Plm220 en Col96 Fv Part a4

PLM220 Project Management - Logistics SAP PLM

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Participant Handbook Course Version: 96 Course Duration: 5 Day(s) Material Number: 50105060

An SAP course - use it to learn, reference it for work

Copyright Copyright © 2011 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.

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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. Type Style

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About This Handbook

PLM220

Icons in Body Text The following icons are used in this handbook. Icon

Meaning For more information, tips, or background

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Contents Course Overview ......................................................... vii Course Goals ...........................................................vii Course Objectives .....................................................vii

Unit 1: Introduction........................................................ 1 Project Structures .......................................................2

Unit 2: Dates .............................................................. 23 Time Scheduling with WBS Elements.............................. 24 Scheduling of Activities and Networks ............................. 28 Actual Dates ........................................................... 59

Unit 3: Capacities ........................................................ 73 Capacities - Overview ................................................ 74 Available Capacity and Capacity Requirements ................. 83 Capacity Analysis ..................................................... 96 Capacity Leveling ....................................................107 Confirmations.........................................................124

Unit 4: External Activities

 ............................................. 149 External Processing .................................................150 Workflows in the Project System...................................168 Service ................................................................172

Unit 5: Materials ......................................................... 187 Assigning Material Components to Activities.....................188 Processes of Material Procurement ...............................217 Requirements Grouping.............................................244 Assemblies, Availability Check and Delivery from Projects ....249

Unit 6: Progress Tracking............................................. 273 Progress Tracking for Material Components .....................274

Unit 7: ProMan........................................................... 297 ProMan ................................................................298

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Appendix 1: Claim Management

.................................. 319

Appendix 2: IPPE-PS Integration

................................. 321

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Contents

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Course Overview Course PLM220, Project Management - Logistics, includes logistics planning and control of projects. The course includes scheduling of projects; planning and realization of internal and external services; control and monitoring of processes for procurement, and supply of materials. In this course, you will also become familiar with the Customizing settings required in the SAP Project System for aspects of logistics.

Target Audience This course is intended for the following audiences: • • •

Project managers and engineers Project teams Consultants

Course Prerequisites Required Knowledge • •

Basic knowledge of project management from a logistics perspective PLM210 or PLM200

Course Goals This course will prepare you to: • •

Plan and control projects from a logistics perspective Make the necessary settings in Customizing

Course Objectives After completing this course, you will be able to: • • • • • • • •

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Schedule projects Configure the scheduling Plan, execute, and evaluate internal activities Trigger and edit procurement processes Assign a material to the project Configure the material assignment Procure and deliver materials for the project Use and configure Progress Tracking for components

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Course Overview

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•

Use and configure ProMan

SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases: •

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SAP ERP Central Component

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Unit 1 Introduction Unit Overview This chapter provides an overview of the business scenario that will be used as an example, during this course, to discuss the logistical aspects of project management. You will create a suitable project structure based on this scenario. We will also clarify various functions and processing options for work breakdown structures and networks.

Unit Objectives After completing this unit, you will be able to: •

Create a project structure which consists of WBS elements and network activities using Project Builder

Unit Contents Lesson: Project Structures .......................................................2 Exercise 1: Structures ...................................................... 11

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Unit 1: Introduction

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Lesson: Project Structures Lesson Overview In this lesson, you will learn about the various options for editing project structures You will create a project for producing a turbine using the Project Builder. You will also be introduced to Claim Management.

Lesson Objectives After completing this lesson, you will be able to: •

Create a project structure which consists of WBS elements and network activities using Project Builder

Business Example Your company manufactures turbines. It has become evident that the manufacture of turbines is too complex to be solely produced using production orders. Alternatively, you have decided to use WBS elements and network activities in the Project System to plan and execute this production.

Work Breakdown Structures and Networks

Figure 1: Sample Turbine Project

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PLM220

Lesson: Project Structures

Figure 1 represents a diagram of the “ Turbine Project” structure that will be used to illustrate the logistics process covered in this course. No logistics aspects other than dates are treated at WBS element level. The logistics aspects of the project internal and external services and material requirements for example - are planned and executed using activities. The icons in the slides correspond to those used in the SAP system for project definition, WBS elements, network headers, activities and relationships. You will find them in all transactions in the project system.

Figure 2: Work Breakdown Structure: Functions

The work breakdown structure (WBS) forms the basis for all other planning steps in the project. The emphasis is on planning, analysis, description, control and monitoring of costs, basic dates and budget. Costs, dates and payments are frequently planned using activities that are assigned to WBS elements.

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Unit 1: Introduction

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Figure 3: Work Breakdown Structure: Maintenance Options

The SAP system contains different transactions that you can use to create or change WBS elements. You can use the detail screens or the WBS element overview list for this purpose. You can use the hierarchy graphic to change WBS elements (by double-clicking on a WBS element in the graphic). You can also create new WBS elements and insert these into the hierarchy (connect mode). In addition to manual maintenance or maintenance via 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 operative projects, or from a standard WBS template, in an existing work breakdown structure (item 3 or 4 in Figure 3).

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PLM220

Lesson: Project Structures

Figure 4: Project Builder

The Project Builder is a feature in the Project System that is particularly intuitive and easy to use. In the Project Builder, you can create or edit WBS structures or networks individually or in an integrated manner. To maintain WBS structures and networks, you can navigate quickly and efficiently in the Project Builder, between the various views (detail and overviews), graphics, and the project planning board. This unit and the subsequent units of the course will familiarize you with the functionality of the Project Builder. The Project Builder consists of a processing screen divided into three parts - the structure overview at the top left, the work list at the bottom left and a display/processing area to the right.

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Unit 1: Introduction

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Figure 5: Activities and Networks: Functions

You use the activities in the network to plan the labor, capacities, materials, and services that you require to carry out the various tasks in your project. The unit on “capacities” discusses internally-processed activities in detail. The unit on “external activities” deals with externally-processed activities and service activities. The unit on “materials” explains how material components are assigned, procured, and consumed in the network.

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PLM220

Lesson: Project Structures

Figure 6: Activities: Maintenance Options

You can maintain network activities by adding the activities manually to your project structure or by adding activities in the network graphic (item 1 or 2 in Figure 6). Another way to create network activities is to use a standard network or an existing project network as a template to copy the activities into your structure (item 3 in Figure 6). You can also incorporate activities from a standard networks into your project structure (item 4 in Figure 6). Using project builder or project planning board you can build new project structure by copying a standard project (standard WBS and Network activities template), or by copying an operative project (including all activities) to a new project structure (item 5 in Figure 6).

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Unit 1: Introduction

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Figure 7: Network Graphic

The network graphic provides all of the functions needed to process a network (the functions for inserting activities or relationships, for example). You can call up the network graphic from various transactions in the Project System, for example in network maintenance, scheduling and in the Structure/Dates Information System. From within the network graphic you can perform a cycle analysis. A cycle (or loop) is a closed sequence of relationships and activities ("closed or loop" means that when you start out from one activity, you end up back at the same activity by means 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.

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PLM220

Lesson: Project Structures

Figure 8: Project Planning Board

The project planning board is particularly suitable for planning a project. It provides you with an instant overview of your project deadlines, enabling you to check your project for capacity bottlenecks. Additional options are also available for enhancing your project structure. In the following units, you will use both the Project Builder and the project planning board to edit your project.

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Unit 1: Introduction

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Lesson: Project Structures

Exercise 1: Structures Exercise Objectives After completing this exercise, you will be able to: • Create a work breakdown structure with assigned operations • Use the project builder and the project planning board

Business Example You create a separate project for project manufacturing of a turbine system. In doing so, you make use of standard structures as copy templates and various functions for further processing.

Task: 1.

You will use the standard structure as a template to create the project for constructing a turbine system. Call up the Project Builder.

2.

Use the standard project T-20001 as a template to create project T-100##. ## is a placeholder for your group number (if, for example, you are in group 3, then replace ## with 03). Enter the following data in the dialog box that appears:

3.

Field name

Value

Project def.

T-100##

Start

Today

Finish

Two years from today

Project profile

2001 Turbine model group 1

Template 
Std proj. def.

T-20001

Enter a name for your project, and the person responsible. Maintain the data at project definition level. Save your project without exiting the Project Builder. Field name

Value

Text

Group ##, turbine A

Responsible person

## Continued on next page

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Unit 1: Introduction

4.

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Create two more WBS elements to record the details of the Planning of systems and instrumentation WBS element. Assign the first new WBS element the description Planning of systems. Name the second element Planning of instrumentation.

5.

Display your expanded structure in the hierarchy graphic. Expand the display to show the entire project. Set the Planning element indicator for the new WBS elements.

6.

As a result of detailing the project structure, activity 2000 Planning of systems and instrumentation is now assigned incorrectly. Rename it to Planning of systems and assign it to the appropriate WBS element.

7.

To plan your turbine instrumentation, create an internally processed activity for the Planning of instrumentation WBS element. Enter the following data in the detail screen for the new activity:

8.

Field name

Values

Text

Planning of instrumentation

Work center

2000

Work

35 hours

Normal duration

5 days

Take a look at your extended network in the network graphic. Save the project.

9.

Now call up the project planning board for an integrated view of your project deadlines. Use the 1001 Elevator/Turbines planning board profile and perform time scheduling for the whole project.

10. Roughly plan material costs for your turbine. You are still unsure as to which components you will procure in the future but you can already perform material planning for the activities. Plan the Preliminary orders activities and Material procurement plant components. Enter the following data:

Continued on next page

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Lesson: Project Structures

Activity

Mat.planning

3000 Preliminary orders

EUR 100000

3100 Material procurement System parts

EUR 65,000

Save your data.

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Unit 1: Introduction

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Solution 1: Structures Task: 1.

You will use the standard structure as a template to create the project for constructing a turbine system. Call up the Project Builder. a)

2.

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder)

Use the standard project T-20001 as a template to create project T-100##. ## is a placeholder for your group number (if, for example, you are in group 3, then replace ## with 03). Enter the following data in the dialog box that appears: Field name

Value

Project def.

T-100##

Start

Today

Finish

Two years from today

Project profile

2001 Turbine model group 1

Template 
Std proj. def.

T-20001

a)

In the Project Builder, choose Create → Copy Project.. Enter the data indicated in the dialog box that appears. Confirm your entries by clicking the "Create project" pushbutton. Hint: The tree structure at the left of the screen now displays various objects that have been copied from the standard project: • • • • •

Project definition (first line) WBS (work breakdown structure) elements Activities Network header Milestone (last line)

The activities are grouped together in a network with a provisional number (%00000000001). When you save the activities, this number will be replaced by a number from the number range provided. Continued on next page

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Lesson: Project Structures

3.

Enter a name for your project, and the person responsible. Maintain the data at project definition level. Save your project without exiting the Project Builder. Field name

Value

Text

Group ##, turbine A

Responsible person

##

a)

Select the project definition in the structure tree. Enter the data indicated in the detail screen that appears. Confirm your entries by choosing Enter. Then choose the Intermediate Save icon or the Project → Intermediate Save menu path.

4.

Create two more WBS elements to record the details of the Planning of systems and instrumentation WBS element. Assign the first new WBS element the description Planning of systems. Name the second element Planning of instrumentation. a)

Position the cursor in the templates area (bottom left) and, if necessary, expand the Individual objects section. “Drag and drop” a WBS element from the templates area to the Planning of systems and instrumentation WBS element in the tree structure. Enter Planning of systems as a short description of the new WBS element. Confirm your entries by choosing Enter. The new WBS element is now displayed in the tree structure. Use the same procedure to create the second WBS element. Call it Planning of instrumentation.

5.

Display your expanded structure in the hierarchy graphic. Expand the display to show the entire project. Set the Planning element indicator for the new WBS elements. a)

Click the Hierarchy graphic pushbutton in the Project Builder. Choose View → Complete view. For the new WBS element, double-click the PE indicator. Finally, exit the hierarchy graphic by choosing Back. Continued on next page

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Unit 1: Introduction

6.

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As a result of detailing the project structure, activity 2000 Planning of systems and instrumentation is now assigned incorrectly. Rename it to Planning of systems and assign it to the appropriate WBS element. a)

Position the cursor on activity 2000 in the structure tree. “Drag and drop” the activity to the Planning of systems WBS element. Enter Planning of systems as a new short description for the activity. Confirm your entries by choosing Enter.

7.

To plan your turbine instrumentation, create an internally processed activity for the Planning of instrumentation WBS element. Enter the following data in the detail screen for the new activity: Field name

Values

Text

Planning of instrumentation

Work center

2000

Work

35 hours

Normal duration

5 days

a)

Expand the “Activity” icon in the templates area. Drag and drop the Internal Processing entry from the templates area to the Planning of instrumentation WBS element in the tree structure. Enter the following data in the detail screen. Confirm your entries by choosing Enter.

8.

Take a look at your extended network in the network graphic. Save the project. a)

Position your cursor on the network header in the tree structure. Choose Network Graphic. To call up an overview of the entire network, choose Complete view. If required, use the Activities icon and select the small display format to change the activity display. Exit the network graphic using the Back pushbutton. Choose Save to save the project. The temporary network number is then replaced. Continued on next page

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Lesson: Project Structures

9.

Now call up the project planning board for an integrated view of your project deadlines. Use the 1001 Elevator/Turbines planning board profile and perform time scheduling for the whole project. a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction) Enter your project and choose the specified planning board profile. Use Open project (Enter) to start processing your project. If required, choose Adapt graphic area to edit the date view of the planning board. Now perform time scheduling for your entire project. Choose the Select all icon and then click Schedule.

10. Roughly plan material costs for your turbine. You are still unsure as to which components you will procure in the future but you can already perform material planning for the activities. Plan the Preliminary orders activities and Material procurement plant components. Enter the following data: Activity

Mat.planning

3000 Preliminary orders

EUR 100000

3100 Material procurement System parts

EUR 65,000

Save your data. a)

Double-click activity 3000 in the table area of the planning board. Select the Assignments tab page in the detail screen for the activity and enter the specified data. Confirm your entries by clicking the Back icon. Follow the same procedure to plan the material planning value for activity 3100. Finally, choose Save.

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Unit 1: Introduction

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Lesson Summary You should now be able to: • Create a project structure which consists of WBS elements and network activities using Project Builder

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PLM220

Unit Summary

Unit Summary You should now be able to: • Create a project structure which consists of WBS elements and network activities using Project Builder

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© 2011 SAP AG. All rights reserved.

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Unit Summary

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PLM220

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PLM220

Test Your Knowledge

Test Your Knowledge 1.

You can maintain the following objects in the Project Builder: Choose the correct answer(s).

□ □ □ □ □ □

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A B C D E F

Work Breakdown 
Structure Internal Order Maintenance Order Network Milestone Project definition

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Test Your Knowledge

PLM220

Answers 1.

You can maintain the following objects in the Project Builder: Answer: A, D, E, F The Project Builder is used for maintenance of project system structures. Order categories other than networks cannot be edited in the Project Builder.

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Unit 2 Dates Unit Overview In this unit you learn about functions for manual and automatic planning of dates in work breakdown structures and networks. In doing so, the various Customizing settings and influential factors for scheduling are also dealt with in detail. At the end of this unit, creation of actual dates, the necessary prerequisites for this and the influence on scheduling of actual dates are discussed.

Unit Objectives After completing this unit, you will be able to: • • • •

Schedule dates for WBS elements using the project planning board Perform scheduling with the aid of the project planning board Set the relevant tables in Customizing Enter actual dates for WBS elements and activities

Unit Contents Lesson: Time Scheduling with WBS Elements .............................. 24 Lesson: Scheduling of Activities and Networks .............................. 28 Exercise 2: Scheduling ..................................................... 47 Lesson: Actual Dates............................................................ 59 Exercise 3: Actual Dates from Confirmations ........................... 63

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Unit 2: Dates

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Lesson: Time Scheduling with WBS Elements Lesson Overview This lesson focuses on time scheduling with WBS elements You will learn about various functions that support you in time scheduling for work breakdown plans.

Lesson Objectives After completing this lesson, you will be able to: •

Schedule dates for WBS elements using the project planning board

Business Example Start by familiarizing yourself with the options for planning dates only for WBS elements. Take a look at how to use planning methods to simplify time scheduling.

Functions of Time Scheduling with WBS Elements

Figure 9: Time Scheduling Functions

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PLM220

Lesson: Time Scheduling with WBS Elements

The following functions are available to you in time scheduling: • • • • • • • •

Sets of dates: Basic and forecast dates can be used as planned dates. Actual dates are also shown here. Check dates: You can check consistency of the dates within the project structure with or without taking activities into account. Inherit: Dates within the work breakdown structure can be inherited. Extrapolate: You can use the extrapolate function to calculate the dates for higher-level WBS elements. Shift: You can shift all of the planned dates for the WBS elements or just the dates in subhierarchies. Planning different calendars: You can use a different factory calendar for each activity or WBS element. Scheduling: The scheduling function automatically calculates the dates for activities and networks. Planning methods: You can use the planning method to extrapolate dates automatically when you save your data.

Figure 10: Project Dates

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Unit 2: Dates

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Basic Date Planning with WBS Elements

Figure 11: Basic Dates WBS

In projects without networks, dates can be planned manually for the WBS elements (basic dates). You can use the project planning board to plan basic dates for the WBS elements simply by dragging your mouse. You can plan these dates in the form of a table in Structure Planning. Basic dates can be extrapolated from lower to higher-level WBS elements or, conversely, inherited from higher to lower-level WBS elements. You can check the consistency of your scheduling data within the WBS structure. In the execution phase, you can enter actual dates by dragging your mouse. In the project planning board or the information system, you can compare the actual dates with the planned basic dates.

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PLM220

Lesson: Time Scheduling with WBS Elements

Lesson Summary You should now be able to: • Schedule dates for WBS elements using the project planning board

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Unit 2: Dates

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Lesson: Scheduling of Activities and Networks Lesson Overview In this lesson you will become familiar with various aspects of network scheduling. The lesson also deals with dates for objects assigned to network activities such as milestones and material components as well as date exchange with WBS elements.

Lesson Objectives After completing this lesson, you will be able to: • •

Perform scheduling with the aid of the project planning board Set the relevant tables in Customizing

Business Example You have already created a project structure to produce a turbine. The project manager now wants to know whether the project can be completed on time. Schedule your project to find out the answer.

Introduction

Figure 12: Dates In Network Plan

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PLM220

Lesson: Scheduling of Activities and Networks

Figure 13: Scheduling

Each time a network is scheduled, the system carries out forward and backward scheduling; determines floats and capacity requirements (if activated). • •

Forward scheduling determines the earliest dates. Backward scheduling determines the latest dates.

Floats occur if the earliest dates are different from the latest dates. The scheduling results: • • • • • • •

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Scheduled start and finish for the network header Earliest start and finish dates (earliest dates) and latest start and finish dates (latest dates) for
 the activities Earliest and latest dates for the relationships The reduction of activity durations if a reduction level was used in conjunction with network scheduling. Float times (total and free float) for the activities Capacity requirements for activities The requirements dates of the components assigned to the activity

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Unit 2: Dates

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Figure 14: WBS / Overall Network Scheduling

You can schedule networks individually (network scheduling). You can schedule all networks linked by relationships together (scheduling of overall network). You can also trigger network scheduling from WBS elements (WBS scheduling). The activity data, relationships between the activities and date restrictions form the basis for determining dates automatically (scheduling). As of Release 4.6A you can schedule maintenance orders from the Project System. In the Project Scheduling and Overall Network Scheduling transactions, you can specify whether networks are scheduled together with maintenance orders that have been assigned as subnetworks. You can display an overview of the maintenance orders assigned to a project in the project planning board.

Scheduling Scenarios Depending on the settings used, you can use different scenarios for time scheduling. Two typical time scheduling scenarios are discussed below.

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PLM220

Lesson: Scheduling of Activities and Networks

Figure 15: Bottom-Up Scenario

In projects with assigned networks, you can use scheduling to derive the dates of the activities and WBS elements automatically. You can use the project planning board to select WBS elements and schedule the activities assigned to them. The scheduling parameters determine how the activities are scheduled. Networks are always scheduled forwards and backwards. The scheduling type determines the original direction in which scheduling is carried out. The system determines the earliest dates of the activities by means of forward scheduling and the latest dates by backward scheduling. The differences between the earliest and latest dates of an activity are referred to as floats. If these are less than or equal to zero, then the activity is defined as a “critical” activity. Critical activities define the critical path in the project. The dates of the assigned activities are summarized to give the scheduled dates of the WBS elements (thin time bars in the project planning board). The dates scheduled in the WBS structure can be copied to the basic dates of the WBS elements for the purpose of extrapolating them up the project hierarchy. If the appropriate settings have been made, this can happen automatically.

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Figure 16: Top-Down Scenario

In work breakdown structures with assigned networks, you can also plan the basic dates for the WBS elements manually to specify that a certain part of the project has to be completed within a fixed time period. You can use the “Top-Down” scheduling scenario or suitable scheduling parameters to stipulate that activities be scheduled within these time constraints: for this, you may need to deselect the Network determines scheduling and Adjust basic dates indicators.

Figure 17: Scheduling Scenarios

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PLM220

Lesson: Scheduling of Activities and Networks

As of Release 4.6, you have the option of using predefined scheduling scenarios. The standard scheduling options are of course still available. Depending on the transaction from which you trigger the scheduling, you use either the “Parameters for WBS scheduling” table or the “Scheduling parameters for the network type” table. Caution: The scheduling result depends on the transaction from which you start the scheduling. In the project planning board, ensure that you select all objects that you want to include in the scheduling. You can also use this option to schedule only subareas of a project.

Customizing in Time Scheduling

Figure 18: Customizing for Scheduling 1

Scheduling types are used both for network scheduling and for WBS scheduling. The indicators have the following meanings: Forward: The system first schedules forwards from the start date in the network header or the WBS element and then schedules backwards. Backward: The system first schedules backwards from the end date in the network header or the WBS element and then schedules forwards. Cap.requirements only: No scheduling is carried out at all. Instead, the start and finish dates of the network header are copied to each activity. Today's date: Backward scheduling is carried out first, followed by forward scheduling starting from today's date. Basic dates with times: This indicator is not relevant for networks.

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Scheduling parameters are created for specific plants and network types. The scheduling parameters determine scheduling, for example, in the transactions network maintenance (CN22) and scheduling of the overall network (CN24). The indicators have the following meanings: Adjust basic dates: Determines that the scheduled dates are copied to the basic dates of the network header after a scheduling run. The settings for secondary requirements do not have any impact in the network. Scheduling type: Determines the type of scheduling - for example, forward first, then backward. Start in the past: Determines how long ago (in days) the start date can be. If it is more than the specified number of days, scheduling is carried out for today's date. Automatic scheduling: Scheduling is carried out on saving. Log automatic: If a log is generated, it is displayed automatically. Break spec. scheduling: The exact time at which a break is scheduled (in the work center) is taken into account. Shift order: Determines how the system deals with partially confirmed activities during scheduling. Latest material dates: The requirements dates for a material are determined based on the earliest or latest date. Reduction Type: The activity duration is reduced for either all activities or only those along the critical path are reduced. Maximum reduction level: A reduction strategy can have up to six levels. The highest level of reduction is specified here. Rescheduling: Determines how the system deals with work allocated in “workforce planning” after another scheduling run has been carried out.

Figure 19: Customizing for Scheduling 2

The profile for WBS scheduling is used for scheduling in the project planning board transaction CJ2B or in the project scheduling transaction (CJ29). The indicators have the following meanings: Scheduling type: Determines the type of scheduling, for example, forward first, then backward. Start in the past: Determines how long ago (in days) the start date can be. If it is more than the specified number of days, scheduling is carried out for today's date. Scheduling form: Specifies which object - network header or WBS element - is used as a basis for scheduling. Adjust basic dates: Determines that the scheduled dates are copied to the basic dates of the WBS elements after a scheduling run. Log automatic: If a log is generated, it is displayed automatically. Shift order: Determines how

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the system deals with partially confirmed activities during scheduling. Schedule when saving: Scheduling is carried out on saving. Latest material dates: The requirements dates for a material are determined based on the earliest or latest date. Maximum reduction level: A reduction strategy can have up to six levels. The highest level of reduction is specified here. Reduction Type: The activity duration is reduced for either all activities or only those along the critical path are reduced. The WBS scheduling profile is stored in the project definition control data. It can be copied as a default value from the project profile. One (or neither) of the two scheduling scenarios is displayed by default in the project profile.

Other Influencing Factors in Scheduling

Figure 20: Scheduling: Duration

When scheduling internally processed activities and general costs activities, the system uses the normal duration you maintained in the activity. The duration can be calculated from the work planned, provided you have stored a formula for calculating the duration from internal processing in the work center. When scheduling externally processed activities, the system uses the number of planned delivery days you maintained for an external activity. You can, however, also use the normal duration from the internal processing screen of the external activity if you activate this explicitly in the control key of the external activity. Scheduling interprets the time interval for relationships as the minimum time interval. When calculating the dates, scheduling can increase the time interval but not reduce it.

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You can maintain a work center in internally and externally processed activities and in relationships. The following information is stored for scheduling in the work center: • •

Formulas for calculating the duration of activities. A factory calendar and the operating time for each workday.

Figure 21: Control Key

The control keys for activities are set in Customizing using transaction OPSU. The control key has indicators that define the following functions: Schedule: Activities and activity elements are scheduled. For activity elements, the dates for the activity are determined. Det. cap. req.: Capacity requirements are determined for activities and activity elements. The capacity requirements are determined using the scheduling results. Therefore, only set this indicator if you also set the scheduling indicator. Costs act.: This indicator specifies that you use the control key for general costs activities. Costing: This indicator determines that activities and activity elements are taken into account in costing. Print time ticket: This determines whether time tickets can be printed. Time tickets are only printed if the Print indicator is also selected. For information on further relationships, see the online help. Confirmation: Determines whether activities and activity elements can be confirmed. External proc.: Determines whether activities and activity elements are processed internally or externally. Service: Determines whether services can be planned for activities and activity elements. Only set this indicator if you select the External proc. indicator to allow external processing. Print conf.: This determines whether completion confirmation slips can be printed. Completion confirmation slips are only printed if the Print indicator is also selected. For information on further relationships, see the online help. Print: Determines whether work papers (such as time tickets and completion confirmation slips) are to be printed. For information on other relationships, see the online help. Sch.ext.proc.: Determines whether activities are to be scheduled in line with the Planned delivery time or Normal duration.

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Lesson: Scheduling of Activities and Networks

Figure 22: Relationships

Relationships determine the chronological sequence of the individual activities in a network (or standard network). You can enter additional data (such as a time interval or reference to a particular factory calendar) in the detail screen for each relationship. The network graphic allows you to view the activity relationships in a “time-dependent” manner to display the logical sequence. All relationships in the network graphic are displayed as FS relationships by default.

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Scheduling Example

Figure 23: Example of Scheduling

A network is always scheduled forwards and backwards. The scheduling type specifies whether forward scheduling or backward scheduling is carried out first. Forward scheduling calculates the earliest start and finish dates for the activities. All activities that do not have predecessors are start activities. The scheduling start date is the start date in the network header or the start date determined from backward scheduling. Backward scheduling calculates the latest start and finish dates for all the activities. Last or finishing activities are network activities that do not have successors. The scheduling start date is the finish date in the network header or the finish date determined from forward scheduling. In the example above, the start dates are set to the beginning of the day (00:00) and the finish dates to the end of the day (24:00). If work centers are entered for the activities, the start and finish dates are within the operating time of the work centers affected.

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Figure 24: Total Float, Free Float

Legend: ES= Earliest Start

EF= Earliest Finish

LS= Latest Start

LF= Latest Finish

TF= Total Float

FF= Free Float

Floats supply information on the time reserves available for individual activities. You can use the floats calculated in scheduling, for example in capacity leveling, to shift activities between the earliest and latest dates or to extend their duration. A total float is the difference between the latest start and earliest start (LS - ES) or between latest finish and earliest finish (LF - EF). A free float is the difference between the earliest start of a successor activity and the earliest finish of the activity in question (ES successor - EF activity). Since the successors for the free float are within their earliest dates, the time reserve is fully available to the current activity.

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Figure 25: Example of Floats

This slide describes how total floats and free floats are calculated. The total float of activity 40 can be calculated from the difference between the earliest and latest start of an activity: Day 6 (0:00) - Day 5 (0:00) = 1 day. The free float of activity 40 can be calculated from the difference between the earliest start of the successor (activity 50) and the earliest finish of the activity. Day 9 (0:00) - Day 7 (0:00) = 1 day.

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Time Constraints and Reductions

Figure 26: Time Constraints

You can maintain time constraints for the start and finish of activities. The constraints apply both for the latest and the earliest dates of the activities and activity elements. You can maintain constraints for basic and forecast date sets.

