PLM240 470 en Project Controlling With Work
February 8, 2017 | Author: Myriam Becerra Rosales | Category: N/A
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Description
PLM240 Program and Project ManagementReporting
PLM240
Project Management – Reporting
THE BEST-RUN BUSINESSES RUN SAP SAP AG 2003 SAP AG©2003
Software Komponenten: SAP R/3 Enterprise 2003/Q3 Materialnummer: 50063892
Copyright
Copyright 2003 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. All rights reserved.
SAP AG 2003
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Course Prerequisites
Knowledge of how to use the R/3 System Basic knowledge of the principles of Accounting and Logistics Attendance of at least one of the following courses: PLM200 Project Management PLM210 Project Management – Structures PLM220 Project Management – Logistics PLM230 Network Controlled Project Accounting PLM235 WBS Controlled Project Accounting
SAP AG 2003
Target Group
Participants: Project managers and engineers Project team members Consultants
Duration: 3 days
SAP AG 2003
Notes to the user The training materials are not self-study programs. They complement the course instructor's explanations. There is space on the sheets for you to write down additional information.
Course Overview (2)
Contents: Course goals Course objectives Course contents Course overview diagram Importance of reporting in a project environment
SAP AG 1999
© SAP AG
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Course Goals
This course will prepare you to:
Execute and maintain reports for important key figures in Program and Project Management.
SAP SAPAG AG1999 2003
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Course Objectives
At the conclusion of this course, you will be able to: Select data for Project reporting Utilize the Project Information System to evaluate: Project Structures Financials Project Progress Resources/Material
Describe how other enterprise reporting techniques can be used to evaluate Projects.
SAP AG 2003
© SAP AG
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Course Contents
Preface Unit 1
Course Overview
Unit 2
Project Structures
Unit 3
Data Selection
Unit 4
Structure Information System
Unit 5
Controlling Information System
Unit 6
Project Progress
Unit 7
Resource/Material Information System
Unit 8
Business Reporting
Exercises Appendix
SAP AG 2003
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Course Overview Diagram (1)
Enterprise reporting Resources Material Progress Controlling Structures Data Selektion
1
selection
Project structures Course overview SAP AG 2003
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Master Data in PS WBS elements
Activities
Reponsibility-oriented organization
Process-oriented organization
1:N
Assignments WBS elements and activities
13-1
SAP AG 2003
Master data in the Project System (PS) is broken into WBS elements and activities. A work breakdown structure (WBS) is a model of a project, and shows the project activities to be fulfilled in the form of a hierarchy. It forms the operative basis for planning costs, revenues, and payments, as well as for scheduling, and budgeting. Activities are used to show the flow of a project or activities involved in a project. The individual tasks are linked to each other, and grouped together to form what are known as activities. Activities form the operative basis for planning and controlling dates, costs, and resources (personnel, machinery, PRTs, materials). When activities are assigned to WBS elements, the dates and costs defined in the individual activities are totaled up (aggregated) at the WBS level, and can be evaluated. Activity funds already assigned are checked against the budgets of the WBS elements.
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Phases in a Project Status/ Phase
Concept
Rough Planning
Detailed Planning
Costs
Approval
Budget
Execution Commitment Costs Revenues
Closing Settlement
WBS
Release
Network Prod.order
Final confirmation
TIME Invoice
SD document
Quotation
Order
Billing
Reporting SAP AG 2003
The project itself comprises several phases. A high degree of precision is required when planning and coordinating large and complex projects. When planning the flow of a project, you will schedule deadlines and dates, make resources available, and assign funds. The Project System gives you the support you need in all project phases. The graphic shows how project processing should ideally progress. In the real world, however, the phases shown rarely follow on from each other in linear fashion: in many cases, they cannot be separated from each other or they need to be run more than once. In the graphic, SD stands for Sales and Distribution.
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Information Requirements: PS Master Data
Work breakdown structure
Organization Control Dates/deadlines Responsibilities Status and so on
Network
Assignments Control Scheduling data Status Processing type and so on SAP AG 2003
The Project System contains: WBS elements with - Organizational assignments to plants, company codes, controlling areas, business areas, profit centers, and so on - Control functions (costing sheet, overhead key, results analysis key, interest profile, investment profile, and so on) - Dates (order start and order finish dates, scheduled dates of assigned activities, and so on) - Responsibilities (person responsible, applicant, cost center responsible, and so on) - Status information (system and user status, released, deletion flag, locked, and so on) Network (activities) with - Assignments to plants, WBS elements, project definitions, SD order items, and so on - Control functions (costing sheet, costing variant (actual/planned), overhead key, and so on) - Scheduling data (scheduling type, reduction indicator, basic dates, actual dates, and so on) - Status information (partial/final confirmation, material availability checked, activity account assignment, and so on) - Processing type (internal processing, external processing, general costs activity, service, and so on)
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Information Requirement: Assigned Objects
SD documents
Order
Orders
PS texts
P.Req. M
Documents Purchasing documents
CompanyM
Purc.Order
Milestones
SAP AG 2003
You can assign objects such as the following to your project: Sales and distribution documents (quotations, orders, deliveries, goods issues, billing documents) Orders (production orders, internal orders, maintenance orders, and so on) Purchasing documents (purchase requisitions, purchase orders, goods receipts) Documents PS texts Milestones The account assignment for these objects is to a project-related object (WBS element, network, activity). These objects must be evaluated when the project reports are run. In the list above, PP stands for Production Planning and PS stands for Project System. Typical questions include: Does my (sub-) project have purchase orders? If so, which ones and what is their status? For which times have milestones been scheduled? Where can I find detailed information, in the form of documents or PS texts?
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Information Requirements: Data Types
Plan
Simulation
Commtmt
Actual
Forecast
Dates Capacities Budget Costs Revenues Payments
SAP AG 1999
Depending on the objects, functions, procedures and scenarios used, a wide range of data is generated while the project is being executed. The central function of the Project Information System is to evaluate and represent this data to various levels of detail. The Project System, therefore, includes the following information systems in order to fulfill these requirements: Dates/deadlines: Structure Information System Capacities: Resource Information System Budget, costs, revenues, payments: Controlling Information System
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Information Systems: Overview Capacities
Controlling List
Edi t Go to View
WBS elements
P.1234.1000 P.1234.1000 P.1234.1000
* 1000
P.1234.1000
P.1234.1000
* 1200 * *P.1234.1000
Extras Settin gs System
Act.
Help
Network
6004056
1000
420000
1000
450000
10
1000
20
6003433
1200
600000
30
6005678
1200
240000
1200
620000
Actual C osts
10
COPC-FINI-2
10
COPC-CONFIG-1
Order report Reservations Purchase requisitions Purchase orders Stock/requirements list
10,000.00 12,000.00
23,000.00 45,000.00
30,000.00
36.000,00
66,000.00
111,000.00
4745
Information Systems Progress Analysis
Cost Elem ent
400000
6007843
6009977
4731
Structures
1000
20 30
10
-
CCenter
ALV 10
1200
24,000.00
20,000.00
1200
40,000.00
36,000.00 36,000.00
Project summarization Profitability Analysis Profit Center Accounting SAP-EIS
Business Information Warehouse (BW)
SAP AG 2003
You can use the following information systems to evaluate important key figures for your projects: Structure information system Controlling (previously: costs/revenues/payments) information system, with hierarchy reports, cost element reports, and the ABAP List Viewer for line items Capacity analysis Order report, lists of reservations, purchase requisitions, purchase orders pertaining to the projects Stock/requirements overview Progress analysis You can report across projects using Project summarization SAP Executive Information System (EIS) Profit Center Accounting Profitability Analysis The SAP Business Information Warehouse (SAP BW) enables you to evaluate company data across applications and across systems. The interface used for reporting is the Microsoft Excel interface. In other words, the SAP BW is a product that is different from the R/3 System.
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Information Systems: Level of Detail Executive Information System (EIS)
CO-PA
Level of detail
Profitability Analysis
EC-PCA Profit Center Accounting
Project summarization
Project summarization
Hierarchy reports
Structure overview
Cost element reports
Individual overviews
Business Information Warehouse (BW)
Line item reports
Costs
Structures
SAP AG 2003
You can use SAP EIS to evaluate logistical and accounting key figures across projects. Reporting is performed using drilldown reports. You can define characteristics of your choice based on your project master data (project type, business area, or person responsible for project, for example). In Profitability Analysis (CO-PA), reporting is performed at the profitability segment level. Reporting is based on value fields and characteristics. The reporting tools used are called drilldown reports. You can evaluate project data and production data together. In Profit Center Accounting (EC-PC), reporting is based on profit centers and the profit center hierarchy. You can use the reports here to monitor success in your organizational structure. Hierarchy reports are drilldown reports for evaluating the costs, revenues, and payments of one or more projects. The evaluation is based on value categories. Advantages: you can drilldown on the basis of various characteristics, and you can go to line items and documents. Cost element reports enable you to evaluate project costs and revenues. Advantages: a cost-element-based display, display in Excel is interactive. Line item reports enable you to evaluate line items and documents. Advantages: columns can be selected, subtotals are displayed, you can go to all accounting documents. The structure information system enables you to evaluate objects as well as logistical and accounting key figures. Advantages: you can edit (change, create) objects from the information system, you can select columns, there is a wide selection of functions. With SAP BW, you can evaluate business data across systems and applications. Advantages: interactive display evaluations that are high performance, but are easy to use. © SAP AG
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Main Business Scenario
Up-to-date, object oriented information is a must at all stages of project processing, so that you can keep an overview of the project's dates, costs, and resources. You must determine the most effective project information system reports and evaluations that meet this need.
SAP AG 2003
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Business Scenario and Preparation Unit: Getting Started Topic: Business Scenario
The following section outlines the scenario on which the project is based. After that is a summary of the settings to be made or checked by the course instructor. 1
Customer Project A customer has placed an order with you for the manufacture of a turbine. To describe this project, you will create a sales order, to include a billing plan, and a project structure, based on an existing structure. The new project structure comprises the WBS and two networks. You will use the BOM PS interface to assign material components to the first network. You will use the second network to describe the steps to be carried out on your premises in the United Kingdom. As part of the project, the instructor will take the roles of planner, buyer, and production scheduler, carrying out the following steps: • Requirements planning • Purchasing components • Conversion of planned orders to production orders You use the functions in the project information system to track the resulting changes to values and objects. You enter further actual data, in the form of material issues to consumption in networks and production orders, confirmations in network activities, and revenue postings in the WBS element. In the process, the instructor will carry out period-end closing (determine the settlement rule, calculate overhead, results analysis, and settlement to Profitability Analysis). You can track the resulting changes in information system reports. The effects in Profitability Analysis (CO-PA) are also illustrated using suitable reporting tools. The customer project is also used to demonstrate the transactions in Profit Center Accounting.
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Unit: Getting Started Topic: Instructor Preparations • Maintain variables in table TVARV • Activate PS Cash Management • Change network profile T-20000 • Adapt database profile • Deactivate the lock logic
2
To process period-end closing, you need to maintain variables in flow definition Z-130. SAP Easy Access → Tools → ABAP Workbench Overview → Data Browser (double-click) Field
Input Data
Name
TVARV
Select Enter
Field
Input Data
Variable Name
PS_*
Select Execute Select the following entries and adapt them to the current period. Variable Name
Entry in LOW
PS_BUDAT
First of the current month, in format YYYYMM01
PS_PERIOD
Current month, in format 0MM
PS_YEAR
Current year, in format YYYY
Select Change
Select Save after each change.
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3
PS Cash Management must be activated in company code 1000 to ensure that the payment data will be updated. Now check that PS Cash Management is activated. SAP Reference IMG → Project System → Payments → Activate Project Cash Management in company code Enter the following setting. CoCd
FMA
Active
1000
1000
X
Save your changes. Select Save
Go back to the main SAP R/3 menu. Repeatedly select Back until you return to the menu.
4
So that capacity requirements are automatically written when you save your project, instead of requiring further processing in a separate step, we will now adapt network profile 2000 as necessary and activate the capacity requirements indicator. SAP IMG: Project System → Structures → Operative Structures → Network → Settings for Networks → Maintain Network Profiles Select the following network profile: Network Profile
Description
2000
Turbine standard
Select the above entry Activate the Cap.reqmts indicator. Save the change and return to the main menu. Select Save Repeatedly select Back
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5
At the start of the course, change the PS info profile YIDES_130000. Deactivate the Sales document option in assigned database profile 130000000000 and activate the Confirmation and Capacity options. SAP IMG: Project System → Information System → Selection → Define Database Selection Profiles Select profile 130000000000 Deactivate the Sales document flag Activate the Capacity flag Activate the Confirmation flag Save the changes and exit the IMG. Choose "Save" Repeatedly select Back. Note: When the participants have worked the first exercises (end of the first day), we recommend that you reactivate the Sales document indicator, to forestall possible errors in the subsequent exercises.
6
In the following section, the course participants will also carry out Customizing exercises. For this reason, deactivate the lock logic function in your training system to prevent mutual locks while the participants are working through the exercises. SAP Easy Access Menu: Tools → ABAP Workbench→ Development → ABAP Editor Program ZSENQOFF Choose Execute
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Project Structures (2)
Contents: Work breakdown structures Networks and activities Project objects Material components PS texts, documents, milestones Orders Purchase requisitions, purchase orders
Business scenario
SAP AG 1999
© SAP AG
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Project Structures: Unit Objectives
At the conclusion of this unit, you will be able to: Define the basic data used in a project and what this data is used for: WBS elements Networks Activities
Understand the Project Builder, and the various options it provides for working with basic project data.
SAP SAPAG AG1999 2003
© SAP AG
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Course Overview Diagram (2)
Enterprise reporting Resources Material
2
Progress Controlling Structures Data Selektion selection
Project structures Course overview SAP AG 2003
© SAP AG
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Project Basic Data
SAP AG 2003 1999
© SAP AG
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Basic Data in PS
13-1
SAP AG 2003
The project definition is the framework for a commercial project, with a defined goal to be reached with prescribed funds. It contains dates and other organizational data binding on the project. Work breakdown structure (WBS) is the hierarchical structuring of a project outlined in the project definition. It is the basis for organizing and coordinating the project. It consists of various work breakdown structure elements. These work breakdown structure elements (WBS elements) each describe a conrete task or partial task in the project that must be carried out within the timeframe stipulated. Activities describe the various tasks and work involved in the project, and the temporal and causal relationships between these tasks. Here, the focus is on planning, analyzing, describing, controlling, and evaluating costs, scheduled dates, resources, and material requirements. In the Project Builder and the project planning board, you can create both WBS elements and activities, and maintain data for these.
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Project Builder: Maintenance Options 1
Manual
Manual
2
= Standard structure = Operative struct.
Hierarchy Graphic
3
Display area
7
Copy
Navigation area
Network Graphic
4
Display area
Project Builder 6
Copy Project
Navigation area
Include
Insertion area
5
SAP AG 2003
You can use the Project Builder to create or change project objects (project definition, WBS elements, activities, activity elements, PS texts, documents, milestones, and material components). You can do this work by means of detail screens, lists, or graphics (1-4). You can either create operative project structures (work breakdown structures or networks) manually or take standard structures (standard work breakdown structures, and standard networks) as templates (7). You can include WBSs, standard WBSs, and standard networks in existing project structures (5). When creating projects, you can copy an operative project or a standard project, including all subordinate objects (WBS elements, activities, PS texts, documents, milestones, and components) (6).
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Assigned Objects
SAP AG 1999
© SAP AG
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Assigning PS Texts, Documents and Milestones T -200## T-200##
Documents
Turbine
to activities or WBS elements
Text
PS texts
Concept
to activities or WBS elements
T -200##.1 T-200##.1
T -200##.2 T-200##.2
T -200##.3 T-200##.3
T -200##.4 T-200##.4
T -200##.5 T-200##.5
Engineering
Planning
Purchasing
Production
Assembly
1000 1100 1200 1300 1400 1500
2000
3000 3100
4000
5000 6000
Milestones to activities or WBS elements SAP AG 2003
You can assign PS texts Documents Milestones to a WBS element and a network (activity) in the Project System. PS texts are user-definable texts that are managed in a PS text catalog. Texts are classified into different text types. You can enter PS texts in R/3 SAPscript or in Microsoft Word. The files are stored in the R/3 database. You can use the R/3 Document Management System in the Project System to assign document info records to WBS elements and activities. In the Document Management System (DMS), you can assign original (external) documents in various formats (Excel, Word, PPT, BMP, TIF, CAD formats, and so on) to a (R/3-internal) document info record. In the Project Information System, you can display the document info records and the corresponding original documents online. You can also display the original documents using the Internet. Milestones have various different uses, such as milestone billing in SD or or starting workflow tasks.
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SD Documents: Account Assignment SD
SD documents to WBS elements (billing element)
Order
T -200## T-200## Turbine
T -200##.1 T-200##.1
T -200##.2 T-200##.2
T -200##.3 T-200##.3
T -200##.4 T-200##.4
T -200##.5 T-200##.5
Engineering
Planning
Purchasing
Production
Assembly
1000 1100 1200 1300 1400 1500
2000
3000 3100
4000
5000 6000
SAP AG 2003
From the perspective of Sales and Distribution, inquiries, quotations, and orders can be assigned to a WBS billing element. You can then monitor all of the follow-up documents, such as deliveries, goods issues, or billing documents, and their relationships to the respective preceding documents, via the document flow in the project.
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Assigning Orders
T -200## T-200## Turbine
T -200##.1 T-200##.1
T -200##.2 T-200##.2
T -200##.3 T-200##.3
T -200##.4 T-200##.4
T -200##.5 T-200##.5
Engineering
Planning
Purchasing
Production
Assembly
SM
CO
Service order
PP
to WBS elements
PP production order
Internal order, CO production order
PS
to WBS elements
PI
Network to WBS elements
Process order to WBS elements
to WBS elements
PM Plant maintenance order to WBS elements
SAP AG 2003
You can assign the following orders to a WBS element by means of an assignment field in the master record of the order in question: Production Planning (PP) orders Process (PI) orders Service (SM) orders Plant Maintenance (PM) orders Internal orders and Controlling (CO) production orders . This assignment enables the appropriate objects to be evaluated together with the project structure in the Project Information System.
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Assigning Purchase Requisitions, Purchase Orders
T -200## T-200## Turbine
Company
T -200##.1 T-200##.1
T -200##.2 T-200##.2
T -200##.3 T-200##.3
T -200##.4 T-200##.4
T -200##.5 T-200##.5
Engineering
Planning
Purchasing
Production
Assembly
1000 1100 1200 1300 1400 1500
2000
M
PurOrder
3000 3100
4000
5000 6000
MM
Purchase M requistion
Purchase requisitions, purchase orders to networks, activities, or WBS elements
SAP AG 2003
Purchase requisitions and the purchase orders that result from these can be assigned to a network activity and a WBS element for external processing activities, service activities, and material components that are procured directly. This takes place in Purchasing for different account assignment categories. In the standard R/3 System, these are Account assignment category Q: assignment to WBS element Account assignment category F: assignment to network/activity The account assignment categories used when purchase requisitions are created automatically depend on the Customizing settings made in the Project System. This information is passed on when the purchase requisition is converted to a purchase order. You can also create purchase orders manually using the appropriate account assignment category.
© SAP AG
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Business Scenario
SAP AG 1999
© SAP AG
PLM240
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Project Structures: Business Scenario
A project is created and evaluated: Project T-200## is a customer project. You create a sales order assigned to this project. The project is mapped using a work breakdown structure that contains activities. These activities define the flow of the project. At the same time, they also form a quantity structure for planning dates/deadlines, costs, resources, and material requirements.
SAP AG 1999
© SAP AG
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Business Scenario: Customer Project T-200## SD
T -200## T-200## Turbine 0100 0200
T -200##0.0 T -200##0.1 T -200##0.2 T -200##0.3 T -200##0.4 T-200##0.0 T-200##0.1 T-200##0.2 T-200##0.3 T-200##0.4
T -200##.5 T-200##.5
Management
PS
Engineering
Planning
Purchasing
Production
Assembly
2000 2100 2200
3000 3100 3200
4000 4100
5000
T -200##.10.1 T-200##.10.1
T -200##.1.2 T-200##.1.2
IDES Eng. Eng.
UK Eng. Eng.
1000 1100
1110 1111
1200 1300
1112 1113
5010 5020 5030 5040 5050 5060 5070 5100
1120 1130 1140
SAP AG 2003
T-200## is a customer project. The project is mapped using a work breakdown structure that contains activities. These activities define the flow of the project. At the same time, they also form a quantity structure for planning: Dates (occurs automatically via scheduling) Costs (occurs automatically via costing) Resources (internal activities and external activities) Material requirements (using the assigned components) When the sales order is received, it is assigned to the project. This means that it can be used to plan revenues and to post these revenues by means of a billing document. Actual data (dates, resources, costs, revenues, and payments) are written to the network activities. Since the activities are assigned to WBS elements, this data can be summarized throughout the project structure. Results analysis is performed for the project. The results analysis values are settled to the profitability segment.
© SAP AG
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Project Structures: Unit Summary
You are now able to: Define the basic data used in a project and what this data is used for: WBS elements Networks Activities
Understand the Project Builder, and the various options it provides for working with basic project data
SAP AG 2003
© SAP AG
PLM240
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© SAP AG
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Exercises Unit: Project Structures Topic: Customer Project
•
Create project T-200##, using a standard structure as a template.
•
Create a sales order assigned to the project, including a billing plan (billing milestones from the project).
T-200## is a customer project, created using a standard structure as template. It is mapped using a work breakdown structure (WBS) with network activities and milestones. A sales order is also created for the project. The WBS, network, and sales order (item) are closely linked in terms of dates, costs, and revenues. 1
Preparation When working the exercises, we recommend that you open three sessions right at the beginning, and process them in parallel. Having logged on to the R/3 System, proceed as follows: 1-1
Open a second session. Create a second session (referred to as session 2 from now on). For the remaining exercises, this session will be used to evaluate data in the structure overview. Choose Create new session SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) If necessary, enter controlling area 1000, and PS information profile YIDES_130000. Leave session 2 open and stay in the structure overview.
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1-2
Open a third session. Create a third session (referred to as session 3 from now on). For the remaining exercises, this session will be used to evaluate data in the cost element report Z6P2 Actual/Balance/Commitment/Plan. Choose Create new session Insert the transaction for executing report groups in your favorites. To do so, position your cursor on the Favorites folder in the SAP Easy Access menu and click the right mouse button. Choose Insert transaction and enter the transaction code GR55 in the dialog box displayed. Confirm your entry by pressing Enter. SAP Easy Access Menu: Select Favorites folder Right mouse button → Insert transaction Dialog box: Enter transaction code GR55 Choose Enter From session 3, execute the report group Z6P2. Enter controlling area 1000 if prompted. SAP Easy Access Menu: Favorites→ Execute Report Group (double-click) Enter report group Z6P2 Choose Execute The system asks you to enter a database profile. Specify 130000000000. Leave session 3 open and stay in the cost element report. Use session 1 for executing transactions such as creating the project and sales order.
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Topic: Customer Project 2
A customer has placed an order with you for the manufacture of a turbine. To process the order, you will now use the Project Builder to create a structure for the turbine system project. The structure of the turbine system project comprises WBS elements and activities. You create the project by copying from a standard structure. 2-1
In session 1, go to the Project Builder and create project T-200##. Copy standard project T-20000. SAP Easy Access Menu: Accounting/Logistics → Project System → Project → Project Builder (doubleclick) Choose Create → Copy project In the dialog box that appears, enter the following data: Field Name
Input Data
Project def.
T-200##
Project profile
Turbine standard
Template Std proj. def.
T-20000
Confirm your entries. Choose Enter
2-2
Enter the following description for the project: Field Name
Input Data
Text
Turbine Group ## On the left of the structure, you will now see various objects that were copied from the standard project: + Project definition (1st line) + WBS elements + Activities + Milestones The activities are grouped together into two networks with provisional numbers (%00000000001 and %00000000002).
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2-3
For the individual WBS elements, maintain the Person Responsible field manually. To do this, position the cursor in the structure tree on the project definition and choose WBS Element Overview in the working area to branch to the list of WBS elements. Choose the Responsibilities tab and enter the following values: Choose WBS Element Overview Responsibilities tab WBS Element
Respons. Person
T-200##
1
T-200##.0
2
T-200##.1
3
T-200##.1.1
3
T-200##.1.2
11
T-200##.2
4
T-200##.3
5
T-200##.4
6
T-200##.5
7
Confirm your entries by choosing Enter. Choose Enter
2-4
Select the project definition in the structure tree on the left and branch to the detail screen. Release your whole project Select the project definition in the structure tree Choose Project definition Edit → Status → Release
2-5
Save project T-200##. Choose Save Confirm any dialog box that appears (re scheduling), and return to the SAP main menu. Choose Exit
© SAP AG
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Topic: Sales order 3-1
Create the sales order for project T-200##. To do so, stay in session 1. SAP Easy Access Menu: Logistics → Sales and Distribution → Sales → Order → Create (double-click) Use the following data: Field
Input Data
Order Type
PS1
Sales Organization
1000
Distribution Channel
10
Division
00
Choose Enter
3-1-1 Enter the following data in the overview screen that appears: Field
Input Data
Sold-to party
1600
Purch. order no.
GR##
Req. deliv. date
18 months from today
Material
T-20000
Order quantity
1
Confirm your entries and the dialog boxes that appear. Choose Enter repeatedly
3-1-2 Go to the detail screen of the item by double-clicking the item number 10. Choose the appropriate tab page to go to the Account Assignment screen. Double-click the item number Choose the Account assignment tab page On the Account Assignment screen, enter the billing element of your turbine project:
© SAP AG
Field
Input Data
WBS Element
T-200##
PLM240
2-21
3-1-3 Choose the appropriate tab page to go to the Billing Plan screen. Select the Billing plan tab In the selection dialog box for billing milestones, choose the WBS element option and enter your WBS element T-200##. Choose Enter The system then asks whether you want to adopt the milestones from the project as your billing milestones. Select all the milestones and confirm the selection. Choose Select all Choose Copy If the Milestones for Billing dialog box does not appear, you can also use the Create date pushbutton on the Billing plan tab of the detail screen for the order item. Choose the green arrow to return to the item data overview. Choose Back 3-1-4 Save your sales order. Choose Save Make a note of the order number: ________________ Go back to the main SAP menu.
© SAP AG
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Data Selection (2)
Contents: Overview Database profile Selection view Dynamic selections Status selection profile
SAP AG 1999
© SAP AG
PLM240
3-1
Data Selection: Unit Objectives
At the conclusion of this unit, you will be able to: List the various options for influencing how data is selected for the information system: Database profile Selection view Drilldown Status selection profile
SAP AG 2003
© SAP AG
PLM240
3-2
Course Overview Diagram (3)
Enterprise reporting
3
Resources Material Progress Controlling Structures Data selection
Project structures Course overview SAP AG 2003
© SAP AG
PLM240
3-3
Information System Initial Screen
Selection
to to to to to
Project WBS element Network/order Activity/operation Materials in network
Dynamic selections
Selection variant
Created by Person responsible Priority Location ...
Choose selection variant Save selection variant
SAP AG 2003
In the initial screen of all PS information systems, you can define ranges for the following items for which you want to evaluate data: Project definitions WBS elements Networks/activities Other orders (CO, PM, SM, PP) Project materials The appearance of the initial screen depends on the database profile. Example: if you select version data in the database profile, the system displays additional selection fields for project and simulation versions. You can restrict the data selected using dynamic selections. You can save your selections (including dynamic selections) by creating selection variants. Selection variants are also used for running reports in the background. As of Release 4.0, the same reports can be started online and in the background.
© SAP AG
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Database Profile
Networks, activities
PS texts, documents
Versions
Projects, WBS elements
1
Logical database
SD documents
Milestones
Components B A C D
Capacities
Confirmation
PRT
PurOrder, Orders
PurReqs 1 2
E
2
Earned values
SAP AG 2003
The Project System logical database (PSJ) forms the basis for reporting in the information system. You can make the following settings in the database profile: The objects and data which are to be read from the database. Example: WBS elements, archived projects, networks, materials, capacity requirements for activities, costs and financial data The project view in which the data is displayed. Example: Organized according to project structure or cost center No further data can be selected from the database via the project view. You use this to specify how the data is to be displayed in the information system. You maintain the standard database profile settings in Customizing. You can temporarily change the database profile settings on the initial screen of the information system. In reporting, you cannot select further objects from the database. You define the scope of your selection (and the objects made available to reporting) on the appropriate initial screens.
© SAP AG
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Indicators in the Database Profile
Write-protected No changes Commercial evaluation Superior object selection Including hierarchy Dynamic selections Origin (archive data, version data, standard structures) Selection criteria (project definition, sales document, component) For WBS / others
SAP AG 2003
By combining the indicators in the database profile, you can tailor the results of your reports to suit your needs: The Write-protected and No changes indicators specify whether changes can be made to the profile from the application and, if so, by whom. The Commercial evaluation indicator is only significant for the structures information system. It determines whether the entire structure of the project, or just the objects relevant for CO, is displayed. This indicator is set by default in the Controlling project information system. The setting in the database profile does not have any effect here. The Superior objects selection, Including hierarchy, and Dynamic selections indicators are particularly significant if you are using dynamic selections. They define whether and, if so, how objects that do not actually match the selection criteria are displayed. In the Origin field group, you specify whether you want to use archive or version data, for example. The indicators that are activated in the Selection Criteria field group are displayed for selection on the initial screen of the evaluation. By flagging the For WBS indicator, you specify that networks/orders and activities/activity elements that are assigned to a WBS element are selected by the database. If you flag the Others indicator, networks/orders and activities/activity elements that are not assigned to a WBS element, or whose WBS element is not selected, will be selected.
© SAP AG
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Selection View
Dynamic selections
Logical database
CoCode Project def. WBS Network/order
Resp. cost center Selection view
CUS
es fin e D
ld fie
Project def. WBS Network/order
s
...
ProDef WBS
Network/order . . .
Functional grp 2: Resp. Resp. cost ctr ProDef WBS
Network/order . . .
Functional grp 3: Res. analy. analy. key ProDef WBS
Network/order . . .
Functional grp 1: CoCode
...
...
...
...
...
SAP AG 2003
In the logical database PSJ (on which the selections made for all the project reports are based), you can adapt the fields for dynamic selection to suit your own requirements. To do this, call up transaction SE36 (main SAP menu → Tools → ABAP Workbench → Development → Programming Environment → Logical Databases). Enter the logical database PSJ and choose Extras → Selection views to call up the screen for maintaining selection views. Enter CUS as the origin of view. Note: The selection view is cross-client. It is, therefore, extremely important that the requirements of all the clients in your system are taken into account. By defining functional groups, you can now group the fields of the tables available according to content. Choose all of the fields of the different tables that you require for your information systems and save the selection view you have created. As soon as a customer creates a CUS selection view, this is defaulted by the system each time a project report is called up and limits the fields for dynamic selection. The view created by SAP is no longer important, but can be reactivated by deleting the customer-specific view. IMPORTANT: Do not change any of the other SAP settings in this transaction.
© SAP AG
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Dynamic Selections Starting point
K
Selected data
K
K
K
leads to
+
K
K
K
K
Dynamic selections Master data WBS element Acct asst elem.
X
SAP AG 2003
Before you can make any dynamic selections, you have to enter a value in a field (for example WBS element) on the initial screen of the information system. Choose Dynamic selections and call up the appropriate dialog box. If you make and save any dynamic selections, the data will be selected according to specific criteria ( for example profit center, person responsible, last change). Using suitable dynamic selections and selection criteria, you can restrict the scope of the data selected from the logical database. This considerably improves system performance when you call up reports.
© SAP AG
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Status Selection Profile RELD PMAT-PCON PMAT PMAT-PCON
TECH
RELD
TECH TECH CONF CONF PCON PCON
PCON RELD
RELD
RELD
PMAT-PCON PMAT PMAT-PCON
COMP
RELD
leads to RELD
COMP RELD
Choose Status Selection Profile
Project definitions WBS elements Network/order Activities
X
RELD PCON PCON
TECH
RELD
TECH TECH CONF CONF PCON PCON
PCON RELD
PCON PCON
X
!
RELD
COMP
RELD
COMP RELD
RELD
Representation outside the project structure
SAP AG 2003
You can use the status selection profile to restrict selection to objects that satisfy a particular combination of statuses: As of Release 4.6, you can maintain status selection profiles for the following objects: Project definition WBS Element Network/order Activity The objects are selected hierarchically. Subordinate objects are not selected unless their higher-level object complies with the status selection profile. If you want to select objects by user status, you must specify the appropriate status profile. The status profile must be assigned to all the objects. This must be the case, otherwise you cannot restrict selection by means of the status selection profile. Note: This function can also be provided as an advance development for releases prior to 4.6 - see SAP Note 111154 (Status Selection Profile in Information System).
© SAP AG
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3-9
Selection Variants
Selection variant
Selection screen
Selection options
Database profile Status selection profile
Dynamic selections
SAP AG 2003
A selection variant is a stored set of selection criteria (combination of entries made on the selection screen, selection options, dynamic selections, and status selection profile). Instead of having to enter these selection criteria each time you call up a report, you can enter them once only and save them as a variant. A report can have different variants, each of which supplies a different type of information.
