Ps training mannual ( configuration )

1. PS Training Mannual ( Configuration)
SPRO Screen Go To Project System Option
Define Special Characters for Projects
In this step, you specify how a project number is coded for editing. You can maintain the
following parameters for editing the project number:
• the length of the key for project coding
You can assign up to five places for the key.
• an indicator specifying whether the key must have this exact length or whether it can
also be shorter
• special characters to enter WBS elements faster
• an indicator specifying whether only coded project numbers can be used to create
projects

2. Menu Path
SPRO Project System Structures Operative Structures Work Breakdown Structure
(WBS) Project Coding Mask Define Special Characters for Projects
Define Project Coding Mask
In this step, you create masks for editing the project number. Masks help display complex
project numbers. They can also be used to indicate the position of a WBS element in the
project hierarchy.
You can create a mask for every key you want to use in project coding.
The following characters are available for editing:
• X for alphanumeric characters
• 0 for numeric characters
• special characters to organize the project numbers
In addition, you can maintain a block indicator for standard (LkS) and operative (Lck)
structures. If you maintain the indicator, you cannot create new projects with this coding key.

3. Menu Path
SPRO Project System Structures Operative Structures Work Breakdown Structure
(WBS) Project Coding Mask Define Project Coding Mask
Create Project Profile
The project profile contains default values and other control parameters such as the planning
method for dates and costs.
The data that you enter in the project profile will be copied into a project in its project definition
or in the WBS elements which can later be overwritten.
Examples
• To call up the graphic, you must first have specified various graphic profiles in the
project profile.
• To carry out cost planning you must specify a planning profile.
• To carry out financial budgeting you must specify a financial planning profile.
You can maintain the various profiles which must be present in the project profile in the
implementation guide for the Project System and also in the cross-application IMG. For
example, the settings for the graphic are made by choosing Basis -> Frontend Services ->
Network/Hierarchy.
Notes
The values in the project profile determine the functionality of certain areas of the Project
System and cannot be changed without careful thought. Do not change profiles and key from
related functions which are defined in the project profile, such as the costing sheet or the
results analysis key. These changes could effect existing objects.

4. You must maintain the following sections for the project profile:
• Basic data
• Time scheduling
• Costs/revenues/finances
• Organizational data
Standard settings
In the standard system, SAP has predefined a project profile containing the most important
control parameters.
Activities
1. Determine the organizational and control criteria for you company.
2. Create the project profiles reflecting these criteria and enter the relevant data.
Menu Path
SPRO Project System Structures Operative Structures Work Breakdown Structure
(WBS) Create Project Profile

5. Double click on Project Profile and fill detail and required fields under all tabs of Control
, Organization , Plg Board/Dates , Controlling

6. Maintain Validations
In this step you can create and maintain validations. You can use validations to check values
and value combinations that users enter in the Project System. Validation can be carried out at
various points in time. In addition, you can define several interdependent checks and
validations for future use, during the data check.
Actions
1. Enter a name for the validation.
2. The application area is proposed by the system.
3. Enter a call up point when the validation should be carried out.
4. Create a validation step or select an existing one.
5. Select the field that you want to use for the validation.
6. Enter a prerequisite and specify how the validation should be carried out.
7. For each validation step enter a prerequisite, a check and a validation message. The
message is issued when the prerequisite is met and when the value does not check.
Menu Path
SPRO Project System Structures Operative Structures Work Breakdown Structure
(WBS) Maintain Validations

7. Maintain Substitutions
In this step, you can create and maintain substitutions. You can use substitutions to replace
values and value combinations in the Project System. In addition you can define several
interdependent substitution statements for future use.
Actions
1. Enter a name for the substitution.
2. The application area is proposed by the system.
3. Enter a callup point when the substitution should be carried out.
4. Create a substitution step or select an existing one.
5. Select the field that you want to use for the substitution.
6. Enter a prerequisite and specify how the substitution should be carried out.
Menu Path
SPRO Project System Structures Operative Structures Work Breakdown Structure
(WBS) Maintain Substitution