Figure 27: Reduction

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You can use reduction if the time period within which the activities are to be scheduled is not long enough to process all activities. This allows you to reduce the scheduled duration of internally processed activities. Reduction only affects the activities for which a reduction strategy has been stored. At the most, the system reduces as far as the level of reduction strategy entered in the network header. During scheduling, the system determines one reduction level for each activity. For example: The system calculates the earliest dates and determines reduction level 2 for an activity. This reduction level is transferred to the latest dates. Important: Remember to be careful when using the reduction function as the system does not know whether the duration of an activity can be reduced. It does not carry out plausibility checks or check available capacities. You can use reduction strategies to control how an activity's lead time can be reduced in levels. You can enter a reduction strategy in each activity. You can define up to six reduction levels for each reduction strategy. You can enter by what percent you want to reduce for each reduction level.

Scheduling of the Overall Network

Figure 28: Scheduling of the Overall Network

The confirmed delivery date of an item in the sales order corresponds to the finish date of the assigned network. If the end of a network is shifted because of scheduling problems, the confirmed delivery date in the sales order is changed automatically. You can, however, also fix a confirmed delivery date for the item on the Schedule lines tab page. As of Release 4.0, scheduling of the overall network for the sales order item can be started in the sales order itself.

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This function schedules both the network assigned to the sales order item and all other networks linked to this network via a relationship. This function updates all items in the sales order that refer to the overall network.

Figure 29: Overall Network Scheduling with Selection Options

As well as overall network scheduling (transaction CN24), which you can use to schedule several networks and subnetworks together, you also have at your disposal, from ECC 5.0 onwards, the new function overall network scheduling with selection options (transaction CN24N). You use this function along with suitable selection criteria to specify which networks and subnetworks are to be taken into account as part of overall network scheduling. You can display additional information on the selected activities and subnetworks on a monitor and jump to the next screen to processing or confirmation of activities. A prerequisite for the use of the Overall network scheduling with selection options function is that you have defined suitable levels beforehand in Customizing for the project system and have assigned network types and number intervals. Note that you can only schedule using two levels. By using a BAdI for Overall scheduling with selection options, you have other functions at your disposal such as control of data exchange between activities and assigned subnetworks.

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Figure 30: Subnetwork Monitor

Dates of Assigned Objects

Figure 31: Dates of Activity Elements

Unlike activities, activity elements are not scheduled independently. The system calculates the dates for activity elements with reference to the start or finish dates of the activity. If required, you can maintain a time interval for the start and a time interval for the finish in activity elements. The dates of the activity element must always lie entirely within the duration of the higher-level activity.

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Lesson: Scheduling of Activities and Networks

Figure 32: Requirements Dates of Material Components

The system calculates the requirements date for components with reference to the start or finish date of the activity. You can use the Scheduling parameters for network type or the Parameters for WBS scheduling to control whether the earliest or latest start date is used as the requirements date. The transaction used to trigger the scheduling determines which of the two tables is used. If you schedule within the network or the overall network, the Scheduling parameters for the network type apply. If you schedule within the project planning board or using structure planning, the Parameters for WBS scheduling apply. If the requirements date is before the finish date of the activity, you can store a corresponding time interval by using an offset to the finish date. You can also set a requirements date for a material manually, independently of the activity date.

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Figure 33: Dates of Milestones

Figure “Dates of Milestones” shows a milestone that is assigned to a network activity. The planned date is either entered manually or with reference to the activity. If the date refers to the activity dates, you must decide whether it is to refer to the earliest or latest dates and the start or the end of the activity. Additionally, you enter a positive or negative offset for this reference date. You can also assign milestones to WBS elements. As of Release 4.6, the planned dates for a milestone can refer to the basic start or finish date of a WBS element.

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Exercise 2: Scheduling Exercise Objectives After completing this exercise, you will be able to: • Perform time scheduling with predefined scenarios • Use relationships and restrictions

Business Example Using the project planning board, you calculate the dates and floats for carrying out the individual activities of your turbine project. At the same time, you also take into account the time-based dependencies of the individual activities, as well as other conditions.

Task 1: 1.

Call up the project planning board.

2.

Open your project T-100## in the project planning board. Use the 1001 Elevators/Turbines planning board profile.

3.

Optimize the project display to show all activities completely.

4.

Plan dates for your project using the predefined “bottom-up” scenario. First check the time scheduling settings and set the scheduling scenario to Bottom-up scenario (pre-defined) if necessary. Next, plan the dates for your entire project. Hint: The “bottom-up” scheduling scenario is set so that all activity dates are determined and then the earliest and latest dates for each are transferred to the assigned WBS elements as planned dates. To finish, the planned dates are extrapolated for upper-level WBS elements within the hierarchy.

Continued on next page

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5.

Check the floats for your project. Display both the earliest and the latest dates. Hint: Scheduling always calculates the dates of activities forwards and backwards. Each activity (and activity element) thus has two time bars. Different colors (usually blue and red) are used to distinguish between activities in the planning board that still have or no longer have time floats.

6.

Reduce the duration of activity 4000 Production of running gear, bearing, valves to 30 days and see what effect this has on scheduling. Hint: Although the system adjusts the time bars of activity 4000 in the graphic, the overall project dates are no longer up to date. You need to perform scheduling again. Note the changes to activities 3000 and 3100. How are activities 3000 and 3100 affected?

7.

Save your time scheduling without saving your user-specific changes to the project planning board.

Task 2: 1.

Take a look at the scheduling details for your project. Once again, use the project planning board for this purpose.

2.

Create another two internally processed activities within activity 5010 Planning of instrumentation. The activities will be linked to each other at a later stage.

3.

Input the details for the two new activities. Enter the following data in the detail screen for the new activity 5020: Field name

Values

Text

Detailed planning for instruments

Work center

2000

Work

10 hours

Normal duration

3 days

Go to the detail screen for activity 5030. Enter the following data: Continued on next page

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4.

Field name

Values

Text

Corrections for instruments

Work center

2000

Work

10 hours

Normal duration

72 hours

Reschedule your entire project. How does scheduling affect the WBS elements in the project?

5.

Link activities 5010, 5020 and 5030 with relationships. Use FS (finish-start) relationships to link the activities in the sequence of your activity numbers.

6.

Schedule your entire project again. Note how the time bars for activities 5010, 5020 and 5030 change.

7.

The three activities are not yet integrated in the rest of the network. In the graphic, create an FS relationship between activity 1000 and activity 5010.

8.

Reschedule your project and observe the change.

9.

Use the table to create an FS relationship between activity 5030 and activity 3100 Material procurement plant components.

10. Schedule your entire project again and analyze the change. 11. Check the floats in your project. First, click the Dates tab on the detail screen for activity 5010 Planning of instrumentation. What is the total float of the activity? _____________ How large is the free float of the activity? _____________ Display the total float directly in the diagram area. Configure the system in such a way that only those activities with a negative total float are highlighted as critical activities. 12. Activity 5020 Detailed planning for instruments is not to start before a certain date. Set a date constraint for the start date in the Dates detail screen of the activity. As start date, enter the earliest start date plus one week in the future. 13. Reschedule your entire project. How large is the free float of the activity now? _____________ Why does activity 5010 have a free float? Continued on next page

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14. Save the time scheduling of your project without saving your user-specific changes to the project planning board.

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Solution 2: Scheduling Task 1: 1.

Call up the project planning board. a)

2.

Open your project T-100## in the project planning board. Use the 1001 Elevators/Turbines planning board profile. a)

3.

Enter your project in the Project def. field, select W. activities, enter the corresponding planning board profile and select Open project.

Optimize the project display to show all activities completely. a)

4.

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction)

To optimize the graphic area, choose Adapt graphic area.

Plan dates for your project using the predefined “bottom-up” scenario. First check the time scheduling settings and set the scheduling scenario to Bottom-up scenario (pre-defined) if necessary. Next, plan the dates for your entire project. Hint: The “bottom-up” scheduling scenario is set so that all activity dates are determined and then the earliest and latest dates for each are transferred to the assigned WBS elements as planned dates. To finish, the planned dates are extrapolated for upper-level WBS elements within the hierarchy. a)

First check the time scheduling settings. Choose Settings → Options. Set the scheduling scenario to Bottom-up scenario (predefined) if necessary, and confirm your input with Copy. To plan the dates for your entire project, first choose Select all to select all objects. Finally, start the scheduling procedure by clicking the appropriate icon.

Continued on next page

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5.

Check the floats for your project. Display both the earliest and the latest dates. Hint: Scheduling always calculates the dates of activities forwards and backwards. Each activity (and activity element) thus has two time bars. Different colors (usually blue and red) are used to distinguish between activities in the planning board that still have or no longer have time floats. a)

Choose Set of Dates/View. Activate the Latest dates indicator and confirm your data entries by clicking Confirm.

6.

Reduce the duration of activity 4000 Production of running gear, bearing, valves to 30 days and see what effect this has on scheduling. Hint: Although the system adjusts the time bars of activity 4000 in the graphic, the overall project dates are no longer up to date. You need to perform scheduling again. Note the changes to activities 3000 and 3100. How are activities 3000 and 3100 affected? a)

Double-click the line containing activity 4000 to call up the detail screen for the activity. Reduce the duration of the activity to 30 days. To do this, modify the Normal duration field on the Internal tab. Confirm your entries by clicking the Back icon.

b)

Choose Select all again to select all objects and start scheduling with the relevant icon. The extended duration of the activity affects the entire network: Activity 3000 was previously critical (it had negative floats and was shown in red in the diagram area). After scheduling, it has positive floats (and is shown in blue). Activity 3100 behaves in a completely different way. In the network structure graphic, you can see that the activities lie in two different, parallel paths. Before scheduling, the first path (with activity 3000) is the critical path in the network. After scheduling, the other path (with activity 3100) represents the critical path.

Continued on next page

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7.

Save your time scheduling without saving your user-specific changes to the project planning board. a)

Choose Save and, where applicable, answer the confirmation prompt about saving user-dependent data by choosing No.

Task 2: 1.

Take a look at the scheduling details for your project. Once again, use the project planning board for this purpose. a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction) Enter your project in the Project definition field, select With activities, and click the Open project icon. As before, optimize the project display by clicking the Zoom in on graphic and Adapt graphic area icons.

2.

Create another two internally processed activities within activity 5010 Planning of instrumentation. The activities will be linked to each other at a later stage. a)

Select activity 5010 Planning of instrumentation. Choose Create. The templates area is shown on the left of the project planning board. Double-click the Internal Processing object in the templates area. The system creates an internal processing activity with default values. The assignment to the WBS element is copied by the selected activity. The detailed settings for the activity will be carried out later.

b)

Create the second activity. Double-click the Internal Processing object in the templates area once again. Hide the templates area. To do this, click the Open/close left-hand window icon.

3.

Input the details for the two new activities. Enter the following data in the detail screen for the new activity 5020:

Continued on next page

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Field name

Values

Text

Detailed planning for instruments

Work center

2000

Work

10 hours

Normal duration

3 days

Go to the detail screen for activity 5030. Enter the following data: Field name

Values

Text

Corrections for instruments

Work center

2000

Work

10 hours

Normal duration

72 hours

a)

With the CTRL key pressed, select the two activities. Call up the detail screen for the activities. Click the Detailed information for object icon. Enter the following data in the detail screen for activity 5020. Choose Next. The detail screen for activity 5030 appears. Enter the data specified. Exit editing using the Back icon.

4.

Reschedule your entire project. How does scheduling affect the WBS elements in the project? a)

To select all objects, choose Select all. Start the scheduling procedure by clicking the appropriate icon. “Bottom-up” is still selected as the scheduling scenario. The activity dates are transferred to the higher-level WBS elements. In the above example, the scheduled dates of WBS element Planning of instrumentation are adjusted. Note the different durations (3 days or 72 hours) of the two new activities.

Continued on next page

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5.

Link activities 5010, 5020 and 5030 with relationships. Use FS (finish-start) relationships to link the activities in the sequence of your activity numbers. a)

Hold down the CTRL key, and select only activities 5010, 5020, and 5030. Select Connect selected activities. The system creates FS relationships between the activities. The order of the relationships is determined by the order in which the activities are displayed in the planning board (from top to bottom). This is defined by default via the activity numbers, but it can also be defined using filter, group, or sort functions.

6.

Schedule your entire project again. Note how the time bars for activities 5010, 5020 and 5030 change. a)

To select all objects, choose Select all. Start the scheduling procedure by clicking the appropriate icon. The planned dates of activities 5010, 5020, and 5030 now follow each other in sequence.

7.

The three activities are not yet integrated in the rest of the network. In the graphic, create an FS relationship between activity 1000 and activity 5010. a)

Activate the connect mode. To do this, choose Switch connect mode on/off. The cursor is displayed as a pencil in the graphic area. Create the FS relationship. With the mouse button pressed, drag the cursor from the right half of activity 1000 to the left half of activity 5010, and release the mouse button. Finally, choose Switch connect mode on/off again to deactivate connect mode.

8.

Reschedule your project and observe the change. a)

To select all objects, choose Select all. Start the scheduling procedure by clicking the appropriate icon. Activity 5010 (and therefore also activities 5020 and 5030) now starts once activity 1000 is finished.

Continued on next page

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9.

Use the table to create an FS relationship between activity 5030 and activity 3100 Material procurement plant components. a)

Select activity 5030 and choose edit relationships (tabular). A list of the activity relationships appears. Create the FS relationship for activity 3100. Choose the Successors tab page. Select the Material procurement plant components activity in the Operations section. Choose Create rel to create the relationship. Confirm your input using Back.

10. Schedule your entire project again and analyze the change. a)

To select all objects, choose Select all. Start the scheduling procedure by clicking the appropriate icon. The new relationship affects the latest date of operations 5010, 5020, and 5030. The dates of the higher-level WBS element were changed accordingly.

11. Check the floats in your project. First, click the Dates tab on the detail screen for activity 5010 Planning of instrumentation. What is the total float of the activity? _____________ How large is the free float of the activity? _____________ Display the total float directly in the diagram area. Configure the system in such a way that only those activities with a negative total float are highlighted as critical activities. a)

Double-click either the time bar of activity 5010 or the activity number. Go to the Dates tab and note the total float. Choose the Back icon to exit the detail screen.

b)

Choose the Options icon. Choose Planning board in the navigation area and then click the Diagram area tab page. Select the ShowTotal float indicator. Enter the value “1-” in the Critical from field (note the sign) Confirm your data entries by clicking Copy. Continued on next page

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12. Activity 5020 Detailed planning for instruments is not to start before a certain date. Set a date constraint for the start date in the Dates detail screen of the activity. As start date, enter the earliest start date plus one week in the future. a)

Double-click either the activity time bar or activity number 5020. Choose the Dates tab page and, in the Start field, choose the Cannot start before value. As start date, enter the earliest start date plus one week in the future. Confirm your entries by clicking the Back icon.

13. Reschedule your entire project. How large is the free float of the activity now? _____________ Why does activity 5010 have a free float? a)

To select all objects, choose Select all. Start the scheduling procedure by clicking the appropriate icon. Note the free float in the detail screen of activity 5010. The free float is the difference between the earliest finish date for an activity and the earliest start date for the successor. The earliest start for the successor was only set to a later date by restricting the start date of the successor (5020, Cannot start before). Free floats also appear for parallel activities that have the same successor. In this case, the longer activity determines the earliest start date of the successor and the shorter activity has a free float.

14. Save the time scheduling of your project without saving your user-specific changes to the project planning board. a)

2011

Choose Save and, where applicable, answer the confirmation prompt about saving user-dependent data by choosing No.

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Lesson Summary You should now be able to: • Perform scheduling with the aid of the project planning board • Set the relevant tables in Customizing

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Lesson: Actual Dates

Lesson: Actual Dates Lesson Overview This lesson deals with the various ways of entering actual dates for WBS elements and activities. The lesson also discusses the prerequisites for entering actual dates and the effect that actual dates have on subsequent scheduling runs.

Lesson Objectives After completing this lesson, you will be able to: •

Enter actual dates for WBS elements and activities

Business Example You want to compare planned dates with the actual execution dates in the execution phase of your project in order to be able to monitor the date situation for your project. To do this, you enter the actual dates for your project.

Entering Actual Dates

Figure 34: Actual Dates

To monitor the dates for a project, you compare the basic dates with the actual dates or forecast dates. Actual dates can be set manually for WBS elements. If you are using network activities, actual dates are typically set by confirming activities. If activities are assigned to a WBS element, the actual dates of the activities are proposed to the WBS element as provisional dates that can be transferred to the actual dates of the WBS element if necessary.

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Important: Actual dates are usually updated for an activity during activity confirmation. You can suppress this update if necessary. To do this, select the No date update indicator during confirmation.

Actual Dates of WBS Elements

Figure 35: Actual WBS Dates

Legend: AS = Actual start date

AF= Actual finish date

CNF= Finally confirmed

REL= Released

For WBS elements without assigned activities: • •

You can always maintain the actual start if the WBS element has the status “Released” or “Partially released”. You can only maintain the actual finish if all lower-level WBS elements have an actual finish date and the status of the WBS element is “Released”.

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

60

You can only maintain the actual start if the assigned activity has the status “Partially” released or “Released”. You can only maintain the actual finish date if all the lower-level WBS elements also have an actual finish date and all the activities for the WBS element have the status “Finally confirmed”.

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Lesson: Actual Dates

Actual Dates of Activities

Figure 36: Actual Dates of Activities

Actual dates are normally entered in networks using confirmation. This can be carried out using individual or collective confirmation, or the cross application time sheet. Once an activity has a final confirmation, the start and finish of the earliest and latest dates match the actual start and finish dates. Partial confirmations affect the scheduling result for the earliest date in accordance with the Shift order indicator. •

•

The Shift order indicator is not set: The actual start date and forecast duration of the partial confirmation are taken into account when the earliest date is calculated. The Shift order indicator is set: The actual start date of the partial confirmation is not taken into account when the earliest date is calculated.

To call up an overview of your planned dates at a certain point in time (baseline), use either project versions or forecast dates.

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Lesson: Actual Dates

Exercise 3: Actual Dates from Confirmations Exercise Objectives After completing this exercise, you will be able to: • Describe the effects of actual dates on time scheduling

Business Example You create partial confirmations for activities that are already being processed and calculate the resulting shifts in dates for your project.

Task: 1.

So far, you have planned dates but not begun to enter actual dates. Actual dates, however, can also affect your planned dates. Take a look at how actual dates affect planned dates in the project planning board. To do this, start by opening your project in the project planning board and alter the display accordingly.

2.

Before you start to enter actual dates, transfer the dates planned previously (basic dates) to the set of dates for alternative time scheduling (forecast dates). Show the forecast dates, compare them with the basic dates, and then hide them again. Hint: Forecast dates can be determined via scheduling in the same way as basic dates. These dates are simply alternative dates for time scheduling and are used in the course to “freeze” time scheduling at a certain point in time. This allows comparisons to be made with changed time scheduling (basic dates) at a later stage.

3.

Before you can enter actual data, you have to release activities or WBS elements. Release WBS element T-100##.1 Engineering and Design. The status is inherited to lower-level activities to allow you to continue entering actual activity data.

4.

Enter a partial confirmation for the activity 1000 Engineering of drawing/calculation/design. Display both the actual dates and the basic dates in the diagram area. Continued on next page

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Enter the following data in the confirmation dialog window: Hint: You can find Actual start, Actual finish, and Forecast duration in the Confirm. section. Find theActual finish field to the right of the Actual start field.

5.

Field name

Values

Completed

Deselect

Final conf.

Deselect

Processing %

20 %

Actual start

Copy the earliest start date

Actual finish

Actual start plus 2 working days

Forecast duration

14 days

Schedule your entire project. Note, in particular, how the basic dates for activity 1000 change.

6.

You can use the Shift order indicator to prevent the actual start dates from affecting scheduling. Modify the parameter for scheduling in the project planning board so that all settings match those of the “bottom-up” scenario, while the Shift order indicator is also active. Then schedule your entire project again and analyze the date changes.

7.

Compare the basic dates with the forecast dates. Hide the forecast and actual dates again.

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8.

Select the “bottom-up” scheduling scenario again.

9.

Save your modified schedule without saving any user-specific changes made to the project planning board.

© 2011 SAP AG. All rights reserved.

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PLM220

Lesson: Actual Dates

Solution 3: Actual Dates from Confirmations Task: 1.

So far, you have planned dates but not begun to enter actual dates. Actual dates, however, can also affect your planned dates. Take a look at how actual dates affect planned dates in the project planning board. To do this, start by opening your project in the project planning board and alter the display accordingly. a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (double-click to select transaction) Enter your project in the Project definition field, select With activities, use project planning board profile 1001 Elevators/Turbines, and click the Open project icon. To optimize the graphic display, choose the Adapt graphic icon.

2.

Before you start to enter actual dates, transfer the dates planned previously (basic dates) to the set of dates for alternative time scheduling (forecast dates). Show the forecast dates, compare them with the basic dates, and then hide them again. Hint: Forecast dates can be determined via scheduling in the same way as basic dates. These dates are simply alternative dates for time scheduling and are used in the course to “freeze” time scheduling at a certain point in time. This allows comparisons to be made with changed time scheduling (basic dates) at a later stage. a)

To select all objects, choose Select all. In the menu, choose Edit → Reconcile dates → Transfer basic date to forecast. If the “Schedule WBS elements” dialog box appears, choose No.

b)

Choose Set of Dates/View. In the dialog box, select Forecast dates and choose Confirm to confirm your input. Follow the same procedure to hide the forecast dates again after you have compared them with the basic dates. Continued on next page

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3.

Before you can enter actual data, you have to release activities or WBS elements. Release WBS element T-100##.1 Engineering and Design. The status is inherited to lower-level activities to allow you to continue entering actual activity data. a)

Select the WBS element T-100##.1 Engineering and Design. Choose Edit → Status → Release.

4.

Enter a partial confirmation for the activity 1000 Engineering of drawing/calculation/design. Display both the actual dates and the basic dates in the diagram area. Enter the following data in the confirmation dialog window: Hint: You can find Actual start, Actual finish, and Forecast duration in the Confirm. section. Find theActual finish field to the right of the Actual start field. Field name

Values

Completed

Deselect

Final conf.

Deselect

Processing %

20 %

Actual start

Copy the earliest start date

Actual finish

Actual start plus 2 working days

Forecast duration

14 days

a)

Select activity 1000 Engineering of drawing/calculation/design. Choose Confirm activity. Enter the data specified in the confirmation dialog window. Confirm the confirmation by selecting Enter and choose Back to exit.

b)

Choose Set of Dates/View. In the dialog box, select Actual dates and choose Confirm to confirm your data entries. A time bar corresponding to the actual data that was confirmed will now be displayed in the diagram area.

5.

Schedule your entire project. Continued on next page

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Lesson: Actual Dates

Note, in particular, how the basic dates for activity 1000 change. a)

To select all objects, choose Select all. Start the scheduling procedure by clicking the appropriate icon. The system uses the confirmation data to determine a provisional finish for the activity being processed. The duration of the activity is based on the actual duration and the forecast (remaining) duration. As a result the planned dates of the following activities in the network are shifted.

6.

You can use the Shift order indicator to prevent the actual start dates from affecting scheduling. Modify the parameter for scheduling in the project planning board so that all settings match those of the “bottom-up” scenario, while the Shift order indicator is also active. Then schedule your entire project again and analyze the date changes. a)

Choose the Options icon. All settings in the predefined “bottom-up” scheduling scenario are fixed. In particular, you cannot change the Shift order indicator. Set the scheduling scenario to Free scheduling. The settings for the predefined profile IDES scheduling forward correspond to the “bottom-up” scenario in scheduling type and form. You may still need to set the Adjust bsc date indicator and enter 999 in the Start in past field. Set the Shift order indicator. Confirm your data entries by clicking Copy.

b)

Now reschedule your project. Choose Select all to select all objects. Start the scheduling procedure by clicking the appropriate icon. Notice how the time bar of activity 1000 becomes shorter and the dates of all following activities are adjusted.

7.

Compare the basic dates with the forecast dates. Hide the forecast and actual dates again. a)

Choose Set of Dates/View. In the dialog box, select Forecast dates and choose Confirm to confirm your input. After you have compared the dates, hide the forecast and actual dates again. Continued on next page

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8.

Select the “bottom-up” scheduling scenario again. a)

Choose the Options icon. Change the scheduling scenario to “Bottom-up”. Confirm your data entries by clicking Copy.

9.

Save your modified schedule without saving any user-specific changes made to the project planning board. a)

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Choose Save to save the changes to your project, but do not change your user-specific settings.

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PLM220

Lesson: Actual Dates

Lesson Summary You should now be able to: • Enter actual dates for WBS elements and activities

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Unit Summary

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Unit Summary You should now be able to: • Schedule dates for WBS elements using the project planning board • Perform scheduling with the aid of the project planning board • Set the relevant tables in Customizing • Enter actual dates for WBS elements and activities

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Test Your Knowledge

Test Your Knowledge 1.

WBS elements can be linked together using relationships in order to specify the chronological order of WBS elements. Determine whether this statement is true or false.

□ □

True False

2.

Which functions for time scheduling with WBS elements can be carried out automatically by the system on saving with the help of planning methods?

3.

Which factors can have an influence on the scheduling result of networks? Choose the correct answer(s).

□ □ □ □ □ 4.

A B C D E

The transaction used to carry out the scheduling. Relationships to other networks. The control key for the activity. Dates of assigned WBS elements. The work center in activities.

The system automatically calculates the actual dates for a WBS element from the accounting documents assigned to the WBS element. Determine whether this statement is true or false.

□ □ 5.

True False

The Shift order indicator controls how actual dates from final confirmations affect further scheduling runs. Determine whether this statement is true or false.

□ □

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True False

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Answers 1.

WBS elements can be linked together using relationships in order to specify the chronological order of WBS elements. Answer: False Network activities can only be linked to each other by means of relationships in the project system. The work breakdown structure has a purely hierarchical structure however.

2.

Which functions for time scheduling with WBS elements can be carried out automatically by the system on saving with the help of planning methods? Answer: The system can check the hierarchical consistency of time scheduling within the project and extrapolate dates within the project structure automatically on saving using the planning methods “Top Down”, “Bottom Up” and “Strict Bottom Up”.

3.

Which factors can have an influence on the scheduling result of networks? Answer: A, B, C, D, E The result of scheduling depends on a variety of different influencing factors. All factors listed can play a role in the scheduling of networks. It is essential for understanding scheduling to have a knowledge of these factors.

4.

The system automatically calculates the actual dates for a WBS element from the accounting documents assigned to the WBS element. Answer: False The actual dates for a WBS element can only be entered either manually, calculated by extrapolation of actual dates of lower-ranked WBS elements, or derived from the provisional actual dates of assigned activities.

5.

The Shift order indicator controls how actual dates from final confirmations affect further scheduling runs. Answer: False The Shift order indicator controls how actual dates from partial confirmations affect subsequent scheduling runs.

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Unit 3 Capacities Unit Overview This unit deals with the planning, execution and analysis of internal services for projects. You create work centers and available capacities and learn about the various influencing factors for determining the capacity requirements for projects, as well as the appropriate Customizing settings. The unit also provides an overview of the various reports for analyzing the capacity situation for projects and for work centers, as well as an overview of capacity leveling options. As well as capacity planning at work center level, workforce distribution for personnel resources is also discussed. Finally, the various completion confirmation options for network activities (especially the Cross Application Time Sheet) and reduction of capacity requirements is discussed.

Unit Objectives After completing this unit, you will be able to: • • • • •

Describe the lifecycle of internal activities in projects Calculate capacity requirements Carry out capacity analyses for projects and work centers Distribute work to personnel resources Confirm internal services for internally-processed activities

Unit Contents Lesson: Capacities - Overview................................................. 74 Exercise 4: Quick Run of Planning and Execution of Internal Activities ...................................................................... 77 Lesson: Available Capacity and Capacity Requirements .................. 83 Exercise 5: Available Capacity and Capacity Requirements .......... 87 Lesson: Capacity Analysis...................................................... 96 Exercise 6: Capacity Analysis ............................................101 Lesson: Capacity Leveling.....................................................107 Exercise 7: Workforce Planning .......................................... 115 Lesson: Confirmations .........................................................124 Exercise 8: Confirmations and Actual Capacity Requirements ......133

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Lesson: Capacities - Overview Lesson Overview This lesson provides an initial overview of the various aspects of capacity planning for projects. Using a simple example, you learn about the stages involved in the lifecycles of internally processed activities.

Lesson Objectives After completing this lesson, you will be able to: •

Describe the lifecycle of internal activities in projects

Business Example You want to perform a large part of the services for your turbine project in your own company. In other words, you want to use the company's own resources. however, it is possible you may not have sufficient available capacity to perform the work. Plan the services and analyze the capacity requirements.

