PLM 200.pdf

PLM200
Project Management
mySAP Product Lifecycle Management
Date
Training Center
Instructors
Education Website
Participant Handbook
Course Version: 2005 Q1
Course Duration: 3 Day(s)
Material Number: 50069510
An SAP course - use it to learn, reference it for work

Copyright
Copyright © 2004 SAP AG. All rights reserved.
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About This Handbook
This handbook is intended to complement the instructor-led presentation of
this course, and serve as a source of reference. It is not suitable for self-study.
Typographic Conventions
American English is the standard used in this handbook. The following
typographic conventions are also used.
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About This Handbook PLM200
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iv © 2004 SAP AG. All rights reserved. 27-09-2004

Contents
Course Overview ............................................................................. vii
Course Goals.................................................................................vii
Course Objectives ...........................................................................vii
Unit 1: Introduction ............................................................................1
Introduction ....................................................................................2
Unit 2: Project Structures .................................................................. 19
Work Breakdown Structure................................................................ 20
Activities and Networks .................................................................... 36
Milestones, Documents, and Tools....................................................... 51
Unit 3: Reporting ............................................................................. 65
Reporting .................................................................................... 66
Unit 4: Planning............................................................................... 89
Date Planning ............................................................................... 91
Resource Planning ........................................................................105
Material Planning .......................................................................... 119
Cost and Revenue Planning .............................................................130
Unit 5: Budget ................................................................................159
Budget.......................................................................................160
Unit 6: Execution ............................................................................175
Actual Dates and Confirmations .........................................................177
Assigning Documents, Procurement Processes, and Claim Management ........195
Milestone Billing and PS Cash Management ..........................................219
Unit 7: Period-End Closing................................................................231
Period-End Closing and Settlement.....................................................232
27-09-2004 © 2004 SAP AG. All rights reserved. v

Contents PLM200
Appendix 1: mySAP PLM Program and Project Management .................253
Appendix 2: Versions ....................................................................255
Appendix 3: Subnetworks ..............................................................259
Appendix 4: Network Configuration ..................................................261
Appendix 5: Using Milestones .........................................................263
Appendix 6: Documents@web ........................................................265
Appendix 7: Project Portals ............................................................267
Appendix 8: Progress Analysis .......................................................271
Appendix 9: Cross-Project Evaluations .............................................275
Appendix 10: Evaluations with SAP Business Information Warehouse ....281
Appendix 11: Scheduling Scenarios .................................................283
Appendix 12: Service ....................................................................285
Appendix 13: OCI Interface .............................................................287
Appendix 14: In-House Production Process .......................................289
Appendix 15: Progress Tracking ......................................................291
Appendix 16: Delivery from Projects .................................................293
Appendix 17: Workflows and Mails in Project System ...........................295
Appendix 18: Assembly Processing .................................................297
Appendix 19: Archiving .................................................................299
Glossary .......................................................................................301
Index............................................................................................305
vi © 2004 SAP AG. All rights reserved. 27-09-2004

Course Overview
SAP Project System supports comprehensive functions for planning,
controlling, and organizing all the activities carried out during the course
of a project. It helps you manage your project structures, dates, costs, and
resources throughout the entire project lifecycle. Course PLM200 provides
you with an overview of the functions in SAP Project System.
Target Audience
This course is intended for the following audiences:
• Project managers
• Project team members
• Consultants
Course Prerequisites
Required Knowledge
• Knowledge of navigating in the R/3 System
• Basic knowledge of project management
Recommended Knowledge
• Completion of another SAP R/3 course
Course Goals
This course will prepare you to:
• Discuss the basic functions of SAP Project System for structuring,
planning, executing, and monitoring projects
Course Objectives
After completing this course, you will be able to:
• Use work breakdown structures, activities, and networks to structure
projects
27-09-2004 © 2004 SAP AG. All rights reserved. vii

Course Overview PLM200
• Discuss aspects of planning dates, resources, materials, costs, and
revenues
• Name the functions used for budgeting
• Explain aspects and processes used for executing projects
• Explain various period-end closing activities in Project Management
• Use reporting options for monitoring project data
SAP Software Component Information
The information in this course pertains to the following SAP Software
Components and releases:
• R/3 4.7
viii © 2004 SAP AG. All rights reserved. 27-09-2004

Unit 1
Introduction
Unit Overview
This unit describes the general characteristics and structures of projects. Two
business examples are introduced that will be used throughout the course to
explain and demonstrate the functions of SAP Project System (SAP PS).
Unit Objectives
After completing this unit, you will be able to:
• Explain the characteristics of projects
• Name the two structures used in SAP PS
• Describe the project examples used in this course
Unit Contents
Lesson: Introduction...................................................................2
Exercise 1: Preparations (to be carried out by instructor).................. 11
27-09-2004 © 2004 SAP AG. All rights reserved. 1

Unit 1: Introduction PLM200
Lesson: Introduction
Lesson Overview
This lesson gives you a brief overview of the characteristics and phases typical
to a project. The two structures work breakdown structure and network,
which are used in SAP Project System (SAP PS) for mapping projects, are also
discussed. Both of these structures as well as basic functions and processes of
SAP PS are described in this course using two example projects. The business
examples for these two projects are introduced in this lesson.
Lesson Objectives
After completing this lesson, you will be able to:
Business Example
Two typical projects are used in this course to illustrate the functions of SAP
PS. “Elevator E-99##” is a typical investment project and is an example of a
project that is mapped using only a work breakdown structure. “Turbine
System T-200##” is a sales project and is used to explain activities and
networks. More information on these two example projects is provided in
this lesson.
Introduction
Both large-scale projects, such as constructing a factory, and smaller projects,
such as organizing a trade fair, require the numerous activities involved to be
planned, controlled and monitored precisely, systematically, and efficiently.
Professional project management is becoming an increasingly important
factor for boosting the competitive strength of companies, and not just for
those whose success is based on project-oriented business processes. A project
is an undertaking carried out by a company that is characterized by the
uniqueness of its general conditions and constraints. These conditions include
the objectives of the project, the time frame for executing it, as well as financial
and capacity-related restrictions. Projects usually involve cross-departmental
and highly complex business processes, the results of which must often yield
2 © 2004 SAP AG. All rights reserved. 27-09-2004

PLM200 Lesson: Introduction
an extremely high level of quality. Projects are often cost-intensive and
time-consuming. A further crucial factor is their strategic importance, which
means that they can also represent a risk for the enterprise.
Figure 1: Project Characteristics
The term "project" is not specific to a particular industry sector and can,
therefore, involve various aspects such as research and development projects,
investment measures, make-to-order production, and more extensive
maintenance tasks. Projects are normally given an appropriate structure
to allow dates, resources, costs, budgets and payments to be planned,
controlled, and monitored transparently. Hierarchies are often used for
evaluating aggregated data, allocating budgets, and defining responsibilities.
Project-specific organizational forms are usually created for projects that are
integrated in an enterprise’s business processes. These organizational forms
are in a position central to the user departments involved so that all the tasks
that occur when the project is executed can be properly controlled.

SAP Project System
SAP PS is a project management tool that assists you throughout all the
phases of your project. Through the high level of integration between SAP PS
and other SAP application components, such as Logistics, Accounting, and
Human Resources, SAP PS ensures that the necessary business processes are
handled quickly and efficiently. SAP PS provides structures that allow you
to map projects flexibly and with the appropriate structures. Using suitable
tools and reports in SAP PS, you can plan and monitor dates, costs, revenues,
budgets, resources, materials, and so on, for these structures.
SAP PS is part of the Operations area of mySAP Enterprise Resource
Planning (mySAP ERP). mySAP ERP covers virtually all essential business
processes with the areas Operations, Financials, Human Capital Management,
Corporate Services, and Analytics.
SAP PS is also part of mySAP Product Lifecycle Management (mySAP PLM)
Program and Project Management. Program and Project Management is a
key area of the enterprise solution mySAP PLM that contains functions for
product-related business processes to support the initial idea for a product,
the design and engineering phases, the preparatory production processes
and engineering change management right through to the maintenance and
service.