© SAP AG
PLM240
3-10
Filter criteria
Stipulating the scope of selection
Object type selection Applying the status selection profile
Sequence
Restricting the display
Data Selection in the Project Information System
Using dynamic selections to restrict data Object selection per database profile Evaluating the selection screen
SAP AG 2003
The selection criteria are generally evaluated in three steps: The first step is to evaluate the selection screen. The second step is to select objects defined in the database profile. This selection has a direct influence on the effectiveness of the dynamic selections. The status selection profile is applied to all the objects selected in this way. The third step is to restrict the display using the object type selection and filter criteria. The first two steps determine the scope of the selection. The third step does not restrict the selection further, so it does not improve system performance or save on storage capacity. With this in mind, it is a good idea to select only those objects in the database profile that are really needed for the relevant evaluation. The Object type selection and Filter criteria functions always affect the scope of the selection already made. You can set, change, or delete them at any time. An additional, detailed description of the steps involved in selecting the data is provided in SAP Note 107605.
© SAP AG
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Saving Reports
Structures
Controlling
Controlling
Kostenart PRO
Ist
40 0000
PSP PSP-1
Obligo
12.000
41 0000
3.000
41 7000
24.000
Summe 12.000
6.000
5.300 28.00 0
46 6000 PSP-2
NPV 2000
8.000
61 9000
5.384
5.384
62 0000
7.286
7.286
7.200
7.200
7.080
64.870
102.642
65 0000 NPV 2100
89 2000
Hierarchy reports
Selection versions
Frozen data
-
-
-
58.870
6.000
Cost element reports
Extracts
Kostenart PRO
400000
PSP-1
3.0 00 Kostenart 24.000 40 00 00
417000
PRO
466000 PSP-2
PSP PRO
PSP-2 NPV 2100
PSP
NPV 2300
41 00 00 5.3 84 41 70 00 7.2 86 46 60 00
619000
PSP-1 NPV 20 00
PSP-1 NPV 2000
Ist
620000 650000 890000 PRO 892000
61 90 00 7.2 00 62 00 00
65 00 00 58.870 89 00 00 PSP-1 NPV 20 00 89 20 00
PSP PSP-2 Saldo NPV 21 00 NPV 23 00
PSP-2 Saldo NPV 2100 NPV 2300
Obligo
12.000
410000
PSP
-
9.582
6.350
Saldo
Structure overview Individual overviews
6.442
13.38 8
89 0000
NPV 2300
Plan 18.50 0
3.000 30.000
NPV 2000 NPV 21 00 NPV 23 00
Summe 12.000
Plan 18.500
5.300 Summe Plan 28.000 12.000 18.500 8.000 3.000 3.000 5.3 00 Kostenart Ist 5.3 84 Obligo 6.442 Summe Plan 24.000 6.000 30.000 28.000 400000 7.2 86 9.582 12.000 12.000 18.500 8.0 00 410000 13.388 3.0 00 3.0 00 5.300 5.384 Kostenart Ist 5.384 Obligo 6.4 42 Summe 417000 7.2 00 6.000 7.080 30.000 24.000 28.000 7.286 40 00 00 7.286 9.5 82 12.000 12.000 466000 6.350 8.000 41 00 00 13.388 3.000 3.000 619000 6.000 5.3 84 64.870 102.642 5.3 84 6.442 7.200 41 70 00 7.200 6.000 7.0 80 30.000 24.000 620000 7.2 86 7.2 86 9.582 46 60 00 6.3 50 650000 13.388 58.870 61 90 00 6.000 5.384 64.870 102.6 42 5.384 890000 7.2 00 7.2 00 7.080 62 00 00 7.286 7.286 892000 6.350 65 00 00 Saldo 58.870 6.000 64.870 102.642 89 00 00 7.200 7.200 Ist 6.000 12.000
3.0 00 Obligo 30.000
89 20 00 Saldo
Plan 18.500 5.3 00 28.000 8.0 00 6.4 42 9.5 82 13.388 7.0 80 6.3 50
58.870
6.000
64.870
102.6 42
SAP AG 2003
In the Project Information System, you can save reports that you have already selected. Depending on the report type, various selection versions and (data) extracts are available to help you do this: Structures Information System (structure overview and individual overviews): On the initial screen, you can save a selection version or call up an existing one. You can save as many selection versions as you want. These can either be assigned a validity period or a delete date. In addition to this, you can also delete the selection versions manually. Hierarchy reports: The data selected in these reports can be saved as frozen data via Report -> Save data before you close the report. This data is then overwritten automatically when the data of the next user is saved. Cost element reports: Here, you can use extracts to save the report data you have selected. As in the Structures Information System, a project can have several data extracts. Important: if you change the report and, as a result, have to regenerate it, all of the extracts saved up to this point will be deleted.
© SAP AG
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3-12
Performance in the Project Information System Goal-oriented Goal-oriented configuration of configuration of database profile database profile Background Background processing processing
Statusselection selection Status profile profile
Valuecategories: categories: Value maintaining intervals maintaining intervals
Savingextracts extractsand and Saving selection versions selection versions ReportPainter: Painter: Report variation without variation without breaking down breaking down individual values individual values
SAP AG 2003
The smaller the volume of data the system has to select, the faster the data will be processed and the faster your report will be displayed. For this reason, you should only select the data in the DB profile that you actually require for the evaluation. Using the status selection profile, you can select just those objects from an extensive project structure that have a particular processing status (e.g. released). In the reports of the Structures and Controlling Information Systems, you can use selection versions and extracts to save data selected from the database and, in this way, avoid selecting the same data again. You can configure the Report Painter in such a way that a selected structure is not broken down to the individual value level, thereby enhancing the performance of your reports. When you assign cost elements to value categories (transaction OPI2), you can enhance the performance of your hierarchy reports by specifying the cost elements as (large) intervals. When you maintain individual values for value categories, a large number of data records is created in the project definition database which can impair performance in the information system. When the project information database is updated, however, it is critical to assign cost element groups because these are always broken up. When you evaluate extensive project structures, background processing (for example, overnight) can be particularly useful if no interactive work has to be carried out in the report.
© SAP AG
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3-13
Data Selection: Unit Summary
You are now able to: List the various options for influencing how data is selected for the information system: Database profile Selection view Drilldown Status selection profile
SAP AG 2003
Setting the database profile, selection view, dynamic selections and filter can have a considerable effect on the runtime performance and the results of your reports. You use the database profile to specify which objects you want to read and from where. A selection view enables you to restrict your fields for data selection and group these on a cross-client basis. You can use dynamic selections to reduce the volume of data to be read. The settings described here have a positive effect on the performance of the information system. When you are dealing with project evaluations whose data must be up to date and structured in the same way for the different people using them, it is advisable to create selection versions or extracts. The filter function in the information systems does not affect the volume of selected data; its purpose is to restrict the data displayed.
© SAP AG
PLM240
3-14
Exercises Unit: Data Selection Topic: Logical Database •
Questions on logical databases
•
Creating your own database profile
•
Questions on database profiles
•
Create your own status selection profile
•
Create a report variant
****OPTIONAL****
The first step involved in executing reports and evaluations entails retrieving the relevant data. The following section explains how this is carried out, and outlines the intervention options for the user, and the factors that influence how the data is selected.
1-1
Questions on logical databases
****OPTIONAL****
The questions below deal with aspects of data selection that are not relevant for the end user. They are primarily intended for users who create their own reports in the PS environment and who are familiar with supporting the system. 1-1-1 In the R/3 environment, what exactly is a logical database? Which logical database is used as a basis for selecting all project reports? 1-1-2 How can you display the structure and contents of this logical database? 1-1-3 How can you change the fields proposed for the dynamic selections?
© SAP AG
PLM240
3-15
© SAP AG
PLM240
3-16
Exercises Unit: Data Selection Topic: Database Profile
2-1
Creating your own database profile 2-1-1 To carry out the exercises below, you will need to create your own database profile. To do so, choose: SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Tools → Selection → DB selection profile (double-click) Use the existing profile 130000000000 as a template and copy it to PLM240_000## so that you can make the changes you need. Select the entry 130000000000 Choose Copy As... The detail screen for the database profile is then displayed. Enter the following data here and confirm your entries by pressing Enter. Then save your new profile. Field Name
Input Data
Database prof.
PLM240_000##
Description (without text)
Database Profile Group ##
Choose Enter Choose Save
© SAP AG
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3-17
2-1-2 Call up your database profile again to make some additional settings. You want users working with this database profile to be able to enter a project version and sales order as selection criteria on the initial screen. For performance reasons, you also decide that capacities and confirmations will not be selected. Select PLM240_0000## (double-click) Flag the Version data indicator Flag the Sales document indicator Deactivate the Capacity and Confirmation indicator Save your changes and go back to the Easy Access menu. Choose Save Choose Back (twice) 2-2
Questions on Database Profiles 2-2-1 What is the purpose of database profiles?
2-2-2 How are the settings for database profiles defined? How can these be changed (permanently/temporarily)?
2-2-3 Take a look at database profile 130000000000 as an example. − Who was the last user to change this profile?
− Can you make changes to the profile from the Information System, or are changes only allowed in Customizing? Which indicator determines this?
− Are the Sales documents and Components used as selection criteria?
© SAP AG
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2-2-4 What significance does the Commercial evaluation indicator have for the structure overview?
2-2-5 Which settings in the database profile determine how the selected data is shown?
2-2-6 What are the effects of the Superior objects selected and Including hierarchy indicators?
© SAP AG
PLM240
3-19
© SAP AG
PLM240
3-20
Exercises Unit: Data Selection Topic: Status Selection Profile
3-1
Create your own status selection profile. 3-1-1 For some reports, you want to be able to select activities that do not have the status Confirmed (final confirmation). You will need to create a status selection profile for this purpose. To do so, choose: SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Tools → Selection → Status Selection Profile (double-click) Use the existing profile 1300001 as a template and copy it to PLM240_0000## so that you can make the changes you need. Select the entry 1300001 Choose Copy As... The detail screen for the status selection profile is then displayed. Enter the following data here and confirm your entries by pressing Enter. Then save your new profile. Field Name
Input Data
Status Selection Profile
PLM_0##
Description (without text)
Not Final CNF Group##
Choose Enter In the pop-up message The entry to be copied has dependent entries select copy all In the detail screen for the selection conditions, set the status to final confirmation, and set the indicator for not. Select the entry PLM_0## Select Selection conditions Replace the status PCNF with the status CNF Select the indicator NOT Choose Save © SAP AG
PLM240
3-21
© SAP AG
PLM240
3-22
Exercises Unit: Data Selection Topic: Report Variant
4-1
Create a report variant for the structure overview that selects WBS elements with the responsible person number 3. For this report variant, change the database profile settings so the indicator Commercial Evaluation is active. Use the range of projects T20000 to T-20099 for this report variant. 4-1-1 To create the report variant, access the structure overview transaction.(use session 2). Before creating the report variant, you will need to define the projects to be included, add the dynamic selection field of number of responsible person, and change the database profile to deselect the WBS element hierarchy. SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) If prompted, enter PS Information Profile YIDES_130000. First, add the dynamic selection field Responsible Person Number. Choose Dynamic Selections Choose Master Data WBS element Select Person Responsible (choose the first listing) Choose Copy selected Choose Continue Enter Next, change the database profile to deselect Include Hierarchy. Choose Change DB Profile Deselect the indicator Incl. Hierarchy Choose Continue Enter Enter your selection criteria for the structure overview report. Field Name
Value
Project
T-20000 to T-20099
No. Responsible Person
3
Prior to executing the report, save the variant. Choose Save
© SAP AG
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Select Yes to the pop-up question Do you want to save both the parameters and the settings? Enter Variant name PLM240_## Enter the description Report Variant for PLM240_##. Choose Save
4-1-2 Execute the report with your variant PLM240_##. What WBS elements have been selected? Choose Execute
Questions
© SAP AG
Only the WBS elements T-200##.1 through T-200##.1.1 have been selected, because these are the only WBS elements that have been assigned the responsible person 3. In addition, because the Include Hierarchy indicator was not selected, the WBS element T-200##.1.2 was not included in the report output. Execute the report again with Include Hierarchy selected, and notice that because the WBS elements T-200##.1 have been selected, its WBS element hierarchy is included in the report, regardless of the number of responsible person.
PLM240
3-24
Structures Information System (2)
Contents: Information System – Structure Overview Functions in the structures information system Graphical analysis options Information System – Individual Overview Customizing the structures information system
SAP AG 2003
The structures information system primarily covers technical monitoring and control of the project: You can view all the objects belonging to a project, or select some, along with their current status and hierarchical relationships. You maintain the selection criteria in the initial screen for the system to use to create a structure overview. You can access further views from the structure list, display data in graphical form, and transfer data to Microsoft Project® or Microsoft Excel®. You can evaluate data from simulation and project versions, and archived data in addition to original data. You can use the structure information system to create and compare project versions.
© SAP AG
PLM240
4-1
Structures Information System: Unit Objectives
At the conclusion of this unit, you will be able to: Navigate within and between overviews Use the functions available in the overviews Display results in the form of graphics Edit objects from the information system Customize the Structures Information System
SAP SAPAG AG1999 2003
© SAP AG
PLM240
4-2
Course Overview Diagram (4)
Enterprise reporting
4 Resources Material Progress Controlling Structures Data selection Project structures Course overview SAP AG 2003
© SAP AG
PLM240
4-3
Structure Overview/Individual Overviews/ Detail List Structure overview
Individual overviews Res
Project Object
Project Obj
WBS E-9977 E-9977-1 E-9977-1-1 E-9977-1-2 E-9977-2 E-9977-2-1 E-9977-2-2 E-9977-2-3 E-9977-3
Material Req.Date
T-20100 24.09.2000 12713 T-20210 29.10.2000 12713 T-20220 29.10.2000 12714 T-20230 29.10.2000 12714 T-20300 30.10.2000 12714 Earl.Start Earl.Start Acty 12715 T-20400 01.11.2000 T-20810 18.10.2000 24.09.2000 06.09.2000 1000 12716 T-20820 18.01.2001 27.09.2000 29.10.2000 1100 12716 P-100 18.01.2001 12717 06.10.2000 29.10.2000 1200 06.10.2000 29.10.2000 1300 29.10.2000 02.11.2000 1400 27.09.2000 05.11.2000 2000 Status Lev. 27.09.2000 18.10.2000 3000 1 RELD 16.11.2000 18.01.2001 3100 COMP 2 02.11.2000 18.01.2001 4000 TECH 3 19.01.2001 07.03.2001 5000 TECH 3 TECH 2 RELD 3 RELD 3 RELD 3 RELD 2
Detailed list
Detailed list SAP AG 2003
The structures information system evaluates the structural and logistical aspects of projects, but it is also possible to display costs, revenues, and other data in the structure. The system uses the values which you enter on the initial screen to select data from the logical database for the structure overview. You can navigate from the structure overview to individual overviews, detail screens, and detail screen lists. You can also access the individual overviews directly. You can: Select any fields from project structures and display them as columns in the report Group and sort by column Display and edit the entire hierarchical structure of a project (including documents, PS texts, networks, other orders, investment programs, and SD documents) Display, change, or create, for example, a new WBS element, network, or activity Store your settings as PS info profiles
© SAP AG
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Structure Overview: Features Save profiles, versions
Graphic Alternative hierarchies
Filters/exceptions Column selection Other functions
Refresh Select other profiles
Maintain data Export data
Functions are cursor-sensitive SAP AG 2003
The PS info profile is used to access the structure overview. The structure overview is not just an evironment for displaying information, but also includes the ability to create and change project objects, confirm activities, and maintain the profiles utilized by the PS info system, in addition to other functions.
© SAP AG
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Structure Overview: Functions Menu Jump to purchasing docs for account assignment
Menu Jump to capacity evaluation
Other Functions
Menu
Jump to cost reports ContextContextsensitive mouse
Menu Jump to PREQs & purchase orders for account assignment Menu Jump to reservations for account assignment
SAP AG 2003
In addition to the functions you can execute using the various icons, the structure information system offers two more facilities: Context-sensitive mouse: You can use cursor positioning and the context-sensitive mouse to execute functions. Double-clicking items: In Customizing, you can choose between ten selection actions, as to what should happen when an item is double clicked. Possibilities include confirmation and changing the object. By choosing Goto → Information System, you can call up reports in other areas: - Cost reports - Capacity evaluations - Reservations concerning account assignment - Purchase requisitions concerning account assignment - Purchase orders concerning account assignment - Purchasing documents concerning account assignment
© SAP AG
PLM240
4-6
Editing All Objects Create Change/display SD
Refresh
CO
PM
PP
Confirmation
Text Mat. Mat.
SAP AG 2003
In the structure/date information system, you can display, change, and create all the objects described. If you have a multilevel production structure with production and planned orders (assigned to WBS elements), the entire structure will be displayed in the WBS, and can be edited. You can create new PS objects (for example, project definitions, WBS elements, networks, and activities). The object created will depend on where your cursor is positioned (that is, the procedure is cursor-sensitive). You can refresh the screen to display your changes immediately. When you do this, the data is read from the database again.
© SAP AG
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4-7
Graphical Evaluation Structure Graphic ?
Presentation Graphic
Hierarchy Graphic ?
1400 1200 1000 800
-
600 400 200 0
Gantt Chart
Network Graphic ? ■
Klicken Sie, um Text hinzuzufügen
Portfolio
SAP AG 1999
You can call up the following graphics from the structure information system: Structure graphic (Other objects are displayed in addition to WBS elements and activities, such as SD documents, project orders, or investment programs, for example) Hierarchy graphic (WBS elements and activities) Network graphic (Activities) GANTT chart (Unlike the project planning board, this can be called up for several projects) Portfolio (X-Y representation of two columns) SAP Presentation Graphic (This enables you to display values in various ways - as totals curves, for example, or as histograms)
© SAP AG
PLM240
4-8
Importing and Exporting Data Export/Download
Export
Excel Quotation 1 A Material 2 3
B 50 USA 50%
C Spanien 4%
RTF
Mail
Ex-/Import
Access
SAP Office e-mail
PC text MPX MS Project SuperProject Timeline...
HTML
Graneda
EPS Interface/OpenPS Ext.Systems Ext.Systems
WWW
BAPI
MS Project Palm
SAP AG 2003
From the structure information system, you can export data in a range of formats: Microsoft Word (RTF format) Microsoft Excel Microsoft Access Microsoft Project (MPX) HTML GRANEDA (metafile) You can print out overviews and graphics, or sent them to colleagues by e-mail. As of Release 4,0, you can use the BAPI-enabled External Project Software (EPS) interface to export and import PS objects (project definitions, networks, activities). You can also establish a connection to non-SAP systems using the EPS interface. The standard SAP System contains an interface to MS Project (OpenPS).
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Individual Overviews
Project Definition
WBS Element
Description
Lvl CoAr
SAP List ListViewer Viewer SAP Prof./var. No. of WBS Element: 9 Project definition WBS Element
Hier.
Sel.
WBS code Turbine Standard Lvl
Name
Status
EnhancedOverview Overview Enhanced SAP AG 2003
There are two environments available for evaluating individual overviews. As of SAP R/3 Enterprise Core 4.70 you can access the individual overviews based on the SAP List Viewer (ALV), which were newly implemented with Note 353255, by using the SAP Menu. You can also access the enhanced individual overviews from release 4.5 from the SAP Menu. When you go to the Structure Overview and the Project Planning Board in the individual overviews, the standard system calls up the new individual overviews. If on the other hand, you want to call up the enhanced individual overviews, you must activate the user parameter PSIS-USE_EXTENDED. The interfaces originally delivered with Release 4.6A for structure overviews and individual overviews are no longer supported (since SAP Note 326591) and have been deleted. The SAP List Viewer allows the user or administrator to create layouts that define the fields displayed in the columns, the sort order and the output view. The enhanced individual overviews utilize profiles to control the fields that are displayed, sort order, and grouping, and summarization criteria.
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Customizing the Structures Information System
SAP SAP AG AG 2003 1999
The Customizing settings for the structures information system are located in the IMG for Project System, under Information System → Technical Project Reports.
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PS Info Profile Data base profile for selection of data Individual overview profiles
Structure overview profile
Resources main profile
Branch from reports
PS Info Profile Overview variants header, footer
PS graphics profile Text modules for title and header lines SAP AG 2003
The overall profile contains individual profiles and overview variants. These include: Database profile for data selection from the logical database Profiles to display the structure overview and the enhanced individual overviews Main profiles for displaying resource capacity evaluation Overview variants and text modules for displaying header and item lines Facility for defining which options are available for branching from the reports to more detailed information Costs, revenues and down payments are only displayed on the structure overview and the individual overview, if the Expenditure indicator has been maintained in the profile for the data base selection. You can edit individual profiles, overview variants, and texts within the overall profile. You can change profiles in the application if this is permitted in the profile.
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Hierarchical Profile Representation Overall Profile (PS Info Profile) DB profile Profiles: (individual) overviews Subprofile - displayed fields Subprofile - sort criteria Subprofile - Summarization Criteria Subprofile - grouping criteria Filter criteria: Gen. Filter Filter criteria: User filter Filter criteria: Status filter Filter criteria: Object filter ... SAP AG 2003
The overall profile/PS info profile is the central container for all settings. The overall profile is assigned the database profile (defines the data to be selected from the database) and the profiles for the enhanced individual overviews. The appearance of the various individual overviews is defined by subprofiles in the corresponding profiles. You can create subprofiles to define the column format in the list, as well as the sort, summarization, and/or grouping criteria, or the filters used to restrict the data selected. These profiles are set either - In the individual activities in Customizing for the technical project reports or - Directly in the PS info profile. To do so, position the cursor on the profile you want to maintain and select the Edit profile/variant pusbutton.
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Overview Profiles
Settings
Changes
Hierarchy/tree Display groupings Version comparison Sort down
Settings Values abs./per. Units in header line Object type, text Original width
Field widths
Protected Not modifiable
Object width Column width
Highlights
Subprofiles Displayed fields Grouping criteria Summariz. criteria Sort criteria
General User-defined Status-dependent
Filters General User-defined Status-dependent Object
Objects WBS elements Activities Orders ...
= only in structure overview SAP AG 2003
The overview profiles determine which objects (structure only) and fields are displayed. You specify how fields are to be displayed, sorted, grouped, filtered and highlighted when the overview is called up. You can go to the screen for maintaining subprofiles (displayed fields, sort/grouping/summarization criteria) from the transaction for maintaining the overview profiles. You can only select the displayed objects and object filters for the structure overview (as this is the only overview in which different objects are displayed). Note: The settings made in Customizing for the profiles displayed fields, group and sort criteria can be overridden by defining display variants in the appropriate overviews.
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Overview Subprofiles
Structure overview
Individual overview Activities/elem.
Individual overview WBS elements
Individual overview Components
....
Field profile
Field profile
Field profile
Field profile
Grouping profile
Grouping profile
Grouping profile
Grouping profile
Summarization profile
Summarization profile
Summarization profile
Sort profile
Sort profile
Sort profile
Summarization profile Displayed
fields, e.g. Profil
Project element Sortierung Earliest start, Latest finish, Status
Group by
Project definition WBS element Order/network
Summarization criteria, e.g. Plant Project type
Sort by Work center Work
SAP AG 2003
You can define subprofiles for each overview. These subprofiles specify: Which fields are displayed in the overview The fields according to which the overview is grouped The criteria according to which the data is summarized The fields according to which the overview is sorted By assigning the subprofile to the profile of the overview and assigning this to the PS info profile, you can define these defaults when you call up the information system.
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Appendix: Change Documents
SAP SAP AG AG 1999 1999
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Change Documents Change Documents
Project definition WBS elements
Master data
Networks Network activities
Status
Master data
Settings in the project profile
Status
Parameters for network type
SAP AG 2003
In the structures information system, you can branch to an evaluation of the generated change documents. For this purpose, however, change documents must have been written for the transactions in question. To allow documents to be written for changes to project master data (project definitions, WBS elements), you have to set the Change document creation allowed flag in the project profile. Change documents are then created if the object status allows change documents to be written, and if the modified field is relevant for change documents. If status changes are also to be documented by means of documents, you also have to set the Change documents for status flag in the project profile. For changes to networks/network activities, you have to activate the Creation of change document active flag in the parameters for the network type. As a result, any changes to fields that are predefined by the system will be documented internally by means of document. You can also use other parameters to define whether status change documents are created for network headers, network activities, material components, or production resources/tools. Note: If you set these flags, the response time when saving your data will be longer.
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Change Documents: Evaluation
Choose the objects
List of change documents for selected object
Select the change documents
SAP AG 2003
Transactions CN60 is provided evaluating change documents. You can also evaluate change documents from the structure overview and the enhanced individual overview once the reports have been executed. Here, you select the objects whose changes you want to see and then choose Settings → Select change document to select and display the generated change documents. The selected documents are the changes that have been made to the master data fields of the respective objects. Change documents that document status changes are not shown here. To view status change documents, call up the status screen of the relevant object and choose Extras → Change documents to display either all documents or only those documents that affect a certain status.
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Structures Information System: Unit Summary
You are now able to: Navigate within and between overviews Use the functions available in the overviews Display results in the form of graphics Edit objects from the information system Customize the Structures Information System
SAP AG 2003
The structures information system covers mainly structural and logistical aspects of projects. In addition to its reporting function, it offers a facility for processing objects interactively (creating, changing, confirming). Evaluating change documents is also part of the structure information system. You have to make the appropriate settings in Customizing to allow these documents to be created.
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Exercises Unit: The Structures Information System Topic: Evaluation of Customer Project •
Evaluate customer project T-200## using the structure overview reporting
•
Evaluate project T-200## in the SAP List Viewer representation using the individual overview
•
Utilize the status selection profile to select project objects that meet specific status criteria
•
Include functions in the application function bar
•
Save and compare project versions
•
Customize a PS info profile
•
Assign material components to the network
Having created project T-200##, you now want to evaluate the project using the structures information system.
1-1
Use the structure overview to track and evaluate your project and monitor project objects that meet certain criteria. 1-1-1 Using PS Info Profile YIDES_130000, access the structure overview for your project T-200## (use session 2). SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click You are in the selection screen for the structure overview. Run the overview for your project T-200##. Field Name
Value
Project
T-200##
Choose Execute
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1-1-2 Change how the project objects are displayed by showing the description in addition to the project object numbers. Settings → Identification → Number and text Since the contents of the object column have changed, the current column width is too small. Modify the column width accordingly and confirm your changes by choosing Enter. Settings → Column width → Object… In the dialog box: Object width: "50" Choose Enter The overview is now almost too wide to fit on one page on the screen. Reduce the column width by displaying the units for the cost and revenue columns in the column header. Settings → Page header → Units in header 1-1-3 Define a header for this structure overview so that you can store important report information. Settings → Maintain header text Enter a name for the header text in the dialog box displayed. Use your group number here to help you find the text module again more easily. Dialog box: Choose text module, enter Header PLM240_## Choose Continue (Enter) The editor for entering header texts is then displayed. First create a frame for the header text. To do so, position the cursor at the start of the first line and choose Frames. The message in the status bar then asks you to specify the opposite corner of the frame. To do so, move the cursor to the position at which you think the frame should end and choose Frames again. Position the cursor at the start of the first line Choose Frames Position the cursor at the opposite corner of the frame Choose Frames Then insert an additional line for the text. Position the cursor at the start of the second line Choose Insert line Enter the following texts in the available lines: Report name: User:
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Then enter the appropriate variables for the report name, user, and date. To do so, position the cursor after each of the text items and choose the Gen. variables. Choose and insert the relevant variable in each case. Position the cursor after Report name Choose Gen. variables Dialog box: Choose the variable name Report description Width 30 Choose Continue.......(Enter) Use the same procedure to insert the variables for the user and date. Position the cursor after User Choose Gen. variables Dialog box: Choose the variable name Name of User in the Output Width 20 Choose Continue........(Enter) Position the cursor after Date Choose Gen. variables Dialog box: Choose the variable name Date of output Width 10 Choose Continue........(Enter) Save the header text you have just defined and go back to the structure overview. Choose Save Choose Back
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1-1-4 For your purposes, you need additional columns in the list. Now choose these fields by using the field selection function. Select Choose fields… The left-hand pane of the dialog box displayed shows the fields that are currently visible. The pane on the right shows the fields that are available. Select all of the cost and revenue fields in the left-hand pane and hide them. Select the cost and revenue fields Select Do not choose In the right-hand pane, select the Responsible person and No. of resp. person fields, and add them to your list. Field Person Responsible No. of resp. person Select Choose Choose Enter
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1-1-5 Save your changes in separate profiles so that you can use them again in the future when working with the structure overview. Choose Save In the dialog box displayed, choose the "Save profiles" option. Choose Save profiles In the dialog box displayed, overwrite the proposed profiles with the following entries: Field
Input Data
PS Info Profile
PLM240_000##
Description
GR##: PS Info Profile
DB profile
Do not change!!!!
Project view
Do not change!!!!
Profile overview
PLM240_000##
Description
GR##: Structure overview profile
Displayed fields
PLM240_000##
Description
GR##:Structure Overview displayed fields
Then save the profiles. Choose Save
Question
© SAP AG
What have you achieved by saving the profiles? By confirming your changes, you have added new entries to the relevant customizing tables and thus changed the Customizing settings from the application for the following profiles: • PS Info Profile (Overall Profile) • Structure overview • Fields displayed in structure overview
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1-1-6 Reset the hierarchical view of your project so that you can also use functions such as grouping, sorting, and so on, in the structure overview. View → Hierarchy → Reset hierarchy You can now sort, group, and/or summarize the list of all the existing objects in the project that you have selected. Note how the application toolbar has changed, and now includes icons for sorting in both ascending and descending order, for example. Now sort the list in ascending according by a characteristic of your choice. If the characteristic by which you want to sort the objects is already displayed in the list, all you have to do is position the cursor on it and choose Sort in ascending order. If, however, you want to sort the objects by a characteristic that is not shown in the list, position the cursor outside the list area and choose one of the sort pushbuttons. A dialog box is then displayed in which you can choose your characteristic. 1-1-7 You want to select the activities in your project that have an earliest start date within the next 45 days. Use the exceptions to do this. Choose Set exceptions 1 In the dialog box displayed, choose the General…option. Choose General… An additional dialog box is displayed with tabs provided for different general conditions. Choose the tab Dates, and enter a date range from today to today + 45 days. Select Dates Enter the following: Field
Input Data
Earliest start/start
0
Earliest start/start to date
45
Then activate the exception. Choose Set conditions The exceptions highlight any activity that is scheduled to start within the next 45 days.
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1-1-8 Leave the structure overview and return to the selection screen. Choose “Back” Change the database profile by activating the Sales document option. Choose Change DB profile Flag the Sales document option Choose Continue Enter
Questions
How has the selection screen changed? An additional selection criterion, called Sales document, now appears.
Remove the number of your sales order from the sales document field. Delete the content of the Sales document field Run the structure overview for your project T-200## again. Choose Execute The sales order you created now appears in the hierarchical project structure display.
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1-2
Use the individual overview for activities to enter confirmations and evaluate your activities that meet certain status criteria. 1-2-1 Using PS Info Profile YIDES_130000, access the enhanced individual overview for activities for your project T-200##. SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Enhanced Individual Overviews → Activities/Elements (double-click) You are in the selection screen for the individual overview. Run the overview for your project T-200##. Field Name
Value
Project
T-200##
Choose Execute Enter confirmations for activities 0100 and 0200. Accept the default values for the confirmation. Choose Deselect all Select activities 0100 and 0200. Extras/environment → Confirm → Collective Confirmation Select the Finish indicator. Select Enter. Accept the remaining defaults. Save the confirmations.
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1-2-2 Execute the individual overview again. However, this time, use the status selection profile PLM_0## for selecting activities. SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Enhanced Individual Overview → Activities/Elements (double-click) You are in the selection screen for the individual overview. Before executing the report, assign the status selection profile for the selection of activities. Choose Status Selection profile Enter PLM_0## for activities Choose Continue Enter Run the overview for your project T-200##. Field Name
Value
Project
T-200##
Choose Execute Are the activities 0100 and 0200 included in the report?
Questions
Why aren’t the activities 0100 and 0200 included in the list of activities? The status selection profile PLM_0## only includes objects that do not have the status Confirmed. Since activities 0100 and 0200 have been finally confirmed, they have been removed from the list of objects that are displayed for the report.
Exit the report.
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Topic: Saving Project Versions 2-1
In the following section, you will save project versions for your project T-200## in the structure information system. These project versions will be evaluated during the Milestone Trend Analysis. To do so, call up the structure overview in your editing session (session 2). SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) You are in the selection screen for the structure overview. Run the overview for your project T-200##. Field Name
Value
Project
T-200##
Choose Execute In order to see the object descriptions, activate the number and text in the display. Settings → Identification → Number and text In this exercise, you will create two project versions: • A project version, Gr##_01, which you save in the structure information system at the beginning of the exercise • A second version resulting from an extension of the project T-200## that contains two additional activities and certain other changes.
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2-1-1 Create the first project version and store it under your group name GR##_01. First, prepare the data for the project version. Edit → Scope of current data → All fields Select Yes for the pop-up question Do you want to refresh the selection? Then, save the project version. Save. → Save project version Enter the following data in the Save Project Version dialog box: Field Name
Values
Vers.key
Gr##_01
Description
First version Gr.##
Version Group
Gr##_01
MTA-relevant
Active
Confirm by choosing Enter
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2-1-2 Now change the existing project structure by creating a new WBS element. Select WBS element T-200## Choose Create Object Enter the following data in the WSB element overview: Field Name
Values
Lev.