The Lifecycle of Internal Activities

Figure 37: Overview of Capacities

The planning of internal activities has a considerable influence on other objects and aspects in the Project System and in Capacity Planning. The extent of this influence is indicated by the width of the lines in the slide.

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Lesson: Capacities - Overview

Figure 38: Lifecycle of an Internal Activity

Figure “Lifecycle of an Internal Activity” illustrates all of the events in the lifecycle of an internally processed activity. You can omit some of the events if required, however. Capacity leveling or workforce planning may be unnecessary, for example, if the time and effort these involve outweigh the benefits.

Figure 39: Internal Processing in the Project Planning Board

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You can use the project planning board to carry out all steps involved in the processing of internal activities. Figure “Internal Processing in the Project Planning Board” shows only the minimum processing procedure. You can also call up workforce planning and capacity leveling directly from the planning board.

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Lesson: Capacities - Overview

Exercise 4: Quick Run of Planning and Execution of Internal Activities Exercise Objectives After completing this exercise, you will be able to: • You carry out a “quick run” of planning and execution of internal activities in the project planning board.

Business Example You plan, monitor, and execute internal activities in the project planning board for an activity of your turbine project using a “quick run”.

Task: In this task you process the life cycle of an internal activity. That is, you plan and release an activity, create and analyze capacity requirement, and confirm the activity. 1.

Call up the project planning board.

2.

Open your project T-100## including activities in the project planning board. Use the 1001 Elevators/Turbines planning board profile.

3.

Plan work for activity 1100 Engineering of running gear. Enter the following data:

4.

Field Name

Values

Work center

2200

Work

120 hours

Activity type

1429

Normal duration

16 days

Determine the capacity requirements for your project using the appropriate functions in the project planning board menu.

Continued on next page

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Mind the status bar in the project planning board. The capacity requirements will only be calculated after the next scheduling run. Hint: You can determine capacity requirements automatically on saving by activating the Capacity requirements indicator in the network header. You can also make this network header setting in the project planning board by selecting an activity and choosing Details → Network header. Start scheduling your entire project. 5.

Analyze the capacity requirements of the WBS element T-100##.1 Engineering and Calculation. Use the capacity overview in the project planning board to do this. In the capacity overview for work center 2200 Specifications statics, display a histogram of the requirements instead of a bar chart. Display the legend for an explanation of the information shown. Then hide the legend again. Hint: You can also look at the work center from the project planning board. To do so, double-click the work center. Close the capacity overview.

6.

The two activities 1000 Engineering of drawing/calculation/design and 1100 Engineering of running gear are completed as planned. Enter the relevant final confirmations. Now observe the status of activity 1000. Hint: As a result of the final confirmation, the system resets all the capacity requirements of the activity to zero. In the previous unit, you entered a partial confirmation of 20%, which left a capacity requirement of 80%.

7.

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Save the changes to your project and return to the SAP menu.

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2011

PLM220

Lesson: Capacities - Overview

Solution 4: Quick Run of Planning and Execution of Internal Activities Task: In this task you process the life cycle of an internal activity. That is, you plan and release an activity, create and analyze capacity requirement, and confirm the activity. 1.

Call up the project planning board. a)

2.

Open your project T-100## including activities in the project planning board. Use the 1001 Elevators/Turbines planning board profile. a)

3.

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction)

Enter your project in the Project definition field and select the Elevators/Turbines planning board profile. Set the with activities indicator and choose the Open project icon.

Plan work for activity 1100 Engineering of running gear. Enter the following data: Field Name

Values

Work center

2200

Work

120 hours

Activity type

1429

Normal duration

16 days

a)

Call up the detail screen for activity 1100 by double-clicking the time bar or the activity number. Click the Internal tab and enter the data specified. Confirm your entries by clicking the Back icon.

4.

Determine the capacity requirements for your project using the appropriate functions in the project planning board menu.

Continued on next page

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Mind the status bar in the project planning board. The capacity requirements will only be calculated after the next scheduling run. Hint: You can determine capacity requirements automatically on saving by activating the Capacity requirements indicator in the network header. You can also make this network header setting in the project planning board by selecting an activity and choosing Details → Network header. Start scheduling your entire project. a)

Choose Select all to select all objects. Choose Edit → Functions → Activate capacities. Start scheduling your project by clicking the appropriate icon.

5.

Analyze the capacity requirements of the WBS element T-100##.1 Engineering and Calculation. Use the capacity overview in the project planning board to do this. In the capacity overview for work center 2200 Specifications statics, display a histogram of the requirements instead of a bar chart. Display the legend for an explanation of the information shown. Then hide the legend again. Hint: You can also look at the work center from the project planning board. To do so, double-click the work center. Close the capacity overview. a)

Select the WBS element T-100##.1. Choose the Capacity overview icon.

b)

Select work center 2200, then right-click to open the context menu and choose Load as histogram. Choose the appropriate entry in the context menu for displaying the legend. Show the legend and hide it again using Close in the legend.

c) 6.

To close the capacity overview, choose, for example, Close chart from the context menu.

The two activities 1000 Engineering of drawing/calculation/design and 1100 Engineering of running gear are completed as planned. Enter the relevant final confirmations. Continued on next page

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Lesson: Capacities - Overview

Now observe the status of activity 1000. Hint: As a result of the final confirmation, the system resets all the capacity requirements of the activity to zero. In the previous unit, you entered a partial confirmation of 20%, which left a capacity requirement of 80%. a)

Hold down the CTRL key and select the two activities 1000 and 1100. Choose the Confirm activity icon. The dialog screen for confirming activity 1000 appears. Enter the earliest finish as the finish date. Accept the remaining data and go to the next activity. Do this by clicking Next activity. Enter the earliest start or earliest finish as the actual start or finish and accept the remaining data. Choose Back.

b)

Call up the detail screen of activity 1000 by double-clicking the activity bar or the activity number. Choose the Internal tab. The activity should have the statuses Released, Manually confirmed, and Confirmed. Choose Back.

7.

Save the changes to your project and return to the SAP menu. a)

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Choose Save and then Back to return to the SAP menu.

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Lesson Summary You should now be able to: • Describe the lifecycle of internal activities in projects

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PLM220

Lesson: Available Capacity and Capacity Requirements

Lesson: Available Capacity and Capacity Requirements Lesson Overview This lesson covers the settings that need to be made in the work center to define available capacity, and the settings in internally processed activities to calculate capacity requirements.

Lesson Objectives After completing this lesson, you will be able to: •

Calculate capacity requirements

Business Example Part of the assembly work for the turbine system is to be carried out by employees from a new work center. You start by creating a suitable work center and defining the available capacity. You then calculate the capacity requirement of your project for this work center.

Internally-Processed Activities and Capacity Requirements

Figure 40: Details of an Internally-Processed Activity

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Figure “Details of an Internally-Processed Activity” highlights the main settings for capacity requirements for internal activities: • • •

•

•

You use the Control key - among other things - to set whether an activity is relevant at all for determining capacity requirements. The value in the Work field generally determines the size of the planned capacity requirements. The Distribution key field determines how the capacity requirements are to be distributed over the duration of the activity. If this field is blank, the distribution key is determined from the work center. If the work center field is also blank, the work is distributed evenly to the latest dates. The system can only determine capacity requirements if you have entered a work center. The requirements are generated at this work center and the work center supplies the available capacity. The Activity Type is determined from the work center. This is essential for the calculation of the cost for an activity.

Work Centers and Available Capacity

Figure 41: Details of Work Center, Capacities

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Lesson: Available Capacity and Capacity Requirements

Figure “Details of Work Center, Capacities” highlights the main settings for defining the capacities of a work center. •

•

•

On the Capacities tab page, you can specify the individual capacity categories (labor, machine, for example) of a work center. Each capacity category has its own available capacity. The formula for calculating the internal processing requirement defines how capacity requirements are to be determined from the activity details. Usually, only the Work field is used from the activity. The distribution key of the work center is only used by the system if no distribution key is specified in the activity.

You define the following in the header for the capacity category: • •

•

You define the standard available capacity for the capacity category. This standard available capacity can be refined using additional intervals. The Relevant to finite scheduling switch allows you to determine whether the capacity category is to be considered in an availability check. You can perform this availability check from the network or during capacity leveling. The overload specifies the percentage of capacity requirements that the available capacity may exceed without the availability check affecting activity scheduling.

Figure 42: Available Capacity

The capacity data in the work center and the available capacity determine the available output of labor and machines within a certain time period. Available capacity specifies the performance of a capacity category in a work center.

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The formulas in the work center determine how capacity requirements are calculated.

Figure 43: Capacity Requirements

Scheduling determines the capacity requirements using the scheduled dates for the service to be performed. The system determines the capacity requirements using the formula in the work center and the work from the network activity. Capacity requirements can also be determined for externally processed activities. To do so, you must set the Scheduling and Capacity requirements indicators in the control key. Capacity requirements are determined in the same way as internally processed activities.

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PLM220

Lesson: Available Capacity and Capacity Requirements

Exercise 5: Available Capacity and Capacity Requirements Exercise Objectives After completing this exercise, you will be able to: • Define the available capacity • Generate capacity requirements

Business Example You create a new work center and define the available capacity for capacities of this work center. This work center is used for assembly activities for your turbine project. You therefore calculate the corresponding capacity requirement.

Task: 1.

Create a new work center in the Project System menu. Later, you will use this work center in your network and examine the corresponding capacity requirements. Use the following data on the initial screen: Field name

Values

Plant

1300

Work center

25##

Work center category

0006

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

Values

Text

Group ##, assembly

Responsible person

001

Usage

003, only networks

Save your entries before continuing. 2.

Enter the data for the available capacity for the work center. Use the following data on the Capacities tab page of your work center 25##: Continued on next page

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Field name

Value

Capacity category

002

Other formula

SAP008

Int dist key

SAP030

Enter the available capacity for this capacity category on the detail screen. Use this data: Field name

Value

Capacity planner grp

001

Factory calendar ID

01

Base unit of measure

Hours

Start

8 a.m.

Finish

18:00

Length of breaks

1 hour

Capacity utilization

100 %

No. of indiv. cap. (Number of individual capacities)

1

Relevant to finite scheduling

Yes

Can be used by several operations… Yes Overload

20 %

Long-term planning

No

Save your entries before continuing. 3.

Your new work center is still missing scheduling data and needs to be assigned to a cost center. Maintain this data.
 Enter the following data in the detail screen for scheduling: Field name

Value

Capacity category

002

Other formula

SAP004

Next, enter the cost center assignment and the costing data on the Costing tab page:

Continued on next page

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Lesson: Available Capacity and Capacity Requirements

Field name

Value

Start date

Start of current year

Cost center

4290

ActType Int.Proc.

1421

Formula key (field has no label) SAP008 Save your entries and go back to the main SAP menu. 4.

Use your new work center 25## in your project, in activity 4000 Production of running gear, bearing, valves. Edit the project using the project planning board. In addition, plan work for this activity on your work center. Use this data:

5.

Field Name

Value

Work center

25##

Work

300 hours

Duration

30 days

DistKeyCapRqInt

SAP020

The capacity requirements and planned dates are no longer up-to-date. Update the data for your project by rescheduling the project. Then check the capacity load of work center 25##. View the histogram display of the load in the capacity overview. Is there an overload? Note down the earliest start date and the latest finish date of the activity for comparison at a later stage. Earliest start: ___________ Latest finish: ___________ Save your project. Go back to the SAP menu.

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Solution 5: Available Capacity and Capacity Requirements Task: 1.

Create a new work center in the Project System menu. Later, you will use this work center in your network and examine the corresponding capacity requirements. Use the following data on the initial screen: Field name

Values

Plant

1300

Work center

25##

Work center category

0006

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

Values

Text

Group ##, assembly

Responsible person

001

Usage

003, only networks

Save your entries before continuing. a)

SAP Menu
 → Logistics → Project System → Basic Data → Master Data → Work Center → Master Record → Create (double-click to select the transaction). Use the data specified on the initial screen. Then click the Basic data button or go to the next screen by choosing Enter.

b)

Next, on the basic data screen for the work center enter the data specified in the exercise. Finally, choose Save.

2.

Enter the data for the available capacity for the work center. Use the following data on the Capacities tab page of your work center 25##:

Continued on next page

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Lesson: Available Capacity and Capacity Requirements

Field name

Value

Capacity category

002

Other formula

SAP008

Int dist key

SAP030

Enter the available capacity for this capacity category on the detail screen. Use this data: Field name

Value

Capacity planner grp

001

Factory calendar ID

01

Base unit of measure

Hours

Start

8 a.m.

Finish

18:00

Length of breaks

1 hour

Capacity utilization

100 %

No. of indiv. cap. (Number of individual capacities)

1

Relevant to finite scheduling

Yes

Can be used by several operations… Yes Overload

20 %

Long-term planning

No

Save your entries before continuing. a)

Choose from the menu Work Center → Change. Enter your work center ID.

b)

Choose the Capacities button. Enter the capacity category, enter the other formula in the field Other formula, and the “Int dist key” in the Int. dist. Key field. Confirm your input with Continue.

c)

Enter the detail screen of the capacity category that you just created by choosing the Capacity header data icon. Specify the available capacity. Use the data indicated for this. Confirm your input with Continue. Finally, choose Save. Continued on next page

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3.

PLM220

Your new work center is still missing scheduling data and needs to be assigned to a cost center. Maintain this data.
 Enter the following data in the detail screen for scheduling: Field name

Value

Capacity category

002

Other formula

SAP004

Next, enter the cost center assignment and the costing data on the Costing tab page: Field name

Value

Start date

Start of current year

Cost center

4290

ActType Int.Proc.

1421

Formula key (field has no label) SAP008 Save your entries and go back to the main SAP menu. a)

Choose Scheduling on the initial screen to change your work center 25##. The detail screen for scheduling appears. Enter the specified data and confirm your entries.

b)

Choose the Costing tab page. Enter the specified data and confirm your entries. Choose Save followed by Back to return to the SAP menu.

4.

Use your new work center 25## in your project, in activity 4000 Production of running gear, bearing, valves. Edit the project using the project planning board. In addition, plan work for this activity on your work center. Use this data:

Continued on next page

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Lesson: Available Capacity and Capacity Requirements

Field Name

Value

Work center

25##

Work

300 hours

Duration

30 days

DistKeyCapRqInt

SAP020

a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (double-click to select transaction). Open your project T-100## including activities. Call up the detail screen for activity 4000 by double-clicking the time bar or the activity number. Choose the Internal tab page and enter the data indicated. Choose Back.

5.

The capacity requirements and planned dates are no longer up-to-date. Update the data for your project by rescheduling the project. Then check the capacity load of work center 25##. View the histogram display of the load in the capacity overview. Is there an overload? Note down the earliest start date and the latest finish date of the activity for comparison at a later stage. Earliest start: ___________ Latest finish: ___________

Continued on next page

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Save your project. Go back to the SAP menu. a)

Choose Select all to select all objects. Start the scheduling procedure by clicking the appropriate icon.

b)

Check the capacity load of work center 25##. Select WBS element T-100##.4 Production, then click the Capacity overview icon. Choose Load as histogram in the context menu (right mouse button). Overloads on your work center are displayed in red. Close the capacity overview and double-click to go to the detail screen of activity 4000. Switch to the Dates tab page on the detail screen of the activity. Note down the earliest start date and the latest finish date of the activity for comparison at a later stage. Your capacity requirements will be within this period. Exit the detail screen of the activity again by choosing Back.

c)

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Choose Save followed by Back to return to the SAP menu.

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Lesson: Available Capacity and Capacity Requirements

Lesson Summary You should now be able to: • Calculate capacity requirements

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Lesson: Capacity Analysis Lesson Overview This lesson provides an overview of reports in the project system and of capacity planning for assessment of the capacity situation in projects and work centers.

Lesson Objectives After completing this lesson, you will be able to: •

Carry out capacity analyses for projects and work centers

Business Example You would like to know whether all the capacities you need to carry out your project are also available on the dates in question. You therefore analyze the capacity requirements for your project and compare these with the available capacity.

Capacity Analysis in the Structure Information System

Figure 44: Capacity Analysis in the Structure Information System

You can evaluate capacity requirements directly in the Project System information system. Use the enhanced individual overview for capacity requirements from the Structures Information System. The overview is structured in exactly the same way as the Structures Information System. You can use PS info profiles, for example, to determine what information is displayed.

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Lesson: Capacity Analysis

Alternatively, you can also use the Capacities individual overview, which was developed for the R/3 Enterprise release. This is designed for occasional users and is easy to use. However the information it provides is not as detailed as in the enhanced individual overview.

Capacity Planning Reports

Figure 45: Analysis with Capacity Evaluation Reports

You can use capacity evaluation to analyze the capacity loads in your company. You can perform various evaluations here: •

• •

The standard overview provides you with an overview of the load situation at selected work centers. It compares the capacity requirements and the available capacity of the selected work centers with the capacity already filled by the work centers for each period. You can use the capacity detail list to display details of the orders and networks that create capacity requirements at the work centers. You can use the variable overview to evaluate and display any data from capacity planning.

You can display the different evaluations in tabular and graphical form using the SAP Business Graphics. You can display or process work centers and capacities from all evaluation lists. You can also process orders and confirmations and display stock/requirements lists from the detailed capacity list.

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Figure 46: Enhanced Capacity Evaluation

Important: In the standard system it is not possible to select actual capacity requirements for projects in the enhanced capacity evaluation. To be able to evaluate actual capacity requirements, SAP will change selection profile SAPPS_S020 for the course later. This selection profile is used in the SAPPS_G021 overall profile. All the profiles for enhanced capacity evaluation are maintained in Customizing for Capacity Planning.

Figure 47: Customizing for Enhanced Capacity Evaluation

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The overall profile contains all settings required for enhanced evaluations and capacity leveling. You can set the overall profile and all associated subprofiles within Customizing for capacity planning. All of the Customizing activities required are discussed in the courses on Capacity Planning (e.g. SCM360).

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Lesson: Capacity Analysis

Exercise 6: Capacity Analysis Exercise Objectives After completing this exercise, you will be able to: • Analyze capacity requirements in the Structures Information System and in a capacity overview

Business Example You analyze the capacity requirements for your turbine project. You check whether the capacities you need to carry out the project are also available on the dates in question.

Task: In this task you analyze capacity requirements from a project specific perspective and a work center specific perspective. 1.

Analyze the capacity requirements for your project T-100## with the enhanced individual overview of capacity requirements in the Project System information system. If you are asked to provide a PS info profile, enter YIDES_130000. Change the selection of fields displayed in the report. For example, remove the Work center text and add the following fields: Field Name Activity Earliest start date Latest finish date Normal duration Change the way in which the capacity requirements are grouped so that they are sorted according to WBS elements. Exit the report without saving the overview.

2.

Look at the capacity load utilization of your work center using a suitable report in the PS information system. Enter the following values on the initial screen of the report:

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Field Name

Value

Work center

25##

Capacity planner group

001

Capacity planner group

1300

If you cannot see all the capacity requirements for your project, adjust the evaluation period. Take a closer look at the requirements for an individual period. To do this, display the Activity field in the detail view. Which activity creates the requirement? Return to the display for all periods and display the load graphic. Finally, exit the graphic and the report.

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Solution 6: Capacity Analysis Task: In this task you analyze capacity requirements from a project specific perspective and a work center specific perspective. 1.

Analyze the capacity requirements for your project T-100## with the enhanced individual overview of capacity requirements in the Project System information system. If you are asked to provide a PS info profile, enter YIDES_130000. Change the selection of fields displayed in the report. For example, remove the Work center text and add the following fields: Field Name Activity Earliest start date Latest finish date Normal duration Change the way in which the capacity requirements are grouped so that they are sorted according to WBS elements.

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Exit the report without saving the overview. a)

SAP Menu → Logistics → Project System → Information System → Structures → Enhanced Individual Overviews → Capacity Requirements (Double-click to select transaction) If you are asked to provide a PS info profile, enter YIDES_130000. On the initial screen, enter your project definition T-100##. Click the Execute icon to call up the report.

b)

Change the field selection by clicking the Choose fields icon. Remove the Work center text and add the fields indicated. Click Continue to update the field selection.

c)

Click the Group icon. Select the grouping criteria in the left half of the dialog box and choose Hide fields. Then choose the WBS element field and show it using the Show fields icon. Choose Continue.

d)

Choose Back to exit the report. A dialog box appears in which you can save the report data. Choose No here. Finally, exit the report entirely using the Back icon.

2.

Look at the capacity load utilization of your work center using a suitable report in the PS information system. Enter the following values on the initial screen of the report: Field Name

Value

Work center

25##

Capacity planner group

001

Capacity planner group

1300

If you cannot see all the capacity requirements for your project, adjust the evaluation period. Take a closer look at the requirements for an individual period. To do this, display the Activity field in the detail view. Which activity creates the requirement? Continued on next page

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Return to the display for all periods and display the load graphic. Finally, exit the graphic and the report. a)

SAP Menu → Logistics → Project System → Information System → Resources → Capacity Load → Work Center View (Double-click to select transaction). On the initial screen, use the data specified. Choose Standard Overview.

b)

A week-by-week list of your work center's capacity requirements appears. This work center will probably be overloaded for several weeks by the capacity requirements for your project. If you do not find all capacity requirements for your project, choose Settings → General and position your cursor in the Int. finish field in the Interval to be evaluated section. Increase the value accordingly (if necessary, compare it with the latest finish of the activity you noted down previously).

c)

Select a period where requirements are greater than zero, then click Cap. details/period. Choose the Choose fields pushbutton. Look for the Operation field on the right-hand side of the dialog box that appears. Select it and copy it to the left-hand side of the dialog box by clicking the Choose icon. Confirm your data entries by clicking the Continue pushbutton. Activity 4000 of your project causes the capacity requirement in this period.

d)

Choose Back. Now choose the Standard Overview icon to display the load as a graphic.

e)

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To exit the graphic and the report, choose Back repeatedly until you have returned to the SAP menu.

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Lesson Summary You should now be able to: • Carry out capacity analyses for projects and work centers

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Lesson: Capacity Leveling

Lesson: Capacity Leveling Lesson Overview In this lesson, you will learn about the various options for carrying out capacity leveling for projects. This lesson will cover workforce planning of personnel resources as a means of performing capacity leveling.

Lesson Objectives After completing this lesson, you will be able to: •

Distribute work to personnel resources

Business Example For the internal activities in your project, you evaluate the options for performing capacity leveling whenever you have a capacity overload. You would like to compare the available capacity to the capacity requirements generated for your project. You also would like to distribute the planned work to individual personnel within your company.

Overview

Figure 48: Capacity leveling

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There are various capacity leveling methods for networks/activities: •

•

You can use the project planning board to display the capacity load for the work centers assigned to the internal activities. These work centers appear as bars on a time axis. Red sections on these bars indicate an overload within a specific time period. You can select a particular work center and display a capacity load curve that shows both the capacity requirements and the available capacity. You can use the project planning board to level capacities, for example: by changing the work center or rescheduling the activity to a period when capacity is available. For capacity leveling, you can use the capacity planning board either in graphical or tabular form. Each of them has at least two sections, one for the available capacity of the work center by period and the other for the capacity requirements of different orders or networks.

Workforce planning is a user interface that you can use to distribute given work to persons allocated to the work center. There are different views for capacity planning and for workforce planning: • •

The work center view selects all capacity requirements for the specified work centers within a given time. The project view selects all activities with work centers for a specified project.

Workforce Planning

Figure 49: Workforce Planning

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Using workforce planning you can assign personnel to activities. Characteristics of workforce planning: • • •

Two different views: the work center view and the project view Personnel can be assigned to activities quickly and easily. Data display: – – –

Availability of the person (read from HR) Total capacity load on the person Activity data

You can assign the personnel, who are assigned to the work center for the activity, or personnel that belong to the project team assigned to a WBS element, or, if the settings allow, personnel that are available in HR.

Figure 50: Evaluation of Workforce Planning

Evaluation lets you display the work distribution for projects, work centers or personnel resources. •

• •

When you call workforce planning in the project view, you select using project definitions, WBS elements, or networks. The project view displays all activities that are assigned to the chosen networks or WBS elements. When calling up workforce planning in the work center view, you select work centers, plants or personnel resources (here: person or position). Selecting via personnel resources also allows you to evaluate workforce planning on the basis of organizational units.

The evaluation is carried out using the SAP List Viewer (ALV). The standard functions of this tool allow you to use the evaluation as a basis for printing workforce planning, sending it to other users or storing it in a local file.

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Figure 51: Project Team

As of Release 4.6, you can create a project team for a WBS element. The project organization consists of people that you can use in workforce planning. The persons are either assigned via HR organizational units, via positions or directly. If a WBS element does not have its own project team, you can access the project team of the higher-level WBS element during “workforce planning”. If a WBS element does have its own project team, you cannot access the project team of the higher-level WBS element during “workforce planning”.

Figure 52: Assignment of Persons to Work Centers

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You can assign persons to work centers: • •

At capacity category level At work center level

This assignment is important for: • •

Workforce planning The time sheet, which proposes a worklist for entering activities for a person.

Figure 53: Customizing for Workforce Planning

To carry out and evaluate workforce planning, you need to use profiles for workforce planning. These must be entered on the initial screen and can be changed temporarily if required. The profiles for workforce planning are defined in the resource section of customizing for Project Systems. From Release 4.6A onwards, you can work with mixed period splits. Within workforce planning, you can display individual periods for specific days, weeks, or months, for example. From Release 4.6A onwards, you can assign persons from the work center or project organization or persons of your choice. You can distribute work to persons as well as assign positions or HR organizational units. Exceptions are used when evaluating workforce planning.

Capacity Planning Table You can perform capacity leveling using the capacity planning table or (graphical) capacity planning table. Set scheduling of activities on work centers can occur in certain periods.

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Figure 54: Capacity Planning Table

In the graphical capacity planning table, you can dispatch activities by dragging them with the mouse to the work center/capacity category for a certain period. You can call up various transactions from the graphical planning board such as: • •

Change/display the order or activity Change/display the work center or the capacity screen of the work center

Figure 55: Tabular Planning Board

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Lesson: Capacity Leveling

The tabular capacity planning board contains the following types of display: • •

Work center / capacity with availability, load, dispatched and pool for several periods Multiple work centers / capacities with availability and load for several periods

The tabular capacity planning board can be called up in the work center view, or an individual capacity view or order view. It displays the available capacity and distributed capacity requirements. The output unit for the available capacity and capacity requirements is specified in the evaluation profile. The tabular capacity planning table is divided up into a resources section and a requirements section. •

•

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The resources section contains: The name of the work center or capacity with the capacity category, scheduling periods, dispatched capacity requirements and requirements in the worklist that have not yet been dispatched. You can display requirements in the requirements section (dispatched and/or not dispatched).

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Exercise 7: Workforce Planning Exercise Objectives After completing this exercise, you will be able to: • Distribute planned work to personnel • Analyze workforce planning

Business Example You distribute planned work for various activities in your turbine project to individual persons and check the availability of these resources. The employees to which you have assigned work can access information about workforce planning later as part of time-data recording.

Task: 1.

Create a project organization for the top level WBS element of your project in the project planning board. This project organization serves as a “default quantity” for workforce planning later on. Assign the organizational unit 1300 Frankfurt Project Center to the WBS element Turbine. Which persons make up your project organization? ___________________ Finally, save your data and go back to the main SAP menu.

2.

Assign a person to the capacity category in your work center. The positions and persons have already been created in the HR system and can be used for workforce planning later on. Assign position 500141## to capacity category 002 of your work center 25##. Save your work center change.

3.

Now assign personnel resources to activities of your projects. Do this using the workforce planning project view and persons of your project team and your work center. Enter the following data on the initial screen of the relevant transaction: Field name

Value

Project

T-100##

Profile

1302

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Profile 1302 is used to calculate the planning period relative to the current date. In this case, you do not need to enter a start or finish date for workforce planning. The employee Dieter Martens is a member of your project team. Assign him to activity 1200 Engineering of case. Now enter several hours for a few periods on the right-hand side of the graphic. Hint: If none of the fields are ready for input, the capacity requirements for the activity are outside the planning period. You can now adjust the assignment: Select the assignment and click the Change assignment icon. You can change the assignment period here. Then choose the Copy icon. Display the availability or load for Dieter Martens. Stay in workforce planning and assign the person from your work center 25## to activity 4000 Production of running gear, bearing, valves. Now schedule this person for a few hours at the proposed times. Allocate some hours during the first week of the scheduled capacity requirements by scrolling sideways to find the schedule work time frame. Save your entries. 4.

Evaluate the workforce planning settings for your project. Enter the following data on the initial screen of the relevant transaction: Field name

Value

Project

T-100##

Profile

1302

With availability pers. res.