Figure 2: SAP Project System
The two structures provided by SAP PS for mapping projects in SAP R/3
are work breakdown structures and networks. You use a work breakdown
structure to organize a project in the form of a hierarchy, and so map the
structure of the project. Networks, on the other hand, are used to represent
the individual project activities together with their temporal and logical
relationships, in other words, the flow of the project. You can map a project
using just one work breakdown structure or one network. You can, however,
also represent a project using a work breakdown structure and one or more
networks in order to use the characteristics of both structures together. Work
breakdown structures consist of work breakdown structure elements (WBS
elements) that are arranged at various levels to produce a hierarchical model
of the project activities to be carried out. Each individual WBS element can
act as a controlling object in which you can plan and monitor costs, revenues,
payments, budgets, and dates. A network represents the flow of a project.
The individual tasks in the project are mapped as activities in a network.
The temporal and logical dependencies between the various activities can
be represented as links, also known as relationships. Activities form the
operative basis for planning and controlling dates, costs, and resources
(personnel, machinery, PRTs, materials). When activities are assigned to WBS

elements, the dates and costs defined in the individual activities are totaled up
(aggregated) at the WBS level, and can be evaluated. Activity funds already
assigned are checked against the budgets of the WBS elements.
Figure 3: Structures
Two example projects explain how you can use the two structures, work
breakdown structure and network, when you are managing projects with SAP
PS. The various functions they support are also described.
Business Examples
The project with the ID E-99## (## stands for the number of the group a course
participant belongs to) is an example of an investment or cost project that can
be mapped with just a work breakdown structure, that is, without networks
or activities. You use the work breakdown structure in this business example
to plan and monitor the project for constructing an elevator in your company.
Cost-related aspects are particularly important as the project is being executed.

Figure 4: Investment Project E-99##
The following steps are carried out in this course for project E-99##:
1. Create a suitable work breakdown structure using the Project Builder
2. Plan basic dates manually for WBS elements using the project planning
board
3. Plan costs manually for the WBS elements using Easy Cost Planning
4. Budget WBS elements
5. Enter actual dates during the project execution phase
6. Assign various documents for WBS elements using Execution Services
for updating commitment and actual costs
7. Calculate overhead costs and carry out settlement to assets under
construction in Asset Accounting using the Schedule Manager
Project Builder, project planning board, Easy Cost Planning, Execution
Services, and Schedule Manager are tools in SAP R/3 that are used here to
carry out the various steps. In addition to these tools, this course introduces
you to a range of reports and information systems that you can use to evaluate
the project data during the various project phases.
Project T-200## is used in this course as an example of a sales project that
is mapped in SAP R/3 with a work breakdown structure and a network.
The starting point for creating and executing the project in this business
example is a customer inquiry and, later on, a sales order for constructing a
turbine system. In addition to Controlling-related aspects for developing and
constructing the turbine system, it is also important to consider a number

of logistical requirements (on-time material procurement, availability of
capacity). The network acts as a quantity structure for planning dates, costs,
resources, and material requirements automatically.
Figure 5: Sales Project T-200##

The following steps are carried out in this course for project T-200##:
1. Create a customer inquiry in Sales and Distribution
2. Create a project (work breakdown structure and network) using standard
structures
3. Plan dates using scheduling
4. Plan resources
• Plan capacity requirements
• Distribute work among the workforce
• Plan the external procurement of services
5. Plan materials by transferring bills of material
6. Plan costs using network costing
7. Create sales pricing data
• Create a quotation based on a project cost plan
• Plan revenues for the project
8. Create a sales order with a billing plan in Sales and Distribution
9. Enter confirmations (in particular, using the cross-application time sheet
CATS)
10. Purchase materials and services
11. Document variances using claims
12. Post revenues using milestone billing
13. Calculate overhead costs, carry out a results analysis and settle the results
analysis values to the profitability segment
In this business example too, you will use suitable reports to track planned and
actual data (dates, resources, costs, revenues, and payments) that is written to
the network activities. By assigning the activities to WBS elements, you can
aggregate activity data at work breakdown structure level and evaluate it.
In simplified terms, a project can generally be divided into the following
phases:

Figure 6: Phases in a Project
A high degree of precision is required when planning and coordinating large
and complex projects. When planning the flow of a project, you will schedule
deadlines and dates, make resources available, and assign funds. SAP PS
gives you the support you need throughout all phases of the project.

Exercise 1: Preparations (to be carried out
by instructor)
Exercise Objectives
After completing this exercise, you will be able to:
• Make the system settings required for the course (instructor only)
Business Example
Original IDES data is used for structuring, planning and executing the
example projects. You also have to make a number of additional individual
settings in the SAP R/3 System.
Task 1: Preparations (to be carried out by instructor)
Check the parameters in the user master data and the settings in the SAP R/3
System that are required for carrying out the demonstrations and exercises.
1. Check the user master records for the course participants. They should
contain suitable parameters and fixed values.
2. In Customizing for Project System, set the Adjust Basic Dates indicator in
the 130000000001 IDES Scheduling Forward profile for WBS scheduling.
3. PS Cash Management must be activated in company code 1000 to ensure
that the payment data is updated. Check this setting in Customizing
for Project System.
4. To carry out period-end closing using the Schedule Manager, you have to
maintain a prefix number for the SAP R/3 System (transaction OOW4).
Check workflow Customizing using transaction SWU3, and if necessary
perform automatic workflow Customizing.
In the TVARV table, you have to enter suitable values for the parameters
PS_PERIOD and PS_YEAR (transaction SM31). Make the appropriate
settings in the system.
Continued on next page

Task 2: Language Settings (to be carried out by
instructor; only for courses not held in German)
German is set as the original language for master data in the IDES systems.
For courses held in other languages, the master data short texts need to be
switched to those languages.
Hint: The example shows the texts being converted to English (EN).
No changes need to be made for courses held in German.
1. Set the short texts for standard networks and standard projects to
EN using transaction YILA. Use the text pools ZT-TRAIN-PS-01,
ZT-TRAIN-PS-02 and ZT-TRAINING-PS-03.
2. Set the language for vendor 1000 to the required language (in our
example, English). Use transaction XK02 to change the vendor data.
3. Set the language for customer 1600 to the required language (in our
example, English). Use transaction XD02 to change the customer data.

Solution 1: Preparations (to be carried out
by instructor)
Task 1: Preparations (to be carried out by instructor)
Check the parameters in the user master data and the settings in the SAP R/3
System that are required for carrying out the demonstrations and exercises.
1. Check the user master records for the course participants. They should
contain suitable parameters and fixed values.
a) Check the parameters for the participants using transaction SU01.
The following parameters should be maintained:
Parameter Value Text
BUK 1000 Company Code
CAC 1000 Controlling Area
PDB 130000000000 Profile for logical
database PSJ
PFL YIDES_130000 Profile for project
information system
WRK 1300 Plant
b) Set suitable fixed values for:
• Decimal places
• Date format
• Time zone
2. In Customizing for Project System, set the Adjust Basic Dates indicator in
the 130000000001 IDES Scheduling Forward profile for WBS scheduling.
a) In Customizing for the Project System, choose SAP Customizing
Implementation Guide → Project System → Dates → Date Planning
in WBS → Define Parameters for WBS Scheduling. Then display the
details of the 130000000001 IDES Scheduling Forward profile. Set the
Adjust Basic Dates indicator and save your changes.

3. PS Cash Management must be activated in company code 1000 to ensure
that the payment data is updated. Check this setting in Customizing
for Project System.
a) In Customizing for the Project System, choose SAP Customizing
Implementation Guide → Project System → Payments → Activate Project
Cash Management in Company Code. The following setting is required:
CoCd FMA Actv.
1000 1000 x
4. To carry out period-end closing using the Schedule Manager, you have to
maintain a prefix number for the SAP R/3 System (transaction OOW4).
Check workflow Customizing using transaction SWU3, and if necessary
perform automatic workflow Customizing.
In the TVARV table, you have to enter suitable values for the parameters
PS_PERIOD and PS_YEAR (transaction SM31). Make the appropriate
settings in the system.
a) Call up transaction OOW4. Check whether the table contains the
training system and your client. If necessary, enter a new line with
any number you like ### (for example, 865), and your system and
client number. Save the data as a local object.
b) Check the standard settings for the workflow. To do so, call up
transaction SWU3. The status (OK) should be displayed for all
entries. If this is not the case, perform automatic Customizing.
c) Call up transaction SM31 for maintaining tables. Enter table TVARV
on the selection screen. Call up the screen for maintaining the data.
Change the parameter values in accordance with the following table
and save your changes.
Name Value
PS_PERIOD Current month
PS_YEAR Current year

Task 2: Language Settings (to be carried out by
instructor; only for courses not held in German)
German is set as the original language for master data in the IDES systems.
For courses held in other languages, the master data short texts need to be
switched to those languages.
Hint: The example shows the texts being converted to English (EN).
No changes need to be made for courses held in German.
1. Set the short texts for standard networks and standard projects to
EN using transaction YILA. Use the text pools ZT-TRAIN-PS-01,
ZT-TRAIN-PS-02 and ZT-TRAINING-PS-03.
a) Call up transaction YILA. If necessary, confirm the dialog box with
the message on the language switch. Enter the following data in the
lower section of the screen (Selection: Textpool):
Field Value
Target Language EN
Text Pool ZT-TRAIN-PS-01
Select Update Short Texts.
Update the texts in text pools ZT-TRAIN-PS-02 and
ZT-TRAINING-PS-03 in the same way.

