




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Dates: Activity Elements

-1 D+1 D

ActivityActivity

ActivityActivityelementelement

+1 D -1 D

D u r a t i o nD u r a t i o n

Unlike activities, activity elements are not scheduled independently. The system calculates the dates for

activity elements with reference to the start or finish dates of the activity. You maintain a time intervalfor the start and for the finish. The dates of the activity element must always lie completely within the

duration of the higher-level activity.




SAP AG 2003

Requirements Date: Material

Earliest/latest dates either from WBS scheduling parameters orScheduling parameters for network type

Component 1Component 1Time interval:Time interval: +2 days+2 days

Ref. date:Ref. date: StartStart

Component 2Component 2Time interval:Time interval: --1 day1 day

Ref. date:Ref. date: FinishFinish

= Requirementsdate

+ 2D

- 1D

ActivityActivity

Replenishment

lead time

Replenishmentlead time

Latest datesLatest dates

Earliest datesEarliest dates

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

the activity. You can use the Scheduling parameters for the network type or the Parameters for WBS scheduling to control whether the earliest or latest start date is used as the requirements date. The

transaction used to trigger the scheduling determines which of the two tables is used. If you schedule

within the network or the overall network, the Scheduling parameters for the network type apply. If you

schedule in the project planning board or using structure planning, the Parameters for WBS scheduling

apply.

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

interval.

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




SAP AG 2003

Dates: Milestone

ActivityActivity

Basic data Functions Admin.

Use

Activity Assembly

Use

Milestone functions

Release stop ind.

Trend analysis

Progress analysis

Sales document date

Dates

Fixed date

Actual date

Scheduled date

Offset to activity

Latest dates

Offset to fin.

Time interval

Billing plan

InvoicePercentg

Progress analysis

Completion

Final billing

10 day

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

manually or references the activity dates. If the date references the activity dates, you must decidewhether it is to refer to the earliest or latest dates and to the start or the end of the activity. You can also

enter a positive or negative time interval for this date.

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

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




SAP AG 2003

Work breakdownstructures

Work breakdownstructures

Network,network activity

Network,network activity

Apr 7.

Actual WBSdates Activityconfirmation

Apr 7.

Actual Dates

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

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

activities sets the actual dates. If activities are assigned to a WBS element, the actual dates of the

activities are proposed to the WBS element as provisional dates, which can be transferred to the actual

dates of the WBS element, if necessary.

Caution: Actual dates are usually updated to an activity during an activity confirmation. You can

suppress this update if necessary. To do this, select the No date update indicator during confirmation.




SAP AG 2003

Actual start

Actual finish

CONF CONF

Actual start

Provisional actual

finish

CONF

CONFCONF CONF

AS+AF

AS+AF

Actual finish

RELDRELD

Status:Released or partiallyreleased

Status:Released or partiallyreleased

WBS WBS with activities

Actual WBS Dates

Legend:

AS = Actual start AF = Actual finish

CONF = Final confirmation REL = Released

For WBS elements without assigned activities:

You can always maintain the actual start if the WBS element has the status Released or Partially

released .

You can only maintain the actual finish if all lower-level WBS elements have an actual finish date.

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

You can only maintain the actual start if the assigned activity has the status or Partially released or

Released . You can only maintain the actual finish date if all the lower-level WBS elements also have an actual

finish date and all the activities for the WBS element have the status Finally confirmed .




SAP AG 2003

Scheduled dates

10

20 20

Final confirmation 10

30

2010 40

30

2010 40

Partial confirmation 20(shift order)

10

AS PF

10

20

TimeTime TimeTime TimeTime

AS = Actual startPF = Provisional finish

Actual Dates of Activities

30

10 4020

Actual dates are entered in networks by confirming activities. This can be carried out using individual or

collective confirmations, or the time sheet, for example.

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

actual start and actual finish dates.

Partial confirmations affect the scheduling result for the earliest date in accordance with the Shift order

indicator.

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

confirmation are taken into account when the earliest date is calculated.

The Shift order indicator is set: Neither the actual start date nor the forecast duration of the partial

confirmation is taken into account when the earliest date is calculated.

To display an overview of your planned dates at a certain point in time (baseline), use either projectversions or forecast dates.




SAP AG 2003


Plan dates for activities and WBS elements usingthe project planning board

Set the relevant tables in Customizing

Scheduling: Unit Summary




Exercises

Unit: Scheduling

Topic: Scheduling

• Time planning with predefined scenarios

• Relationships and restrictions

• Effects of actual dates on time scheduling

In the following section you will work through three sets of exercises. Inthe first set, you will use the project planning board for time scheduling

based on predefined scheduling scenarios. The next section will

familiarize you with more scheduling details. In the last section, you willinvestigate how actual dates affect time scheduling.

1-1 Call the project planning board.

1-1-1 Edit your project T-100## in the project planning board. Use the Elevators/Turbines planning board profile.

1-1-2 Optimize the project display to show all activities completely.

1-1-3 Plan dates for your project using the predefined bottom-up scenario.

First check the time scheduling settings.

Set the scheduling scenario to Bottom-up scenario (pre-defined) if necessary.

Plan the dates for the entire project.

The bottom-up scheduling scenario is set to firstly determine all

activity dates, and then to copy the earliest and latest dates to the

assigned WBS elements. Finally, dates are extrapolated for upper-level WBS elements within the hierarchy.




1-1-4 Check the floats for your project. Display both the earliest and the latest dates.

Scheduling always calculates the dates of activities forwards and

backwards. Each activity (and activity element), therefore, has twotime bars. Different colors (usually blue and red) are used to

distinguish between activities in the planning board that still haveor no longer have time floats.

1-1-5 Change the duration of activity 4000 Production of running gear, bearing,

valves and look at the effect this has on scheduling.

Reduce the duration of the activity to 30 days.

Although the system adjusts the time bars of activity 4000 in thegraphic, the overall project dates are no longer up-to-date. You

need to run scheduling again. Note the changes to activities 3000

and 3100.

The reduced duration of the activity affects the entire network.

Question A: How are activities 3000 and 3100 affected? The answer is providedat the end of the exercises for this unit.

1-1-6 Save your scheduling data.

Do not save any user-specific settings.




1-2 Take a look at the scheduling details. Once again, use the project planning board for

this purpose. Call your project.

1-2-1 Create two more activities in activity 5010 Planning of instrumentation. The

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

1-2-2 Enter the appropriate data for the two new activities.

Enter the following information on the detail screen for activity 5020:

Field Name Values

Long text Detailed planning for

instruments

Work center 2000

Work 10 hours


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

The detail screen for activity 5030 appears. Enter the following data:

Field Name Values

Text Corrections for instruments

Work center 2000

Work 10 hours

Normal duration 72 hours

1-2-3 Schedule your project.

Question B: How does scheduling affect the WBS elements in the project?

1-2-4 Connect activities 5010, 5020, and 5030 using relationships. Use FS

relationships.

1-2-5 Schedule your project. Note how the time bars for activities 5010, 5020, and 5030 change.

1-2-6 The three activities are not yet integrated into the rest of the network. In thegraphic, create an FS relationship between activity 1000 and activity 5010.





1-2-8 Using the table, create an FS relationship between activity 5030 and activity

3100.


1-2-10 Check the floats in your project. To do this, select the Dates tab on the detailscreen for activity 5010 Planning of instrumentation.

What is the total float of the activity? _____________

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

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

1-2-11 Activity 5020 Detailed planning for instruments is not to start before a certaindate. Set a date constraint on the Dates detail screen for the activity.

Set a date constraint for the start date.

Enter the earliest start date plus one week as the start date.


What is the free float of activity 5010? _____________

Question C: Why does activity 5010 have a free float?






1-3 Up to now, you have planned dates but have not yet begun to enter actual dates.

However, the actual dates may affect your planned dates. Take a look at how actual

dates affect planned dates in the project planning board.

1-3-1 Before you start to enter actual dates, transfer the dates planned previously

(basic dates) to the set of dates for alternative time scheduling (forecast dates).

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

again.

Forecast dates can be determined via scheduling in the same way as basic dates. These dates are simply alternative dates for time

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

certain point in time. This allows comparison with changed timescheduling (basic dates) at a later stage.

1-3-2 Before you can enter actual data, you have to release activities or WBSelements. Release the WBS element T-100##.1 Engineering and Design.

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

actual activity data.

1-3-3 Enter a partial confirmation for activity 1000 Engineering of

drawing/calculation/design. Display both the actual dates and the basic dates in

the diagram area.

Enter the following data in the confirmation dialog window:

Field Name Values

Completed Deselect

Final conf. Deselect

Processing % 20 %

Actual start Copy the earliest start date

Actual finish Actual start plus 2 working

daysForecast duration 14 days





Note how the basic dates for activity 1000 change.

The system uses the confirmation dates to determine a provisional finish for the

activity being processed. The activity takes longer. As a result, the planneddates of the following activities in the network move.

1-3-5 You can use the Shift order indicator to prevent the actual dates from affecting

scheduling. Activate this indicator and reschedule.

Except for the Shift order indicator, the settings for the predefined profile IDES scheduling forward correspond to the bottom-up scenario.

Reschedule your project.

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

following activities are adjusted.

1-3-6 Compare the basic dates with the forecast dates.

Hide the forecast and actual dates again.

1-3-7 Select the bottom-up scheduling scenario again.

1-3-8 Save the changes to your time scheduling settings.


Answer to question A (How are activities 3000 and 3100 affected?):

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

it has positive floats. Activity 3100 behaves in a completely different way. Inthe network structure graphic, you can see that the activities lie in two different,

parallel paths. Before scheduling, the first path (with activity 3000) is the

critical path in the network. After scheduling, the other path (with activity

3100) represents the critical path.

Answer to question B (How does scheduling affect the WBS elements in the project?)

Bottom-up is still chosen as the scheduling scenario. The activity dates aretransferred to the higher-level WBS elements. In the example above, the date of

the WBS element Planning of instrumentation is adjusted. Note the different

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




Answer to question C (Why does activity 5010 have a free float?)

The free float is the difference between the earliest finish of an activity and the

earliest start of its successor. The earliest start of the successor was only set to a

later date by restricting the start date of the successor (5020, Cannot start before). Free floats also appear for parallel activities that have the same

successor. In this case, the longer activity determines the earliest start date ofthe successor and the shorter activity has a free float.




Solutions

Unit: Scheduling

Topic: Scheduling

• Time planning with predefined scenarios

• Relationships and restrictions

• Effects of actual dates on time scheduling

In the following section you will work through three sets of exercises. Inthe first set, you will use the project planning board for time scheduling

based on predefined scheduling scenarios. The next section will

familiarize you with more scheduling details. In the last section, you willinvestigate how actual dates affect time scheduling.


SAP Menu


Project (Double-click the transaction to select it)

1-1-1 Edit your project T-100## in the project planning board. Use the

Elevators/Turbines planning board profile.

Enter your project in the Project def. field, select W. activities, enter the

corresponding planning board profile, and select Open project.

1-1-2 Optimize the project display to show all activities completely.

Use Zoom in on graphic to choose a suitable zoom factor.

Optimize the graphic display using the Adapt graphic area icon.




1-1-3 Plan dates for your project using the predefined bottom-up scenario.

First check the time scheduling settings.

Select Options.

Set the scheduling scenario to Bottom-up scenario (pre-defined).

Confirm your entries by selecting Copy.

Plan the dates for the entire project.

Select all objects using Select all.

Start scheduling by selecting the appropriate icon.

The bottom-up scheduling scenario is set to firstly determine all

activity dates, and then to copy the earliest and latest dates to the

assigned WBS elements. Finally, dates are extrapolated for upper-level WBS elements within the hierarchy.

1-1-4 Check the floats for your project. Display both the earliest and the latest

dates.

Select Set of dates / View.

Activate the Latest dates indicator.

Select Copy to confirm your entries.

Scheduling always calculates the dates of activities forwards and

backwards. Each activity (and activity element), therefore, has two

time bars. Different colors (usually blue and red) are used to

distinguish between activities in the planning board that still haveor no longer have time floats.




1-1-5 Change the duration of activity 4000 Production of running gear, bearing,

valves and look at the effect this has on scheduling.

Double-click the row containing activity 4000 to call the activity detail screen.

Reduce the duration of the activity to 30 days. Enter this duration in the Normalduration field on the Internal tab.

Select Back to confirm your entries.

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

graphic, the overall project dates are no longer up-to-date. Youneed to run scheduling again. Note the changes to activities 3000

and 3100.

Select all the objects by choosing Select all.


The extended duration of the activity affects the entire network.

Question A: How are activities 3000 and 3100 affected? The answer is provided

at the end of the exercises for this unit.


Choose Save.


1-2 Take a look at the scheduling details. Once again, use the project planning board for

this purpose. Call your project.

SAP Menu


Project


Enter your project in the Project def. field, select W. activities, and choose Open

project.

As before, optimize the display of your project by selecting Zoom in on graphic andAdapt graphic area.




1-2-1 Create two more activities in activity 5010 Planning of instrumentation. The

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

Select activity 5010 Planning of instrumentation.

Select Create.

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

Double-click the Activity (Internal processing) object in the templates area.

The system creates an internal processing activity with default values. The

assignment to the WBS element is copied by the selected activity. The detailsettings of the activity will be defined later.

Create the second activity.

Double-click the Activity (Internal processing) object again in the templates

area.

Hide the templates area.

Select Open/close left-hand window.

1-2-2 Enter the appropriate data for the two new activities.

To select both activities, keep the Control key pressed.

Call the detail screen for the activities.

Select Detailed information for object.

Enter the following information on the detail screen for activity 5020:

Field Name Values

Long text Detailed planning forinstruments

Work center 2000

Work 10 hours


Select Next.

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




The detail screen for activity 5030 appears. Enter the following data:

Field Name Values

Long text Corrections for instruments

Work center 2000

Work 10 hours

Normal duration 72 hours

To exit the transaction, select Back.




Question B: How does scheduling affect the WBS elements in the project?

1-2-4 Connect activities 5010, 5020, and 5030 using relationships. Use FSrelationships.

Select the activities by keeping the Control key pressed.

Select Connect selected activities.

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

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




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




1-2-6 The three activities are not yet integrated into the rest of the network. In the

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

Activate the connect mode.

Select Switch connect mode on/off, or click anywhere on a blank area of the

project planning board.

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

relationship.

Keep the mouse button pressed, and drag the cursor from the right half of

activity 1000 to the left half of activity 5010. Release the mouse button.

Deactivate connect mode.

Select Switch connect mode on/off.




1-2-8 Using the table, create an FS relationship between activity 5030 and activity3100.

Select activity 5030.

Select Edit relationships (tabular).

A list of the activity relationships appears.

Create an FS relationship for activity 3100 Material procurement plant

components.

Select the Successors tab.

Select activity 3100 in the Activity Selection section.

Select Create rel.

Confirm your entries by selecting Continue.







1-2-10 Check the floats in your project. To do this, select the Dates tab on the detail

screen for activity 5010 Planning of instrumentation.

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

Select Dates.

What is the total float of the activity? _____________

Select Back to exit the detail screen.

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

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

Select Options.

Choose Planning board in the tree structure and then choose the Diagram

area tab.

Select the Show total float indicator.

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


1-2-11 Activity 5020 Detailed planning for instruments is not to start before a certaindate. Set a date constraint on the Dates detail screen for the activity.

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

Select the Dates tab.Set a date constraint for the start date.

Choose the Cannot start before value in the Start field.

Enter the earliest start date plus one week as the start date.





What is the free float of activity 5010? _____________

Question C: Why does activity 5010 have a free float?





Choose Save.


1-3 Up to now, you have planned dates but have not yet begun to enter actual dates.

However, the actual dates may affect your planned dates. Take a look at how actual

dates affect planned dates in the project planning board.

SAP Menu


Project (Double-click the transaction to select it)

Enter your project in the Project def. field, select W. activities and choose Open

project.

As before, optimize the display of your project by selecting Zoom in on graphic and

Adapt graphic area.

1-3-1 Before you start to enter actual dates, transfer the dates planned previously(basic dates) to the set of dates for alternative time scheduling (forecast dates).


In the menu, choose Edit Reconcile dates Transfer basic date to

forecast.

If the Schedule WBS elements dialog box appears, select No.

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


In the dialog box, select Forecast dates and confirm your entries by choosing

Confirm.

Use the same procedure to hide the forecast dates again.

Forecast dates can be determined via scheduling in the same way as

basic dates. These dates are simply alternative dates for timescheduling and are used in the course to freeze time scheduling at acertain point in time. This allows comparison with changed time

scheduling (basic dates) at a later stage.




1-3-2 Before you can enter actual data, you have to release activities or WBS

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

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

Choose Edit Status Release.

The status is passed onto lower-level activities to allow you to continue enteringactual activity data.

1-3-3 Enter a partial confirmation for activity 1000 Engineering ofdrawing/calculation/design. Display both the actual dates and the basic dates inthe diagram area.

Select activity 1000 Engineering of drawing/calculation/design.

Click Confirm activity.

Enter the following data in the confirmation dialog window:

Field Name Values

Completed Deselect

Final conf. Deselect

Processing % 20 %

Actual start Copy the earliest start date

Actual finish Actual start plus 2 working

days

Forecast duration 14 days

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


In the dialog box, select Actual dates and choose Copy to confirm your

entries.

The corresponding time bar is then displayed in the diagram area.







Note how the basic dates for activity 1000 change.

The system uses the confirmation dates to determine a provisional finish for the

activity being processed. The activity takes longer. As a result, the planned

dates of the following activities in the network move.

1-3-5 You can use the Shift order indicator to prevent the actual dates from affectingscheduling. Activate this indicator and reschedule.

Select Options.

All settings in the predefined bottom up scheduling scenario are fixed. In

particular, you cannot change the Shift order indicator.

Change the scheduling scenario to Free scheduling .

Except for the Shift order indicator, the settings for the predefined profile IDES

scheduling forward correspond to the bottom-up scenario.

Select the Shift order indicator.


Reschedule your project.



Notice how the time bar of activity 1000 becomes shorter and the dates of allfollowing activities are adjusted.

1-3-6 Compare the basic dates with the forecast dates.

Select Set of dates/View.

In the dialog box, select Forecast dates and choose Confirm to confirm your

entries.

Hide the forecast and actual dates again.




1-3-7 Select the bottom-up scheduling scenario again.

Select Options.

Change the scheduling scenario to bottom-up.


1-3-8 Save the changes to your time scheduling settings.

Choose Save.


Answer to question A (How are activities 3000 and 3100 affected?):

Previously, activity 3000 was critical (it had negative floats). After scheduling,it has positive floats. Activity 3100 behaves in a completely different way. In

the network structure graphic, you can see that the activities lie in two different, parallel paths. Before scheduling, the first path (with activity 3000) is the

critical path in the network. After scheduling, the other path (with activity3100) represents the critical path.

Answer to question B (How does scheduling affect the WBS elements in the

project?)

Bottom-up is still chosen as the scheduling scenario. The activity dates aretransferred to the higher-level WBS elements. In the example above, the date of

the WBS element Planning of instrumentation is adjusted. Note the different

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

Answer to question C (Why does activity 5010 have a free float?)

The free float is the difference between the earliest finish of an activity and theearliest start of its successor. The earliest start of the successor was only set to a

later date by restricting the start date of the successor (5020, Cannot start

before). Free floats also appear for parallel activities that have the samesuccessor. In this case, the longer activity determines the earliest start date of

the successor and the shorter activity has a free float.




SAP AG 2003

Capacities: Contents

Planning internal processing

Determining and evaluating capacity requirements

Workforce planning and capacity leveling

Confirmation

Cross-Application Time Sheet (CATS)

Setting the relevant tables in Customizing

Contents:




SAP AG 2003

Plan and confirm internal services via internal

processing activities

Analyze capacity requirements

Distribute work to personnel resources


Capacities: Unit Objectives




SAP AG 2003

Capacities: Overview

Course

Overview

Project

Structures

Scheduling

Capacities

External

Services

Material

ProgressTracking

ProMan




SAP AG 2003

A large proportion of the services for the turbinewill be performed in your own company. You may,

however, not have enough available capacity. Plan

the services and analyze the capacity

requirements.

Capacities: Business Scenario




SAP AG 2003

Capacities: Overview

Internal activity

100 H Work

Work center

ProgressStructure

Bottlenecks

/Comparison

Persons

External

assignment1

Machines

Analyses

The planning of internal activities influences capacity planning and other objects and aspects in Project

System to a large degree. The degree to which it influences other elements is depicted by the width ofthe lines in the above slide.




SAP AG 2003

Life Cycle Internal Activity

Confir-mation

Capacityrequirements,planned dates,planned costs

Activities

Workforceplanning

Capacity evaluation

Capacityleveling

Capacity loadreduction,

actual dates,actual costs

The slide shows all the events in the life cycle of an internal processing activity. You may be able to

leave out some of these events, however. Capacity leveling or workforce planning may not be necessary,for example, if the time and effort involved outweigh the benefits.




SAP AG 2003

Project Edit Goto Details Settings View Extras System Help

Project: Change

E O E Ident if icat ion Work Pln Proj . cost p lan

Work Pln Name

Universal work center

Capacity Overview

Project: Turbine 2000



15000

20000

30000

20000

50000

10000

20000

5000

Internal Processing in the Project Planning Board

1. Create

activity

2. Generate

capacity

requirements

4. Release

activity

3. Evaluate

capacity

requirements

5. Confirm

activity

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

The slide shows the processing basics. You can also call Workforce planning and capacity leveling

directly from the planning board.