Select

An overview of the personnel assigned to the project appears. The first column shows Exceptions. These exceptions are highlighted using traffic light colors. Create an exception yourself. Set the traffic lights to change to red if less than 5% of the requirements are assigned to a resource. Then exit the evaluation.

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Solution 7: Workforce Planning Task: 1.

Create a project organization for the top level WBS element of your project in the project planning board. This project organization serves as a “default quantity” for workforce planning later on. Assign the organizational unit 1300 Frankfurt Project Center to the WBS element Turbine. Which persons make up your project organization? ___________________

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Finally, save your data and go back to the main SAP menu. a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction) Enter your project in the Project definition field, select With activities, use project planning board profile 1001 Elevators/Turbines, and click the Open Project icon.

b)

You can assign the project organization in the project planning board on the detail screen of the WBS elements. To do this, go to the detail screen of the uppermost WBS element (by double-clicking WBS element T-100## Turbine). Click the Project team for WBS element icon. An overview of the personnel resources assigned to this element appears. Now assign organizational unit 1300 Frankfurt Project Center to WBS element Turbine. Place your cursor on the Turbine row and click the Create assignment icon. Another dialog box appears. Here, double-click the Organization unit row. Now enter *proj* on the Abbreviation and Name tab of the search screen and select Start search. Select the entry described as Frankfurt Project Center and confirm this by clicking Copy. In the next dialog box, click the Save icon to create the assignment. You return to the initial screen.

c)

Expand all the branches in the overview to find the persons that belong to this project organization. Exit the project organization assignment. Choose Back.

d)

Exit the detail screen of the WBS element by clicking the Back icon. Finally, click Save and then choose Back to return to the SAP menu.

2.

Assign a person to the capacity category in your work center. The positions and persons have already been created in the HR system and can be used for workforce planning later on. Assign position 500141## to capacity category 002 of your work center 25##.

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Save your work center change. a)

SAP Menu
 → Logistics → Project System → Basic Data → Master Data → Work Center → Master Record → Change (Double-click to select the transaction) Enter your work center 25## and choose the Capacities pushbutton.

b)

Link the capacity category 002 with the HR system. To do this, double-click capacity category 002 to access the header for the capacity category. Choose the HRMS (HR assignment) pushbutton. A screen appears in which you can create a link to a person, a position, or a requirements profile. Assign position 500141## to the capacity category. You can do this by expanding the link display and then double-clicking the Position line. This opens a page called Change Work Center Capacity. Place the cursor on the Position field and choose the Create Assignment icon. Enter position 500141## and choose Adopt. Change the layout to add the Key field. Record the employee number for your assigned employee. Finally, click the Save icon and return to the SAP menu.

3.

Now assign personnel resources to activities of your projects. Do this using the workforce planning project view and persons of your project team and your work center. Enter the following data on the initial screen of the relevant transaction: Field name

Value

Project

T-100##

Profile

1302

Profile 1302 is used to calculate the planning period relative to the current date. In this case, you do not need to enter a start or finish date for workforce planning. The employee Dieter Martens is a member of your project team. Assign him to activity 1200 Engineering of case.

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Now enter several hours for a few periods on the right-hand side of the graphic. Hint: If none of the fields are ready for input, the capacity requirements for the activity are outside the planning period. You can now adjust the assignment: Select the assignment and click the Change assignment icon. You can change the assignment period here. Then choose the Copy icon. Display the availability or load for Dieter Martens. Stay in workforce planning and assign the person from your work center 25## to activity 4000 Production of running gear, bearing, valves. Now schedule this person for a few hours at the proposed times. Allocate some hours during the first week of the scheduled capacity requirements by scrolling sideways to find the schedule work time frame. Save your entries. a)

SAP Menu → Logistics → Project System → Resources → Workforce Planning → Project View (Double-click to select transaction). Enter the specified data on the initial screen and then click the Execute icon.

b)

An overview of all activities that have capacity requirements in the planning period appears. Filter out the activities that are assigned to WBS element T-100##.1 Engineering and Calculation. Use the Other WBS element button for this, and choose the WBS element in the dialog box by double-clicking it.

c)

Select activity 1200 Engineering of case and then click the Create assignment icon. This opens up a dialog box containing your project team. Select the line Dieter Martens and choose Assign. You can now assign the person to the activity for individual periods. To do this, enter several hours for a few periods on the right-hand side of the table. Then select the assignment and choose the Availabiliyt pers. resource (Availability of personnel resources) icon to display the availability or load for “Dieter Martens”.

d)

Stay in workforce planning and now assign the person from your work center 25## to activity 4000 Production of running gear, bearing, valves. Continued on next page

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Call up the activity view of WBS element T-100##.4 Production. Do this using the Other WBS element pushbutton and choose the WBS element T-100##.4 Production by double-clicking it. Select activity 4000 Production of running gear, bearing, valves and click the Create assignment icon. The (inherited) project team list appears again. The person from your work center is not yet listed. Choose the Work Center Organization Structure. Expand the organizational structure of the work center until you find the person you are looking for. Next, select the person (not the position) and click Continue. The person is now listed along with the project team. You can now continue as before. Select the person and click Assign. Schedule this person for a few hours at the proposed times and confirm your input. Allocate some hours for the activity. Since the activity is planned far in the future, you now have to adjust the planning period (see the note in the exercise). Finally, click the Save icon and return to the SAP menu. 4.

Evaluate the workforce planning settings for your project. Enter the following data on the initial screen of the relevant transaction: Field name

Value

Project

T-100##

Profile

1302

With availability pers. res.

Select

An overview of the personnel assigned to the project appears. The first column shows Exceptions. These exceptions are highlighted using traffic light colors. Create an exception yourself. Set the traffic lights to change to red if less than 5% of the requirements are assigned to a resource.

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Then exit the evaluation. a)

SAP Menu → Logistics → Project System → Resources → Workforce Planning → Evaluation (Double-click to select transaction) Enter the specified data on the initial screen and then click the Execute icon.

b)

Choose Settings and go to the Exceptions tab page. In the Activity work distributed in % section, enter a value of 5% alongside the Less than or equal to sign. You may also select the Display indicator. Change the color of the traffic light to red by simply clicking it with the left mouse button. Finally, click Copy. Most of the activities of your project will now be shown with a red traffic light, as your work was not distributed to any persons.

c)

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Exit the evaluation by clicking Back.

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Lesson Summary You should now be able to: • Distribute work to personnel resources

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Lesson: Confirmations Lesson Overview This lesson deals with confirmation of network activities and the necessary settings for this. As well as individual and collective confirmations, you also learn about the Cross Application Time Sheet (CATS) as an option for entering confirmations for projects.

Lesson Objectives After completing this lesson, you will be able to: •

Confirm internal services for internally-processed activities

Business Example In the execution phase of your project, you use confirmations to document internal services that have already been performed and record the processing status of activities. You also use the Cross-Application Time Sheet to record time data.

Overview

Figure 56: Confirmation Options

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Confirmations document the processing status of activities and using confirmations you can enter forecasts for the remaining work and duration to define how the project will progress. Various business transactions are executed automatically using confirmations, for example: posting actual costs, actual dates, actual labor and if applicable, changing the activity status. You can create confirmations in the following ways: • • •

• • • •

Individually for a network, activity, activity element or capacity split As a collective confirmation for several network activities. Using the Structures Information System (by selecting activities and accessing individual or collective confirmation). You can send a confirmation workflow from the information system to another user or to an organizational unit. Using the Cross-Application Time Sheet (CATS) Via the Internet (by creating an individual or collective confirmation or entering time data via the CATS) Offline using “Mobile Time & Travel”, Via the PDC interface ) or using BAPIs to copy actual dates and actual work from external systems (from SAP R/3 Enterprise).

Individual and Collective Confirmations

Figure 57: Individual and Collective Confirmation

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In an individual confirmation, you can confirm one activity or activity element. You enter the actual start and finish date, forecast finish date and forecast work on the detail screen. You can confirm various networks, activities, activity elements and individual capacities at the same time with collective confirmation. You enter the actual start and finish date, forecast finish date and forecast work in a tabular format. From the Structures Information System, you can perform the following actions for the activities that you have selected: • • • •

Go directly to the individual confirmation transaction Go directly to the collective confirmation transaction Store a pool of confirmations - you can then select this pool later in the collective confirmation transaction or in the Cross-Appliaction Time Sheet Send a pool of confirmations as a workflow to other users, who can then go directly from their Office inbox to the collective confirmation transaction

Figure 58: Customizing Confirmations

In the confirmation parameters, specify the following settings on the basis of the plant and network type: • • • •

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When confirming, a final confirmation is proposed automatically. Confirmations may be saved with confirmation dates in the future. Whether the error log for cost determination is displayed. Percentages for permitted work and duration variances.

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Lesson: Confirmations

During the confirmation, you can enter reasons for plan data variances. In Customizing, you can define appropriate deviation causes and, if required, link them with the user status. You can make a field selection for the confirmation screens based on influencing fields (such as network type, network profile, or control key). The field selection allows you, for example, to hide the fields you do not need, and to identify them as display fields.

Variances and Actual Capacity Requirements

Figure 59: Variances in Confirmation

If the confirmed duration or amount of work exceeds the values you set for the deviation parameters for a confirmation in customizing, the system can automatically trigger a workflow: MRP controllers receive the workflow messages in their Office inboxes. From the workflow message they can display the confirmation, or the network and can trigger return correspondence by mail back to the person who entered the confirmation.

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Figure 60: Actual Capacity Requirements

As of Release 4.5A, you can determine the actual capacity requirements, which you can access from the confirmation. In the extended evaluations for capacity planning, you can then compare the planned capacity requirements with the actual capacity requirements and display the remaining capacity (the difference). To determine this, you need to activate the actual capacity requirements in the capacity detail screen of the work center and the actual capacity requirements in the extended capacity evaluation being used.

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Lesson: Confirmations

CATS – Cross Application Time Sheet

Figure 61: Cross-Application Time Sheet (CATS)

The Cross Application Time Sheet (CATS) is an integrated function for entering actual times that are important in HR, PS, PM, SM, CO and MM-SRV. You can define the layouts and different functions of CATS yourself using data entry profiles. Using different settings in the time entry profile you can define controls for entering adjustments. Reports pass on the entered, released (and, if necessary, approved) data to the various applications. The actual times may be important for various applications at the same time. In this case, multiple data transfers are made to the different applications. As of Release 4.6, you can use a report to transfer the data to several target applications at once.

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Figure 62: Data Entry Screen of the Time Sheet

Time data is entered for one or more people. CATS facilitates a flexible screen configuration (for the settings, the worklist, and the data entry section): • •

Depending on the group of employees (via data entry profile) User-defined (via table control)

You can use worklists to simplify time data entry for the employees. Employees use the data in the worklist (for example, the information for the account assignment object) as templates for the data entry section. The worklists can be filled in using: • • • •

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Activities to which the employee is assigned via the work center or workforce planning (for PS, PM, SM). Activities via pool of confirmations (for PS, PM, SM). Objects the employee is working on (using the CATS database). Objects via BAdIs

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Lesson: Confirmations

Figure 63: Customizing for CATS using Data Entry Profiles

Data entry profiles for cross application time sheet components are maintained in customizing. The data entry profile determines how the times are entered (via field selection of the receiver) and to which components activity data is transferred. For example, it determines whether the times that were entered were released when they were saved and whether approval is required.

Figure 64: CATS Field Selection

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The field selection determines which of the fields in the work list and data entry screen groups are displayed and which are ready for input. The field selection can be controlled using the data entry profile field. The field selection should be as simple as possible and not contain any unnecessary fields. All possible receivers for activities should appear for a person or group of persons. If the person works for a network as well as a receiver cost center, for example, both receivers should appear as options in the field selection.

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Lesson: Confirmations

Exercise 8: Confirmations and Actual Capacity Requirements Exercise Objectives After completing this exercise, you will be able to: • Enter confirmations using collective confirmations and the Cross-Application Time Sheet • Analyze current capacity requirements

Business Example Some internal activities you planned for your turbine project have already been performed. You enter appropriate confirmations in the Structure Information System using the Cross-Application Time Sheet and evaluate the results of these confirmations.

Task: In this task you confirm several activities by collective confirmations and by CATS. In addition, you analyze reduced capacity requirements of your project. 1.

For the entry of actual services and dates, it is essential that you release your activities and WBS elements (set Released status). To do this, first release your entire project in the project planning board and save your changes.

2.

You are already familiar with individual confirmations from the exercises for the unit on scheduling. You should now use collective confirmation to confirm several of your project activities at once. You can call up the collective confirmation function from the “Structure Information System”. If prompted by the system, specify the profile YIDES_130000. Enter final confirmations for operations 1300 and 2000, and save your confirmations. Next, refresh the report to analyze the changes. Finally, exit the information system without saving the overview.

3.

Change your work center 25## in the Project System menu so that actual capacities can be determined and recorded using the confirmed services. In the next exercise, you will enter a confirmation with reference to your work center.

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4.

Now use the time sheet to enter actual data for internally processed activities. Confirm the activities for the person that you have assigned to work center 25## (using position assignment). The corresponding personnel number is: 1920 + ## (for example, ## = 11, which makes the personnel number 1920 + 11 = 1931). Use the following data on the CATS classic initial screen: Field name

Value

Data entry profile

1301

Personnel number

1920 + ##

You can now specify the key date and a confirmation pool. Using the worklist, enter six hours of work for today for activity 4000 Production of running gear, bearing, valves. The status (partial confirmation or final confirmation) for the operation will be determined automatically. Save the times entered. Although you have entered the times, they have not yet been updated in the activity. Transfer the times entered to the Project System. Use the following data on the Data transfer initial screen: Field name

Value

Personnel number

1920 + ##

Test run indicator

Deselect

The system displays an overview that shows how many records have been read and to which activities data has been transferred. Actual capacities are written with the confirmation. You analyze the capacity requirements in the next exercise. 5.

Take another look at the capacity requirements of your project. Use an extended evaluation for capacity planning, which allows a selection of work centers using WBS elements.

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Lesson: Confirmations

On the initial screen of the evaluation, use the topmost WBS element of your project to select the work centers. Finally, temporarily adjust the time profile so that you can analyze capacity requirements for the next 24 weeks, at least. Hint: You use extended capacity evaluation based on a standard delivery. The underlying overall profile has the key SAPPS_G020. This profile normally has no actual capacities. However, your trainer changed the corresponding standard profile before the start of the exercise. An overview appears, though this does not display any actual capacity requirements as yet. Change the field selection to display the following fields: Field name Actual capacity requirements Target capacity requirement Remaining capacity requirements Available capacity Actual capacity load Target capacity load

Hint: The field selection will suggest requirements, loads, and available capacities. The loads are always calculated from the relationship between the requirement and the available capacity (example: Actual capacity load = actual capacity requirements/available capacity). The free capacity is the difference between requirement and available capacity. Investigate the capacity requirements for a work center (for example, work center 2000) for an individual period. How many different projects have requirements in this period? You can also change the field selection in this overview and go to the work center or activities. Exit the report.

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Solution 8: Confirmations and Actual Capacity Requirements Task: In this task you confirm several activities by collective confirmations and by CATS. In addition, you analyze reduced capacity requirements of your project. 1.

For the entry of actual services and dates, it is essential that you release your activities and WBS elements (set Released status). To do this, first release your entire project in the project planning board and save your changes. a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction). Enter T-100## in the Project def. field, set the With activities indicator, and open your project. Next, select the project definition in the tabular area of the project planning board and choose Edit → Status → Release. The status is inherited by the lower-level WBS elements and activities. Finally, click the Save icon and return to the SAP menu.

2.

You are already familiar with individual confirmations from the exercises for the unit on scheduling. You should now use collective confirmation to confirm several of your project activities at once. You can call up the collective confirmation function from the “Structure Information System”. If prompted by the system, specify the profile YIDES_130000. Enter final confirmations for operations 1300 and 2000, and save your confirmations. Next, refresh the report to analyze the changes.

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Lesson: Confirmations

Finally, exit the information system without saving the overview. a)

SAP Menu → Logistics → Project System → Information System → Structures → Structure Overview (Double-click to select transaction) If prompted by the system, specify the profile YIDES_130000. The initial screen for the Structure Information System appears. Specify your project and click the Execute icon.

b)

Click Deselect all and, in the overview, only select operations 1300 Engineering of control valves and 2000 Planning of systems and instrumentation. Choose Extras/environment → Confirm → Collective Confirmation to access the collective confirmation of both activities. Activate the Final Confirmation indicator (column F) for both activities and confirm your entries. Once you have confirmed your entries, the planned data for the activities are read. You can still change the data. Click Save. This takes you back to the structure overview.

c)

Click Refresh to refresh the report data after your confirmation. Additional actual dates and actual costs are displayed on the basis of the confirmation. Choose Back to exit the structure info system without saving the overview.

3.

Change your work center 25## in the Project System menu so that actual capacities can be determined and recorded using the confirmed services. In the next exercise, you will enter a confirmation with reference to your work center. a)

SAP Menu
 → Logistics → Project System → Basic Data → Master Data → Work Center → Master Record → Change (Double-click to select the transaction). Enter your work center 25## and choose the Capacities pushbutton. Activate updating of actual capacities. To do this, click ActCapReqmn in the lower section of the capacity detail screen. A dialog box appears. Enter the value 2 (ActCapReqmts from services) in the Calc.actual cap.reqmts field. Confirm your entries by clicking Continue. Finally, click the Save icon and return to the SAP menu. Continued on next page

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4.

Now use the time sheet to enter actual data for internally processed activities. Confirm the activities for the person that you have assigned to work center 25## (using position assignment). The corresponding personnel number is: 1920 + ## (for example, ## = 11, which makes the personnel number 1920 + 11 = 1931). Use the following data on the CATS classic initial screen: Field name

Value

Data entry profile

1301

Personnel number

1920 + ##

You can now specify the key date and a confirmation pool. Using the worklist, enter six hours of work for today for activity 4000 Production of running gear, bearing, valves. The status (partial confirmation or final confirmation) for the operation will be determined automatically. Save the times entered. Although you have entered the times, they have not yet been updated in the activity. Transfer the times entered to the Project System. Use the following data on the Data transfer initial screen: Field name

Value

Personnel number

1920 + ##

Test run indicator

Deselect

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Lesson: Confirmations

The system displays an overview that shows how many records have been read and to which activities data has been transferred. Actual capacities are written with the confirmation. You analyze the capacity requirements in the next exercise. a)

SAP Menu → Logistics → Project System → Progress → Confirmation → Time Sheet → CATS Classic → Record Working Times (Double-click to select transaction). Use the data indicated on the initial screen and confirm your entries. Now start time entry by clicking Enter Times.

b)

The worklist should display activity 4000, to which you previously assigned the person during workforce planning. Enter six hours of work for today for activity 4000 Production of running gear, bearing, valves. Select the activity in the worklist and click the Copy Row pushbutton. Change the times for today accordingly.

c)

Note, which status (partial confirmation or final confirmation) is to be entered for the activity. Do this by double-clicking the cell with the time entered. A dialog box appears in which you can determine the status. Activate the Determine status automatically indicator and confirm your data entries by clicking Continue. Click Save to record your time data entry and return to the SAP menu.

d)

Transfer the times entered to the Project System. SAP Menu → Logistics → Project System → Progress → Confirmation → Time Sheet → Transfer →Project System → Transfer (Double-click to select transaction) Use the data specified on the initial screen and then click Execute. Click Back to exit the overview and the transfer.

5.

Take another look at the capacity requirements of your project. Use an extended evaluation for capacity planning, which allows a selection of work centers using WBS elements.

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On the initial screen of the evaluation, use the topmost WBS element of your project to select the work centers. Finally, temporarily adjust the time profile so that you can analyze capacity requirements for the next 24 weeks, at least. Hint: You use extended capacity evaluation based on a standard delivery. The underlying overall profile has the key SAPPS_G020. This profile normally has no actual capacities. However, your trainer changed the corresponding standard profile before the start of the exercise. An overview appears, though this does not display any actual capacity requirements as yet. Change the field selection to display the following fields: Field name Actual capacity requirements Target capacity requirement Remaining capacity requirements Available capacity Actual capacity load Target capacity load

Hint: The field selection will suggest requirements, loads, and available capacities. The loads are always calculated from the relationship between the requirement and the available capacity (example: Actual capacity load = actual capacity requirements/available capacity). The free capacity is the difference between requirement and available capacity. Investigate the capacity requirements for a work center (for example, work center 2000) for an individual period. How many different projects have requirements in this period? You can also change the field selection in this overview and go to the work center or activities.

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Lesson: Confirmations

Exit the report. a)

SAP Menu → Logistics → Project System → Resources → Capacity Requirements Planning → Evaluation → Extended Evaluation → Project View → WBS Element/Version (Double-click to select transaction). Enter the topmost WBS element T-100## in the initial screen. Choose the option to change the time profile and, for example, quadruple the values in the following fields: Database read period, Evaluation period finish date, and Planning period finish. Use the relevant icons to transfer your changes. Start the evaluation using the Continue icon on the initial screen.

b)

First, change the field selection to display the fields specified. Choose Choose fields. Then use the Choose and Do not choose icons to select the required fields. Finally, confirm your field selection by clicking Continue. For your work center 25##, actual capacity requirements should be displayed on the basis of the confirmation that you previously made in the time sheet.

c)

Next, investigate the capacity requirements for work center 2000 in an individual period. To do this, select a period with remaining capacity requirements for work center 2000, and then click the Single pushbutton. You should now see the various projects that have requirements during this period in the list. You can change the field selection or branch to the work center or activities as required.

d)

Click Back twice to return to the SAP menu. A dialog box appears. Confirm this by clicking Yes.

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Lesson Summary You should now be able to: • Confirm internal services for internally-processed activities

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Unit Summary

Unit Summary You should now be able to: • Describe the lifecycle of internal activities in projects • Calculate capacity requirements • Carry out capacity analyses for projects and work centers • Distribute work to personnel resources • Confirm internal services for internally-processed activities

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Unit Summary

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Test Your Knowledge

Test Your Knowledge 1.

In the Project System, only personnel resources represent capacities. Determine whether this statement is true or false.

□ □ 2.

True False

Which of the following prerequisites need to be met to analyze the capacity requirements of an activity? Choose the correct answer(s).

□ □ □ □ □ □

3.

A B C D E F

An execution factor must be stored for the activity. Scheduling must have been carried out. A distribution key must be maintained in the work center. The activity must have a suitable control key. A work center must be maintained in the activity. The Capacity requirements indicator must be set in the network header.

In the capacity reports for the Structures Information System, all requirements are displayed for the resources selected. Determine whether this statement is true or false.

□ □ 4.

True False

If you want to distribute work to persons in a project organization for a certain project, you need to assign this project organization for all WBS elements of the project. Determine whether this statement is true or false.

□ □

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Which options are available for confirmations of network activities in the Project System? Choose the correct answer(s).

□ □ □ □ □ □

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A B C D E F

Collective confirmations Confirmations via Internet Milestone confirmations Use of external systems via the PDC interface Individual confirmations from the Project Builder Time sheet (CATS)

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Test Your Knowledge

Answers 1.

In the Project System, only personnel resources represent capacities. Answer: False Machines, for example, can also represent capacities that are planned in projects.

2.

Which of the following prerequisites need to be met to analyze the capacity requirements of an activity? Answer: B, D, E, F You can use an execution factor to multiplicate the work, duration, and so on, planned for an activity. This not a prerequisite for calculating capacity requirements however. The distribution key in the work center is only used if no distribution key is maintained in the activity itself. If no distribution key is stored in the work center either, the system automatically performs an even distribution of requirements across the latest dates for the activity. All other points on the list are however necessary prerequisites for calculating capacity requirements.

3.

In the capacity reports for the Structures Information System, all requirements are displayed for the resources selected. Answer: False The capacity reports in the Structures Information System only show the requirements for selected projects. No reference is made to requirements for other projects or to orders made against the same capacities. Capacity planning reports display all capacity requirements however.

4.

If you want to distribute work to persons in a project organization for a certain project, you need to assign this project organization for all WBS elements of the project. Answer: False If you assign a project organization to the top level WBS element in your project, this is automatically available for workforce planning to activities that are assigned to lower-ranking WBS elements. The exception to this is WBS elements that have their own separate project organization.

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Which options are available for confirmations of network activities in the Project System? Answer: A, B, D, E, F Milestone confirmations are available for production orders but not for networks. You can use all the other options - and more besides - for confirmation of network activities.

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Unit 4 External Activities

 Unit Overview This unit deals with the planning and procurement of external services using external processed activities and service provider activities. You also learn about corresponding purchasing processes in the Project System as well as how to make the necessary settings. This unit also provides an overview of using workflows and Mails in project systems to automatically inform the responsible employees in purchasing about changes that are relevant to purchasing that occurred in the projects.

Unit Objectives After completing this unit, you will be able to: • • • • • •

Create external processing activities Create purchase orders in Purchasing Post goods receipts Discuss the basics of using standard workflows in the project system Create service activities. Create service entry sheets and accept the services.

Unit Contents Lesson: External Processing ..................................................150 Exercise 9: External Activities ............................................157 Lesson: Workflows in the Project System ...................................168 Lesson: Service .................................................................172 Exercise 10: Services......................................................177

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Lesson: External Processing Lesson Overview This lesson covers the creation, planning, and procurement of external processed activities for external services for a project. At the same time you will also become familiar with processes in Purchasing that can be triggered from projects.

Lesson Objectives After completing this lesson, you will be able to: • • •

Create external processing activities Create purchase orders in Purchasing Post goods receipts

Business Example Due to capacity bottlenecks, you are being forced to procure certain services externally. You assign some of the activities in your turbine project (for example, some engineering and design work) to an external design office.

Internal and external resource planning

Figure 65: Resource Planning

You use activities in the network to plan the resources required for a project.

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Lesson: External Processing

The Project System distinguishes the following resources: •

•

•

An internally processed activity defines the output to be provided by machines and/or personnel of the actual company to complete the activity. You can evaluate the capacity load utilization of the work centers involved, schedule these capacities as necessary, and distribute work among employees. You use an externally processed activity to specify the services that need to be provided by other companies to complete the activity. The Purchasing Department is responsible for the purchasing of external work. Service activities are also used to procure services externally. In contrast to externally processed activities, service activities allow you to draw up service specifications and enter value limits for any unplanned services. The purchase of the required services along with the entry and acceptance of the services performed is also carried out by the Purchasing Department.

External Processing

Figure 66: External Processing

You can create external activities and activity elements for the procurement of external services (for example, if you commission a design office to design a machine). When you create an activity of this type, a purchase requisition is also created and processed further in purchasing. When creating an external activity you can access data from Purchasing for example: using a purchasing info-record, which contains data on prices and delivery times.

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You can generate a purchase requisition for externally processed activities from the Project System. This purchase requisition is converted to a purchase order in Purchasing. A goods receipt and invoice receipt can then be posted for the purchase order. Depending on whether the goods or invoice receipt is valuated, you post the costs to the externally processed activity using one of the two business transactions. Externally-processed or service activities are determined using the control key. You can also assign a work center and planned work to an externally processed activity. This allows you to carry out capacity planning for your vendors.

Figure 67: External Activity Detail Screen

In figure “External Activity Detail Screen”, the data for the external activity was read from a purchasing info-record. The fields read, for example the price per unit, are referenced, which means that changes are no longer allowed in the activity.

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Lesson: External Processing

Purchase order quantity and date change

Figure 68: Workflow for a Purchase Order Change

If changes are made in the network to dates or quantities for material components or external activities for which a purchase order has already been created, a workflow can be triggered automatically. As a prerequisite, workflow for PO changes must first be activated in the Parameters for network type. The persons responsible in Purchasing receive a work item via SAP Office with information on the required changes. They can then process the purchase orders directly from the mail.

Purchase requisition collective indicator Externally processed activities, service activities, and a material that is to be procured externally trigger purchase requisitions. Depending on the configuration of the SAP project system, one purchase requisition may be generated for each object or for each network. However, within a project, project-specific purchase requisition collective indicators can be introduced. These indicators are not preconfigured in Customizing for SAP PS; instead, they are user-defined character strings. They are then assigned to the relevant external activities or service activities or to the relevant material components.

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Figure 69: Purchase requisition collective indicator

Due to the purchase requisition grouping indicator, you have the option to group several external processing activities, service activities, or material components in a purchase requisition within a network. In addition, you also have the option to use several networks to group services and a material into one purchase requisition.

configuration In Customizing of the network profile, you can set default values for the following fields of external processed activities: Control key, cost element, currency, purchasing organization, material group, purchasing group, and order unit.