2. Set the language for vendor 1000 to the required language (in our
example, English). Use transaction XK02 to change the vendor data.
a) Call up transaction XK02. Enter the following data on the initial
screen:
Field Value
Vendor 1000
Company Code 1000
Purchasing Organization 1000
Address x
Confirm your entries with Enter. In the Language field, choose
English and save your changes.
3. Set the language for customer 1600 to the required language (in our
example, English). Use transaction XD02 to change the customer data.
a) Call up transaction XD02. Enter the following data on the initial
screen:
Field Value
Customer 1600
Company Code 1000
Sales organization 1000
Distribution channel 10
Division 00
Confirm your entries with Enter. On the Address tab page, go to
the Language field, choose English and save your changes.

Lesson Summary
You should now be able to:

Unit Summary PLM200
Unit Summary
Related Information
• For more information about mySAP PLM and the various key areas of
mySAP PLM, see the SAP Service Marketplace at service.sap.com/plm.
• For information about SAP ERP, see the SAP Service Marketplace at
service.sap.com/erp.

Unit 2
Project Structures
Unit Overview
The first step in planning a project involves creating the structural framework
for all the necessary activities and processes and representing their actual
structures and flows. SAP Project System provides two basic elements for
mapping the structures of projects, namely work breakdown structures and
networks. These structures form the basis for all further steps involved in
planning and executing the project. This unit describes how projects are
structured using work breakdown structures and networks.
Unit Objectives
• Describe the tasks and structure of work breakdown structures
• Use the Project Builder and hierarchy graphic to maintain work
breakdown structures
• Describe the tasks and structure of networks
• Use the Project Builder and network graphic to maintain networks
• Assign PS texts, documents, and milestones
• Use the mass change function
• Name the functions of Open PS
Unit Contents
Lesson: Work Breakdown Structure............................................... 20
Exercise 2: Work Breakdown Structure ...................................... 27
Lesson: Activities and Networks ................................................... 36
Exercise 3: Activities and Networks .......................................... 41
Lesson: Milestones, Documents, and Tools...................................... 51
Exercise 4: Milestones, Documents, and Mass Change ................... 55

Unit 2: Project Structures PLM200
Lesson: Work Breakdown Structure
Lesson Overview
Project E-99## is used as an example in this lesson to describe the structure
and tasks of work breakdown structures. It also introduces you to the Project
Builder, a tool that is ideally suited to structuring projects.
Lesson Objectives
Business Example
In order to plan and then execute the investment project “Elevator E-99##” in
your company, you will need a suitable work breakdown structure. Therefore,
create a work breakdown structure using the Project Builder.
Structure and Function of Work Breakdown Structures
A work breakdown structure is a model of a project, and shows the project
activities to be carried out as a hierarchical structure. The various work
packages in the project are described in individual work breakdown structure
elements (WBS elements). You can further divide these elements at various
levels until you reach the level of detail you require. The WBS elements are
the objects that are actually used for planning and updating actual data. The
focus here is on planning, controlling, and analyzing costs, basic dates, and
budgets. Because the work breakdown structure is structured hierarchically,
the data can be summarized and displayed for the corresponding higher-level
WBS elements. When you create a work breakdown structure, you also have
to create a project definition. The project definition is a framework for all
the objects created within a project. The project definition contains data that
affects the entire project (for example, start and finish dates, organizational
data, and planning parameters). It contains default values that can be passed
on to the WBS elements. The controlling area, which you specify when you
create a project definition, is unique for the entire project. You specify it
once you have created the project. You define organizational units such as
company code, business area, profit center, and plant for each WBS element.

PLM200 Lesson: Work Breakdown Structure
You can use the Project Builder or the project planning board to create and
change the project definition and work breakdown structure. You can edit
projects in tabular or graphical mode.
Figure 7: Structure of Project E-99##
The work breakdown structure (WBS) forms the basis for all subsequent
planning tasks in the project. The focus here is on planning, analyzing,
describing, controlling, and monitoring costs, basic dates, and the budget.
Costs, dates, and payments are often planned using activities that are assigned
to WBS elements. The “Tasks of the Work Breakdown Structure” figure shows
the various functions that a work breakdown structure can perform during a
project.

Figure 8: Tasks of the Work Breakdown Structure
Creating a Work Breakdown Structure
There are various ways of creating and editing a work breakdown structure.
The Project Builder is a clearly-structured tool in SAP Project System (SAP
PS) that is extremely user-friendly and allows projects to be edited quickly
and efficiently. You can use the Project Builder to maintain any object in
SAP PS, except for the assignment of production resources and tools (PRT).
Context-sensitive menus, Drag&Drop, and the option of defining your own
worklist and set of templates help you edit your projects more easily. The
Project Builder consists of a window divided into three areas: the structure
overview is in the top left of the window, the worklist in the bottom left, and on
the right is an area of displaying and editing data. The structure contains the
selected project data of the current project with its hierarchical relationships.
You use the worklist to store frequently-used projects, networks, and WBS
elements on a user-specific basis. The worklist always displays a list of the
last five projects edited. The templates are used as a set of proposals while a
project is being edited from which you can incorporate new elements in the
project and integrate copy templates. The work area displays a detail view
of the selected object in the structure and allows you to access the overviews
of lower-level objects directly. You use the work area to edit the individual

project elements. You can navigate between the various views (detail views
and overviews), graphics, and project planning board quickly and efficiently
in the Project Builder in order to maintain the structures.
Figure 9: Project Builder
You use operative indicators to define the characteristics of a WBS element,
and to specify what tasks the WBS element will assume while the project is
being executed:
• WBS elements for which you want to plan costs are flagged as planning
elements.
• WBS elements to which you want to post actual costs are flagged as
account assignment elements.
• WBS elements for which you want to plan or post revenues are flagged
as billing elements.
Each WBS element is assigned its own company code. Since different
company codes can be assigned to the various WBS elements in a project,
this means that it is possible to process projects across companies. You can
assign profit centers, business areas, persons responsible, partners (internal
and external), and cost centers responsible for the project to WBS elements.
These assignments are used mainly for reporting purposes (see unit entitled
“Reporting”). For example, this data allows you to analyze a large number
of projects together by business area and person responsible using project
summarization. You can also analyze the project key figures of several

projects in your cost center hierarchy or profit center hierarchy. When
documents are assigned, the business area and profit center are derived from
the corresponding WBS element. This information can be used later for
reporting by business area or in profit center accounting. You can generate
cost-center-based settlement rules for costs projects. You can specify in the
system that an e-mail should be sent to the person responsible for the project
entered in a WBS element if the budget is exceeded. You can also use R/3
Partner Processing to assign customers, vendors, personnel numbers, system
users, work centers, shipping points, HR organizational units, and other
objects to WBS elements. When you do so, the system conducts checks against
existing R/3 master data.
Figure 10: Operative Indicators and Organizational Data
The “Maintenance Options” diagram shows different ways of creating and
extending work breakdown structures. You can use the Project Builder to
create and change WBS elements. You can do this on detail screens or in the
list of WBS elements. You can use the hierarchy graphic to change WBS
elements (by double-clicking them). You can also create new WBS elements,
and insert these in the hierarchy (connect mode). In addition to maintaining
projects manually in the Project Builder or using the hierarchy graphic (1, 2),
you can also use existing project structures or standard projects as templates

to copy from. When you create a new WBS, you can use an existing WBS,
a section of the project hierarchy, or a standard WBS as a template to copy
from. You can also incorporate WBS elements from other projects or from a
standard WBS in an existing WBS (3, 4). Other transactions are available in
addition to the Project Builder, for example the project planning board for
creating and editing a WBS.
Figure 11: Maintenance Options
You can analyze and edit the structure of the WBS in the hierarchy graphic. For
example, you can create new WBS elements or cut and paste subtrees from the
hierarchy. You can call up the hierarchy graphic in various functions of Project
System (in the Project Builder or project planning board, for example, in cost
planning, scheduling, budget management, or in the information system).