2
WBS Element
T-200##.6
Description
Quality Assurance
Planning indicator
X
Confirm your inputs with Enter and save the project. Choose Enter Choose Save Select the milestone Partial Billing 40% in the structure overview and change it. Select milestone Partial Billing 40% Choose Change Object Enter a fixed date that is 15 days earlier than the scheduled milestone date and deactivate the "Offset to finish" indicator. Field Name
Values
Fixed date
Scheduled date - 15 days
Offset to fin.
No
(deactivate indicator)
Confirm your inputs, save the changes, and go back to the structure overview. Choose Enter Choose Save Now change the activities 5000 and 5100. To do so, select the network header ("Turbine") and switch to change mode. Select the network header for Turbine Choose Change Object The screen for maintaining the network header appears. Branch to the activity overview for the network. Choose Activity overview
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Change the duration of activities 5000 and 5100. Field Name
Value (old)
Value (new)
5000: Normal duration
35 days
55 days
5100: Normal duration
55 days
35 days
Then reschedule the network and save your changes. Choose Schedule Choose Save You then return to the structure overview. Refresh the data to see how these changes have affected your project. Evaluation → Refresh 2-1-3 You now create the second project version. To do this, select the whole structure and select Save Project Version to save your project version GR##_02. Save. → Save project version Enter the following data in the Save Project Version dialog box: Field Name
Values
Vers.key
Gr##_02
Description
Second version Gr.##
Version Group
Gr##_02
MTA-relevant
Active
Confirm by choosing Enter Once you have saved the project versions, exit the SAP List Viewer structure overview. Choose Back You will need the versions in the Project Progress unit to perform a milestone trend analysis.
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2-2
Using the Structure Overview, compare two of your project versions. SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) Before executing the report, change the DB Profile so versions can be selected for the report. Choose Change DB profile Flag the Version option Choose Continue Enter You are in the selection screen for the structure overview. Run the overview for your project T-200## versions FREI and Project Version 2: GR##_02. Field Name
Value
Project
T-200##
Current data
deselect
Version data
select
Version
GR##_01
Version
GR##_02 (use multiple selection to list second version)
Choose Execute 2-2-1 Execute the comparison of the project structures for version GR##_01 and GR##_02. View → Version Comparison (lines) → Leading version Select version GR##_02
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Topic: Editing the PS Info Profile in Customizing 3-1
In the following section, you will change your own PS info profile that you created in the structure overview. You will assign the database profile you defined in the Data Selection unit to this info profile. 3-1-1 Call up the settings for the technical project reports in Customizing for Project System. SAP Easy Access Menu: Tools → IMG → Customizing → Edit Project SAP Reference IMG Project System → Information System → Technical Project Reports → Define Overall Profiles for Information System Call up the detail screen of the PS info profile you created previously from the structure overview. Select entry PLM240_000## Choose Details Assign the database profile (with the same name) you created earlier to the info profile. Replace the entry 130000000000 in the "Database prof." field. Field Name
Value (old)
Value (new)
Database prof.
130000000000
PLM240_000##
Confirm your entry by pressing Enter. Confirm by choosing Enter
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3-1-2 Double-click the entry to call up the profile containing the (individual) overview of the WBS elements. In the overview of the existing profiles, select the entry 000000000001 and copy it to a separate profile. Select the entry 000000000001 Choose Copy as... Enter the following description for the target entry: Field Name
Values
Profile
PLM240_000##
Description (without text)
Profile WBS Elements Group ##
Confirm your inputs with Enter and call up your profile again to change it. Select entry PLM240_000## Choose Details Delete the subprofile grouping criteria 000000000001. Field Name
Value (old)
Grouping crit.
000000000001
Value (new) (blank)
Then check the settings for the Displayed fields profile. Double-click profile 000000000001. Select the subprofile Displayed fields 000000000001 Which columns are now displayed in the individual overview of the WBS elements? Go back to the detail view of the profile, save the changes you made, and return to the overall profile. Choose Back Choose Save Choose Back (twice)
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3-1-3 Assign the WBS elements profile to the PS info profile. Replace the entry 000000000001 with PLM240_000##. Field Name
Value (old)
Value (new)
WBS elements
000000000001
PLM240_000##
Save this change and go back to Customizing. Choose Save Choose Back (twice) 3-1-4 Create a separate subprofile called Sort criteria for your individual overview for WBS elements. IMG: Project System → Information System → Technical Project Reports Define Profiles for Sort Criteria In the first dialog box displayed, choose the "WBS elements" option. In the second dialog box, enter the name of the profile you want to create. Choose WBS elements Choose Continue Enter PLM240_000## Choose Continue An empty list is then displayed, in which you can now enter the characteristics that you want to use as sort criteria. Choose New Entries Choose the Project definition and WBS element fields in the pane on the right, copy the fields to the list of sort criteria on the left, and confirm your entries. Select the Project definition field Select the WBS element field Select Choose Choose Continue Enter Enter the following description for your profile: Field Name
Values
Description (without text)
Profile Sort Criteria Group ##
Save the profile and return to the IMG. Choose Save Choose Back (several times).
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3-1-5 Assign your Sort criteria subprofile to the PLM240_000## you created for the WBS elements individual overview. IMG: Project System → Information System → Technical Project Reports → Define Profiles for Calling Overviews In the dialog box displayed, choose the WBS elements option. Choose WBS elements Choose Continue Call up the detail view of profile PLM240_000## and assign the profile for the sort criteria. Select the entry PLM240_000## Choose Details Delete the sort criteria 000000000002 subprofile and choose your profile with F4. Field Name
Value (old)
Value (new)
Sort criteria
000000000002
CA840_000##
Save your changes and return to the IMG. Choose Save Choose Back (several times). 3-1-6 Now check the changes you made and the effects they have had on your PS info profile. IMG: Project System → Information System → Technical Project Reports Define Overall Profiles for Information System Choose your overall profile and display the detailed information. Select entry PLM240_000## Choose Details Double-click the profile for the "WBS elements" individual overview. Select the entry for your group in the list and display the profile details. Double-click the WBS elements profile Select the entry PLM240_000## Choose Details Double-click the Sort criteria profile. Here, you can see the characteristics that you defined previously. Double-click the Sort criteria profile. Exit the profile and return to the IMG. Click Back (several times) © SAP AG
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3-1-7 Switch to session 2 in the structure overview. You are in the selection screen for the structure overview. Change the PS info profile and carry out the evaluation using the entry you defined in Customizing. Confirm your entry by pressing Enter. Choose Other PS info profile Select the entry PLM240_000## Choose Continue Run the structure overview for your turbine project T-200##. Field Name
Value
Project
T-200##
Choose Execute Call up the WBS elements individual overview from here. Goto → Individual overview → WBS elements The WBS elements individual overview is then displayed. Here, you can see the result of the settings you made in the PS info profile PLM240_000##. Leave the structure overview and return to the selection screen of the structure overview. Select Back (twice)
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Topic: Material Assignment 4-1
In the turbine project, we will assign components for planning material costs to some activities. For this project, your engineering department has used CAD systems to create BOMs and material masters. To plan material costs in detail and trigger procurement of the necessary components, you use the BOM-PS interface to assign components to the activities in your project. 4-1-1 Transfer the bill of materials. (Session 1) Assign BOM components to the activities of your project T-200## (using the common reference points). Project System menu Material → Planning → Bill of Material Transfer (double-click) 4-1-2 Enter the following data on the initial screen: Field Name
Values
Project definition
T-200##
Profile
1300
Material
T-20000
4-1-3 Transfer the bill of materials. Choose Execute In the results overview, you will see the components of the (multi-level) BOM that were assigned to the activities in your project because they had the same reference points. The components are assigned when you save your data. There are also two other ways of assigning material components to activities: 1. By copying from another project (that is, components have already been assigned to the other project) 2. By assigning components manually using the Project Builder or project planning board 4-1-4 Save the assignment. Choose Save © SAP AG
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Topic: Reporting 5-1
(*** OPTIONAL ***)
Use session 2 (structure overview) to view the changes resulting from the assignment of the components. 5-1-1 In the structure overview (session 2), access the evaluation for your project T200##. Enter the following in the selection screen: Field Name
Values
Project definition
T-200## Delete the entries in the other fields
Execute the evaluation. Choose Execute Use exceptions to highlight the assigned components. Choose Set exceptions 1 In the dialog box displayed, choose the User-defined… option. Choose User-defined… An additional dialog box is displayed with the characteristics available for specifying user-defined exceptions in the right-hand pane. Choose the Object type characteristic, add it to the list of selected conditions, and specify the Component condition. Select Object type Select Choose Field
Input Data
From
Compo*
Then activate the exception. Choose Set conditions Two components are highlighted in red. These are components made internally. However, you have assigned many more components to the network using the BOM-PS interface. Use the exceptions 2 option to highlight these in the structure. Choose Set exceptions 2 In the dialog box displayed, choose the User-defined… option. Choose User-defined…
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An additional dialog box is displayed with the characteristics available for specifying user-defined exceptions in the right-hand pane. Choose the Object type characteristic, add it to the list of selected conditions, and specify the Externally processed components condition. Select Object type Select Choose Field
Input Data
From
Ext*Comp*
Then activate the exception. Choose Set conditions Further components will now be highlighted in green. Purchase requisitions were created for these components when they were assigned. This is why they are shown under a different object type.
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Controlling Information System (2)
Contents: Hierarchy reports Cost element reports Line item reports
SAP AG 1999
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Controlling Information System: Unit Objectives
At the conclusion of this unit, you will be able to: List the various types of reports in the controlling information system and explain their functions: Hierarchy reports Cost element reports Line item reports
Use the different report types to find the required information
SAP AG 2003
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Course Overview Diagram (5)
5
Enterprise reporting Resources Material Progress Controlling
Structures Data selection Project structures Course overview SAP AG 2003
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Overview
SAP AG 2003 1999
The Controlling Information System contains three types of reports: Hierarchy reports Cost element reports Line item reports The report type you choose will depend on the information you require and the level of detail of this information.
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Overview of Data Types
Actual costs
Actual revenues
Payment commitment Cost commitment T-200## Turbine
Actual payments T-200##.1 Engineering 1000 1000 1100 1100 1200 1200 1300 1300 1400 1400 1500 1500
Planned payments
T-200##.2 Planning
T-200##.3 Production
2000 2000
4000 4000
T-200##.4 Assembly 5000 5000 6000 6000
Budget Planned costs
Planned revenues
SAP AG 2003
The controlling information system covers, above all, the commerical aspects of project processing. The term commercial data in this context primarily means costs, revenues, and payments (receipts and disbursements). The following are among the values available: Actual Plan Commitments (costs, payments) Budget Depending on what you want to know, you can analyze and evaluate this data using the various report types.
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Overview of Report Types
List
Edi t Goto View
Extras Settin gs System
WBS elem ents
Help
Act.
Network
P.1234.1000
10
6004056
P.1234.1000
20
6007843
P.1234.1000
30
6009977
* 1000
10
P.1234.1000
20
6003433
P.1234.1000
30
6005678
CCenter
1000
Cost Element
Actual C osts
400000
ALV 420000
12.000.00
1000
450000
23.000.00
1000
* 1200
1200
600000
1200
240000
1200
620000
* *P.1234.1000
4731
10
COPC-FINI-2
4745
10
COPC-CONFIG-1
Cost element reports
Cost El. PRO WBS WBS-1 WBS-2 NWA 2000 NWA 2100 NWA 2300
400000 410000 417000 466000 619000 620000 650000 890000 892000 Saldo
Actual 12.000 3.000 24.000
Commt
6.000
Total 12.000 3.000 30.000 5,384
7,286
7,286
7,200
7,200 6.000
30.000.00
36.000.00
66.000.00
1200
24.000.00
20.000.00
1200
40.000.00
36.000.00
36.000.00
Line item reports
5,384
58,870
45.000.00
111.000.00
10
Hierarchy reports
10.000.00
1000
64,870
Plan 18,500 5,300 28.000 8.000 6,442 9,582 13,388 7.080 6,350 102,642
SAP AG 2003
In the hierarchy reports, the system displays the value flow of the commerical data in an individual project, in subprojects, or cross-project, from hierarchical points of view. The cost element reports analyze the value flow in one or more projects, detailed by cost element. The Report Painter is used to created cost element reports. You can use the line item reports to evaluate individual postings according to various, flexible criteria and analyze planned, actual, and commitment data for individual transactions. The tool for displaying the line items reports is the ABAP List Viewer (ALV).
© SAP AG
PLM240
5-6
Hierarchy Reports: Overview
SAP AG 2003 1999
You can call up hierarchy reports via Logistics/Accounting → Project System → Information System → Financials. You can then go to: Costs → Plan-Based → Hierarchical Costs → Budget-Related, or Revenues and Earnings→ Hierarchical
© SAP AG
PLM240
5-7
Hierarchy Reports: Basic Concepts Characteristics
Form Basic Concepts
Key Figures
SAP AG 2003
The characteristics lay down the options for classifying the dataset. Examples include the controlling area, division, and customer group. Each characteristic is subdivided into a number of characteristic values, such as the customer groups Wholesale and Retail. The existing master data are objects for such characteristic values. Key figures are values (costs, revenues), quantities (number of employees, sales quantity), and calculations based on them (contribution margin, variances). In the standard hierarchy reports in the Project System, only the evaluation of values and calculation are possible. From Release 4.6A, there is a modification you can use to include quantities in the hierarchy reports. Forms describe the basic content and structure of report lists. A form can be regarded as a semifinished report, which you will complete later by adding characteristics and key figures. Characteristics form part of the form as well as the report. You can choose key figures in either the form or the report.
© SAP AG
PLM240
5-8
Hierarchy Reports: Output Type
Accessing a Hierarchy Report
Conventional drilldown report
Plan/Actual/Variance
Graphical report output
Current Data 11/26/1999
Navigation Value category
Plan/Actual/Variance
Period/year
Navigation
Comm. Activity
N
Current Data 11/26/1999 A
Text
Object
Plan
PRO E-9977
Total for Years Object -
PRO E-9977 -
WBS E-9977 +
Elevator Model 1001 Elevator
WBS E-9977-1
Engineering
+
WBS E-9977-2
Procurement
-
WBS E-9977-3
Assembly
-
Plan
Act.
Var.
Var. %
156,162
15,342
140,820
90.2
156,162
15,342
140,820
90.2
15,875
17,113
1,238-
15.6-
25,601
1,200
24,401
95.3
109,686
0
109,686
100.0
Section 1
NWA 910990 1160
52,720
0
52,720
100.0
Section 2
NWA 910990 1170
56,966
0
56,966
100.0
WBS E-9977-4
Insurance
Insurance NWA 910990 3000 Result
3,971
79.4
5,000
1,029
3,971
79.4
156,162
5,000
19,342
1,029
140,820
90.2
Object Val.cat. Per./year T.Crcy Comm. Tr.
156,162
WBS E-9977156,162
Act. 19,342
19,342
PSP E-9977-1
15,875
17,113
PSP E-9977-2
25,601
1,200
WBS E-9977-3
109,686
0
WBS E-9977-4
5,000
1,029
Result 156,162
19,342 =
Lead column Total ----------------------Prev.years
Plan
Act.
156.162 ----------
Var.
19.342 ---------
0
Var. %
140.820 ---------
0
90,2 ---------
0
0
>
SAP AG 2003
When accessing a hierarchy report, you can choose between two formats: Graphical report output Conventional drilldown report If you choose the conventional option, the system displays the view already familiar to you from releases before 4.6A. If you choose the graphic, the same data is displayed in graphical form. You preconfigure the type of output as part of the report definition. When you run that report, the system automatically chooses the configured output type. However, you can choose the conventional output if you need it this time. If you want to be able to choose an output type before the report is run, you must make sure that the Available on selection screen flag (Output type tab page) is activated in the report definition.
© SAP AG
PLM240
5-9
Hierarchy Reports: Classic Output
SAP AG 1999
© SAP AG
PLM240
5-10
Classic Drilldown Report: Structure Plan/Actual/Variance Navigation Value category Period/year Comm. transaction
Current Data 11/26/1999
Total for Years Object
Plan
- PRO E-9977 Elevator Model 1001 - WBS E-9977 Elevator + WBS E-9977-1 Engineering + WBS E-9977-2 Procurement - WBS E-9977-3 Assembly Section 1 NWA 910990 1160 Section 2 NWA 910990 1170 - WBS E-9977-4 Insurance Insurance NWA 910990 3000 Result
156,162 156,162 15,875 25,601 109,686 52,720 56,966 5,000 5,000 156,162
Actual 19,342 19,342 17,113 1,200 0 0 0 1,029 1,029 19,342
Var. 140,820 140,820 1,23824,401 109,686 52,720 56,966 3,971 3,971 140,820
Var. % 90.2 90.2 15.695.3 100.0 100.0 100.0 79.4 79.4 90.2
SAP AG 1999
You use the conventional drilldown report if you want to print out the report data. You can configure which list type is used as the basic list, whether the header and footer lines should be printed, and, if so, what they should contain. To enter these settings, proceed as follows: Stipulate which list type (detail list or drilldown list) should appear as the basic list when the report is executed. This setting also determines the list type for the report if you run it in background processing. In the Layout frame, choose whether the report should contain header and footer lines. If required, choose Maintain to process the text you want displayed in the header/footer lines.
© SAP AG
PLM240
5-11
Classic Drilldown Report: Evaluation (1) Drilldown by object Total
Object
Pln Act
1999 Var
Pln
Act
Var
Drilldown by period/ period/year Total
Period
Pln Act
1999 Var
Pln
Act
Charac. 2
(value category)
- WBS + WBSWBS-1 + WBSWBS-2
Charac. 1 Var
. 3 r) a c y ea r a d/ Ch erio (p
(object)
11 / 1999 12 / 1999 01 / 2000 Drilldown by value cat. cat. Total
ValCat
SAP AG 2003
Pln Act
1999 Var
Pln
Act
Var
400 620 650
The hierarchy reports in the Project System offer a dialog-oriented information system, which you can use to evaluate the costs/revenues/payments key figures. Reports of this type can evaluate your data according to specific characteristics. Each report contains a wide range of lists that you can access interactively. Using the drilldown functions, you can navigate from the basic list to the various levels in the report. You can also change the sequence of characteristics as you go. Further navigation examples: Next level Next object within the level Hide a level Detail list/drilldown list.
© SAP AG
PLM240
5-12
Classic Drilldown Report: Evaluation (2) Drilldown lists by characteristics
Basic list Charac. 2
(value category)
Charac. 1
3 c . e ar ) a ar d/y Ch erio
Object Objekt WBS + WBS-1 + WBS-2
Plan
(p
(object)
d ill Dr
Drilldown list level 1
Act.
n ow
Drilldown list level 1 Charac. 1 = WBS-2 Charac. 2 = 620
Charac. 1 = WBS-2
ValCat. Objekt 400 620 890
Plan
Act.
Object Value category Period/year
% var.
% var.
Drilldown
Per./year Objekt 08/2000 09/2000 10/2000
Plan
Act.
% var.
SAP AG 2003
Using the drilldown functions, you can navigate from the basic list to the various levels in the report. You can also change the sequence of characteristics as you go. You can select individual elements and analyze their costs in greater detail using drilldown lists. Examples: Displaying all of the planned costs of a project Displaying the planned costs of WBS element WBS-2 only Displaying the planned costs of WBS element WBS-2, value category 620, in period 10 / 2000 Other features available in hierarchy reports: Sort columns, define exceptions, display in different currencies, expand or collapse various levels of the hierarchy structure, display results graphically. Export data to MS Word, MS Excel, or to a local file; send/print out the report. Go to other reports.
© SAP AG
PLM240
5-13
Branching to Other Reports (1) Basic list Drilldown lists Object Object WBS + WBSWBS-1 + WBSWBS-2
Plan
Other hierarchy reports Act.
Var.%
Cost element reports
.....
List
Line item reports
Edi t Go to View
Extras Settin gs System
Help
WBS elem ents
PRO WBS WBS-1 WBS-2 NWA2000 NWA2100 NWA2300
C.Elemt 400000 410000 417000 466000 619000 620000 650000 890000 892000 Bal.
Ist 12,000 3,000 24,000
Commt
6,000
5.384
Plan 18,500 5,300 28,000 8,000 6,442
5,384
7.286
7.286
7,200 58,870
Total 12,000 3,000 30,000
7,200 6,000
64,870
Act.
Network
P.1234.1000
10
6004056
P.1234.1000
20
6007843
30
6009977
P.1234.1000
*1000
P.1234.1000
P.1234.1000
*1200
9,582 13,388 7,080 6,350 102,642
**P.1234.1000
? =
10
CCenter
1000
Cost Elem ent
Actual C osts
400000
ALV 420000
12,000,00
1000
450000
23,000,00
1000
20
6003433
30
6005678
10,000,00
1000
1200
600000
1200
240000
1200
620000
45,000,00
30,000,00
36,000,00
66,000,00
111,000,00
10
4731
10
COPC-FINI-2
4745
10
COPC-CONFIG-1
1200
24,000,00
20,000,00
1200
40,000,00
36,000,00
36,000,00
Confirmation
nts e m cu Do
SAP AG 2003
From the basic list or the drilldown lists of the drilldown report, you can go to other reports of different types (cost element reports, for example, or line item reports). The standard system comes with predefined navigation options to cost element reports and line item reports. You can copy this report-report interface when you create reports of your own. You can also define other navigation options to standard reports and user-defined reports when you maintain the drilldown report (sender/receiver list). When you have executed the report, you can select fields, and navigate to other reports by choosing the Goto menu. Example: Drill down from the cost structure to itemized cost elements and individual documents.
© SAP AG
PLM240
5-14
Classic Drilldown Report: Functions Goto
Report Export Send Print report Save
Columns Period breakdown Graphic Access report
Edit Sort Analysis Condition Ranking list (top N) Hierarchy Columns on/off, sort Find SAP AG 2003
© SAP AG
Settings Currency Number format Characteristic display Totals line Percentage/absolute Zeros on/off Headers on/off Report text on/off Navigate
Extras Exceptions Comment Report parameters
PLM240
Drilldown Detailed list Characteristics Hierarchy
5-15
Hierarchy Report: Graphical Output (1)
SAP AG 1999
© SAP AG
PLM240
5-16
Hierarchy Reports: Graphical Output (2) Information area
Navigation area Plan/Actual/Variance Navigation
Current Data 11/26/1999
N D Text
Object Val.cat. Per./Year T.Crcy Comm. Tr.
Object
Plan
Actual
PRO E-9977 WBS E-9977
156,162 156,162
19,342 19,342
WBS E-9977-1 WBS E-9977-2 WBS E-9977-3 WBS E-9977-4 Result
15,875 25,601 109,686 5,000 156,162
17,113 1,200 0 1,029 19,342 Drilldown area =
Lead column Total ----------------------Prev.years
Plan Actual Var. 156,162 19,342 140,820 -------------------------0Graphic and/or 0 0 detail area
Var. % 90.2 --------0
>
SAP AG 2003
In the case of the graphical report display, you can define the required output areas and determine which HTML template is to be used for the report header (information area). For example, you could include your company's logo. The header and footer lines also appears here, if you have defined them, and the HTML template is formatted as appropriate.
© SAP AG
PLM240
5-17
Graphical Output: Evaluation (1) Drilldown by object Object
Plan.
WBS E-9977-1 WBS E-9977-2 WBS E-9977-3 WBS E-9977-4 Result
15,875 25,601 109,686 5,000 156,162
Act. 19,342 19,342 17,113 1,200 0 1,029 19,342
Drilldown by period/year Period/year
Plan.
Act.
11th period 1999
5,875
7,315
12th period 1999
60,614
4,130
1st period 2000
33,909
7,987
2nd period 2000
15,110
0
3rd period 2000
40,654
0
156,162
19,342
Result
Charac. 3
156,162 156,162
(value category)
PRO E-9977 WBS E-9977
Charac. 1
. 2 r) a c ye a r a d/ Ch erio (p
(object)
Drilldown by val. category Value category
Plan.
Act.
Material in-house
49,465
2,442
Insurance
5,000
0
Travel expenses
15,000
1,087
Internal activity
84,214
15,903
Not assigned Result
2,483
0
156,162
19,342
SAP AG 2003
Using the drilldown functions, you can navigate to the various levels in the report. You can also change the sequence of characteristics as you go. You can switch the drilldown in the graphical output of the hierarchy reports as follows (provided that at least the navigation and drilldown areas are active): Switch drilldown: either click the left mouse button on a characteristic, drag it from the navigation area keeping the mouse button depressed, and drop it anywhere in the drilldown area. Alternatively, double-click a characteristic in the navigation area.
© SAP AG
PLM240
5-18
Graphical Output: Evaluation (2) Drilldown by Object Object
Characteristic 2 (Value category) Characteristic 1 (object)
3 tic is ar) r e e ct /y ra iod a h r C (pe
Plan
PRO E-9977 PSP E-9977
156,162 156,162
PSP E-9977-1 PSP E-9977-2 PSP E-9977-3 PSP E-9977-4 Result
15,875 25,601 109,686 5,000 156,162
n ow d l l i Dr
Drilldown List Level 1 Navigation
Char. 1: E-9977-2
Value category Internal material Trip costs
Plan 7,303 2,284
0 972
Result
25,601
1,200
Drilldown List Level 2 Char. 1: E-9977-2
228
16.014
17,113 1,200 0 1,029 19,342
Navigation
Actual
Internal activity
Actual 19,342 19,342
Drilldown
Value category
Plan
Actual
Period 11/1999
1,131
0
Period 1/2000
2,933
972
Period 2/2000
11,950
0
Result
16,014
972
Char. 2: Int.acty
SAP AG 2003
You can also select individual elements and analyze their costs in greater detail using drilldown lists. To carry out drilldown in the graphical report display, use drag&drop, where you click a characteristic value in the drilldown area and, keeping the mouse key pressed down, drag it to a target characteristic in the navigation area, and then release the mouse key. Alternatively, double click a characteristic value from the drilldown area. In both cases, the system carries out a drilldown for the selected characteristic value, and the report data is broken down per the values in the characteristic that the report definition gives as the next in the sequence. At the same time, arrow keys appear in the navigation area for the characteristic whose value you have chosen. You can use these keys to scroll through the values for the characteristic. As you do so, the drilldown area changes accordingly. Reversing the drilldown: Click the left mouse key on a characteristic value from the navigation area. Keeping the key pressed down, drag the value to any point in the drilldown area and release the mouse key, or double-click a characteristic value from the navigation area.
© SAP AG
PLM240
5-19
Branching to Other Reports (2) Plan/Actual/Variance NavigationN D
Text
Other hierarchy reports
Current Data 11/26/1999 Object
Plan
Actual
Plan/Act./Commt/Rem.Plan/Assgd
PRO E-9977 WBS E-9977 WBS E-9977-1 WBS E-9977-2 WBS E-9977-3 WBS E-9977-4 Result
Object Val.cat. Per./Year T.Crcy Comm. Tr.
NavigationA N
Text
Var. % 90,2 --------0
List
Edi t Go to View
Extras Settin gs System
WBS WBS-1 WBS-2 NWA 2000 NWA 2100 NWA 2300
Cost el. 400000 410000 417000 466000 619000
Act. 12,000 3,000 24,000
Commt
6,000
5.384
620000 7.286 650000 890000 7,200 892000 Balance 58,870
Total
Plan
12,000 3,000 30,000
18.500 5,300 28,000 8,000 6.442
5.384 7,286 7,200 6,000
64,870
Act.
Network
P.1234.1000
10
6004056
P.1234.1000
20
6007843
30
6009977
P.1234.1000
*1000
P.1234.1000
P.1234.1000
*1200
9,582 13.388 7,080 6,350 102,642
Line item reports
Help
WBS elem ents
PRO
Act.
>
Goto -> Line items
Cost element reports
Current Data Plan
PRO E-9977 WBS E-9977 WBS E-9977-1 WBS E-9977-2 WBS E-9977-3 WBS E-9977-4 Result
Object Val.cat. Per./year T.Crcy Comm. Tr.
=
Lead column Plan Act. Var. Total 156.162 19.342 140.820 ----------------------- ---------- --------- --------Prev.years 0 0 0
Object
**P.1234.1000
? =
10
CCenter
1000
Cost Elem ent
Actual C osts
400000
ALV 420000
12,000,00
1000
450000
23,000,00
1000
20
6003433
30
6005678
10,000,00
1000
1200
600000
1200
240000
1200
620000
45,000,00
30,000,00
36,000,00
66,000,00
111,000,00
10
4731
10
COPC-FINI-2
4745
10
COPC-CONFIG-1
1200
24,000,00
20,000,00
1200
40,000,00
36,000,00
36,000,00
Confirmation
nts e m cu Do
SAP AG 2003
From the accessed hierarchy report, you can branch to: Other hierarchy reports Cost element reports Line item reports The standard system comes with predefined navigation options to cost element reports and line item reports. You can copy this report-report interface when you create reports of your own. You can also define other navigation options to standard reports and user-defined reports when you maintain the drilldown report. When executing the report, you can select fields, and navigate to other reports by choosing the Goto menu or the appropriate icon. If only one report has been defined as the permitted receiver report, the system jumps to this report when you use this function.
© SAP AG
PLM240
5-20
Graphical Output: Functions Goto Line items Access report
Settings Currency Number format Characteristic display Totals line Column display Undo Percentage/absolute Zeros on/off
Report Save Export
Edit Analysis l ABC analysis Condition Ranking list Hierarchy selection
Extras Report parameters Attributes Comment Exceptions
SAP AG 2003
© SAP AG
PLM240
5-21
Hierarchy Reports: Requirements and Formatting
SAP AG 2003 1999
© SAP AG
PLM240
5-22
Hierarchy Reports: Requirements
Define value categories
& Import reports from client 000
& Regenerate project info database
SAP AG 2003
You must carry out the following activities in Project System Customizing before you can use the hierarchy reports for the first time: Define value categories All cost elements and commitment items, that can be posted while the project is being executed, must be assigned to a value category so that the system can evaluate the data in the hierarchy reports correctly. Import standard reports from client 000 Client 000 contains all of the standard reports predefined by SAP. In order to be able to use these, you have to import them in Customizing to the production client. Regenerate project info database The project info database has to be regenerated when the hierarchy reports are called up for the first time (and whenever subsequent changes are made to the value categories).
© SAP AG
PLM240
5-23
Creating Value Categories
Key and description of value category
New with Rel. 4.5 Define unit of measure
New with Rel. 4.5 Specify debit type Assign • Cost elements • Commitment items • Stat. key figures CJVC for checking settings
SAP AG 2003
Value categories are intervals/groups of cost elements and commitment items. They are required for: Updating the project info database RPSCO Calculating interest in projects Defining hierarchy reports for costs, revenues and payments Updating quantities in the project info database RPSCO You can maintain value categories either in Project System Customizing via Costs → Value Categories or in the application itself via Project System → Information System→ Tools → Project Info Database. To maintain value categories, you have to carry out the following steps: Define the key and description of the value category Assign a unit of measure to the value category (only with evaluations in EIS) Specify the debit type of the value category (costs and outgoing payments, revenues and incoming payments, statistical key figures) Assign cost elements, commitment items and/or statistical key figures to the defined value categories
© SAP AG
PLM240
5-24
Hierarchy Reports: Import
Client 000
E
Logon Client
Plan/Actual/Variance Project Result Budget/Actual/Variance Budget Updates Actual Contrbtn Margin Plan Contribution Margin Plan1/Plan2/Act./Commt
Import
E E E E E
E E E E E E E
Plan/Actual/Variance Budget/Actual/Variance Budget Updates Actual Contrbtn Margin Plan Contribution Margin Plan1/Plan2/Act./Commt Commitment Detail
Funds Overview Annual Overview Inc.Orders/Orders on Hand
E
Commitment Detail
SAP AG 2003
You can import the standard reports we deliver, either online or in background processing, from client 000 to the client where you are logged on. Procedure: Access the function in PS Customizing by choosing Information System → Costs/Revenues Information System → Hierarchy Report → Import Reports. Select the Project Report option. The system generates a list of all the existing standard project reports. Select the reports you want to import. Choose whether the import should run online or in the background. Choose whether you want to import reports and/or forms. Then execute the import.
© SAP AG
PLM240
5-25
Setting Up Forms Using Report Painter Basic List, Drilldown List
Report chars
Object Period / year Value category Comm.trans.
Form chars Overall
Prev.Years
Pln Act. Var.
Current FY
Pln Act. Var. Pln Act. Var.
- WBS + WBS-1 + WBS-2 + WBS-3 ....
Form key figures
Detailed List Key column
Plan
Actual
Var.
% Var.
Total Prev.years 1999 ... SAP AG 2003
The structure and content of the basic list, drilldown lists, and detailed lists in a hierarchy report are determined by two elements: Form Report definition The form determines the structure of the report and the report definition determines the content. Figures and characteristics are entered into a form and report. They then appear in the basic list, drilldown lists, and detail lists when you execute the report. The Report Painter is used to set up the form. The Report Painter is also used for: Setting up cost element reports Defining planning layouts for detailed cost, revenue, and payment planning
© SAP AG
PLM240
5-26
Creating Forms and Reports Form Lead column
Characs (of form)
Plan.