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Lesson: External Processing

Figure 70: Configuration of external processing

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Lesson: External Processing

Exercise 9: External Activities Exercise Objectives After completing this exercise, you will be able to: • Plan and purchase external services in networks

Business Example You plan external procurement of services for your turbine project with the help of appropriate externally processed activities. These services are procured via the Purchasing Department.

Task 1: Ensure that External Processingyou can group your external services or the material components of your project that are to be purchased into separate purchase requisitions in the future. Save your changes. 1.

In your project definition, specify two grouping indicators for purchase requisitions. One must be called Services, and the other one must be called Material.

Task 2: Create two externally processed activities. Assign the purchase requisition grouping indicator Services to both activities. 1.

In the Project Builder, create an externally processed activity for the topmost WBS element of your project. Assign the purchase requisition grouping indicator Services to the activity. Enter the following data in the detail screen: Field name

Field name

Text

External appraisal

Purchasing org.

1000

Purchasing group

001

Material group

00107 (Miscellaneous)

Vendor

1000

Price

EUR 150

Pl. Deliv. Time

5

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2.

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Field name

Field name

Activity qty

12 hours (Hrs)

Res./Purc. req.

Immediately

PR Coll. Indicat.

Services

Create another externally processed activity for your project. This time, you do not need to enter the detailed information manually - use a prepared purchasing info record instead. Furthermore, assign the purchase requisition grouping indicator Services to this activity. Create the activity for the WBS element T-100##.5 Assembly. Enter the following data in the detail screen: Field name

Values

Text

Ext. acceptance of services performed

Purchasing info record

5500000057

PR Coll. Indicat.

Services

Adjust the activity quantity. Plan for 42 hours. Check whether a purchase requisition is written when you save the data. Finally, save your changes and go back to the main SAP menu. 3.

Take a look at the list of purchase requisitions for your project T-100## with the help of a suitable report. In the report, assign a fixed vendor to the purchase requisition for the activity External appraisal. Choose vendor 1000. Hint: You can also display details on the purchase requisition. Select the purchase requisition in the report and click the Display requisition icon. Save the changes made to the purchase requisition and return to the SAP menu.

4.

Now create a purchase order just for your project. To do so, use collective processing in Purchasing (Pur.req assignment list). Enter the number of your network in the Network field in the initial screen. An overview of purchase requisitions for the network appears, sorted according to vendors. Continued on next page

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Lesson: External Processing

Check the purchase requisitions. Create a purchase order. The system then displays an overview that contains the existing purchase orders and open purchase requisitions on the left-hand side. The details of the new purchase order are shown on the right. Copy your purchase requisitions or purchase requisition items and save the purchase order. The purchase order number is displayed in the status bar (lower part of the window). Make a note of the number: _________________ Then go back to the SAP menu. 5.

Before you enter a goods receipt, you must release the activities (the goods receipt is valuated in IDES - actual data can only be entered if the status of the activity allows it). Check the status of activities 5040 External appraisal and 5050 External acceptance of services performed in the Project Builder. Release the activities if necessary (since you already released the project in a previous exercise, the status should have been inherited). Then go back to the SAP menu.

6.

Now enter a goods receipt as a follow-on function for your purchase order. Do not enter the total purchase order quantity, but just a part. Use the following data on the initial screen of the relevant transaction in Purchasing: Field name

Values

Purchase order

Your order number

The data from the purchase order is copied as default values. Reduce the quantities and select the OK indicator. Now post the goods receipt. The number of the goods receipt posting will now appear in the status bar. 7.

Analyze the POs for your project using the Purchase order for project report in the information system of the Project System. Exit the report.

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Solution 9: External Activities Task 1: Ensure that External Processingyou can group your external services or the material components of your project that are to be purchased into separate purchase requisitions in the future. Save your changes. 1.

In your project definition, specify two grouping indicators for purchase requisitions. One must be called Services, and the other one must be called Material. a)

Open your project in the Project Builder: SAP Menu → Logistics → Project System → Project → Project Builder (double-click to select transaction). “Drag and drop” your project T-100## from the worklist to the structure tree. Select the project definition and choose the Collect. PR Indicators tab. There, enter the Services grouping indicator and the Material grouping indicator. Save your changes using the icon.

Task 2: Create two externally processed activities. Assign the purchase requisition grouping indicator Services to both activities. 1.

In the Project Builder, create an externally processed activity for the topmost WBS element of your project. Assign the purchase requisition grouping indicator Services to the activity. Enter the following data in the detail screen: Field name

Field name

Text

External appraisal

Purchasing org.

1000

Purchasing group

001

Material group

00107 (Miscellaneous)

Vendor

1000

Price

EUR 150

Pl. Deliv. Time

5

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Lesson: External Processing

Field name

Field name

Activity qty

12 hours (Hrs)

Res./Purc. req.

Immediately

PR Coll. Indicat.

Services

a)

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select transaction). “Drag and drop” your project T-100## from the worklist to the structure tree.

b)

In the templates area, expand the Individual objects section and then the Activity section. Drag and drop the External Processing object to the top WBS element in the tree structure. The new activity has been created. You can store the planning data specified in the detail screen for the activity. Confirm your entries. A temporary number for the purchase requisition is displayed on the detail screen of the activity.

2.

Create another externally processed activity for your project. This time, you do not need to enter the detailed information manually - use a prepared purchasing info record instead. Furthermore, assign the purchase requisition grouping indicator Services to this activity. Create the activity for the WBS element T-100##.5 Assembly. Enter the following data in the detail screen: Field name

Values

Text

Ext. acceptance of services performed

Purchasing info record

5500000057

PR Coll. Indicat.

Services

Adjust the activity quantity. Plan for 42 hours. Check whether a purchase requisition is written when you save the data.

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Finally, save your changes and go back to the main SAP menu. a)

“Drag and drop” the External Processing object from the templates area to the “Assembly” WBS element in the tree structure. Enter the data indicated in the detail screen for the new activity. Confirm your entries and the dialog box by clicking the Continue icon. Data from the purchasing info record is copied to the activity. Enter 42 hours (hrs) in the Activity qty field. Confirm your entries and save the project using the relevant icon (

).

If warning messages appear, acknowledge them. When you save your entries, the purchase requisitions are generated for the two externally processed activities. Choose Exit 3.

to exit the Project Builder.

Take a look at the list of purchase requisitions for your project T-100## with the help of a suitable report. In the report, assign a fixed vendor to the purchase requisition for the activity External appraisal. Choose vendor 1000. Hint: You can also display details on the purchase requisition. Select the purchase requisition in the report and click the Display requisition icon.

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Lesson: External Processing

Save the changes made to the purchase requisition and return to the SAP menu. a)

SAP Menu → Logistics → Project System → Information System → Material → Purchase Requisitions → For Project (Double-click to select report) Hint: In case you need to enter a database profile, enter 130000000000. Enter your project T-100## in the Project field and call up the report. To do this, choose Execute .

b)

An overview of all purchase requisitions for the project appears. Assign the fixed vendor 1000 to the purchase requisition for the activity External appraisal. Select the purchase requisition and click the Assign manually pushbutton. In the field, Fixed Vendor enter the value 1000. Confirm your entries by clicking the Assign supply source pushbutton. Save the changed purchase requisition by selecting Change requisitions. Exit the report by choosing Back.

4.

.

Now create a purchase order just for your project. To do so, use collective processing in Purchasing (Pur.req assignment list). Enter the number of your network in the Network field in the initial screen. An overview of purchase requisitions for the network appears, sorted according to vendors. Check the purchase requisitions. Create a purchase order. The system then displays an overview that contains the existing purchase orders and open purchase requisitions on the left-hand side. The details of the new purchase order are shown on the right. Copy your purchase requisitions or purchase requisition items and save the purchase order. The purchase order number is displayed in the status bar (lower part of the window). Make a note of the number: _________________

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Then go back to the SAP menu. a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Create → Via Requisition Assignment List 
(Double-click to select transaction). Enter the number of your network in the Network field in the initial screen. (If you have forgotten the number, find it using the matchcode search on the basis of the project definition) Confirm the entries and execute the report. To do this, choose Execute.

b)

Position the cursor on vendor 1000. Select PReqs Per Assgt pushbutton (Reqs per assignment). Both purchase requisitions or purchase requisition items of your project are listed. Return to the overview. To do this, click the Back icon.

c)

Position the cursor on vendor 1000. Select Process assignment. A dialog box with information on creating the purchase order appears. Confirm your entries with Continue. Holding down the CTRL key, select your open purchase requisitions in the document overview. Then click the Adopt icon. To save the purchase order, choose Save . Take a note of the PO number that is displayed in the status line. To return to the SAP menu, choose Back

5.

.

Before you enter a goods receipt, you must release the activities (the goods receipt is valuated in IDES - actual data can only be entered if the status of the activity allows it).

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Lesson: External Processing

Check the status of activities 5040 External appraisal and 5050 External acceptance of services performed in the Project Builder. Release the activities if necessary (since you already released the project in a previous exercise, the status should have been inherited). Then go back to the SAP menu. a)

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select transaction) “Drag and drop” your project T-100## from the worklist to the structure tree. Go to the detail screen of each of the two activities in turn, and choose Edit → Status → Release. To save your changes, click Save. Exit the Project Builder by clicking the Exit icon.

6.

Now enter a goods receipt as a follow-on function for your purchase order. Do not enter the total purchase order quantity, but just a part. Use the following data on the initial screen of the relevant transaction in Purchasing: Field name

Values

Purchase order

Your order number

The data from the purchase order is copied as default values. Reduce the quantities and select the OK indicator. Now post the goods receipt. The number of the goods receipt posting will now appear in the status bar. a)

SAP Menu 
→ Logistics → Materials Management → Purchasing → Purchase Order → Follow-On Functions → Goods Receipt
(Double-click to select transaction) Enter your purchase order number on the right of the Purchase order field. Choose Enter to confirm your entries. You can change the quantity and set the OK flag either in the detail screen of the items (use the appropriate icons to move between the individual items) or in the table overview (close the detail view first). Implement the specified changes and choose Post. Exit the transaction using the Back icon.

7.

Analyze the POs for your project using the Purchase order for project report in the information system of the Project System.

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Exit the report. a)

SAP Menu → Logistics → Project System → Information System → Material → Purchase Orders → For Project (Double-click to select report) Enter your project T-100## in the initial screen and execute the report. To do this, click Execute. You should now be able to see the purchase order with two items and the quantities still to be delivered. Click the Back icon to return to the SAP menu.

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Lesson: External Processing

Lesson Summary You should now be able to: • Create external processing activities • Create purchase orders in Purchasing • Post goods receipts

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Lesson: Workflows in the Project System Lesson Overview This lesson provides an overview of using standard workflows and SAP mail with project systems.

Lesson Objectives After completing this lesson, you will be able to: •

Discuss the basics of using standard workflows in the project system

Business Example To optimize the information flow and cross-departmental processes for the execution phase of your project, you familiarize yourself with the available standard workflows for project system and their prerequisites.

Usage and Prerequisites

Figure 71: Workflows and Mails in Project System

SAP Business Workflow combines technical information and tools to control and process cross-application procedures automatically. You can use workflows in the Project System to automate and integrate all the processes in a project.

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Lesson: Workflows in the Project System

The Project System uses SAP Office for the following purposes: • • • • • •

To send PS texts (no workflow) For budget deficits (no workflow) For purchase order changes in the purchasing procedure (standard task, predefined) For variances in confirmations (standard task, predefined) For sending pools of confirmations (standard task, predefined) In the milestones with user-defined standard tasks or user tasks.

Claim Management and corresponding workflows have been introduced as of R/3 Release 4.6C: •

Close claim (TS20000749), edit claim (TS20000750), approve measure (TS20000751), edit new claim (TS20000754) and approve claim (TS20000907)

Figure 72: Settings for Workflow

In addition to the technical settings for workflows and their activation, the workflows need to be assigned possible agents. Settings for workflows are maintained in IDES (International Demonstration and Education System). In IDES, the following organizational units are used for agent assignment (for example): • •

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For purchase order changes: 50010294 (PS-EKGRP-001) For confirmation variances: 50010295 (PS-DISGR-101)

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The following positions are assigned to the organizational units: • •

Organizational unit 50010295 – Position 50010297 (for confirmation variances) Organizational unit 50010294 – Position 50010296 (for purchase order changes)

Pools of confirmations will be sent from the Structure/Dates Information System to a position or a person. You can specify position 50010298 in IDES, for example. If budgets are exceeded, workflow mails can be sent to the person responsible. In such cases, a system user must be specified for the person responsible in Customizing. In IDES, all workflows point to the IDES user WF-PS-1, who in turn receives all workflow tasks in his or her office inbox.

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Lesson: Workflows in the Project System

Lesson Summary You should now be able to: • Discuss the basics of using standard workflows in the project system

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Lesson: Service Lesson Overview This lesson will cover the use of service activities in projects for the planning and procurement of services. You also learn about integration with the Purchasing service area.

Lesson Objectives After completing this lesson, you will be able to: • •

Create service activities. Create service entry sheets and accept the services.

Business Example Certain work within your turbine project is to be performed using services that need to be purchased. You plan these services for your project and accept the actual performed services later after procurement.

Procurement and Planning of Services

Figure 73: Service

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Lesson: Service

Instead of using externally processed activities, you can create service activities or service activity elements for services to be performed by external resources. A service activity triggers a similar purchasing process, but can also contain an entire hierarchy of planned services to be purchased from a vendor and value limits for unplanned services. In addition, entry and acceptance of services performed occurs in place of goods receipt. For service activities, you can maintain service specifications for various services to be provided by the service provider (planned services). You can use value limits to restrict unplanned service provider services. You can create the link to the MM Service component (MM-SRV) by means of service activities.

Figure 74: External Services Management

Component MM-SRV supports the entire cycle from bid invitation to award of contract and entry and acceptance of services. In contrast to external processed activities, the acknowledgement of services performed is divided into two stages: • •

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Entry of services performed Acceptance of services performed

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Figure 75: Details - Service Operations

You can access the detailed information for service activities on the External tab page. You can distinguish between service activities and external activities here using the control key and the Service exists indicator. In the project planning board and network maintenance, to maintain the service specifications or service limits, from the service activity choose the Service icon. In Customizing for the network, you can define the following default values for service activities in the network profile: Control key, Cost element, Material group, Purchasing group and Order unit.

Figure 76: Service Specifications

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Lesson: Service

You can call up outline levels and service specifications for the activity via the detail screen of a service activity. As of Release SAP ECC 5.0, you can also access catalogs for selecting services from the service specifications. To do this, you must set up the relevant catalog interface, OCI (Open Catalog Interface), in Customizing.

Figure 77: Service Entry With CATS

Services performed can be entered and processed in the Service Entry transaction in Purchasing. You may record the services that have been performed using a Cross-Application Time Sheet. In IDES, entry profile 1306 is available for this purpose. As of Release 4.6, you can use units of measure other than hours with the CATS. Note that previous releases support only time recording using CATS. For this reason, they can be used only to record services that use "time" as a base unit of measure.

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Customizing Settings for External Activities

Figure 78: Customizing External Activities

The account assignment categories for purchase requisitions are generally valid for external procurement in the Project System. The general account assignment category is relevant to externally-processed activities and service activities. The remaining account assignment categories, however, refer to project stock that affects material procurement only.

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Lesson: Service

Exercise 10: Services Exercise Objectives After completing this exercise, you will be able to: • Plan and purchase external services in networks

Business Example In addition to the internal and external services already planned, you also require various services to carry out your turbine project. You plan these services with the help of an appropriate service activity. Purchasing functions are once again used for the procurement entry and acceptance of services.

Task: In this task you create a service activity, purchase the service, and create a service entry sheet. 1.

In the Project Builder, create a service activity for WBS element T-100##.5 Assembly. Enter the short text Service for the new activity and assign purchasing group 001. Enter values for the limits of unplanned services. Use the following data: Field name

Values

Overall limit No limit

Select

Expected value

EUR 10000

You can now enter the planned services in the Services section. Refer to a service master and use the following data: Field name

Values

Service number

E-1301

Quantity

15

Check whether a price is entered for each service unit, and then exit the service specifications processing. Check the status of the activity. If necessary, release the activity (so that you can post the service entry at a later stage).

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Save your project, and make a note of the purchase requisition: _________________________ Exit the Project Builder. 2.

Now order the service for your project in Purchasing. The supplier is known to you: supplier 1000. The number of the purchasing organization responsible is 1000, and the number of the purchasing group is 001, and the number of the company code is 1000. Enter the following data for the purchase order: Field name

Values

Purchase requisition (on the far right of the table)

The purchase requisition for the service activity

Requisition item

10

You can still change the order data. To do so, you need to process the Services section for the item. Save the purchase order. What is the purchase order number? _______________________ Then go back to the SAP menu. 3.

Enter the services for the service activity purchase order. Accept the activity. Create an entry sheet for your purchase order. Enter the following data in the detail screen that appears: Field name

Values

Short text

Group ##, sheet 1

External number

##

You can now enter services manually. However, this can be a time-consuming process. Instead, copy the services from the purchase order service specifications and enter only a part of the services. Reduce the service entered by 5 service units and save the service entry. At this stage, you have entered services, but not yet accepted them. The actual data for the services provided is only updated in the service activity on acceptance. Now accept the services! Save the changed data. Observe the status line, and go back to the main SAP menu.

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Lesson: Service

Solution 10: Services Task: In this task you create a service activity, purchase the service, and create a service entry sheet. 1.

In the Project Builder, create a service activity for WBS element T-100##.5 Assembly. Enter the short text Service for the new activity and assign purchasing group 001. Enter values for the limits of unplanned services. Use the following data: Field name

Values

Overall limit No limit

Select

Expected value

EUR 10000

You can now enter the planned services in the Services section. Refer to a service master and use the following data: Field name

Values

Service number

E-1301

Quantity

15

Check whether a price is entered for each service unit, and then exit the service specifications processing. Check the status of the activity. If necessary, release the activity (so that you can post the service entry at a later stage). Save your project, and make a note of the purchase requisition: _________________________

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Exit the Project Builder. a)

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder). “Drag and drop” your project T-100## from the worklist to the structure tree. In the templates area, expand the Individual objects section and then the Activity section. Drag and drop the Service object to the top WBS element T-100##.5 Assembly in the tree structure.

b)

Enter the specified short text and the purchasing group, and confirm your entries. The new activity is created and the system calls up the service specifications for the service activity.

c)

In the Limits section, enter the specified data for unplanned services. Enter the planned services in the Services section. In doing so, refer to the service master and enter the specified data. Confirm your entries. If no price is entered, enter the value 250 in the Gross price field. Exit the service specifications processing. Choose Back.

d)

The detail screen appears again for the service activity. If the activity does not yet have the Released status, choose Edit → Status → Release. Click the Save icon and confirm the scheduling warning message.

e)

Once again, call up your project in the Project Builder to determine the purchase requisition number. This number can be found on the service activity detail screen. Exit the Project Builder by clicking the Exit icon.

2.

Now order the service for your project in Purchasing. The supplier is known to you: supplier 1000. The number of the purchasing organization responsible is 1000, and the number of the purchasing group is 001, and the number of the company code is 1000. Enter the following data for the purchase order: Field name

Values

Purchase requisition (on the far right of the table)

The purchase requisition for the service activity

Requisition item

10 Continued on next page

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Lesson: Service

You can still change the order data. To do so, you need to process the Services section for the item. Save the purchase order. What is the purchase order number? _______________________ Then go back to the SAP menu. a)

SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Create → Vendor/Supplying Plant Known 
(Double-click to select transaction) In the Vendor field enter the value 1000 and confirm your entry. If necessary, enter the purchasing organization responsible (1000), purchasing group (100), and company code (1000) on the Org. Data tab page in the PO header data. In the purchase order items table, enter your purchase requisition number and item number. Confirm your input and save the PO by clicking the Save icon.

b)

The purchase order number appears in the status bar. Click the Back icon to return to the SAP menu.

3.

Enter the services for the service activity purchase order. Accept the activity. Create an entry sheet for your purchase order. Enter the following data in the detail screen that appears: Field name

Values

Short text

Group ##, sheet 1

External number

##

You can now enter services manually. However, this can be a time-consuming process. Instead, copy the services from the purchase order service specifications and enter only a part of the services. Reduce the service entered by 5 service units and save the service entry. At this stage, you have entered services, but not yet accepted them. The actual data for the services provided is only updated in the service activity on acceptance. Now accept the services!

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Save the changed data. Observe the status line, and go back to the main SAP menu. a)

SAP Menu 
→ Logistics → Materials Management → Purchasing → Purchase Order → Follow-On Functions → Service Entry Sheet → Maintain
(Double-click to select transaction). Create an entry sheet for your purchase order. First click the Other purchase order icon. Then enter your purchase order number in the dialog box and select Continue. Next, click the Create Entry Sheet icon and enter the specified data in the header of the entry sheet:

b)

Choose Service Selection. Enter your purchase order in the dialog box and click Continue. An overview of the service specifications for the purchase order appears. Select a line and copy it to the service specifications screen. To copy it, click the Adopt services icon. Reduce the service entered by 5 service units and save the service entry. Click Save.

c)

Accept the services. To accept the services, choose the Display/Change icon, then choose the Accept icon. Use the Save icon to save the modified data. The status line displays information about the updating of the data in Controlling and Financial Accounting, as well as the number of the acceptance document. Click the Back icon to return to the SAP menu.

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Lesson: Service

Lesson Summary You should now be able to: • Create service activities. • Create service entry sheets and accept the services.

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Unit Summary

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Unit Summary You should now be able to: • Create external processing activities • Create purchase orders in Purchasing • Post goods receipts • Discuss the basics of using standard workflows in the project system • Create service activities. • Create service entry sheets and accept the services.

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Test Your Knowledge

Test Your Knowledge 1.

The system always generates a purchase order automatically when releasing an externally processed activity. Determine whether this statement is true or false.

□ □ 2.

True False

For the combination of plant and network type, you can specify in Customizing whether a workflow is to be generated for purchase-order relevant changes in a network plan or not. Determine whether this statement is true or false.

□ □ 3.

True False

When using service activities in networks, you can enter goods receipts both for planned and for unplanned services. Determine whether this statement is true or false.

□ □

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True False

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Answers 1.

The system always generates a purchase order automatically when releasing an externally processed activity. Answer: False This statement is incorrect on not just one but two counts. Firstly, the system initially creates one purchase requisition only based on the data for the externally processed activities. A purchase order is not created until later - typically by the Purchasing Department. Secondly, the system can generate a purchase requisition on release. Depending on settings, this may occur either automatically in “Created” status or else manually - in which case the person responsible for the network decides at what point the purchase requisition is to be generated.

2.

For the combination of plant and network type, you can specify in Customizing whether a workflow is to be generated for purchase-order relevant changes in a network plan or not. Answer: True In the parameters for the network type, you specify whether a workflow is to be generated in the case of purchase-order relevant changes or not using the Workflow Purchase Order Change indicator. The parameters for the network type are again defined depending on the combination of plant and network type. A further requirement for generating this workflow is that the corresponding event-type linkage has been activated in general Workflow Customizing.

3.

When using service activities in networks, you can enter goods receipts both for planned and for unplanned services. Answer: False Instead of a good receipt, service entry takes place for service activities followed by service acceptance. Both planned and unplanned activities can be taken into account however.

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Unit 5 Materials Unit Overview In this unit you learn about the various options for assigning material components to network activities and thus planning the procurement and consumption of materials. The unit then deals with the different procurement types for materials and the related processes in purchasing and production as part of the execution phase of projects. You also learn about the various options for requirements grouping of materials and the corresponding prerequisites. Finally, the unit deals with additional aspects about materials in projects (for example, the availability check of the material or the delivery of the material from projects).

Unit Objectives After completing this unit, you will be able to: • • • • • • • •

Assign material to activities Execute the bill of material transfer function to assign material requirements to the project. Process the purchase requisitions generated by the project and create purchase orders for the materials. Execute material requirements planning (MRP) for projects. Edit the production orders Post goods receipts and goods issues Discuss aspects of requirements grouping of material components Explain the function of assemblies, the availability check, and “delivery from projects”.

Unit Contents Lesson: Assigning Material Components to Activities .....................188 Exercise 11: Material Assignment ........................................201 Lesson: Processes of Material Procurement................................217 Exercise 12: In-House Production Process .............................231 Lesson: Requirements Grouping .............................................244 Lesson: Assemblies, Availability Check and Delivery from Projects .....249 Exercise 13: Delivery from Projects......................................259

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Lesson: Assigning Material Components to Activities Lesson Overview To plan materials in a project the first step is to assign the materials required to the network activities. This lesson will cover how to assign the material components to network activities. The lesson will particularly cover the use of the bill of material transfer function to assign material components to network activites. Furthermore, this lesson provides an overview of the different types of procurement that are available for procuring material in the implementation phase of projects.

Lesson Objectives After completing this lesson, you will be able to: • •

Assign material to activities Execute the bill of material transfer function to assign material requirements to the project.

Business Example The turbine you are manufacturing in your project is made up of a variety of components, which in turn consist of further components. For the materials that are required for our project, we will plan the procurement of these materials and later during the execution of the project post the material consumption to the project.

Integration with Other Applications

Figure 79: Material in the Project

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Lesson: Assigning Material Components to Activities

Projects are linked via materials to Sales and Distribution, Materials Management (Purchasing and Inventory Management), and to Production Planning and Control.

Figure 80: Integration with MM and PP

To plan the material requirements for a particular project, you can assign materials to activities. The system differentiates between stock items (item category L) and non-stock items (item category N). Stock items are entered for materials that are managed as inventory stock (Make to stock inventory or sales order/project stock). Reservations are generated for stock items. Non-stock items are entered if materials are to be procured directly for consumption in the network (that is not using MRP). Purchase requisitions are created for non-stock items. These requisitions are passed directly to Purchasing.

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Procurement Types

Figure 81: Material Assignment for the Activity

The simplest scenario involves assigning material components directly to a network or directly to a network activity in the material overview screen. Each material component assigned in the material overview screen, contains detail screens which define information on procurement. As of Release 4.6, the item detail screen includes the Procurement Parameters tab that contains information on the item category, the characteristics of the material, and the account assignment of the component.

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Figure 82: Selecting the Procurement Type (1)

The way in which components are procured depends on a variety of settings. The item category of the component assigned is an important indicator. You have several options. If you do not want to include the components in Inventory Management but want to use them immediately in the network, choose item category Non-stock item (N). If you do, however, want to post the components to a warehouse first (in other words increase stock) and use the components in the network at a later stage, choose item category Stock item (L). Furthermore, additional item categories (for example, variable-size items or text items) are available.

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Figure 83: Selecting the Procurement Type (2)

The way in which components are procured depends on both the item category and the attributes of the material. The material master stores information on whether: • • •

The procurement indicator in the material master defines whether the material is externally purchased, or manufactured internally, or both. Individual or collective requirements (or both) are possible for the material, The material can be procured in advance.

The control data of the project definition determines whether stocks can be built up for your project. The account assignment category of the sales order determines whether sales order or project stocks can be built up. Using a special procurement key within the bill of material can specify that the components are procured independendently of the material master settings.

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Figure 84: Procurement Indicator

The procurement indicator helps you to assign components to the activity. It contains default values for determining the stock and the procurement type. You can use a procurement indicator to prevent additional dialog boxes from appearing during the material assignment. In the network profile, you can propose a procurement indicator that is defaulted in the component assignment.

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BOM Transfer

Figure 85: WBS BOM and Project Routing

Project bills of material are BOMs that are valid for a particular WBS element. You can create a WBS BOM by copying a material BOM or other WBS BOMs. You create and edit WBS bills of material in the master data for the Production application. You can assign WBS BOMs to projects using the BOM Transfer transaction. To do so, you must choose the corresponding selection parameters.

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Lesson: Assigning Material Components to Activities

Figure 86: BOM Transfer

The logical link between a BOM component and a network activity, called the “reference point”, is essential for ensuring the correct automatic assignment of a material component. The assignments themselves are project-specific, but can be made simultaneously for a large number of networks in the project. You can assign single items, single BOM assemblies, or a multi-level BOM. You can assign components manually without reference points. Procedure: •

• •

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In Customizing for SAP PS, define reference points. Reference points are not physical points. They are virtual points that have the sole purpose of mapping the logic of the assignment between BOM items and activities. Define reference points in the BOM components and the network activities. Start the BOM PS interface (after changing the BOM). In this process BOM components are assigned to activities. If the Reservation/purchase req. indicator is activated, purchase requisitions and reservations are created for the assigned components when you save your data.

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Figure 87: Selection Parameters of the BOM Transfer

Most of the selection parameter settings for the BOM transfer can be preassigned in the BOM transfer profile in Customizing. However, the priorities for the stock segments, the check of the requirements dates, and the selection date for logs cannot be preassigned.