SAP AG 2003

Internal Processing Activity Details

General Data

External AllocationsDates Long text User fieldsInternal

Scheduling

System status

WBS element

Work center

Work

Calculation key

Activity type

Priority

Usage

Std text key

Business proc.

Executn factor

Quantity Percent

DistKey Int proc.

Project sum.

Subntwk exists

Normal duration

Min. duration

Factory cal.ID

Red. strategy

CRTD

Flexible

Control key

SAP020

DAY

h

The slide highlights the key settings for the capacity requirements of internally processed activities.

You use the Control key, amongst other things, to establish whether the activity is relevant for

determining capacity requirements.

The value in the Work field usually determines the planned capacity requirements.

The Distribution key field determines how the capacity requirements will be distributed across the

duration of the activity. If this field is blank, the distribution key is determined from the work center.

If the work center field is also blank, the work is evenly distributed to the latest dates.

The system can only determine capacity requirements if you have entered a work center. The

requirements are generated at this work center and the work center provides the available capacity.

The activity type is determined from the work center (and its assignment to a cost center). You need

the activity type to cost the activity.




SAP AG 2003

Work Center, Capacities Details

Proj.reqmts int.prcg

Capacit ies SchedulingBasic data

Person

Costing

Capacity cat.

Pool capacity

002

Capacity

Formula cond.int proc.

Int. dist. key

Formula Formula Formula c

Planner grp

Pool capacity

General data

Group

Stan. av. cap.

Available

Planning details

Factory calendar ID

Active version

Base unit of meas.

Germany standard

Hours

01

Start

Finish

Lnth of breaks

Usage time

Capacity utiliz.

No. of indiv. cap.

Capacity

H

Relevant to finite scheduling

Can be used by several operations

Overload

Long-term planning

SAP030

10

This slide highlights the key settings for the capacity view of a work center.

On the Capacities tab, you can specify the individual capacity categories (labor, machine, for

example) of a work center. Each capacity category has its own available capacity.

The formula for calculating the internal processing requirement defines how the capacity requirements

will be determined from the activity details. Usually, only the Work field from the activity is used.

The distribution key of the work center is only used by the system if no distribution key is specified in

the activity.

Features of the header screen for the capacity category:

The standard available capacity of the capacity category is defined. This standard available capacity

can be refined using additional intervals.

You use the Relevant to finite scheduling indicator to determine whether the capacity category will beconsidered in an availability check. You can perform this availability check from the network, or

during capacity leveling.

The overload specifies the percentage of capacity requirements that the available capacity may exceed

without the availability check affecting activity scheduling.




SAP AG 2003

Capacity Requirements

Formula: For example, capacity

requirements = work

Distribution key: e.g. Equal distributionLatest dates

Function: Duration Work

25% 15%

50% 30%

75% 60%

100% 100%

Strategy: Continuous/discrete

Earliest/latest dates

Calendar

Distribution key: Function + strategy

Discrete:

Continuous:

Duration / %

W o r k %

Scheduling determines the capacity requirements for the required output.

The system determines the capacity requirements using the formula in the work center and the work

from the network activity.

Capacity requirements can also be determined for externally processed activities.

To do so, you must set the scheduling and capacity planning indicators in the control key. The capacity

requirements are determined at the same time as internally processed activities.




SAP AG 2003

Capacity Analysis in the Structure InformationSystem

Work center 2000

Work center 2100

Plant Work ctr Typ. Network Op. CapaReq Actual work Forecast work RemCapaReq

Plant Work ctr Typ. Network Op. CapaReq Actual work Forecast work RemCapaReq

You can evaluate capacity requirements directly in the PS Information System. Use the individual

overview of capacity requirements from the Structures Information System. The overview is structuredin exactly the same way as the Structures Information System. You can use display variants, for

example, to determine which information is displayed.

You may also use the Capacities individual overview, which was developed for the SAP R/3 Enterprise

Release. This is designed for occasional users, and is easy to use. However the information it provides is

not as detailed as the extended individual overview.




SAP AG 2003

Extended Capacity Evaluation

Number of entries: 7 PersNo inidividual capacity

PlantWork center Capacity category

FrankfurtElectrical specs.Person

Entries CapReqmtsDbt CapReqmts A ctual CapReqmts Rmdr AvailCap Rem. avail. cap.

Total

Number of entries: 7 Work center type per iod

Entries Pggd reqts Act. WCe NorDur Target proc. cap. req. Act. proc. cap. req. Rem. processing

Total DaysDay

DaysDays

DaysDays

Days

Days

Caution: In the extended capacity evaluation for projects in the R/3 standard system, you cannot select

actual capacity requirements. The selection profile SAPPS_S020 has been changed for the course so thatyou can evaluate the actual capacity requirements. This selection profile is used in the overall profile

SAPPS_G020. All profiles for extended capacity evaluation are set up in Customizing for Capacity

Planning.




SAP AG 2003

Customizing the Extended Capacity Evaluation

Overall profile (extended evaluation)Overall profile (extended evaluation)

Control profile

Selection profile

List profile

Evaluation profile

Time profile

Period profile

Which data will be evaluated?

Comparison or evaluation of data?

What period will be evaluated?

Which requirements do you want to display?

Which period do you want to split?

Which fields do you want to display?

The overall profile contains all settings required for extended evaluations and for capacity leveling. You

can set the overall profile and all associated sub-profiles in Customizing for capacity planning.

All of the Customizing activities required are discussed in course SCM360 (Capacity Planning).




SAP AG 2003


n Click to insert text ??

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxx XXxxxx XX

Capacity planning tablePlanning table (graph.)

Workforce

planning

Project 1234Activity

Activity

DurationPerson

Person

Period

Duration

Person

Person

PSPS

PPPP

PMPM

With / without

filter

Capacity Leveling

There are different capacity leveling options for networks / activities:

You can use the project planning board to display the capacity load on the work centers involved. This

is displayed as bars on the time axis. Red sections of the bars indicate that the work center is

overloaded for a specific time period. You can select such a work center and display a capacity load

curve, with capacity requirements as well as available capacity. You can use the project planning

board to level capacities - for example, by changing the work center or by moving the activity in the

specified time.

For capacity leveling, you can use the capacity planning table, either in graphical or in tabular form.

Each of them has at least two sections, one for the available capacities of the work centers by period

and the other for the capacity requirements by the orders or networks.

Workforce planning is an interface that you can use to distribute given work to persons allocated to the

work center.

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

The work center view selects all capacity requirements on the specified work centers for a given time.

The project view selects all activities with work centers of a specified project.




SAP AG 2003

Workforce Planning

Period (day, week, ...)

Period (day, week, ...)

Project

view

Work

center

view

Project: T-200##

Work center: 2700

Duration of activity




Network 901939

Activity 1200

Network 901939

Activity 1500

Person 1

Person 2

Person 1

Person 2

Network 901939

Activity 1200

Network 901940

Activity 1000

Network 901939

Activity 1200

Person 3

Person 4

Workforce planning assigns persons to activities.

Characteristics of workforce planning:

Two different views: The work center view and the project view

Persons can be assigned to activities quickly and easily

Data display:

- Availability of the person (read from HR)

- Total capacity load on the person

- Activity data

You can assign persons who a) are assigned to the work center of the activity, b) belong to the project

team or c) only exist in HR.




SAP AG 2003

Reporting in Workforce Planning

Project Selection Work center selection Personnel resource selection

Select. personnel resource

Person

Position

Organizational unit

With pers. resource avail.

Quality Assurance

Activities Allocations Project WBS element

Project definition: E-15001

Ex. Activity/personnel resource Tot. work Dist. UoM

H

H

H

H

H

Specification

Technical acceptance

Gaspard Coriolis

Richard Feynman

This evaluation enables you to display work scheduling for projects, work centers, or human resources.

When you call workforce planning in the project view, you use project definitions, WBS elements or

networks to make a selection. The project view displays all activities that are assigned to the selected

networks or WBS elements.

When you access the work center view, you make your selection using work centers, plants, or human

resources (here: person or position).

Selection using personnel resources also enables you to evaluate according to organizational units.

The evaluation is based on the ABAP List Viewer (ALV). The standard functions of this tool allow you

to use the evaluation as a basis for printing workforce planning, sending it to other users, or storing it in

a local file.




SAP AG 2003

Project team

Project team:Organizational units

and/or positionsand/or persons

Processing options:

• Project Builder


• In WBS element detail screen

• Workforce planning in the project

view

• HR organizational management

Inheritance:

As of Release 4.6, you can create a project team for a WBS element. Project teams consist of the

employees that you can involve in workforce planning. The employees are assigned directly, using theHR organizational units or positions.

If a WBS element does not have its own project team, the project team of the superior WBS element

can be used during workforce planning.

If a WBS element does have its own project team, the project team of the superior WBS element cannot

be used during workforce planning.




SAP AG 2003

Work Center: Assigning Persons

LO - Work center

HR organizational

unit

HR work center

Capacity category

Person

Person and position

Person and position

Person and position

Employees can be assigned to work centers:

At capacity category level

At work center level

This assignment is important for:

Workforce planning

The cross-application time sheet (CATS), which proposes a worklist to enter activities for a person.




SAP AG 2003

Work centers

Work

center

Work center

description

Cap June 99 July 99

CW 26 CW 28 CW 29

2000 Eng./Design 002

CW 27

Order

June 99 July 99

CW 26 CW 28 CW 29CW 27Order Activity

902933 1000

60001650 0030

Deallocate ActivityDispatch Capacity Order

2500 Production

902933 1010

002

Capacity Planning: Graphical Planning Table

In the graphical capacity planning table, you can dispatch activities by dragging them with the mouse to

the work center /capacity category for a certain period.

You can call various transactions from the graphical planning table, such as:

- Change/display the order or activity

- Change/display the work center or the capacity screen of the work center




SAP AG 2003

Capacity Planning: Capacity Planning Table

08.1998 09.1998 10.1998 11.1998 12.1998

24.0 8.0 16.0 32.0 16.0

8 33%

2 8.3% 6.5 81%

6.5 h

13.0 h

X

X

Period

Avail.capacity

Dispatched

Worklist

Work center 2000, capacity category 002

WBS E-1399-2, Network 902933, Activity 1000

WBS E-1399-3, Network 902934, Activity 1140

The planning table contains the following types of display:

Work center / capacity with availability, load, dispatched, and pool for several periods

Multiple work centers / capacities with availability and load for several periods

The planning table (tabular form) can be called in work center, individual capacity, and order view. It

displays the available capacity and distributed capacity requirements.

The output unit for the available capacity and capacity requirements is specified in the evaluation profile.

The planning table (tabular form) is broken down into a resources section and a requirements section.

The resources section contains: The name of the work center or the capacity with the capacity category,

scheduling periods, dispatched capacity requirements, and requirements in the worklist that have not yet

been dispatched.

In the requirements section you can display requirements (dispatched and/or not dispatched).




SAP AG 2003

Confirmation Options

-

CATSCATS

CC

OO

MMMM

HR

PMPM

PSPSCSCS

Non-SAP system

PDC

120012001200

100010001000

200020002000

130013001300

110011001100

140014001400 150015001500

400040004000

300030003000

310031003100

500050005000 600060006000

P a l m

P a l m

P i l o

t

P i l o

t

InternetInternet

Collective confirmation

Individual confirmation

Cross-Application

Time Sheet

PDC confirmation

Open PS

Internet confirmation(indiv./coll. confirmation, CATS)

Confirmation from

information system,

confirmation workflowR/3R/3

Confirmations document the processing status of activities and activity elements, and enable you to

make forecasts as to how the project will progress. Various business transactions are executedautomatically using confirmations. These include posting actual costs, actual dates, actual labor, and, if

applicable, changing the activity status.

You can create confirmations in the following ways:

Individually for a network, activity, activity element, or capacity split

As a collective confirmation

Using the structure information system (by selecting activities, and accessing individual or collective

confirmation). You can send a confirmation workflow from the Information System to another user, or

to an organizational unit.

Using the Cross-Application Time Sheet (CATS) Using the Internet (by creating an individual or collective confirmation, or entering time data using the

CATS)

Using a Palm Pilot and the Open PS for Palm Pilot interface

Using the plant data collection (PDC) interface




SAP AG 2003

Individual and Collective Confirmation

-

Network

902153

902153

Act.

1000

1200

Start

10.04.00

15.04.00

Finish

20.04.00

20.04.00

Work

143

87

Detail screen:

Actual work

(actl/forecast)

Processing %

Activity type

Dates

(actl/forecast)

Final conf. ind.

Individual confirmation

Structure information system

Collective confirmation

Confirmation workflow

You can confirm one activity or activity element using an individual confirmation. You enter the data on

the detail screen.

You can confirm various networks, activities, activity elements and individual capacities at the same

time with collective confirmation. You enter the data in the form of a list.

From the Structure Information System, you can perform the following actions for the activities that you

have selected:

Go directly to the individual confirmation transaction

Go directly to the collective confirmation transaction

Store a pool of confirmations - you can then select this pool later in the collective confirmation

transaction or in the Time Sheet

Send a pool of confirmations as a workflow to other users who can then call the collectiveconfirmation transaction directly from their Office inbox.




SAP AG 2003

Customizing Confirmations

Default valuesDefault values

- Final confirmation

- Post material issue

- Propose dates

- Propose services

- Automatic milestone dates

ChecksChecks

- Dates in the future

- Work variance

- Duration variance

Logs/workflowLogs/workflow- Actual costs

- Goods movement

- Work workflow

- Duration workflow

Confirmation parameters

Variances

ReasonReason

-- StatusStatus

Field selection

Screen groupScreen group

- Modifiable fields

- Influencing fields

SchedulingScheduling

- Shift order

Parameters for

scheduling

The system settings for confirmation are defined for each plant and network type.

They specify the following parameters for confirmation:

- Final confirmation is proposed automatically during confirmation

- Confirmation dates may be in the future

- Whether the error log for cost determination is displayed

- Percentages for permitted work and duration variances

During the confirmation, you can enter reasons for plan data variances.

You can make a field selection for the confirmation screens in the network.




SAP AG 2003

Explanation

Feedback:

Answer

required

Maximum

variance

exceeded

A c t. v a l

.

> m a x.

v a l.

W o r k i t e m

MRP controller

checks

M a i lM a i l

Work

Activity

User

Duration

Work %

MRP

controller

User

MRP controller

Confirmation

Variances in Confirmation

Workflow to

MRP controller

If the actual duration or work exceeds the values you set for the confirmation parameters in Customizing,

the system triggers a workflow automatically.MRP controllers receive work items in their Office inboxes and can display the confirmation or the

network, or return correspondence by mail to the person who entered the confirmation.




SAP AG 2003

Actual Capacity Requirements

Proj.reqmts int.prcg

Capacities SchedulingBasic Data

Person

Costing-ID

Capacity categ.

Pool capacity

002

Capacity

Formula cond. Int proc.

Int. dist. key

Formula Formula Forma const. ActCapReqmts

Selection profile

Actual, target, remaining capacity reqs

List profile

Standard overview -> Displayed fields

Overall profile (enhanced capacity evaluation)

1

2

Settings for determining the actual capacity requirements

ActCapReqmts internal proc.

Capacity category

Calc.actual cap.reqmts ActCapReqmts from services

ActCapReqmts from services

002 Person

2

As of Release 4.5A, you can determine actual capacity requirements. This is done using confirmation. In

Extended evaluation in capacity planning, you can then compare the planned capacity requirements withthe actual capacity requirements and display the remaining capacity (the difference).

The prerequisite is that the actual capacity requirements in the capacity detail screen of the work center

and the actual capacity requirements in the Extended capacity evaluation are activated.




SAP AG 2003

Attendance/

absence types

HRConfirmation of

activitiesPMPM

CSCS

ServicesMMMMPSPS

CATSCATS

COCOMMMM

HR

PMPM

PSPSCSCS

Transfer Transfer

1Enter

2Release

3Approve

4Transfer

Cross-Application Time Sheet - CATS

Working

hours

Internal cost

allocation

COCO

CATS is an integrated function for entering actual times, which are important in HR, PS, PM, CS, CO,

and MM-SRV.

You can determine the layouts yourself, using data entry profiles.

Report programs pass on the released (and, if necessary, approved) data to the various applications. The

actual times may be important for various applications at the same time. In this case, the data is

transferred to the applications in question. As of Release 4.6, you can use a report to transfer the data to

several target applications at once.




SAP AG 2003

Time Sheet: Data Entry View

Worklist:+ Workforce planning

+ Work center

+ Info system

Structure/dates

Worklist:+ Workforce planning

+ Work center + Info system

Structure/dates

Data entry section:

Various entries via

data entry profiles

Data entry section:

Various entries via

data entry profiles

HRPSPS

PMPM

CSCSMMMMPSPS

COCO

HR

Enter travel

expenses HR

Enter travel

expenses HR

CheckCheck

CopyCopyCopy

Time data from

hours required (HR)

Time data from

hours required (HR)

01.01.

Personnel number

Date entry period

1248

Network Acty Short text Total

TotalNetwork Acty ActTy. ATy.

01.01. 02.01.

02.01.03.01.

03.01.04.01.

04.01. 05.01.

05.01.06.01.

06.01. 07.01.

07.01. 08.01.

08.01.09.01.

09.01.10.01.

10.01.

Time data is entered for one or more people.

The screen configuration (for the request screen, worklist, and data entry part) is flexible:

- Depending on the group of employees (via data entry profile)

- User-defined (using table control)

Worklist for employees, using:

- Activities to which the employee is assigned via the work center or workforce planning (for PM,

PS, CS).

- Activities via pool of confirmations (for PS, PM, CS)

- Objects the employee is working on (using the CATS database)

- Objects via user exits




SAP AG 2003

CATS - Customizing Using the Data Entry Profile

01.01.

Personnel number

Date entry period

1248

Network Acty Short text Total

TotalNetwork Acty ActTy. ATy.

01.01. 02.01.

02.01.03.01.

03.01.04.01.

04.01. 05.01.

05.01.06.01.

06.01. 07.01.

07.01. 08.01.

08.01.09.01.

09.01.10.01.

10.01.

Data entry profile:

+ With/without times+ Period type (weeks, months)

+ Workdays only

Data entry profile:

+ With/without times+ Period type (weeks, months)

+ Workdays only

Data entry profile - worklist

+ Workforce planning

+ Using assigned work center

Work center+ Pool of

confirmations info system

Data entry profile - worklist

+ Workforce planning

+ Using assigned work center

Work center+ Pool of

confirmations info system

Data entry profile:

+ Periods relative to today's

date

Data entry profile:

+ Periods relative to today's

dateData entry profile:

+ Weekdays/calendar days

Data entry profile:

+ Weekdays/calendar days

Data entry profile:

+ Approval required before

transfer to applications

Data entry profile:

+ Approval required before

transfer to applications

Field selection

of worklist and

data entry

section

Field selection

of worklist and

data entry

section

Data entry profiles are maintained in Customizing for cross-application components.

The data entry profile determines how the times are entered (via field selection of the receiver) and to

which modules activity data is transferred. It determines whether or not the entered times are released

when you save and whether authorization is required.




SAP AG 2003

Field selection: Influencing field

Modified fields

Att./absence type

Work center

Description

Rec. WBS element

Receiver cost obj.

Receiver order Cost center

Activity type

Network

Activity

Screen group: Data entry section

Influencing field: Data entry profile

Influencing value: 1301

Input Req Disp Hide HiLi

CATS - Field Selection

Field selection determines which of the many fields in the worklist and data entry screen groups are

displayed or accept input.

Field selection can be controlled in accordance with the data entry profile field.

Keep the field selection as simple as possible and do not include any unnecessary fields. All possible

receivers and activities should appear for a person or group of persons. If the person works for a network

as well as a receiver cost center, for example, both receivers should appear as options in the field

selection.




SAP AG 2003


Plan and implement internal services with internal

processing activities

Analyze capacity requirements

Distribute work to personnel resources

Confirm activities

Enter activities using CATS

Capacities: Unit Summary




Exercises

Unit: Capacities

Topic: Capacities

• Brief recap of planning and implementation of internal activities

• Available capacity and capacity requirements

• Workforce planning

• Confirmation, CATS, and actual capacities

In the following section, you will work through four individual sets of

exercises. The first set is simple. You will plan an activity, determinerequirements, and then reduce them. In the second section, you will be

introduced to details on capacity requirements and available capacitiesand see how they are evaluated. In the third set, you will distribute the planned work to persons. In the fourth section, you will apply the various

options for confirming activities.



Elevators/Turbines project planning board profile.

1-1-2 Plan work on activity 1100 Engineering of running gear .

Enter the following data:

Field Name Values

Work center 2200

Work 120 hours

Activity Type 1429





1-1-5 The activities 1000 Engineering of drawing/calculation/design and 1100

Engineering of running gear are complete. Enter appropriate finalconfirmations and investigate the status of the activities.

The dialog screen for confirming activity 1000 appears. Enter the earliest finish

as the finish date. Copy the remaining data and call the next activity.

Enter the earliest start or finish as the actual start or finish, and copy theremaining data.

Display the status of activity 1000.

The activity should have the status Released , Manually confirmed , and

Confirmed .