8. Maintain network types
The network type contains information for controlling and managing networks.
In the SAP System, the network is a special form of the work order which has a structure in common
with production, maintenance and inspection orders.
Every network you create must have a network type allocated to it.
The network type determines:
• the order category
• the CO (controlling) partner update
With the indicator, you specify whether a summary record should be written per network if a CO
partner object (for example, cost center) is settled with a network of this type.
• whether the network is used for planning and does not add to the assigned values
• residence times 1 and 2 for the archival and deletion of networks
• a default value for the settlement profile
• a default value for a status profile, if you want to use the user status in status management
• allocation of the network type to a number range
You have to allocate a number range to every network type.
Default Settings
Network types are created in the standard system.
Menu Path
SPRO Project System Structures Operative Structures Network Settings for
Networks Maintain Network Types

10. Specify Parameters for Network Type
In this step, you define the parameters per plant and network type.
Parameters for network types:
• a standard distribution rule for settlement
• a reduction strategy for scheduling
• a results analysis key
• the costing variants for planned costs and actual costs
• a strategy for determining the settlement rule
• whether the network has header or activity account assignment
• indicator whether a workflow is to be created for changes to quantities or dates of non-stock
components, externally processed activities and external elements and whether a purchase
order already exists.
• indicator whether the net price is to be copied from the purchase requisition into the purchase
order without any changes.
Status Changes
In this part of the screen, you determine per network type and plant whether change documents are to
be written if status changes occur and on which level the change documents are written.
A status change document records:
• the status that was changed
• who changed the status
• whether the status was activated or deactivated
• the transaction in which the status change was made
Status change documents can be written in the network for the following objects:
• network header
• activity and activity elements
• material components
• production resources/tools
Status change documents can be defined independently of each other for every object.

11. To write a change document, the following must have been newly created since the activation of the
change documents:
• network or activities and activity elements
• material components
• production resources/tools
For example, if you activate document creation for activities, the system will write a change document
for every change of status after this point.
Requirements
Before you can maintain the parameters, you must have completed the workstep Create network
type.
Activities
Enter the appropriate parameters for the network type.
Menu Path
SPRO Project System Structures Operative Structures Network Settings for
Networks Specify Parameters for Network Type

12. Maintain network profiles
The network profile contains default values and parameters for controlling the processing of networks,
such as control keys for activities.
The data which you enter here in the network profile is copied into the header, activities, and activity
elements when you create a network. You can overwrite these values in each new network.
You should maintain the following sections in the network profile:
• Network parameters
• Activity parameters

13. Standard settings
The standard system contains network profiles preset with the most important parameters.
Activities
1. Enter the organizational and control data for your networks.
2. Create the corresponding network profiles.
Menu Path
SPRO Project System Structures Operative Structures Network Settings for
Networks Maintain Network Profiles

14. Set Up Number Ranges for Network
You have the following option for number assignment:
• an internal number assignment
In this case, the SAP System assigns the number.
• an external number assignment
The user assigns the number.
Note
Take your long-term needs into account when defining your number ranges.

15. Menu Path
SPRO Project System Structures Operative Structures Network Settings for
Networks Set Up Number Ranges for Network
Specify MRP Controller
In this step, you assign a number to the MRP controller.
You use the MRP controller to specify a person or a group of people responsible for the network.
You can assign authorizations in the network for the MRP controller. You can use the MRP controller
as a selection and filter criterion.
In addition, you can specify a certain person who is notified by mail whenever a goods receipt was
posted for a missing part in backorder processing.
Actions
Create the MRP controller and maintain mail recipients, if necessary.