Figure 88: Customizing the Reference Points

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Lesson: Assigning Material Components to Activities

As of Release 4.6, you can preassign the name and description of reference points in Customizing. This allows you to look for reference points using the matchcode search. You can no longer enter reference points that do not actually exist. As of Release 4.6, there are special table fields for reference points in the network and the BOM. As in earlier releases, you can, however, still determine which table fields are to be used as reference points. You can define this setting in Customizing rather than in the BOM Transfer transaction used in earlier releases.

IPPE-PS Integration As of Release SAP ECC 6.0, you can now link Integrated Product and Process Engineering (iPPE) with the project system to assign material components to network activities. Integrated Product and Process Engineering provides a new option for entering and processing design and production master data – particularly for multi-variant products – in a single model. This allows you, for example, to create complex product structures in iPPE using abstract elements such as nodes, variants, alternatives, or relationships and then use these later for mapping BOM data. iPPE objects are edited in iPPE Workbench Professional (Product Designer). In parallel to the creation of the product structure, projects can be helpful when developing new products in order to, for example, map the structure of prototypes or test parts. You can do this by linking iPPE nodes and variants to WBS elements or network activities and thus navigate between iPPE and the PS objects. You can make these assignments as follows: • •

In Product Designer, in the detail area for nodes or variants on the Project System tab page. In Project Builder, in the detail screen for WBS elements or activities on the iPPE - PS tab page. These tab pages will only be displayed, however, if you have set the iPPE Proj Rel indicator in the project or network profile in Customizing for the project system.

You can also automate assignment using reference points. To do this, define the reference points for iPPE-PS integration in Customizing for the PS and store these in both the PS objects and in the iPPE objects. The reference points of the iPPE-PS integration must not be confused with the reference points of the BOM transfer. These are different table entries. Once iPPE objects are assigned to network activities, you can also transfer material from the iPPE product structure to the project system. To do this, use the filter screen in iPPE Workbench Professional. After you enter a suitable initial object on the filter screen, the corresponding Project System Transfer function becomes available.

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Figure 89: IPPE-PS Integration

Open Catalog Interface (OCI) As of SAP R/3 Enterprise, the connection to the catalog interface in accordance with the OCI standard is available. You can use this interface to call up the component selection for an internal or external catalog from a network activity and transfer components to the network. The material is assigned as either a stock item or a non-stock item, depending on whether or not a suitable material master record can be determined in the SAP system for the material selected in the catalog. To use this function, you first need to define the catalog and its call structure (URL, fixed values) in Customizing for the project system and assign these to the combination of plant and network type. You also need to define how the HTML fields or field values of the catalog are to be converted to SAP fields and SAP field values. As of SAP ECC 5.0, you can also assign several catalogs for the combination of network type and plant. When you call up the catalog interface, a dialog box for selecting the catalog is displayed first.

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Figure 90: Material Assignment Using the Catalog Interface

As of SAP ERP 6.0 Enhancement Package 3, the item category C (planning element, no inventory management) is assigned for components that are assigned using a catalog interface. You cannot assign the item category C manually or using a BOM transfer.

Configuration of the material overview and the material detail screen You can set the scope and the type of display for individual fields in the material detail screen and in the material overview. Therefore, the system can display the Unloading Point field only if the Storage Location field is set as a required entry field. In the configuration of SAP PS, the field selection can be specified depending on the network type, the item category, or a catalog.

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Figure 91: Field selection for material components

If you want to create customer-defined fields for the assigned material, the BAdI BADI_MAT_CUST_SCR is provided for this. The BAdI also ensures that the customer-defined fields can be maintained on a separate tab page.

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Exercise 11: Material Assignment Exercise Objectives After completing this exercise, you will be able to: • Manually assign material components to network activities • Use the BOM transfer

Business Example Various material components are required for the final assembly of the turbine system. You create a WBS BOM with all components that are required for your specific project. You assign the items of the BOM to the different activities in your project and plan their procurement.

Task 1: 1.

Call up the Project Builder and manually assign components to an activity in your project T-100##. In the component overview, assign component E-1517 to activity 3100 Material procurement plant components as a non-stock item. Use the following data for the assignment in the component overview: Field name

Values

Material

E-1517

Item category

N

Requirements quantity

1

If necessary, choose Purchase requisition for network as the procurement type for this component. Take a look at the detail screen for the component and check the account assignment category of the component. Which account assignment category has been entered for the quantity/value flow? ___ When will the purchase requisition be generated? __________ On which date will the component be procured? __________ 2.

Assign another material component to the same activity. Assign material E-1203A as a stock item. Continued on next page

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First return to the component overview for the activity. As the second item, enter the material with the following data: Field name

Values

Material

E-1203A

Requirement qty

1

Procurement indicator

Delete field contents

Item category

L

Create a reservation for the WBS element. Check the account assignment category for the component. Which account assignment category has been entered for the quantity/value flow? ___ Can the material be purchased? ______ Save the changed data and exit the Project Builder. 3.

Purchase requisitions and reservations were generated the last time data was saved. Display the components of your project in the extended individual components overview. Make sure that the PS info profile YIDES_130000 is selected for the report. Call up the report for your project T-100##. Change the field selection for the report. Display the following fields in the report: Field name Material Material text Purchase requisition Requisition item Requirements date Requirements quantity Quantity withdrawn Account assignment category Special stock Exit the report without saving the overview. Continued on next page

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4.

Take a look at the component overview in the project planning board. Display the component overview for all objects of your project. Change the procurement dates. Use the following data: Component E-1517

7 days earlier

Component E-1203A

At the start of the activity

Save your changes, and go back to the main SAP menu.

Task 2: If you want to assign several components, assigning materials manually can be quite time consuming. As an alternative, you can assign bills of material (BOMs). Now create your own BOM and assign it to the project. 1.

Create a single-level WBS BOM for the top WBS element of your project. Use the material BOM T-20000 as the template. Use the following data on the initial screen: Field name

Values

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3 (universal)

Use the following data to copy the material BOM: Field name

Values

Material

T-20000

Plant

1300

BOM usage

3

An overview of the material BOM appears. Select all components except for material P-100 and copy these items to the WBS BOM. Save the WBS BOM, and go back to the main SAP menu. 2.

Now use the BOM transfer to assign the components of your WBS BOM to your project activities. Use the following data on the initial screen for the BOM transfer: Continued on next page

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Field name

Values

Project definition

T-100##

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3

Check the BOM transfer selection parameters. Use these parameters: Field name

Values

WBS BOM

Yes

Multi-level

Yes

Plant stock

2

Project stock

1

Transfer the BOM. The results list appears, in which you see all the components that the system can assign automatically. Save the assignments. If necessary, confirm the scheduling warnings. Then go back to the SAP menu. 3.

BOMs are often changed during the course of a project. Expand your WBS BOM to include material P-100 and double the requirement quantity for component T-20100. Use the following data to identify your BOM: Field name

Values

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3 (universal)

Double the requirement quantity for component T-20100 and enter material P-100 as an additional item using the following data:

Continued on next page

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Field name

Values

Item category

L

Component

P -100

Quantity

1

Store another reference point for this item so that it can be assigned automatically during the BOM transfer. Enter reference point 1310 Procurement plant components in the detail screen for the item. Save your entries, and go back to the main SAP menu. 4.

Update the component assignment for your project. Use the BOM transfer again. Enter the following data on the initial screen: Field name

Values

Project definition

T-100##

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3

Check the selection parameters of the BOM transfer again. This time, use these parameters: Field name

Values

WBS BOM

Yes

All items

Yes

Multi level

Yes

Plant stock

2

Project stock

1

Hint: If you always call up the BOM transfer using the same parameters, you should create a selection profile that contains these settings. Execute the BOM transfer and confirm your change.

Continued on next page

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Based on your selection parameters, an overview of the components that could not be assigned automatically is now displayed. Do not assign any components manually, rather go to the results list. The icons in the first column of the results overview indicate whether the component is being created, deleted, changed, or reallocated. Save your changes, and go back to the main SAP menu.

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Solution 11: Material Assignment Task 1: 1.

Call up the Project Builder and manually assign components to an activity in your project T-100##. In the component overview, assign component E-1517 to activity 3100 Material procurement plant components as a non-stock item. Use the following data for the assignment in the component overview: Field name

Values

Material

E-1517

Item category

N

Requirements quantity

1

If necessary, choose Purchase requisition for network as the procurement type for this component. Take a look at the detail screen for the component and check the account assignment category of the component. Which account assignment category has been entered for the quantity/value flow? ___ When will the purchase requisition be generated? __________

Continued on next page

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On which date will the component be procured? __________ a)

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder). “Drag and drop” your project T-100## from the worklist to the structure tree. Expand the project definition and the WBS elements Turbine and Purchasing to call up the detail screen of the activity.

b)

Then go to the component overview for activity 3100. To do this, click the Component overview icon. Enter the specified data. Confirm your entries by clicking the Enter icon.

c)

A dialog box might appear in which you can select the procurement type. From the dialog box, choose Purchase requisition for network and confirm your entries by clicking the Continue icon.

d)

Display the detail screen of the component. Select the component in the overview and click the General pushbutton to call up the detail screen. Go to the Procurement Parameters tab page. This tab page shows the account assignment category and the indicator Res./purch.req., for example. You can see the requirement date on the General Data tab page.

2.

Assign another material component to the same activity. Assign material E-1203A as a stock item. First return to the component overview for the activity. As the second item, enter the material with the following data: Field name

Values

Material

E-1203A

Requirement qty

1

Procurement indicator

Delete field contents

Item category

L

Create a reservation for the WBS element. Check the account assignment category for the component. Which account assignment category has been entered for the quantity/value flow? ___ Continued on next page

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Can the material be purchased? ______ Save the changed data and exit the Project Builder. a)

Position your cursor on activity 3100 in the tree structure. Click the Component overview pushbutton in the activity detail screen. In the second item, enter the material with the specified data and confirm your entries. The dialog box appears in which you can select the procurement type. Here, set the Reserv. WBS element indicator. Confirm your entries by clicking Continue.

b)

Take a look at the detail screen for the component. To do this, select the second component only in the overview and click the General icon to display the detail screen. Check the account assignment category for the component. To so, go to the Procurement Parameters tab page. In the Material Master section, also look at the Procurement field. External procurement is planned for material E-1203A. Save the changed data. Choose Save. Exit the Project Builder by clicking the Exit icon.

3.

Purchase requisitions and reservations were generated the last time data was saved. Display the components of your project in the extended individual components overview. Make sure that the PS info profile YIDES_130000 is selected for the report. Call up the report for your project T-100##. Change the field selection for the report. Display the following fields in the report: Field name Material Material text Purchase requisition Requisition item Requirements date Requirements quantity

Continued on next page

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Field name Quantity withdrawn Account assignment category Special stock Exit the report without saving the overview. a)

SAP Menu → Logistics → Project System → Information System → Structures → Enhanced Individual Overviews → Components (double-click to select the transaction). Click the PS Info profile pushbutton and assign the appropriate profile. Confirm with Continue. In the Project field, enter project definition T-100##. Click the Execute icon.

b)

Change the field selection for the report. To do this, choose View → Choose fields… from the menu and display the specified fields in the report. Confirm your field selection by clicking the Continue icon. Analyze the data for the two material components and then exit the report without saving the overview. To do this, click the Back icon.

4.

Take a look at the component overview in the project planning board. Display the component overview for all objects of your project. Change the procurement dates. Use the following data: Component E-1517

7 days earlier

Component E-1203A

At the start of the activity

Continued on next page

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Save your changes, and go back to the main SAP menu. a)

SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction) In the Project def. field, enter your project T-100##, choose project planning board profile 1001 Elevators/Turbines, and select with activities. Choose Open project to access the project planning board. Optimize the project display by choosing Zoom in on graphic and Adapt graphic area.

b)

Choose Select all to select all objects. Click the Component overview icon. The procurement dates for the components are displayed in the component overview graphic.

c)

You can display the detail screen by double-clicking the description of a component. For component E-1517, enter the value 7- in the Offset field and the time unit Day in the field next to it. Click Back to confirm your entries. In the detail screen for component E-1203A, set the Algn.Start date.Comp indicator. Click Back to confirm your entries. Click Save. Then click Back to return to the SAP menu.

Task 2: If you want to assign several components, assigning materials manually can be quite time consuming. As an alternative, you can assign bills of material (BOMs). Now create your own BOM and assign it to the project. 1.

Create a single-level WBS BOM for the top WBS element of your project. Use the material BOM T-20000 as the template. Use the following data on the initial screen: Field name

Values

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3 (universal)

Use the following data to copy the material BOM:

Continued on next page

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Field name

Values

Material

T-20000

Plant

1300

BOM usage

3

An overview of the material BOM appears. Select all components except for material P-100 and copy these items to the WBS BOM. Save the WBS BOM, and go back to the main SAP menu. a)

SAP Menu
 → Logistics → Production → Master Data → Bills of Material → Bill of Material → WBS BOM → Single Level → Create 
(Double-click to select transaction). Use the data indicated in the initial screen. Use the material BOM T-20000 as a template. To copy the bill of material, choose the Material BOM pushbutton and enter the specified data. Confirm your data entries by clicking the Continue icon.

b)

Select all BOM items and then deselect the item for material P-100. Then click the Copy icon to copy the selected items to your WBS BOM. Click Save and then exit the transaction by clicking Back.

2.

Now use the BOM transfer to assign the components of your WBS BOM to your project activities. Use the following data on the initial screen for the BOM transfer: Field name

Values

Project definition

T-100##

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3

Check the BOM transfer selection parameters. Use these parameters:

Continued on next page

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Field name

Values

WBS BOM

Yes

Multi-level

Yes

Plant stock

2

Project stock

1

Transfer the BOM. The results list appears, in which you see all the components that the system can assign automatically. Save the assignments. If necessary, confirm the scheduling warnings. Then go back to the SAP menu. a)

SAP Menu → Logistics → Project System → Material → Planning → Bill of Material Transfer (Double-click to select transaction). Use the specified data on the initial screen.

b)

Before executing the BOM transfer, check the selection parameters for the BOM transfer. Choose Selection Parameters. Enter the specified parameters if necessary, and confirm your entries by clicking the corresponding icon.

c)

Click the Execute icon to start the BOM transfer. All new component assignments are now displayed in the results overview. Click the Save icon and confirm any scheduling warnings if necessary. Exit the BOM transfer by clicking the Back icon.

3.

BOMs are often changed during the course of a project. Expand your WBS BOM to include material P-100 and double the requirement quantity for component T-20100. Use the following data to identify your BOM: Field name

Values

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3 (universal)

Double the requirement quantity for component T-20100 and enter material P-100 as an additional item using the following data: Continued on next page

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Field name

Values

Item category

L

Component

P -100

Quantity

1

Store another reference point for this item so that it can be assigned automatically during the BOM transfer. Enter reference point 1310 Procurement plant components in the detail screen for the item. Save your entries, and go back to the main SAP menu. a)

SAP Menu
 → Logistics → Production → Master Data → Bills of Material → Bill of Material → WBS BOM → Single-Level → Change 
(Double-click to select transaction). Use the specified data on the initial screen and then click the Item icon.

b)

Double the requirement quantity for material T-20100 Turbine casing. Enter material P-100 as an additional item using the specified data, and then confirm your entries. Double-click the item number for material P-100. In the General Data section of the Basic Data tab page, enter the value 1310 in the Reference point field. Click the Save icon followed by the Back icon.

4.

Update the component assignment for your project. Use the BOM transfer again. Enter the following data on the initial screen: Field name

Values

Project definition

T-100##

WBS element

T-100##

Material

T-20000

Plant

1300

BOM usage

3

Check the selection parameters of the BOM transfer again. This time, use these parameters:

Continued on next page

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Field name

Values

WBS BOM

Yes

All items

Yes

Multi level

Yes

Plant stock

2

Project stock

1

Hint: If you always call up the BOM transfer using the same parameters, you should create a selection profile that contains these settings. Execute the BOM transfer and confirm your change. Based on your selection parameters, an overview of the components that could not be assigned automatically is now displayed. Do not assign any components manually, rather go to the results list. The icons in the first column of the results overview indicate whether the component is being created, deleted, changed, or reallocated. Save your changes, and go back to the main SAP menu. a)

SAP Menu → Logistics → Project System → Material → Planning → Bill of Material Transfer (Double-click to select transaction). Use the specified data on the initial screen.

b)

Choose Selection Parameters. Enter the specified parameters, and confirm your entries by clicking the corresponding icon.

c)

Click the Execute icon. A dialog box appears as a result of the quantity change in the BOM. Choose Confirm. The overview of components that cannot be assigned automatically appears. The components T-20200, T-20610, T-20620 and T-20630 should be listed here. Click the Results icon to go back to the result overview. A new assignment has been created and an existing assignment has been changed. Click the Save icon and then exit the BOM transfer by clicking the Back icon.

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Lesson Summary You should now be able to: • Assign material to activities • Execute the bill of material transfer function to assign material requirements to the project.

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Lesson: Processes of Material Procurement

Lesson: Processes of Material Procurement Lesson Overview This lesson introduces you to the different processes for project-oriented material procurement. These include direct procurement of the material requirements using purchasing, the procurement of assemblies based on material requirements planning, and using production orders to manufacture those assemblies.

Lesson Objectives After completing this lesson, you will be able to: • • • •

Process the purchase requisitions generated by the project and create purchase orders for the materials. Execute material requirements planning (MRP) for projects. Edit the production orders Post goods receipts and goods issues

Business Example After you have planned the material for your turbine project, you now execute purchasing of the required material components. In doing this, use the integration into purchasing and the MRP of your enterprise.

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Direct Procurement

Figure 92: Direct Procurement, Non-Stock Items

The item category N non-stock item is used for components that are not procured by way of warehouse stock, project stock, or sales order stock, but are procured directly by the network activity. Purchase requisitions are created for these components. These requisitions are passed directly to Purchasing. When the goods are received, they are not placed into stock, but posted to the activity. Non-stock items cannot be managed as project stock or sales order stock.

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Figure 93: Assigning Non-Stock Items

If you choose direct procurement with item category N, you can choose between two procurement types: Either purchase requisition for the network or third-party requisition. The topic of third-party requisitions is dealt with in a later section. The procurement type itself is displayed on the Purchasing Data tab page on the detail screen for the assigned component. You can change the procurement type at a later stage. The purchase requisition number is displayed on this tab page. You can call up the purchase requisition directly from here. If a purchase order is already available, its number will be displayed on the Procurement Parameters tab page. You can also call up the purchase order from here.

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Figure 94: Purchasing Process

As long as you have activated the requirements within your network (for the entire network, the individual activity, or the individual component), a purchase requisition is generated when you save data. You can analyze all purchase requisitions and subsequent purchase orders for your project in the information system. In the Purchase Requisitions for the Project report, you can analyze the purchase requisition, assign vendors, and create purchase orders for the purchase requisition. In the Purchase Orders for the Project report, you can check and change all purchase orders for your project.

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Procurement via Material Requirements Planning

Figure 95: Procurement Using Requirements Planning, Stock Item

The item category L stock item is used for components kept in stock. When you save, the system creates a reservation for the required material. The main function of material requirements planning is to ensure material availability (in other words, to procure the required quantities on time - both in-house and for sales). This includes monitoring stocks and, above all, creating procurement proposals for purchasing and production. Independent requirements (requirements for finished products, saleable assemblies, trading goods, and spare parts) trigger requirements planning. To cover the requirements, order quantities and dates have to be determined, and the corresponding procurement elements scheduled. The procurement element for requirements planning is a planned order, or for external procurement a purchase requisition. Dependent requirements are determined by exploding the bill of material for materials produced in-house to determine the quantity of components required to manufacture a finished product or assembly. Planned orders are created at each BOM level to cover requirements when a material shortage occurs. Once quantities and dates have been planned in requirements planning, these planned procurement elements are converted into “exact” procurement elements: for production, this is the production order and, for external procurement, the purchase order.

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Figure 96: Assigning Stock Items

In the detail screen for assigning components for stock items, you can select the General Data tab page to change the requirements date, check the withdrawal and confirmed quantity, and check the reservation number. On the Procurement Parameters tab page, you can determine when the reservation will take effect for planning. The reservation either takes effect immediately, after release, or never takes effect automatically. The last case is possible as of Release 4.6. This enables you to release the activity but leave the reservation inactive for planning. You can make the reservation active for planning at a later stage.

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Figure 97: Stock Item with BOM

In the example process displayed, material T-20600 produced in-house is assigned to activity 10 in a project with valuated sales order or project stock. To procure dependent requirements for the material, a requirements planning run is performed. The dependent components are then purchased and consumed by the production order. The production order is processed and material T-20600 posted to stock. The process ends with T-20600 being issued from the project stock and the network activities being confirmed.

Figure 98: Material Stock/Requirements List

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The current stock/requirements list shows the current stock/requirements situation of a material. This evaluation is contained in the project system under Project System → Material Planning. The various MRP elements are reread and displayed when the list is compiled. This means that the stock/requirements list always displays the current availability of the material. Changes that are made after the planning date are displayed directly, in other words the list is dynamic. Stock/requirements lists are not stored permanently in the system but are volatile and are only stored in the working memory. From this list, you can display and change the individual objects that generate and cover requirements, you can display the associated master data, and convert planned orders to production orders or purchase orders, for example. As of Release 4.6A, the current stock/requirements list can be called up via individual access for a material number, but also evaluated via collective access according to product group, class, MRP controller, vendor, or production line.

Figure 99: MRP Run for Project

The MRP run for the project differs from the standard planning run. When the MRP run is carried out for the project, all components for the project are selected (as long as you select them via the project definition and not via subhierarchies). The MRP run generates the dependent requirements of components with a BOM and generates a procurement element for these dependent requirements.

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In the turbine project material T-20600 was assigned as a required assembly. The figure “MRP Run for Project” shows that the MRP run has generated a planned order for the reservation. Since T-20600 has a BOM with three components, the MRP run generates reservations for the corresponding dependent requirements and generates three further planned orders or purchase requisitions.

Figure 100: Material for the Production Order

A goods receipt is processed for the purchase orders with the components T-20610, T-20620, and T-20630. The goods receipt increases the project stock of the materials. Commitments according to the order value are reduced by the goods receipt and stocks are formed according to the standard costs (for standard price control) or the order value (for moving price control). The planned order for T-20600 is converted into a production order. The planned costs for materials are only displayed for valuated project stock and for collective stock. The project stocks T-20610, T20620, and T-20630 are consumed by the production order at the price calculated in valuation. The respective actual costs are debited from the production order.

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Figure 101: Editing the Production Order

The final confirmation is entered for the production order and material T-20600 is delivered to the project stock. This increases the stock quantity and value for material T-20600 in the project stock. The total value of the increased inventory is the quantity received times the standard cost. A goods issue is posted for the network for the consumption of the assembly T-20600. This reduces the project stock (crediting the WBS element). The actual costs are debited from the network. The actual network activity costs are aggregated and displayed for the higher-level WBS elements.

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Third-Party Purchase Orders

Figure 102: Third-Party Purchase Orders

Third-party purchase orders are documents where the purchased material is delivered directly from the vendor to the customer. When assigning material components to network activities with the indicator Third-party order, the system will ask you to maintain the address of the customer to which the vendor is to ship the goods. You can use addresses from: • • •

from central address management from customer master data from vendor master data
 Hint: As of SAP ERP 6.00 Enhancement Package 3, you also have the option to assign components that were not procured externally. In the material overview of an activity, the relevant icon is assigned.

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Advance Procurement

Figure 103: Advance Procurement

In engineering projects, it is common for critical components with long and unreliable delivery times to be purchased at an early stage in the project, well before the project activities, where these components will be consumed, are specified. Advance procurement is used to this end. You can only use advance (preliminary) procurement if you are working with stock. This means that you must use item category L when assigning your components to ensure that stock can be managed. To offset the requirements for procurement against those of consumption, the components must be managed in the same (sales order or project) stock.

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The following section distinguishes between two scenarios: Planned independent requirements and preliminary purchase requisition. •

•

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1. Scenario 1: Assemblies that need to be produced well in advance of consumption are allocated as stock-items with the indicator planned independent requirement set for the procurement activity. The MRP run then generates a planned order, which triggers a production process. The production order will be delivered to stock where it will be consumed later by a second allocation to the consuming activity. 2. Scenario 2: Assemblies that need to be ordered well in advance of consumption are allocated as stock-items with the indicator preliminary purchase requisition set for the procurement activity. The system then generates a preliminary purchase requisition, which triggers a purchasing process. The goods receipt for the component builds up stock. You can allocate the component to the consuming activity later, thus reserving and then consuming the stock.

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Exercise 12: In-House Production Process Exercise Objectives After completing this exercise, you will be able to: • Procure material using requirements planning • Explain procurement processes in purchasing and production • Edit the production orders • Post goods receipts and goods issues

Business Example You procure material components that you require for assembling the turbine system. For this, you use the integration of the project system into purchasing as well as into production.

Task: In this next exercise, you procure material for your project and use it in the network. Take the component T-20600, which you assigned previously, and trace all steps of its procurement and use in the SAP system. 1.

Display the stock/requirements list for material T-20600. Use the following data on the initial screen: Field name

Values

Material

T-20600

Plant

1300

Until now, only one requirement has been generated. You need, however, one more procurement element. Do not exit the transaction. You can refresh the data later. 2.

Perform a planning run for your project to generate procurement elements. To do this, open a second session. This allows you to always analyze the stock/requirements list there. In the new session, call up the transaction for a project-specific planning run and use the specified settings on the initial screen:

Continued on next page

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Field name

Values

Project definition

T-100##

Create purchase requisition

1

Display material list

Select

Carry out the planning run. You have created procurement elements for the requirements. However, these are planning procurement elements. Generate the actual procurement elements in the next step. 3.

In your second session, take another look at the stock/requirements list for material T-20600 and create a production order for your reservation. After you refresh your data, the individual requirement stock segment for your project in the stock/requirements list will now contain a planned order as well as the reservation. Convert the planned order for your project T-100## to a production order, release it immediately, and then save the production order. In the stock/requirements list, refresh the data selection and take note of the production order number: ____________________

4.

During the planning run, the system has created requirements and procurement elements for dependent components. Component T-20600 has requirements for components T-20610, T-20620, and T-20630. Order the components for your project T-100## and post them to the warehouse. Suitable purchase requisitions have already been created by the MRP run. Convert these to purchase orders in the information system for the project system. Use your second session to do this. Start by creating the automatic assignment of purchase requisitions to purchasing information records in a suitable report. Take a look at the overview of assignments. You can now create new purchase orders by choosing Process Assignment. On the document overview for the purchase order to the left, select your three purchase requisitions and transfer them to the purchase order. Save the purchase order and take a note of the purchase order number: ___________________ Go back to the SAP menu.

5.

The components you ordered have been delivered. Now post them to the warehouse as a follow-up to your purchase order. Continued on next page

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To do this, use the following data in the corresponding transaction in Purchasing: Field name

Values

Purchase order

Your order number

OK

Activate

SLoc (Storage location)

0001

The components are finally in the warehouse, ready to be used in the production order. 6.

Remove the components from storage location 0001 for consumption in your production order. Use a suitable Inventory Management transaction in Materials Management to post the corresponding goods issue. Reference your production order when doing this.

7.

Once the components for the production order have been withdrawn, the order can be processed. Confirm the order in production with the planned quantity. Set Final conf. as the status and save the confirmation.

8.

You have posted services to the production order but not yet posted the completed material T-20600 to the warehouse. Now post the goods receipt for your order in Shop Floor Control. Enter the following data on the initial screen: Field name

Values

Movement type

101

Order

Your production order

Plant

1300

Stor. Location

0001

Copy the default values from the order and post the goods receipt. 9.

Check the new stock situation for material T-20600 in your project. Again, use the stock/requirements list to do this, which you still have open in your first session. Which changes have occurred?

10. Use material T-20600 in the project. Remove the material from storage location 0001, referencing your reservation. Continued on next page

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You can find the reservation and item number in the stock/requirements list or in the activity, for example. Or display all reservations for your network and choose those for material T-20600. Post the corresponding goods issue in your second session using a suitable materials management transaction. 11. Refresh the stock/requirements list for material T-20600 in your first session. Which changes have now occurred for your individual requirements stock segment? Exit the stock/requirements list, and go back to the main SAP menu.

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Solution 12: In-House Production Process Task: In this next exercise, you procure material for your project and use it in the network. Take the component T-20600, which you assigned previously, and trace all steps of its procurement and use in the SAP system. 1.

Display the stock/requirements list for material T-20600. Use the following data on the initial screen: Field name

Values

Material

T-20600

Plant

1300

Until now, only one requirement has been generated. You need, however, one more procurement element. Do not exit the transaction. You can refresh the data later. a)

SAP Menu → Logistics → Project System → Material → Planning → Stock/Requirements List (Double-click to select transaction). Use the specified data on the initial screen. Click the Continue icon to call up the list.

b)

2.