As a result of the final confirmation, the system resets all the

capacity requirements of the activity to zero. In the previous unit,you entered a partial confirmation of 20%, which left a capacity

requirement of 80%.

1-1-6 Save your project.

1-2 In the following section, you will create your own work center, use the work center in

the network, and investigate the capacity requirements for the work center. Start from

the Easy Access menu.

1-2-1 Create a work center for your project.Enter the following data on the initial screen:

Field Name Values

Plant 1300

Work center 25##

Work center category 0006

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

Field Name Values

Text Group ##, assembly

Person Responsible 001

Usage 003, only networks

Save your entries before continuing.




1-2-2 Enter the data for the available capacity of the work center.

Use the following data:

Field Name Values

Capacity category 002

Other formula SAP008

Int. distribution key SAP030

The detail screen of the capacity category that you just created appears. Now

specify the available capacity. Use the following data:

Field Name Values

Capacity planner group 001

Factory calendar ID 01Base unit of meas. Hours

Start 8 a.m.

Finish 6 p.m.

Length of breaks 1 hour

Capacity utilization 100 %

No. of indiv. cap. 1

Relevant to finite scheduling Select

Can be used by severaloperations

Select

Overload 20 %

Long-term planning Deselect





1-2-3 Your new work center is still missing scheduling data and needs to be assigned

to a cost center. Maintain this data.

The detail screen for scheduling appears. Enter the following data:

Field Name Values



Enter the cost center assignment.

Enter the following data for costing:

Field Name Values

Start date Start of current month

Cost center 4290

Formula key (field has no label) SAP008

Activity type internal processing 1421

Save your entries.

1-2-4 Use your new work center in your project, in activity 4000 Production ofrunning gear, bearing, valves. Use the project planning board for this purpose.

Plan work in your work center. Use the following data:

Field Name Values

Work center 25##

Work 300 hours

Duration 30 days

Distribution key SAP020




1-2-7 Take a look at the capacity load from your work center view.

Enter the following values on the initial screen:

Field Name Values

Work center 25##


Plant 1300

A week-by-week list of your work center's capacity requirements appears. Thiswork center will probably be overloaded for several weeks by the capacity

requirements of your project.

If you cannot see all the capacity requirements of your project, adjust the

evaluation period.

Take a closer at the requirements of an individual period.Display the activity field.

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

Exit the graphic and the report.

1-3 In the next section of exercises, you will apply your knowledge of workforce planning.

Before doing so, however, you will set up a project team and assign a person to your

work center.

1-3-1 Create a project team for the top WBS element of your project. Use the project

planning board for this purpose.

You can assign the project team on the detail screen of a WBS element.

Assign the organizational unit 1300 Project Center Frankfurt to the WBS

element Turbine.

Which persons make up your project team? ___________________

(Expand all the branches in the overview to display the persons).

Exit the project team assignment.

Save your data.




1-3-2 Assign a person to the capacity category in your work center. The positions and

persons have already been created in the HR system.

Change your work center 25##.

Link the capacity category 002 with the HR system.

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

capacity category.

Save your entries.

1-3-3 Assign the personnel resources created previously to your project. Use the project view of workforce planning.

Enter the following data on the initial screen:

Field Name ValuesProject T-100##

Profile 1302

Profile 1302 is used to calculate the planning period relative to the current date.

In this case, you do not need to enter a start or finish date for workforce

planning.

An overview of all activities that have capacity requirements in the planning period appears. Filter out the activities that are assigned to the WBS element

T-100##.1 Engineering and Design.

The employee Howard Clayton is a member of your project team. Assign him

to activity 1200 Engineering of case.

You can now assign the person to individual days for the activity. Enter severalhours for a few periods on the right-hand side of the graphic.

If none of the fields are ready for input, the capacity requirements for

the activity are outside the planning period. You can now adjust theassignment: Select the assignment and choose Change assignment .

You can change the assignment period here. Select Copy.

Display availability or load for Thomas Schneider.

Stay in workforce planning and now assign the person from your work center

25## to activity 4000 Production of running gear, bearing, valves.




The (inherited) project team appears again. The person from your work center

is not yet listed.

Schedule this person for a few hours at the proposed times. Allocate 5 hours forthe activity today and tomorrow. Since the activity is planned far in the future,

you now have to adjust the planning period (see above note).

Save your entries.

1-3-4 Evaluate the workforce planning settings for your project.


Field Name Values

Project T-100##

Profile 1302

With availability pers. res. Select

An overview of the personnel assigned to the project appears. The first column

shows Exceptions. These exceptions are highlighted using traffic light colors.

Create an exception. Set the traffic lights to change to red if less than 5% of therequirements is assigned to a resource.

Exit the evaluation.

1-4 In the next set of exercises, you will enter actual activities and dates for your project.The prerequisite is that you release your activities or WBS elements (set status

Released ).

Release your entire project in the Project Builder.

Save your entries.

1-4-1 In the exercises for the scheduling unit, you have already dealt with individual

confirmation. Now use collective confirmation to confirm several of your

project activities at once. You can call the collective confirmation function fromthe Structure Information System. Enter final confirmations for activities 1300

and 2000.

If prompted by the system, specify the profile YIDES_130000.

Call the collective confirmation function for these two activities from the menu.

Save the data.

Exit the Information System without saving the overview.




1-4-2 Change your work center so that actual capacities (from a confirmation) are

updated. You will enter the confirmation in the next exercise.

Save the changes.

1-4-3 Use the time sheet to enter actual data for internal processing activities.

Confirm the activities for the person that you have assigned to work center 25##(using position assignment).

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

Call time recording with CATS.


Field Name Values

Data entry profile 1301

Personnel number 1920 + ##

The worklist should display the activities to which you previously assigned the person in workforce planning.

Enter six hours of work for today for activity 4000 Production of running gear,

bearing, valves.

Change the times for today accordingly.

Note which status (partial confirmation or final confirmation) will be entered

for the activity.

Save the times entered.

You have entered the times but they have not yet been updated in the activity.Transfer the entered times to Project System.


Field Name Values


Test run indicator Deselect

An overview appears that shows how many records have been read and the

activities to which data has been transferred. Actual capacities are written using

the confirmation. You will analyze the capacity requirements in the nextexercise.




1-4-4 Take another look at the capacity requirements of your project. This time, use

the extended evaluation of capacity planning.

Enter the top WBS element T-100## on the initial screen.

You use extended capacity evaluation that is based on a standard

delivery. The underlying overall profile has the key SAPPS_G020.This profile normally has no actual capacities. However, your trainer

changed the corresponding standard profile before the start of theexercise.

An overview appears, which does not yet display any actual capacity

requirements. Change the field selection to display the following fields:

Field Name

Actual capacity requirements

Target capacity requirement

Remaining capacityrequirements

Available capacity

Actual capacity load

Target capacity load

The field selection proposes requirements, loads, and available

capacities. The loads are always calculated from the relationship between the requirement and the available capacity. For example:

Actual capacity load = actual capacity requirements/available

capacity). The free capacity is the difference between requirementand available capacity.

Now investigate the capacity requirements of a work center in an individual

period.

How many different projects have requirements in this period?

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

Exit the report.




Solutions

Unit: Capacities

Topic: Capacities

• Brief recap of planning and implementation of internal activities

• Available capacity and capacity requirements

• Workforce planning

• Confirmation, CATS, and actual capacities


exercises. The first set is simple. You will plan an activity, determinerequirements, and then reduce them. In the second section, you will be

introduced to details on capacity requirements and available capacitiesand see how they are evaluated. In the third set, you will distribute the planned work to persons. In the fourth section, you will apply the various

options for confirming activities.


SAP Menu

Logistics Project System Project Project Planning Board Change Project



Elevators/Turbines project planning profile.

Enter your project in the Project def. field, select W. activities , and choose the

Open project icon.




1-1-2 Plan work on activity 1100 Engineering of running gear .

Call the detail screen for the activity by double-clicking the time bar or the

activity number.

Select the Internal tab and enter the following data:

Field Name Values

Work center 2200

Work 120 hours

Activity type 1429



1-1-3 Determine the capacity requirements for your project.

Select all objects using Select all .

Choose Edit Functions Activate capacities.

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

You can determine capacity requirements automatically whensaving data by activating the Capacity requirements indicator in the

network header. You can also calculate this directly in the project planning board by selecting an activity and choosing Details→

Network header .





1-1-4 Analyze the capacity requirements of the WBS element T-100##.1 Engineering

and Design.

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

Call the capacity overview directly in the project planning board.

Select Capacity overview .

A bar chart showing the capacity requirements appears. Display a histogram ofthe requirements for work center 2200 Specifications statics.

Select the work center.

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

Show the legend and hide it again.

Choose the appropriate entry in the context menu.

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

Double-click the work center to view it from the project planning board

Close the capacity overview.

Choose Close chart in the context menu.

1-1-5 The activities 1000 Engineering of drawing/calculation/design and 1100 Engineering of running gear are complete. Enter appropriate final

confirmations and investigate the status of the activities.

To select both activities, keep the Control key pressed.

Select Confirm activity .

The dialog screen for confirming activity 1000 appears. Enter the earliest finish

as the finish date. Copy the remaining data and call the next activity.

Select Next operation .

Enter the earliest start or finish as the actual start or finish, and copy theremaining data.

Select Back .

Display the status of activity 1000.




Call the detail screen of the activity by double-clicking the activity bar or the

activity number.

The Internal tab displays the system status of the activity.

The activity should have the status REL (Released), MCNF (Manually

confirmed), and CNF (Confirmed).

Exit the detail screen of the activity.

Select Back .

As a result of the final confirmation, the system resets all the

capacity requirements of the activity to zero. In the previous unit,

you entered a partial confirmation of 20%, which left a capacityrequirement of 80%.

1-1-6 Save your project.

Choose Save .




1-2 In the following section, you will create your own work center, use the work center in

the network, and investigate the capacity requirements for the work center. Start fromthe Easy Access menu.

Select Back until the Easy Access menu appears.

1-2-1 Create a work center for your project.

SAP Menu

Logistics Project System Basic Data Master Data Work Center

Master Record Create

(Choose the transaction by double-clicking it)


Field Name Values

Plant 1300

Work center 25##

Work center cat. 0006

Select Next screen .

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

Field Name Values

Text Group ##, assembly

Person Responsible 001

Usage 003, only networks


Choose Save .




1-2-2 Enter the data for the available capacity of the work center.

Choose Work center Change .

Enter the plant and your work center.

Select Capacities and enter the following data:

Field Name Values



Int. dist. key SAP030


The detail screen of the capacity category that you just created appears. Specifythe available capacity. Use the following data:

Field Name Values


Factory calendar ID 01

Base unit of meas. Hours

Start 8 a.m.

Finish 6 p.m.

Length of breaks 1 hour

Capacity utilization 100 %

No. of indiv. cap. 1

Relevant to finite scheduling Select

Can be used by several

operationsSelect

Overload 20 %

Long-term planning Deselect



Choose Save .




1-2-3 Your new work center is still missing scheduling data and needs to be assigned

to a cost center. Maintain this data.

Select Scheduling on the initial screen.

The detail screen for scheduling appears. Enter the following data:

Field Name Values




Enter the cost center assignment.

Select the Costing tab.

Enter the following data for costing:

Field Name Values

Start date Start of current month

Cost center 4290

Formula key (field has no label) SAP008

Activity type internal processing 1421

Confirm your entries by selecting Enter .

Save your entries.

Choose Save .




1-2-4 Use your new work center in your project, in activity 4000 Production of

running gear, bearing, valves. Use the project planning board for this purpose.

SAP Menu


Project


Call the detail screen for activity 4000 by double-clicking the time bar or the

activity number.

Select the Internal tab.

Plan work in your work center. Use the following data:

Field Name Values

Work center 25##

Work 300 hours

Duration 30 days

Distribution key SAP020

Select Back .

1-2-5 The capacity requirements and planned dates are no longer up-to-date.Determine the requirements again.

Select all objects using Select all .


Check the capacity load of the work center.

Select the WBS element T-100##0.4, Production .

Select Capacity overview .

View the histogram load display.

Choose the appropriate entry in the context menu (right mouse button).

Is there an overload? Note down the earliest start date and the latest finish date of the activity for

comparison at a later stage.




Select the grouping criteria in the left half of the dialog box and choose Hide fields (Do not choose)

Choose the WBS element field and display it by selecting Show fields .

Select Continue.

Exit the report.

Select Back .

When you exit the Information System, a save prompt dialog box appears.

Choose No.

1-2-7 Take a look at the capacity load from your work center view.

SAP Menu

Logistics Project System Information System Resources Capacity

Load Work Center View(Choose transaction by double-clicking it)

Enter the following values on the initial screen:

Field Name Values

Work center 25##


Plant 1300

Select Standard overview .

A week-by-week list of your work center's capacity requirements appears. This

work center will probably be overloaded for several weeks by the capacity

requirements of your project.

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

If this is the case, choose Settings General and position your cursor in the

Int. finish field in the Interval to be evaluated section. Increase the value

accordingly (if necessary, compare it with the latest finish of the activity you

noted down previously).

Take a closer look at an individual period.

Select a period whose requirements are greater than zero.

Select Cap. details/period .




Display the activity field.

Select Choose fields .

Look for the Operation field in the right half of the dialog box that appears.

Select it and copy it to the left half of the dialog box by selecting Choose.

Select Continue to confirm your entries.

Which activity creates the requirement?

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

Select Back .

Select Standard overview .

Exit the graphic and the report.

Select Back twice.

1-3 In the next section of exercises, you will apply your knowledge of workforce planning.

Before doing so, however, you will set up a project team and assign a person to yourwork center.

1-3-1 Create a project team for the top WBS element of your project. Use the project

planning board for this purpose.

SAP Menu


Project


Enter your project in the Project def. field, select W. activities , and choose the

Open project icon.

You can assign the project team on the detail screen of a WBS element. Call the

detail screen for the top WBS element.

Double-click the WBS element T-100## Turbine .

Select Project team for WBS element .

An overview of the personnel resources assigned to this element appears.Assign the organizational unit 1300 Project Center Frankfurt to the WBS

element Turbine.

Position the cursor on the line Turbine .

Select Create assignment .




Another dialog box appears. Assign an organizational unit.

Double-click the line Organizational unit.

Enter proj* on the Abbreviation and Name tab and select Start search .

Select the top entry and confirm your selection by selecting Copy .

In the next dialog box, select Save to create the assignment.

You return to the initial screen.

Which persons make up your project team? ___________________

(Expand all the branches in the overview to display the persons).

Exit the project team assignment.

Select Back .

Exit the WBS element detail screen.

Select Back .

Save your data.

Choose Save .

1-3-2 Assign a person to the capacity category in your work center. The positions and

persons have already been created in the HR system.

Change your work center 25##.

SAP Menu Logistics Project System Basic Data Master Data Work Center

Master Record Change


Enter your work center and choose Capacities .

Link the capacity category 002 with the HR system.

Double-click capacity category 002 to access the header for the capacity

category.

Select HR assignment. A screen appears in which you can create a link to a person, a position, or a

requirements profile. Link to a position. Assign position 500141## to the

capacity category.

Double-click the yellow line Position .




A dialog box appears, in which you can enter position 500141##.

Enter position 500141## and select Copy .

Save your entries.

Choose Save .

1-3-3 Assign the personnel resources created previously to your project. Use the

project view of workforce planning.

SAP Menu

Logistics Project System Resources Workforce Planning Project

View



Field Name ValuesProject T-100##

Profile 1302

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

planning.

Choose Execute .

An overview of all activities that have capacity requirements in the planning period appears. Filter out the activities that are assigned to the WBS elementT-100##.1 Engineering and Design.

Select Other WBS element .

Choose the WBS element in the dialog box by double-clicking it .

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

Select activity 1200 Engineering of case .


A dialog box containing your project team appears.

Select the line Howard Clayton and choose Assign.

You can now assign the person to individual days for the activity. Enter several

hours for a few periods on the right-hand side of the graphic.




If none of the fields are ready for input, the capacity requirements for

the activity are outside the planning period. You can now adjust the

assignment: Select the assignment and choose Change assignment .You can change the assignment period here. Select Copy.

Display availability or load for Thomas Schneider.

Select the assignment and select Availability pers. resource.

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

First call the activity view of WBS element T-100##.4 Production.

Select Other WBS element and choose the WBS element T-100##.4 Production

by double-clicking it.

Select activity 4000 Production of running gear, bearing, valves .


The (inherited) project team appears again. The person from your work center

is not yet listed.

Select Work center organization structure .

Expand the display until you find the person in question.

Select the person by choosing Person .

Select Continue.

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

before. Select the person, and choose Assign.

Schedule this person for a few hours at the proposed times. Confirm your

entries.

Allocate 5 hours for the activity today and tomorrow. Since the activity is

planned far in the future, you now have to adjust the planning period (see abovenote).

Save your entries.

Choose Save .




1-3-4 Evaluate the workforce planning settings for your project.

SAP Menu

Logistics Project System Resources Workforce Planning

Evaluation



Field Name Values

Project T-100##

Profile 1302

With availability pers. res. Select

Choose Execute .

An overview of the personnel assigned to the project appears. The first columnshows Exceptions. These exceptions are highlighted using traffic light colors.

Create an exception. Set the traffic lights to change to red if less than 5% of the

requirements is assigned to a resource.

Choose Settings .

Select the Exceptions tab.

In the section Activity work distributed in %, enter the value 5 after the Less

than or equal to sign.

Select the Display indicator.

Change the color of the traffic light to red by clicking it with the left mouse

button.

Select Copy .

Exit the evaluation.

Select Back .




1-4 In the next set of exercises, you will enter actual activities and dates for your project.

The prerequisite is that you release your activities or WBS elements (set status Released ).

Release your entire project in the Project Builder.

SAP Menu

Logistics Project System Project Project Builder(Choose the Project Builder by double-clicking it)

Drag and drop your project T-100### from the worklist to the structure tree.

Position the cursor on the project definition and choose Edit → Status → Release .

Save your entries.

Choose Save .

1-4-1 In the exercises for the scheduling unit, you have already dealt with individual

confirmation. Now use collective confirmation to confirm several of your project activities at once. You can call the collective confirmation function from

the Structure Information System. Enter final confirmations for activities 1300

and 2000.

SAP Menu

Logistics Project System Information System Structures Structure

Overview


If prompted by the system, specify the profile YIDES_130000.

The initial screen for the structure information system appears.

Specify your project and select Execute .

In the overview, select only activities 1300 Engineering of control valves and

2000 Planning of systems and instrumentation .

Call the collective confirmation function for these two activities from the menu.

Choose Extras/environment Confirm Collective confirmation to call the

collective confirmation screen.

Activate the Final confirmation indicator for both activities and select Enter to

confirm your entries. The indicator is in column F .

Once you have confirmed your entries the planned data of the activities is read.

You can of course still change this data.

Save the data.




Choose Save .

Select Back to exit the Structure Information System without saving the

overview.

1-4-2 Change your work center so that actual capacities (from a confirmation) are

updated. You will enter the confirmation in the next exercise.

SAP Menu

Logistics Project System Basic Data Master Data Work Center

Master Record Change


Enter your work center 25## and choose Capacities.

Activate the updating of actual capacities by selecting ActCapReqmn on the

lower part of the capacity detail screen.

Select this button. Another dialog box appears. Enter the value 2 in the Calc. actual cap. reqmts

field.


Save the changes.

Choose Save.




1-4-3 Use the time sheet to enter actual data for internal processing activities.

Confirm the activities for the person that you have assigned to work center25## (using position assignment).

The corresponding personnel number is: 1920 + ## (for example, if ## = 11, the

personnel number is 1920 + 11 = 1931).

Call time recording with CATS.

SAP Menu

Logistics Project System Progress Confirmation Time Sheet

CATS Classic Record Working Times

(Choose transaction by double-clicking it)


Field Name Values

Data entry profile 1301



Call time recording by selecting Enter times.

The worklist should display the activities to which you previously assigned the

person in workforce planning.

Enter six hours of work for today for activity 4000 Production of running gear,

bearing, valves.

Select the activity in the worklist and choose Copy row.

Change the times for today accordingly.

Note which status (partial confirmation or final confirmation) will be enteredfor the activity.

Double-click the cell with the time entered .

A dialog box appears in which you can determine the status.

Select the Determine status automatically indicator .


Save the times entered.

Choose Save .

You have entered the times but they have not yet been updated in the activity.

Transfer the entered times to Project System.




SAP Menu

Logistics Project System Progress Confirmation Time Sheet

Transfer Project System Transfer



Field Name Values


Test run indicator Deselect

Choose Execute .

An overview appears that shows how many records have been read and the

activities to which data has been transferred. Actual capacities are written usingthe confirmation. You will analyze the capacity requirements in the next

exercise.

Select Back to exit the overview.

1-4-4 Take another look at the capacity requirements of your project. This time, use

the extended evaluation of capacity planning.

SAP Menu

Logistics Project System Resources Capacity Requirements Planning

Evaluation Extended Evaluation Project View WBS

Element/Version(Choose the transaction by double-clicking it)

Enter the top WBS element T-100## on the initial screen.

Select Continue.

You use extended capacity evaluation that is based on a standarddelivery. The underlying overall profile has the key SAPPS_G020.

This profile normally has no actual capacities. However, your trainerchanged the corresponding standard profile before the start of the

exercise.