Act.
Var.
% var.
Overall values
XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX
Previous years
XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX
Currect FY
XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX
Curr. year + 1
XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX
Curr. year + 2
XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX
Total of years
XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX XXX.XXX.XXX
Report 1:
Variables: - Plan version
Report 2: Charac. 2
Characteristics: - Object - Period/year - Value category
Key figures
Charac. 1
.3 ac r a Ch
Characteristics: - Object (required) - Characteristic 2 - Characteristic 3 - .... - Characteristic n
SAP AG 2003
The form describes the format of one or more hierarchy reports. The most important form for setting up drilldown reports is the form with two coordinates (matrix). All standard forms are reproduced in this manner. You define the following in lines and columns with two coordinates: Key figures (such as planned costs, actual costs, absolute and percentage variances) Characteristic values (such as overall, previous years, current fiscal year) Key figures are described by means of characteristics and can be calculated from other key figures using formulas. You can define key figures in advance (predefined columns). The characteristics in the form and the key figures determine the appearance of the detail screen in your drilldown report. By formatting the drilldown list, you determine the layout of the drilldown lists in the report. You create the reports for a particular form (the data is represented in the format used in the form). You cannot create ad-hoc reports in the Project System. In the report, you define the characteristics to be used as a basis for the evaluation (the Object characteristic is mandatory).
© SAP AG
PLM240
5-27
Cost Element Reports
SAP AG 2003 1999
You can call up cost element reports via Logistics/Accounting → Project System → Information System → Financials. You then choose Costs→ Plan-Based → By cost element or Revenues and Earnings→ By cost element
© SAP AG
PLM240
5-28
Cost Element Reports: Structure In EXCEL or Lotus format
Export report
Call up report
Actual/Comm/Total/Plan in COarea Crcy Selection Screen
PRO T-20088
Cost element
Act.
Commitmt
Total
12,000
12,000 3,000
5,300
30,000
28,000
WBS
T-20088
410000
3,000
WBS
T-20088.1
417000
24,000
WBS
T-20088.2
6,000
466000 5,384
5,384
NWA 902138 2000
620000
7,286
7,286
NWA 902138 2100
650000
6,442 9,582 13,388
890000
7,200
7,200
7,080
64,870
102,642
892000 Balance
18,500
8,000
619000
NWA 902138 2300
Plan
400000
6,350 58,870
6,000
Structure tree for selecting objects SAP AG 2003
Cost element reports display costs by cost element. You use the Report Painter to create cost element reports. As of Release 4.6, there is a hierarchical structure on the left where you can select objects interactively. When you select an object by clicking on it, the costs of that object, broken down by cost element, are displayed on the right-hand side. As of Release 4.6, you can output this report in Excel and Lotus format. You might do this, for example, if you want to use a spreadsheet to calculate average values. As of Release 4.5, you no longer have to include the reports in your worklist - you can now access them directly using the Execute Report Group transaction (GR55) in the Report Writer.
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Cost Element Reports: Functions Report Save Print Export Graphic Send Office Integration
Goto Position Horizontal pages Find
Extras Selection log Messages Technical info Comment
Project WBS element Activity Activity
Edit
...
Select block Access report Sort Currency translation Threshold value Refresh
Order WBS element
View Expand/compress line hierarchy
Settings Column attributes Report layout Section layout Section attributes Texts Report/report interface Dialog settings
SAP AG 2003
Important features of cost element reports include: Graphical evaluation You can send the report to other people You can select values, and navigate to other reports (to the line item report, for example, where you can display original documents) Sort Filter function You can display the report in different currencies Refresh function (for displaying changes made)
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Cost Element Reports: Report Formatting Requirements and Formatting
SAP SAPAG AG2003 1999 1999
© SAP AG
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Cost Element Reports: Prerequisites
Client 000
E
Logon Client
Results Analysis Cat. Project Result Actual Debit/Credit Plan Debit/Credit Plan/Act.Period Comp. Act./Commt/Total/Plan Act./Plan/Abs.Var./% Var.
Import
E E E E E
E E E E E E E
Results Analysis Cat. Actual Debit/Credit Plan Debit/Credit Plan/Act.Period Comp. Act./Commt/Total/Plan Act./Plan/Abs.Var./% Var. WIP
Actual Period Comp. Plan Period Comp. Commt period comp.
E
WIP
SAP AG 1999
You can import the standard reports we deliver, either online or in background processing, from client 000 to the client where you are logged on. The following functions are available for the import: Import some of the reports - that is, just the ones you will need. Import all the reports. Do this only at times when not many people are using the system, as it places a heavy load on the system. You can use the Report Painter functions to copy standard reports as required, and adapt them to suit your requirements.
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Report Tables and Library Table: CCSS
Library: 6P3 Controlling area Cost center Object Fiscal year Period Activity type Cost elem. cat. Partner object ... Quantity Fixed quantity Costs Statistical quantity Price variance ... Commt from purc.order Actual costs Plan costs Actual costs in TC Actual quantity ...
Controlling area Object Fiscal year Period Activity type Partner object
Characteristics
Basis key figures
Quantity Costs Statistical quantity Commt from purc.order Actual costs Plan costs Actual quantity
Key figures
SAP AG 2003
TC = Transaction currency The data base table that forms the base for all the cost element reports in the Project System is called CCSS. This does not exist as a physical table, but is defined within the Report Writer as a logical table (table T804E) and covers a number of physical tables (such as COSS and COSP). A library is defined on the basis of this database table. The library consists of characteristics, key figures, and basic key figures (which were formerly called predefined columns): Characteristics are criteria for selecting data records (cost element, version, and so on). Key figures are value fields in selected data records. Basic key figures are combinations of characteristics and key figures. PS reports are in library 6P3. When creating or changing a library, choose only the information (that is, characteristics, key figures, basic key figures) that you need to create your reports. The database table contains all the characteristics and key figures, while the library contains only some of them.
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Libraries, Report Groups, and Reports
Library: 6P3 Controlling area Object Fiscal year Period Activity type Partner object
Report group: 6PP*
Quantity Costs Statistical quantity Reports
Commt from purc.order Actual costs Plan costs Actual quantity
Examples: 6PP1-001 6PP2-001
SAP AG 2003
The library forms the base for creating report groups and reports. To be able to execute a report, you must first assign it to a report group. Assign reports with similar data selections to the same group. The cost element-oriented reports have been created on the basis of library 6P3. Note the following in this connection: All report groups beginning with 6P0 contain (old) Report Writer reports. Report groups beginning with 6PP contain the new project reports, created in the Report Painter.
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Basic Report Structure
Columns Lead column
Rows
Basic key figure
Key figure
Formula
Characteristic
........
.......
........
Characteristic
........
.......
........
Characteristic
........
Characteristic
....... ........ General selections (Apply to whole report) ........ ....... ........
Formula
........
.......
........
SAP AG 2003
To define a report, you must first define its row and column structure, and enter some general selections that apply to the whole report.
Note the following: Use characteristic values or characteristic groups for the rows. For the columns, use the basic key figures (such as costs or quantities) with characteristic values, or key figures (predefined combinations of basis key figures and characteristic values). For the general selections, use characteristic values that apply to the whole report (example: controlling area).
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Line Item Reports
SAP AG 2003 1999
You can call up line item reports via Logistics/Accounting → Project System → Information System → Financials → Line Items. Line item reports are available for the following types of data: Actual costs/revenues Commitments Plan costs/revenues Hierarchical cost/revenue planning Budgets Actual payments/payment commitments Planned payments Results analysis Line item settlement
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Line Item Reports: Prerequisites
Plan
Actual
Commitment
Lineitems items Line Results analysis & settlement
Payments Budget
SAP AG 2003
The first and most important prerequisite for using line item reports is that line items are written for the relevant type of data (actual, plan, commitment, and so on). You need to distinguish between the following cases: Actual: The system writes at least one line item for each posting transaction. Commitments: If commitment management is active in the controlling area, all activities are documented in line items. Plan: The system only writes plan line items for costs and revenues if the user status for the project or WBS elements permits this. If the Planning Integration indicator is set in the CO version, the system writes line items whatever the user status. Payments: The system only writes line items for payments if Project Cash Management has been activated. Budget: The system uses line items to document each budgeting change you make. Profitability Analysis: The system writes at least one line item for each transaction.
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ABAP LIST VIEWER (ALV) for Line Items Project Line Items: Display Actual Costs List
Edit
Goto
Settings
Display Variant: Document date
Extras Environment System
1SAP ObjTyp
Help
Costs elements:
Object
Crcy
400000 ... 899999
Cost element
Value/ CA Currency
06/17/1998
ORD
60002080
UNI
400000
10,000.00
06/18/1998
ORD
60002080
UNI
410000
12,000.00
06/18/1998
ORD
60002080
UNI
620000
23,000.00
60002080
UNI
* Total
45,000.00
06/17/1998
NWA
902045 / 200
UNI
890000
30,000.00
06/17/1998
NWA
902045 / 200
UNI
619000
36,000.00
902045 / 200
UNI 415000
110,000.00
* Total
66,000.00
06/17/1998
WBS
E-8888-1
06/17/1998
WBS
E-8888-1
UNI
466000
20,000.00
06/17/1998
WBS
E-8888-1
UNI
619000
36,000.00
06/17/1998
WBS
E-8888-1
UNI
621000
20,000.00
06/17/1998
WBS
E-8888-1
UNI
655000
E-8888-1
UNI
191,600.00
UNI
302,600.00
* Total ** Total
5,600.00
SAP AG 1999
All line items are evaluated using the ABAP List Viewer. This tool standardizes and simplifies the procedure for working with lists in the R/3 System. This ensures that redundant functions are avoided.
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Functions in ABAP List Viewer Extras
Report
Columns Choose detail Compress, expand
Settings
Export Print List
Edi t Go to View
Extras Settin gs System
Help
WBS elem ents
Act.
Networ k
P.1234.1000
10
6004056
P.1234.1000
20
P.1234.1000
30
*1000
10
P.1234.1000
20
P.1234.1000
30
*1200
CCenter
1000
Cost Element
400000
ALV
10.000.00
1000
420000
12.000.00
6009977
1000
450000
23.000.00
1000
6003433
1200
600000
6005678
1200
240000
1200
620000
** P.1234.1000
45.000.00
30.000.00
36.000.00
66.000.00
111.000.00
10
Edit
Actual C osts
6007843
4731
10
COPC-FINI-2
4745
10
COPC-CONFIG-1
1200
24.000.00
20.000.00
1200
40.000.00
36.000.00
Basic list Optimize columns Display variant + Choose others + Choose fields + Save
36.000.00
Filters Sort function Summation Subtotals
Environment Master record Document AC documents
SAP AG 2003
Important features of the ABAP List Viewer include: Flexible column selection (you can even specify that information be displayed over two or three lines) Automatic optimization of column width Sort and filter functions (column-based) Print function Calculation of totals and subtotals You can export data to MS Excel or to a local file You can display the original document as well as the account documents for the original document You can save your settings as a (user-specific or generally applicable) display variant. When you call up or display the report, you can select various display variants.
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Layouts Change Layout
1
Column selection Column name
Column selection Σ
Column name Dr / Cr indicator Debit type Doc. type Document header text Document number User Report currency Description Purchase order text
Object Cost element Value COCurr
!
=
>
"
2
Layout: Save As
/
Layout
User-specific
Description ! Save
"
SAP AG 2003
You can use layouts to change the look of your list. In the line item list, you can: Choose one of the standard layouts provided by SAP Change the current look of your list You can also define your own layout and save it so that you can use it again later. User-defined layouts are usually saved for all users. In this way, they can be used by everyone. Users can then choose these layouts in addition to the standard layouts supplied by SAP. You can also save layouts you have defined on a user-specific basis (these are then only available to you). You can store the following information in a layout: List column set-up Sort criteria Filter conditions Type of representation You can use the maintenance function for layouts (Settings → Layout → Manage) to delete and transport layouts, or define a default layout.
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Appendix: Integrating User-Defined Reports
SAP AG 1999
© SAP AG
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Integrating User-Defined Reports
Role Maintenance
Create Single or Composite Role
ents gnm i s s A
Define User Menu
Transactions
Reports
Web Addresses
SAP AG 2003
To provide users with customized menus when they log onto the SAP System, you use either predefined roles or user roles that you create yourself. When you maintain these roles, you assign transactions, reports, or Web addresses on the Menu tab page. The user menu that is built as a result is displayed automatically when the user logs onto the SAP System (provided that he or she has been assigned this role). Transaction You can extend the user menu (for example, to add the conventional structure overview) by entering a transaction code directly. Report You use this function to add reports, transaction variants, or queries to the user menu. When doing so, you do not have to specify a transaction code for the reports, transaction variants, or queries you want to add. This function supports the the following report types: ABAP Report, SAP Query, transaction with variant, Report Writer/Report Painter, drilldown reports, report portfolios, and BW reports. Other You can add files, Knowledge Warehouse links, or Web addresses here.
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Controlling Information System: Unit Summary
You are now able to: List the various types of reports in the controlling information system and explain their functions: Hierarchy reports Cost element reports Line item reports
Use the different report types to find the required information
SAP AG 2003
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Exercises Unit: Controlling Information System
1
•
Execute a cost element report
•
Execute a drilldown report
•
Execute requirements planning INSTRUCTOR ONLY
•
Carry out a purchasing process up to goods receipt INSTRUCTOR ONLY
•
Production of assemblies
•
Post material withdrawals to consumption ****OPTIONAL****
•
Evaluate the business transactions performed ****OPTIONAL****
•
Create a hierarchy report
•
Define a separate library
•
Create a cost element report for evaluating projects with the Report Painter ****OPTIONAL****
•
Assign the report to a report group
•
Define the report/report interface for the report ****OPTIONAL****
•
Define a header for the cost element report ****OPTIONAL****
•
Create a single role
INSTRUCTOR ONLY
****OPTIONAL**** ****OPTIONAL****
****OPTIONAL****
When working the exercises on the second day of the course, we recommend that you open three sessions and process them in parallel. Having logged on to the R/3 System, proceed as follows:
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1-1
Open a second session. Create a second session (referred to as session 2 from now on). For the remaining exercises, this session will be used to evaluate data in the structure overview. Choose Create new session Call up the structure overview in session 2. To do so, use your list of favorites you created on the previous day. SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) If necessary, enter controlling area 1000, and PS information profile YIDES_13000000. Leave session 2 open and stay in the structure overview.
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1-2
Open a third session. 1-2-1 Create a third session (referred to as session 3 from now on). For the remaining exercises, this session will be used to evaluate data in the cost element report Z6P2 Actual/Balance/Commitment/Plan. Choose Create new session 1-2-2 In session 3, go to the controlling information system and access the cost element overview. Enter controlling area 1000 if prompted. SAP Easy Access Menu: Favorites→ Execute Report Group (double-click) Enter report group Z6P2 Choose Execute The system asks you to enter a database profile. Specify 130000000000. Run the report for your project T-200##. Make the following entries in the selection screen. Field Name
Values
Project
T-200##
Controlling area
1000
Version
0
From fiscal year
Current year
To fiscal year
Two years from now Leave the other fields as they are
Choose Execute
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Questions
What has led to the values now displayed? When you create the project with reference to a standard structure, the activities, their quantity structures, and matching plan costs were also copied Creating the sales order and assigning it to the project caused the revenues expected for the sales order to be recorded under cost element 800000 (Domestic Sales Revenues). Note that the value is exactly the same as the amount in the sales order item. Why is cursor positioning so important? If an order is assigned to the top WBS element, its value can only be evaluated in this item. Positioning the cursor on a lower level WBS element does not connect you to this data.
1-2-3 Navigate through the structure tree in the left-hand side of the window and change the values displayed by positioning the cursor at different points. Structure tree: Select the objects (network activities, WBS elements, and so on) Now use the facility for changing the layout of the reports and displaying it in the form of an Excel sheet. To do this, access the report's integration with Office. Choose Options/Office Integration In the dialog box, choose integration with Microsoft Excel, and then return to the cost element report. Click Microsoft Excel Choose Continue Enter You now see the same cost element report in a different format. This means you can use the Excel options for displaying and compiling report data, as well as the R/3 functions.
1-2-4 Now activate the "expert mode" for your user so that you can use additional functions in the cost element reports. Settings → Options Flag the Expert mode indicator Leave session 3 open and stay in the cost element report. Make your postings in session 1. © SAP AG
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1-3
Go to session 1 and access a hierarchy report for your project T-200##. Project System menu: Information System → Financials → Costs → Plan-Based → Hierarchical → Plan/Actual/Commitment/Rem. Plan/Assigned (double-click) Enter the following in the selection screen: Field Name
Values
Project definition
T-200##
Plan Version
0 (as defaulted)
Output Type
Classic drilldown report
Execute the report. Choose Execute You now see the basic list of the Plan/Actual/Commitment/Rem. Order Plan/Assigned/Available hierarchy report.
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Questions
What do you see? The project structure shows not only the project definition, WBS elements, network, and activities, but also all components managed as valuated stock for the project. How are the displayed values calculated? The components appear in the plan at the price entered in the material master. However, the plan values are not rolled up into the plan values for the network activities and WBS elements. The values for the network activities (and, where appropriate, for orders in the project) are totaled up to the WBS element, in line with whether the orders are appended or apportioned. What does remaining order plan mean? This is a value managed only in WBS elements. It is the MAXIMUM OF ALL THE ASSIGNED ORDERS AND ACTIVITIES (plan - actual - commitment) and zero. The value is never negative. What does Assigned mean? The values in this column are calculated as follows: Act. + Commitment (purchase requisition, purchase order, reservation) + Remaining order plan What does Available mean? The values in this column are calculated by subtracting the "Assigned" value from the plan value.
Exit the report and go back to the main SAP menu. Choose Back
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Topic: MRP - Planning for Components (***** INSTRUCTOR ONLY *****) Material requirements planning (MRP) will be carried out for the turbine project, to plan procurement measures for the materials required. The instructor acts as the production planning, responsible for requirements planning in a whole plant. In the case of materials made internally, the system generates planned orders; for those procured externally, purchase requisitions are sent to purchasing.
2
First, access the stock/requirements list for two selected materials. 2-1
Material T-20100 is a material of type SEMI. It is procured externally. SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Material → Stock/Requirements (double-click) Make the following entries: Field Name
Values
Material
T-20100
Plant
1300
Press Enter 2-2
Component T-20600 is a part the company makes itself. Enter the material number in the evaluation header and refresh it. Select Refresh
3
Carry out MRP for all components in plant 1300. SAP Easy Access Menu: Logistics → Production → MRP → Planning → Total Planning → Online
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3-1
Enter the following data on the selection screen: Field Name
Values
Scope of Planning
3-2
Plant
1300
Processing key
NETCH (as defaulted)
Create purchase req.
1
Delivery schedules
3 (as defaulted)
Create MRP list
1 (as defaulted)
Planning mode
1 (as defaulted)
Scheduling
1 (as defaulted)
Planning date
Today
Confirm your entries and start planning. Choose Enter three times Return to the main SAP menu. Choose Back Choose Exit
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Topic: The Purchasing Process (***** INSTRUCTOR ONLY*****) In this exercise, the external activities and material components required for the project are purchased from vendors. You, the instructor, will take the role of the purchasing department. You will also post the goods receipt for the purchase order. To make matters simpler, we will assume that all goods to be procured externally will be procured from one vendor. Furthermore, you will not issue a request for quotation. 4
Assign the purchase requisitions of the course attendees to vendor 1000. 4-1
Do this by calling up the report called Purchase Requisitions for Project in the information system. SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Material → Purchase Requisitions → For Project (double-click) If necessary, enter database profile 130000000000 Select all the turbine projects of your course attendees, and execute the report. Choose Execute
4-2
Specify that the purchase requisitions should be assigned automatically to vendors using existing purchasing info records. Select the vendor associated with purchasing info record 5500000093 when prompted. Edit → Select → Select all Choose Assign automatically Save the assignments. Go back to the main SAP R/3 menu. Choose Save – Change requisition Select Back twice
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4-3
In Purchasing, create a purchase order for vendor 1000. Use the purchase requisition assignment list you created to do this. SAP Easy Access Menu: Logistics → Materials Management → Purchasing → Purchase Order → Create → Via Requisition Assignment List (double-click) Enter the following data on the initial screen: Field Name
Values
Purchasing organization
1000
Vendor
1000
Plant
1300 Leave other fields as they are
Choose Execute Edit the assignments for vendor 1000. Enter a purchase order of the type NB. Position the cursor on the line 1000 NB 1000 Choose Process assignment Copy data from dialog box and choose Continue Select all purchase requisition items and copy them to the purchase order. Confirm any warnings that appear until you reach the overview of purchase order items. Select Adopt Confirm warnings and complete any missing data, such as storage location 0001 for the materials Save the collective purchase order. Make a note of the purchase order number: Go back to the main SAP R/3 menu.
__________________________
Choose Save Select Back twice.
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4-4
Now enter a goods receipt for the purchase order (session 1). Purchasing menu Purchase Order → Follow-On Functions → Goods Receipt (double-click) Enter the following data on the initial screen: Field Name
Values
Document date
Today’s date
Posting date
Today’s date
Purch.order
The purchase order number you made a note of – do not enter any item Leave other fields as they are
Confirm your entries. Choose Enter The goods are to be delivered to warehouse 0001. Enter this storage location in the appropriate field for item one and copy this entry for all other items. Confirm the information message with Enter and continue with the transaction. Field Name
Values
Storage location
0001
Contents Select Enter
Choose Copy cell contents
Using the same method, flag all of the items in the purchase order as OK.. To do so, check the OK field for item one and copy this value to all of the subsequent items. Flag OK indicator Content choose Copy cell contents Select Enter Now post the goods receipt. Choose Post Confirm any warnings Then go back to the main SAP menu. Choose Back
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Topic: Production of Assemblies (*** INSTRUCTOR ONLY***) Assemblies T-20600 and P-100 are produced internally. Their procurement begins with the purchase of components. Production orders are created later and goods movements posted.
5
Execute production processing for assembly T-20600. You have already purchased the components required for the assembly (T-20610, T-20620, and T-20630) in the collective purchase order for the project. 5-1
Start by creating the production order. Do this by the collective conversion of planned orders in production control. SAP Easy Access Menu: Logistics → Production → Production Control → Order → Create → Collective Conversion of Planned Orders (double-click) Enter the following data on the selection screen: Field Name
Values
Plant
1300
Material
T-20600
Order Type
PP01 Leave other fields as they are
Run the conversion. Choose Execute The system displays a list of all the planned orders currently existing for this material number. Select all the entries and convert them into production orders. Choose Select all Choose Convert The participants' planned orders have now been converted into production orders to cover the requirements in the respective WBS elements. Make a note of the number interval for the production orders. Production orders from: __________________ to _________________ Go back to the main SAP menu. Choose Back twice © SAP AG
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5-2
Release all the production orders. To do this, access the collective release transaction. SAP Easy Access Menu: Logistics → Production → Production Control → Control → Collective Release (double-click) Make the following entries on the Selection tab: Field Name
Values
Production order
Production order number interval
Order Type
PP01 Leave other fields as they are
Check the settings on the Mass Processing - Release tab. Make sure that the Release control order parameter is set to Order Release. If it is not, change it as necessary. Field Name
Values
Release control order
Order release Leave other fields as they are
Execute the function. Choose Execute The system displays a list of all the production orders created. Select all the orders and release them. Choose Select all Choose Execute mass processing Exit the transaction and go back to the main SAP menu. Choose Back twice
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Topic: Evaluation 6
****OPTIONAL****
Now trace the effects on your customer project T-200## of the business transactions the instructor has carried out. 6-1
Go to session 3 and access the cost element report for your project T-200##. Enter the following data on the selection screen: Field Name
Values
Project
T-200##
Controlling area
1000
From fiscal year
Current year
To fiscal year
Two years from now Leave other fields as they are
Choose Execute
Question
© SAP AG
How has the left-hand window changed? The structure tree display contains extra objects (namely, the production order).
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6-2
Evaluation of valuated project stock (session 1) Display the valuated project stock in session 1. Access the relevant evaluation in the project information system. SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Material → Valuated Project Stock (double-click) Enter the following data on the selection screen: Field Name
Values
Special Stock Indicator
Q
Project definition
T-200##
You use this report to evaluate valuated special stocks for the sales order item and WBS element. These are identified using the following special stock indicators: •
E Order stock
•
Q Project stock
Then execute the report. Choose Execute You now see an overview of all materials in the valuated project stock for your project. As this is an ALV evaluation, the functions you already know, such as definition and saving of display variants, are available here too. Exit the report and go back to the main SAP menu. Choose Back twice
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6-3
Evaluation in the structure overview (session 2) Go to session 2 and access the structure overview for project T-200## to view the changes. Enter the required information in the selection screen. Field Name
Values
Project
T-200## Leave the other fields as they are
Choose Execute Note the additional selected objects since the last time you called the transaction: the new production order is now also displayed in the project structure.
Question
What if the production overview is not displayed in the structure overview? If the production order does not appear even after you have refreshed the display, this may be due to one of two reasons: (1) The production order indicator has not been activated in the database profile for the PS info profile you are using. (2) Orders have been hidden in structure overview customizing. To display the production orders, if the reason is case (1), leave the evaluation, make a temporary change to the database profile, and execute the evaluation again. In case (2), you must have the system show the object type Order; make the change in structure overview customizing.
Make a note of the production order number: _____________
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6-4
Goods issue and consumption (session 1) In session 1, enter a goods issue for the network reservations. SAP Easy Access Menu: Logistics → Materials Management → Inventory Management → Goods Movement → Goods Issue Choose To reservation… Enter the following in the reservation template screen: Field Name
Values
Network
First network for your project T-200## Leave other fields as they are
Confirm your entries. Select Continue Select all components except P-100 and T-20600. Adopt the selection. Select the components (by clicking the box on the left of each component) Choose Adopt Post the goods issue. If prompted, issue from storage location 0001. Select Post
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6-5
Repeat the procedure for your production order and issue the appropriate material components for the reservations. SAP Easy Access Menu: Logistics → Materials Management → Inventory Management → Goods Movement → Goods Issue Choose To reservation… Enter the following in the reservation template screen: Field Name
Values
Order
Production order for your project T-200## (if necessary, search for it in the structure overview) Leave other fields as they are
Confirm your entries. Select Continue Select all components and adopt the selection. Select the components (by clicking the box on the left of each component) Choose Adopt Post the goods issue. If prompted, issue from storage location 0001. Select Post
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6-6
Evaluation in cost element report (session 3) 6-6-1 Go back into session 3 (cost element report). Refresh the data there. Report → Refresh Note that the project stock has been reduced. The consumption has given rise to actual costs in activities 3000, 3100, and 3200, and in the production order. These actual costs are also shown aggregated in the WBS elements.
If the Refresh option does not appear in the Report menu, activate the Expert mode flag under Settings → Expert mode. 6-6-2 Select the actual costs for cost element 890000 and call up the line item report. Select actual costs for 890000 Choose Call up report Position the cursor on a line in the line item report. Now display the original document. Position the cursor on a line Choose Source document Branch from the material document to the accounting documents. Display the accounting document for the posting. Doc. info tab page Choose FI documents Double-click Accounting document Exit the document display and the line item report and return to the cost element report. Choose Back several times Confirm the dialog boxes displayed
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Topic: Creating a Hierarchy Report ****OPTIONAL**** 7
The Plan/actual/variance hierarchy report (12KST1D) shipped by SAP fulfills most of your requirements. However, you would like to add the project definition characteristic to the report's navigation structure and reduce the number of years that are displayed separately. For this reason, you decided to define and adapt a new report based on this standard report. 7-1
Copy the form used for the report. SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Tools → Hierarchy Reports → Form → Create (double-click) Enter the following data in the initial screen: Field Name
Values
Form type
Project report
Form
Group##
Description (without text)
Form Group ##
Two axes (matrix)
X
Copy from Form
12KST1D
Select Create The Report Painter, which shows the tool used to create a form, is then displayed. First display the drilldown list for the form. Menu path: Extras → Drilldown display → Display A report that does not display the Previous years and Following years separately would be adequate for your needs. Now edit this drilldown list so that you can delete the Previous years and …following years. Close the Layout of Drilldown List dialog box. Choose Continue Enter Menu path: Extras → Drilldown display → Select rows/columns Position the cursor on the Previous years line and select it. Repeat this procedure for the line $0FY and following. Position the cursor on the Previous years line Choose Select/deselect Position the cursor on $0FY and following Choose Select/deselect Now save your settings. Choose Save selections © SAP AG
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A dialog box showing the new drilldown list layout is then displayed.
Question
How has the layout changed? The drilldown list has become narrower: the previous years and following years columns are no longer displayed.
Confirm the new layout settings and go back to the form overview. Choose Continue.........Enter Since the two Previous years and $0FY and following rows are no longer used in the drilldown list, you can also remove them from the detail list. Delete these two rows from the form. Position the cursor on the Previous years row Choose Delete Acknowledge the confirmation prompt with Yes Position the cursor on the $0FY and following row Choose Delete Acknowledge the confirmation prompt with Yes Save your form and go back to the Easy Access menu. Choose Save Select Back (twice) 7-2
Now create a new hierarchy report based on the form Group##. SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Tools → Hierarchy Reports → Report → Create (double-click) Enter the following data in the initial screen: Field Name
Values
Report type
Project report
Report
Group##
Description (without text)
Hierarchy Report Group ##
With form
Group##
Select Create The hierarchy reports shipped in the Project Information System are based on the convention that a 1:1 relationship exists between the form and the report, and that both the report and the form have the same names. © SAP AG
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You are now in the Characteristics tab page, which contains all of the characteristics that you will be able to use to navigate in your report when you execute it later. Choose the following characteristics: Characteristic Bus. transaction Project definition Period/year Value category Select the characteristics Choose Add char. The Object characteristic is required for all of the hierarchy reports in the Project System component. For this reason, it is always selected by default. Now choose the Output Type tab page. Set the output type here to Classic drilldown and specify the drilldown list as the basic list. Select Output Type tab page Choose Classic drilldown Choose Basic list: D-down Finally, you also want to be able to call up the line items from this hierarchy report. In order to do so, you now have to maintain the appropriate report assignment. Choose the Options tab page Select Report assignment The dialog box displayed shows all of the receiver reports that are currently assigned to this report. As you can see, this list is empty. Now change this by adding an entry to the list. Select Insert row A dialog box is then displayed in which you could assign an additional hierarchy report. Since you want to assign the line item reports, however, you choose the Other report type pushbutton. Choose Other report type In the list now displayed, choose report type RT (ABAP Report) and enter the name of the relevant program. Choose report type RT - ABAP Report Field Name
Value
Report
RKPEP000
Confirm your inputs by choosing Copy. © SAP AG
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Choose Copy Now save the list of receiver reports and go back to your report definition screen. Select Save Save the report you have just defined and go back to the SAP Easy Access menu. Choose Save Select Back (twice) 7-3
Now run the report you have just created. SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Tools → Hierarchy Reports → Report → Execute (double-click) Choose your report from the list on the left of the screen and double-click it to execute it. Double-click Group## Enter DB profile PLM240_0000## (if necessary) Enter the following data on the initial screen and execute the report: Field Name
Values
Project
T-200##
Plan Version
0
Choose Execute Navigate through the report and change the view, for example, to group the data by project definition, period/year, or value category. Position the cursor on the Actual column and check whether the link to the line items report works. Select the Actual column Choose Call up report The line items for the actual costs of the project are then displayed. Once you have successfully called up the receiver report, go back to the hierarchy report, and then to the SAP Easy Access menu. Choose Back (3 times)
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Topic: Creating a Library in the Report Writer and Defining Your Own Report Painter Report ****OPTIONAL**** 8
In the following section, you will create your own library, on which you can base your future reports. You will use the library 6P3 as a template to create your own. This library is used to create all of the cost element reports shipped with the Project System component. 8-1
You display and maintain libraries in the Report Writer menu. To take a look at this menu, call up the tools in the PS Information System: Project System menu: Information System → Tools → Cost Element Reports → Define → Report Writer → Library → Create (double-click) Enter the following data on the initial screen: Field Name
Values
Library
Z##
Copy from Library
6P3
Confirm your entries by pressing Enter. Press Enter Enter a suitable description in the library header. Field Name
Values
Description
Library Group ##
Call up the list of characteristics and take a look at the characteristics that are currently selected, and those that are still available. Choose additional characteristics that you will need for subsequent reports by select the characteristics in question and assigning them a position number. Choose Characteristics Name
Short Text
Position
X
PKSTL
Partner cost center
23
X
PLSTR
Partner activity
24
Now call up the Key figures and Basic key figures to take a look at the key figures that are available. Confirm your entries and save the library. Select Save
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The receiver reports that you enter in the library header apply to all reports that use the library in question. You can also define reports for the report/report interface in the header of a report group. If you define receiver reports in both the library header and the report group header, the system uses the reports that you defined specially for the report group in question. Exit the Report Writer and go back to the SAP Easy Access menu. Choose Exit 8-2
Now start to define a report based on the library you have just created. This report should contain the following information: •
Columns: Plan costs, actual costs, plan quantity, actual quantity
•
Rows: Cost elements, cost centers
•
General selection: Controlling area, project, period, year
Call up the screen for creating Report Painter reports. Project System menu: Information System → Tools → Cost Element Reports → Define → Report → Create (double-click) Enter the following data in the initial screen: Field Name
Values
Library
Z##
Report
PLM240## Report Group ##
Select Create
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8-2-1 Now start to define the columns you need. Add the first column Plan costs. Double-click the column header in column 1. A dialog box is then displayed in which you can choose an element type. Choose Predefined key figure and confirm your selection with Enter. Choose the Predefined key figure option Select Confirm Enter The next dialog box displayed contains a list of predefined columns. Choose the Plan costs column here and copy it to your report. Choose the Plan costs radio button (towards the end of the list) Select Confirm Enter Select Confirm Use the same procedure to add the Actual costs, Plan quantity, and Actual quantity columns to your report. Double-click the column header in column 2. Choose Predefined key figure element type in the dialog box displayed and confirm your selection with Enter. Choose the Predefined key figure option Select Confirm Enter Choose the Actual costs column and copy it to your report. Choose the Actual costs radio button (towards the end of the list) Select Confirm Enter Select Confirm
Question
Did the dialog box displayed look slightly different when you defined the second column? Yes. You can now also define formulas.