You should notice an individual requirements stock segment for your project in the list with reservation via one position of the material. However, a procurement element has not been displayed yet.

Perform a planning run for your project to generate procurement elements. To do this, open a second session. This allows you to always analyze the stock/requirements list there. In the new session, call up the transaction for a project-specific planning run and use the specified settings on the initial screen: Field name

Values

Project definition

T-100##

Create purchase requisition

1

Display material list

Select

Carry out the planning run.

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You have created procurement elements for the requirements. However, these are planning procurement elements. Generate the actual procurement elements in the next step. a)

Choose Create Session. SAP Menu → Logistics → Project System → Material → Planning → MRP Project (Double-click to select transaction). Use the settings indicated in the initial screen. Double-click Continue (Enter) to start the planning run. Press enter twice to pass the warning message “Please check input parameters”.

b)

A list is displayed with detail data on your planning run. The dependent requirements for your project are listed here as well. Exit the transaction using Back.

3.

In your second session, take another look at the stock/requirements list for material T-20600 and create a production order for your reservation. After you refresh your data, the individual requirement stock segment for your project in the stock/requirements list will now contain a planned order as well as the reservation. Convert the planned order for your project T-100## to a production order, release it immediately, and then save the production order.

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In the stock/requirements list, refresh the data selection and take note of the production order number: ____________________ a)

Switch to the session containing the stock/requirements list for material T-20600 and click the Refresh icon. In the individual requirements stock segment for your project, the list now contains a planned order as well as the reservation.

b)

Double-click the Planned order field in the individual section for your project T-100##. To convert the planned order to a production order, choose → Production ord. (convert planned order to production order) button from the dialog box. The header screen for the production order appears. Release and save the production order. To do this, click the Release order icon and then click the Save icon.

c)

You have returned to the stock/requirements list. Refresh the data selection. Choose Refresh. You should now see a production order for your reservation. You can see the production order number on the list.

4.

During the planning run, the system has created requirements and procurement elements for dependent components. Component T-20600 has requirements for components T-20610, T-20620, and T-20630. Order the components for your project T-100## and post them to the warehouse. Suitable purchase requisitions have already been created by the MRP run. Convert these to purchase orders in the information system for the project system. Use your second session to do this. Start by creating the automatic assignment of purchase requisitions to purchasing information records in a suitable report. Take a look at the overview of assignments. You can now create new purchase orders by choosing Process Assignment. On the document overview for the purchase order to the left, select your three purchase requisitions and transfer them to the purchase order. Save the purchase order and take a note of the purchase order number: ___________________

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Go back to the SAP menu. a)

Switch to your second session and choose: SAP Menu → Logistics → Project System → Information System → Material → Purchase Requisitions → For Project (Double-click to select transaction). In the Project Management Selections section, enter your project definition T-100## only, and then click the Execute icon.

b)

An overview of all purchase requisitions for your project is displayed. Select the row with material T-20610 and choose Assign automatically. Assign the materials T-20620 and T-20630 in the same way.

c)

Click the Assignments icon. The purchase requisitions are sorted in the overview according to their assignments. Place your cursor on the row below vendor C.E.B. Berlin. Choose Process assignment. Confirm the dialog box with Continue. If another dialog box appears, choose New purchase order.

d)

The purchase order is displayed. In the document overview to the left, hold down the CTRL key and select your three purchase requisitions. To copy the data to the purchase order, choose the Adopt icon in the document overview. Choose Save.

e)

The component overview is displayed again. The purchase order number appears in the status bar. Make a note of the purchase order number: _________________ Exit the overview of assignments by choosing Back. Save the changed purchase requisitions and then exit the report by clicking the Back icon.

5.

The components you ordered have been delivered. Now post them to the warehouse as a follow-up to your purchase order. To do this, use the following data in the corresponding transaction in Purchasing:

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Field name

Values

Purchase order

Your order number

OK

Activate

SLoc (Storage location)

0001

The components are finally in the warehouse, ready to be used in the production order. a)

SAP Menu 
→ Logistics → Materials Management → Purchasing → Purchase Order → Follow-On Functions → Goods Receipt
(Double-click to select transaction). Enter your purchase order number on the right of the Purchase order number field and choose Execute to transfer the data. Set the OK indicator and specify the storage location for each of the three items. Post the goods receipt and then exit the transaction by clicking the Back icon.

6.

Remove the components from storage location 0001 for consumption in your production order. Use a suitable Inventory Management transaction in Materials Management to post the corresponding goods issue. Reference your production order when doing this. a)

SAP Menu 
→ Logistics → Materials Management → Inventory Management → Goods Movement → Goods Issue (MIGO)
(Double-click to select transaction). Use the Order entry as the reference document for posting the goods issue, and enter the number of your production order in the field provided. Confirm your entries. A goods withdrawal overview appears. Enter 0001 as the storage location for the material and set the OK indicator for each item, if necessary. Click the Post icon and then exit the transaction by clicking the Back icon.

7.

Once the components for the production order have been withdrawn, the order can be processed. Confirm the order in production with the planned quantity.

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Set Final conf. as the status and save the confirmation. a)

SAP Menu → Logistics → Production → Shop Floor Control → Confirmation → Enter → For Order (Double-click to select transaction). Enter the number of your production order and call up the confirmation. Select the Final Confirmation indicator. Enter the planned quantity in the Yield to confirm field. Click the Save icon and then return to the SAP menu.

8.

You have posted services to the production order but not yet posted the completed material T-20600 to the warehouse. Now post the goods receipt for your order in Shop Floor Control. Enter the following data on the initial screen: Field name

Values

Movement type

101

Order

Your production order

Plant

1300

Stor. Location

0001

Copy the default values from the order and post the goods receipt. a)

SAP Menu → Logistics → Production → Shop Floor Control → Goods Movements → Goods Receipt (Double-click to select transaction). Use the specified data on the initial screen and confirm your entries.

b)

Copy the default values from the order and post the goods receipt. To copy the default values, choose the Adopt icon followed by the Post icon. Exit the transaction by clicking the Back icon.

9.

Check the new stock situation for material T-20600 in your project. Again, use the stock/requirements list to do this, which you still have open in your first session.

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Which changes have occurred? a)

Switch to the session containing the stock/requirements list for material T-20600 and click Refresh. After the data is refreshed, the production order for your project T-100## should disappear from the list and you should be able to see stock for your project.

10. Use material T-20600 in the project. Remove the material from storage location 0001, referencing your reservation. You can find the reservation and item number in the stock/requirements list or in the activity, for example. Or display all reservations for your network and choose those for material T-20600. Post the corresponding goods issue in your second session using a suitable materials management transaction. a)

SAP Menu 
→ Logistics → Materials Management → Inventory Management → Goods Movement → Goods Issue (MIGO)
(Double-click to select transaction). Choose the Reservation entry as the reference document for posting the goods issue. Finally, click the Find reservation icon, for example.

b)

In the Network field on the search screen, enter the number of your network (if you do not know this number, search for it using the F4 help). Click the Find icon.

c)

A list of the reservations for your network is now displayed in the lower area. Double-click the reservation for material T-20600. The data for this reservation is now transferred to the material document. Set the OK indicator if necessary, and enter 0001 as the storage location. Confirm your entries. Post the goods issue and then exit the transaction by clicking the Back icon.

11. Refresh the stock/requirements list for material T-20600 in your first session. Which changes have now occurred for your individual requirements stock segment?

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Exit the stock/requirements list, and go back to the main SAP menu. a)

Switch to the session containing the stock/requirements list for material T-20600 and click the Refresh icon. The project/sales order stock for material T-20600 has been created for your project by the goods issue. The individual requirements stock segment for your project is no longer included in the list. Click the Back icon to return to the SAP menu.

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Lesson Summary You should now be able to: • Process the purchase requisitions generated by the project and create purchase orders for the materials. • Execute material requirements planning (MRP) for projects. • Edit the production orders • Post goods receipts and goods issues

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Lesson: Requirements Grouping Lesson Overview This lesson deals with requirements grouping of material components managed in valuated project stock. In this lesson, you will learn about the background, the various options and the prerequisites for requirements grouping.

Lesson Objectives After completing this lesson, you will be able to: •

Discuss aspects of requirements grouping of material components

Business Example For future turbine projects, you would like to structure materials procurement more efficiently from the point of view of MRP. You therefore resolve to get a general idea of the options offered by the material requirements grouping in this respect.

Requirements Grouping When valuated project stock is used, the material components are managed from an MRP perspective in individual requirements stock segments for the separate WBS elements. Requirements grouping allows you to group the requirements of the WBS elements within a project or for several projects for MRP purposes. The joint planning and procurement of the material components required for a project leads to enhanced logistical processing and cost savings in terms of the corresponding lot-size creation.

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Figure 104: Requirements Grouping

Prerequisite for using requirements grouping: • • • •

Valuated project stock Grouping WBS elements (where the stocks are grouped) MRP groups that allow requirements grouping (in the material master, planning screen 1) The assigned components require periodic lot sizes (material master, planning screen 1) and must be able to be managed in the sales order or project stock

Figure 105: Background to Requirements Grouping

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If you handle a material either in the plant stock or for each individual WBS element, you either have no control over procurement or you have complete control. With the help of requirements grouping, you can now determine the degree of control yourself. • •

In the most basic scenario, you group the requirements of all the WBS elements in your project into one WBS element. You can, however, also create projects that are only meant for grouping requirements for other projects.

Figure 106: Requirement Grouping Options

There are various ways of grouping requirements: • • •

•

246

You can group requirements within a project (the easiest way of doing this is to group requirements automatically). You can group requirements from various projects in one (or more) project(s). The WBS elements must then be assigned manually. You can group all components of a WBS element in one WBS element (strictly speaking, components are assigned to activities, which are then assigned to WBS elements and then grouped). You can group the components of a WBS element to various WBS elements according to the MRP group of the components.

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Figure 107: Settings for Requirements Grouping

Requirements grouping is set at various points in the system: •

•

• •

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Valuated project stock must be allowed in the project definition control data. The automatic requirements grouping indicator can also be activated for the entire work breakdown structure. In this case, the requirements are grouped to one WBS element only (the top one). The MRP element indicator must be set for WBS elements (exception: automatic requirements grouping). The MRP element determines whether the requirements may be grouped into one WBS element, and how. In Customizing for the WBS, you must determine the MRP groups involved in requirements grouping. Materials to be included in requirements grouping must allow sales orders or project stocks. You must assign an MRP group that allows requirements grouping to these. The lot size of the materials cannot be “exact” but must allow a periodic procedure (otherwise multiple requirements cannot be grouped).

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Lesson Summary You should now be able to: • Discuss aspects of requirements grouping of material components

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Lesson: Assemblies, Availability Check and Delivery from Projects

Lesson: Assemblies, Availability Check and Delivery from Projects Lesson Overview This lesson introduces you to additional functions of the project system on the subject of material. Assigning material assemblies is a way of defining that the production of the assembly is performed in the network. Using the material availability checking helps to identify in a timely fashion whether any parts are missing. The "Delivery from Projects" function enables you to generate delivery notes for shipping activities of material in the project system.

Lesson Objectives After completing this lesson, you will be able to: •

Explain the function of assemblies, the availability check, and “delivery from projects”.

Business Example You as the person responsible for the project want to know whether the material components you planned for assembling the turbine are available on time. In addition, parts of the turbine are to be delivered to your customer.

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Assemblies

Figure 108: Assemblies

Scenario without assemblies: •

The components are procured for activities 3000 and 3100. Texts and other data in network activities describe the assembly of T-20200 (running gear) and product T-20000 (turbine). Quantity flow does not take place for T-20200 and T-20000.

Scenario with assemblies: •

•

250

The components T-20210, T-20220, and T-20230 are procured for activity 3000 as dependent requirements of the assembly T-20200 that is produced in activity 4000. You can carry out receipt posting by reserving the assembly with a negative quantity after confirmation of the activity 4000. Assembly T-20200 is consumed in activity 5000 - if applicable, together with components T-20300 and T-20400. The product T-20000 is produced in this activity and posted to stock. An SD delivery to the customer can be created from this stock at a later stage and a goods issue posted.

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Availability Check for Material

Figure 109: Material Availability Check

The availability check is controlled by multi-part checking rules. Checking rules must be determined for the individual application (e.g. requirements planning, order management etc.) in Customizing. Checking rules include various elements: • • •

Checking group: Assignment in material master (planning data screen) Checking rule: Assignment to order type Scope of check: Specification of checking details for each checking rule and group

Check times: Checks carried out manually or automatically (at network creation and/or network release). Checking results: Missing material status or assignment of confirmed quantity.

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Figure 110: Scope of Check

The scope of checking determines which stocks, issues, and receipts will be taken into account in the availability check. In the ATP check (available to promise, available on the requested date), only receipts that are posted before a requirement (issue) are included in the check for this issue. The ATP quantity of a receipt is the quantity that has not yet been “consumed” by issues. A material that is kept in plant stock is not allocated to a specific order and is available for all orders. Sales orders can have their own stock from the MRP view, called sales order stock. The sales order stock is allocated to an item in the sales order. You can only withdrawal components for the sales order item. Projects can have their own stock from the MRP view, called project stock. The project stock is allocated to a WBS element. You can only withdraw components for the WBS element. Using the availability check settings in the material master record, specify whether all stock segments or just one stock segment should be taken into account during the availability check.

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Figure 111: Customizing for the Availability Check

Based on the status, the checking control function determines whether an order type will be checked and if so, which checking rules will be used. The order type corresponds to the network type in the project system. The checking rule, however, represents just a descriptive text. The scope of the check is an important factor for the ATP availability check. It is determined by means of the checking rule (that was defined previously in checking control) and using the checking group for the material that will be checked. The scope of the check determines how the ATP availability check is to be carried out: What are receipts and issues, which sales order or project stocks are checked? Will storage locations or entire plants be checked? The checking group of the material is set in Customizing for Sales and Operations Planning, for example. It determines whether individual or collective requirements will be generated for the material, for example.

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Delivery from Projects

Figure 112: Delivery of Material Components

You can select the material components that are to be delivered to the customer, and then create an Sales and Distribution (SD) delivery note automatically. You can select components by specifying the project definition, the WBS element, a sales order, or a network. You can limit the selection • • •

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By specifying delivery information that describes the components in greater detail (delivery date, ship-to party, requirements date, for example), By specifying network data (the activity number, for example) By specifying material characteristics (G/L account, purchase requisition number, for example)

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Figure 113: Delivery Information

To create a delivery, you need delivery information. Delivery information data can be used to filter for components in the “delivery from the project”. If components with different delivery information are selected in the delivery from projects, individual deliveries will be created for these components. The higher-level object forwards the delivery information to the lower-level object. For example: If a component has no delivery information but the upper-level activity does, this information is transferred to the component. If a lower-level object has delivery information, the delivery information of the upper-level object is not taken. For example: A component and the upper-level activity have different delivery information. The internal delivery information has priority for the component.

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Figure 114: Delivery from Project

If you deliver from projects, detail screens for each component display the various quantities related to the component, such as requirement quantities, item quantities, quantity in delivery, open quantities, available open quantities, for example. Once the material is selected, the delivery note is created with a reference to the network components. You can deliver materials from stock, project stock, or sales order stock. Each position in the delivery refers directly to the reservation or purchase requisition.

Figure 115: Quantities for Deliveries from PS

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After the material is selected, the delivery note is created with reference to the network component. If a delivery note (document type LP) is created when you deliver from a project, every delivery item (item category DLP) will have a direct reference to a reservation or purchase requisition in the network. This is used for availability checks and for updating actual data for the goods issue.

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Exercise 13: Delivery from Projects Exercise Objectives After completing this exercise, you will be able to: • Use the “Delivery from Projects” function

Business Example You create a delivery note for material components that are to be delivered to the customer as part of your turbine project. To do so, you already stored different pieces of information in your system.

Task: 1.

Prepare your project for delivery from Project System. Create delivery information with the Project Builder. Manually create delivery information with Group ## as the description for activity 3000 Preliminary orders in your project T-100##. Use the following data in the delivery information: Field name

Values

Project definition

T-100##

Shipping point

1300

Planned GI date

Tomorrow

Delivery date

Two weeks from today

Ship-to party

1600

Sales organization

1000

Distribution channel

10

Division

00

Then assign the existing delivery information Group ## to activity 3100 Material procurement plant components. Save the changes made to your project and return to the SAP menu. 2.

You can deliver only goods that are available. Therefore post a goods receipt for the project in Materials Management. Post the pump P-100 to your project stock without making a reference to reference documents. Again, use stock location 0001 in plant 1300. Continued on next page

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If necessary, you can call up the stock/requirements list for the material to check the project stock. 3.

Create a delivery for pump P-100 from your project T-100## for ship-to party 1600. To do this, start the corresponding transaction in Project System. Use your project for the selection and “ship-to party” as the filter criterion. Transfer the general data and ignore any warnings that occur as a result of missing settings in the material master for individual components. Some components, for example pump P-100, are available in the warehouse and can be delivered. Compile a delivery containing the pump. Check the delivery information again for the component. Check the available open quantity in the detail screen for the component also, as well as the delivery date and the goods issue date. Create the delivery.

4.

Process the delivery of pump P-100 that you created earlier for your project T-100##. Hint: Normally, the delivery should now be picked and packed. This step is not necessary here due to the settings used in the training system. Post the goods issue of the pump immediately and return to the SAP menu.

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Solution 13: Delivery from Projects Task: 1.

Prepare your project for delivery from Project System. Create delivery information with the Project Builder. Manually create delivery information with Group ## as the description for activity 3000 Preliminary orders in your project T-100##. Use the following data in the delivery information: Field name

Values

Project definition

T-100##

Shipping point

1300

Planned GI date

Tomorrow

Delivery date

Two weeks from today

Ship-to party

1600

Sales organization

1000

Distribution channel

10

Division

00

Then assign the existing delivery information Group ## to activity 3100 Material procurement plant components.

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Save the changes made to your project and return to the SAP menu. a)

SAP Menu → Logistics → Project System → Project → Project Builder (Double-click to select Project Builder). “Drag and drop” your T-100## project from the worklist to the structure tree. Expand the project and select activity 3000 Preliminary orders. From the menu, choose Extras → Delivery information.

b)

Generate new delivery information by clicking the Create pushbutton. Enter Group ## as the description for the delivery information and confirm your entries by clicking the Continue icon. Use the indicated data. Confirm your entries by clicking the Copy icon.

c)

Assign the existing delivery information Group ## to activity 3100 Material procurement plant components. Select the activity in the structure tree and from the menu, choose Extras → Delivery information. Enter Group ## in the Delivery information field and confirm your entry. Click the Copy icon to assign the delivery information to the activity. Click the Save icon and then exit Project Builder by clicking the Exit icon.

2.

You can deliver only goods that are available. Therefore post a goods receipt for the project in Materials Management. Post the pump P-100 to your project stock without making a reference to reference documents. Again, use stock location 0001 in plant 1300.

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If necessary, you can call up the stock/requirements list for the material to check the project stock. a)

SAP Menu 
→ Logistics → Materials Management → Inventory Management → Goods Movement → Goods Issue (MIGO) (Double-click to select transaction). Choose the Goods Receipt and Other entries, and open the Detail Data area. Enter the following data in the detail data and confirm your entries by clicking Execute (Enter): Field name

Values

Material

P-100

Qty in Unit of Entry

1

Movement type

501

Special stock

Q (Project)

WBS element

T-100##

Plant

1300

Storage location

0001

Click the Post button and exit the transaction by clicking the Back icon. b)

If you want to check the stock for material P-100, choose SAP Menu → Logistics → Project System → Material → Planning → Stock/Requirements List (Double-click to select the transaction). Enter the value P-100 in the Material field, and if necessary, enter 1300 as the plant, and then confirm your entries. The individual requirements stock segment for your project T-100## should display one piece as available stock. Exit the transaction by clicking the Back icon.

3.

Create a delivery for pump P-100 from your project T-100## for ship-to party 1600. To do this, start the corresponding transaction in Project System. Use your project for the selection and “ship-to party” as the filter criterion. Transfer the general data and ignore any warnings that occur as a result of missing settings in the material master for individual components. Some components, for example pump P-100, are available in the warehouse and can be delivered. Compile a delivery containing the pump. Continued on next page

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Check the delivery information again for the component. Check the available open quantity in the detail screen for the component also, as well as the delivery date and the goods issue date. Create the delivery. a)

SAP Menu → Logistics → Project System → Material → Execution → Delivery from Project (double-click to select the transaction). On the initial screen, enter your project T-100## and ship-to party 1600. Choose Components. If a dialog box is displayed, copy the data or add the missing information. Confirm any warnings that appear with reference to missing settings in the material master of individual components.

b)

An overview of the materials that meet the filter conditions appears. Select all components except for pump P-100. Then click the Delete icon. Check the delivery information again for the component. To do this, select pump P-100 and click the Delivery Information icon. Exit from the delivery information using the Copy pushbutton.

c)

Check the available open quantity in the component detail screen. To do this, select pump P-100 and click the Detail icon. Check the delivery date and goods issue date as well. Field name

Values

Delivery date

Two weeks from today

Goods issue

Tomorrow

Exit the detail screen by clicking the Copy icon. Finally, click the Save icon to create the delivery. 4.

Process the delivery of pump P-100 that you created earlier for your project T-100##. Hint: Normally, the delivery should now be picked and packed. This step is not necessary here due to the settings used in the training system. Continued on next page

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Post the goods issue of the pump immediately and return to the SAP menu. a)

If the initial screen of the Delivery from Project transaction is still displayed, click the Deliveries icon. Otherwise, choose SAP Menu →Logistics → Project System → Material → Execution → Delivery from Project (double-click to select transaction) and enter your project T-100## in the initial screen.

b)

An overview of the deliveries for your project appears. Process the delivery. To do this, double-click the delivery and then click the Display Change icon. Select the item for material P-100 and click the Post goods issue icon. Click the Back icon to return to the SAP menu.

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Lesson Summary You should now be able to: • Explain the function of assemblies, the availability check, and “delivery from projects”.

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Unit Summary

Unit Summary You should now be able to: • Assign material to activities • Execute the bill of material transfer function to assign material requirements to the project. • Process the purchase requisitions generated by the project and create purchase orders for the materials. • Execute material requirements planning (MRP) for projects. • Edit the production orders • Post goods receipts and goods issues • Discuss aspects of requirements grouping of material components • Explain the function of assemblies, the availability check, and “delivery from projects”.

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Test Your Knowledge

Test Your Knowledge 1.

Which of the following statements are correct for the assignment of material components to network activities? Choose the correct answer(s).

2.

□

A

□ □

B C

□

D

□ □

E F

When the material is assigned, the item type is automatically derived from the material master data. The material can already be maintained in standard networks. If the BOM transfer is used, the material assignment in projects is automatically updated for each retrospective BOM change. The requirement date for material components can be derived from the activity date. Material assignments can be maintained in tables. Components that you want to assign as stock items must have a material master record.

For the direct procurement of non-stock items, you must use the valuated project stock. Determine whether this statement is true or false.

□ □ 3.

True False

When stock items are procured via requirements planning, the components are always produced in-house. Determine whether this statement is true or false.

□ □ 4.

True False

Which of the following statements concerning requirements grouping are correct? Choose the correct answer(s).

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A

□

B

□

C

□

D

□

E

Requirements for multiple projects can be combined if certain prerequisites are fulfilled. You can group together requirements for various WBS elements depending on the MRP group. In the requirements grouping, network headers can also display individual stock elements from the MRP perspective. Requirements groupings can be used for both evaluated and unevaluated project stocks. Grouping together of requirements need not necessarily be carried out on the top WBS element.

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You have to manually trigger the availability check for material in projects. Determine whether this statement is true or false.

□ □ 6.

True False

You can use the function "delivery from projects" to delivery the material from the plant stock, the customer stock and the project stock. Determine whether this statement is true or false.

□ □

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Test Your Knowledge

Answers 1.

Which of the following statements are correct for the assignment of material components to network activities? Answer: B, D, E, F Explanations regarding incorrect statements: When the material is assigned, the item type is not automatically derived from the material master data. It is either entered manually, suggested via the procurement indicator or, when the BOM explosion or transfer is used, copied from the BOM. If you use the BOM transfer and if the BOM is changed retrospectively, the project is not updated automatically. After the change, you have to carry out another BOM transfer so that the changes are accepted in the project.

2.

For the direct procurement of non-stock items, you must use the valuated project stock. Answer: False No inventory management is possible for non-stock items, not even in the valuated project stock.

3.

When stock items are procured via requirements planning, the components are always produced in-house. Answer: False Depending on the settings in the material master, it is also possible to procure stock items externally. To do this you can, for example, choose a procurement type in the material assignment where a purchase requisition for a material component is generated at the same time as the reservation. Another option is to only generate the purchase requisition in the context of MRP.

4.

Which of the following statements concerning requirements grouping are correct? Answer: A, B, E Explanations regarding incorrect statements: Network headers cannot display individual stock segments - not even in requirements grouping. The use of evaluated project stock is a prerequisite for grouping together requirements for WBS elements. Unevaluated project stock does not permit requirements grouping.

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You have to manually trigger the availability check for material in projects. Answer: False Depending on the plant, the network type and the status (open or released), you can specify whether the availability check is to be carried out automatically when saving or manually. You do this in the checking control in the Customizing of the project system.

6.

You can use the function "delivery from projects" to delivery the material from the plant stock, the customer stock and the project stock. Answer: True In delivery from projects, material components from the plant stock and the sales order stock, but also from the project stock can be delivered.

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Unit 6 Progress Tracking Unit Overview This unit deals with progress tracking for material components. Using this function, you can enter and track dates of particular significance in the planning and procurement of materials in projects. In addition to the various functions of Progress Tracking, the corresponding Customizing settings are also discussed in this unit.

Unit Objectives After completing this unit, you will be able to: •

Use Progress Tracking and make the required system settings

Unit Contents Lesson: Progress Tracking for Material Components......................274 Exercise 14: Progress Tracking for Material Components ............287

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Lesson: Progress Tracking for Material Components Lesson Overview Progress Tracking provides you with functions for deadline monitoring of material components in networks. This lesson provides an overview of the Progress Tracking functions and their corresponding prerequisites.

Lesson Objectives After completing this lesson, you will be able to: •

Use Progress Tracking and make the required system settings

Business Example You use Progress Tracking to see possible delays in the procurement of material components for your turbine project in time.

Overview

Figure 116: What is Progress Tracking?

Progress Tracking permits you to follow the progress of components in networks, of WBS elements, of network activities, or of purchase orders in detail. In this case, progress means monitoring the dates, status, and priorities of events; you define these yourself. Certain examples are provided in the figure “What is Progress Tracking?”: Order confirmation, approval, delivery, export documents,

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goods receipt, and shipping advice. These events used in progress tracking are either predefined as standard events in Customizing or can be defined in the application. Progress Tracking is a further development of date monitoring (transaction NWTM) that was provided with Release 4.6. Progress Tracking was delivered with the release R/3 Enterprise for components and purchase orders. In the meantime, Progress Tracking was also provided for WBS elements and network activities in SAP ERP 6.0 Enhancement Package 3. When compared to date monitoring, Progress Tracking was improved by a series of further developments: more flexible Customizing, status information, mass changes, copying and filtering functions, evaluation, and printing functions. Progress Tracking is user-friendly and allows you to define user-specific layouts, for example.

Figure 117: Progress Tracking Objects

The figure “Progress Tracking Objects” shows that Progress Tracking can be executed for various objects. The respective object is called a Progress Tracking object. The different Progress Tracking objects each have their own: • • • •

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Transactions for calling Customizing settings Selection screens Field selections within Progress Tracking

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In addition to the Project System, Progress Tracking can be used in Materials Management to monitor the progress of purchase orders. This course, however, only deals with Progress Tracking for network components. Hint: You can also display Progress Tracking for components in ProMan.

Progress Tracking for Components Progress Tracking is used to analyze a project that has components assigned. Each individual component can be assigned an event scenario or several individual events. The dates of the events are either manually planned or scheduled using a scenario. Now the actual evaluation can start, which automatically notifies you of variances. In the final step, the event dates are updated.

Figure 118: Scenario - Network Components

Progress Tracking is an interactive process. The individual steps are therefore repeated until the material has eventually been procured. The dates of events are saved each time you exit Progress Tracking.

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Figure 119: Progress Tracking Procedure

Progress Tracking in the Application

Figure 120: Selection Screen

Progress Tracking has two selection screens that you work through one after the other. In the first selection screen, you determine the selection of components for which Progress Tracking is to be carried out. To do this, you enter projects or networks that contain the required components.