Figure 12: Hierarchy Graphic

Exercise 2: Work Breakdown Structure
Exercise Objectives
• Create and edit work breakdown structures using the Project Builder
Business Example
You are planning the construction of an elevator for your company. In order
to plan and then execute and monitor this investment project, you create a
suitable work breakdown structure using the Project Builder.
Hint: In the following exercises, ## indicates your group number (## =
01, 02, and so on).
Task: Project E-99##
Create a project E-99## in the Project Builder. Get to know the various ways of
creating and editing work breakdown structures in the Project Builder.
1. In the Project System menu, start the Project Builder transaction and set the
necessary options so that you can see all 99 hierarchy levels of a project.
Create a project with the identification E-99## and description
Elevator Gr## in the Project Builder. Use Investment Projects as the
project profile. In the basic data for the project definition, enter the
number ## for the person responsible.
Use your right mouse button in the structure header to change the order
in which Identification and Name are displayed. Save your project.
2. Open project E-99## Elevator Gr## in the Project Builder. So far, you
have only created a project definition. In the WBS Element Overview,
create WBS elements with the identifications (and descriptions)
E-99## (Elevator Gr##), E-99##-1 (Engineering), E-99##-1-1
(Electrical Engineering) and E-99##-1-2 (Mechanical
Engineering). To avoid making any mistakes when entering your data,
use the @ entry aid. The account assignment element operative indicator
(Acct column) is to be set for all WBS elements. Flag WBS elements E-99##
and E-99##-1 as planning elements as well (PE column).

3. Create further WBS elements for your project E-99## in the Project Builder
using a template to copy from. In this way, you can put the experience
gained from past projects to use in your current project. In the structure
underneath the WBS element E-99##, insert further WBS elements. Use
the context menu in the structure (right-hand mouse button) to do this
and not the templates area. Use the subtree E-1001-2 of a standard
work breakdown structure to copy from. WBS element E-1001-2 (root)
is also to be inserted underneath WBS element E-99## and to the right
of WBS elements that have already been assigned. Make sure that you
do not insert any activities.
Next derive the hierarchical structure of your work breakdown structure
from the numbers of the WBS elements.
Finally, adjust the data of the new WBS elements to the requirements of
your current project. To do this, assign the person responsible ## and
investment profile 1000 to all new WBS elements.
4. Use Drag&Drop to create a new WBS element E-99##-3 with the
name Assembly underneath WBS element E-99## Elevator Gr##. Set the
operative indicators of the new WBS element in such a way that you can
plan costs and post them to this WBS element later on.
Analyze the hierarchical structure and operative indicators of the WBS
elements in your project in the hierarchy graphic. If necessary, set the
operative indicators in such a way that only the WBS elements at levels 1
and 2 allow costs to be planned.
In the hierarchy graphic, create a new WBS element with the
identification E-99##-4 and the name Acceptance. Assign this WBS
element underneath WBS element E-99## in connect mode. In the
hierarchy graphic, set the Planning Element operative indicator for the
new WBS element.
Then save your project.
5. Optional: Answer the following questions on project E-99##:
Which controlling area is project E-99## assigned to?
How many levels does the work breakdown structure of project E-99##
contain?
For which WBS elements can you plan revenues?

Solution 2: Work Breakdown Structure
Task: Project E-99##
Create a project E-99## in the Project Builder. Get to know the various ways of
creating and editing work breakdown structures in the Project Builder.
1. In the Project System menu, start the Project Builder transaction and set the
necessary options so that you can see all 99 hierarchy levels of a project.
Create a project with the identification E-99## and description
Elevator Gr## in the Project Builder. Use Investment Projects as the
project profile. In the basic data for the project definition, enter the
number ## for the person responsible.

Use your right mouse button in the structure header to change the order
in which Identification and Name are displayed. Save your project.
a) In the SAP menu, go to the Project System folder and open the
Project Builder. Choose SAP Menu → Accounting → Project System →
Project → Project Builder.
If you are opening the Project Builder for the first time, two dialog
boxes appear. Set the Skip this in future indicator in the first dialog
box and confirm this with Enter. In the next dialog box for
user-specific options, set the number of hierarchy levels displayed for
a project to 99 and confirm this with Enter.
Hint: You can change the user-specific options in the Project
Builder whenever you need to. To do so, choose Settings →
Options in the Project Builder menu bar.
b) To create a project, choose Create Project. Enter the following
data for the project definition:
Field Name Values
Project Definition E-99##
Text (without caption) Elevator Gr##
Project Profile Investment Projects
Confirm your entries with Enter. The project definition is shown
in the structure.
Position your cursor on the header of the structure. To change the
display sequence, click the right-hand mouse button and choose
Display Sequence → Identification - Name.
On the Basic Data tab page of the project definition, enter ## for the
person responsible and confirm your entry with Enter.
Save your project.
2. Open project E-99## Elevator Gr## in the Project Builder. So far, you
have only created a project definition. In the WBS Element Overview,
create WBS elements with the identifications (and descriptions)
E-99## (Elevator Gr##), E-99##-1 (Engineering), E-99##-1-1
(Electrical Engineering) and E-99##-1-2 (Mechanical

Engineering). To avoid making any mistakes when entering your data,
use the @ entry aid. The account assignment element operative indicator
(Acct column) is to be set for all WBS elements. Flag WBS elements E-99##
and E-99##-1 as planning elements as well (PE column).
a) You are still in the Project Builder. The project you created earlier
is displayed in the worklist under Last Projects Processed. To open
your project, double-click the project E-99## Elevator Gr##. Switch
from the detail data of the project definition to the WBS Element
Overview . Enter the following data – if this is not defaulted by
the system – in the table (to set the operative indicators, scroll to the
right in the table):
Level WBS Element Description PE Acct
1 @ Elevator Gr## x x
1 @1 Engineering x x
1 @11 Electrical
Engineering
x
1 @12 Mechanical
Engineering
x
To create the WBS elements, choose Enter. The WBS elements are
now displayed underneath the project definition in the structure.
3. Create further WBS elements for your project E-99## in the Project Builder
using a template to copy from. In this way, you can put the experience
gained from past projects to use in your current project. In the structure
underneath the WBS element E-99##, insert further WBS elements. Use
the context menu in the structure (right-hand mouse button) to do this
and not the templates area. Use the subtree E-1001-2 of a standard
work breakdown structure to copy from. WBS element E-1001-2 (root)
is also to be inserted underneath WBS element E-99## and to the right
of WBS elements that have already been assigned. Make sure that you
do not insert any activities.
Next derive the hierarchical structure of your work breakdown structure
from the numbers of the WBS elements.

Finally, adjust the data of the new WBS elements to the requirements of
your current project. To do this, assign the person responsible ## and
investment profile 1000 to all new WBS elements.
a) Project E-99## is still open in the Project Builder. Select WBS element
(not the project definition) E-99## Elevator Gr## in the structure.
To include WBS elements, click the right-hand mouse button and
choose Include → WBS Elements.
A dialog box then appears. Choose Standard WBS and enter the
following data:
Field Name Values
Below E-1001-2
With Root x
Right x
Without Activities x !!!
Confirm your entries with Include. A subtree containing WBS
elements for procurement is assigned to WBS element E-99##.
b) To derive the structure from the numbers of the WBS elements,
choose Project → Derive Structure → Execute.
In the structure, select WBS element E-99##-2 Procurement and
on the detail screen of the WBS element, go to the Basic Data tab
page and enter ## for the peron responsible. On the Control tab
page, enter 1000 in the Investment Profile field. Assign the person
responsible ## and investment profile 1000 to WBS elements
E-99##-2-1, E-99##-2-2 and E-99##-2-3 in the same way.
4. Use Drag&Drop to create a new WBS element E-99##-3 with the
name Assembly underneath WBS element E-99## Elevator Gr##. Set the
operative indicators of the new WBS element in such a way that you can
plan costs and post them to this WBS element later on.
Analyze the hierarchical structure and operative indicators of the WBS
elements in your project in the hierarchy graphic. If necessary, set the
operative indicators in such a way that only the WBS elements at levels 1
and 2 allow costs to be planned.