Double-click the column header in column 3. Choose Predefined key figure element type and confirm your selection with Enter. Choose the Predefined key figure option Select Confirm Enter Choose the Total plan qty incl.stat.plan column and copy it to your report. Choose the Total plan qty incl.stat.plan radio button Select Confirm Enter Select Confirm Double-click the column header in column 4. Choose Predefined key figure element type and confirm your selection with Enter. © SAP AG
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Choose the Predefined key figure option Select Confirm Enter Choose the Tot. act. qty incl. stat. act. column and copy it to the last column in your report. Choose the Tot. act. qty incl. stat. act. radio button Select Confirm Enter Select Confirm Now change the column titles by placing the cursor in each column header and entering a suitable text. Field Name
Values
Column 1
Plan costs
Column 2
Actual costs
Column 3
Plan quantity
Column 4
Actual qty
8-2-2 Now specify the contents of each row. Add the first row by double-clicking it. Double-click row 1 A dialog box is displayed, in which you can define the row characteristics. Select the Cost element characteristic and move it to the Selected characteristics pane. Select the Cost element characteristic Select the Move selected to left pushbutton In the pane on the left, add the following restrictions to the definition for the first row in the report: Field Name
Values
Set or Hierarchy node ON/OFF
X
From
OAS_MAT
Explode
Explode
Dialog box: Choose Cost elem grp Choose Confirm You have now added a row that will subsequently show all of the material costs in the report. Next, add the Cost center characteristic in the second row to show all of the cost centers that have carried out (planned or actual) activities for your project. Double-click row 2 © SAP AG
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Choose the Characteristics element type and select the Partner cost centers characteristic in the right-hand pane of the dialog box displayed. After you have done so, copy it to the list of selected characteristics on the left. Then remove the Cost element characteristic from the definition for the second row. Select the Part.cost ctr. Characteristic Select the Move selected to left pushbutton Select the Cost element characteristic Select the Move selected to right pushbutton In the pane on the left, add the following restrictions to the definition for the second row in the report: Field Name
Values
Set or Hierarchy node ON/OFF
X
From
H1000
Explode
Explode
Select the Confirm pushbutton Now add a further row for all for all of the external service cost elements. Double-click row 3 Choose the Characteristics element type and select the Cost element characteristic in the right-hand pane of the dialog box displayed. After you have done so, copy it to the list of selected characteristics on the left. Select the Cost element characteristic Select the Move selected to left pushbutton In the pane on the left, add the following restrictions to the definition for the third row in the report: Field Name
Values
Set or Hierarchy node ON/OFF
X
From
OAS_EXT
Explode
Explode
Dialog box: Choose Cost elem grp Choose Confirm Now add a further row for all of the imputed costs. Double-click row 4 Choose the Characteristics element type and select the Cost element characteristic in the right-hand pane of the dialog box displayed. After you have done so, copy it to the list of selected characteristics on the left. Select the Cost element characteristic © SAP AG
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Select the Move selected to left pushbutton In the pane on the left, add the following restrictions to the definition for the fourth row in the report: Field Name
Values
Set or Hierarchy node ON/OFF
X
From
OAS_IMP
Explode
Explode
Dialog box: Choose Cost elem grp Choose Confirm Now add a further row for the change in inventory. Double-click the screen below row 4 Choose the Characteristics element type and select the Cost element characteristic in the right-hand pane of the dialog box displayed. After you have done so, copy it to the list of selected characteristics on the left. Select the Cost element characteristic Select the Move selected to left pushbutton In the pane on the left, add the following restrictions to the definition for the fifth row in the report: Field Name
Values
Set or Hierarchy node ON/OFF
X
From
OAS_CHANGE
Explode
Explode
Dialog box: Choose Cost elem grp Choose Confirm Now add a further row for all for the overhead surcharges. Double-click the screen below row 5 Choose the Characteristics element type and select the Cost element characteristic in the right-hand pane of the dialog box displayed. After you have done so, copy it to the list of selected characteristics on the left. Select the Cost element characteristic Select the Move selected to left pushbutton
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In the pane on the left, add the following restrictions to the definition for the fifth row in the report: Field Name
Values
Set or Hierarchy node ON/OFF
X
From
OAS_OH
Explode
Explode
Dialog box: Choose Cost elem grp Choose Confirm Now add a totals row at the bottom of your report to add all of the preceding rows. Double-click the screen below row 6 Choose the Formula element type and confirm your selection. Choose the Formula element type Select Confirm Enter The formula editor is then displayed. Specify that you want to add up all of the rows (6 in total) you have defined in the report. To do so, Select each individual pushbutton for the rows (for example, Y001, Y002, and so on) and insert an addition sign between them. Once you have finished entering your formula, confirm your entries. Choose the Y001 pushbutton Select + Choose the Y002 pushbutton Select + Choose the Y006 pushbutton Select Confirm Enter Then enter a short text and copy it to the medium and long text fields. Field Name
Values
Short
Total
Select Copy short text Select Confirm Enter Now position the cursor on your new totals row and format it. Position the cursor on the Total row Choose Formatting → Row
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Choose and confirm the following options in the Row Formatting dialog box that appears. Field Name
Values
Overscore
X
Underscore
X
Color for totals
X
Choose Continue
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8-2-3 The only remaining part of the report that has to be defined are the general data selections. To do so, choose the menu path: Edit → Gen. data selection A dialog box is then displayed for you to select certain characteristics. Select the Controlling area, Fiscal year, Period, and Object characteristics in the right-hand pane and transfer them to the pane on the left. Select the CO area characteristic Select the Move selected to left pushbutton Define this characteristic in accordance with the following table: Field Name
Values
Variable ON/OFF
X
From
KOKRS01
Explode
No explode
Select the Object characteristic Select the Move selected to left pushbutton Define the Object characteristic as follows: Field Name
Values
Set or Hierarchy node ON/OFF
X
Variable ON/OFF
X
From
P_OBJNR
Explode
Explode
Select the Fiscal year characteristic Select the Move selected to left pushbutton Define the Fiscal year characteristic as follows: Field Name
Values
Variable ON/OFF From
X F_GJAHR
Variable ON/OFF
X
To
T_GJAHR
Explode
No explode
Select the Period characteristic Select the Move selected to left pushbutton
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Define the Period characteristic as follows: Field Name
Values
Variable ON/OFF
X
From
6PPERBV
Variable ON/OFF
X
To
6PPERBB
Explode
No explode
Confirm these general data selections and go back to your report definition. Choose Confirm 8-2-4 You have now completed your report definition. At this stage, you should check your report again for any errors. Report → Check If no errors were found in your report definition, save your report (PLM240##). Select Save 8-2-5 Before you can run a Report Painter report, you have to assign it to a report group. Now create a separate report group for your report PLM240##. Environment → Assign report group The Insert Report in Report Group dialog box is then displayed. Here, you enter the name of the report group you want to create. Field Name
Values
Report group
GR##
Choose Continue
Enter
The system then asks you whether you want to create the report group. Choose Yes. Select Yes The message in the status bar tells you that your report was successfully saved in the report group. Now exit the Report Painter and go back to the SAP Easy Access menu. Select Back (twice)
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8-3
Now run report PLM240## for your turbine project. Project System menu: Information System → Financials → Run Report → Cost Element Report (double-click) Enter the name of the report group here and execute it: Field Name
Values
Report group
GR##
Select the Execute icon. The report and report group are generated the first time you run the report (and each time you change the report definition). This generation process can be carried out either directly by the user when the report is called up, or for several reports at once (and in the background) by means of a special transaction. The selection screen for your report is then displayed. Enter the following data and execute the report: Field Name
Values
Project
T-200##
Controlling area
1000
Plan version
0
From fiscal year
Current fiscal year
To fiscal year
Current fiscal year + 2
From period
1
To period
12
Select Execute The results of your report are then displayed. You can improve the look of your report by defining additional layout settings. Some of these adjustments will be discussed in the section below. Now exit the report and go back to the SAP Easy Access menu. Select Back (twice) Select Exit © SAP AG
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Topic: Changing the Report Painter Report ****OPTIONAL**** 9
In the following section, you will make a few changes to your Report Painter report PLM240##. 9-1
To do so, run the report again. Enter the name of the report group here and execute it: Field Name
Values
Report group
GR##
Select Execute The selection screen for your report is then displayed. Enter the following data and execute the report: Field Name
Values
Project
T-200##
Controlling area
1000
Plan version
0
From fiscal year
Current fiscal year
To fiscal year
Current fiscal year + 2
From period
1
To period
12
Select Execute The results of your report are then displayed. 9-2
Now activate the expert mode for the report so that you can use additional functions in the cost element reports. Settings → Options Flag the Expert mode indicator
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9-3
Define the settings required in the report/report interface so that you can also call up the line items reports from this report. Settings → Report/report interface… A dialog box is then displayed in which you can assign a receiver report to your report. Insert a new line and assign report RKPEP000. Select Insert row In the dialog box displayed, you can also assign an additional cost element report. Since you want to assign the line item reports, however, you choose the Other report type pushbutton. Choose Other report type In the list now displayed, choose report type RT (ABAP Report) and enter the name of the relevant program. Choose report type RT - ABAP Report Field Name
Value
Report
RKPEP000
Confirm your inputs by choosing Copy. Choose Copy Now save the list of receiver reports and go back to your report. Select Save
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9-4
Enter a header text with important variables and information for your report. Settings → Texts → Headers Scroll up right to the start of the page. Here, you can see that three empty lines have been inserted in the report. Start your header definition with a frame. To do so, position the cursor at the start of the first line and create the frame. Position the cursor at the start of the first line Choose Insert frame The message in the status bar at the bottom of the screen prompts you to select the opposite corner of the frame. To do so, position the cursor at the end of the third line (at the end of the Actual quantity column). Position the cursor at the end of the third line Choose Insert frame You have now created a frame around the text in your header. Next, add further lines for additional texts. To do so, position the cursor at the start of the second line and insert five more lines. Position the cursor at the start of the second line Choose Insert line (five times) Now enter the following header text: Line 1
This report is strictly confidential.
2 3
Report group:
Variable for report group
4 5
Variable for object (value)
Variable for object (short text)
6 •
Enter the above text in the first line.
•
In the third line, enter the term Report group. Then leave a few spaces and insert the general variable for the report group. Choose the Gen. variables pushbutton
© SAP AG
Field Name
Value
Variable type
General text variable
Variable name
Report group
Width
4
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Confirm this variable. Select Continue Enter •
In the fifth line, insert the variable for the number of the object for which the report was executed. To do so, position the cursor at the start of the fifth line and Select the Sel. parameters pushbutton. Choose Sel. parameters Field Name
Value
Variable type
Text variable for selection parameter
Selection parameters
Object number (project reps)
Text type
Value
Width
30 (as defaulted)
Confirm this variable. Select Continue Enter Then insert the variable for the object name. Choose Sel. parameters Field Name
Value
Variable type
Text variable for selection parameter
Selection parameters
Object number (project reps)
Text type
Short text
Width
30 (as defaulted)
Confirm this variable too. Select Continue Enter Now save the header text you have just defined and go back to the report. Select Save
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9-5
Select the Actual costs column and check whether the line item report was correctly assigned to your cost element report. Select the Actual costs column Choose Call up report Position the cursor on a row in the line item report containing the cost element 890000 and display the original document. Position the cursor on a line Choose Source document Branch from the material document to the accounting documents. Select Doc. Info tab and then FI Documents. Display the accounting document for the posting. Choose Doc. Info. Choose FI documents Double-click to select the accounting document. Exit the document display and the line item report and return to the cost element report. Choose Back several times Confirm the dialog boxes displayed Exit this cost element report and go back to the SAP Easy Access menu. Select Back (twice) Select Exit
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Topic: Line Item Reports with the SAP List Viewer ****OPTIONAL**** 10
Call up the line item report Actual costs/revenues for the turbine project T-200##. Project System menu: Information System → Financials → Line Items → Actual Costs/Revenues (doubleclick) Enter the following data in the initial screen: Field Name
Value
Project
T-200##
Posting date
January 1 of current fiscal year
to
December 31 of current fiscal year Select Execute
10-1
The current layout does not include all of the fields that you need for your evaluation. For this reason, add some new columns to change the layout. Choose Change layout… Remove the Value TranCurr and Transaction currency columns from the list of columns. Select Value TranCurr Press the CTRL key Select the Transaction currency Choose Hide selected fields Then sort the fields in the list of columns alphabetically. Select Column name in the column list You can tell that the fields are sorted by the small red triangle in the top right-hand corner of the column heading; you can reverse the sort order by clicking the column header again. Now choose the following columns from the column set; make sure you keep the CTRL key pressed when doing so! Column name Cost element name Material Material description
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Copy these fields to the list of columns and use the arrow keys to arrange them in the correct order. Choose Show selected fields Choose Selected row(s) up one position or Selected row(s) down one position Confirm your changes and save them in a new layout. Select Save Layout Enter the following data on the Save as.. tab page in the dialog box displayed: Field Name
Value
Layout
Gr##_01
Name
Layout incl. material number
User-specific
X
Check the settings on the Save with tab page to determine the layout information that will also be saved. Choose the Save with tab page Confirm these settings by pressing Enter. Exit the layout definition and go back to the line item report. Select Continue Enter
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10-2
Now define a suitable header text for your layout. To do so, use the header text for the 1SAP layout as a template. Settings → Layout → Current header rows Copy this template to your layout Text → Copy from...Enter the following in dialog box displayed: Field Name
Value
Layout
1SAP
Text type
Headers (as defaulted)
Language
English (as defaulted)
Confirm these entries, save the header text, and go back to the line item report. Choose Continue Choose Save Choose Back
Enter
Exit the line item report and go back to the SAP Easy Access menu. Select Back (twice)
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© SAP AG
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Topic: Creating a Single Role ****OPTIONAL**** 11
Call up the transaction for maintaining roles (PFCG) to define a separate single role for the reports you created. SAP Easy Access Menu: Choose Create role 11-1
Enter a name for the role you are about to create. Remember that the roles shipped by SAP start with the prefix 'SAP_'. If you want to create your own user roles, please do not use the SAP namespace.
Field Name
Value
Role
ZZ_PLM240_##
Choose Create role Enter a description and save your role. Field Name
Value
Description
Single Role Group ##
Select Save 11-2
Now choose the Menu tab page. Here, you create a menu structure for the user. First add two more folders to group the reports and transactions. Choose the Menu tab page Select Role menu Select Create folder A dialog box is then displayed prompting you to enter a name for the new folder. Field Name
Value
Folder name
Own Reports
Use the same procedure to create a second folder. Select Role menu Select Create folder
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11-3
Field Name
Value
Folder name
Additional Transactions
Assign the structure overview and the transaction for executing report groups (in other words, the transactions you entered manually in your list of favorites) to the Additional transactions folder. Select the Additional transactions folder Select Add transaction A dialog box is displayed, in which you can enter the transaction codes in the table. Enter transactions GR55 and CNS41 here. Field Name
Value
Transaction code
GR55 CNS41
Confirm your inputs with Enter and save your assignments. Select Assign transactions The transactions and their names are then copied to the user menu. Now change the description of the structure overview. Select Structure Overview Right mouse button → Change Nodes Field Name
Value
Text
Conventional Structure Overview
Confirm your changes and go back to the screen for maintaining the user menu. Select Enter
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11-4
Next, add the reports you created in the previous exercises to the Own Reports folder. Select the Own Reports folder Choose Add report A dialog box is then displayed, in which you can decide on the type of report you want to assign. First, you should add the hierarchy report you created. Choose the Drilldown pushbutton Specify the application class of the report. Choose the class PS: Projects and confirm it. Field Name
Value
Application class
PS: Projects
Choose Continue
Enter
Confirm the default project report value in the next dialog box and then enter the name of your report. Report type Project report Choose Confirm Field Name
Value
Report
Group##
Choose Enter Copy the settings and go back to the Menu tab page. Choose Continue
Enter
Use the same procedure to assign your cost element report to the Own Reports folder. To do so, position your cursor on the folder and add another report. Select the Own Reports folder Choose Add report In this case, choose a Report Writer report. Choose Report Writer A dialog box is then displayed prompting you to enter the name of the report group. Enter the name of the report group for your cost element report. Field Name
Value
Report group
GR##
Choose Confirm
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Confirm your settings and exit the dialog box. Choose Continue
Enter
The user menu you have just defined covers the initial requirements and is now to be assigned in its present form to your user. 11-5
Now assign the menu to your user ID. To do so, switch to the User tab page and enter your user ID for this training course. Choose the User tab page Field Name
Value
User ID
PLM240-##
Confirm your entries and save the single role. Select Save 11-6
To see the changes you have made, you will need to create a new session. Choose Create new session
In your new session, you will notice that the initial screen in the R/3 System has changed. First of all, the SAP Easy Access Menu has been replaced by the user menu you created. You can toggle between the user and SAP menus by using the icons in the toolbar.
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Project Progress (2)
Contents: Progress analysis Definitions Measurement methods Calculating the earned value Functions in progress analysis / reporting Milestone trend analysis
SAP AG 1999
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Project Progress: Unit Objectives
At the conclusion of this unit, you will be able to: Define the purpose of progress analysis Evaluate progress analysis results Execute a milestone trend analysis
SAP AG 2003
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Course Overview Diagram (6)
Business Reporting
6 Resources Material Progress
Controlling Structures Data Selection Selection
Project Structures Course Overview SAP AG 2003
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Progress Analysis
SAP SAP AG AG 1999 1999
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Progress Analysis: Initial Screen
Costs
1
BCWS
2
BCWP
3
Actual costs
Costs
1 Work
SV
3 CV 2
1999
Dates
Today
Period
SAP AG 2003
Description: If you want to control your project effectively, you will need to do more than just look at costs, resources, and schedules in isolation. You will only be able to draw informed conclusions as to the progress and current status of your project if you compare these values with the results actually achieved. Progress analysis enables you to do just that. It is suitable both for the internal control of a project and for performance reports to the ordering party. Legend: SV = Schedule variance (BCWP - BCWS) CV = Cost variance (BCWP - Actual costs)
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Progress Analysis: Basic Concepts
Percentage of Completion (POC) Specifies the project progress so far as a percentage Describes the ratio of activity carried out up to a key date as a percentage of the total work for the activity or project Determined on the basis of the chosen measurement method
Earned Value Value of the work down in a project Describes the costs corresponding with the POC of a project element SAP AG 2003
The percentage of completion (POC) describes the ratio of activity carried out up to a key date as a percentage of the total work for the activity or project. The system distinguishes between three usages: Values not aggregated - the values are displayed per object. Aggregated values - the values are aggregated in line with the project hierarchy. Various weightings can be applied. For CO-PA - the system determines the aggregated POC for the billing element. The aggregation includes project elements subordinate to the billing element in the billing structure. The POCs are recorded under the statistical key figures. For reporting purposes, the statisical key figures are assigned to value cateogories. The term earned value describes the costs corresponding to the POC of an activity or project. It is the result of applying the overall planned costs to the POC. Overall planned costs here means the accumulated planned costs and the budget.
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Progress Analysis: Measurement Methods
Degree of Processing 05/22/2000 Actual work % Forecast 5H
Time Proportional
Estimation
100
03/99 15 % 04/99 25 % 05/99 40 %
0
Confirmation
Start
Finish
Secondary Proportional ...
... ...
100
Milestones
...
POC
Start
Quantity Proportional Statistical key figures
Finish
Cost Proportional Start/Finish Rule
C(cum) C(plan), C(act.)
100 Y
0
X Start
Ende
SAP AG 2003
Measurement techniques determine how the POC (planned and actual) is calculated. In addition to the measurement methods shown in the graphic, the SAP System offers the following options: Use of a plan/actual reference. The calculated plan POC is adopted as the actual value. User-defined POCs techniques (user exit CNEX0031) In Customizing, you define default measurement techniques for each object (WBS element, activity, project order). If necessary, you can always overwrite these defaults in the project structures. The system uses specific weighting factors to summarize POCs upward in the project structure. One such weighting factor is the project cost plan (recommended here).
© SAP AG
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Progress Analysis: Calculation Planning
Progress Analysis MeasurementMethod Method Measurement
Object Object WBSelement element ••WBS • Activity • Activity Order ••Order POC POC
Earned value (FW) = Basis (example: planned costs) * POC SAP AG 1999
As the project progresses, you enter plan and actual data, such as costs, for your project. These values are displayed in the appropriate object. As part of progress determination, the system: Determines the planned and actual POC, based on defined rules and POCs estimated manually Calculates the BCWS and BCWP, referencing a base factor (planned costs, budget) To arrive at an earned value, the POC is usually multipled by a planning factor, such as the budget or the original plan.
© SAP AG
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Progress Analysis: Aggregation 120% : 3 = 40%
40% 50%
Aggregation
35%
80%
20%
SAP AG 2003
(Planned/actual) progress values are calculated for networks, WBS elements, and orders assigned to the project, using suitable methods. The system uses weighting factors to aggregate these progress values in the project structure. These weighting factors can be defined manually, or calculated by the system using suitable key figures. In most cases, the project cost plan is used as a weighting factor, because it exists for all objects (activities, orders, and WBS elements). In the above example, the WBS elements have progress values of 35% and 50%. Since the weighting factor of the first WBS elements is twice that of the second one (for example, because the aggregated planned costs are twice as high), the aggregated progress value at the top WBS element is 40%.
© SAP AG
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Progress Analysis: Function
1 Plan POC
*
Costs
BCWS
Planned costs
1 2 SV Act. POC
3
BCWP
CV 2
POC CV SV BCWP
= Percentage of completion = Cost variance = Schedule variance 3 = Budgeted cost of work performed BCWS = Budgeted cost of work Actual costs scheduled
Today
Period
SAP AG 1999
You can estimate the percentage of completion (POC) of the WBS elements, activities and activity elements, or you can have it calculated automatically on the basis of existing data. In each case, a planned POC (expected progress at a specific point in time) and an actual POC (progress actually made at a specific point in time) are determined. By specifying a weighting factor (planned costs, for example), you can aggregate these values in the WBS. The system uses a factor such as planned costs to calculate the earned values from the POCs. By comparing the earned values, you can collect some very important information: By comparing BCWS with BCWP, you can see if there are any deviations from the schedule (the project is progressing too slowly); by comparing the BCWP with the actual costs, you can see if there are any cost variances (project is too expensive).
© SAP AG
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Progress Analysis: Evaluation (1) Structure Overview Type ID
POC
PROJ T-20088
60 %
WBS
T-20088
60%
TXT DOC
Specifications PS_IMG
WBS
T-20088-1
• POC - aggregated - not aggregated • Earned value - aggregated - not aggregated
30%
Ntwk 902053
30%
Acty 902053 1000 Mlst 000000004576
5% 5%
Acty Mat
902053 3000 T-20210
Costs
Acty Acty
902053 4000 902053 5000
10% 10%
WBS
T-20088-2
30%
1 3
SV
2
Today
CV
Period
SAP AG 2003
The POC and the earned value are important project key figures. You can analyze them at the level of individual project elements, or aggregated for the whole project/subproject. Like other project key figures, the progress analysis values are available in the following report types: Structure-oriented report on progress analysis Drilldown hierarchy report Report Painter or Report Writer reports You can use the structure overview to evaluate the POC and earned value together. The system displays the values in line with the project hierarchy. You can use the structure overview to evaluate the POC and earned value in the following configurations: Aggregated Not aggregated Not corrected Corrected From the hierarchical display, you can navigate to a project object in the period breakdown and to the graphical display.
© SAP AG
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Progress Analysis: Evaluation (2) Standard reports:
Hierarchy Reports Plan/Actual/Variance
Current Data 11/26/1999
- 12EVA1 Progress analysis
Navigation Value category Period/year Comm. Activity
Total for Years Object -
PRO E-9977 -
WBS E-9977 +
WBS E-9977-1
Elevator Model 1001 Elevator Engineering
+
WBS E-9977-2
Procurement
-
WBS E-9977-3
Assembly
-
WBS E-9977-4
Plan
Act.
Var.
156,162
15,342
140,820
156,162
15,342
140,820
Var. %
90.2
15,875
17,113
1,238-
15.6-
25,601
1,200
24,401
95.3
109,686
0
109,686
100.0
Section 1
NWA 910990 1160
52,720
0
52,720
100.0
Section 2
NWA 910990 1170
56,966
0
56,966
100.0
5,000
1,029
3,971
79.4
5,000
1,029
3,971
79.4
140,820
90.2
Insurance
Insurance NWA 910990 3000 Result
19,342 Costs
156,162
- 12EVA2 Progress analysis detail
90.2
1 3
SV
2
Today
CV
Period
SAP AG 2003
In the hierarchy reports, you can evaluate the earned value with other relevant values in progress analysis. The standard we deliver includes the following reports: • Progress analysis 12EVA1 (hierarchical overview of the following values): - BCWS (original value) accumulated up to the current period - Planned costs, accumulated up to the current period - Overall plan, planned costs accumulate over the whole project duration - BCWP (original value) - Actual costs - Cost variance, cost index, schedule variance - ETC, EAC • Progress analysis detail 12EVA2 (comparison of aggregated/not aggregated values): - BCWS, BCWS (corrected) - Planned costs - BCWP, BCWP (corrected) - Actual costs - Cost variance - Cost index - Work variance
© SAP AG
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Values in Progress Analysis Schedule Var. (SV) BCWS
Plan POC % of the activity planned as of a particular time
Act. POC % of the actual activity performed as of a particular time
= BCWP - BCWS
Value of the activity planned as of a particular time
Cost Variance (CV) = BCWP - ACWP
= Plan POC * Total costs
Total planned costs
Value Index (CPI) BCWP Value of the activity actually performed as of a particular time = Actual POC * Total costs
Result
Key figure, showing how far project execution is deviating from the plan. The value index shows the ratio of the value flow to the actual costs, as a percentage. = BCWP/ACWP
Est. to Comp. (ETC) ACWP Costs incurred up to a key date
Estimated residual costs until completion =ETC=Total costs - BCWP/CPI
Est. At Comp. (EAC) Estimated total costs at completion = EAC = ETC + ACWP
SAP AG 2003
The values shown above are calculated as part of progress analysis and offer starting points for evaluation in reports. As the project is executed, the values are calculated left to right, as shown. The system calculates the POC in line with the measurement method, either defined in the individual object or entered as a default for the object type in Customizing. Both planned and actual values are calculated. The budgeted cost of work scheduled (BCWS) and budgeted cost of work performed (BCWP) are calculated by multiplying the POC by the basis stipulated in advance (planned costs or budget). Comparing them with the actual costs (actual cost of work performed (ACWP)), you calculate variance values (schedule variance and cost variance), a variance index, and the costs you expect to incur between now and completion of the project (estimate to completion (ETC)).
© SAP AG
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Milestone Trend Analysis (1)
SAP SAP AG AG 1999 1999
© SAP AG
PLM240
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Milestone Trend Analysis (2)
Milestone dates
Reporting dates
Legend : Behind schedule Ahead of schedule On schedule
SAP AG 2003
The milestone trend analysis is used for simple, clear monitoring of the project schedule and to identify variances and trends promptly. To this end, the scheduled dates planned for the milestones relevant to project processing are compared at various times, and variances from schedule planning are highlighted. At chosen points in time, dates from milestones, which are relevant for project progress, are recorded in special project versions. These milestone dates can then be compared graphically or in table form. They can also be compared with current dates or dates from a simulation version. Consequently you can quickly notice, for example, if a project is running late.
© SAP AG
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Project Progress: Unit Summary
You are now able to: Define the purpose of progress analysis Evaluate progress analysis results Execute a milestone trend analysis
SAP AG 2003
© SAP AG
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Exercises Unit: Project Progress Topic: Progress and Milestone Analysis •
Enter confirmations
•
Perform and evaluate an Earned Value Analysis ****OPTIONAL****
•
Perform a milestone analysis
****OPTIONAL****
****OPTIONAL****
In addition to isolated evaluations of costs, deadlines, and resources, you can use the Earned Value Analysis to compare these values to the actual services performed, and thus assess the current status of a project. A further aspect of the project progress is the Milestone Trend Analysis, which provides a means of tracking deadlines in a project in order to outline trends and deviations.
Topic: Recording Confirmations ***OPTIONAL*** 1
Call up the structure overview and enter a confirmation to provide you with additional data for the Earned Value Analysis. In addition, manually assign a POC measurement method to an activity. 1-1
Start the Structure Overview transaction. SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) If prompted, enter PS Info Profile YIDES_130000. Enter the following in the selection screen: Field Name
Values
Project
T-200##
Choose Execute Deselect all the objects in the structure overview. Choose Deselect all
© SAP AG
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Select activity 5000, and call up the individual confirmation for this activity from the structure overview. Select activity 5000 Extras/environment → Confirm → Individual confirmation Enter a final confirmation for this activity. Today's date is proposed for both the start and end dates. Enter the following dates: Activity
Exec. Start
Exec. Finish
5000
Today’s date
Three months from today
Confirm your inputs with Enter and save your confirmations. Ensure that the FinalConf indicator is selected Choose Save Refresh the evaluation and review the actual dates for activity 5000. Select Refresh 1-1-2 Manually assign a Progress Analysis measurement method to activity 5000. Use progress version 132, and assign the Time Proportional Method for plan, and the Degree of Processing from Confirmation for actual. Select activity 5000 Choose Change Object Choose the Progress tab Progress Method Plan Version
Method Actual
132
Degree of Processing from Confirmation
Time Prop.
Choose Save Leave the structure overview and return to the selection screen. Choose Back
© SAP AG
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Topic: Performing and Evaluating an Earned Value Analysis (***OPTIONAL***) 2
To assess the progress of a project, your company uses an Earned Value Analysis. The progress values for a project are calculated on a monthly basis and are a permanent feature of your reporting system. 2-1
Access the progress determination function. Project System menu: Progress → Progress Determination → Individual Processing (double-click) Enter the following in the selection screen: Field Name
Values
Project definition
T-200##
With hierarchy
X
With orders
X
Progress Version
132
To period
Current period/fiscal year
Test run
No
Choose Execute The detail screen of the Earned Value Analysis is then displayed. Note the Selection and Processing category field groups.