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The second selection screen contains all the material components that matched your selection criteria in the first stage. From this screen, you can now select the materials that you wish to analyze in Progress Tracking. It is from here that Progress Tracking itself starts. As a rule, numerous components are listed in this section. Select those that you want to look into now. You can return to the selection screen at anytime to track other components.

Figure 121: Standard Events and Scenarios

Progress Tracking evaluates the dates of events that are assigned to network components. This assignment can be carried out in different ways: 1. 2. 3. 4. 5.

278

Direct assignment of a standard event (see the figure) Generation and assignment of a new event (not a standard event!) Assignment of an event scenario that contains standard events and event relationships. Automatically by assigning a scenario to a material group (otherwise, as in 3). Using a BAdI (see later in unit)

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Figure 122: Scheduling

Progress Tracking allows you to schedule the standard events of a scenario. This can either be triggered manually or automatically when Progress Tracking is executed. A prerequisite for scheduling is the use of standard events, a scenario, and the definition of event relationships within the scenario. All three tables must be set up in Customizing beforehand. Manual scheduling: Select one individual standard event. Start scheduling. A dialog box appears (figure “Scheduling”) where you can define or temporarily modify the scheduling settings. After confirming the dialog box, scheduling is carried out. Automatically scheduling: If the Automatic scheduling indicator in the Event Relationships table is set for an event in a scenario, scheduling is carried out automatically according to the setting in the Progress Tracking profile when Progress Tracking is called up.

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Figure 123: Evaluation

Progress Tracking has its own interface for evaluations. It is called up from Progress Tracking. The evaluation shows all of the data for a Progress Tracking object on one interface. This gives you a better overview and also allows you to compare and analyze in detail. The evaluation interface is split into two areas. On the left, a tree structure shows the Progress Tracking objects. On the right, the related events, including dates and variances, are displayed. The variances are evaluated according to the settings in the Progress Tracking profile.

Figure 124: Status Note

Caution: Status information has nothing to do with status management in general.

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Status information is used to provide information about individual components in a network (or purchase orders). This information is assigned to the component as text. You can assign as many status notes to a component as required. Each one is assigned to a status information category. This enables you to control who has access to the information. In the component overview you can tell by way of an icon whether status information exists for a component.

Figure 125: Additional Functions

Progress Tracking provides a range of additional functions that simplify data entry and analysis: Mass change of scenarios: You can assign a scenario to one or more Progress Tracking objects using mass change. When you do this, the new scenario overwrites all events that are not contained in the scenario itself. Copying dates: You can copy all dates for all events belonging to one Progress Tracking object to another Progress Tracking object. Subitems: You can add several subitems to a single Progress Tracking object (for example, a component). In turn, each individual subitem can have events. Hotspots: You can go to the master data display for objects that are underlined. These include, for example, material masters or networks.

Configuration of Progress Tracking Customizing for Progress Tracking is very extensive and flexible. To carry out a simple test, all you need to do is set up a Progress Tracking profile. However, if you want to use scheduling, then you also need standard events, scenarios, and event relationships within a scenario. All four tables are shown in the following.

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The Customizing settings for Progress Tracking are found in the IMG for the SAP system, depending on the Progress Tracking object: • • • •

Network components: Project System → Progress → Progress Tracking WBS elements: Project System → Progress → Progress Tracking → Settings for Work Breakdown Structures Network activities: Project System → Progress → Progress Tracking → Settings for Networks Purchase orders: Materials Management → Purchasing → Purchase Orders → Progress Tracking

Customizing for Progress Tracking includes the following settings: • • • • • • • • •

Progress Tracking profile (required!) Standard events Event scenarios Event relationships within a scenario Priorities for events Assignment of default scenario to a material group Status info types Number ranges for status info Customer-specific evaluations

The points highlighted in the list are dealt with in more detail in the following. Progress Tracking Profile

Figure 126: Customizing the Progress Tracking Profile

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The indicators in the Progress Tracking profile have the following meanings: Description: Enter an explanatory short text here. Scheduling baseline, planned, and forecast: Specifies whether the respective dates are to be scheduled. Scheduling Forwards (Backwards): Determines that with one event as the starting point, the system calculates the dates of the subsequent (preceding) events. Caution: Only those events are scheduled that have the entry Forward scheduling (Backward scheduling) in the table of event relationships for the scenario. Scheduling Backwards - Forwards: In backward-forward scheduling, you start the scheduling backwards first and schedule all events in a scenario for which the indicator for backward scheduling is set. Afterwards, the system uses forward scheduling to determine the dates for events for which the forward scheduling indicator is set. Scheduling Forwards – Backwards: analogous to scheduling Backwards-Forwards. Do not display: The dialog box is not shown during manual scheduling. Variances: The traffic light colors of the individual variances are defined here. Column display: Here you define which dates can be shown in the columns of the events overview. Note: You can also maintain a layout in the application. Standard events

Figure 127: Customizing Standard Events

In detail, the indicators for the standard events are as follows: Event: Specifies the number of the event.

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Description: Contains a short description of the event. Rank: Specifies the sorting sequence of the events display in the events overview. Reference: Defines whether and how a date can be referenced. The actual reference date is determined using a BAdI. The indicator activates a user exit. Event scenarios and relationships

Figure 128: Customizing Scenario and Event Relationships

In detail, the indicators of the event scenario are as follows: Scenario: Contains the number of the scenario. Description: Contains a short, explanatory text. Plant calendar: Specifies the factory calendar that is used for scheduling. The indicators of the event relationship within a scenario have the following meaning: Scenario: Contains the number of the scenario to which the event relationship refers. Preceding event: The first event in the relationship is specified here. AS: The indicator specifies that this relationship is carried out during automatic scheduling. Subsequent event: The subsequent event in the relationship is specified here. Fw: Specifies that this relationship is relevant to forward scheduling. Bw: Specifies that this relationship is relevant to backward scheduling.

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Time interval: Specifies the interval between both events in working days. Reference: Specifies whether the time interval can be changed manually in the application. In addition to the usual configuration, you have the option to use a BAdI to display customer-specific requirements. This is of particular use if you want the system to automatically assign dates to standard events to reduce the maintenance effort of the end users.

Figure 129: BAdIs for Progress Tracking

For customer enhancements, you can use the methods of the BAdI definition EXPD_UPDATE described in the figure “BAdIs for Progress Tracking”. Use transaction SE18 to look at the methods and interfaces. Use transaction SE19 to implement them.

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Exercise 14: Progress Tracking for Material Components Exercise Objectives After completing this exercise, you will be able to: • Monitor material procurement dates for projects by means of progress tracking

Business Example To recognize impending delays of your turbine project due to missing material components, you use Progress Tracking to monitor material procurement.

Task: In this task you set up and use Progress Tracking for Material Components for your project. 1.

Use Progress Tracking to plan and monitor dates for the material procurement of your project. To do this, call up Progress Tracking under Project System using the following data: Field name

Value

Profile

Progress Tracking Components

Project

T-100##

Select the first four material components in your project and call up the Progress Tracking overview in change mode. To which activities are the components assigned? 2.

Manually assign an event you have defined yourself to the first component. Enter a planned date that is two weeks in the past for the event for this component and update the evaluation. What has changed? Why has this change occurred? In Progress Tracking, analyze the traffic light settings used.

3.

Assign any two standard events to the first component. Continued on next page

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Can you schedule the events? 4.

Enter additional information for the first component. Use a status note to do this. Enter a text of your choice. Which status note types are available? Save your data without exiting the overview.

5.

Assign the event scenario PS0001 to the remaining three components using mass change.

6.

Take a look at the event overview for the second component. How many events have been assigned?

7.

Schedule the start date of the Specification event to two weeks before today and trigger scheduling of the planned dates. Do you see any variances?

8.

Set up the variances so that a yellow traffic light appears as soon as the planned date goes past the baseline date.

9.

For the Specification event, enter an actual date that corresponds to the schedule, and a baseline date that is for three weeks ago. Refresh the data. What color is the traffic light?

10. How long is the time interval between the events Purchase order and Approval? 11. Save your data. Take a look at the overall evaluation of the four components and then exit the transaction.

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Solution 14: Progress Tracking for Material Components Task: In this task you set up and use Progress Tracking for Material Components for your project. 1.

Use Progress Tracking to plan and monitor dates for the material procurement of your project. To do this, call up Progress Tracking under Project System using the following data: Field name

Value

Profile

Progress Tracking Components

Project

T-100##

Select the first four material components in your project and call up the Progress Tracking overview in change mode. To which activities are the components assigned? a)

SAP Menu → Logistics → Project System → Progress → Progress Tracking → Progress Tracking (Double-click to select transaction) Enter the specified data on the initial screen and then click the Execute icon. You can now select the network components. Select the first four material components (by holding down the CTRL key) and choose Change. In the table overview, you can see the activities to which the components are assigned.

2.

Manually assign an event you have defined yourself to the first component. Enter a planned date that is two weeks in the past for the event for this component and update the evaluation. What has changed? Why has this change occurred?

Continued on next page

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In Progress Tracking, analyze the traffic light settings used. a)

Choose the Append row icon in the Events section. Enter a text of your choice in the Description field. Enter the specified date in the Planned field and then choose the Refresh icon. A red traffic light is now displayed for the event in the variance column. The Actual field is highlighted. Click the Profile icon to view the traffic light definition. The profile you used is configured to display a red traffic light for events for which the actual date exceeds the planned date, or for which the planned date has already been exceeded without an actual date being entered. Exit the dialog box with the settings by clicking the corresponding icon.

3.

Assign any two standard events to the first component. Can you schedule the events? a)

Click the Standard event icon. A dialog box appears containing the standard events defined in Customizing. Select two standard events and click the Transfer icon. You cannot schedule the events as the component is not assigned to an event scenario. An event scenario stores the necessary scheduling information for sequencing events and their corresponding time intervals.

4.

Enter additional information for the first component. Use a status note to do this. Enter a text of your choice. Which status note types are available?

Continued on next page

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Save your data without exiting the overview. a)

Select the first row in the component overview and click the Status Note icon. Click the Create icon on the status information dialog box. You can now select a status note type. The status note types General Information, Info for project manager, and Info for purchaser have been defined beforehand in Customizing. Enter information of your choice in the Category and Title fields and write the text in the lower section. Click the Confirm icon.

b)

Click the Save icon and confirm the dialog box, if necessary. The system does not exit the transaction when you save. You can carry on using Progress Tracking.

5.

Assign the event scenario PS0001 to the remaining three components using mass change. a)

Select the three components (by holding down the CTRL key) and choose the Scenario Mass Change icon. In the dialog box, choose event scenario PS0001 and confirm your entry. Choose Yes to confirm that you want to change the scenario.

6.

Take a look at the event overview for the second component. How many events have been assigned? a)

Double-click the scenario in the second row in the component overview or choose the Initial Event Overview icon for the second row in the component overview. The assigned events are displayed in the list of events. Seven events are assigned.

7.

Schedule the start date of the Specification event to two weeks before today and trigger scheduling of the planned dates. Do you see any variances? a)

In the Planned field, enter the specified date for the Specification event. Select the row for the Specification event and then click the Schedule icon. A dialog box containing the detailed settings for scheduling appears. Confirm this. The events Specification and Request for quotation are highlighted in color. Continued on next page

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Set up the variances so that a yellow traffic light appears as soon as the planned date goes past the baseline date. a)

Click the Profile icon. In the settings dialog box, double-click the traffic light for exception Planned → Baseline. Confirm your entries.

9.

For the Specification event, enter an actual date that corresponds to the schedule, and a baseline date that is for three weeks ago. Refresh the data. What color is the traffic light? a)

Enter the respective dates for the Specification event in the Actual and Baseline fields. Choose the Refresh icon. Based on your settings and date changes, the traffic light has now changed from red to yellow.

10. How long is the time interval between the events Purchase order and Approval? a)

Click the Event Scenario icon. The settings defined for the event scenario in Customizing are displayed. The time interval between the Purchase Order and Approval events is 30 days. Close the dialog box by clicking the corresponding icon.

11. Save your data. Take a look at the overall evaluation of the four components and then exit the transaction. a)

Click the Save icon and confirm the displayed messages. Select all four components by clicking the corresponding icon and then click the Complete View icon. In the Progress Tracking evaluation, the system now displays the data of the four components, as well as variations in the form of traffic lights. Expand the views to analyze variances for each individual event. Exit the transaction by choosing Back repeatedly.

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Lesson Summary You should now be able to: • Use Progress Tracking and make the required system settings

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Unit Summary You should now be able to: • Use Progress Tracking and make the required system settings

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Test Your Knowledge

Test Your Knowledge 1.

Dates that you wish to analyze in Progress Tracking have to be manually entered into the various events beforehand. Determine whether this statement is true or false.

□ □

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Answers 1.

Dates that you wish to analyze in Progress Tracking have to be manually entered into the various events beforehand. Answer: False Manually entering dates for events in Progress Tracking is only one of the options. Dates in Progress Tracking can also be determined by scheduling or set via a mass change or copy. In particular, you can also use method GET_REFERENCE_DATE to automatically derive dates. This presumes the implementation of BAdI EXP_UPDATE as a customer enhancement.

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Unit 7 ProMan Unit Overview This unit provides you an overview of the functions of ProMan. You can use ProMan for practical analysis and control of all logistical data and project-related procurement activities using just one transaction. You will become familiar with the various functions of ProMan based on examples.

Unit Objectives After completing this unit, you will be able to: •

Use ProMan and make the required system settings

Unit Contents Lesson: ProMan.................................................................298 Exercise 15: ProMan.......................................................307

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Lesson: ProMan Lesson Overview In this lesson you will become familiar with how to use ProMan and the options within ProMan. You can use ProMan to monitor the data from different applications for project-related procurement processes. You can also execute procurement functions from ProMan.

Lesson Objectives After completing this lesson, you will be able to: •

Use ProMan and make the required system settings

Business Example When procuring external activities and material components for your project, a large number of documents are created in the Project System, Materials Management, Purchasing, and Production. You use ProMan for structured monitoring of project-relevant logistical information and for executing individual procurement functions.

Overview

Figure 130: What is ProMan?

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The Project System is integrated with many other applications in the SAP ERP system. An area in which this is particularly noticeable is the internal and external procurement of material and activities: As soon as an object is generated in the Project System, the relevant documents (for example, purchase requisitions) are created in other applications. These documents are processed by the corresponding departments (for example, Purchasing). Previously, this meant that the project team only had limited access to information that was important for the project, information that was actually triggered by the Project System. ProMan solves this problem: •

• •

Consolidated information from the procurement process from a variety of applications. Structured display of information. The display can be adapted to suit the individual user. Execution of individual steps in the procurement process directly from ProMan. Access to data from the Project System, Purchasing, Production, Requirements Planning, and Inventory Management. All objects and documents are taken into account, both planned and unplanned objects. Manually created documents are also displayed.

Figure 131: ProMan Characteristics

ProMan is an application that is integrated with materials management, purchasing, production, and shipping. ProMan consists of a selection screen and a main screen. The main screen contains a hierarchical navigation area and different overviews (for example, for components, quantities, dates, activities, orders, and documents). The documents and orders that are displayed in this way in ProMan include: purchase requisition, purchase order item, reservation, planned order.

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For components or documents to be displayed in ProMan, they must be assigned or account assigned to an object in a project (for example, WBS element or network activity). Caution: Requirements that are independent of a project such as dependent requirements that refer to anonymous plant stock, cannot be evaluated in ProMan.

Example scenario in ProMan

Figure 132: Scenario: Purchasing Components

ProMan is a tool for monitoring procurement processes, and also for controlling these processes. A definite prerequisite is a work breakdown structure and/or a network to which the components or services to be procured are assigned. The ProMan selection screen allows all, or only some, of these components or services to be selected for processing in ProMan. The figure “Scenario - Purchasing Components” shows several procurement processes that can be executed or analyzed in ProMan: Reservation, purchase requisition, purchase order, goods receipt, goods issue.

Views and functions in detail When you call ProMan (transaction CNMM), the system displays a selection screen. The ProMan selection screen is subdivided into three sections.

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Figure 133: Selection Screen

The first section is where the components and external services are actually selected. You do this by specifying the project definition, sales order number, WBS element, or network. In the second section, you can enter a ProMan profile. This determines the display of variances and the selection of documents that ProMan is to display. In the third section you define the criteria for filtering the selection. In general, the filters can refer to attributes of the components or the activities and activity elements. The selections you make here can be very complicated. So that you do not lose the settings completely each time you exit the selection screen, you can save the entire selection screen as a variant. After you maintain the selection screen and execute the transaction, ProMan displays a navigation area and different views of the project. The system uses the SAP List Viewer to create the views; as a result, you can use your own layouts. One of the views that is used most frequently is the component overview.

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Figure 134: Component Overview

The following information is displayed in the Components view, for example: • • • • •

Reservation number including item Name and description of the material Requirements quantity with unit of measure Item category Purchasing data (purchasing organization, purchasing group)

In the navigation area, in addition to simply navigating, you can also assign components from one activity to the next.

Figure 135: Orders and Documents View

The orders/documents view provides you with information about orders (for example, planned orders, production orders) and documents (for example, purchase requisitions, purchase orders, requests for quotation, material documents)

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that are assigned to the selected components (or external services). The individual documents and orders can be displayed directly from ProMan. Simply double-click the individual document or order number to do this. You can also create new documents from all of the overviews. The object that you have selected and the view that you are currently using both determine which documents you can actually create. The slide shows all the options that can be created: • • • • • •

Reservation or purchase requisition Grouping to purchase requisition Purchase order Delivery Goods receipt and goods issue Transfer stock posting

Figure 136: Quantities View

The Quantities view supplies you with detailed information about the quantities and stock levels of components. In detail, you see the following: • • • • • •

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Requirements quantity of the reservation Quantity in the planned order and in the production order Quantity of the purchase requisition and the purchase order Stock Quantity withdrawn Quantity in the material document

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Figure 137: Dates View

The date overview gives you detailed information about the dates of components (and external services). For example, you are provided with the following information: • • • •

Requirements date Delivery date of the purchase requisition and purchase order Basic start and finish date of planned orders and production orders Final delivery date of production orders

Figure 138: Progress Tracking view

The Progress Tracking view was introduced to ProMan with SAP ERP 6.0 Enhancement Package 3. It displays data that was planned in Progress Tracking for components. Currently, you cannot maintain this data. The Progress Tracking view does not display any Progress Tracking data for WBS elements or network activities.

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Figure 139: ProMan: Additional Functions

You can use the ProMan menu to select other functions. In ProMan, choose Edit → Functions to carry out the following functions: • • • • • •

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Order progress Order report Single-item, single-level (requirements planning run, MRP) Single-item, multilevel (requirements planning run, MRP) Project planning (requirements planning run, MRP) Stock/requirements List

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Customizing

Figure 140: ProMan: settings

In Customizing, you can set up two profiles for ProMan: The ProMan profile is optional and is selected when ProMan is called. The individual indicators are as follows: Profile and Description: Contains the number and short description of the profile. Exception Profile: This is the second ProMan profile (see below) Orders/Documents: This defines per document or order whether it is read and evaluated in ProMan. Views: Defines which views are displayed in ProMan. You can use the BAdI BADI_CNMM_CUST_ENH_SCR to develop your own view (that is, a tab page) in which you can display customer-defined fields. The BAdI was delivered with SAP ERP 6.0 Enhancement Package 3. Defining an exception profile is also optional. It is not assigned directly when ProMan is called up, instead it is selected via the ProMan profile (see above). The exception profile specifies rules that are evaluated; the result of this evaluation determines whether the traffic lights are set to red or yellow. The traffic lights are displayed on the individual overviews. The rules for exceptions are therefore adjusted to fit the individual views, such as exceptions for documents, for example.

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Exercise 15: ProMan Exercise Objectives After completing this exercise, you will be able to: • Use ProMan to analyze project-related material procurement • Create a purchase order in ProMan

Business Example You analyze the different procurement processes for your turbine project using ProMan. For individual material components you create a purchase order in ProMan and, if necessary, enter its goods receipt later on.

Task: 1.

Use ProMan in the following exercise to monitor and control material procurement for your project. Open ProMan using the following data: Field name

Value

Project definition

T-100##

Profile

ProMan, Demonstration, IDES

In the navigation area, expand the complete structure of your project. 2.

Analyze the component data for material T-20100 only. What is the material group of the component?

3.

Reservations have already been generated for all components of your network. Take a look at the reservation for component T-20100. What is the reservation number and what is the assigned movement type? The number of the reservation is: _________________ The movement type is: _________________

4.

Inspect the Progress Tracking data for the component T-20100. Have the standard events from the previous exercise been transferred?

5.

Take a look at the assigned or account-assigned orders and documents for the MRP-WBS element of your project. Continued on next page

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What types of documents are assigned or account-assigned to this WBS element? 6.

In ProMan, create a purchase order for component T-20100. Use the following data: Field name

Value

Vendor

1000

Company code

1000

Purchasing org.

1000

Purchasing group

001

What is the number of the purchase order? Display the purchase order number in ProMan. 7.

Display the delivery date of the purchase order in ProMan. Then change the delivery date of the purchase order. Change the delivery date to an earlier date (for example, one month before the original delivery date).

8.

Post a goods receipt for the purchase order in ProMan. Use storage location 0001. In ProMan, analyze the project stock for material T-20100 and then return to the SAP menu.

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Solution 15: ProMan Task: 1.

Use ProMan in the following exercise to monitor and control material procurement for your project. Open ProMan using the following data: Field name

Value

Project definition

T-100##

Profile

ProMan, Demonstration, IDES

In the navigation area, expand the complete structure of your project. a)

SAP Menu → Logistics → Project System → Material → Execution → Project-Oriented Procurement (ProMan) (Double-click to select transaction). Enter the specified data on the initial screen and then click the Execute icon. Select your project definition in the navigation area and click the Expand Subtree icon.

2.

Analyze the component data for material T-20100 only. What is the material group of the component? a)

In the navigation area, double-click the icon in front of material component T-20100. The data for this component only will now be displayed in the area to the right. Scroll to the right until you can see the Material Group column. The material group of the component is: 00101, steel.

3.

Reservations have already been generated for all components of your network. Take a look at the reservation for component T-20100. What is the reservation number and what is the assigned movement type? The number of the reservation is: _________________

Continued on next page

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The movement type is: _________________ a)

The reservation number (and item) is already displayed in the component view. Click the reservation number to display further details. The movement type of the reservation is now displayed on the top-left of the reservation. The movement type is: 281, goods issue for network Exit the reservation by clicking the Back icon.

4.

Inspect the Progress Tracking data for the component T-20100. Have the standard events from the previous exercise been transferred? a)

5.

Navigate to the Progress Tracking tab page. The system displays the standard events that you previously assigned.

Take a look at the assigned or account-assigned orders and documents for the MRP-WBS element of your project. What types of documents are assigned or account-assigned to this WBS element? a)

In the navigation area, double-click the top-most WBS element and then go to the right-hand side area of the Orders/Docs tab page. As part of the previous exercise, you already carried out various material procurements referencing your project stock. The Orders /Documents view displays the corresponding purchase requisitions, your purchase order for dependent requirements, planned orders as well as the production order for material T-20600, and various material documents. Simply click to display the documents.

6.

In ProMan, create a purchase order for component T-20100. Use the following data: Field name

Value

Vendor

1000

Company code

1000

Purchasing org.

1000

Purchasing group

001

What is the number of the purchase order?

Continued on next page

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Display the purchase order number in ProMan. a)

In the Orders/Documents view, select the row for material T-20100. Click the Execute icon followed by the entry Generate purchase order. In the dialog box, enter the specified data and click Execute. The purchase order is created automatically. A dialog box containing the purchase order number appears. Confirm the information. Display the purchase order number in ProMan as well. To do this, click the Refresh icon. The purchase order number is now displayed in the row for material T-20100 as well.

7.

Display the delivery date of the purchase order in ProMan. Then change the delivery date of the purchase order. Change the delivery date to an earlier date (for example, one month before the original delivery date). a)

Select the Dates tab page. Scroll to the right until you can see the Delivery Date Purchase Order column. In change mode, go to the purchase order. To do this, place your cursor on the purchase order number and from the context menu, choose Change (right-click). In the purchase order, enter a new delivery date and save the purchase order change by clicking the corresponding icon. Click the Refresh icon to update the data in ProMan.

8.

Post a goods receipt for the purchase order in ProMan. Use storage location 0001. In ProMan, analyze the project stock for material T-20100 and then return to the SAP menu. a)

Right-click the purchase order number in ProMan to enter the goods receipt for the purchase order. Enter storage location 0001 and set the OK indicator for the item. Then post the document by clicking the corresponding icon.

b)

In ProMan, go to the Stock tab page for your WBS element. Click the corresponding icon to refresh the data, if necessary. Stock to the amount of the quantity procured previously should be displayed for material T-20100. Click the Back icon to exit ProMan and return to the SAP menu.

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Lesson Summary You should now be able to: • Use ProMan and make the required system settings

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Unit Summary

Unit Summary You should now be able to: • Use ProMan and make the required system settings

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Unit Summary

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Test Your Knowledge

Test Your Knowledge 1.

Which of the following statements concerning ProMan are correct? Choose the correct answer(s).

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□

A

□

B

□ □

C D

□

E

□

F

In ProMan, you can also analyze purchase orders that have been manually account-assigned to a WBS element. In ProMan, you can post goods receipts and goods issues among other things. You can define user-specific layouts for the overviews in ProMan. To use ProMan, you must have defined the corresponding profiles in Customizing. In the Customizing profile for ProMan, you can specify which exceptions are displayed, which orders and documents are read and which views are displayed. In ProMan, you cannot only analyze data from the Project System but also data from Materials Management, Purchasing, and Production.

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Answers 1.

Which of the following statements concerning ProMan are correct? Answer: A, B, C, E, F Explanations regarding incorrect statement: All Customizing settings for ProMan are optional and no prerequisites have to be met for using ProMan.

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Course Summary

Course Summary You should now be able to: • • • • • • • • •

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Schedule projects Configure the scheduling Plan, execute, and evaluate internal activities Trigger and edit procurement processes Assign a material to the project Configure the material assignment Procure and deliver materials for the project Use and configure Progress Tracking for components Use and configure ProMan

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Appendix 1 Claim Management

Figure 141: Claim

Deviations from the project plan often occur as a result of delivery problems, price fluctuations, unforeseeable capacity bottlenecks and so on. In this case, clarifying responsibilities is extremely important for the contractual partners involved. Claim Management ensures that claims resulting from deviations are prepared vis-à-vis the contractual partner and submitted at a suitable point in time. Conversely, it also provides defence against claims from the contractual partner. The Project System supports claim management with the "Claim" message type, which can be used to document deviations from your project plan, appoint persons responsible for the deviation and initiate follow-up activities.

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You can enter claims directly in the SAP system or create and display them from the Internet (example: a customer creates a claim via the Internet). You can include the following data in a claim: • • • • • •

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Descriptions - the cause of the deviation for example Actions and tasks to be initiated because of the deviation Persons responsible and partners by means of a link to the Partner Management function Costs incurred as a result of the deviation (cost planning using unit costing) Assigned WBS elements, SD and MM document items Assigned document info records (links to the Document Management System)

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Appendix 2 IPPE-PS Integration

IPPE-PS Integration As of Release SAP ECC 6.0, you can now link Integrated Product and Process Engineering (iPPE) with the project system to assign material components to network activities. Integrated Product and Process Engineering provides a new option for entering and processing design and production master data – particularly for multi-variant products – in a single model. This allows you, for example, to create complex product structures in iPPE using abstract elements such as nodes, variants, alternatives, or relationships and then use these later for mapping BOM data. iPPE objects are edited in iPPE Workbench Professional (Product Designer). In parallel to the creation of the product structure, projects can be helpful when developing new products in order to, for example, map the structure of prototypes or test parts. You can do this by linking iPPE nodes and variants to WBS elements or network activities and thus navigate between iPPE and the PS objects. You can make these assignments as follows: • •

In Product Designer, in the detail area for nodes or variants on the Project System tab page. In Project Builder, in the detail screen for WBS elements or activities on the iPPE - PS tab page. These tab pages will only be displayed, however, if you have set the iPPE Proj Rel indicator in the project or network profile in Customizing for the project system.

You can also automate assignment using reference points. To do this, define the reference points for iPPE-PS integration in Customizing for the PS and store these in both the PS objects and in the iPPE objects. The reference points of the iPPE-PS integration must not be confused with the reference points of the BOM transfer. These are different table entries.

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Once iPPE objects are assigned to network activities, you can also transfer material from the iPPE product structure to the project system. To do this, use the filter screen in iPPE Workbench Professional. After you enter a suitable initial object on the filter screen, the corresponding Project System Transfer function becomes available.

Figure 142: IPPE-PS Integration

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Feedback SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.

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