An overview appears, which does not yet display any actual capacity

requirements. Change the field selection to display the following fields:

Field Name

Actual capacity requirements

Target capacity requirement

Remaining capacityrequirements

Available capacity

Actual capacity load

Target capacity load

Select Choose fields .

Select Choose and Do not choose to choose the required fields.


The field selection proposes requirements, loads, and available

capacities. The loads are always calculated from the relationship between the requirement and the available capacity. For example:

Actual capacity load = actual capacity requirements/available

capacity). The free capacity is the difference between requirement

and available capacity.

Now investigate the capacity requirements of a work center in an individual

period.

Select any period .

Select Single.

How many different projects have requirements in this period?

You can also change the field selection in this overview and call the work

center or activities.

Exit the report.

Select Back twice.

Another dialog box appears. Choose Yes to confirm.




SAP AG 2003

External Services: Contents

Planning externally processed activities,

purchase orders, and goods receipts

Planning service activities, purchase orders,

entering services and acceptances

Setting the relevant tables in Customizing

Contents:




SAP AG 2003

External Services: Unit Objectives

Create externally processed and service activities

Enter purchase orders in Purchasing

Enter goods receipts

Enter and accept services





SAP AG 2003

Due to capacity bottlenecks, you must procurecertain services externally. You will assign some of

the activities of your turbine project (for example,

engineering and design work) to an external design

office.

External Services: Business Scenario




SAP AG 2003

Resource Planning

Company

Purch.Order

Internally processed activityExternally processed activity

Service activity

Vendor

Purch.Order

Capacity load utilization

Workforce planningWork center

120012001200

400040004000100010001000

300030003000

200020002000 310031003100

130013001300

280028002800

150015001500

500050005000

140014001400

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

Project System draws a distinction between the following resources:

An internally processed activity defines the output to be provided by machines or personnel in order to

complete the activity. You can evaluate the capacity load utilization of the work centers involved,

reschedule these capacities as necessary, and distribute work among employees.

You use an externally processed activity to specify the services that need to be provided by other

companies in order to complete the activity. External processing is carried out through the purchasing

department.

Service activities are also used to procure services externally. In contrast to externally processed

activities, service activities allow you to draw up service specifications and enter value limits for any

unplanned services.

Service processing, as well as the entry and acceptance of the services performed, is also carried out

by the purchasing department.




SAP AG 2003

Services to be provided by a vendor

Purchaserequisition

Bidinvitation

Entry ofquotation

Selectionof vendor

Purchaseorder

processing

Purchase

ordermonitoring

Invoiceverification

Goodsreceipt

External Processing

140014001400

Material group

Purchasing group

Quantity and unit

Vendor 1000

Purch.Order

Description

You can create activities and activity elements in the network as externally processed activities or create

external elements (if you commission a design office to design a machine, for example). When youcreate such an activity, a purchase requisition is also created, and processed further in purchasing. You

can access data from Purchasing for external processing (a purchasing info record, for example, which

contains prices and delivery times for external processing).

You can generate a purchase requisition for externally processed activities from Project System. This

purchase requisition is converted into a purchase order in Purchasing. A goods receipt and invoice

receipt can then be posted for the purchase order. Depending on whether the goods or invoice receipt is

valuated, you post the costs of both transactions to the externally processed activity.

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

You can also assign a work center and planned work to an externally processed activity. This allows you

to carry out capacity planning for your vendors.




SAP AG 2003

External Activity Detail Screen

Extnl

0010

Internal Dates Allocations Long text User fields

Activity Check by external suppliers

External Processing

System status

WBS element

Info rec

Vendor

Outl. agreement

Price DM

Plnd dely time

Activity qty

PostgData FixPrice

Received

Requisition

Res./Purc. req. From release

CRTD Control key Subntwk exists

Purc. ord exists Service exists

Project sum.

Material groupPurchasing org.

Purchasing group Sort string Certific.

Requester

Recipient

Req.tracking no

Executn factor

Unloading point

PReq Invoicing plan Settlement rule Plan/act. costs PS text

Immediately

From release

Never

In the example above, the external processing data is read from a purchasing information record. The

fields that are read, for example the price per unit, are referenced, which means that changes can nolonger be made in the activity.

In Customizing for the network, you can define default values for the following fields of the externally

processed activity in the network profile: Control key, cost element, currency, purchasing organization,

material group, purchasing group, and order unit.




SAP AG 2003

Workflow for a Purchase Order Change

Network activity

External services

Purch.order 1 _ _ _ 2 _ _ _

Change

Service XY 15 hours

on 04.02.00

PSPS

Order 15 h

Service XY 10 hours

on 02/02/00

Change

quantities

Changedates

Purchaseord. 10 h

Purch.Purch.

PReq10 h

Inbox

PS:Change

pur. order

Inbox

2

31

If changes are made in the network to dates or quantities for material components or external activities

for which a purchase order has already been created, the system triggers a workflow automatically. Theonly prerequisite is that this workflow has been activated in the Parameters for the network type table.

The persons responsible in Purchasing receive a work item in SAP Office with information on the

required changes. They can then process the purchase orders directly from the mail.




SAP AG 2003

Workflows and Mails in Project System

Confirmation pool

Purch.Availability

check

Confirmationvariance

PS texts

PSPS

MM COCO

Pool

Info System

PSPS

42

Workflow Workflow

and and

MailsMails

Start workflow frommilestone

Model: xx

Color: Red

P u r c h .

o r d e r

P u r c h .

o r d e r

Total: 3200

PSPS

SAP Business Workflow combines technical information and tools to control and process cross-

application procedures automatically. You can use workflow in Project System to automate and integrateall the processes in a project.

Project System uses SAP Office:

- To send PS texts (no workflow)

- For budget deficits (no workflow)

- In the Purchasing procedure (standard task, predefined)

- For variances in confirmations (standard task, predefined)

- For sending pools of confirmations (standard task, predefined)

- In the milestones with user-defined standard tasks or user tasks Claim Management and corresponding workflows were introduced as of R/3 Release 4.6C.

Close claim (TS20000749), edit claim (TS20000750), approve measure (TS20000751), edit new claim

(TS20000754) and approve claim (TS20000907)




SAP AG 2003

Settings for Workflow

PO change

Model:xxColor: Red

P u r c h a s e

P u r c h a s e

Total:3200

Confirmation pool

Parameter network type

Parameter network type

Structuresinfo systemStructuresinfo system

Standard task

7951

Standard task

7951Standard

task 7944

Standard

task 7944

Organizational unit HR

SAP organizational object

T024

(Purchasing group)


T024

(Purchasing group)

Position

Person

User User

Position

Person

++ ++

Variance too large

Confirmationparameters

Confirmationparameters

Standard task

8015

Standard task

8015

Organizational unit HR


T024D

(Plant/MRP controller)


T024D

(Plant/MRP controller)

Position

Person

User

++

Settings for workflows are maintained in IDES (Internet Demonstration and Education System).

Organizational units:

- For purchase order changes: 50010294 (PS-EKGRP-001)

- For confirmation variances: 50010295 (PS-DISGR-101)

The organizational units are assigned to positions:

- Organizational unit 50010295 to position 50010297 (for confirmation variances)

- Organizational unit 50010294 to position 50010296 (for purchase order changes)

Pools of confirmations are sent from the structure/dates information system to a position or person. You

can specify position 50010298 in IDES, for example.

If budgets are exceeded, workflow mails can be sent to the person responsible. In this case, you canspecify a user in Customizing or in the application by maintaining the table for the person responsible.

In IDES, all workflows point to the user WF-PS-1, who in turn receives all workflow tasks in his or her

office inbox.




SAP AG 2003

280028002800

Description

Material group

Purchasing group

Service specifications

Plannedservices

Unplannedservices

Service masteror text / value Value limit

PReq Value check

ServiceServiceService

DefinitionDefinitionDefinition

Allows you to define

all services to be

procured. Individual service

specifications can be created for

each planned procurement in the

purchasing document.

Service

Vendor 1000

Purch.order

As well as externally processed activities, you can create service activities or service activity elements

for services to be provided externally.

A service activity triggers a similar purchasing process, but can also contain a hierarchy of planned

services to be purchased and value limits for unplanned services.

Goods receipt for services involves two steps:

Service entry

Acceptance of services performed

For service activities, you can maintain service specifications for various services to be provided by the

service provider (planned services).

You can use value limits to restrict services that the service provider has not planned.

You can create the link to the MM Service component (MM-SRV) using service activities.




SAP AG 2003

External Services Management

Purchaseorder monitoring

Purchaseorder processing

Purchaserequisition

Invoiceverification

Activityacceptance

Extension of service

specifications

Bid invitation

Vendor selection

Activityentry

Invoice

?? _ _ _ _

PO

Entry of quotation

Service

activities

Service

activities

PO

Component MM-SRV supports the entire cycle of bid invitation, award of contract, and entry and

acceptance of services.

Unlike externally processed activities, goods receipt is broken down into two steps:

Entry of services performed

Acceptance of services performed




SAP AG 2003

Details - Service Operations

Extnl

0010

Internal Dates Assignments Long txt User fields

Activity Check by external suppliers

External processing

System status

WBS element

Info rec

Vendor

Outl. agreement

Price DEM

Planned del. time

Activity quantity

Cost element FixPrice

Received

Requisition

Res./Purc. req. From release

CRTD Control key Subntwk exists

Purc. ord. exists Service exists

Project sum.

Material groupPurchasing org.

Purchasing group Sort string certificat

Requisitioner

Recipient

Req. tracking no

Executn factor

Unloading point

PReq Invoic. plan Settlement rule Plan/act. costsService

PS05

LE

You can access the details for service activities from the "External" tab page. Here you can distinguish

between service and external activities using the control key and the "Service exists" indicator. In the project planning board and network maintenence, use the "Service" push-button to maintain service

specifications, services, and limits. In the Project Builder use the context menu.

In Customizing for the network, you can define the following default values for service activities in the

network profile: Control key, cost element, material group, purchasing group, and unit of measure.




SAP AG 2003

Service Specifications

Service sel.

Service specs. outlineExternal check

Cleaning

Outside

Inside

Check

Rework

Short text External check DEM

DEM

Overall value

Overall limitLimits

Services

No limit

Functional Test

Security

Electrical Parts

Voltage

Mechanical Parts

Line

Grouped into

individual levels -

one service specification

per level

Service

specifications withindividual

items

Short text

for outline

level

Item Del. Ind. Service number Short text Quantity Un

You can call up an outline of levels and service specifications for the activity via the detail screen of a

service activity.




SAP AG 2003

Service Entry With CATS

Personnel number

Data entry period

Cost cntr

Week

20.12

20.12 21.12

21.12 22.12

22.12 23.12

23.12 24.12

24.12 25.12

25.12 26.12

26.1227.12

27.12

Total

Total

A/ATyService number

Short textSOp.

Op.

Op.

Network

Network

Item

Item

PO no.

PO no.

Ti

45000017

45000017 10

10

902198

902198

1000

1000 Final check

800E-1301 5 4

45000017 20 902200 2000 E-1302 800 2 2

Services performed can on the one hand be entered and processed in the Service Entry transaction in

Purchasing. You can also use CATS for entering services. In IDES, entry profile 1306 is available forthis purpose.

As of Release 4.6, you can use other units of measure, not just hours. Note that previous releases only

support recording times with CATS. For this reason, they can only be used to record services that use

"time" as a base unit of measure.




SAP AG 2003

Customizing External Activities

• Collective purchase requisition indicator

• Workflow for purchase order change indicator

• Acct. assgmt. gen.: F

• Acct AssCat projects: Q

• AccAssCat Sales Order: E

• Sales doc.

- settlement to project: D

• External activity: PS02

• Service: PS05

• New indicator:

External activity scheduling

Account assignment category

purchase requisitionControl key

Parameters for network type

The account assignment categories for purchase requisitions are generally valid for external procurement

in Project System. Only the general account assignment category is relevant to externally processed andservice activities. The remaining account assignment categories, however, refer to project stock that only

affects material procurement.




Exercises

Unit: External Services

Topic: External Services

• Planning and purchasing external services

• Planning and purchasing services

Your project will not only provide internal services. You will also purchase services from external suppliers and use externally processed

activities and service activities. In the first section of the exercises, you

will create two externally processed activities and purchase services. Inthe second section, you will plan a service activity and purchase services.

1-1 Call the Project Builder.

1-1-1 Create an externally processed activity for the top WBS element.

Enter the following data on the detail screen:

Field Name Values

Long text External appraisal

Purchasing org. 1000

Purch.group 001

Material group 00107 (other)

Vendor 1000

Price EUR 150

Plnd dely time 5

Activity qty 12 hours

Res./Purc. req. Immediately




1-1-2 Create a second externally processed activity. This time, you do not need to

enter the detail information manually, instead use a prepared purchasing inforecord.

Create the activity for the WBS element T-100##.5 Production.


Field Name Values

Text External acceptance

Info record 5500000057

Modify the activity quantity. Plan 42 hours. Ensure that a purchase requisition

is written when you save the data.

When you save your entries, the purchase requisitions are generated for both

externally processed activities.

1-1-3 Display the purchase requisitions for your project.

Enter your project T-100## on the initial screen and call the report.

An overview of all purchase requisitions for the project appears. Assign a fixed

vendor to the purchase requisition for the External appraisal activity. Choosevendor 1000.

You can also display details on the purchase requisition. Select the

purchase requisition and choose Display requisition.

1-1-4 Create a purchase order for your project. To do so, use collective processing in

Purchasing.

Enter the number of your network in the Network field on the initial screen. To

find the number, use the matchcode search for the project definition.

An overview of purchase requisitions for the network appears, sorted accordingto vendors.

Check the purchase requisitions.

Create a purchase order.

A dialog box with information on creating the purchase order appears.




An overview is displayed showing the existing purchase orders and open

purchase requisitions on the left. The details of the new purchase order areshown on the right. Copy your purchase requisitions and save the purchase

order.

The purchase order number is displayed in the status bar (lower part of the

window). Make a note of the number: _________________

Exit the purchase order and the report.

1-1-5 Before you enter a goods receipt, you must release the activities (the goods

receipt is valuated in IDES - actual data can only be entered if the status of theactivity allows it). Check the status of the activities and, if necessary, release

them (since you released the project in a previous exercise, the status should

have been inherited).

Use the Project Builder again. Check the status of activities 5040 Externalappraisal and 5050 External acceptance of services performed .

1-1-6 Enter a goods receipt for your purchase order. Do not enter the entire purchase

order quantity.


Field Name Values

Purch.order Your order number

The data from the purchase order is copied as default values. Reduce the

quantities and select the OK indicator. Post the goods receipt.

The number of the goods receipt posting appears in the status bar.

1-1-7 Analyze the purchase requisitions for your project. Call the report Purchase

order for project in the information system of Project System.

Enter your project on the initial screen, and execute the report.

You should now be able to see the purchase order with two items and the

quantities still to be delivered.

Exit the report.




1-2 In this section of the exercises you will plan a service activity, and enter and accept

services.

Once again, start from the Project Builder.

1-2-1 Create a service activity for the WBS element T-100##.5 Production.

Name the new activity Service and assign purchasing group 001.

The new activity is created and the system calls the service specifications for

the service activity.

Enter values for the limits of unplanned services. Use the following data:

Field Name Values

Overall limit No limit indicator Select

Expected value EUR 10,000

You can now enter the planned services in the Services section. Refer to theservice master and use the following data:

Field Name Values

Service number E-1301

Quantity 15

Check whether a price is entered for each service unit.

If no price is entered, enter the value 250 in the Gross price field.

Exit service specifications processing.

Check the status of the activity. If necessary, release the activity (so that you

can post the service entry at a later stage).

Save your project.

What is the purchase order number? ___________

Exit the Project Builder.




1-2-2 Order the service for your project from vendor 1000. The purchasing group

responsible is group 001.

Enter the following data for the purchase order:

Field Name Values

Purchase requisition (on the farright of the table)

The purchase requisition forthe service activity

Requisition item 10

You can of course still change the order data. To do so, edit the Services section

for the item. Save the purchase order.

What is the purchase order number? _______________

1-2-3 Enter the services for the service activity purchase order. Then accept the

activity.

Create an entry sheet for your purchase order.

Enter the following data in the header that appears:

Field Name Values

Short text Group ##, sheet 1

External number ##

You can now enter services manually. This is, however, time-consuming.

Instead, copy the services from the purchase order service specifications. Onlyenter part of the services.

Reduce the service entered by 5 service units and save the service entry.

Until now, you have only entered services, not accepted them. The actual datafor the services provided is only updated in the service activity when it is

accepted. Accept the services.

Save the changed data. Note the message in the status bar.




Solutions

Unit: External Services

Topic: External Services

• Planning and purchasing external services

• Planning and purchasing services

Your project will not only provide internal services. You will also purchase services from external suppliers and use externally processed

activities and service activities. In the first section of the exercises, you

will create two externally processed activities and purchase services. Inthe second section, you will plan a service activity and purchase services.

1-1 Call the Project Builder and create two externally processed activities for the top WBS

element of your project T-100##.

SAP menu

Logistics Project System Project Project Builder

(Select Project Builder by double-clicking)

Drag and drop your project from the worklist to the structure tree.

1-1-1 Create an externally processed activity for the top WBS element.

In the templates area, expand the Individual objects section and then the

Activity section.

Drag and drop the External processing object to the top WBS element in thetree structure.

The new activity has been created. You can store the exact planning data on the

detail screen for the activity.





Field Name Values

Long text External appraisal


Purch.group 001

Material group 00107 (other)

Vendor 1000

Price EUR 150

Plnd dely time 5

Activity qty 12 hours

Res./Purc. req. Immediately


1-1-2 Create a second externally processed activity. This time, you do not need to

enter the detail information manually, instead use a prepared purchasing info

record.

Create the activity for the WBS element T-100##.5 Production.

Drag and drop the External processing object to the WBS element Production in the tree structure.


Field Name Values

Text External acceptance

Info record 5500000057


Select Continue to confirm.

Modify the activity quantity. Plan 42 hours. Ensure that a purchase requisition

is written when you save the data.

Enter 42 hours in the Activity quantity field.

Confirm your entries and save the project.

Choose Save.




If a warning message appears, confirm it.

When you save your entries, the purchase requisitions are generated for both

externally processed activities.

1-1-3 Display the purchase requisitions for your project.

SAP Menu

Logistics Project System Information System Material Purchase

Requisitions For Project

(Choose the report by double-clicking it)

Enter your project T-100## in the field and call the report.

Choose Execute.

An overview of all purchase requisitions for the project appears. Assign a fixed

vendor to the purchase requisition for the External appraisal activity. Choose

vendor 1000.Select the purchase requisition and select Assign manually.

Enter the value 1000 in the Fixed vendor field.

Confirm your entries by selecting Assign supply source.

You can also display details on the purchase requisition. Select the

purchase requisition and choose Display requisition.

Save the changed purchase requisition by selecting Change requisitions.

Select Back to exit the report.




1-1-4 Create a purchase order for your project. To do so, use collective processing in

Purchasing.

SAP Menu

Logistics Materials Management Purchasing Purchase Order

Create Via Requisition Assignment List

(Choose the transaction by double-clicking it) Enter the number of your network in the Network field on the initial screen. To

find the number, use the matchcode search for the project definition.

Confirm the entries and execute the report.

Choose Execute.

An overview of purchase requisitions for the network appears, sorted according

to vendors.

Check the purchase requisitions.

Position the cursor on vendor 1000.

Select Reqs per assignment .

Return to the overview.

Select Back .

Create a purchase order.

Position the cursor on vendor 1000.

Select Process assignment .

A dialog box with information on creating the purchase order appears.

Select Continue to confirm the information.

An overview is displayed showing the existing purchase orders and open

purchase requisitions on the left. The details of the new purchase order are

shown on the right. Copy your purchase requisitions and save the purchaseorder.

Keep the Control key pressed and select the purchase requisitions. Choose

Copy.

Save the purchase order.

Choose Save.

The purchase order number is displayed in the status bar (lower part of the

window). Make a note of the number: _________________

Exit the purchase order and the report.

Select Back twice.




1-1-5 Before you enter a goods receipt, you must release the activities (the goods

receipt is valuated in IDES - actual data can only be entered if the status of theactivity allows it). Check the status of the activities and, if necessary, release

them (since you released the project in a previous exercise, the status should

have been inherited).

Use the Project Builder again. Check the status of activities 5040 External

appraisal and 5050 External acceptance of services performed .

SAP menu




Call the detail screen for the activities.

If necessary, choose Edit → Status → Release in the menu.

Save the changes.

Choose Save.

1-1-6 Enter a goods receipt for your purchase order. Do not enter the entire purchase

order quantity.

SAP Menu


Follow-On Functions Goods Receipt



Field Name Values


Enter your purchase order number on the right of the Purchase order field.

Choose Enter to confirm your entries.

The data from the purchase order is copied as default values. Reduce the

quantities and select the OK indicator. Post the goods receipt.

Enter your changes for each item. To change to a different item, select the

item you just edited. The next item is then ready for input.

Select Post .

The number of the goods receipt posting appears in the status bar.

Select Back to exit the transaction.




1-1-7 Analyze the purchase requisitions for your project. Call the report Purchase

order for project in the information system of Project System.