16. Menu Path
SPRO Project System Structures Operative Structures Network Settings for
Networks Specify MRP Controller

17. Milestones
This is used to capture Specific Points of a Project Either in terms of Value Or Percentage.
Define Milestone Usage
In this step you define milestone usages.
Example
With the usage, you can specify:
• what the milestone is used for, such as a trigger for milestone functions or for earned value
analysis
• the area in which the milestone is used, for example in engineering or design
You can also use the value for usage for selection in the information system.
Activities
Define the appropriate usages.
SPRO Project System Structures Operative Structures Milestones Define
Milestone Usage

18. Define Selection Profiles
In this menu option you define selection profiles that you can use to specify status combinations for
selecting objects (for example, orders or operations). A selection profile is especially useful if you select
a large number of objects repeatedly according to the same selection conditions (for example, orders
for printing shop papers, for collective release, or for creating order valuations).
Selection procedure
The selection conditions are evaluated top-down. Here the following rule applies:
• Several lines following one another that are linked by an OR are combined and evaluated
together. From the block at least one selection condition must be fulfilled.
• AND links blocks or individual conditions. All the blocks or individual conditions linked with AND
must be fulfilled. An order is no longer part of the evaluation as soon as a block or individual
condition is not fulfilled. That means that with every freshly inserted AND a bracket is inserted
around the preceding expressions (conjunctive normal form). To select the desired status
combinations a reforming of the selection conditions is necessary.
• In general one can say that OR links more strongly than AND!
Status 'active', 'inactive', or 'never active'
You can also define the state of a status according to which a selection is to be made:
• If you set the state active the system searches for objects where the given status is presently
active.
• If you set the state inactive the system searches for objects where the status entered is
presently inactive.
• If you set the state never active the system searches for orders where the status entered was
never active.
The selection is carried out in two steps:
• First, all released operations are selected (that is, orders with the active status 'REL').
• Out of this group the system selects all the orders with missing material or PRT availability (that
is, orders with the active status 'MMAT' or 'MPRT').
All the orders are selected with the following status combinations:
o RELEASED and MMAT
o RELEASED and MPRT
o RELEASED and MMAT and MPRT
Indicator 'not'
With this indicator you can reduce the effort required when maintaining selection conditions in particular
cases. Many status conditions can be represented more simply by setting the indicator 'not'.
System status/user status
You can enter both system status and also user status in a selection profile. If you want to select
objects according to user status, you must enter the appropriate status profile.
If you have maintained a status profile in the status selection profile, you have to assign this status
profile to all objects. Selection is restricted via the status selection profile only if you have assigned the
status profile to the objects. If you enter a system status in addition to entering a status profile, the
system will ignore it unless it has been assigned to the status profile.

19. SPRO Project System Structures Operative Structures Milestones Define
Selection Profiles
Project Planning Board
The project planning board is based on the SAP Gantt chart. In the following steps make only those
settings, which you require specifically or additionally for working with it in the Project System.
Notes
You can make all other general settings for the project planning board in Customizing for SAP
graphics.
From the project planning board in the Project System, you can access other SAP graphics (hierarchy
graphic, network graphic) as well as the graphical planning table for capacity leveling. You must make
all system settings that do not apply specifically to the Project System in Customizing for SAP graphics
or in Customizing for capacity planning.
Define Time Profiles
With a time profile you specify the various time periods for working in the project planning board.
Evaluation period
The evaluation period defines the time frame for working with and displaying data in the project
planning board.
Outside of the evaluation period in the project planning board, you can no longer work with or display
data.

20. The evaluation period is always calculated based on the project duration
and the float times defined in the time profile.
Planning period
The planning period defines the time frame for carrying out current planning in the project planning
board. The planning period can be
• smaller or the same as the evaluation period. The planning period is always in reference to
today's date or the project start and finish
• date:
• If today's date is within the project time frame, the planning period is
calculated based on today's date and in the float times defined in the time profile.
• If today's date is not within the project time frame, the planning
period is calculated based on the project start date, the project finish date, and the float times defined
in the time profile.
In the project planning board, the planning period is displayed with a
• different scale on the time axis.
Entry types
For each period you can specify using entry type the way you want
o to enter the date.
Calculating float times
Float times are always calculated based on today's date and the off sets
• defined in the time profile.
Standard settings
In the standard system, SAP has predefined the time profiles. You cannot delete them.
Activities
Define the time profiles according to your needs.
SPRO Project System Structures Project Planning Board Define Time Profiles