In the hierarchy graphic, create a new WBS element with the
identification E-99##-4 and the name Acceptance. Assign this WBS
element underneath WBS element E-99## in connect mode. In the
hierarchy graphic, set the Planning Element operative indicator for the
new WBS element.
Then save your project.
a) Project E-99## is still open in the Project Builder. Use Drag&Drop to
drag a WBS Element from the templates area (under Individual
Objects) to WBS element E-99## Elevator Gr## at the top of the
hierarchy. Enter the following data on the detail screen of the WBS
element:
Field Name Values
WBS Element E-99##-3
Text (without caption) Assembly
Planning Element x
Confirm your entries with Enter. The WBS element is displayed
in the structure.
b) To call up the hierarchy graphic, choose Hierarchy Graphic. Since
you do not want to plan costs for level-3 WBS elements E-99##-2-1,
E-99##-2-2 and E-99##-2-3, deselect the Planning Element operative
indicator for these WBS elements. To do this, double-click the Plan
field in the hierarchy graphic. The WBS elements are then no longer
flagged as planning elements.
To create a new WBS element, choose Create. An input area
appears underneath the display area. Select the WBS element in
this input area (click it once). The shape of the cursor changes
(box-shaped). Click a free space in the display area. A dialog box
appears with the detail screen of the new WBS element. Enter the
following data:
Field Name Values
WBS Element E-99##-4
Text (without caption) Acceptance

Confirm your entries with Back. The new WBS element is
displayed in the display area at level 1.
To start connect mode, choose Connect. The shape of the cursor
changes (pencil). Keeping your finger down on the left-hand mouse
button, draw a line from E-99## to E-99##-4. To deactivate the
connect mode, click a free space in the display area.
If you have not yet set the Planning Element operative indicator
on the detail screen of WBS element E-99##-4, double-click the
appropriate Plan field of the WBS element in the display area. The
operative indicator is now set.
To save the changes you have made to your project, choose
Back and Save.
5. Optional: Answer the following questions on project E-99##:
Which controlling area is project E-99## assigned to?
How many levels does the work breakdown structure of project E-99##
contain?
For which WBS elements can you plan revenues?
a) To answer the questions, open project E-99## in the Project Builder.
To open the project, double-click project E-99## Elevator Gr## in
the worklist.
You specify the controlling area on the Basic Data tab page of the
project definition when you create the project. In your project,
the value 1000 (CO Europe) is entered in the CO Area field in the
project definition. The value was entered as a default value in the
project profile.
The work breakdown structure comprises three levels. You can
see these in the structure on the left of the Project Builder or in the
hierarchy graphic. The number of levels is also indicated in the
tabular WBS element overview in the Level column.
Project E-99## is a pure cost project. This means that none of the
WBS elements in your project is flagged as a billing element. You
cannot, therefore, plan revenues for any WBS element.
If necessary, close your project with Back.

Lesson Summary

Lesson: Activities and Networks
Lesson Overview
This lesson looks at the structure and function of networks. The tasks
performed by the various activities in a network are described using project
T-200## as an example.
Lesson Objectives
Business Example
A customer inquiry regarding the construction of a turbine system is entered
in the Sales & Distribution department of your company. To create a quotation
for this inquiry, you create a project called “Turbine System T-200##” using a
suitable template to copy from. You then adapt the network to the specific
requirements of the project.
Structure and Function of Networks
Networks map the flow of the project. The focus here is on describing,
planning, controlling, and analyzing costs, scheduled dates, resources, and
material requirements. The basic elements that go to make up a network
include activities and relationships that describe the tasks and temporal
dependencies between the various tasks in a project. SAP Project System
supports the following activity categories:
• Internal processing: for capacities to be staged in your own company
• External processing: for tasks to be assigned externally
• Service activities: for procuring external services
• Costs: for planning additional primary costs
Activities are linked to each other by means of relationships - this results
in a causal and temporal activity sequence. In this way, networks form a
quantity structure for planning dates (automatically via scheduling), costs
(automatically via costing), resources (internal activities and external services),
and for planning material requirements (by means of assigned components).
You can create activities and maintain the data for them in the Project Builder

PLM200 Lesson: Activities and Networks
and project planning board, for example. In the Project Builder, you create
activities for WBS elements. This means that the activities are assigned to the
WBS elements in question. It also means that the planned and actual data for
the activities (dates, costs, payment data) can be aggregated at WBS element
level. A network always includes a network header that contains the control
data and default values for the entire network.
Figure 13: Structure of Project T-200##
You use the activities in the network to plan the labor, capacities, materials,
tools, and services you require to carry out various tasks in your project.
By assigning milestones to activities, you can document events that are
particularly important for the progress of the project and reference their
respective dates in billing or invoicing plans, for example. During the project
execution phase, commitment and actual costs are updated automatically to
the network activities as a result of various business transactions (for example,
confirmations, ordering processes, goods issues, incoming invoices). Key
functions of networks and activities are shown in the “Tasks of the Network”
diagram.

Figure 14: Tasks of the Network
Creating Networks
The following diagram illustrates the various ways in which networks and
activities can be created and edited.

Figure 15: Maintenance Options
In addition to maintaining data manually and in the network graphic (1,
2), you can also use existing operative structures or standard structures as
templates to copy from. When you create activities, you can use a standard
network or an existing network as a template to copy from (3). You can also
incorporate standard networks in an existing network (4). Using the Project
Builder or the project planning board, you can copy a standard project or
existing operative project (including all of its activities) to a new project
structure (5).

Figure 16: Network Structure Graphic
All of the functions you need to create or change a network are available in
the network graphic (the functions for inserting activities or relationships,
for example). You can access the network graphic from various functions
in Project System (the Project Builder, project planning board, or the
information system, for example). The cycle analysis is a function that you
can only perform in the network graphic. A cycle is a closed sequence of
relationships and activities ("closed" means that, when you start out from
an activity, you end up back at the same activity, by way of relationships).
If the activity-relationship-activity path is cyclical, you will not be able to
schedule the network. Cycle analysis is a tool that enables you to detect
cyclical relationships, and correct them.

Exercise 3: Activities and Networks
Exercise Objectives
• Create projects in the Project Builder using a template
• Edit networks in the Project Builder
Business Example
You want to create a project for constructing a turbine system. The planned
data from this project will be used later to create a quotation. To put the
experience gained from past projects to use and to enable these projects to be
compared more easily, use standard structures as templates when you create
your project. Then adapt the operative structures to the specific requirements
of the current project.
01, 02, and so on).
Task: Project T-200##
Create a project called T-200## in the Project Builder. Get to know the various
ways of editing networks in the Project Builder.
1. In the Project Builder, use a template to create a project with the
identification T-200## and description Turbine Gr##. Use the
standard project T-20001 as a template and Turbine Model Group 1 as the
project profile. Make sure that any assigned activities are also copied.
The start date for your project is today. The finish date is one year later.
Save project T-200##.
2. Open project T-200## Turbine Gr## in the Project Builder. Assign WBS
element T-200##.1 Engineering and Design the following three activities:
Some of the engineering work for the rotating blades of the turbine
is to be outsourced to an engineering company. Create an externally
processed activity 1400 for this with the description Engineering of
Rotating Blades. Use purchasing info record 5500000093.

Employees in your company are to perform a quality check on the
outsourced engineering work. Create an internally processed activity
1500 for this with the description Quality Check on Rotating
Blades. Plan 10 hours work at work center 2400 and a duration of
2 days for performing the check.
Use costs activity 6000 with the description Service to plan additional
costs amounting to EUR 4,000 for cost element 466000.
Assign this new costs activity 6000 Service using Drag&Drop to WBS
element T-200##.5 Assembly Processing.
3. You have not yet created any temporal relationships between the
activities you have created and other activities in your network. Create
the following relationships:
In the Relationship Overview of the Project Builder, first create an FS
relationship from activity 5000 Assembly and Test Run to activity 6000
Service.
Then call up the network graphic and select the appropriate view.
Choose just the display area, for example, and select the appropriate
view for the activities. In connect mode, create FS relationships between
activities 1000 and 1400, 1400 and 1500, as well as 1500 and 4000.
Plan material costs for components that you will not assign to the
activities until later on. On the Assignments tab page, enter EUR 150,000
and EUR 135,000 as material planning values in activities 3000
Preliminary Orders and 3100 Material Procurement Plant Components.
Save the changes you have made to the project.
4. Optional: Answer the following questions on the network and activities
in your project T-200##:
Which number is entered in your network for the MRP controller
responsible?
In which internally processed activity in your project has a work center
not been maintained?
Which purchasing group is responsible for purchasing the external
service that you planned using activity 1400 Engineering of Rotating Blades?