SAP Menu

Logistics Project System Information System Material Purchase

Orders For Project

(Choose the report by double-clicking it) Enter your project on the initial screen, and execute the report.

Choose Execute.

You should now be able to see the purchase order with two items and the

quantities still to be delivered.

Exit the report.

Select Back .

1-2 In this section of the exercises you will plan a service activity, and enter and accept

services.

Once again, start from the Project Builder.

SAP menu




1-2-1 Create a service activity for the WBS element T-100##.5 Production.

In the templates area, expand the Individual objects section and then the

Activity section.

Drag and drop the Activity (service) object to the WBS element T-100##.5

Production in the tree structure.

Name the new activity Service and assign purchasing group 001.

Enter the appropriate values in the Text and Purchasing group fields.

Select Enter to confirm the entries.

The new activity is created and the system calls the service specifications for

the service activity.




Enter values for the limits of unplanned services. Use the following data:

Field Name Values

Overall limit No limit indicator Select

Expected value EUR 10,000


You can now enter the planned services in the Services section. Refer to the

service master and use the following data:

Field Name Values

Service number E-1301

Quantity 15Confirm your entries.

Check whether a price is entered for each service unit.

If no price is entered, enter the value 250 in the Gross price field.

Exit service specifications processing.

Select Back .

The detail screen of the service activity appears.

Check the status of the activity. If necessary, release the activity (so that youcan post the service entry at a later stage).

Choose Edit Status Release.

Save your project.

Choose Save.

Confirm the scheduling warnings that appear.

Call the Project Builder again to determine the purchase requisition number.

The service activity detail screen contains this number.

What is the purchase order number? ___________

Exit the Project Builder.




1-2-2 Order the service for your project from vendor 1000. The purchasing group

responsible is group 001.

SAP Menu


Create Vendor/Supplying Plant Known

(Choose the transaction by double-clicking it) In the Vendor field enter the value 1000 and confirm by choosing Enter.

If necessary, enter purchasing group 001 on the Org. data tab.

Enter the following data for the purchase order:

Field Name Values

Purchase requisition (on the far

right of the table)The purchase requisition forthe service activity

Requisition item 10


You can of course still change the order data. To do so, edit the Services sectionfor the item. Save the purchase order.

Choose Save.

The purchase order number appears in the status bar.

What is the purchase order number? _______________

Select Back .




1-2-3 Enter the services for the service activity purchase order. Accept the activity.

SAP Menu


Follow-On Functions Service Entry Sheet Maintain

(Choose transaction by double-clicking it)

Create an entry sheet for your purchase order.

Select Other purch. order.

Enter your purchase order number and select Continue.

Select Create entry sheet .

Enter the following data in the header that appears:

Field Name Values

Short text Group ##, sheet 1

External number ##

You can now enter services manually. This is, however, time-consuming.Instead, copy the services from the purchase order service specifications. Only

enter part of the services.

Select Service selection.

Enter your purchase order and select Continue.

An overview of the service specifications from the purchase order appears.

Select a line and copy it to the service specifications screen.

To copy, select Adopt services.

Reduce the service entered by 5 service units and save the service entry.

Choose Save.

Until now, you have only entered services, not accepted them. The actual data

for the services provided is only updated in the service activity when it isaccepted. Accept the services.

Select Display/Change.

Choose Save.

Save the changed data. Note the message in the status bar.

Choose Save.




SAP AG 2003

Material: Contents

Assignment of material components to activities

Purchasing and production of components in theproject.

Delivery of material from the project

Contents:




SAP AG 2003

Assign material to the activity and carry out theBOM transfer

Process purchase requisitions and purchaseorders

Carry out requirements planning for projects


Material: Unit Objectives




SAP AG 2003

Material: Overview

CourseOverview

ProjectStructures

Scheduling

Capacities

ExternalServices

Material

ProgressTracking

ProMan




SAP AG 2003

Material: Business Scenario

The turbine you are manufacturing in your projectis made up of a variety of components, which inturn consist of further components. Procure thecomponents required by purchasing them orproducing them in your facilities. Also ensure thatthe turbine is delivered to your customer.




SAP AG 2003

Material in the Project

Sales order Sales order

TurbineTurbineTurbine

Generator Generator Generator

CableCableCable

CasingCasingCasing

GearboxGearboxGearbox

RequirementsRequirementsRequirements

ProcurementProcurementProcurement AssemblyAssemblyAssembly

DeliveryDeliveryDelivery

Materialsplanning

Purch.

Purch.

Production

Assembly processing

Controlling the project, or the project stock indicator

1

2

1

2

Materials link projects to Sales and Distribution, Materials Management (Purchasing and Inventory

Management), and to Production Planning and Control.




SAP AG 2003

Integration with MM and PP

MaterialMaterialMaterial

Reservation(MRP)

Purchaserequisition

Stock item(L)

Non-stockitem (N)

Material required for carrying out an activity or for

manufacturing the product

Definition

Item category

PPPP MMMM MMMM

To plan the material requirements for a particular project, you assign material to the activities. The

system differentiates between stock items (item category L) and non-stock items (item category N).

Stock items are entered for materials that are kept in stock, (warehouse, sales order, or project stock).

Reservations are generated for stock items.

Non-stock items are entered if materials are to be procured directly for the network (that is, not using

MRP). Purchase requisitions are created for non-stock items. These requisitions are passed on directly to

Purchasing.




SAP AG 2003

Selecting the Procurement Type (1)

Selection depends on the material, the item category, and the project definition.Default values are set using procurement indicators.

Choose

Material E-1317

Cabin door

Purc. req. f. network

Third-party order


Choose

Material

Reservation

E-1500B

Engine unit 50 kVA

Reserv. for network

Planned ind. reqmts

Reserv. WBS element

Plnd ind. reqs WBS el.

PReq + Res - WBS elem.

Prelim. PReq - WBS el.

3rd party req. WBS el.

Stock item(Inventory Management)

Non-stock item(No Inventory Management)

The way in which components are procured depends on a variety of settings. The item category of the

component assignment is one key indicator. You have two options. If you do not want to include thecomponents in Inventory Management but want to use them immediately in the network, choose the item

category Non-stock item (N). However, if you want to post the components to a warehouse (in other

words increase stock), and use the components in the network at a later stage, choose item category

Stock item (L). Variable-size items are also available, for example.




SAP AG 2003

Selecting the Procurement Type (2)

Item category:Item category:Stock item/non-stock item

Material:Material:Sales order/collective stock, or bothInternal/external procurement, or bothWith or without mixed MRP

Project definition:Project definition:With or without project stock

BOM:BOM:Special procurement key

Sales order:Sales order:With or without sales order stock

1

2

3

4

5

The way in which components are procured depends on both the item category and the attributes of the

material. The material master stores information on whether:

The material is purchased or manufactured internally (or both)

Individual or collective requirements (or both) are possible for the material

The material can be procured in advance

The project definition's control data determines whether stocks can be built up for your project.

The account assignment category of the sales order determines whether sales order or project stocks can

be built up.

You can define a setting within the BOM to specify that the components are to be procured

independently of the material master settings.




SAP AG 2003

Projectrouting

Routing

Networkafter BOMtransfer

MaterialBOM

ProjectBOM

WBS BOM and Project Routing

1010

2020

30301010

2020

3030

4040

MRP run+ Convert the

planned orders------------------------------

Production order (according to projectrouting)

MRP run+ Convert the

planned orders------------------------------

Production order (according to projectrouting)

Project bills of material are BOMs that are valid for a particular WBS element. You can create a project

BOM by copying a material BOM or another project BOM. You create and edit project BOMs in themaster data for the Production component.

You can assign project BOMs to projects using the BOM transfer transaction. To do so, you must select

the corresponding indicator on the selection screen.




SAP AG 2003

Bill of Material Transfer

130*, 1310

Reference points(* = wildcard)

T-20000

T-20210(1302)

T-20300(1310)

T-20200

T-20220(1302)

T-20230(1302)

T-20300(1310)

120012001200

100010001000 500050005000

200020002000

130013001300

110011001100

3000(130*)

30003000(130*)(130*)

3100(1310)

31003100(1310)(1310)

400040004000

T-200##Turbine

TT--200##200##TurbineTurbine

WBS elements, activities(project view)

WBS elements, activities(project view)

PSPSBOM

(product view)

BOM(product view)

T-20300(1301)

PDM

The logical link between a BOM component and a network activity is called the reference point, and is

essential for ensuring the correct automatic assignment of a material component.

The assignments themselves are project-specific, but can be made simultaneously for a large number of

networks in the project. You can assign individual components, individual BOM assemblies, or a multi-

level BOM. You can assign components manually without reference points.

Procedure:

Specify which field in the BOM and network activity is to be used as a reference point. These fields

must have the same structure in both objects (example: CHAR, eight digits). As of Release 4.6, both

the BOM and network contain a field called Reference point . You can define possible entries for this

field in Customizing.

Define reference points in the BOM components and the network activities.

Once you have made changes to the BOM, start the BOM-PS interface.

During this process, BOM components are assigned to activities.

If the Reservation/purchase req. indicator is activated, purchase requisitions and reservations are

created for the assigned components.




SAP AG 2003

Selection Parameters of the BOM Transfer

Plant

Restrictions

BOM usage

BOM application

Reqts Qty

Multi-level

All items

External data

Display log from

Material BOM

Sales order BOM

Project BOM

Preliminary requirements

Availability check

No dialog

Plant stock

Project stock

Sales order stock

GeneralBOMtype

Stocksegments *

* = Cannot be preassigned using the profile,but using procurement parameters

BOMexplosion

All itemsor only those with

reference point

Detailed constraintsof the BOM

Preliminarypurchase order or real

requirements

Most of the selection parameter settings for the BOM transfer can be pre-assigned in the BOM transfer

profile in Customizing. The priorities for the stock segments and the selection date for all logs, cannot be pre-assigned, however.




SAP AG 2003

Customizing the Reference Points

BOM transfer data fields

BOM

Network

RFPNT

RFPNT

Reference point for BOM transfer

Reference point Description

Procurement for production general

Procurement for production 1

Procurement for production 2

Procurement plant components

Production assembly items

Assembly

1

2

As of Release 4.6, you can predefine the description and definition of the reference points in

Customizing. This gives you the advantage of being able to find reference points using a matchcodesearch. You can no longer enter reference points that do not actually exist.

As of Release 4.6, there are special table fields for reference points in the network and the BOM. As in

earlier releases, you can, however, still determine which table fields are to be used as reference points.

You define this setting in Customizing rather than in the BOM transfer transaction used in earlier

releases.




SAP AG 2003


Direct Procurement, Non-Stock Items

“N”

Material procured directly using theactivity

Purchaserequisition

Bidinvitation

Entry of quotation

Vendor selection

Purchaseorder

processing

Purchaseordermonitoring

.

Invoiceverification

Item category

"N"Goodsreceipt

Non-stock item (N):

The item category "non-stock item" ("N") is used for components that are not procured using warehousestock, project stock, or sales order stock, but are procured directly by the network activity.

Purchase requisitions are created for these components. These requisitions are passed on directly to

Purchasing. When the goods are received, they are not placed into stock, but posted to the activity.

Non-stock items cannot be managed as project stock or sales order stock.




SAP AG 2003

Assigning Non-Stock Items

Overall Purch.

Components

Itm Material Plant Quantity UM Procurement Item cat R es. St.lo. Description Reqs date ST FD RD

Cabin door

Engine Unit

General Data Purchasing data Proc. param. Long text

PReq Invoicing plan Unit costing Procurement PS text

Req.tracking no

Purchasing data

PReq

Reqts Qty

Requirements date

Time interval

Purchasing group

Info rec

Outl. Agreement

Vendor

Material group

Requester

Unloading point

Purc. Org.

Purc. req. f. network

Costing

UnitCost

Manual reqs. date

Align. finish date

Align. Startdate. Comp

Price/currency

Price unit

UNI

FixPrice

G/L account

GR proc. time DelTime (T)

Sort string

Recipient

1002

If you choose direct procurement with item category N, you can choose between two procurement types:

Either purchase requisition for the network or third-party requisition for the network . The procurementtype is displayed on the Purchasing data tab on the detail screen for the assigned component. You can

change the procurement type at a later stage.

The purchase requisition number is displayed on this tab. You can call the purchase requisition directly

from here. If a purchase order is already available, its number is displayed on the Procurement

parameters tab. You can also call the purchase order from here.




SAP AG 2003

Purchasing Process

Purch. req. for project

Purch. req. for project

Purch.order for

project

Purch.order for

project

Here you can:Assign the vendor and info record, change the purchase requisition,call the stock/requirements list, create the purchase order

Here you can: Change your purchase order

S C R OTy. I A Ordered quantity Un Release date Trackg. no. SPl. MC

Network

Material Short text PGp Mat. gp.PReq Item Requested qty. Un Deliv. date Requester Plnt SLoc

Info rec Purch. org.Vendor

Cabin door

Still to be invoiced

PO Type Vendor Name PGp Order date

Item Material Short text PGp Mat. gp.D I A Plant SLoc Order qty. Un Net price Curr. per Un

NB Schmidt AGCabin door

Network

Still to be delivered

As soon as you have activated the requirements in your network (for the entire network, the individual

activity, or the individual component), a purchase requisition is generated when you save data. You cananalyze all purchase requisitions for your project in the information system. In the Purchase requisitions

for the project report, you can analyze the purchase requisition, assign vendors, and create purchase

orders for the purchase requisition.

In the Purchase orders for the project report, you can check and change all purchase orders for your

project.




SAP AG 2003

Procurement Using Requirements Planning, StockItem

Material component procured usingrequirements planning.

Reservations are generated for stock

items.

Item category

“L”

Materialreservation

MRPrun

Plnd order/

Preq

ConvertPlnd order/

Preq

Order/purch. orderprocessing

Warehouse

receipt

Materialwithdrawal


“L”

The stock item (L) item category is used for components kept in stock. When you save, the system

creates a reservation for the required material.

The main function of material requirements planning is to ensure material availability (in other words, to

procure the required quantities on time - both in-house and for sales). This includes monitoring stocks

and, above all, creating procurement proposals for purchasing and production.

Independent requirements (requirements for finished products, saleable assemblies, trading goods and

spare parts) trigger requirements planning. In order to cover the requirements, order quantities and dates

have to be determined, and the corresponding procurement elements scheduled. The procurement

element for requirements planning is a planned order and, for external procurement, a purchase

requisition. Dependent requirements are determined by exploding the bill of material for materials

produced in-house to determine the quantity of components required to manufacture a finished product

or assembly. Planned orders are created at each BOM level to cover requirements when a material

shortage occurs.

Once quantities and dates have been planned in requirements planning, these planned procurement

elements are converted to "exact" procurement elements: For production, this is the production order

and, for external procurement, the purchase order.




SAP AG 2003

Assigning Stock Items

T-20600

1

1 10.01.2000Warehouse unit comp.

Overall Purch.

Components

Itm Material Plant Quantity UM Procurement Item cat R es. St.lo. D escription Reqs date ST FD RD

Cabin door

Engine Unit

Committed quantity

General Data

General Data

Proc. param Long text

Reqts Qty

Requiremts date

Reservation

Recipient

Unloading point

Time interval

Withdrawal quantity

13406 1 Reservation for WBS element

Manual req. date

Algn.start date.comp

Align finish date

CostRel

UnitCost

Storage location

Batch

Sort string

ProcurementUnit costing

1 PC

10.04.2000

On the detail screen of component assignment for stock items, you can select the General data tab to

change the requirements date, check the withdrawal and confirmed quantity, and check the reservationnumber. On the Procurement parameters tab you can determine when the reservation will take effect for

planning.

The reservation either takes effect a) immediately, b) after release, or c) never. Case c) is possible as of

Release 4.6. This enables you to release the activity but leave the reservation inactive for planning. You

can make the reservation active for planning at a later stage.




SAP AG 2003

Stock Item with BOM

Goods issueProduction order

Purchasingcomponents

Goods receipt for purchase order

Production

T-20620T-20620

Production

order for T-20600

Production

order for T-20600

101010

T-20600TT--2060020600

T-20000-1TT--2000020000--11

T-20610T-20610 T-20630T-20630

Goods issuenetwork activity(consumption)

DeliveryProduction order

Vendor 1000

T-20000TT--2000020000

Planned order anddep. requirementsw. planned orders

or purch. req.

Convert plannedorder into prod.

order

MRP run

Assign materialto activity

Create reqs

In the sample process displayed, material T-20600 produced in-house is assigned to activity 10 in a

project with valuated sales order or project stock. To procure dependent requirements for the material, arequirements planning run is carried out. The dependent components are then purchased and consumed

by the production order. The production order is processed and material T-20600 posted to stock. The

process ends with T-20600 being issued from the project stock and the network activities being

confirmed.




SAP AG 2003

Material: Stock/Requirements List

Additional Data for MRP Element

Reservation

Reqts Qty

Pegged reqmt

Network

Requirements date

Latest req. date

13406 1

1 PC

902703 10 Activity

10.04.2000

10.04.2000 DKey

ST

Material

Planning area

Plant

T-20600

1300

1300

Bearing box

1300 (Frankfurt)

MRP type Material typePD SEMI Unit PC

Date MRP el. MRP element data Resched.Except. Acquis. Avail. qty

10.01.2000

10.01.2000

10.04.2000

Stock

PrdOrd

AR-RES

T-20000 -1

902703

0

0

1-1-

Vendor Customer OnGRDat

The current stock/requirements list shows the current stock/requirements situation for a material. This

evaluation is contained in Project System under Info system -> Material .

Each time the list is set up, the system reads and displays the various MRP elements. This means that the

list always shows the up-to-date availability situation for the material. Changes made after the planning

date are shown directly. The list is therefore dynamic. Stock/requirements lists are not stored in the

system, only in the working memory.

From this list, you can display and change the individual objects that generate and cover requirements,

you can display the associated master data, and convert planned orders to production orders or purchase

orders, for example.

As of Release 4.6A, you can access the stock/requirements list not only by entering individual material

numbers, but also using collective access - that is, by entering a product group, class, MRP controller,

vendor, or production line.




SAP AG 2003

MRP Run for Project

Project definition

WBS element

With hierarchy

T-20000

MRP control parameters

Create pur. req.

Planning mode

Schedule lines

Scheduling

1

1

3

1

Process control parameters

Also plan unchanged components

Display results

Display material list

Materials planned

Materials with new exceptions

Materials with terminated MRP listParameters

Statistics

Database statistics

Hit list of the materials with the longest CPU times (in ms)

Runtime Read Net CPU time BOM LdTmeSched Update

Planned orders createdDependent requirements created

Material MRP area Plant

The MRP run for the project differs from the standard planning run. When the MRP run is carried out for

the project, all components for the project are selected (as long as you select them using the projectdefinition and not using sub-hierarchies). The MRP run generates the dependent requirements of

components with a BOM and generates a procurement element for these dependent requirements.

In the example above, material T-20600 was assigned to the project. The MRP run generates a planned

order for the reservation. Since T-20600 has a BOM with three components, the MRP run generates

reservations for the corresponding dependent requirements and generates three more planned orders.




SAP AG 2003

Material for the Production Order

T-20620T-20620

Productionorder

T-20600

Productionorder

T-20600

101010

T-20600TT--2060020600

T-20000-1TT--2000020000--11

T-20610T-20610 T-20630T-20630

Vendor 1000

T-20000TT--2000020000

Purchasingcomponents

Goods receipt for purchase order

Goods issuefor production

order

Production order

Plan Act.

E V10 3000

M T-20610 600 600M T-20620 2000 2000M T-20630 100 100

å 5700 2700

Goods are received for the purchase orders for components T-20610, T-20620, and T-20630. The goods

receipt increases the project stock of the materials. The goods receipt reduces commitmentscorresponding to the order value and stocks are formed according to the standard costs (for standard

price control) or the order value (for moving price control).

The planned order for T-20600 is converted into a production order. The planned costs for materials are

only displayed for valuated project stock and for collective stock.

The project stocks T-20610, T20620, and T-20630 are consumed by the production order at the price

calculated in valuation. The respective actual costs are debited from the production order.




SAP AG 2003

Editing the Production Order

Production

order

Production

order

101010

T-20600TT--2060020600

T-20000-1TT--2000020000--11

Productionorder

Plan Act.

E V10 3000 3500M T-20610 600 600M T-20620 2000 2000M T-20630 100 100

Delivery - 5700 - 5700

∑ 0 500

Production

DeliveryProduction order

Goods issuefor activity

(consumption)

T-20000TT--2000020000

The final confirmation is entered for the production order and material T-20600 is delivered to the

project stock.

This increases the stock value for material T-20600 in project stock by the value of the material project

stock segment.

A goods issue is posted for the network for assembly T-20600.

This reduces the project stock (crediting the WBS element). The actual costs are debited from the

network.

The actual network activity costs are aggregated and displayed for the higher-level WBS elements.




SAP AG 2003

Third-Party Purchase Orders

Third-partyPO

Directly for

Customer 1600

Address: XY

Address from:• Central address

management

• Vendor master data• Customer master data

Vendor Customer Directly from vendor to customer

Third-party purchase orders are documents where the purchased material is delivered directly from the

vendor to the customer.

When assigning material components to network activities for which the Third party indicator has been

selected, the system asks you to maintain the address of the customer to which the vendor is to ship the

goods.