21. Define profiles for time scales
In this work step you define the time scale profile. A time scale profile describes the properties of all
possible scales using headings for the time axis (day scale, week scale etc.).
The time fence is derived from the possible scales.
Depending on the current scale the time scale is generated from one or more scales.
There are scales with the following headings:
• Yearly split
• Quarterly split
• Monthly split
• Weekly split
• Daily split
• Hourly split
• Minute split
• Shift split
To show the shift scale you have to select a capacity in the capacity planning table whose shift
calendar determines the shift split. It you set the indicator Show shift then the shift calendar for the first
capacity is displayed automatically in the capacity planning table.
For every period pattern you have to define the following:
• Minimum scale
By defining a minimum scale for every period split enter the minimum limit above which a scale
for this period split is displayed.
• Maximum scale
When defining a maximum scale for every period pattern you should enter the upper limit up to
which a scale should be displayed for this period pattern.
• Color category
You use the color category to define the background color of a split.
• Color category of time fence for split
For the time fence that belongs to the shift split two color categories must be defined: for the
line with the capacity, whose shift calendar is displayed and for the rest of the lines in the chart.
• Major interval

22. Here you can define the heading frequency. For example, every 8 hours => 0 hours, 8 hours, 16
hours, 0 hours, etc.
• Heading type
For example, you can define January, February or January 1995, February 1995 as the
heading.
Note
• By defining the scale as a unit of time the scales of all the period patterns are in a fixed relation
to one another.
Standard settings
Time scale profiles are predefined in the standard SAP package.
Recommendation
You should use the standard settings. Do not change them.
SPRO Project System Structures Project Planning Board Define profiles for time
scales

23. Define scale for the time axis
In this step you define
• the scale for the various segments on the time axis (see next section)
• whether when the capacity planning table is called up the non-work times that are common to
all capacities are hidden.
Segments of the time scale:
In the capacity planning table you see a segment of the (infinite) time scale. This segment is defined by
the evaluation period in the time profile. You define the time scale of the time axis for the following
segments:
• Pre-evaluation period
This represents the period between the start of the evaluations until the start of planning.
• Planning period
This represents the period between the start and the end of planning.
• Post-evaluation period
This represents the period between end of planning and end of evaluation.

24. A scale is defined as the length per unit of time e.g. 40 mm per day.
Note
The pre/post-evaluation period are not visible if the start of the evaluation period (or end of the planning
period) and end of the evaluation period coincide.
Standard settings
In the standard SAP package there are predefined scales (e.g. daily period split, weekly period split).
Recommendation
You should leave the standard settings unchanged.
SPRO Project System Structures Project Planning Board Define scale for the time
axis

25. Define Profiles for the Project Planning Board
You can maintain different values in the profile of the project planning board:
• Default values
Default values are copied when you call up the project planning board and you can change
them interactively once you're in the project planning board at any time.
• Graphics profile
A graphics profile must exist in order for you to be able to call up the project planning board.
The graphics profile has a name and a group and is composed of several simple profiles for
colors and forms, for example.
You can maintain the graphics profile in Customizing for all SAP graphics.
• Fields that are displayed in the table area of the project planning board
You can group all fields to be displayed in the table area into a profile.
• Parameters for the time display
To display time periods in the project planning board, you need
o a time profile which specifies the periods in which data is to be displayed
o a scale for the time axis
o a profile for the scale which specifies the characteristics of different time scales, for
example, scale and text for time periods of a year.
• Change indicator
You can protect the profile against changes.
Standard settings
The standard system contains profiles for the project planning board.
SPRO Project System Structures Project Planning Board Define Profiles for the
Project Planning Board

26. Maintain Report Assignment from the Planning Board
In this activity, you stipulate which hierarchy reports you can access from the project planning board
using the report/report interface.
Activities
1. Specify the application class KP for projects.
2. Specify a controlling area. Regardless of what you enter, the assignments are by report, not
by controlling area.
3. Create report type project report.
4. Specify the technical name of the report you want to add as the receiver report.