Solution 3: Activities and Networks
Task: Project T-200##
Create a project called T-200## in the Project Builder. Get to know the various
ways of editing networks in the Project Builder.
1. In the Project Builder, use a template to create a project with the
identification T-200## and description Turbine Gr##. Use the
standard project T-20001 as a template and Turbine Model Group 1 as the

project profile. Make sure that any assigned activities are also copied.
The start date for your project is today. The finish date is one year later.
Save project T-200##.
Project Builder. Choose SAP Menu → Logistics → Project System →
To create a project using a template, choose Create Copy Project.
Enter the following data in the dialog box:
Field Name Values
Project Definition T-200##
Description Turbine Gr##
Start Today’s date
Finish Date Today + 1 year
Project Profile Turbine Model Group 1
Template Std. proj. def. T-20001
Leave other fields as they are
The With Activities indicator should be set. Confirm your entries and
any warnings that appear regarding the finish date with Enter.
Hint: In the structure, you can now see various objects that
were copied from the standard project:
• Project definition
• WBS elements
• Network header (with the provisional number, for
example, %00000000001)
• Activities
• Milestone
Save your project.
2. Open project T-200## Turbine Gr## in the Project Builder. Assign WBS
element T-200##.1 Engineering and Design the following three activities:

Some of the engineering work for the rotating blades of the turbine
is to be outsourced to an engineering company. Create an externally
processed activity 1400 for this with the description Engineering of
Rotating Blades. Use purchasing info record 5500000093.
Employees in your company are to perform a quality check on the
outsourced engineering work. Create an internally processed activity
1500 for this with the description Quality Check on Rotating
Blades. Plan 10 hours work at work center 2400 and a duration of
2 days for performing the check.
Use costs activity 6000 with the description Service to plan additional
costs amounting to EUR 4,000 for cost element 466000.
Assign this new costs activity 6000 Service using Drag&Drop to WBS
element T-200##.5 Assembly Processing.
a) You are still in the Project Builder. The project you created earlier is
displayed in the worklist under Last Projects Processed. To open your
project, double-click T-200## Turbine Gr##.
Hint: If the system does not display all levels, fully expand
the structure . To avoid having to carry out this step, you
can enter a suitable value in the Project Builder options for
the number of hierarchy levels to be displayed (Settings →
Options).
In the structure, select WBS element T-200##.1 Engineering and
Design. To create an externally-processed activity for this WBS
element, go to the template area and choose External Processing
(under Individual Objects → Activity). Enter the following data on
the detail screen of the activity:
Field Name Values
Activity 1400
Text (without caption) Engineering of Rotating Blades
Info Record 5500000093

Choose Enter to confirm your entries and that purchasing data
should be read from the purchasing info record. The activity is
created and is displayed in the structure underneath WBS element
T-200##.1 Engineering and Design.
b) In the structure, select WBS element T-200##.1 Engineering and
Design again. To create an internally-processed activity for this
WBS element, go to the template area and double-click Internal
Processing. Enter the following data on the detail screen of the
activity:
Field Name Values
Activity 1500
Text (without caption) Quality Check on Rotating
Blades
Work Center 2400
Work 10 HR
Normal Duration 2 DAY
Confirm your entries with Enter.
c) In the structure, select WBS element T-200##.1 Engineering and
Design again. To create a costs activity for this WBS element, go to
the template area and double-click Costs. Enter the following
data on the detail screen of the activity:
Field Name Values
Activity 6000
Text (without caption) Service
Amount 4,000 EUR
Confirm your entries with Enter. The activity is displayed in
the structure underneath WBS element T-200##.1 Engineering
and Design.

To assign the costs activity to WBS element T-200##.5 Assembly
Processing, select activity 6000 Service in the structure, and
holding the left-hand mouse button down, drag it to WBS element
T-200##.5 Assembly Processing.
3. You have not yet created any temporal relationships between the
activities you have created and other activities in your network. Create
the following relationships:
In the Relationship Overview of the Project Builder, first create an FS
relationship from activity 5000 Assembly and Test Run to activity 6000
Service.
Then call up the network graphic and select the appropriate view.
Choose just the display area, for example, and select the appropriate
view for the activities. In connect mode, create FS relationships between
activities 1000 and 1400, 1400 and 1500, as well as 1500 and 4000.
Plan material costs for components that you will not assign to the
activities until later on. On the Assignments tab page, enter EUR 150,000
and EUR 135,000 as material planning values in activities 3000
Preliminary Orders and 3100 Material Procurement Plant Components.
Save the changes you have made to the project.
a) Project T-200## Turbine Gr01 is still open in the Project Builder.
You have already selected activity 6000 Service in the structure.
To create a relationship for activity 5000 Assembly and Test Run
in tabular mode, choose Relationship Overview. In the Activity
Selection area, select activity 5000 Assembly and Test Run and choose
Create Relationship.
Hint: You can restrict the number of activities listed in
Activity Selection by entering suitable criteria, such as activity
number or activity short text. Alternatively, you can enter
the activity number directly in the list of relationships and
create the relationship in this way.
The activity number appears in the list of relationships. The Scs
(successor) indicator is not set. This means that activity 5000
Assembly and Test Run is the predecessor of activity 6000 Service. FS
(finish-start) is entered as the type of relationship.

b) To call up the network graphic, choose Network Graphic. In the
network graphic, choose Settings → View → Display and then
Complete View. If necessary, select the appropriate view for the
activities. To do so, choose Activities... and then small in the
dialog box for the activity display.
To create relationships in graphical mode, choose Connect. The
shape of the cursor changes (pencil). Holding the left-hand mouse
button down, draw a line from the end of activity 1000 (predecessor)
to the start of activity 1400 (successor). An FS relationship is then
created between activities 1000 and 1400. Repeat this procedure to
create FS relationships between activities 1400 and 1500 and 1500
and 4000. You can deactivate connect code by clicking a free space
in the display area.
If necessary, adjust the complete graph. To do so, choose Adjust....
Then confirm the selected option Adjust Complete Graph with
Enter.
c) To plan material costs, call up the detail screen of activity 3000
Preliminary Orders. To do so, double-click activity 3000 in the
network graphic. Choose Assignments and enter 150,000 in the
Material Planning field. To return to the network graphic, choose
Back. Repeat this procedure to plan 135,000 for activity 3100
Material Procurement Plant Components.
To exit the network graphic, choose Back. If necessary, confirm
the prompt asking you if you want to save the node items by
choosing Yes. To save the changes you have made to project T-200##,
choose Save.
4. Optional: Answer the following questions on the network and activities
in your project T-200##:
Which number is entered in your network for the MRP controller
responsible?
In which internally processed activity in your project has a work center
not been maintained?

Which purchasing group is responsible for purchasing the external
service that you planned using activity 1400 Engineering of Rotating Blades?
a) To answer the questions, open project T-200## in the Project Builder.
To open the project, go to the worklist (under Last Projects Processed)
and double-click the project T-200## Turbine Gr##.
You can find the number of the MRP controller responsible on the
Control tab page of the network header . The value 101 PP is
defined for your network.
To display a list of all the activities in your network, choose the
network header in the structure and then Activity Overview.
On the Internal Processing tab page, all the internally-processed
activities are listed in a table. No work center has been maintained
for activity 4000 Production of Running Gear, Bearing, Valves. The
activity is currently only used for planning dates. Later on, you
will assign material components to the activity and then trigger the
manufacturing process for materials in production.
Go to the External Processing tab page in the activity overview. In
the Purchasing Group column (scroll the list to the right), you can see
the value 001 for the purchasing group of activity 1400 Engineering
of Rotating Blades. This purchasing group was copied from the
purchasing info record.
If necessary, close your project with Back.