You can use addresses from:

- Central address management

- Customer master data

- Purchasing master data




SAP AG 2003

Advance Procurement

I know that I will needcomponent XY sometime in

the future. I should buy it today,since it has a long delivery time.

I still don't know whichactivity I will use the

component for.

Today:Build stock

Later:

Consumestock

Procurement

ConsumptionProcurement

Item category: L=> Planned independent requirements=> Preliminary purchase requisition

Item category: L=> Reservation

In engineering projects, it is common for critical components with long and unreliable delivery times to

be purchased at an early stage in the project, well before the project activities where these componentswill be consumed are specified. Preliminary procurement is used to this end.

You can only use preliminary procurement if you are working with sales order or project stock. This

means that you must use item category L when you assign your components to ensure that stock can be

managed. In order to calculate the requirements for procurement with those of consumption, the

components must be managed internally in sales order or project stock.

The following section distinguishes between two scenarios: Planned independent requirements and

preliminary purchase requisition.

Scenario 1: Assemblies that need to be produced well in advance of consumption can be allocated as

stock-items ("L"), with the planned independent requirement indicator set for the procurement

activity. The MRP run then generates a planned order, which triggers a production process. The production order will be delivered to stock where it will be consumed later by a second allocation to

the consuming assembly activity.

Scenario 2: Assemblies that need to be ordered well in advance of consumption can be allocated as

stock-items ("L"), with the preliminary purchase requisition indicator set for the procurement activity.

The system then generates a preliminary purchase requisition, which triggers a purchasing process.

The goods receipt for the component builds up stock. You can allocate the component later to the

consuming activity (assembly) thus reserving and consuming the stock.




SAP AG 2003

Assembly Items

W i t h o u t a s s e m

b l y

i t e m s

100010001000

3100(1310)

31003100

(1310)(1310)

3000(130*)

30003000

(130*)(130*)

4000

(1320)

40004000

(1320)(1320)

5000

(1330)

50005000

(1330)(1330)

T-20210 1

T-20220 1

T-20230 1

100010001000

3100

(1310)

31003100

(1310)(1310)

3000(130*)

30003000

(130*)(130*)

4000(1320)

40004000

(1320)(1320)5000

(1330)

50005000

(1330)(1330)

T-20300 1

T-20400 1

TT--2020020200 --11

T-20220 1

T-20210 1

T-20230 1

TT--2000020000 --11

W i t h t w o a s s e

m b l y

i t e m s

T-20200 1T-20300 1

T-20400 1

Scenario without assembly items:

The components are procured for activities 3000 and 3100. Texts and other data in network activities

describe the assembly of T-20200 (running gear) and product T-20000 (turbine). Quantity flow does

not take place for T-20200 and T-20000.

Scenario with assembly items:

The components T-20210, T-20220, and T-20230 are procured for activity 3000 as dependent

requirements of the assembly T-20200 that are produced in activity 4000. You can carry out receipt

posting by reserving the assembly with a negative quantity after confirmation of activity 4000.

Assembly T-20200 is consumed in activity 5000 - if applicable, together with components T-20300

and T-20400. The product T-20000 is produced in this activity and posted to stock. An SD delivery to

the customer can be created from this stock at a later stage and a goods issue posted.




SAP AG 2003

Material Availability Check

Material AMaterial A

Network Checking control Checkingrules

Material Checkinggroup

Which material?When will material

be needed/procured?How much?

Confirm default

Item

Material

Plant

Open quantity

Engine

pc

Confirm. on requested dely dt.

Date

Date

Confirmed quantity

Confirmed quantity

Scope of check

++ --

The availability check is controlled by multi-part checking rules.

Checking rules must be determined for the individual application (for example, requirements planning,

order management) in Customizing.

Checking rules include the following elements:

- Checking group: Assignment in material master (planning data screen)

- Checking rule: Assignment to order type

- Scope of check: Specification of checking details for each checking rule and group

Check times: Checks carried out manually or automatically (at network creation and/or network release)

Checking results: Missing material status or assignment of confirmed quantity




SAP AG 2003

Productionorders

Plannedorders

Purchaseorders

Purchase

requis-itions

Warehousestock

Salesorders

Reser-vations

Plantsegment

Projectsegment

Individualcustomersegment

Secondaryrequirements

Plannedindependentrequirements

Scope of Check

The scope of checking determines which stocks, issues, and receipts will be taken into account in the

availability check. In the ATP check, only receipts that are booked before a requirement (issue) areincluded in the check for this issue. The ATP quantity of a receipt is the quantity that has not yet been

consumed by issues.

A material that is kept in plant stock is not allocated to a specific order and is available for all orders.

From an MRP point of view, sales orders can have their own stock, known as sales order stock. The

sales order stock is allocated to an item in the sales order. You can only withdraw components for the

sales order item.

From an MRP point of view, projects can have their own stock, known as project stock. The project

stock is allocated to a WBS element. You can only withdraw components for the WBS element.




SAP AG 2003

Customizing for the Availability Check

Dependent on:

Network type, plant, and

status (CRTD, REL)

Contents:

Will checks be carried out?

Will checks be carried out

when saving?

Which checking rules will

be used?

Dependent on:

Checking group (of the material)

Checking rule (of checking control)

Contents:

Which stocks will be

checked?

What are receipts and

issues?

Will storage locations be

checked?

One name for one rule

Checking control Scope of check

Checking rule

Based on the status, the checking control function determines whether an order type will be checked and

if so, which checking rules will be used. The order type corresponds to the network type in ProjectSystem. The checking rule, however, is just a descriptive text.

The scope of the check is an important factor for the ATP availability check. It is determined using the

checking rule (that was defined previously in checking control) and using the checking group for the

material to be checked. The scope of the check determines how the ATP availability check will be

carried out: What are receipts and issues, which sales order or project stocks are checked? Will storage

locations or entire plants be checked?

The checking group of the material is set in Customizing for Sales and Operations Planning, for

example. It determines whether individual or collective requirements will be generated for the material,

for example.




SAP AG 2003

Requirements Grouping

PP --11 PP --22

PP

902100 902110

Mat A:Mat A: 22 Mat A:Mat A: 33

Stock/requirements list for project stock

Stock/requirements list for project stock with requirements

grouping

Date MRP element Quantity

02.02.00 P-BEST P-1 0OrdRes 902100 -2

OrdRes 902110 -3

Material A

02.02.00 P-BEST P-2 0

Pur. ord. 2

Pur. ord. 3

Date MRP element Quantity

02.02.00 P-BEST P 0OrdRes 902100 -2

OrdRes 902110 -3

Material A

Purchaseorder 5

To use requirements grouping, you need:

Valuated project stock

Grouping WBS elements (to which the stock is grouped)

MRP groups that permit requirements grouping (in the material master, MRP view 1)

The assigned components require period lot sizes (material master, MRP view 1) and it must be

possible to keep them as project stock




SAP AG 2003

Background of Requirements Grouping

Max controlMax control

Maximum effectivityMaximum effectivity

11 22 33 44 Project

1 and 21 and 2 3 and 43 and 4

Cross-

project

Plant stockPlant stockIndependentof project

WBS element

Up to now, you managed material either in the plant stock or for each individual WBS element. You

either had no control over procurement, or you were completely in charge. Using requirements grouping,you can determine the level of control yourself.

In the most basic scenario, you group the requirements of all the WBS elements in your project into

one WBS element.

You can also create projects whose only role is to group together the requirements of other projects.




SAP AG 2003

Requirements Grouping Options

Project-related Cross-project

MRP element type 1 MRP element type 2

There are different methods for grouping requirements:

You can group requirements within a project (the easiest way of doing this is to group requirements

automatically).

You can group requirements from various projects into one (or more) project. However, the WBS

elements must then be assigned manually.

You can group together all components of a WBS element in one WBS element (which means that

components are assigned to activities that, in turn, are assigned to WBS elements that, in turn, are

grouped)

You can group the components of a WBS element to various WBS elements according to the MRP

group of the components.




SAP AG 2003

Settings for Requirements Grouping

Project definition:Valuated project stock

Automatic requirements grouping

WBS elements:Determine MRP elements (type 1 or 2)MRP element assignment

PS Customizing:Determine MRP groups for requirements grouping

Material:Allow individual stockAssign MRP groupAllow periodic lot size

1

2

3

4

Requirements grouping is set up at various points in the system:

Project stock must be permitted in the control data of the project definition. The Automatic

requirements grouping indicator can also be activated for the entire WBS. In this case, the

requirements are grouped under one WBS element (the top-level WBS element).

The MRP element indicator must be set for WBS elements (exception: Automatic requirements

grouping). The MRP element determines whether and how the requirements are grouped under one

WBS element.

In PS Customizing you must determine the MRP groups involved in requirements grouping.

The materials that are to take part in requirements grouping must permit project stock; an MRP group

that allows requirements grouping must be assigned to them; the lot sizes of the materials cannot be

"exact", but must allow a periodic procedure (otherwise several requirements cannot be grouped).




SAP AG 2003

Delivery Information

Delivery address

Delivery information Turbine to customer 1000

Delivery data

Project definition

GI via delivery

Shipping point

Planned GI

Delivery date

Ship-to party

Organizational data

Sales org.

Distribution path

Division

Germany, Frankfurt

End customer sale

For all sectors

Frankfurt

Becker, Berlin

WBS elementWBS element

NetworkNetwork 1)1)

ActivityActivity2)2)

Component

1) If the network is header assigned2) If the network is activity assigned

The delivery information is transferred from the superior object to the subordinate objects. For example:

If a component has no delivery information but the upper-level activity does, this information istransferred to the component. If a subordinate object has delivery information, then it does not take the

information from the superior object. For example: A component and the upper-level activity have

different delivery information. Priority is given to the delivery information that the component already

has.

The dates from the delivery information can be used to filter by component in the Delivery from PS .

If components that have different delivery information are selected in the Delivery from PS , then

individual deliveries are created for these components.




SAP AG 2003

Delivery

PPP

P -1PP --11 P -2PP --22

Withdrawalquantity

SD SD

Sales order Sales order Delivery noteDelivery note Pickingand goods issue

Pickingand goods issue

Quantity indelivery

Selection of thematerial

Order data(opti

onal)

Construction siteConstruction site

You can select material components that are to be delivered to the customer, and create an SD delivery

note automatically.

You can select components by specifying the project definition, the WBS element, a sales order, or a

network.

You can limit the selection:

By specifying delivery information that describes the components in greater detail (delivery date, ship-

to party, requirements date, for example)By specifying network data (the activity number, for

example)

By specifying network data (the activity number, for example)

By specifying material characteristics (G/L account, purchase requisition number, for example)




SAP AG 2003

Delivery from Project

Quantity/dates Allocations

Delivery items for E-1500

Material Name Outstg Delivery UM Del date Goods iss.Cabin door

Counterbalance

Pump

Bearing box

Delivery from project E-1500

Delivery Delivery date Ship-to party Status

Selection of thecomponents:

• For the project definition• For the WBS element• For the activity• For the sales order

Selection of thedelivery:

• For the project definition

If you deliver from PS, detail screens for each component display the various quantities related to the

component (requirement quantities, item quantities, quantity in delivery, open quantities, available openquantities, for example).

Once the material is selected, the delivery note is created with a reference to the network components.

You can deliver materials from stock, project stock, or sales order stock. Every item in the delivery is

directly related to the reservation or purchase requisition.




SAP AG 2003

Delivery Quantities in PS

Special stock

Delivery date

Material Cabin door

Quantities

General Data

Delivery quantity

Reqts Qty

Withdrawal quantity

Qty in delivery

Open quantity

Avail. open qty.

Requirements date

Item

Item category

Storage location

Sort string

Goods issue

Assignmts

Network

Activity

WBS element

Quantity that isto be transferred

to the delivery

Quantity fromthe reservation

Componentswhose goods issue

is posted

Quantity fromdeliveries without

withdrawnquantities

Quantity that muststill be delivered for

requirementscoverage

Open quantitythat can be delivered for the

goods issue acc. to theavailability check

After the material is selected, the delivery note is created with reference to the network component.

If a delivery note (document type LP) is created from a project, every delivery item (item category DLP)

has a direct reference to a reservation or purchase requisition in the network. This is used for availability

checks and for updating actual data for the goods issue.




SAP AG 2003


Assign material to the activity and carry out theBOM transfer

Process purchase requisitions and purchaseorders

Carry out requirements planning for projects

Deliver material from the project

Material: Unit Summary




Exercises

Unit: Material

Topic: Material

• Manual component assignment

• Bill of material transfer

• Purchasing and production

• Monitoring dates

• Delivery from Project System


exercises. The first set is simple. You will manually assign twocomponents to the project and check them in the information system. In

the second section, rather than manually assigning the components, you

will assign them using BOM transfer. In the third section, you will purchase and produce components. In the final section, you will deliver

components from the project.

1-1 Call the Project Builder and assign two components to activity 3100 Material

procurement plant components for your project T-100##.

1-1-1 Assign the component E-1517 to activity 3100 Material procurement plantcomponents as a non-stock item.

Assign the material in the component overview.

Use the following data for the assignment:

Field Name Values

Material E-1517

Reqts Qty 1

Item category N

A dialog box appears in which you can select the procurement type. Create a purchase requisition for the network.

Display the detail screen of the component.




Check the account assignment category for the component.

Which account assignment category has been entered for the quantity/value

flow? ___

When will the purchase requisition be generated? __________

On which date will the component be procured? __________

1-1-2 Assign another material component to the same activity. Assign material E-

1203A as a stock item.

First return to the component overview for the activity.

In the second item, enter the material with the following data:

Field Name Values

Material E-1, 203ARequirement qty 1

Procurement Indicator Delete field contents

Item category L

The dialog box for selecting the procurement type appears again. Create areservation for the WBS element.



flow? ___Can the material be purchased? ______

Save the changed data.




1-1-3 Purchase requisitions and reservations were generated the last time data was

saved. Display the components of your project in the extended individualcomponents overview.

Ensure that the PS info profile YIDES_130000 is chosen for the report.

Change the field selection for the report. Display the following fields in the

report:

Field Name

Material

Material text


Requisition item

Requirements date

Requirement quantity

Quantity withdrawn


Special stock

Exit the report without saving the overview.

1-1-4 Display the component overview in the project planning board.

Display the component overview for all objects of your project.

The procurement dates of the components are displayed in the graphic. Change

the procurement dates. Use the following data:

Component E-1517 7 days earlier

Component E-1203A At the start of the activity

Save your entries.




1-2 If you want to assign several components, assigning materials manually can be quite

time consuming. As an alternative, you can assign bills of material (BOMs). Createyour own BOM and assign it to the project.

1-2-1 Create a WBS BOM for the top WBS element of your project. Use the material

BOM T-20000 as a template.


Field Name Values

WBS Element T-100##

Material T-20000

Plant 1300

BOM usage 3 (universal)

Use the material BOM T-20000 as a template.

Use the following data when copying the BOM:

Field Name Values

Material T-20000

Plant 1300

Use 3

An overview of the material BOM appears. Choose all components except for

material P-100 and copy the items to the WBS BOM.

Save the WBS BOM.




1-2-2 Use the BOM transfer to assign the components of your WBS BOM to your

project activities.


Field Name Values

Project definition T-100##WBS element T-100##

Material T-20000

Plant 1300

BOM usage 3

Check the BOM transfer selection parameters.

Use the following parameters:

Field Name Values

WBS BOM Select

Multi-level Select

Plant stock 2

Project stock 1

Call the BOM transfer.

First the results list appears, in which you see all the components that the

system can assign automatically.

Save the assignments.

If necessary, confirm the scheduling warnings.




1-2-3 BOMs are often changed during the course of a project. Expand your WBS

BOM to include material P-100 and double the requirement quantity forcomponent T-20100.


Field Name Values

WBS Element T-100##

Material T-20000

Plant 1300

BOM Usage 3 (universal)

Enter material P-100 as an additional component with the following data:

Field Name Values

Item category L

Component P -100

Quantity 1

Store another reference point for the components so that they can be assigned

automatically with the BOM transfer. Enter the reference point 1310 Procurement plant components.

Save your entries.

1-2-4 Update the component assignment for your project. Use the BOM transferagain.


Field Name Values

Project definition T-100##

WBS element T-100##

Material T-20000

Plant 1300

BOM usage 3

Check the selection parameters of the BOM transfer again.





Field Name Values

WBS BOM Select

All items Select

Multi level Select

Plant stock 2

Project stock 1

If you always call the BOM transfer with the same parameters, you

should create a selection profile that contains these settings.

Call the BOM transfer.A dialog box appears as a result of the quantity change in the BOM. Save the

change.

The overview of components that cannot be assigned automatically appears.

The components T-20200, T-20610, T-20620 and T-20630 should be listed

here. Instead of assigning components manually, go to the results list.

The results list appears. The symbols in the first column indicate whether thecomponent is being created, deleted, changed, or reallocated.

Save your entries.

1-3 In the next exercise, you will procure material for your project and use it in the

network. Take component T-20600 that you assigned previously and trace all steps of

its procurement and use in the system.

1-3-1 First display the stock/requirements list for material T-20600.


Field Name Values

Material T-20600Plant 1300

You should notice an individual requirements stock segment for your project in

the list with reservation via a unit of the material. Until now, only onerequirement has been generated. However, you need one more procurement

element.




1-3-2 Perform a planning run for your project to generate procurement elements. The

best way of doing this is to open a second session so that you can always process the stock/requirements list in one session.

Use the following settings on the initial screen:

Field Name ValuesProject definition T-100##

Create purchase requisition 1

Display material list Select

A results list appears, which also contains the dependent requirements for your project. You have created procurement elements for the requirements. These,

however, are planning procurement elements. You will generate the actual

procurement elements in the next step.

1-3-3 Display the stock/requirements list for material T-20600 and create a production order for your reservation.


Field Name Values

Material T-20600

Plant 1300

In the individual stock segment for your project, the list contains a planned

order as well as the reservation.

Convert the planned order into a production order and release it immediately.

Refresh the data selection in the requirements/stock list.

You should now see a production order for your reservation.

Make a note of the production order number: ___________




1-3-4 During the planning run, the system has created requirements and procurement

elements for dependent components. Component T-20600 has requirements for

component T-20610, T-20620, and T-20630. Order the components and post

them to the warehouse.

Suitable purchase requisitions have already been created by the MRP run.

Convert these to purchase requisitions in the information system.

An overview of all purchase requisitions appears. First assign purchase

requisitions automatically to purchasing information records, and then createthe purchase order.

Display the overview of the assignments and then create the purchase order.

The purchase requisitions are sorted in the overview according to their

assignments. You can create new purchase orders by selecting Process

assignment .

The purchase order appears.

On the left-hand side of the overview, select your three purchase requisitionsand copy them to the purchase order.



Make a note of the order number: ____________

1-3-5 The components you ordered have been delivered. Post them to the warehousewith a reference to your purchase order.


Field Name Values


OK Activate

StLoc 0001

The components are now in the warehouse, ready to be used in the productionorder.




1-3-6 Take the components from warehouse 001 and use them in the production

order.

Post the goods issue.

1-3-7 Once the components for the production order have been withdrawn, the order

can be processed. Confirm the order with the planned quantity. Set the status Final confirmation.

Save the confirmation.

1-3-8 You have posted services to the production order but not yet posted the

completed material T-20600 to the warehouse. Post the goods receipt for your

order.


Field Name Values

Transaction type 101

Order Your production order

Plant 1300

StLoc 0001

Copy the default values from the order and post the goods receipt.

1-3-9 Check the stock situation for material T-20600 in your project. Use the

stock/requirements list.


Field Name Values

Material T-20600

Plant 1300

The production order should no longer be visible in the list and stock should

now be built up for your project.




1-3-10 Use material T-20600 in the project. Remove the material from storage location

0001 with reference to your reservation. The reservation and item number is inthe stock/requirements list or the activity.

Display all reservations for your network and choose those for material T-

20600.

Select component T-20600 and post the goods issue.

1-3-11 Call the stock/requirements list for material T-20600 again.


Field Name Values

Material T-20600

Plant 1300

The goods receipt has reduced the individual requirements stock segment for

your project.

1-4 In the final exercise, take a look at the delivery from the project.

1-4-1 Prepare your project for delivery from Project System. Create delivery

information with the Project Builder.

Manually create delivery information for activity 3000 Preliminary orders.

Enter Group## as a description for the delivery information.


Field Name Values


Shipping point 1300

Planned GI Tomorrow

Delivery date Two weeks from today

Ship-to party 1600

Sales Organization 1000

Distribution path 10

Division 00




Assign the delivery information already available (Group ##) to activity 3100

Material procurement plant components.

Save the changes made to your project.

1-4-2 You can only deliver goods that are available. Post a goods receipt for the

project. Post a pump p-100 to your project stock.


Field Name Values

Movement type 501

Plant 1300

Storage Location 0001

Special stock indicator Q (Project)

The screen for entering goods receipts appears. Enter the following data:

Field Name Values

Material p-100

Quantity 1

WBS element T-100##

Post the goods receipt.

You can now call the stock/requirements list for the material in order to checkthe project stock.




1-4-3 Create a delivery for goods recipient 1600.

Combine the components for the delivery from your project to recipient 1600.

If a dialog box appears asking you to provide missing information on the

delivery, provide this information.

Confirm warnings that appear regarding missing settings in the material masterof individual components.