27. SPRO Project System Structures Project Planning Board Maintain Report
Assignment from the Planning Board
Costs
In the following steps you configure the system for controlling costs in the Project System.
Maintain Currency Exchange Rates
You use this step to stipulate how currencies are translated.
The exchange rates are required for plan and actual postings to, among other things:
• translate foreign currency amounts on posting or clearing
• verify rates entered manually
• determine the profit/loss on exchange rate differences
• value open items in foreign currency
• value foreign currency account balances
• determine the controlling area currency equivalents of amounts posted in different company
code currencies
• allow project settlement to take account of different controlling area, sender and receiver
currencies
The currency translation rates are time-dependent, coming into force on the date entered.
SPRO Project System Costs Maintain Currency Exchange Rates

28. Budget
In this step, you make the system settings for budget allocation.
To do this, you need
• budget profiles and
• number ranges for budget allocation change documents.
Maintain Budget Profiles
SPRO Project System Costs Budget Maintain Budget Profiles

29. Define Tolerance Limits
In this step you enter the tolerance limits for availability control.
Availability control can identify budget overruns in a project at an early stage and initiates various
actions.
You activate availability control for a certain budget profile. You can specify one or more tolerance
limits for each activity group for a budget profile.
Selected actions (warning, warning with mail to person responsible for project, error message) are
triggered when these limits are reached.

30. Requirements
You must have maintained the appropriate activation type in the budget profile to activate availability
control.
Activities
Define the tolerance limits for each activity group for the budget profile you are using.
Further notes
You define the tolerance limit for all activity groups with activity group ++.
This activity group should make entry easier. You can use it if you do not want to define a separate
tolerance limit for each activity group.
You can also define a limit for a specific activity group in addition to a tolerance limit which is defined
for "all activity groups".
This additional tolerance limit has priority over the "generally" valid tolerance limit.
SPRO Project System Costs Budget Define Tolerance Limits

31. Specify Exempt Cost Elements
In this step, you can specify cost elements that are not taken into account in availability control.
SPRO Project System Costs Budget Specify Exempt Cost Elements
Reconstruct Availability Control
you reconstruct all the data for availability control. The assigned values are recalculated and references
are created to the objects that have budget.The new budget profile settings are copied into the budget
table.
Recommendation
SAP recommends that you reconstruct the PS Info Database with transaction CJEN before activating
availability control

32. SPRO Project System Costs Budget Reconstruct Availability Control

33. Dates
In the following steps, you make the necessary settings
• for scheduling in the network
• for time scheduling in the work breakdown structure.
Scheduling
Define Scheduling Types
The following scheduling types are used for networks:
• forward scheduling
• backward scheduling
• "today" scheduling
• determine capacity requirements only
You can specify the scheduling type you want as a default when you create a network depending on
the network type in the scheduling control parameters.
Standard settings
Scheduling types are predefined in the standard system.
SPRO Project System Dates Scheduling Define Scheduling Types

34. Date Planning in WBS
In the following steps you can make all of the settings necessary to configure time scheduling in the
work breakdown structure.
Define Parameters for WBS Scheduling
SPRO Project System Dates Date Planning in WBS Define Parameters for WBS
Scheduling

35. Specify Graphics Profile for WBS Date Planning
In the time scheduling profile, you enter parameters for the display and the colored indicators of WBS
elements and activities in the hierarchy graphic.
The colored indicators are only displayed in the hierarchy graphic if you have chosen the extended
display.
Notes
• Please note that the extended display of WBS elements and actitivities can affect system
performance.
• You cannot have an extended display of WBS elements in the information system.
When you choose the extended display, the system automatically uses the large display in the
graphic.
Standard settings
The standard system graphics profiles for time scheduling.
SPRO Project System Dates Date Planning in WBS Specify Graphics Profile for
WBS Date Planning

36. Project Versions
In the following steps you can make the settings you need to configure project versions.
Create Profile for Project Version
You require profiles for project versions if you are working with status-dependent project versions:
You stipulate the following in the profiles:
• The objects which appear in the project version, such as WBS elements, activities, PRT, or
costs
• User and/or system statuses which trigger the storage of a project version
• The version key for the project version
You can define as many user and/or system statuses in a profile as you want.
Standard settings
We do not delivery any profiles for project version in the standard system.