Lesson Summary

PLM200 Lesson: Milestones, Documents, and Tools
Lesson: Milestones, Documents, and Tools
Lesson Overview
This lesson describes various objects that you can assign to WBS elements
and activities that are used for information and analysis purposes and for
controlling processes. The mass change function discussed in this lesson is a
tool you can use to change large volumes of project data very quickly. Open
Project System (Open PS) is introduced as the tool for exchanging data with
Microsoft Project.
Lesson Objectives
Business Example
A number of texts and other documents (such as CAD drawings) are
important for executing the project later on. You assign these documents to
project T-200##. Using milestones, you can plan dates for subsequent billing.
A mass change function is available for changing large volumes of data in
your project.
PS Texts, Documents, and Milestones
PS texts are user-definable texts that are managed in a PS text catalog. The
texts are grouped according to text type and can be created in several different
languages. You can create PS texts in SAPScript format or using Microsoft
Word. The files in question are stored in the R/3 database. You can assign PS
texts to one or more WBS elements or activities.
You can use the SAP Document Management System in Project System
to assign document info records to WBS elements and activities. In the
Document Management System, you can assign original (external) documents
in various formats (XLS (Microsoft Excel), DOC, PPT, BMP, TIF, CAD formats,
and so on) to an (R/3-internal) document info record. In SAP Project System
(SAP PS), you can display the document info records and the corresponding
original documents online. You can also display the original documents using
the Internet.

You can assign milestones to activities and WBS elements and document
events that are particularly important in a project. Milestones have a range
of applications. They can be used for milestone billing in SD, for example, to
start workflow tasks, or to release activities that are yet to be carried out.
They can also be used purely for information purposes or for analyses in
various reports.
Figure 17: PS Texts, Documents, Milestones
Mass Change
You can use the mass change function to make cross-project changes to fields
pertaining to project definitions, WBS elements, networks, activities, and
relationships. The same authorization objects as for individual changes are
used for mass changes. You can use formula values for numeric fields instead
of field values or fixed values. For example, in selected activities, you can
double the values in the Work field or replace them with a different calculated
value without having the make the changes for the individual activities
manually. You can test the extent of your changes before you actually make a
mass change. Remember that, if you make a mass change, this might mean
that a large number of objects will be changed simultaneously. In many cases,
you cannot undo the changes made. For this reason, always be particularly
careful when you use this transaction.

Figure 18: Mass Change
Open PS
Open PS is the component that handles communication between SAP PS
and other project management systems or personal organizers. Open PS is
based on the open PS interface PS-EPS (Interface to External Project Software)
and has used standardized BAPI technology (BAPI=Business Application
Programming Interface) since EPS 4.0. You can develop your own interfaces
based on PS-EPS. With Open PS, however, SAP provides its own interface
solution for exchanging data with Microsoft Project. Open PS allows you to
exchange data directly with Microsoft Project in a number of different ways:
• Create a project in Microsoft Project from an SAP R/3 project
• Transfer a project from Microsoft Project to SAP PS
• Harmonize data from a project in Microsoft Project with a project in
SAP PS
Open PS is not an integral component of SAP R/3; it is available as an add-on
to SAP PS. For more information about Open PS and the software required
for installing it, see the home page for Project System on the SAP Service
Marketplace at service.sap.com/ps.

Figure 19: Open PS

Exercise 4: Milestones, Documents, and
Mass Change
Exercise Objectives
• Create milestones in the Project Builder
• Create PS texts and assign documents
• Use the mass change function in the Project Builder
Business Example
To be able to plan billings dates later on, create an additional milestone in
customer project T-200##. Use PS texts and documents from Document
Management to document the project. Maintain a person responsible for all
the WBS elements in your project in one single step using the mass change
function.
01, 02, and so on).
Task: Extending Project T-200##
Extend project T-200##, which you created earlier, in the Project Builder to
include milestones, PS texts, and documents. Use the mass change function
for more extensive changes.
1. Open project T-200## in the Project Builder. Assign a milestone with the
description Partial Invoice 30% and usage PS01 to activity 4000
Production of Running Gear, Bearing, Valves. You want the milestone date to
be determined from the earliest finish date for the activity and to be able
to use it in a sales document to plan revenues (billing percentage: 30 %).
2. In the PS text overview, create a PS text Specification Gr## with
text type 01 (Function Description) and format 2 (DOC Format) for the
WBS element at the top of project T-200##. Enter a text of your choice
for specifying the turbine system.

Assign documents from Document Management to the same WBS
element in the document overview. Use document type DRM as the key,
the number PS-TUR-001-00001, the document part 000, and version
number 00. Save the changes you have made to the project.
Caution: The participant groups block each other when assigning
documents. For this reason, each group should complete this step
as quickly as possible.
3. Open project T-200## again and display an original document of the
document you assigned earlier in the Project Builder.
Optional: Call up the document info record of the document from the
Project Builder.
4. Use the mass change function in the Project Builder to assign to assign
the person responsible with the number ## to all the WBS elements in
project T-200##. Save the changes you have made to the project.

Solution 4: Milestones, Documents, and
Mass Change
Task: Extending Project T-200##
Extend project T-200##, which you created earlier, in the Project Builder to
include milestones, PS texts, and documents. Use the mass change function
for more extensive changes.
1. Open project T-200## in the Project Builder. Assign a milestone with the
description Partial Invoice 30% and usage PS01 to activity 4000
Production of Running Gear, Bearing, Valves. You want the milestone date to
be determined from the earliest finish date for the activity and to be able
to use it in a sales document to plan revenues (billing percentage: 30 %).
Project Builder. Choose SAP Menu → Logistics → Project System →
To open your customer project, go to the worklist (under Last
Projects Processed) and double-click the project T-200## Turbine
Gr##. If necessary, expand the entire project structure .
Use Drag&Drop to drag a milestone from the templates area
(under Individual Objects) to activity 4000 Production of Running Gear,
Bearing, Valves. Enter the following data on the detail screen of the
milestone:
Field Name Values
Milestone (text) Partial Invoice 30%
Usage PS01 Partial Billing (Deb.)
Usage Sales Document Date x
Invoice Percentage 30 %
Offset to Activity Offset to Finish x
Confirm your entries with Enter. The milestone is displayed
in the structure under activity 4000 Production of Running Gear,
Bearing, Valves.

2. In the PS text overview, create a PS text Specification Gr## with
text type 01 (Function Description) and format 2 (DOC Format) for the
WBS element at the top of project T-200##. Enter a text of your choice
for specifying the turbine system.
Assign documents from Document Management to the same WBS
element in the document overview. Use document type DRM as the key,
the number PS-TUR-001-00001, the document part 000, and version
number 00. Save the changes you have made to the project.

Caution: The participant groups block each other when assigning
documents. For this reason, each group should complete this step
as quickly as possible.
a) Project T-200## is still open in the Project Builder. In the structure,
select WBS element T-200## Turbine and choose PS Text
Overview. Enter the following data in the table overview for the PS
texts:
Field Name Values
ST (Text Type) 01 Function Description
Description Specification Gr##
T (Format) 2 DOC Format
Confirm your entries with Enter. The editor for DOC format then
appears. Enter a text of your choice and choose Save.
b) To assign documents from Document Management to the same WBS
element, go from the PS text overview to the document overview.
To do so, choose Document Overview. Enter the following data in
the table overview:
Field Name Values
Type DRM
Document PS-TUR-001-00001
DPt (Document Part) 000
VS (Document Version) 00
Confirm your entries with Enter. Save your changes by choosing
Save.
3. Open project T-200## again and display an original document of the
document you assigned earlier in the Project Builder.

Optional: Call up the document info record of the document from the
Project Builder.
a) To open your project, go to the worklist and double-click project
T-200## Turbine Gr##. If necessary, expand the entire project
structure. In the structure, the PS text Specification GR## and
the document DRM PS-TUR-001-00001 00 000 are displayed
underneath WBS element T-200## Turbine.
To display the assigned original documents, expand the document
DRM PS-TUR-001-00001 00 000 in the structure. Select original
document JT Pump Assembly in the structure and choose
Display Original.
Hint: The system may request you to select the frontend
type. Choose PC with Windows. You can only display the JT
file if the SAP GUI (including the EAI Viewer) has been fully
installed on your frontend.
To view the entire object displayed in the CAD drawing, you can
use the cursor to rotate it in any direction.
b) Optional: To display the document info record, select the document
DRM PS-TUR-001-00001 00 000 in the structure and choose
Details. The document info record contains further information on
the document. To return to the Project Builder, choose Back.