© SAP AG
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1. The Selection field group contains important information taken from the settings defined for the progress version. This information includes the value used as a basis for determining the percentage of completion, and the reference variable used to determine the aggregated percentage of completion and earned value. 2. The processing category explains how the measurement method for the individual objects was determined. • With assigned methods (the object was directly assigned a separate measurement in the master record) • Without assigned methods, Plan/Act. transferred (these objects have only been assigned a measurement method for determining the plan or actual percentage of completion; the system uses the same measurement method in both cases) • Without assigned methods, Default method used (the default method defined in Customizing for each object type is used) 2-2
Now display the measurement methods used for the individual objects in your project. Choose the Assign methods to objects pushbutton A list containing all of the objects in your project and the associated measurement methods is then displayed. Now exit the progress determination function and go back to the SAP Easy Access menu. Select Back (twice)
© SAP AG
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2-3
Now evaluate the values determined for your project T-200## using the structure overview for the Earned Value Analysis. SAP Easy Access Menu: Accounting → Project System → Information System → Progress → Progress Analysis → Structure Overview (double-click) Change the PS info profile so that you can use the settings required to evaluate the progress values. Choose Other PS info profile In the dialog box: choose profile YIDES_EV0001 Select Enter Enter the following data on the selection screen and execute the evaluation: Field Name
Values
Project
T-200##
Choose Execute Deselect all the objects. Choose Deselect all 2-4
Choose the period breakdown for the top WBS element. Display the plan and actual earned values over time. Select the WBS element at level 1; Goto → Period breakdown Here, you can see an overview of the plan and actual earned values calculated for the corresponding periods. Notice that the actual costs that have been posted are also shown. Now call up a graphical display of this information. To do so, call up the graphic for the period breakdown. Goto → Graphic → Period drilldown Display the legend for the graphic to show what the individual curves represent. Choose Legend Exit the graphic and period breakdown, and go back to the structure overview. Select Back (twice)
© SAP AG
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© SAP AG
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Topic: Performing a Milestone Analysis (***OPTIONAL***) 3
During the course of these exercises, you have saved two versions of your project T200##, which you have marked as MTA-relevant. In addition, because your project contains milestones that are also relevant for the trend analysis, you have fulfilled the prerequisites for carrying out a milestone trend analysis. 3-1
First call up the program for backdating project versions. System → Services → Reporting Enter the report name ZZ_JMKTEST01 and execute it. Report ZZ_JMKTEST01 Choose Execute Enter the following data in the screen displayed: Field Name
Values
Version key
Gr##_01
Created on
1st day of current month - 3
Select Execute Field Name
Values
Version key
Gr##_02
Created on
1st day of current month - 2
Select Execute This report is a program that is exclusive to the IDES system. The program is only run here to simulate real working conditions (backing up versions on a periodic basis) in the training environment. Exit the program and go back to the SAP Easy Access menu. Select Back (twice)
© SAP AG
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3-2
Now carry out the milestone trend analysis. Project System menu: Information System → Progress → Milestone Trend Analysis (double-click) Enter the following values on the screen: Field Name
Values
Project
T-200##
Use current data too
X
Basic dates
X
Select Execute A graphic is then displayed with the reporting dates on the horizontal axis and the scheduled dates of the milestones on the vertical axis. The curve can have three different shapes: • Curve is rising • Curve is falling • Curve is flat 3-3
Behind schedule Ahead of schedule On schedule
You can exclude individual reporting dates and/or milestones from the evaluation in the milestone trend analysis. Choose the Choose dates function. Choose Choose dates A list containing all the available milestones and reporting dates is displayed. You can now use the select and deselect functions to reduce the number of objects in the evaluation. This function is particularly useful if your project contains many milestones, or if many different versions of your project have been saved. Close the dialog box, exit the milestone trend analysis, and go back to the SAP Easy Access menu. Choose Continue Choose Back (twice)
© SAP AG
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Resource/Material Information System (2)
Contents: Capacity evaluation Purchasing documents Material evaluations Requirement/stock Valuated project stock ProMan
SAP AG 2003
© SAP AG
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7-1
Resources/Material: Unit Objectives
At the conclusion of this unit, you will be able to: List the reports in the Project System to evaluate Resources Materials
Execute the reports and evaluations Utilize the most important functions during report execution
SAP AG 2003
© SAP AG
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Course Overview Diagram (7)
Enterprise reporting
7 Resources Material Progress Controlling
Structures Data selection Project structures Course overview SAP AG 2003
© SAP AG
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Resource/Material Information System (3) Valuated project stock
Capacities
Stock B B B C A
Material components B C
A R
D
Stock/requirements list Order report
Resources/material Reservations/ purchase requisitions Purchase orders Outline agreements
SAP AG 2001
The resources and material information system covers the following: Capacity reports Stock/requirements list Order report Reservations/ purchase requisitions / purchase orders / outline agreements Valuated project stock
© SAP AG
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Resources
SAP AG 2003 1999
You can call up the resource reports in the Project System via Logistics/Accounting → Project System → Information System → Resources.
© SAP AG
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Resources: Overview 2000
3100
3000
1200
1000
1300
4000
5000
1100 1400
1500
Work center
Vendor
PP
MM
PP
Personnel
Machines
PP
SAP AG 2003
You plan resources in the Project System using network activities. Resources, which are evaluated in the Resources Information System, are the capacities planned in the internally processed activities via the work centers. Depending on the activity type you are using, a distinction is made between the following types of resource: Internally processed activity: Here, you create a quantity structure for each work center that is used by persons and/or machines. This enables you to plan the activity to be performed and to determine the capacity requirements generated by the project. Externally processed activity: You use this type of activity to specify which activities have to be carried out by other companies in order to execute the project. This type of activity generates a purchase requisition that is converted to a purchase order and processed further in Materials Management (MM). Service activities plan activities that are to be performed by a service provider. The difference between service activities and externally processed activities is that, if you use service activities, you can draw up service specifications. These are also processed further in MM.
© SAP AG
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Resources: Reports E-9977
Capacity requirements (project view)
Capacity load (work center view) Resources & Capacity planning
Distribution of work among workforce
Capacity load (variable view)
SAP AG 1999
The evaluation of the capacity requirements for the project is an individual overview from the structures information system. It can be processed and defined in accordance with the available funds. You can also use the PP Capacity Planning reports in the Project Information System to evaluate the capacity load. The distribution of work among the workforce focuses on the requirements distributed among individual persons - from the project, work center, or employee view. In addition to the requirements, you can also read the available capacity per person here.
© SAP AG
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The Project Planning Board: Integration Dates Capacity Overview
Hierarchy Graphic ?
Cost/Revenue Overview
t
■
C
xxxx xxxx xxxxx xx xx xxxx xx x
xxxx
XX
xxxx x
xxxxxx
Network Graphic ? ■
Materials Overview
C
Plant Maint.Orders
PM SAP AG 1999
In addition to facilities for creating and changing objects, the project planning board offers a range of options for evaluating information on your project. In addition to the date view, you can display the following project overviews: Capacity Overview: The system displays the work centers (and the capacity load utilization) for the activities selected. Green bars show that capacity is still available, red bars mean that the available capacity has been exceeded. Materials Overview: The system displays the material components (and the corresponding requirements dates) assigned to the activities selected. Cost/Revenue Overview: The system displays the development of costs/revenues for the WBS element or activity selected. The project planning board also offers an integrated view of costs, dates, and capacities in your project.
© SAP AG
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Capacity Load
Detailed Capacity List/Period Work center Capacity type Week
2000 002
Project Manager Person
Plant
1300
Reqmts
Avail.
Load
49/1999
116.25
270.00
43
%
153.75
H
50/1999
220.25
270.00
82
%
49.75
H
51/1999
116.25
270.00
43
%
153.75
H
52/1999
287.68
270.00
107
%
17.68-
H
01/2000
253.57
216.00
117
%
37.57-
H
02/2000
164.25
270.00
61
%
105.75
H
03/2000
124.75
270.00
46
%
145.25
H
1,283.00
1.890.00
71
%
553.00
H
Total
Free cap.
Unit
SAP AG 2003
You can use the capacity evaluation to analyze the capacity loads in your business. There are various evaluations you can execute: The standard overview surveys the load situation in selected work centers. It compares the capacity requirement and available capacity for the selected work centers, and the capacities actually used by the work centers. You can use the capacity detail list to display detailed information on which orders and networks give rise to capacity requirements in the work centers. The variable overview is a list that you can configure yourself, showing data from capacity planning, structured by period. You can display the various evaluations either as tables or as graphics, using the SAP Presentation Graphic. From the evaluation lists, you can display or process the work centers and capacities. In turn, you can process orders and confirmations, and display stock/requirements lists, from the capacity detail list..
© SAP AG
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Capacity Loads: Customizing Overall profile (PS info profile) profile) ... Resource profiles Subprofile for selection profile Work center set
Capacity category set
Order set
Initial set
Subprofile for option profile Subprofile for list profile Detailed capacity list Variable overview Subprofile for graphics profile SAP AG 2003
In the selection profile, you specify the names of the sets that are used to generate the selection screens and initial screen. The settings for the time interval to be selected from the database are also made here. The options profile contains many of the settings for the capacity planning transaction, for example period pattern, type of distribution, and so on. The default settings for displaying the lists in capacity planning are made in the list profile. All of the settings for displaying the evaluations in graphical form are made in the graphics profile. The profiles are assigned to the overall profile in PS Customizing under Technical Project Reports. If you need to create your own subprofiles, you can call up these Customizing settings via Responsibility Accounting → Resources.
© SAP AG
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Material
SAP AG 2003 1999
You can call up the material reports in the Project System via Logistics/Accounting → Project System → Information System → Material.
© SAP AG
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Material: Overview
Individual overview
Other
Planned orders Components
Stock Stock/requirements list Valuated project stock
Material
Missing parts Pegged requirements Order report Reservations Outline agreements
B C
A E
D
Purchase requisitions For project For account assignment
Purchase orders For project For account assignment SAP AG 1999
The material reports in the project contain evaluations that are also made available elsewhere in the R/3 System (particularly in Inventory management and Requirements planning).
© SAP AG
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Material: Stock/Requirements List
Material
E-1511
Planning area
1300
Plant
1300
Date 11/23/1999 07/19/1999 11/23/1999 09/20/1999 10/04/1999 11/02/1999
MRP El. W-BEST AR-RES P-BEST BS-EIN AR-RES PL-AUF
Motor 50 KW 460V AC 3-phase current Frankfurt MRP type
PD
Data for MRP El. E-1500B E-2011 4500008410/00010 000000909951 0001758037/PR
Exc.
Material type
SEMI
Rec./Reqmt
Available Qty 2-
20
2 41
5 23 5 1 2
Dat.
SAP AG 2003
The current stock/requirements list shows the current stock/requirements situation for a material. In the Project System, choose Information System → Material to access the list. Each time the list is set up, the system reads and displays the various MRP elements. This means the list always shows the up-to-date availability situation for the material. Changes made after the planning date are shown directly. The list is, therefore, dynamic. Stock/requirements lists are not stored in the system, only in the working memory. From this list, you can display and change the objects causing and covering the requirements. You can display the relevant master data or, for example, convert planned orders into production orders or purchase orders. As of Release 4.6A, you can access the stock/requirements list not only by entering individual material numbers, but also using collective access - that is, by entering a product group, class, MRP controller, vendor, or production line.
© SAP AG
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Material: Purchase Requisitions, Purchase Orders, Outline Agreements
Selection using account assignment objects
Selection using PD, WBS, network
Further purchasing document selection criteria or M M Purchase requisition M M Purchase
requisition Purchase requisition
M M
M M M M OutlineOutline Outline agreement agreement agreement
M M
Purc.order 1 Purc.order 1 Purc.order 2
1 2 2
SAP AG 2003
There are two ways of finding purchasing documents (purchase orders and purchase requisitions) that exist for your project: You can select purchase requisitions/orders for a concrete account assignment object whose name you know. Alternatively, you can select all the purchase requisitions/orders belonging to a higher-level object (WBS, network, and so on). The following additional functions are available in the evaluations: Display purchase requisition/purchase order Display material master Disply info records and outline agreements Stock overview and stock/requirements list The following functions are available for you to evaluate outline agreements (contracts and delivery schedules): Outline agreement evaluation: Specify the appropriate account assignment object. Evaluation of project purchase orders: Check the Contract and Delivery options and specify the frame as the list scope.
© SAP AG
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Material: Valuated Project Stock Selection via . . . . . . Material . . . Valuation area . . . Valuation type . . . Special stock indicator
. . . Project definition . . . WBS element
ValType
Q
Material
ValAr
S
E-1500B
1300
E
E-1500B
1300
Q
E-1500B
1300
E-1500B E-1500B
WBS elm
. . . Sales document . . . Sales document item . . . Sold-to party
E
SalesDoc Item 9726
10
TtlStk
OUn
5
PC
E-2005-2
2
PC
Q
E-2005-1
1
PC
1300
Q
E-2004-1
0
PC
1300
Q
E-2004
2
PC
SAP AG 2003
The valuated project stock report enables you to evaluate the valuated special stock for the project (special stock indicator Q) and for the sales order (special stock indicator E). You can do this either with or without restrictions to individual material numbers. Note: Two important conditions have to be fulfilled in order for you to be able to work with the valuated project stock: first of all, the Valuated stock indicator has to be set in the project definition; secondly, the materials to be managed in the special stock must allow individual requirements to be managed (Dependent requirements indicator in the material master). The report itself is based on the ABAP List Viewer (ALV) and supports the standard functionality of the ALV (Display variants, Export report, Print, and so on). You can also navigate from this report directly to the stock overview and to the material master (display mode).
© SAP AG
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Material: Evaluations Outside PS
Logistics System
Production
Production Control
Information
Order Information System Order Progress Report
Logistics Materials Management Inventory Management Environment
List Displays
Material Documents
SAP AG 2003
If you are using production orders to map your engineer-to-order production processes, you can use two useful evaluation options in the Production Control Information System to help you do so: Order Information System: The Order Information System is a production control tool that features a reporting function for production and planned orders. The evaluations are carried out across the original production order tables using the logical IOC database. All of the orders defined in the system, including those with a deletion flag or indicator, can be analyzed. Archived orders are not taken into account. Order Progress Report: The order progress report can be displayed for several sales orders or for one WBS element. The report shows all of the requirements and procurement elements. In addition to the plant and material number, you can choose the project definition and WBS element as selection criteria. If you want to display Project System objects, you have to choose either a network or a material. The selected object (network or material) must be assigned to a WBS element. A structure based on your inputs is then displayed, from which you can choose a network or material. You can use reports or Inventory Management lists to take a look at the movements for specific material numbers. Every time a posting is carried out, material documents are created, which you can list according to material number, movement type, or vendor.
© SAP AG
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ProMan
SAP AG 2003 1999
You can call up ProMan in the Project System via Logistics/Accounting → Project System → Material → Execution → Project-Oriented Procurement (ProMan).
© SAP AG
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7-17
What is ProMan? ProMan is a tool that helps you carry out project-oriented procurement. It supplies information about the status and progress of internal and external procurement activities. Material A Material B
Reservation
Activity C Activity D
Production
PReq.
Inventory management
Planned order
Purchasing
RFQ
Delivery
Quotation
Project Management
Shipping
SAP AG 2002
The Project System is one of the most integrated modules within SAP R/3. An area in which this is particularly noticeable is the internal and external procurement of material and services: As soon as 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.
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ProMan: Characteristics ProMan Focus on components or activities, or on the respective account assignment objects Views for components, activities and elements, quantities, orders and documents, stock and deliveries. Hierarchical display of project structure for navigation ALV-based overviews Executable functions Purchase requisitions, create purchase order Create reservation Goods issue Stock transfer posting Delivery from projects
SAP AG 2003
ProMan is an application that is integrated with Materials Management, Purchasing and Production. ProMan consists of a selection screen and a main screen. The main screen has a hierarchical navigation area and different overviews, for example, for components, quantities, dates, activities, orders, documents and so on. The documents and orders that are displayed in ProMan are, for example, purchase requisitions, purchase order items, reservations, planned orders, and so on. In the hierarchical navigation area, WBS elements, networks, activities and activity elements, and components are displayed. 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, for example, that refer to anonymous plant stock, cannot be evaluated in ProMan.
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Selection Screen Object selection Settings for views and exceptions
Project Selection Project Definition Sales Document WBS Element Network Default Settings Profile Components
PS0001: ProMan, Demonstration, IDES Activities/Elements
Network MRP Controller Activity
Filter criteria
The entire selection can be saved as a variant!
Material Plant Sort string Requirements Date Material Group Purchasing Group Vendor Item Category
to to to to to to to to to to
Relevant for Reqs Procured Externally Withdrawable Missing Part Plant Stock Project Stock Order Stock
SAP AG 2002
The overall selection screen for ProMan is subdivided into three sections. The first section is where the components and external services are actually selected. You do this by specifying the project definition, sales order number, WBS element, or network. In the second section, you can enter a ProMan profile. This determines the display of variances and the selection of documents that ProMan is to display. In the third section you define the criteria for filtering the selection. In general, the filters can refer to attributes of the components or the activities and activity elements. The selections you make here can be very complicated. So that you do not lose the settings completely each time you exit the selection screen, you can save the entire selection screen as a variant.
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Component Overview Components
Orders/Docs
Quants
Dates
Stock
Deliveries
Project Structure
Components Res.No.
Itm Mat.
Plant Mat. Desc. Turbine casing Rotor disk Guide vane Rotating blade Generator Elec. switch cabinet Oil feed Steam line Cable 10kA Pump Bearing box
Network Acty Quantity UOMReqtDate
SAP AG 2002
The main ProMan screen is divided into two areas. A hierarchical navigation area on the left, and the area for detailed information on the right. Tab pages subdivide this second area into individual sections. The slide shows the component overview. In the component overview, you are provided with the following information, for example: Reservation number including item Name and description of the material Requirements quantity with unit of measure Item category Purchasing data (purchasing organization, purchasing group)
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Orders and Documents View
Components
Orders/Docs
Quantities
Dates
Stock
Deliveries
Orders/Documents ReservNo. Itm Exception Material Res/Preq Vendor
PReq.
RFQ
Purch.Order MatDoc
Status
Generate Reservation/Preq Group to Purchase Req. Generate Purchase Order Generate Delivery Post Goods Issue Transfer Posting of Stock
SAP AG 2002
The overview of orders/documents gives you information about orders (for example, planned orders, production orders) and documents (purchase requisitions, purchase orders, requests for quotation, material documents and so on) that are assigned to the selected components (or external services). The individual documents and orders can be displayed directly from ProMan. Simply double-click the individual document or order number to do this. You can also create new documents from all of the overviews. The context determines which documents you can create. The slide shows all the options that can be created: Reservation or purchase requisition Grouping to purchase requisition Purchase order Delivery Goods issue Transfer stock posting
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Resources/Material: Unit Summary (1)
You are now able to: List the reports in the Project System to evaluate Resources Materials
Execute the reports and evaluations Utilize the most important functions during report execution
SAP AG 2003
The reports in the Resources Information System provide you with accurate information on the capacity requirements of your project and the capacity load utilization of the work centers. The most important settings for these evaluations can be made in Project System Customizing and are made available in the PS info profile. In the Material Information System, you can call up evaluations that are used primarily in Materials Management and Inventory Management. Most of the settings for these are, therefore, made in the appropriate applications and not in Project System Customizing.
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Exercises Resource/Material Information System •
Evaluate capacities
****OPTIONAL****
•
Enter confirmations
****OPTIONAL****
•
Partial billing
•
Utilize ProMan to evaluate the procurement objects for a project. ****OPTIONAL****
Between each of the above steps, we will use the information systems to analyze the effects of the commercial functions. In the following, confirmations in network activities and revenue postings for billing elements create actual values that we then analyze in the information system.
Topic: Capacities and Confirmations ***OPTIONAL*** 1
Here, we concentrate on the information requirement and turn our attention to capacityrelevant aspects of project processing. 1-1
Evaluation of capacity requirements as viewed from the work center (session 1) Your project and those of the other course participants have taken up capacity in the same work centers. Now display the current required/available situation in work center 2200 for the next six months.
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1-1-1 Access the capacity evaluation for the work center. SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Resources → Capacity Load → Work Center View (double-click) Enter the following in the selection screen: Field Name
Values
Work center
2200
Plant
1300
Execute the evaluation. Choose Enter You reach the standard capacity planning overview. Change the settings so that the periods are displayed in months not weeks. Increase the timeframe shown to six months. Settings → General… Field Name
Values
Entry type
J (Number of calendar months)
Int. finish
5
Periods
Month
Choose Continue
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1-1-2 Now select one of the months displayed and have the system display all pegged requirements. Select and period Choose Cap. details/period The pegged requirement column shows all the orders and networks, in ascending order, that required capacity. To find out which network belongs to your project, have the system show the WBS Element field. Select Choose fields… Select the following field in the right-hand side of the window. Field WBS Element (either entry) Adopt the field as an additional display field. Choose Show Selected Fields Confirm the change. Choose Continue Go back to the standard overview. Choose Back
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1-2
Entering Network Activity Confirmations from the Structure Overview (session 2) The internal activities have been carried out for your project. You must now enter them in the form of confirmations. To this end, go to session 2 and access the structure overview. SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) If prompted, enter PS Info Profile YIDES_130000. You are in the selection screen for the structure overview. Run the overview for your project T-200##. Field Name
Value
Project
T-200##
Choose Execute Access the collective confirmation function. Extras/environment → Confirm → Collective confirmation The system displays a list of all the activities. Select the ones you want to confirm. Activity
Name
Work Ctr
2000
Planning of systems and instrumentation
2200
2100
Purchase documents (planning)
2200
Activate the Final confirmation indicator for the two activities and confirm your entries. Check column F for the above activities Choose Continue Save the confirmation with the defaulted data. Choose Save Leave the structure overview and return to the selection screen. Choose Back
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1-3
Evaluation of capacity requirements as viewed from the work center (session 1) Having entered the confirmations, go to session 1. You are still in the capacity evaluation there (standard view) for work center 2200. Refresh the data. Select Refresh
Question
1-4
What changes have occurred? Entering the final confirmations for the activities assigned to work center 2200 has reduced the capacity requirements.
Evaluation in cost element report (session 3) Go back into session 3 (cost element report Z6P2). Refresh the data there. Select Refresh Note that the actual costs have increased. In the Actual column, select the amount for cost element 619000 and branch to the actual line item report. Select actual value Choose Call up report Define a display variant of your own here, containing columns relevant for the line items generated from the confirmations. Change Layout In the right-hand window, sort the defaulted fields alphabetically. Position the cursor on the heading Column Name Choose the following fields for the new display variant: Field Cost element descr Total quantity
X
Unit of measure Par Activity Partner CCtr WBS Element
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Adopt the fields as display fields for the new display variant. Choose Show Selected FieldsArrange the fields in a meaningful sequence and set the Total indicator for the Total quantity. When you have the fields in the sequence you require, adopt the display variant. Select Transfer Enter Calculate a total per cost element for the quantities and values. Select the cost element total Choose Subtotal Save your layoutChoose Save layout Make the following entries in the resulting dialog box: Field
Values
Display variant
PLM240-##
Name
Act. LI Display Variant Group ##
User-specific
X
Choose Save Now display the original confirmation document, by positioning the cursor on a line and branching to the document using the appropriate pushbutton. Position the cursor on a line Choose Document (Source Document) Exit the document display and the line item report and return to the cost element report. Now leave the cost element report for project T-200## and return to the selection screen for the cost element report. Choose Back
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1-5
Evaluation in the project planning board (session 1) ***OPTIONAL*** The project planning board also includes facilities for evaluating projects in various ways. Access the project planning board. Accounting/Logistics → Project System → Project → Project Planning Board → Change Project (double-click) Field
Values
Project def.
T-200##
Planning board profile
Elevators/Turbines
With activities
X
Open your project. Select Enter You are now in the project planning board. Add the column Work Center to the columns shown in the left-hand part of the window. Choose Field Selection… Select the Work Center field and add it as an additional column. Field Work center Choose Show Selected Fields Confirm your entry by pressing Enter. Select Enter Use drag&drop to drag the work center column to the position directly after the Description column. Select the Work Center column, Keeping the left-hand mouse key pressed, drag to the column to a position next to the Description column. Select an activity that is assigned to work center 2000, such as activity 2200 and branch to the capacity overview for the activity. Select activity 2200, Right mouse key → Capacity overview The utilization of the work center is displayed in a bar chart. However, you can choose another type of display. To do this, select work center 2000 and branch to the utilization histogram display. Select work center 2000, Right mouse key → Load as histogram
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With these evaluations, you can display the utilization situation in a work center in graphical form. Close the Capacity overview: per capacity window and return to the planning board. Choose Close Select all the objects in your project structure and determine the current costs for them. Choose Select all Edit → Functions → Calculate costs Now select top element T-200## in your project. Display the cost overview for it. Select the top WBS element T-200## Right mouse key → Cost overview You see a number of curves. They supply information on the costs and revenue situation in your project. Display the legend to see what the individual curves mean. To do this, select the WBS element in the cost/element overview and call up the legend. Select the top WBS element T-200## Right mouse key → Display legend Save the changes to your project and return to the Easy Access Menu. Choose Save Choose Back
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Topic: ProMan 2
****OPTIONAL****
Procurement requirements generate many types of order proposals: reservations, purchase requisitions, purchase orders, planned orders and production orders. Use ProMan to evaluate the orders and documents to procure the components for your project T-200##. 2-1
Access ProMan to evaluate material procurement for your project using the following data: SAP Menu → Accounting → Project System → Material → Planning → Execution → Project-Oriented Procurement (ProMan) Field Name
Input Data
Project definition
T-200##
Profile
ProMan, Demonstration, IDES
Choose Execute. 2-2
Access the components for activity 3200. What is the material group of component T-20300? Select (double-click) the icon for activity 3200 on the left side navigation area. The components for this activity are displayed on the right side of the screen. Scroll to the right until you can see the Material Group column. The material group is: 00101, steel.
2-3
Reservations have been generated for all components. Look at the reservation for T-20300. What is the reservation number and what is the assigned movement type? The number of the reservation is: _________________ To view the reservation and movement type, double-click the reservation number in the first row of the component overview. The movement type of the reservation is displayed on the top-left of the reservation. The movement type is:
281, GI for network
Exit the reservation. Choose Reservation → Exit.
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2-4
Look at the orders and documents for WBS T-200##. What type of documents are assigned to WBS T-200##? Double-click the top WBS element in the navigation area to select it. Choose the Orders/Docs tab page to display the procurement documents. Purchase requisitions, purchase orders, planned orders and production orders are assigned to WBS T-200##. They are assigned to WBS element T-200## because the are project stock requirements, and the requirements grouping element is WBS element T-200##.
2-5
From ProMan, display a purchase requisition and a planned order. Select any purchase requisition. To return to the Orders/Docs tab page, use the green arrow back. To select a planned order, scroll to the right of the Orders/Docs tab page to view the planned order column. Select any planned order. To return to the Orders/Docs tab page, use the green arrow back.
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Topic: Actual Revenues 3
****OPTIONAL****
In the process of entering confirmations for your customer project T-200##, you have also entered the final confirmation for the activity to which the Partial billing 40% milestone is assigned, thereby documenting that the milestone has been reached. This removes the billing block in the billing plan of your sales order. You can now send the first invoice to your customer. 3-1
Create Billing Document (session 1) Go to Sales and Distribution and access billing. SAP Easy Access Menu: Logistics → Sales and Distribution → Sales → Order → Subsequent Functions→ Billing Document (double-click) Enter the following in the selection screen: Field Name
Values
Document
Your sales order number (the system may default it)
Carry out billing for your document. Choose Execute Save the invoice and note the number. Choose Save Billing document number: _________________________ Go back to the main SAP menu.
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3-2
Effects in the structure overview (session 2) Run the structure overview for your project T-200## again. Enter the following data in the selection screen: Field
Values
Project
T-200## Leave other fields as they are
Choose Execute
Question
3-3
What changes have occurred? None. The only effect of the Select Sales Documents indicator in the database profile is that customer quotations and sales order are selected. In this context, billing documents are not sales documents and are not displayed in the structure overview. If you want to display the billing documents issued for your sales order, you can use the document flow in the sales order to do this.
Effects in the cost element report (session 3) Access the cost element report for the customer project. Enter the following data on the selection screen: Field Name
Values
Project definition
T-200##
To fiscal year
Two years from now Leave the other fields as they are
Choose Execute Note the line containing cost element 800000 - Domestic sales revenues. When you post a billing document, the corresponding amount is recorded as actual revenue in the WBS element flagged as the billing element for the project.
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Business Reporting (2)
Contents: Project views Inheritance/project summarization Enterprise controlling Profitability Analysis (CO-PA) Profit Center Accounting (EC-PCA) Executive Information System (EIS) Business Information Warehouse (BW)
SAP AG 2003
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Business Reporting: Unit Objectives
At the conclusion of this unit, you will be able to: List the different reporting tools and how you can use them in SAP R/3 Understand how the individual functions can be used in business reporting Compare the available functions and applications for business reporting
SAP AG 2003
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Course Overview Diagram (8)
8
Enterprise reporting Resources Material Progress Controlling Structures Data Selektion selection
Project structures Course overview SAP AG 2003
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Business Reporting - Overview of Components Project Views
Project Summarization
PS
PS
Views:
Project structure Profit Center Cost centers Summarization Investment program Sales & dist User--defined User
Profitability Analysis
CO
BW
ts c e j o r P
Profit Center Accounting
EIS
EC
EC
SAP AG 2003
In addition to views of individual projects, you may need reports covering more than one project, sometimes sorted per particular criteria. To meet this need, we offer the tools listed below. They form part of the application components entered in parentheses. Project summarization (PS) Project views (PS) Profitability Analysis (CO-PA) Profit Center Accounting (EC-PCA) Executive Information System (EIS) SAP Business Information Warehouse (SAP BW)
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Project Views
SAP SAP AG AG 2003 1999
© SAP AG
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Project Views - Hierarchy Representation
Projectstructure structure . .. .. .Project
Costcenters centers . .. .. .Cost
Sales&&Dist. Dist. . .. .. .Sales Project views
Profitcenter center . .. .. .Profit
Representation by . . . Customer-specific . .. .. .Customer-specific
Investment . .. .. .Investment programs programs Summarization . .. .. .Summarization
SAP AG 2003
You can define a structure for the data selected from the database. This structure determines how the data is represented in the information system. We deliver the following project views as standard: Project structures (hierarchy type 1) Profit center (hierarchy type 2) Cost centers (hierarchy type 3) Summarization (hierarchy type 4) Investment programs (hierarchy type 5) Sales and distribution (hierarchy type 6) In addition, you can create your own project view. This is a separate step in customizing. The hierarchy type for this view is 99. You can either define the project view you want to use in the database profile, or you can change it temporariliy when executing a report.
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Project Views - Examples Project 1 CCtr
Project 2 IV
PC
. . . By cost center CCtr
Project 3
CCtr
PC
CCtr
. . . By investment prog.
Project 1
Project 1
Project 2
Project 3
IV
PC
. . . By profit center
Project 2
PC
IV Project 3
CCtr
IV
PC
IV
CCtr
Project 4
Project 4
Project 4
Project 1 Project 4
SAP AG 2003
The Project System logical database (PSJ) forms the basis for reporting in the information system. You can display the data retrieved from the database in a range of different views (the project structure view, for example, or a profit center hierarchy view). You define a hierarchy type for each view and, if necessary, you define a hierarchy or a set for summarization. A user exit is available for defining views of your own. You can use the structure information system and the Controlling information system to display data in the above views. Examples: Evaluating the cost plan/actual costs/planned and actual work in the hierarchy of the investment program. You would use the Structures information system for this. - Advantage: You can display key figures relating to both Logistics and Controlling. - Advantage: You can edit all objects - even the investment program - from the information system. Evaluating project costs and revenues in the profit center hierarchy. You would use the Controlling information system for this. - Advantage: You can drill down to line items and original documents.
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Business Project Summarization Reporting - Project Summarization (1)
SAP SAP AG AG 2003 1999
© SAP AG
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Project Summarization – Procedure Step 1 Define summarization hierarchy (Customizing) Step 3 Summarize
Project Summarization
PS
Step 2 Inheritance
SAP AG 2003
Project summarization is a method, offered in the Project System, of summarizing and analyzing a number of projects under one or more superordinate terms. The data is summarized by means of hierarchy structures, which you can define in Project System customizing. Up to and including Release 4.0B, the Project System used the SAP classification system to carry out summarizations. In and after Release 4.5A, summarization is effected by means of master data characteristics. Summarization by classification is still available, but, in the medium-term, SAP will no longer support it. We recommend that you no longer use it. You define the individual hierarchy levels in the summarization hierarchy by means of characteristics. The principal difference between the two types of summarization is that for summarization using master data characteristics, inheritance and the summarization itself are processed in two separate steps. These will now be explained in more detail.
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Project Summarization – Define Hierarchy
Σ Summarized Analysis Create summarization hierarchy Specify whether input quantities are to be summarized Determine objects to be summarized (such as projects, maintenance orders, production orders) with Data Scope (Object Types) Specify status selection profile Determine data to be summarized (such as primary costs, secondary costs, results analysis data, budget) with Data Scope (Totals Records Tables) Determine hierarchy levels, such as: Controlling area Project type Company code Responsible person SAP AG 2003
For the summarization hierarchy, use master data fields of the account assignment objects. Each level of the summarization hierarchy corresponds to a master data field.
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Project Summarization - Inheritance
Invest. Proj. Smith
P1
P1-1 P1 P1-1
P1-2 P1 P1-2
P2
P2-1 P2 P2-1
Johnson
Green
P2-2 P2 P2-2 Cust. Proj.
Cust. Proj. Smith
P2-3 P2 P2-3 Green
Inheritance Invest. Proj. Smith
P1
P1-1 P1 P1-1 Invest. Proj. Johnson
P1-2 P1 P1-2 Invest. Proj. Smith
P2
P2-1 P2 P2-1 Cust. Proj. Green
P2-2 P2 P2-2 Cust. Proj. Smith
Cust. Proj. Smith
P2-3 P2 P2-3 Cust. Proj. Green
SAP AG 2003
While the cost reports discussed so far evaluate just one project, project summarization offers you the option of evaluating costs, revenues, and payment data for more than one project. For example, you can combine the costs of all projects in a controlling area, business area, or cost center, and evaluate them in the information system. Summarization hierarchies form the basis for project summarization. In Customizing, you can define as many of these hierarchies as you require. You define summarization hierarchies using master data characteristics of the WBS elements or activities. Example of a summarization hierarchy (in IDES: 1301) Level 1 is always the controlling area Level 2 is the Project type field (customer projects, investment projects, cost projects, and so on) Level 3 is the Person responsible field (Smith, Green, Johnson, and so on) During an inheritance run, the characteristic values of higher-level WBS elements are passed on to any lower-level WBS elements and activities that do not have any characteristic values of their own. Summarization objects and the relevant master data fields are stored in the database, in table PSERB. Inheritance of master data configuration does not, therefore, mean that the corresponding master data changes.
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Project Summarization - Summarization Run Controlling area: $450
Char.
Example
Value
Project type
$130
$320
$10
$120
$240
...
Person responsible
...
...