An overview of the materials that meet the filter conditions appears. Somecomponents, for example pump p-100, are available in the warehouse and can be delivered. Create a delivery containing the pump.

Check the delivery information again for the component. Select Deliveryinformation.

Check the available open quantity on the component detail screen.

Check the delivery date and goods issue date.

Field Name Values


Goods issue Tomorrow

Create the delivery.

1-4-4 Process the delivery that you created previously. Post a goods issue.

Enter your project T-100## on the initial screen.

An overview of the deliveries for your project appears. Process the delivery.

Normally, the delivery should now be picked and packed. You can leave outthis step. Post the goods issue directly.




Solutions

Unit: Material

Topic: Material

• Manual component assignment

• Bill of material transfer

• Purchasing and production

• Monitoring dates

• Delivery from project system


exercises. The first set is simple. You will manually assign twocomponents to the project and check them in the information system. In

the second section, rather than manually assigning the components, you

will assign them using BOM transfer. In the third section, you will purchase and produce components. In the final section, you will deliver

components from the project.

1-1 Call the Project Builder and assign two components to activity 3100 Material

procurement plant components for your project T-100##.

SAP menu

Logistics Project System Project Project Builder(Select Project Builder by double-clicking)

Drag and drop your project from the work list to the structure tree.

1-1-1 Assign the component E-1517 to activity 3100 Material procurement plant

components as a non-stock item.

Expand the project definition and the WBS elements Turbine and Purchasing tocall the detail screen of the activity.

Assign the material in the component overview.

Select Component overview.




Use the following data for the assignment:

Field Name Values

Material E-1517

Requirement qty 1

Item category N


A dialog box appears in which you can select the procurement type. Create a purchase requisition for the network.

Select the Purchase requisition for network indicator.


Display the detail screen of the component.

Select the component in the overview and choose General to call the detail

screen.


Select Procurement parameters.


flow? ___

When will the purchase requisition be generated? __________

On which date will the component be procured? __________




1-1-2 Assign another material component to the same activity. Assign material E-

1203A as a stock item.

First return to the component overview for the activity.

Position the cursor on activity 3100 in the tree structure.

Select Component overview on the activity detail screen.

In the second item, enter the material with the following data:

Field Name Values

Material E-1, 203A

Requirement qty 1

Procurement Indicator Delete field contents

Item category L


The dialog box for selecting the procurement type appears again. Create a

reservation for the WBS element.

Select the Reserv. WBS element indicator.


Display the detail screen for the component.

Select the component in the overview and choose General to call the detailscreen.


Select Procurement parameters.


flow? ___

Can the material be purchased (see the Procurement field in the Materialmaster data section)? ______

Save the changed data.

Choose Save.




1-1-3 Purchase requisitions and reservations were generated the last time data was

saved. Display the components of your project in the extended individualcomponents overview.

SAP Menu

Logistics Project System Information System Structures

Enhanced Individual Overviews Components


Ensure that the PS info profile YIDES_130000 is chosen for the report.

Select PS Info profile and assign the appropriate profile. Confirm your

entries by selecting Continue.

Call the report for your project.

Enter the project definition T-100## in the Project field.

Choose Execute.

Change the field selection for the report. In the View menu, select the Choose fields… option and display the following fields:

Field Name

Material

Material text


Requisition item

Requirements dateRequirement quantity

Quantity withdrawn


Special stock


Exit the report without saving the overview.

Select Back and exit the dialog box without saving.




1-1-4 Display the component overview in the project planning board.

SAP Menu


Project


Enter your project in the Project def. field, select W.activities, and choose theOpen project icon.

Optimize the display of your project as before by selecting Zoom in on graphic

and Adapt graphic area .

Display the component overview for all objects of your project.

Choose Select all to select all objects.

Choose Component overview.

The procurement dates of the components are displayed in the graphic. Change

the procurement dates. Use the following data:

Component E-1517 7 days earlier

Component E-1203A At the start of the activity

You can call the detail screen by double-clicking the description of the

component or by selecting the component, then use your right mouse button

to choose Detail Screen.

For E-1517, enter the value 7- in the Offset field and the time unit Day in the

next field.

Confirm your entries by selecting Back .

On the detail screen for E-1203A, select the Algn.Startdate.Comp indicator.

Confirm your entries by selecting Back .

Save your entries.

Choose Save.




1-2 If you want to assign several components, assigning materials manually can be quite

time consuming. As an alternative, you can assign bills of material (BOMs). Createyour own BOM and assign it to the project.

1-2-1 Create a WBS BOM for the top WBS element of your project. Use the material

BOM T-20000 as a template.

SAP Menu

Logistics Production Master Data Bills of Material Bill of

Material WBS BOM Single-Level Create



Field Name Values

WBS Element T-100##

Material T-20000

Plant 1300


Use the material BOM T-20000 as a template.

Select Copy material BOM .

Use the following data when copying the BOM:

Field Name Values

Material T-20000

Plant 1300

Use 3


An overview of the material BOM appears. Choose all components except for

material P-100 and copy the items to the WBS BOM.

Select the components.

Select Adopt .

Save the WBS BOM.

Choose Save.




1-2-2 Use the BOM transfer to assign the components of your WBS BOM to your

project activities.

SAP Menu

Logistics Project System Material Planning Bill of Material

Transfer



Field Name Values


WBS element T-100##

Material T-20000

Plant 1300

BOM usage 3

Check the BOM transfer selection parameters.

Choose Selection Parameters.


Field Name Values

WBS BOM Select

Multilevel Select

Plant stock 2

Project stock 1

Confirm your entries by clicking the appropriate pushbutton.


Choose Execute.

First the results list appears, in which you see all the components that the

system can assign automatically.

Save the assignments.

Choose Save.

If necessary, confirm the scheduling warnings.




1-2-3 BOMs are often changed during the course of a project. Expand your WBS

BOM to include material P-100 and double the requirement quantity forcomponent T-20100.

SAP Menu

Logistics Production Master Data Bills of Material Bill of

Material WBS BOM Single-Level Change(Choose transaction by double-clicking it)


Field Name Values

WBS Element T-100##

Material T-20000

Plant 1300


Select Item.

Double the requirement quantity for material T-20100 Turbine casing .

Enter material P-100 as an additional component with the following data:

Field Name Values

Item category L

Component P -100

Quantity 1


Store another reference point for the components so that they can be assigned

automatically with the BOM transfer. Enter the reference point 1310

Procurement plant components.

Double-click the item number .

Enter the value 1310 in the Reference point field in the General data section

of the Basic data tab.

Save your entries.

Choose Save.




1-2-4 Update the component assignment for your project. Use the BOM transfer

again.

SAP Menu

Logistics Project System Material Planning Bill of Material

Transfer



Field Name Values


WBS element T-100##

Material T-20000

Plant 1300

BOM usage 3

Check the selection parameters of the BOM transfer again.

Choose Selection criteria.


Field Name Values

WBS BOM Select

All items Select

Multilevel Select

Plant stock 2

Project stock 1

Confirm your entries by selecting the appropriate pushbutton.

If you always call the BOM transfer with the same parameters, create

a selection profile that contains these settings.


Choose Execute.

A dialog box appears as a result of the quantity change in the BOM. Save the

change.

Select Confirm.




The overview of components that cannot be assigned automatically appears.

The components T-20200, T-20610, T-20620 and T-20630 should be listedhere. Instead of assigning components manually, go to the results list.

Select Results.

The results list appears. The symbols in the first column indicate whether thecomponent is being created, deleted, changed, or reallocated.

Save your entries.

Choose Save.

1-3 In the next exercise, you will procure material for your project and use it in the

network. Take component T-20600 that you assigned previously and trace all steps of

its procurement and use in the system.

1-3-1 First display the stock/requirements list for material T-20600.

SAP Menu

Logistics Project System Material Planning Stock/Requirements

List



Field Name Values

Material T-20600Plant 1300

Select Continue to call the list.

You should notice an individual requirements stock segment for your project inthe list with reservation via a unit of the material. Until now, only one

requirement has been generated. However, you need one more procurementelement.





1-3-2 Perform a planning run for your project to generate procurement elements. The

best way of doing this is to open a second session so that you can always process the stock/requirements list in one session.

SAP Menu

Logistics Project System Material Planning MRP Project


Use the following settings on the initial screen:

Field Name Values


Create purchase req. 1

Display material list Select

Carry out the planning run.

Select Enter twice.

A results list appears, which also contains the dependent requirements for your project. You have created procurement elements for the requirements. These,

however, are planning procurement elements. You will generate the actual

procurement elements in the next step.

Select Back to exit the overview.

1-3-3 Display the stock/requirements list for material T-20600 and create a production order for your reservation.

If you also opened the list in a different session, select Refresh.

Otherwise, choose:

SAP Menu


List



Field Name Values

Material T-20600

Plant 1300





In the individual stock segment for your project, the list contains a planned

order as well as the reservation.

Convert the planned order into a production order and release it immediately.

Double-click the planned order field.

In the dialog box, select -> Production ord.

The header screen for the production order appears. Release and save the

production order.

Select Release .

Choose Save.

You have returned to the stock/requirements list. Refresh the data selection.

Select Refresh.

You should now see a production order for your reservation.Make a note of the production order number: ___________

1-3-4 During the planning run, the system has created requirements and procurementelements for dependent components. Component T-20600 has requirements for

component T-20610, T-20620, and T-20630. Order the components and post

them to the warehouse.

Suitable purchase requisitions have already been created by the MRP run.Convert these to purchase requisitions in the information system.

SAP Menu Logistics Project System Information System Material Purchase

Requisitions For Project


Specify the project definition T-100## and choose Execute.

An overview of all purchase requisitions appears. First assign purchase

requisitions to purchasing information records, then create the purchase order.

Select material T-20610.

Select Assign automatically.

Assign materials T-20620 and T-20630 the same way.

Display the overview of the assignments and then create the purchase order.

Choose Assignments.




The purchase requisitions are sorted in the overview according to their

assignments. You can create new purchase orders by choosing Processassignment .

Place your cursor on the line below vendor C.E.B..

Select Process assignment .

Confirm the first dialog box by selecting Continue .

If another dialog box appears, choose New purchase order .

The purchase order appears.

On the left-hand side of the overview, select your three purchase requisitions

and copy them to the purchase order.

Select Adopt .


Select Save .


Make a note of the order number: ____________

Select Back to exit the assignments overview.

Save the changed purchase requisitions.

Select Back to exit the report.

1-3-5 The components you ordered have been delivered. Post them to the warehousewith a reference to your purchase order.

SAP Menu


Follow-On Functions Goods Receipt



Field Name Values


OK Activate

StLoc 0001

Enter your purchase order number on the right of the Purchase order number field and select Execute to transfer the data.




Activate the OK flag and specify the storage location for each of the three

items. Once you have processed the item, click it to process the next item

The storage location can be located on the Where tab for each item in the

item details..

Save the goods receipt .

The components are now in the warehouse, ready to be used in the production

order.


1-3-6 Take the components from the warehouse and use them in the production order.

SAP Menu

Logistics Materials Management Inventory Management Goods

Movement Goods Issue


Select To order… .

Enter your production order number in the dialog box.

Confirm the information by selecting Continue.

A goods withdrawal overview appears. Specify the storage locations for thematerials.

Enter the value 0001 in the SLoc field.

Post the goods issue

Select Post .

1-3-7 Once the components for the production order have been withdrawn, the order

can be processed. Confirm the order with the planned quantity. Set the status

Final confirmation.

SAP Menu

Logistics Production Production Control Confirmation Enter

For Order


Enter the number of your production order and call the confirmation.

Select Enter .




Activate the Final confirmation indicator.

Enter the planned quantity in the Yield to confirm field .

Save the confirmation.

Choose Save.

1-3-8 You have posted services to the production order but not yet posted the

completed material T-20600 to the warehouse. Post the goods receipt for your

order.

SAP Menu

Logistics Production Production Control Goods Movements

Goods Receipt



Field Name Values

Movement type 101

Order Your production order

Plant 1300

Storage location 0001


Copy the default values from the order and post the goods receipt.

Select Adopt .

Select Post .

1-3-9 Check the stock situation for material T-20600 in your project. Use thestock/requirements list.

If the list is also open in a different session, select Refresh.

Otherwise, call the list again.

SAP Menu


List






Field Name Values

Material T-20600

Plant 1300


The production order should no longer be visible in the list and stock shouldnow be built up for your project.

1-3-10 Use material T-20600 in the project. Remove the material from storage location

0001 with reference to your reservation. The reservation and item number is in

the stock/requirements list or the activity.

SAP Menu

Logistics Materials Management Inventory Management Goods Movement Goods Issue


Enter storage location 0001.

Select To reservation.

A dialog box appears, in which you can enter the reservation number and the

item number. Display all reservations for your network and choose those for

material T-20600.

In the Network field, enter your network number (if you don't know it, use thematch code to search for it).

Select Continue.

An overview of the reserved components appears.

Select component T-20600 (you might have to scroll through the overview).

Copy the data by choosing Adopt .

Post the goods issue.




1-3-11 Call the stock/requirements list for material T-20600 again.

If the list is also open in a different session, select Refresh.

Otherwise, call the list again.

SAP Menu

Logistics Project System Material Planning Stock/Requirements List



Field Name Values

Material T-20600

Plant 1300


The goods receipt has reduced the individual requirements stock segment foryour project.

1-4 In the final exercise, take a look at the delivery from the project.

1-4-1 Prepare your project for delivery from Project System. Create delivery

information with the Project Builder.

SAP Menu


(Select the Project Builder by double-clicking it)

Drag and drop your project from the work list to the structure tree.

Manually create delivery information for activity 3000 Preliminary orders.

Expand the project and select activity 3000.

Choose Extras Delivery information .

Generate new delivery information by selecting Create .

Enter Group## as a description for the delivery information.






Field Name Values


Shipping point 1300

Planned GI date Tomorrow


Ship-to party 1600

Sales org. 1000

Distribution channel 10

Division 00


Assign the delivery information already available (Group ## ) to activity 3100

Material procurement plant components.

Select the activity.

Choose Extras Delivery information .

Enter the value Group ## in the Delivery info field.



Save the changes made to your project.

Choose Save.




1-4-2 You can only deliver goods that are available. Post a goods receipt for the

project. Post a pump p-100 to your project stock.

SAP Menu

Logistics Materials Management Inventory Management Goods

Movement Goods Receipt Other



Field Name Values

Movement type 501

Plant 1300

Storage location 0001

Special stock Q (Project)


The screen for entering goods receipts appears. Enter the following data:

Field Name Values

Material p-100

Quantity 1

WBS element T-100##


Confirm all information by selecting Continue.

Post the goods receipt.

Select Post .

You can now call the stock/requirements list for the material in order to check

the project stock.




1-4-3 Create a delivery for goods recipient 1600.

SAP Menu

Logistics Project System Material Execution Delivery from

Project


Combine the components for the delivery from your project to recipient 1600.

Enter your project T-100## and ship-to party 1600 on the initial screen.

Select Components .

If a dialog box appears asking you to provide missing information on the

delivery, provide this information.

Confirm any warnings that appear regarding missing settings in the material

master of individual components.

An overview of the materials that meet the filter conditions appears. Somecomponents, for example pump p-100, are available in the warehouse and can

be delivered. Create a delivery containing the pump.

Select all components except pump p-100.

Select Delete.

Check the delivery information again for the component.

Select pump p-100.

Select Delivery information .

Exit the delivery information by choosing Copy.

Check the available open quantity on the component detail screen.

Select pump p-100.

Select Details.

Check the delivery date and goods issue date.

Field Name Values


Goods issue Tomorrow

Exit the detail screen by choosing Copy.

Create the delivery.

Choose Save.




1-4-4 Process the delivery that you created previously. Post a goods issue.

SAP Menu

Logistics Project System Material Execution Delivery from

Project


Enter your project T-100## on the initial screen.

Select Deliveries pushbutton.

An overview of the deliveries for your project appears. Process the delivery.

Double-click the delivery.

Select Display/Change.

Normally, the delivery should now be picked and packed. You can leave outthis step. Post the goods issue directly.

Select pump p-100.

Select Post goods issue.




SAP AG 2002

Using Progress Tracking

Customizing settings for Progress Tracking

Progress Tracking

Contents:




SAP AG 2002

Use Progress Tracking and make the required

system settings

At the conclusion of this unit you will be

able to:

Progress Tracking: Objectives




SAP AG 2003

Progress Tracking: Overview

Course

Overview

Project

Structures

Scheduling

Capacities

External

Services

Material

ProgressTracking

ProMan




SAP AG 2002

In this unit, you will find out about the capabilities ofProgress Tracking

Progress Tracking: Business Scenario




SAP AG 2002

What is Progress Tracking?

Order

confirmation

Goods

receipt

Shipping

advice

Approval

Delivery

Export

documents

How can I monitor

these processes?

Progress Tracking enables you to closely monitor the progress of network components by tracking self-

defined events. These events are either defined in Customizing or directly in the application. You can seesome examples on the slide: Order confirmation, approval, delivery, export documents, goods receipt,

and shipping advice. The corresponding transaction code is COMPXPD.

Progress Tracking is a new function in the SAP R/3 Enterprise Release. It contains all the features of the

Monitoring Dates function (transaction NWTM). However, Progress Tracking is enhanced by a series of

new developments: more flexible Customizing, status information, mass change, copying and filtering

functions, evaluation, and printing functions. Progress Tracking is user-friendly and allows you to create

user-specific layouts.




SAP AG 2002

Progress Tracking Objects - Differences

Components in a Network

Transaction: COMPXPD

⇒ Initial screen

⇒ Layouts

Customizing for Network

Components Purchase Orders

Transaction: AXPD

⇒ Initial screen

⇒ Layouts

Customizing for Purchase

Orders

Progress Tracking can be executed for different objects:

Network components

Purchase orders

The respective object is called a progress tracking object.

The two different progress tracking objects each have their own:

Transactions (COMPXPD or AXPD)

Customizing settings

Selection screens

Field selections within Progress Tracking

In addition to the Project System, Progress Tracking can be used in Materials Management to monitor

the progress of purchase orders. This course, however, only deals with Progress Tracking for network

components.




SAP AG 2002

Progress Tracking Procedure

Prerequisites

Decide which progress tracking object is to be analyzed

Create a progress tracking profile

Create standard events

Create an events scenario

Procedure

Call up the relevant transaction

Fill out the selection screen

Select components or purchase orders

Assign events or a scenario Manual dates processing or scheduling

Evaluation




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Progress Tracking Profile

Actual/Today > Basel.

Project Selection

Further Selection Parameters

Progress Tracking Parameters

Profile PS01 Progress Tracking IDES

Project

WBS Element

Network

Activity

Material

T-0001

Plant

Storage Location

Requirement Quantity

Item Category

Requirements Date

Changed on

Scenario

Priority

Event

Baseline

Plan

Forecast

Actual

Planned > Baseline

Forecast > Baseline

Forecast > Planned

Actual/Today > Planned

Selection screen

Network Component Selection

Entries

Change Display

Mat. Date Qty UoM Network Acty Material Description

PC

PC

PC

PC

PC

PC

PC

M

PC

PC

M

Turbine casing

Rotor disk

Guide vane

Rotating blade

Generator

Elec.cabinet

Oil feed

Pump

Steam line turbine

Power cable

Bearing box (complete)

2

1

Progress Tracking has two selection screens that you work through one after the other.

In the first selection screen, you determine the selection of components for which Progress Tracking is to

be carried out. To do this, you enter projects or networks that contain the required components.

The second selection screen contains all the components that matched your selection criteria in the first

stage, from which you can now make a more detailed selection. It is from here that Progress Tracking

itself starts. As a rule, a lot of components are listed in this section. Select those that you want to look

into now. You can return to the selection screen at anytime to track other components.




SAP AG 2002

Standard Events and Scenarios

Progress Tracking Overview

Components

Events

PS0001PS0001

MaterialReqtsDate

SpecificationDescription Baseline Fixed Planned Fixed

Description

Scenario Material ReqtsDate QuantityStInfoEvts Network

Standard Events

Request for quotation

Description

Evaluation of quotationPurchase order

ApprovalDelivery

Arrival at site

1

2

Progress Tracking evaluates the dates of events that are assigned to network components. This

assignment can be carried out in different ways:

Direct assignment of a standard event (see slide)

Generation and assignment of a new event (not a standard event!)

Assignment of a scenario that contains standard events (event relationships)

Automatically by assigning a scenario to a material group (otherwise, as in 3).

Using a BAdI (see later in unit)




SAP AG 2002

Progress Tracking Overview

Components

Events

Scenario Material ReqtsDate QtyStInf Evts Netwk

Material

Reqmnts date

Description Baseline Fixed Plan Fixed

Description

Forecast Fixed Act. FeGr Scenario Scen. Var.StdE Prio

Turbine casing

Specification

Request for quotationEvaluation of quotation

Purchseorder Approval

Priority Descr.

Scheduling

Scheduling Settings

Baseline

PlannedForecast

Backwards

ForwardsBackwards -> Forwards

Forwards -> Backwards

Do not display

1

2

Progress Tracking allows you to schedule the standard events of a scenario. This can either be triggered

manually or automatically when Progress Tracking is executed.

A prerequisite for scheduling is the use of standard events, a scenario, and the definition of event

relationships within the scenario. All three tables must be set up in Customizing beforehand.