37. SPRO Project System Project Versions Create Profile for Project Version

38. Progress
In the following steps you configure the system as required for:
• Earned value analysis
• Statistical key figures
Progress Analysis
In the following steps you can configure progress analysis.
An isolated consideration of costs, resources or dates is not sufficient for successful project control.
Useful statements on deviations from objectives can only be made in connection with actual
performance values.
Progress analysis supports these tasks. It is suitable for both internal progress control as well as a
progress report to a customer.
For individual project objects, you can calculate a percentage of completion or derive it from information
already available in the system. You can summarize these values using the project structure by means
of an appropriate weighting factor, for example, planned costs.
The system uses a base, such as, planned costs, in calculating earned values from the percentage of
completion. In addition, you can derive key figures and see deviations to objectively monitor your
progress and control your project. The development of these values over time can also be seen.
You carry out progress analysis for an progress version as part of period-end closing. You can take
these values and design your own lists to display them in the information system or display them
graphically. You can use earned values in results analysis and billing.
Standard settings
Measurement methods, fields and defaults are provided with the standard system and you can use
them to carry out progress analysis.
In addition, you can define an individual measurement method and assign it to an object.
Maintain Progress Version
In this step, you maintain the progress version. You define the control data for calculating the
percentage of completion and earned value. You enter this setting for each controlling area.

39. SPRO Project System Progress Progress Analysis Maintain Progress
Version
Define Statistical Key Figure for Percentage of Completion
In this activity, you stipulate the statistical key figures in which the percentages of completion (POCs)
are recorded. You make the settings per controlling area.
A statistical key figure must be assigned so that you can evaluate the POC in reporting.
You can define three different key figures for each controlling area. They differ in how they are used.
The following usage types are possible.
• Non-aggregated POC
• Aggregated POC
• POC for results analysis
SPRO Project System Progress Progress Analysis Define Statistical Key
Figure for Percentage of Completion

40. Define Measurement Methods
In this step, you can define the measurement methods to be used for determining a percentage of
completion.
A measurement method is made up of a measurement technique that is predefined in the SAP System,
and additional parameters, such as a starting percentage of completion.
SPRO Project System Progress Progress Analysis Define Measurement
Methods

41. Define Measurement Method as Default Value
In this activity, you define the measurement methods for the calculation of the percentage of
completion (POC) as default values for the various object types in the Project System. The settings are
made per controlling area.
SPRO Project System Progress Progress Analysis Define Measurement
Method as Default Value

42. Progress Tracking
SPRO Project System Progress Progress Tracking
Define Standard Events
you define standard events that are used to monitor important steps in the progress of one or more
components, or purchasing order schedule lines.

43. Define Event Scenarios
you define event scenarios to which you can then assign events, Maintain Relationships Between Events
in a Scenario.

44. SPRO Project System Progress Progress Tracking Define Event Scenarios
Maintain Relationships Between Events in a Scenario
You can assign as many events as you choose to an event scenario and define relationships between
these events.
SPRO Project System Progress Progress Tracking Maintain Relationships
Between Events in a Scenario

45. Assign Default Scenario to Material Group
you can assign an event scenario to a material group. The event scenario is then used as the default
scenario when you call up Progress Tracking, provided no scenario or events have already been
assigned to the relevant entry.
You can enter material groups specifically or generically when carrying out the selection process for
Progress Tracking.
This activity enables you to automate the assignment of the event scenario and, as a result, the
assignment of the standard events. In conjunction with the function for referencing dates and also for
executing automatic scheduling, you can automatically assign scenarios and events, determine a
reference date, and without having to do any extra work, schedule the sequence of events.

46. SPRO Project System Progress Progress Tracking Assign Default Scenario to
Material Group
Define Progress Tracking Profile
You define profiles containing default values for Progress Tracking. You must define at least one profile
for Progress Tracking.
SPRO Project System Progress Progress Tracking Define Progress Tracking
Profile