$80
Summarization $$ 100
P2
P1
P1-1 P1 P1-1
$$ 200
P1-2 P1 P1-2
P2-1 P2 P2-1
P2-2 P2 P2-2
P2-3 P2 P2-3
$$
$$
$$
$$
$$
10 SAP AG 2003
20
30
40
50
During the summarization run, the key figures of the project (costs, revenues and payment data) are totaled up for the various nodes in the summarization hierarchy. Based on the summarization criteria from the inheritance run, the system determines which objects belong to a summarization node, selects the transaction data from the database, and records the totals in the individual summarization nodes, by cost element and period. Once the summarization run is completed, you can use summarization reports to analyze the quantity structure (objects at a summarization node) and values in the entire summarization hierarchy. You can also use the structure information system or controlling information system to display selected projects in the order of the summarization hierarchy (see graphic entitled Project Views).
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Enterprise Controlling
SAP SAP AG AG 2003 1999
Enterprise Controlling includes the following three components: Profitability Analysis (CO-PA) Profit Center Accounting (EC-PCA) Executive Information System (EIS)
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Project Controlling - Enterprise Controlling
Project Controlling PS Project
Profitability Analysis COCOPA
Profitability Sgmt Product area Region
Business area
Success of project
Success of product areas
Profit Center Acctg ECECPCA
Profit Center PrCtr 1
PrCtr 4 PrCtr 2
PrCtr 3
PrCtr 5
Success of organizational units
SAP AG 1999
Whereas project controlling involves planning and monitoring one or more projects, Profitability Analysis and Profit Center Accounting are used for different purposes. Profitability Analysis allows you to monitor the external market and individual market segments. In Profitability Analysis, reporting is performed on the basis of profitability segments. Project data is posted to Profitability Analysis when you settle a project. Profit Center Accounting allows you to monitor the success of your company's organizational units. Reporting is performed at the profit center level. Project data can be posted to Profit Center Accounting if data is written to a profit center document when CO and FI postings are made to the project.
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Profitability Analysis
PP
SD
PS
FI
CO
A-320 A-321 A-340
Program
Revenues
Drive
Product
Flight control
Division
Navigation
Revenues Net value Cost of sales
A-320 A-321 A-340
Period
SAP AG 1999
Profitability Analysis is used to assess product areas, regions, business areas, and so on. You can summarize the objects as you want with respect to their contribution margins. The aim is to support the areas of Sales and Distribution, Product Management, and Enterprise Planning with information from Controlling, making decision-making easier. CO-PA can be used in businesses from any sector (machine tools, chemicals, service companies, and so on) using any type of production (process manufacturing, repetitive production, sales-order-related production, and project processing). The operating results analysis can be period-based, or order/project related. Typical questions answered by Profitability Analysis: Who is our biggest/fastest growing customer? How have sales and the contribution margins for various product ranges developed in the last period? How successful are the various business areas?
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Profit Center Accounting PrCtr H1
MM
SD
FI
HR PrCtr 1300
CO Goods/Services
PrCtr 1
PS
PrCtr 4
PrCtr 2
PrCtr 3
Profit Center
PrCtr 1400 1300
Pr.Ctr Cost/Revenue Elem.
Plan
Actual
800000 Domestic revenue 810000 Foreign revenue ** Revenues
500000 200000 700000
600000 210000 810000
890000 Semifinished 400000 Raw materials ** Material consumption
250000100000350000-
260000140000400000-
PrCtr 5
Line Items/Documents Purc.orderM M
SAP AG 2003
Profit Center Accounting provides another view of all the documents posted in FI and CO. It compares the total costs for the enterprise, or parts of it, with the revenues and internal activities. It thereby supports you in calculating an internal operating profit and offers an internal view of how well your business is doing. The costs and revenues are borne by objects such as cost centers, internal orders, WBS elements, network activities, production orders, sales orders, and operating concerns. The objects are assigned to a profit center in their respective master data. The data is duplicated in a separate document, classified by profit center, and stored in a separate database. You can use the statistical update for profit centers in both CO-PA and Profit Center Accounting, thereby obtaining alternative views of your company results.
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Differences Between CO-PA and EC-PCA Profitability and Sales Accounting
Profit Center Accounting
Profitability Accounting
SAP AG 1999
Like Profit Center Accounting (EC-PCA), Profitability Analysis (CO-PA) is part of Profitability and Sales Accounting. Unlike EC-PCA, which reproduces results analysis for internal responsibility areas, CO-PA is used to assess contribution and sales margins for market segments or business units. You can define master data or basic structures as you want in CO-PA. By stipulating evaluation concepts (characteristics) and the evaluation factors required for results analysis, you can generate your own, multidimensional evaluation structure. Unlike EC-PCA, which only offers accounting options, CO-PA offers cost accounting and accounting results analysis. In the former process, value fields you define yourself act as evaluation factors. In the accounting process, evaluation is by account grouping. EC-PCA and CO-PA cannot generally be regarded as alternatives. Rather, they complement each other and, taken together, make up a flexible and comprehensive system for results analysis.
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Executive Information System (EIS) Executive Executive Information Information System System
Enterprise Controlling
Plan costs Original budget Commitment Payments Actual costs
Project Project System System
Operative controlling
Financial Financial 1988........1994 R1 ---------------------
Orders Stock Capacit.
Turnover/Costs
Day-to-day activities
Personnel Personnel
:
---------------------
:-
---------------------
:
---------------------
R4 ---------------------
Employees Qualification
Ext. Ext Ext.. Systems Systems Market Stock exchange Laws etc.
l Interna orders
es Invoic nce intena S a M a l s e s s ct o Proje rder order s
SAP AG 2003
A management information system supplies information on all the factors affecting the business activities of a company. It brings together relevant data from internal and external sources and gives the user important, up-to-date information that can be analyzed quickly. The Executive Information System (EIS) in SAP R/3 is a management information system that collects and evaluates information from the most disparate areas of a business. Sources of this information might include, among others, the financial information system (cost accounting and external accounting), human resources information system, and logistics information system. The information offered is intended for management and accounting personnel. When customizing your management information system, you set up your own data pool and supply it with data from different information systems, such as the Project System, or from outside the company. Features of the EIS: Commercial and logistical key figures appear in the same report Real-time slice & dice in many characteristics, and drilldown reporting Separate EIS database and summarization levels ensure good performance Ability to store reports with current figures (freeze report data). Ability to compile report portfolios, with comments, charts, and multimedia objects
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EIS Process
Inheritance
Start transfer report
11
Subordinate WBS elements inherit basic characteristics from their superior WBS element.
66
Based on the transfer rules, fields in the receiver structure are filled with the values from the sender structure.
Definition of transfer rules
22
Selection of certain key figures in PS (performance)
Definition of characteristics + key figures
55
Defines how fields of the sender structure are shown in the receiver structure.
Definition of sender structure
Aspect definition
33
Generate the characteristics and key figures in EIS
44
Build up an aspect and assign the selected key figures and characteristics. SAP AG 2003
The PS key figures offered for transfer to EIS are divided into accounting and logistics. Configuration of data collection from PS is largely automated, but some manual processing is required. The actual data transfer is fully automatic. You start the data transfer in the relevant Project System menu, or the EIS menu. For performance reasons, you should keep the characteristics and key figures to be transferred to a minimum. The system generates and activates the sender structures PSGENACC and PSGENLOG for the selected characteristics and key figures. In the EIS IMG, you transfer the PS characteristics and key figures from the structures generated to EIS. Create the aspects using the characteristics and key figures defined in advance. We recommend that you create separate aspects for accounting and logistical data, because separate sender structures are used for these areas. You set up the data collection program in the EIS IMG, thereby determining the sender structures and transfer rules in EIS. You must create one data collection program for accounting key figures and another for logistical key figures. Carry out steps 1 and 6 periodically. Steps 2 and 5 are onetime customizing activities.
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Business Information Warehouse (BW)
SAP SAP AG AG 1999 1999
© SAP AG
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Business Information Warehouse
The question . . . How can different user groups (management, power users, end users) evaluate data from different sources easily and effectively?
. . . the answer! . . . with the SAP Business Information Warehouse
SAP AG 2003
Decision makers need up-to-the-minute, reliable information from Production, Purchasing, Sales, Financial Accounting, and Human Resources. This requires an up-to-date and comprehensive overview of both the department and the entire business area. These requirements place exacting demands on data retrieval and the underlying data sources. The information must be maintained homogeneously and consistently at a central location, from which it can be accessed. For this reason, modern data warehouse systems require a separate database with an independent application environment that can provide the required services. On the presentation side, efficient analysis techniques that use multimedia visualization methods with a high prognostic value are indispensible. Systems of this kind have to cater to the information needs of a wide variety of user groups. The requirements on the online transactional processing (OLTP) side essentially entail supplying the data required by the data warehouse in a manner that is both economical and comprehensive. One of the decisive advantages of the SAP Business Warehouse is that it provides the entire SAP business know-how, spanning over 25 years of software development for business applications, in the form of a metadata repository. SAP R/3 Systems can be configured as OLTP systems and make the entire SAP Business Content available to an SAP Business Information Warehouse in the form of InfoSources. These concepts will now be explained in greater detail.
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SAP BW Architecture
Business Explorer
3rd party OLAP client BAPI
Administrator Workbench
OLAP OLAP Processor Processor Meta Data Repository
Database
Staging Staging Engine Engine
Business Information Warehouse Server
BAPI
R/3
File
R/2
Legacy
Provider
SAP BW
SAP AG 2003
The graphic provides an overview of the structure of the SAP Business Information Warehouse (SAP BW) in a heterogeneous system landscape: In the lower level, SAP R/3 systems and external systems are possibles as OLTP systems. Metadata and application data are managed on the Business Information Warehouse Server. You manage the various source systems using the Administrator Workbench of the Business Information Warehouse. In addition, you use the components of the Administrator Workbench - the Scheduler and the Monitor - to plan and monitor the transfer of metadata and transaction data from the legacy systems. The business explorer, and its reporting tools, make up the third level.
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BW: Administrator Workbench
Administration
Administrator Workbench
Scheduler
• • •
Controlling Monitoring Maintaining data retrieval and processing
Monitor
SAP AG 1999
The Administrator Workbench is a tool designed to control, monitor, and maintain all of the processes associated with retrieving and processing data in the Business Information Warehouse. The data supplied from the SAP Business Information Warehouse with the help of the Administrator Workbench can be evaluated and presented using the Business Explorer reporting tool. The Administrator Workbench comprises the following functional areas: Modeling Monitoring Reporting Agent Transport Link Business Content Where-Used List Translation Metadata Repository
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BW: Business Explorer
Business Explorer
Business Explorer Analyzer (in Microsoft Excel)
Business Explorer Browser
Power user environment for . . .
End user environment for . . .
. . . AdAd-hoc queries . . . Definition of standard company queries . . . Publishing queries
. . . Finding reports . . . Displaying reports . . . Information analysis . . . Report organization
SAP AG 1999
The Business Explorer (BEx) is used to analyze data in the SAP Business Information Warehouse. The Business Explorer is the reporting tool for the Business Information Warehouse, and consists of the Business Explorer Analyzer and the Business Explorer Browser. In the Business Explorer Analyzer, you define queries that are based on a selection of InfoObjects or predefined query templates of an InfoCube. By navigating through the queries, you can create different views of the data and, therefore, analyze and present the InfoCube data. You save your queries in workbooks. You save the views of these queries and use them for Web reporting. In the Business Explorer Browser, you can create and store workbooks, links, and documents, choose documents assigned to you, and open or organize them. The data supplied from the SAP Business Information Warehouse with the help of the Administrator Workbench can be evaluated and presented using the Business Explorer reporting tool.
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BW: Business Content
Roles InfoCubes Update rules
Queries Extractors Key figures Characteristics
SAP AG 2003
The term Business Content refers to preconfigured, role and task-based information models in the SAP Business Information Warehouse that are built on consistent metadata. The Business Content provides specific roles in an enterprise with the information they require to carry out their tasks. These information models essentially comprise roles, workbooks, queries, InfoSources, InfoCubes, key figures, characteristics, update rules, and extractors for SAP R/3, mySAP.com Business Applications, and other selected applications. The Business Content can be: Used without modification Adapted as required, that is, refined or generalized Used as a model for building company-specific business content
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Business Content Project System: Key Figures Controlling Costs Revenues Budget Statistical Key Figures Payments
Dates Date & Time Buffer Duration Work
Result WIP COS Reserves Incoming orders
Progress
Claims
Earned Values Percentage of Completion (POC) Milestone trend analysis
Costs
SAP AG 2003
Key figures are values or quantities, such as sales, fixed costs, sales quantity, or number of employees. In addition to the key figures stored in the database, you can define calculated (derived) key figures with the query definition function in the Business Explorer. These key figures can be calculated from the key figures in the InfoCube by using a formula. Examples of derived key figures include sales volume per employee, variance in percent, or contribution margin.
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Business Content Project System: Characteristics Master data
Organizational Units
Project definition WBS Element Network Activity Activity element Milestone Material Component Claim
Person Responsible
Status
Object Types
Texts
WBS Hierarchy SAP AG 2003
Characteristics are classification terms, such as company code, product, customer group, fiscal year, period, or region. Characteristics allow the entire data stock to be classified in accordance with certain criteria. The master data comprises the permissible values of a characteristic (also known as characteristic values).
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Business Content Project System: InfoCubes
Dates & Controlling
Earned Value & Controlling
Line Items
Earned Value
Controlling
Dates
Claims
SAP AG 2003
InfoCubes are the central objects on which reports and analyses in SAP BW are based. An InfoCube describes a self-contained dataset (from a reporting perspective), for example, from a business area. As far as reporting is concerned, a query always refers to an InfoCube. In SAP BW Release 3.1, BI Content 3.2 Add-on, the Project System provides a total of five smaller InfoCubes, in addition to the MultiCubes, to enhance query performance. The InfoCubes are as follows: Line Items Earned Value Controlling Dates Claims Earned Value & Controlling (MultiCube) Dates & Controlling (MultiCube) Project System – Residual Order Plan
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Business Content Project System: Roles & Queries
Commercial Project Manager
• • • • • • • • • • • • • •
Commercial Project Overview WBS Element: Budget WBS Element: Costs/Variances Projects: Payments Overview Report - Projects Progress: List of Aggregated Values Progress: Original Values Progress: Corrected Values Progress Values/Costs Milestone Trend Analysis Hierarchical Project Overview Master Data: Project Master Data: WBS Element PSR: Project Master Data
Technical Project Manager
• Technical Project Overview
• • • • • • • • •
Projects: Claims Costs: Plan/Actual/Variance Costs: Plan/Actual/Variance per year Project Result CR: Claims CR: Revenues/Costs/Earnings CR: Progress Values/Costs CR: Work Package List CR: Dates for Project Def./WBS
SAP AG 2003
The commercial project manager is responsible for planning, controlling, and monitoring the project. SAP BW provides information in a workbook so that she can perform these tasks. Each task is equivalent to a cluster of one or more workbooks. A workbook contains queries that supply the relevant information. The following queries are provided to allow the business project manager perform her tasks: Commercial Project Overview WBS Element: Budget WBS Element: Costs/Variances Projects: Payments Overview Report - Projects The technical project manager is responsible for planning, controlling, and monitoring the project. SAP BW provides Business Content information in a workbook so that he can perform these tasks. Each task is equivalent to a cluster of one or more workbooks. A workbook contains queries that supply the relevant information. Technical project overview © SAP AG
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Creating Queries
Available Objects InfoCube Project System Key figures Restricted key figure
Definition Filters Fiscal year variant Fiscal year variant
Budget Calculated key figures Average costs Amount Date Duration Dimensions
Dragand anddrop drop Drag Free characteristics Project definition Cost element
Columns Actual costs Plan costs
Project objects Order Organizational Units Profit Center Profit Center Cost element Value type Value type details Origin
Rows WBS Element
Act. costs
Sales Costs Output quantity Average costs Cost element
A-WBS El. A-CostEle B-CostEle B-WBS El. A-CostEle B-CostEle C-WBS El. A-CostEle
Time Posting period Current calendar year Previous year ...
SAP AG 1999
A query always refers to the data in an InfoCube. You can include characteristics, key figures, calculated key figures, and variables in a query definition. You can also define default layouts in the Report Builder to standardize your reports. By using filters, you can restrict the volume of data selected by a query. Using the drag&drop method, you can quickly create queries and instantly visualize changes with the layout control functions. Queries do not impair the performance of your R/3 System.
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Why Evaluate Projects in BW? Predefined business content
Integration with other InfoCubes
Flexibility
SAP AG 2003
The high level of integration with other InfoCubes makes cross-application reporting possible. It also means there is a single point of entry for all project-specific evaluations. All the key figures and characteristics are consolidated in one InfoCube (combination of structure overview, drilldown, and cost element reports). Predefined queries and roles enable you to put SAP BW to good use quickly. You can adapt SAP BW to your individual requirements quickly and easily, based on existing business content and templates. You can also add to the system landscape and change it as you want.
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Business Reporting: Unit Summary (1)
You are now able to: List the different reporting tools and how you can use them in SAP R/3 Understand how the individual functions can be used in business reporting Compare the available functions and applications for business reporting
SAP AG 2003
The project view enables you to display selected report data in different hierarchies. With project summarization, you can summarize and analyze several projects of the same type under one general heading. Profitability Analysis is part of Operative Controlling and enables you to perform costing-based and account-based results analysis using cost-of-sales accounting. Profit Center Accounting is used primarily to determine internal operating profits for areas of responsibility using period accounting. The Executive Information System (EIS) is an information system for top management which collects and evaluates information from different areas of a company (including Project System). The SAP Business Information Warehouse (BW) supports cross-application and cross-system reporting and combines R/3 data and data from non-SAP systems.
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Exercises Unit: Business Reporting •
Create a project view profile
•
Assign the profile to the DB profile PLM240_000## ****OPTIONAL****
•
Create a summarization hierarchy
•
Carry out and evaluate inheritance and summarization ****OPTIONAL****
•
Carry out period-end closing
•
Evaluate financial reports after period-end closing ****OPTIONAL****
****OPTIONAL****
****OPTIONAL****
INSTRUCTOR ONLY
Between each of the above steps, we will use the information systems to analyze the effects of the commercial functions. In the following section, you will use to methods in the Project System component to change the view of one or more projects. Afterwards, we will carry out a period-end closing. By doing so, you will learn how to evaluate values across several projects using the Profitability Analysis component.
Topic: Project View Profile ****OPTIONAL**** 1
One way of evaluating several projects at once and extending the current view is to use the project view profile, which is part of the database profile. 1-1
Create an additional profile for the project view. Project System menu: Information System → Tools → Selection → Project View (double-click) From the list of available profiles, choose 000000000003 and copy it to your own project view. Select the entry 000000000003 Choose Copy as...
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Enter the following description for the target entry: Field Name
Values
Project view
PLM240_000## Project View Group ##
PS hier. type
3
Group name
H1
CO area
1000
Confirm your inputs with Enter and save your project view profile. Choose Copy
(Enter)
Choose Save Go back to the Easy Access menu. Choose Back 1-2
Now assign the new project view profile to your database profile PLM240_000## that you created on the first day of the course. ****OPTIONAL**** Project System menu: Information System → Tools → Selection → DB Selection Profile (double-click) Double-click your database profile PLM240-000## to call up the detail screen and replace the project view 000000000001 with the profile you just created. Double-click PLM240_000## Field Name
Value (old)
Value (new)
Project view
000000000001
PLM240_000##
Save your changes and exit the transaction for maintaining database profiles. Choose Save Choose Back (twice) Since the profiles are nested, assigning a different profile affects all of the reports that are run with the database profile concerned. Naturally, this also applies to all the PS info profiles that use this database profile (and thus this project view).
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Topic: Project Summarization 2
To evaluate several projects together at a higher, summarized level, you have to summarize your projects. 2-1
First create your own summarization hierarchy (Group##) as a copy of the existing hierarchy 1301. Project System menu: Information System → Tools → Summarization → Hierarchy (double-click) Choose the entry 1301 in the list on the right of the screen and copy it to the hierarchy Group##. Select the entry 1301 Choose Copy as... Enter the following data in the screen displayed: Field Name
Values
Hierarchy
Group## Summarization Group ##
Confirm your entries by pressing Enter. Select Enter The system then asks you whether you also want to copy the dependent entries. Choose Only copy entry. Select the Only Copy entry pushbutton Press Enter to confirm the number of dependent entries copied. Establish the data scope for your hierarchy. Select Group## Choose Data Scope (object type) Choose Projects Establish the following fields KOKRS, BUKRS, WERKS, and VERNA for your hierarchy: Select Group## Choose Hierarchy levels Choose New Entries Enter the following fields: KOKRS (Controlling Area) BUKRS (Company Code) WERKS (Plant) VERNA (Name of Responsible Person (Project Manager)) Save your hierarchy. © SAP AG
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Choose Enter Choose Save Exit the screen for defining summarization hierarchies and go back to the main menu. Choose Back 2-2
Start the inheritance run for your project T-200##. Project System menu: Information System → Tools → Summarization → Inheritance (double-click) If necessary, enter the Database profile 1300000000. Enter the following data in the initial screen: Field Name
Values
Project
T-200##
Background processing
No
Test run
No
Error log
Yes
Project list
Yes
Run the inheritance. Choose Execute Display the inheritance details for project T-200##. To do so, position the cursor on the corresponding row and call up the inheritance evaluation. Position the cursor on row T-200## Choose Inheritance Evaluation Here, you can see that the person responsible, who you entered for the WBS element T-200##, has been inherited by all the subordinate objects. This does not mean, however, that the master data of the subordinate objects has changed. Now exit the inheritance function and go back to the SAP Easy Access menu. Choose Back (3 times)
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2-3
Next, start the summarization run for your summarization hierarchy Group##. Project System menu: Information System → Tools → Summarization → Summarization (double-click) Enter the following data in the initial screen: Field Name
Values
Hierarchy
Group##
From fiscal year
Current year
From period
001
To fiscal year
Current year
To Period
012
Background processing
No
Run the summarization. Choose Execute The system then asks you whether you want to carry out the summarization online. Choose Yes. Select Yes Afterwards, exit the summarization log and go back to the SAP Easy Access menu. Select Back (twice) 2-4
Now evaluate the summarization results for your hierarchy Group##. Project System menu: Information System → Financials → Summarization → Costs/Revenues/Expenditures/Receipts (double-click) Enter the following data in the initial screen: Field Name
Values
Hierarchy type
CO
Hierarchy
Group##
Plan version
0
Execute the report. Choose Execute Navigate through the report and change the view of the data cube by drilling down the basic list according to value category and/or period/year. Then exit the report and go back to the SAP Easy Access menu. Select Back (twice) © SAP AG
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2-5
Create a new project view and assign your CO summarization hierachy to this project view. Project System menu: Information System → Tools → Selection → Project View (double-click) From the list of available profiles, choose 000000000003 and copy it to your own project view. Select the entry 000000000003 Choose Copy as... Enter the following description for the target entry: Field Name
Values
Project view
PLM240_200## Project View COHier ##
PS hier. type
4
Hierarchy type
CO
Hierarchy
Group##
Confirm your inputs with Enter and save your project view profile. Choose Transfer Enter Choose Save Go back to the Easy Access menu. Choose Back 2-6
Evaluate your project in the structure overview report using your new project view. SAP Easy Access Menu: Accounting → Project System → Information System → Structures → Structure Overview (double-click) Temporarily change your database profile PLM240-000## to use the new project view PLM240_2000## and set the indicator for commercial evaluation. Select Change Database Profile Field Name
Value (old)
Value (new)
Project view
PLM240_000##
PLM240_2000##
Choose the indicator Commercial Evaluation. Deselect the indicator Superior Objects. Execute the report. Choose Execute
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Topic: Period-End Closing (* INSTRUCTOR ONLY *) 3
Selection Variant for Collective Processing Procedures that are performed periodically (results analysis, for example, or settlement) are usually processed collectively for a large number of projects in the background. In collective processing, a selection variant is used to choose all the T-200## projects created during the course. In the following section, the instructor will create a selection variant for all turbine projects. 3-1
Create a selection variant for processing the projects collectively. SAP Easy Access Menu: Accounting/Logistics → Project System → Financials → Period-End Closing → Current Settings → Create Selection Variant for Collective Processing Enter the name of your selection variant on the initial screen: Field Name
Values
Variant
INSTRUCTOR
Create the variant. Choose Create If necessary, enter the Database profile 130000000000. In the Project field on the selection screen, enter the number interval covering all the customer projects created (T-20001 to T-20020)
Now go to the variant attributes. Enter the following text there: Choose Attributes Field Name
Values
Description
Selection variant INSTRUCTOR
Save the selection variant, and go back to the main SAP menu. Choose Save Select Back twice.
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4
Settlement Rules You will require results analysis keys and settlement rules for results analysis and settlement. You can either enter this master data manually for the WBS elements/activities, or you can derive it in collective processing. In collective processing, determine settlement rules for the WBS elements in your projects. SAP Easy Access Menu: Accounting/Logistics → Project System → Financials → Period-End Closing → Single Functions → Settlement Rule → Collective Processing (double-click) On the initial screen, enter the following data: Field Name
Values
Selection variant
INSTRUCTOR
Period
Current month
Fiscal year
Current year
Background processing
No
Test run
No
Detailed lists
Yes
Execute the report. Now go to the detail list. Select Execute Select Next list level Go back to the main SAP R/3 menu. Select the Back icon three times
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5
Schedule Manager As of Release 4.6, all periodic procedures from the various R/3 applications are processed in the Schedule Manager. This means that you can use the Schedule Manager to perform and monitor periodic user processes across applications. In the following exercise, you will create a simple task list with a process flow in the Project System. This task list will contain the following periodic procedures: overhead calculation, interest calculation, cost forecast, results analysis, incoming orders, and settlement. 5-1
Flow definition: The first step involves changing an existing flow definition. Generally speaking, a flow definition contains periodic procedures from one area (from the Project System, for example). 5-1-1 Call up the Schedule Manager. SAP Easy Access Menu: Accounting/Logistics → Project System → Financials → Period-End Closing → Schedule Manager (double-click) 5-1-2 Call up the flow definition for editing. Extras → Flow definition → Process the flow definition In the dialog box that appears, enter the definition you want to copy from: Field Name
Values
Flow definition
Z-130
Go to change mode. Choose Change 5-1-3 You want to edit the step called Object Selection Worklist. Start by doubleclicking this step. Double-click the step entitled Object selection -> worklist Enter the following data on the detail screen: Field Name
Values
Variant
Z-130
Name
Select Projects for INSTRUCTOR Leave other fields as they are
Create a selection variant called Z-130 Select Create variant Select Continue
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Enter the following data: Field Name
Values
Selection variant
INSTRUCTOR
Period
Current month
Fiscal year
Current year
Go to the variant attributes, and enter the following data: Choose Attributes Field Name
Values
Description
Selection Worklist INSTRUCTOR
Save selection variant Z-130. Choose Save Choose Back Then go back to the Workflow Builder (graphical screen). Choose Back 5-1-4 Edit the step Check Objects in Worklist. Define the receiver in the work flow, who is to be informed of the status of period-end closing. Double-click Check Objects in Worklist. Enter the following data: Field Name
Values
Name
Notify Instructor
Message recipient
Instructor's User ID
Confirm your entries by pressing Enter, and return to the workflow builder. Press Enter Choose Back 5-1-5 Save your flow definition. Then activate your flow definition. Choose Save Choose Activate 5-1-6 Exit the Workflow Builder, and go back to the initial screen of the Schedule Manager. Choose Back
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5-2
Task list: The next step involves creating a task list. A task list covers different flow definitions (for periodic processing, areas of accounting, cost center accounting, and so on). 5-2-1 Create a task list called Z-130AP. Task list → Create Field Name
Values
Task list
Z-130AP
Select Continue Enter Enter a text for the task list. Field Name
Values
Task list (text)
Task list INSTRUCTOR Leave other fields as they are
Now save your data. Then go back to the basic screen. Save Back 5-2-2 Change your task list. Place your cursor on the top entry in the task list. Insert a new task. Position the cursor on the entry Task list INSTRUCTOR Choose Insert task In the dialog box that appears, select the Flow definition option, and enter your flow definition (Z-130). Select Type of task: flow definition Field Name
Values
Flow definition
Z-130
Select Continue (Enter) 5-2-3 Save your data. Expand the structure of your task list. Save Expand Subtree
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5-3
Scheduling and Job Monitor: In the following exercise, you will schedule the steps in the flow. 5-3-1 Now schedule your tasks. First, go into planning mode. Select Return to Scheduling If necessary, Select the Enter icon once 5-3-2 Drag your flow definition (Z-130) over to a time earlier than the present time in the daily overview. Drag the line called Period-end closing PS INSTRUCTOR to the right and drop it on the time 08:00. Confirm the two dialog boxes. Choose Schedule the flow - Enter
In the daily overview for the current time, the step PS Period-end closing is scheduled and active. The day of the flow appears in green in the monthly overview. 5-3-3 You will receive an express mail, telling you that period-end closing is finished. 5-3-4 Go back to the main SAP R/3 menu.
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Topic: Evaluation of the Effects of Period-End Closing (*** OPTIONAL ***) 6
Evaluation of Period-End Closing When period-end closing has been executed for all projects, display the effects on your project T-200##. 6-1
Evaluation in cost element report (session 3) Go to session 3, where you are still in cost element report Z6P2. Refresh the report. Report → Refresh
Question
© SAP AG
What changes have occurred? (1) The amount in the actual column has increased for the cost elements to which postings were made as part of overhead calculation. These are: 655110 – Overhead: Other material 655200 – Overhead: Personnel 655300 – Overhead: Admin 655400 - Overhead: Sales (2) The project has been credited as a result of its settlement to Profitability Analysis (CO-PA). As you are working with settlement costs in the IDES System, you see the credit from the settlement in a separate line for cost element 651000.
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6-2
Evaluation in Other Reports
(*** OPTIONAL ***)
6PPW Project Result (Evaluation: Results Analysis) This report is also a cost element report; you reach it by choosing the following path: SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Financials → Costs → Plan-Based → By Cost Element → Project Results (double-click) Here, you evaluate all results analysis categories for which values were calculated during results analysis for your project. 12KST1C Plan/Actual/Commitment/Rem. Plan/Assigned Access this report by choosing: SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Financials → Costs → Plan-Based → Hierarchical → Plan/Actual/Commitment/Rem. Plan/Assigned (double-click) 11ERL1F Incoming orders Access this report by choosing: SAP Easy Access Menu: Accounting/Logistics → Project System → Information System → Financials → Revenues and Earnings → Hierarchical → Incoming Orders/Balance (doubleclick)
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Appendix (3) Contents:
Structure Information System Hierarchy reports/drilldown Archived Data Progress Analysis Resources/material Project Summarization Important notes Important database tables Miscellaneous
SAP AG 2003
This section contains supplementary material to be used for reference purposes. The material is not part of the standard course.
© SAP AG
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Structure Information System (4) (3)
SAP AG 1999
© SAP AG
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Structures Information System: 4.6 Status
The structure overview and individual overviews from Release 4.5 can be accessed through transaction codes. The redesigned structure overview and individual overviews can be accessed through the Easy Access Menu. These overviews are no longer being maintained.
SAP AG 2003
During the switch from Release 4.5 to Release 4.6, the structure overview and the individual overviews of the Project Information System were given a new interface design (the ABAP List Viewer interface). However, the switch from the classic to the new-look design caused some major problems: Instability Poor performance Reduced functionality A detailed analysis of the problems revealed that a solution could not be found within an acceptable timeframe. Therefore, the following was offered for release 4.6: The classic structure overview and individual overviews from Release 4.5 are included in full in Release 4.6. Release 4.6 also still includes the new-look structure overview and individual overviews. However, these new-look structure and individual overviews will no longer be maintained. We recommend that you activate the conventional structure and individual overviews in Release 4.6, particularly if: • You are working with extensive project structures and are experiencing performance problems. • The structure and individual overviews are not stable. • You want to use the entire range of functions offered by the structure overview and individual overviews. SAP will continue to support and maintain the conventional structure and individual overviews in future releases. In this way, we can guarantee you planning and maintenance security.
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SAP Note 326591 contains a list of the coding changes that are required to activate the conventional structure and individual overviews. Once you have implemented these changes, create new transaction codes. You can then use these new transaction codes to launch the conventional structure and individual overviews. A detailed description of this procedure is provided in the exercise solutions.
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Structures Information System: Conventional Representation in 4.6
SAP SAP AG AG 2003 1999
You call up the conventional structure overview (once you have installed SAP Note 326591) using transaction code CNS41. Transaction codes for calling up the conventional representations of the individual overviews: CNS42 Project definitions CNS43 WBS elements CNS44 Planned orders CNS45 Orders CNS46 Networks CNS47 Activities CNS48 Confirmations CNS49 Relationships CNS50 Capacity requirements CNS51 Production resources/tools CNS52 Components CNS53 Milestones CNS60 Change documents Please include the new transaction codes in your user and role-specific menus.
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Information System-SAP List Viewer Representation: Structure Choose Functions
WBS El.