4. Use the mass change function in the Project Builder to assign to assign
the person responsible with the number ## to all the WBS elements in
project T-200##. Save the changes you have made to the project.
a) Project T-200## is still open in the Project Builder. In the structure,
select the project definition T-200## Turbine Gr##. To execute
the mass change, choose Mass Change. In the dialog box that
appears, choose WBS Elements.
A further dialog box appears in which you can choose the fields you
want to change. In the Pool, select the line Person Responsible and
copy the field to your selection criteria with Choose. Confirm your
selection with Enter.
Enter your group number ## in the Person Responsible: New Value
field and start the mass change with Execute.
A log appears that lists all of the changes made. To exit the log
display and to save the changes, choose Back and Save.

Lesson Summary

PLM200 Unit Summary
Unit Summary

Unit Summary PLM200

Unit 3
Reporting
Unit Overview
During the course of a project, a large volume of data is generated that has
to be prepared efficiently, transparently, and comprehensively to satisfy the
various information requirements of the project team members throughout
all phases of the project. This unit looks at the various options for evaluating
and analyzing project data.
Unit Objectives
• List various reporting options for project-specific data
• Name the functions of the structure information system and cost reports
Unit Contents
Lesson: Reporting ................................................................... 66
Exercise 5: Project Information System ...................................... 79

Unit 3: Reporting PLM200
Lesson: Reporting
Lesson Overview
This lesson gives you an overview of the various reporting options available
for project-specific data. It also introduces you to the structure information
system and a number of commercial project reports used in SAP Project
System (SAP PS).
Lesson Objectives
• List various reporting options for project-specific data
• Name the functions of the structure information system and cost reports
Business Example
You want to use reports for monitoring your projects during the planning and
execution phases. You can obtain an overview here of the various reporting
functions for projects.
Reporting: Overview
The project information system is a flexible, sophisticated tool with which
you can monitor and control your project data. You can analyze individual
projects, subprojects, or several projects together. Overview reports and
reports for providing greater detail are available.

PLM200 Lesson: Reporting
Figure 20: Information Systems
You can use the following information systems to evaluate important key
figures for your projects:
• Structure information system
• Cost/revenue/payment (Controlling) information system, with hierarchy
reports, cost element reports, and the SAP List Viewer for line items
• Capacity analysis
• Order report, lists of reservations, purchase requisitions, purchase orders
pertaining to the projects, ProMan
• Stock/requirements overview
• Progress analysis, progress tracking
• SAP Business Information Warehouse (SAP BW)
The following reports and systems are available, in particular for cross-project
evaluations:
• Project summarization
• SAP Executive Information System (SAP EIS)
• Profit Center Accounting reports
• Profitability Analysis reports

Figure 21: Level of Detail
You can use SAP EIS to evaluate logistical and accounting key figures across
projects. Reporting is performed using drilldown reports. You can define
characteristics of your choice based on your project master data (project type,
business area, or person responsible for project, for example). In Profitability
Analysis, reporting is performed at profitability segment level. Reporting
is based on value fields and characteristics. The reporting tools used are
called drilldown reports. The reports allow you to evaluate project data and
production data together. In Profit Center Accounting, reporting is based on
profit centers and the profit center hierarchy. You can execute reports here
that will enable you to monitor the success of your organizational structure.
Hierarchy reports are drilldown reports for evaluating the costs, revenues
and payments of one or more projects. Reporting here is based on value
categories. Hierarchy reports allow you to drilldown on the basis of various
characteristics, and to call up line items and documents. Cost element reports
enable you to evaluate project costs and revenues. The data is presented in a
cost-element-based display. Interactive displays in Microsoft Excel are also
possible. Line item reports enable you to evaluate line items and documents.
These reports are particularly useful because they allow you to select columns,
calculate subtotals, and to call up a full range of accounting documents.
The structure information system enables you to evaluate objects as well as
logistical and accounting key figures. You can also edit (change, create) objects
from the information system.

With SAP BW, you can evaluate business data across systems and applications.
SAP BW allows you to display data interactively with high-performance,
easy-to-use evaluations.
Structure Information System
The structure information system evaluates the structural and logistical
aspects of projects; but you can also display costs, revenues, and other data
in the structure. On the initial screen, you specify which data you want the
system to select from the logical database in Project System. You can select the
data you require using dynamic selection or object statuses.
In the structure overview, you can display and edit the entire hierarchical
structure of a project (including documents, PS texts, networks, other
orders, investment programs, and SD documents). You can navigate
from the structure overview to individual overviews, detail screens, and
detail screen lists. You can also access the individual overviews directly.
SAP-List-Viewer-based or extended individual overviews are available for the
individual overviews.
Figure 22: Structure Overview and Individual Overviews

Important functions supported by these reports allow you to select fields
from project structures, display them as columns, and use them to sort or
group objects. You can define filters or exceptions to select particular objects
or highlight these in a different color. In addition to displaying objects in line
with the hierarchy of the project structures, you can use other views for your
evaluations. For example, you can evaluate your objects in accordance with
your cost center or profit center hierarchy. You can also display your project
data graphically, send it via SAP Office, and export it in different formats. You
can store the settings you have made in the structure information system
using profiles and display variants.
Figure 23: Structure Information System: Functions
The structure information system is not merely a tool for displaying
information. You can also create and change project structures (for example,
project definitions, WBS elements, networks, and activities) from the reports.
If you have a multi-level product structure with production and planned
orders (assigned to WBS elements), the entire structure is displayed in the
structure overview, and can be edited. You can also call up other assigned
orders to display or change objects. From the information system, you
can confirm activities, and initiate pools of confirmations or confirmation
workflows. You can also go to the mass change transaction if you do not want
to change an individual object, and create collective confirmations. Once you
have made your changes, you can refresh the data (in other words, read it

from the database again) to evaluate the changes straight away. You can use
the right-hand mouse button (context-sensitive) to choose functions that are
valid for the current cursor position.
Figure 24: Structure Information System: Graphical Evaluation and Data Export
You can call up the following graphics from the structure information system.
• Hierarchy graphic (WBS elements and activities)
• Network graphic (activities)
• Structure graphic (other objects - with the exception of WBS elements
and activities - are also displayed: SD documents, project orders, or
investment programs, for example)
• GANTT chart (unlike the project planning board, this can be called up
for several projects)
• Portfolio (X-Y representation of two columns)
• SAP Business Graphics (for example, total curves, histograms)
You can export data from the structure information system in a range of
formats. The various formats available for this are shown in the “Structure
Information System: Graphical Evaluation and Data Export” figure.

Commercial Project Reports
The costs/revenues/payments hierarchy reports enable you to evaluate your
PS data interactively. Reports of this type can evaluate your data according to
specific characteristics. Each report contains a wide range of lists that you can
access interactively. The hierarchy reports include user-friendly functions that
enable you to work online in these lists. Using the drilldown functions, you
can navigate from the basic list to the various levels in the report. You can also
change the sequence of characteristics as you go. You can select individual
elements and analyze their costs in greater detail using drilldown lists.
For example, you could start by displaying the planned costs for the entire
project and then how the planned costs are distributed among the various
value categories for WBS element WBS 2. You could then analyze the
planned costs of WBS element WBS 2 for value category 620 according to cost
distribution to the various periods.
Figure 25: Hierarchy Reports
In hierarchy reports, you can sort columns and rows, compress or expand
hierarchical displays to the required level, use exceptions to highlight values
in a different color, or call up other reports. You can also carry out conversions
to different currencies, use graphical display options, send and print data, and
use export functions in hierarchy reports.

Cost element reports display costs by cost element. In a navigation panel in
the cost element reports, for example, you can go to a structure and choose
the object whose costs you want to analyze or call up an appropriate list and
choose the period you want to evaluate. You can use sort and filter functions
here, as well as different currencies to display the data. You can also print,
send, and export data from cost element reports. In the report itself, you can
output the data in Microsoft Excel or Lotus 123 format if you want to use a
spreadsheet to calculate average values, for example. You can call up other
reports, such as line item reports, from cost element reports. In expert mode,
you can refresh your data.
Figure 26: Cost Element Reports
All line items are evaluated using the SAP List Viewer. This tool standardizes
and simplifies the procedure for working with lists in the R/3 System. In
addition to typical list functions, such as flexible column selection and
automatic adjustment of the column width, sorting and filtering data by
column, as well as calculating totals and subtotals, the SAP List Viewer also
allows you to print, send, and export data. You can store the settings you have
made to the SAP List Viewer as layouts either just for yourself (user-specific)
or make them generally available. In the line item report, you can also call up
and analyze the original documents as well as the account documents for the
original documents. You can call up the reports for the line items directly or
use report interfaces between the various cost reports.

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