Manual scheduling: Select an individual standard event in the event overview. Start scheduling. You

branch to a dialog box (see slide) where you can define the settings for scheduling. After confirming the

dialog box, scheduling is carried out.

Automatic scheduling: If the Automatic scheduling indicator in the Event Relationships table is set for an

event in a scenario, scheduling is carried out automatically according to the setting in the Progress

Tracking profile.




SAP AG 2002

Evaluation

ReservNo.

Progress Tracking: Evaluation

Networks/Activities/Items Item Name Reqts Date Planned Forecast Actual

Display Display Close All

Specification


Evaluation of quotation

Purchase order

Approval

Delivery

Arrival at site

Specification


Turbine casing

Turbine casing

Turbine casing

Turbine casing

Turbine casing

Turbine casing

Turbine casing

Turbine casing

Rotor disk

Guide vane

Guide vane

Guide vane

Variance

Progress Tracking has its own interface for evaluations. It is called up from Progress Tracking. The

evaluation shows all data for a progress tracking object on one interface. This gives you a betteroverview and also allows you to compare and analyze in detail.

The evaluation interface is split into two areas. On the left, a tree structure shows the progress tracking

objects. On the right, the related events, including dates and variances, are displayed. The variances are

evaluated according to the settings in the progress tracking profile.




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Status Information

Status Information

Material

Reqmts date

Description Turbine casing

Status Note

Cat. Disp.Only Prog.Tr.StatusInfoTitle Complete Created by Created on Time TimeChanged by Changed on

Critical part

Warning: Due to a fire in the warehouse, delivery of T-20100 could be delayed.

Caution: Status information has nothing to do with status management in general.

Status information is used to provide information about individual components in a network (or purchase

orders). This information is assigned to the component as a text (see slide). You can assign as many

status notes to a component as required. Each one is assigned to a status information category. This

enables you to control who has access to the information.

In the component overview you can tell by way of an icon whether status information exists for a

component.




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Additional Functions

Mass Change

Scenarios Dates

Copying Dates

Copying all dates of all events

Copying dates of particular events

Subitems

Hotspots

Branch to the master data display for underlined fields

Mass change of scenarios:

You can assign one or more progress tracking objects to a scenario using mass change. When you do

this, the new scenario overwrites all events that are not contained in the scenario itself.

Copying dates:

You can copy all dates of all events belonging to one progress tracking object to another progress

tracking object.

Subitems:

You can add several subitems to an individual progress tracking object (for example, a component). In

turn, each individual subitem can have events.

Hotspots:

You can branch to the master data display of objects that are underlined, for example, material master,

network.




SAP AG 2002

Customizing

Where?

Network components: Project System -> Progress -> Progress Tracking

Purchase orders: Materials Management -> Purchasing -> Purchase

Orders -> Progress Tracking

What?

Progress Tracking profile (required!)

Standard events

Event scenarios

Event relationships within a scenario

Priorities for events

Assignment of default scenario to a material group

Status info types

Number ranges for status info

Customer-specific evaluations

Customizing for Progress Tracking is very extensive and flexible. To carry out a simple test, all you need

to do is set up a progress tracking profile.

However, if you want to use scheduling, then you also need standard events, scenarios, and event

relationships within a scenario. All four tables are shown in the following.




SAP AG 2002

Customizing the Progress Tracking Profile

Profile PS0001

Progress Tracking Profile for Components

Description Progress Tracking IDES

Scheduling

Baseline

Planned

Forecast

Backwards

Forwards

Backwards-> Forwards

Forwards -> Backwards

Do not display

Variances Column display

Planned > Baseline

Forecast > Baseline

Actual/today > BaselineForecast > Planned

Actual/today > Planned

Baseline

Planned

Forecast Actual

In detail, the indicators have the following meaning:

Description: Enter an explanatory short text here.

Scheduling baseline, planned, and forecast: Specifies whether the respective dates are to be

scheduled.

Forward (backward) scheduling: Determines that with one event as the starting point, the system

calculates the dates of the subsequent (preceding) events. Caution: Only those events are scheduled

that have the entry Forward scheduling (Backward scheduling) in the table of event relationships for

the scenario.

Backward – Forward Scheduling: In backward-forward scheduling, you start the scheduling

backwards first and schedule all events in a scenario for which the indicator for backward scheduling

is set. Afterwards, the system uses forward scheduling to determine the dates for events for which the

forward scheduling indicator is set.

Forward– Backward Scheduling: The same principle as backward-forward scheduling.

Do not display: The dialog box is not shown during manual scheduling.

Variances: The traffic light colors of the individual variances are defined here.

Column Display: Here you define which dates can be shown in the columns of the events overview.

Note:You can also maintain a layout in the application.




SAP AG 2002

Customizing Standard Events

New Entries

Events for Components

PS001

PS002

PS003

PS004

PS005

PS006

PS007

Event Description Rank RfBa RfPl RfFr RfActSpecification


Eval.of quot.

Purchase order

Approval

Delivery

Arrival at site

In detail, the indicators have the following meaning:

Event: Specifies the number of the event.

Description: Contains a short description of the event.

Rank: Specifies the sorting sequence of the events display in the events overview.

Reference: Defines whether and how a date can be referenced. The actual reference date is determined

using a BAdI. The indicator activates a user exit.




SAP AG 2002

SET_OBJ_TYPE

GET_DEFAULT_SCENARIO

GET_NEWS_EVENTS

UPDATE_SUB_ITEMS

GET_REFERENCE_DATE

UPDATE_FIELDCAT_MAINITEM

UPDATE_FIELDCAT_SUBITEM

UPDATE_OFFSET

PRINT_STATUS_NOTE

SAVE_EVENTS

Business Add-Ins (BAdIs)

Set up a particular progress tracking object when

Progress Tracking is called up

On calling up Progress Tracking, generate customer-

specific events for Progress Tracking

Generate, delete, and update subitems when Progress

Tracking is called up

Determine reference dates for events when Progress

Tracking is called up

Influence the ALV grid field catalog for events of

Progress Tracking objects

Influence the ALV grid field catalog for subitems

Update time intervals for event relationships whenscheduling is called up for the events of a progress

tracking object

Control the printing of status information

Assign a default scenario to a progress tracking object

when it is called up, if it does not have a scenario orevent already assigned to it

Update events for Progress Tracking on saving

!!

For customer enhancements, you can use the methods of the BAdI definition EXPD_UPDATE shown in

the slide. Use transaction SE18 to look at the methods and interfaces. Use transaction SE19 to implementthem.




SAP AG 2002


Progress Tracking: Summary

Use Progress Tracking and make the required

system settings




Exercises

Unit: Progress Tracking

Topic: Progress Tracking

1-1 Use Progress Tracking to plan and monitor dates for the material procurement of your

project.

1-1-1 Find out the dates of the first four material components in your project. CallProgress Tracking using the following data.

Field Name Input Data

Profile Progress Tracking PS

Project Your project definition

Hint: To select more than one object, keep the Ctrl key pressed.

Question: To which activities are the components assigned?

Answer: See the solutions.

1-1-2 Manually assign an event to the first component. Plan one date in the past.

Set one date to two weeks in the past and update the evaluation.

Question: What has changed?


1-1-3 Assign two standard events to the first component.

Question: Can you schedule the events?





1-1-4 Enter additional information for the first component. Use a status note to do

this. Enter a text of your choice.

Question 1: What effect does the category of the status note have?

Question 2: How many status notes can you enter per component?

Answer 1: See the solutions.


1-1-5 Save your data.

Question: What do you notice when you save?


1-1-6 Assign event scenario PS0001 to the remaining components.

1-1-7 Display the event overview for the second component. How many events have been assigned?


1-1-8 Schedule the start date of the Specification event to two weeks ago today andtrigger scheduling of the planned dates.

Question: Do you see any variances?


1-1-9 Set up the variances so that a yellow traffic light appears as soon as the planneddate goes past the baseline date.

1-1-10 For the Specification event, enter an actual date that corresponds to the

schedule, and a baseline date that is for three weeks ago. Update the data.

Question: What color is the traffic light?





1-1-11 Question: How long is the time interval between the events Purchase order and

Approval ?


1-1-12 Save your data and exit the transaction.




Solutions

Unit: Progress Tracking

Topic: Progress Tracking

1-1 Use Progress Tracking to plan and monitor dates for the material procurement of your

project.

Choose SAP Menu Accounting Project System Progress Progress

Tracking

1-1-1 Find out the dates of the first four material components in your project. CallProgress Tracking using the following data.


Profile Progress Tracking PS

Project Your project definition

Execute Progress Tracking.

Choose Program Execute

Select the first four material components and choose Change.

Hint: To select more than one object, keep the Ctrl key pressed.

Question: To which activities are the components assigned?

Answer: The components are assigned to activity 3000.




1-1-5 Save your data.

Choose Save and confirm the dialog box, if necessary.

Question: What do you notice when you save?

Answer: The system does not exit the transaction when you save. You cancarry on using Progress Tracking.

1-1-6 Assign event scenario PS0001 to the remaining components.

Select the three components and choose Scenario Mass Change.

A dialog box appears.

There, choose event scenario PS0001 and confirm your entries by selecting Enter .

Confirm any messages that appear.

1-1-7 Display the event overview for the second component. How many events have been assigned?

Double-click the scenario in the second row in the component overview.

Answer: Seven events are assigned.

1-1-8 Schedule the start date of the Specification event to two weeks ago today and

trigger scheduling of the planned dates.

Enter the relevant date in the Planned field.

Select the Specification event.Choose Schedule.

A dialog box containing the detailed settings for scheduling appears. Confirm

this.

Question: Do you see any variances?

Answer: Yes, the events Specification and Request for quotation arehighlighted in color.

1-1-9 Set up the variances so that a yellow traffic light appears as soon as the planned

date goes past the baseline date.

Choose Profile.

Double-click the traffic light of exception Planned > Baseline.

Confirm your entries.




1-1-10 For the Specification event, enter an actual date that corresponds to the

schedule, and a baseline date that is for three weeks ago. Update the data.

Enter the respective dates in the Actual and Baseline fields.

Choose Update.

Question: What color is the traffic light?

Answer: The traffic light is now yellow.

1-1-11 Question: How long is the time interval between the events Purchase order and

Approval ?

Choose Event Scenario.

Answer: The time interval is 30 days.

1-1-12 Save your data and exit the transaction.

Choose Progress Tracking Exit and confirm the dialog box by choosing

Yes.

Choose Progress Tracking Exit again.

Choose Program Exit.




SAP AG 2002

Using ProMan (Project-Oriented Procurement)

Customizing settings for ProMan

ProMan

Contents:




SAP AG 2002

Use ProMan and make the required system

settings

At the conclusion of this unit, you will beable to:

ProMan: Objectives




SAP AG 2003

ProMan: Overview

Course

Overview

Project

Structures

Scheduling

Capacities

External

Services

Material

ProgressTracking

ProMan




SAP AG 2002

In this unit, you will find out about the capabilities of ProMan.

ProMan: Business Scenario




SAP AG 2002

What is ProMan?

ProMan is a tool that helps you carry out

project-oriented procurement.

It supplies information about the status and progressof internal and external procurement activities.

ProductionInventory

managementPurchasing Shipping

ProjectManagement

Activity D

Material B

Activity C Plannedorder PReq.

Quotation

Material ADeliveryReservation

RFQ

The Project System is one of the most integrated modules within SAP R/3. An area in which this is

particularly noticeable is the internal and external procurement of material and services: As soon as anobject is generated in the Project System, the relevant documents (for example, purchase requisitions)

are created in other applications.

These documents are processed by the corresponding departments (for example, Purchasing).

Previously, this meant that the project team only had limited access to information that was important for

the project, information that was actually triggered by the Project System.

ProMan solves this problem:

Consolidated information from the procurement process from a variety of applications. Structured

display of information. The display can be adapted to suit the individual user.

Execution of individual steps in the procurement process directly from ProMan.

Access to data from the Project System, Purchasing, Production, Requirements Planning, and

Inventory Management. All objects and documents are taken into account, both planned and

unplanned objects. Manually created documents are also displayed.




SAP AG 2003

Scenario – Purchase Components

Create project

with

components

Purchase

order, goods

receipt

Goods issueReservation,

ppurchasereq.

Selection,

ProMan

ProMan is a tool for monitoring procurement processes, and also for controlling these procurement

processes. A definite prerequisite is a work breakdown structure and/or a network to which thecomponents or services to be procured are assigned.

The ProMan selection screen allows all, or only some, of these components or services to be selected for

processing in ProMan.

For example, the slide shows several procurement processes that can be executed or analyzed in

ProMan:

Reservation, purchase requisition, purchase order, goods receipt, goods issue




SAP AG 2002

Selection Screen

Project Selection

PS0001: ProMan, Demonstration, IDES

Project Definition

Sales Document

WBS Element

Network

Default Settings

Profile

Components Activities/Elements

Network MRP Controller

Activity

Material

Plant

Sort string

Requirements Date

Material Group

Purchasing Group

Vendor

Item Category

Relevant for Reqs

Procured Externally

Withdrawable

Missing Part

Plant Stock

Project Stock

Order Stock

to

to

to

to

to

to

to

to

to

to

Object

selection

Filter criteria

Settings for

views and

exceptions

The entire selection

can be saved

as a variant!

The overall selection screen for ProMan is subdivided into three sections.

The first section is where the components and external services are actually selected. You do this by

specifying the project definition, sales order number, WBS element, or network.

In the second section, you can enter a ProMan profile. This determines the display of variances and the

selection of documents that ProMan is to display.

In the third section you define the criteria for filtering the selection. In general, the filters can refer to

attributes of the components or the activities and activity elements.

The selections you make here can be very complicated. So that you do not lose the settings completely

each time you exit the selection screen, you can save the entire selection screen as a variant.




SAP AG 2002

Component Overview

Components

Rotor disk

Orders/Docs Quants Dates Stock Deliveries

Res.No. Itm Mat. Mat. Desc.Plant Network Acty Quantity UOMReqtDate

Turbine casing

Components

Guide vane

Rotating blade

Elec. switch cabinet

Oil feed

Steam line

Cable 10kA

Generator

Pump

Bearing box

Project Structure

The main ProMan screen is divided into two areas. A hierarchical navigation area on the left, and the

area for detailed information on the right. Tab pages subdivide this second area into individual sections.The slide shows the component overview.

In the component overview, you are provided with the following information, for example:

Reservation number including item

Name and description of the material

Requirements quantity with unit of measure

Item category

Purchasing data (purchasing organization, purchasing group)




SAP AG 2002

Orders and Documents View

Components Orders/Docs Quantities Dates Stock Deliveries

Orders/Documents

ReservNo. Itm Exception Material Res/Preq Vendor PReq. RFQ Purch.Order MatDoc Status

Transfer Posting of Stock

Generate Reservation/Preq

Group to Purchase Req.

Generate Purchase Order

Generate Delivery

Post Goods Issue

The overview of orders/documents gives you information about orders (for example, planned orders,

production orders) and documents (purchase requisitions, purchase orders, requests for quotation,material documents and so on) that are assigned to the selected components (or external services). The

individual documents and orders can be displayed directly from ProMan. Simply double-click the

individual document or order number to do this.

You can also create new documents from all of the overviews. The context determines which documents

you can create. The slide shows all the options that can be created:

Reservation or purchase requisition

Grouping to purchase requisition

Purchase order

Delivery

Goods issue

Transfer stock posting




SAP AG 2002

Quantities View


Quantities

ReservNo. Itm Exception Material Plant Material desc. Res/Preq ReqtsQtyWthdQty POrQty PReq.UOM

Rotor disk

Turbine casing

The Quantities view supplies you with detailed information about the quantities and stock levels of

components. In detail, you see the following:

Requirements quantity of the reservation

Quantity in the planned order and in the production order

Quantity of the purchase requisition and the purchase order

Stock

Quantity withdrawn

Quantity in the material document




SAP AG 2002

Dates View


Dates

ReservNo. Itm Exception Material ReqtsDate ReqDate DelPReq RelDate PostMatDoc StatusPreq

The date overview gives you detailed information about the dates of components (and external services).

For example, you are provided with the following information:

Requirements date

Delivery date of the purchase requisition and purchase order

Basic start and finish date of planned orders and production orders

Final delivery date of production orders




SAP AG 2002

ProMan: Additional Functions

Integration

Order progress, order report

Requirements planning run, stock/requirements list

Navigation for all displayed objects

Material master, planned order, production order

Network, purchase requisition, purchase order

Request for quotation, quotation, vendor master

Highlighting exceptions

You can select other functions from the ProMan menu. In ProMan, choose Edit -> Functions to carry

out the following functions:

Order progress

Order report

Single-item, single-level (requirements planning run, MRP)

Single-item, multi-level (requirements planning run, MRP)

Project planning (requirements planning run, MRP)

Stock/requirements list




SAP AG 2002

ProMan: Customizing Settings

ProMan, Demonstration, IDESDialog Structure

Profile for ProMan

Document Exceptions

Sched. Exceptions

Quantity Exceptions

Schedule Line Exceptions

Confirmation Exceptions

Exceptions POrder History

Docs

Dates

Exception

Red Rule

Yellow Rule

Demo Purchasing Documents

PReq Without Purchase

No procurement yet

Exception

Rule red

Rule yellow

Profile

ProMan Profile

Description ProMan, Demonstration, IDES

Settings

Exception Profile ProMan, Demonstration, IDES

Orders/Docs Views

Purchase Requisition

Request for Quotation

Purchase Order

deliveryMaterial Doc.

Planned Order

Production Order

Maintenance Order

Reservation for WBS

Components

Activities/Elements

Quants

datesDeliveries

Stock

Orders/Docs

Both profilesare optional!

In Customizing, you can set up two profiles for ProMan:

ProMan profile. This is optional and is selected when ProMan is called up. The individual indicators are

as follows:

Profile and Description: Contains number and short description of the profile

Exception Profile: This is the second ProMan profile (see below)

Orders/Documents: This defines per document or order whether it is read and evaluated in ProMan.

Views: Defines which views are displayed in ProMan.

Exception profile. This is optional. It is not assigned directly when ProMan is called up, instead it is

selected via the ProMan profile (see above). The exception profile specifies rules that are evaluated and

the result of this evaluation determines whether the traffic lights are then set to red or yellow. The traffic

lights are displayed on the individual overviews. The rules for exceptions are therefore adjusted to fit theindividual views, such as exceptions for documents, for example.




SAP AG 2002

You are now able to

ProMan: Summary

Use ProMan and make the required system

settings




Exercises

Unit: ProMan

Topic: ProMan

1-1 Call ProMan to monitor and control material procurement for your project.

1-1-1 Call ProMan using the following data:


Project definition Your Project

Profile ProMan,

Demonstration, IDES

Question: What do you see on the screen?


1-1-2 What is the material group of component T-20230?


1-1-3 Reservations have been generated for all components. Look at reservation T-

20100. What is the reservation number and what is the assigned movement

type?

The number of the reservation is: _________________

The movement type is:

1-1-4 Look at the assigned or account assigned orders and documents for your project

and answer the following question.

Question 1: Why are no documents displayed for activity 3000?




Question 2: How many and what type of documents are assigned or account

assigned to your project?



1-1-5 Create a purchase order for components T-20100 and T-20210. Use thefollowing data:


Vendor 1000

Company code 1000


Purchasing group 001

Question: What is the number of the purchase order?


Display the purchase order number in ProMan.

1-1-6 Display the delivery date of the purchase order in ProMan. Then change the

delivery date of the purchase order. Change the delivery date to an earlier date

(for example, one month before the original delivery date).

1-1-7 Optional:

Post a goods receipt for the purchase order in ProMan.




Double-click the reservation number in the first row of the component

overview.

The movement type of the reservation is displayed on the top-left of the

reservation.

The movement type is: 281, GI for network

Exit the reservation.

Choose Reservation Exit.

1-1-4 Look at the assigned or account assigned orders and documents for your project

and answer the following question.

Question 1: Why are no documents displayed for activity 3000?

Question 2: How many and what type of documents are assigned or accountassigned to your project?

Choose the Orders/Docs tab page.

Double-click the top WBS element in the navigation area to select it.

Answer 1: The documents are assigned or account assigned to the top WBS

element and not to activity 3000. This is because of the automatic requirements grouping and the default setting of the procurement indicator .

Answer 2: There are already 10 purchase requisitions.




1-1-5 Create a purchase order for components T-20100 and T-20210. Use the

following data:


Vendor 1000

Company code 1000 Purchasing org. 1000

Purchasing group 001

Select both components.Select Execute and then the entry Generate purchase order .

Enter the above date and choose Execute.

The purchase order is created automatically.

Question: What is the number of the purchase order?Answer: A dialog box containing the purchase order number appears.

Display the purchase order number in ProMan.

Choose Refresh and scroll to the right.

1-1-6 Display the delivery date of the purchase order in ProMan. Then change the

delivery date of the purchase order. Change the delivery date to an earlier date(for example, one month before the original delivery date).

Select the Dates tab page.Scroll to the right until you can see the Delivery Date Purchase Order column.

In change mode, go to the purchase order.

Select the purchase order number and in the context menu choose Change(right-hand mouse key).

Enter a new delivery date and save the purchase order using the relevant icon.

Choose Refresh to update the data in ProMan.

1-1-7 Optional:Post a goods receipt for the purchase order in ProMan.