E-9977 E-9977-1 E-9977-1-1 E-9977-1-2 E-9977-2 E-9977-2-1 E-9977-2-2 E-9977-2-3 E-9977-3 E-9977-4
Graphics
Description
Level
Elevator Engineering Electrical engineering Choose Functions Mechanical engineering Procurement Motor procurement Project structure Cabin procurement Equipment procurement Assembly Insurance
1 2 3 3 2 3 3 3 2 2
Status
RELD COMP TECH TECH Graphics Profile Settings TECH RELD RELD Actual start ID RELD 23.09.1999 PD RELD 23.09.1999 WBS RELD Doc RELD 23.09.1999 NW 23.09.1999 WBS 23.09.1999 WBS 23.09.1999 Activity 13.10.1999 Activity WBS Activity WBS Activity Activity Comp WBS PS text
05.11.1999 05.11.1999 04.11.1999 04.11.1999 11.11.1999
Actual finish 08.01.2000 08.01.2000 08.01.2000 30.12.1999 30.12.1999 27.11.1999 30.12.1999 23.12.1999 23.12.1999 08.01.2000 12.12.1999 08.01.2000
SAP AG 2003
The structure overview is the list in the project information system that displays all selected object types (defined in the database profile) in a hierarchical structure, giving you quick access to an overview of your project. The icon menu at the top of the display area contains the basic functions, such as Print, Select/Deselect All, and Refresh. In addition, there is a Choose Functions button. You can use this to add functions to the icon menu, tailoring it to your individual requirements. Proceed as follows: Choose Choose Functions. Select the functions you need from those listed in the left-hand part of the resulting dialog box. Use drag-and-drop to move them to the right-hand side. When you have done this for all the functions you want, choose Copy. The functions you selected then appear in the icon menu. Note: The number of icons you can add depends on the size of your screen. If you choose too many, none of the corresponding icons is displayed. If this happens, you need to reduce the size of your selection.
© SAP AG
PLM240
9-6
SAP List Viewer Representation: Functions User User Field Field Names Names Alternative Alternative Hierarchies Hierarchies
Data Scope. . . Profiles Profiles
Overview Overview Variant Variant
Confirm Confirm
Exceptions Exceptions
Detail Detail Screen Screen
Filters Filters
-
Change Change Document Document
Text Text
Overview Overview
Log Log
Mass Mass Change Change
Convert Units Statistics Statistics
Maintain/Display Maintain/Display Object Object Material Material Availability Availability
Fetch/Maintain Fetch/Maintain Project Project Version Version
SAP AG 2003
Throughout the SAP List Viewer-based structure information system, in both the structure overview and the individual overviews, you can choose functions and include them in the icon bar. Important features include: Maintain object, mass change: The information system is not merely a tool for displaying information. You can also use it to create and change objects. You always maintain the object on which your cursor is positioned. Once you have maintained the object, you can choose Refresh to display your changes immediately. You can also go to the mass change transaction if you do not want to change an individual object. Confirm: From the information system, you can confirm activities, or initiate pools of confirmations/confirmation workflows. Save, get profiles: You can save all your information system settings directly in a PS info profile. Note: Some of the available functions may not be expedient for the selected object type, for example, confirmations for the individual overview of project definitions.
© SAP AG
PLM240
9-7
Hierarchy Reports
SAP AG 1999
© SAP AG
PLM240
9-8
Conventional Drilldown Reports: Hotspots
Symbol
Navigation Level
Short Text
2
Detail list
2
Drilldown list
2
Select normal line
2
Select column group
1
Undo drilldown
1
Back to basic list
1
Switch off characteristic
1
Previous characteristic value
1
Next characteristic value
1&2
Access assigned report
SAP AG 2003
A hotspot affects how the mouse pointer is displayed and what a single click does. If the mouse pointer passes over rows or fields marked with a hotspot, the mouse pointer changes to a hand with the index finger outstretched. A hotspot can be stored in text, figures, or symbols. Pressing a hotspot either triggers a function directly or selects the relevant field. To understand hotspots, you need to be aware of the difference between single and double-level navigation steps. In single-level functions, one click on a hotspot triggers a function directly. In double-level functions, such as the detail list for a particular line in the drilldown list, you first select something by clicking it once. Then click again, once, to trigger the function. When you make the first click, the hotspot in question, and other functions useful or important for this function, are marked in color. The system does this to make it clear that you must carry out another action to execute the function. The coloring is less intense for the hotspot pressed first than for the others. If, in a double-level function, you click a hotspot twice (that is, if you double click it), the first click selects the hotspot and the second deselects it.
© SAP AG
PLM240
9-9
Graphical Report Output: HTML Templates (1) Company X Report name Persons responsible
Company logo Selection date
User name
Report description
Plan/Ist/Abweichung Navigation
Current data 11/26/1999 N
V
Text
Object
Plan.
WBS E-9977 Object
Act.
156,162
WBS E-9977
156,162
19,342 19,342
Val. category. Period/year
WBS E-9977-1
15,875
17,113
Trans. currency
WBS E-9977-2
25,601
1,200
WBS E-9977-3
109,686
Bus. transaction
WBS E-9977-4 Result
0
5,000
1,029
156,162
19,342
= Lead column
Plan.
Overall values ----------------------Previous years
Act.
156,162 ----------
Var.
19,342 ---------
0
% var.
140,820 ---------
0
90.2 ---------
0
0
>
SAP AG 2003
You define HTML templates in order to specify the contents and structure of the info area for the output type graphical report-output. The info area is displayed as a report header above the report list and can contain the name of the report, graphics (your company logo, for example) as well as other information. If you decide to use only those combinations of output areas that do not contain an info area, it is not necessary to define HTML templates. In order to make the HTML templates you defined available for the report definition, you have to store them in the R/3 System using the Business Document Navigator. You can find further information on the Business Document Navigator in the SAP ArchiveLink help.
© SAP AG
PLM240
9-10
Graphical Report Output: HTML Templates (2)
Description
Created on
File name
Drilldown General Co. Report name Respons. persons
Company logo Selection date User name Report description
Detail
Create e at e Cr
Document Info Key Words
Document Type
Standard Application
Choose a document type HTML Template
SAP AG 2003
With the help of an external HTML editor or by programming directly, create a file in HTML format, which you can use as a template for the report definition. In the report definition, choose Environment → Maintain HTML Templates. This takes you to the initial screen for the Business Document Navigator. In the Create tab page, double click the HTML Template document type. A file selection dialog then begins. Specify the fully qualified name of the HTML file you want to copy to the SAP System as a template, then close the dialog by choosing OK. Enter a descriptive text for the HTML template and choose the appropriate language. We also recommend that you create key words for the template. These will help you identify the document later. Confirm your entries. Choose Goto → Back to leave the Business Document Navigator and return to the report definition. In the output type tab for the report defintion, the newly created HTML template now appears in the relevant list field. You can use it for the information area of a graphical report.
© SAP AG
PLM240
9-11
Hierarchy Reports: Reorganization
Plan/Actual/Variance
Current Da ta 11/26/1999
Navigati on
Value categ or y
Per iod/year
Reports
Com m . Activity
To tal f or Years
Object
-
Plan
PRO E-9977
-
Elevator156.162 Mo del 1001
WBS E-9977
Actual
Var.
15.342
140.820
15.342
Var. %
90,2
140.820
90,2
+
WBS E-9977-1
15.875 Engineerin g
17.113
1.238-
15,6-
+
WBS E-9977-2
25.601 Procurement
1.200
24.401
95,3
-
WBS E-9977-3
0
109.686
100,0
0
52.720
100,0
-
Elevator 156.162
109.686 Assem bly
Section 1
NWA 910990 1160
Section 2
NWA 910990 1170
WBS E-9977-4
Insur ance NWA 910990 3000
Result
52.720
56.966
5.000 Insurance
0
1.029
56.966
3.971
100,0
79,4
5.000
1.029
3.971
79,4
156.162
19.342
140.820
90,2
Forms
Report data
SAP AG 2003
Deleting report data: In this step, you delete report data you no longer require. In the selection screen, you specify the extent of the report data you want to delete - for example, all reports from the 1994 fiscal year. Report data means the selection data for a report as of a particular time. When this is deleted, the data for the report is selected again in each case. Deleting forms: In this step, you delete forms you no longer require. In the selection screen, you specify the quantity of forms you want to delete. Forms can only be deleted when they are no longer being used in reports. Deleting reports: In this step, you delete reports you no longer require. In the selection screen, you specify the extent of the reports you want to delete - for example, all reports from the 1994 fiscal year.
© SAP AG
PLM240
9-12
Evaluating Archived Data
SAP AG 1999
© SAP AG
PLM240
9-13
Archiving Steps
Del.flag
Set deletion flag Set deletion indicator
Residence time 1
Start archiving Del.ind Del.ind..
Start deletion process
Residence time 2 Begin archiving/ deletion
SAP AG 2003
Archiving/deletion is usually processed from the general archiving menu. You can archive or delete operative PS data from the Basic Data area menu. The archiving/deletion is usually executed in the background. If, for example, you are having the system set the deletion indicator for a number of projects in background processing, it does so for all the objects that meet the requirements. Note: This contrasts with earlier releases, when the deletion flag was not set for any project if just one of them failed to satisfy the requirements. Deletion flags for WBS and networks can also be set and unset manually. Deletion indicators can only be set in background processing. You cannot unset them. Residence times are set for networks only. They are defined in the table of network types.
© SAP AG
PLM240
9-14
Archiving Operative Project Structures (1) Archiving Object PS-PROJECT Project Data
Network Data
Project Version Data
• Project definition
• Activities
• Project definition
• WBS element
• Activity elements
• WBS elements
• Milestones
• Material components
• Milestones
• Delivery information
• Prod. resources/tools
• Plan costs
• Delivery information assignment to WBS element
• Milestones
• Actual costs
• Delivery information
• Line items
• Plan costs • Actual costs and revenues • Line items • PS texts
• Assignment of delivery info to activity and components • Classification data • Confirmation • PS texts
SAP AG 2003
You can use the archiving object PS_PROJECT to archive and delete operative data (master data) from the Project System, such as networks and WBS, including all transaction data and project versions. With this object, you archive the data in your project environment, such as: Data on the project (project definition, WBS, milestones, delivery information, assignment of delivery information to WBS elements, planned costs, actual costs and revenues, line items, and PS texts) Data on the network (activities, activity elements, material components, PRT, milestones, delivery information, assignment of delivery information to activities, assignment of delivery information to components, classification data, confirmations, and PS texts) Data on the project version (project definition, WBS elements, milestones, planned costs, actual costs, and line items) Note: If you archive a network or WBS that has a status-dependent project version, the system automatically archives this version with the original data. Time-dependent project versions must be archived separately. You cannot archive simulation versions.
© SAP AG
PLM240
9-15
Archiving Operative Project Structures (2) Object CA_KBLX
Application
• Funds reservations for orders and projects • Transfer price agreements between projects • Transfer price allocations between projects
• FI documents • Work centers • Prod. resources/tools • Purchase requisitions • Sales orders
Object PS_PLAN
Cannot be deleted
• Standard networks incl. •Activities and elements •Relationships •Material components •Prod. resources/tools •Milestones •Purchasing data •Classification data
• Individual WBS elements • Subprojects • Individual subnetworks • PS texts
SAP AG 2003
Not all project-relevant data in the Project System can be archived or deleted along with the WBS: Some data can only be deleted in the application from which it originates (examples: FI documents, work centers, PRT, purchase requisitions, and sales orders). The following data cannot be deleted: individual WBS elements, subprojects, individual subnetworks, and PS texts. You cannot archive objects such as funds reservations, fixed price agreements, and fixed price allocations with PS_PROJECT. CA_KBLX is provided for this purpose. There is also a separate object, called PS_PLAN, for archiving and/or deleting standard networks and the accompanying transaction data.
© SAP AG
PLM240
9-16
Archived Data Project Information System Actual/C omm /Total/Plan i n COarea Cr cy Selektier en
Type ID
Work
Plan/Actual/Variance
PROJ T-20088
2088 hrs 2088 hrs
Navigation N V
833 hrs
Objekt Wertkat. Per./Jahr T.Währ. Btrw. Vg.
WBS
T-20088
TXT DOC
Specifications PS_IMG
WBS
T-20088-1
Ntwk 902053 Acty Mlst Acty Mat Acty Acty
902053 1000 000000004576 902053 3000 T-20210 902053 4000 902053 5000
Archive 1
833 hrs 200 hrs
List
Text
Objekt
Plan
PRO E-9977 PSP E-9977 PSP E-9977-1 PSP E-9977-2 PSP E-9977-3 PSP E-9977-4 Ergebnis
Koste nar t
Ist
Oblig o
Summ e
400000
Extras Settin gs System
Help
PSP TT-20088
PSP T-20088.1
12.000
410000
3.000
417000
24.000
12.000
6.000
5.300
28.000
= Schlüsselspalte Plan Ist Abw. Abw. % Gesamt 156.162 19.342 140.820 90,2 ----------------------- ---------- ------------------------Vorjahre 0 0 0 0
NPV 902138 2000
620000
Network
CCenter
10
6004056
1000
P.1234.1000
20
P.1234.1000
30
*1000
10
8.000
PSP T-20088.2 619000
Act.
18.500
3.000
30.000
466000
WBS-Elem ent
P.1234.1000
5.384
5.384
7.286
7.286
650000
Cost Element
Actual C osts
Plan
PRO T-20088
233 hrs 250 Hrs 350
Edi t Go to View
Ist
P.1234.1000
20
P.1234.1000
30
6.442
9.582
13.388
400000
ALV
10.000.00
6007843
1000
420000
12.000.00
6009977
1000
450000
23.000.00
1000
6003433
6005678
*1200
1200
600000
1200
240000
1200
620000
** P.1234.1000
45.000.00
30.000.00
36.000.00
66.000.00
111.000.00
NPV 902138 2100
890000
7.200
7.200
10
7.080
1200
24.000.00
20.000.00
1200
40.000.00
36.000.00
NPV 902138 2300 892000
>
Archive 2
Saldo
6.350
58.870
Archive 3
6.000
64.870
102.642
4731
10
COPC-FINI-2
4745
10
COPC-CONFIG-1
36.000.00
Archive 4
SAP AG 1999
The following reports are available in the Project System to enable you to evaluate archived data: Structure and individual overviews in the structure information system Hierarchy reports in the Controlling information system Cost element reports in the Controlling information system Line item reports in the Controlling information system To be able to evaluate archived data in the project information system, you must first set the indicator in the database profile that allows archive input. The selection screen for the relevant evaluations then offers the option of extending the data solution to include data from a specified archive.
© SAP AG
PLM240
9-17
Progress Analysis
SAP AG 1999
© SAP AG
PLM240
9-18
Selecting Measurement Methods for WBS Elements & Networks
Is a measurement method assigned to the object?
Yes Measurement method for object
No
Is the indicator for recording plan/actual data set in the progress version?
Yes Default method maintained per object type in the progress version?
No
Default method maintained for object type?
No
Yes Start/Finish 0/100
Yes
Measurement method for object type
Measurement method for object SAP AG 2003
The graphic above illustrates how the system determines the measurement method to be used.
© SAP AG
PLM240
9-19
Measurement Method Selection Guide
Object
Plan
Actual
Internally processed activity
Cost proportionality
Percentage of completion
Milestone
Milestone
Externally processed activity
Cost proportionality Time proportionality
Cost proportionality Time proportionality
Cost activity
Milestone Estimate Start/finish
Milestone Estimate Start/finish
Production order for material
Cost proportionality
Cost proportionality
WBS element
Milestone Quantity proportionality Start/finish Estimate Time proportionality Cost proportionality
Milestone Quantity proportionality Start/finish Estimate Time proportionality Cost proportionality
SAP AG 2003
The table above contains recommendations indicating which methods should be used for each object.
© SAP AG
PLM240
9-20
Maintaining Progress Versions Change View "Progress Version": Details New Entries
Most important step in customizing
Progress Version Controlling Area
1000
CO Europe
Progress Version
EV1
Progress
The base you want multiplied by POCs to calculate the earned value.
Earned Value EV Basis
Cost Plan (active project)
Plan Version
0
Current Variant
POC POC Weight
Cost Plan (active project)
Planning Type
Basic Dates
Early / Late
Earliest possible
The CO version to be used
Value for the weighting in the aggregation of POCs
Reference
Actual Method Ref. Plan Method
The type of dates to be used in networks SAP AG 2003
In the progress version, you define the control data used to calculate the percentage of completion (POC) and the earned value. Prerequisite: You must first go to customizing and define a progress version. We recommend that you use the progress version we deliver as standard.
© SAP AG
PLM240
9-21
Customizing: Statistical Key Figures Change View "Stat.Prog.Key Figures": Detail New Entries
Statistical Key Figures for Progress COAr
US
1000
1
Stat.KF 10
POC aggregated
1000
2
20
POC not aggregated
1000
3
30
POC for calculation of profits
The POC is stored under three different statistical key figures: - aggregated POC - non-aggregated POC - aggregated POC for CO-PA
Long Text
SAP AG 1999
Here, you stipulate the statistical key figures under which the system is to update the POC calculated. You need to assign statistical key figures, so that you can evaluate the POC in reporting and update it to Profitability Analysis. The values are updated as follows: Aggregated Not aggregated Relevant for Profitability Analysis We deliver the following key figures as standard: Stat.KF Usage 10 Aggregated 20 Not aggregated 30 Relevant for Profitability Analysis
© SAP AG
PLM240
9-22
Customizing: Measurement Methods Change View "Msmt Meths for PS Prog.Anlys": Detail Every measurement method is based on a measurement technique -you configure the method in customizing, we deliver the technique.
New Entries
Measurement Methods for PS Progress Analysis Measurement Method00000000002 Text
20-80
Description
Start/Finish 20-80
Parameters Msmt Tech.
You can stipulate a maximum POC that remains in effect until the activity is complete. This prevents the last percentage points taking the longest.
Start-Finish
Max.POC Start PoC
20
You can use different start POCs in the start-finish technique. This means you can set up methods such as 0-100, 20-80, or 50-50.
SAP AG 2003
In this step, you stipulate the measurement methods used to determine the POC. The measurement method consists of a measurement technique prescribed by the SAP System and other parameters, such as a start POC. Example: The following measurement methods are determined for the start-finish rule technique: 0-100 method, with a start POC of zero. 20-80 method, with a start POC of 20. With the Estimation technique, you enter the POC manually in the WBS or network. You enter a maximum POC and a short ID. For as long as an activity is not finished - that is, you do not know when it will be finished - the actual POC cannot exceed the maximum POC. The aim of the maximum POC is to ensure that activities that are almost complete are not overvalued. In the case of estimation, we recommend a maximum POC of 80%.
© SAP AG
PLM240
9-23
Customizing: Maintain Default Measurement Methods View "Object-Type Dep.Deflt Vals f.Msmt Meths.“ New Entries
You can define a standard method for method for each object type. It is used if no method is maintained in the object itself.
Object-Type-Dep,Default Values f.Msmt Methods Controlling Area
1000
CO Europe
Progress Version
132
Progress
Object Type
Internally processed activity
Plan / Actual
Pla
Measurement Method00000000005
Time proportionality
SAP AG 1999
Here, you define the measurement methods to calculate the POC as a default value for the various object types in the Project System. The settings are per controlling area. The measurement method defined here is a default value and can be change in object master data maintenance. The system only displays the measurement method in the detailed data for the object if you maintain a progress version for the object.
© SAP AG
PLM240
9-24
Customizing: Measurement Methods for Orders View "Order-Type Dep. Deflt Vals f.Msmt Meths“ New Entries
You cannot define methods in individual orders of any type except networks. You maintain one here, regulating how individual order types are to be handled.
Object-Type-Dep,Default Values f.Msmt Methods Controlling Area
1000
CO Europe
Progress Version
132
Progress
Order Type
PP01
Plan / Actual
Pla
Measurement Method00000000005
Time proportionality
SAP AG 1999
In this step, you define the measurement methods used to calculate the POC for the orders assigned to the project. The settings are per controlling area. You cannot change the measurement methods in order master data maintenance.
© SAP AG
PLM240
9-25
Customizing: Cost Elements Change View "Stat.Prog.Key Figures": Detail New Entries
You assign a group of original cost elements to a progress analysis (PA) cost element.
Progress: Cost Element Assignment CstEl
Def.
Cost Elem.Group
910011
K-EV-LAB
910012
K-EV-MAT
910013
K-EV-SER
910014
K-EV-OTH
910019
K-EV-OH
If your EV basis is cost elementindependent, the system uses the default PA cost element.
SAP AG 2003
In this step, you define cost elements for cost element groups, for use in evaluation of earned values by cost element, and define the default cost element. The POCs calculated for a group of original cost elements are recorded in summary under the relevant cost element. You can evaluate them in the information system. This enables you to analyze POCs differentiated by, for example, material and internal activity. The cost element under which the POC is updated must have cost element type 61. Def" indicator: If you set this indicator, the POC basis values are recorded under this cost element, regardless of their own cost element.
© SAP AG
PLM240
9-26
Resources/Material
SAP AG 1999
© SAP AG
PLM240
9-27
Workforce Planning Selection made using . . . . . . Project
Exc.
. . . Work center
Acty/Human Resource 910989 1150 Progress control - Simon Miller - Mary Townsend 910990 1020 Engineering 910990 1050 Prel.assembly - Kevin Smith
. . . Humanresources
Total wk To dist. 12/27/99 12/28/99 18.0 0.0 11.0 7.0 4.0 7.0 7.0 220.0 220.0 18.0 6.0 4.0 8.0 4.0 8.0
SAP AG 2003
This evaluation enables you to display work scheduling for projects, work centers, or human resources. When you access workforce planning in the project view, you make your selection by means of project definitions, WBS elements, or networks. The project view shows all the activities assigned to the selected networks or WBS elements. When you access the work center view, you make your selection using either work centers, plants, or human resources (person or position). Selection by human resource also offers the option of evaluating data by organization unit. The evaluation is based on the ABAP List Viewer (ALV). The standard functions include one for printing workforce planning, one for sending it to other users, or storing it in a local file.
© SAP AG
PLM240
9-28
Workforce Planning: Customizing
Workforce Planning Profile
Display
Availability
Planning period Exceptions: Load on the person in%
Exceptions: Activity work distributed in %
SAP AG 2003
You have to create a profile in order to carry out and evaluate workforce planning. You enter this on the initial screen and, if necessary, change it temporarily. You use the profile to set the: Planning period (start, finish, factory calendar, and so on) Display (period unit, work to distribute/distributed work, and so on) Exceptions per activity/person You can call up the IMG activity Define Profiles for Workforce Planning in PS Customizing under Resources.
© SAP AG
PLM240
9-29
Material: Missing Parts List Selection of reservations by: Plant MRP controller WBS element
Material Requirement date Sales order
OR
Selection of orders by: Plant MRP controller WBS element
Material Requirement date Sales order
AND
AND Profile of Missing Parts Info System
Subprofile: Sort criteria
Subprofile: Grouping criteria
Subprofile: Displayed fields Subprofile: Subprofile: User Status filter filter SAP AG 2003
The term missing parts describes the part of a requirement that is not covered by the available quantity. To access the list of missing parts, choose Project System → Information System → Material → Missing Parts. You can now entere the following criteria: Material, Plant, MRP Controller, Requirements date (or interval), WBS element, Sales order.. For further information, specify a Profile. This defines which data is displayed in the missing parts list and how it is formatted. You can stipulate the following parameters: List formatting Displayed fields Sort criteria Grouping criteria Filters (general, status, and user-defined) To maintain the required profiles, go to the IMG and choose Production → Shop Floor Control → Information System → Define Profiles for Missing Parts Information System.
© SAP AG
PLM240
9-30
Material: Reservations Selection via account assignment objects WBS element
Reserv no.
Network
Network acty
Itm ReqmtsDat Mv Material
Order
Sales order
ReqmtsQt BUn
Diff. qty
BUn
625287
1
12/04/1999 X
E-1500B
1
PC
1
PC
625287
2
12/19/1999
E-1312
1
PC
0
PC
625287
3
03/06/2000
E-1201
1
PC
0
PC
625287
4
03/06/2000
E-1203A
1
PC
0
PC
625287
5
03/06/2000
E-1700
10
M
0
M
SAP AG 1999
Request to the warehouse or stores to keep a material ready for issue at a future date for a certain purpose. The purpose of a reservation is to ensure that a material is available when required. A material can be reserved for a cost center, an asset, or an order for example. The Reservations for Account Assignment report contains a list of the reservations posted for an account assignment. You can also display the reservations from this list. Once again, the results are displayed using the ABAP List Viewer (ALV).
© SAP AG
PLM240
9-31
Material: Pegged Requirement Planned order Casing Desktop Hard disk 2.0 GB Keyboard US
Purchase M requisition
or
Purc.order
Order
Casing Hard disk Keyboard
or
or
1 2
Desktop 2.0 GB US
Path to Order
Material.. E-1511 Plant...... 1300 Plan order 0001881225/PR Purc.order qty 1 PC Date 12/04/99
Motor 50 KW 460V AC 3-phase current Frankfurt Date received..................…... 11/02/1999 Qty w/o initiating object... 0 PC
Requirements Order Res. E-1500B
Req.Quantity 1300 000910990
1 PC
Input Quantity 1
SAP AG 2003
You can use the pegged requirements evaluation to trace, from each BOM level, which requirements have triggered which purchase orders and which primary requirements (particularly sales orders) are affected by changes to the dates or quantities in a lower-level purchase order proposal, or its complete cancellation. You access the report by specifying the planinng element (planned orders, production order, purchase requisition, purchase order, delivery schedule) whose pegged requirement you want to see. You then see the list of the pegged requirements/order. The upper screen area shows the detailed information on the planning element in question, such as the material number and short test, number, date, and quantity. The lower screen area shows the pegged requirement(s) for the top BOM level. The following is shown in each case: - Requirement date - Type of requirement (primary requirement, customer requirement, and so on) - Material number - Plant - Requirement quantity and input quantity
© SAP AG
PLM240
9-32
Material: Order Report All
Netwk Order Date E-1500B 09.11.99 E-1511 11/02/99 11/02/99 E-1512
To Problem
To Receipt
000000910990
MRP Element 1300
T-Date
Available PC Q
07
1
1
Motor 50 KW
Plan order 0001881225/PR Sec.req. E-1500B 1300
Rec./Con.
Drive unit
Plan order 0001881223/PR 1300
EM
PC Q 07
1 1-
1 0
Gearbox 1
PC Q
02/11/99 11/02/99
PO sched.line 4500008668/00040 07 Sec.req. E-1500B
12/04/99
Order res. 000000910990
1 1-
1 0
SAP AG 2003
The order report gives you an overview, taking an MRP element as its starting point, of the state of all BOM levels. This means you can identify possible problems (such as missing quantities or scheduling difficulties) in production or procurement at an early stage. You can access the evaluation for any of the following: A sales order A production order, process order, or plan order A project definition, WBS element, or network At the same time, when you access the evaluation, you stipulate how the availability check is carried out and how the safety stock is considered. The availability check can take place: Using the date of receipt Per ATP logic (available-to-promise)
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Project Summarization
SAP AG 1999
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Summarization by Classification
P1 P1 ($100) ($100)
P1.1 P1.1 ($10) ($10)
P2 P2 ($200) ($200)
P1.2 P1.2 ($20) ($20)
Characteristic Attributes
P2.1 P2.1 ($30) ($30)
P2.2 P2.2 ($40) ($40)
Example
P2.3 P2.3 ($50) ($50)
Controlling area $450
Responsible person Plant 180
...
Further object characteristics, user characteristics, or drilldown
120
270
60
240
30
SAP AG 2003
You can use the SAP Classification System to summarize projects for as many hierarchies as you wish. Master record fields (object characteristics) or characteristics you define yourself can serve as characteristics for the classification system. You use these summarization characteristics to create summarization reports for projects. Note that the controlling area is always the first level in the hierarchy and the classification indicator must be set for the WBS elements and networks if you want to use summarization for the respective WBS elements and networks. In the summarization report, you can analyze the quantity structure (objects from a node) as well as the value structure (costs) within the entire hierarchy. You can use reports focused on analysis by structure as well as cost elements. You can branch as far as the document level for WBS elements. From Release 4.5A, project summarization will be carried out without using classification. The method will remain largely the same. See Note 79925 for a description. Note: If you want to use the new summarization using master data fields, go to the Project System IMG and start the conversion program Convert Classification Characteristics into Summarization Characteristics (RCJCLMIG). After executing this report, you will no longer be able to use summarization via characteristics.
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Important Notes (1)
SAP AG 1999
© SAP AG
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Important Notes (2)
Data Selection/Performance
Note
Min
Max
Short Text
0061217 0077060 0107605 0185507 0161537 0188663 194715 206264 301155
30D 300 040 40A 40A 300 40B 30A 45A
31I 45B 46C 46B 46B 46C 46B 470 46C
PS-Info System: Selection with free delimitations Performance tip for maintaining value categories Selection in the Project Information System CJ13: Poor performance in line item reports LDB PSJ: Performance with Oracle database Enhancing selection views and dynamic selection Performance problems with line item reports Large project structures, long runtimes PS cost element reports: Check of selection criteria
As of May 2003 SAP AG 2003
© SAP AG
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Important Notes (2cont)
Data Selection/Performance (cont.)
Note
Min
Max
Short Text
330848 375705 421808 431018 453824 530877 543559 576653 590895
30A 45A 30A 40B 31I 45B 45B 46B 46B
470 46C 470 46C 46C 470 470 470 470
Cost element reports in PS: Performance problems Performance problems in PS cost element reports Incorrect selection screen for cost element report Dynamic selections result in missing objects LDB PSJ: Objects selected at higher-level WBS PSIS: Performance in the cost element report PSIS: Performance problems in cost element reports SELECTION: Orders are missing in the processing GR55: Long validity period in LDB PSJ for many objects
As of May 2003 SAP AG 2003
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Important Notes (3)
Hierarchy Reports
Note
Min
Max
Short Text
0051971 0050154 0183392 0186899 0140311 0108301 0142038 0140311 166413 194353 374247 454509 523330 528677
30C 30C 45A 40A 30D 30D 30F 30D 31H 30A 46C 30A 4B 46B
45B 40B 46B 46B 45B 45A 45B 45B 46A 470 46C 470 470 470
3.X, 4.X: Settlement & elimination o. internal bus.vol. Expert mode for the report/report interface Performance in hierarchy reports Report/report interface/Branch to line item reports PS-IS: Total values in hierarchy reports PS: Incorrect overall planning values for orders Incorrect budget values in hierarchy report PS-IS: Total values in hierarchy reports PS-IS: Hierarchy reports show double totals row Hierarchy report 12KST1C PS-IS: Branch to line item not possible (12KST1C) Customer enhancement for drilldown reports in PS PSIS: Quantities in hierarchy reports PS-IS: Changing output type in drilldown reporting
As of May 2003
SAP AG 2003
© SAP AG
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Important Notes (4)
Cost elem en t Act. PR O
400000
W BS W BS -1 W BS -2
Com m itm ent
12,000
410000
3,000
417000
24,000
To tal 12,000
6,000
5.300 28,000
5.384
5.384
620000
7.286
7.286
650000
6.442 9.582 13.388
7.200
7.200
7,080
64.870
102.642
892000 Balance
Cost Element Reports
8,000
619000
890000
Plan 18.500
3,000 30,000
466000
N W A N 20 00 W A N 21 W 00 A 23 00
6.350 58.870
6,000
Note
Min
Max
Short Text
0053454 0072353 0178314 0099838 0148109 195488 323064 420453 603443
300 30C 40A 31G 40A 31H 40A 30A 45B
31I 40B 46B 31I 40B 46B 46C 470 470
PS cost element reports for PSPID and POSID Project cost element reports: performance, drilldown PS-IS: Authorization in cost element report Collective note Cost Element Reports 3.1H Memory problems when calling PS cost element reports Cost/quantities inconsistent in cost elem. Report RRI in PS: Customer fields added to COVP via OXK3 Duplicate values in cost element report from the archive PSIS: Display of cost forecast in cost element report
As of May 2003 SAP AG 2003
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Important Notes (5)
Line Item Reports
Note
Min
Max
Short Text
0051987 0110648 161543 186899 310345 396474 459730
040 40A 40A 40A 40B 46C 40A
46C 45B 470 46B 46C 470 470
No display of plan line items possible Document display for line item actual payments Flag ‘Incl. Hierarchy’ in PS cost reporting Report-report interface/Branching into line item report PS-IS: Only open commitments via report-report interface Line item report in PS: Classic ALV optional Missing columns in line item reports
As of May 2003 SAP AG 2003
© SAP AG
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Important Notes (6)
Archive Data
Archive 1
Note
Min
Max
Short Text
0140842 0106133 0110077 0161058 0101630 0103267 0140659 0172441 327081 376210 388130 420453 495088
30D 30B 30B 300 30D 30D 40B 40A 30A 45A 40A 30A 30A
45B 40B 45A 31I 40B 40B 45B 45B 470 46C 46C 470 470
Error BS001 occurs when archived activities are read CN40/CN41/CN71/CNE5: Costs from archives missing CN40/CN41/CN71/CNE5: Costs from archives missing No costs for archived data Archived data is not displayed in the report Archive files not displayed PS-IS: Line item from archive w/o object ID PS-IS: Read line item from archive Cost/payments of deleted activities in project Objects from archives are not displayed Cost of networks from archives Duplicate values in the cost element reports from archive Evaluation of archives in the Project Information System
As of May 2003 SAP AG 2003
© SAP AG
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Important Notes (7)
Various Note
Min
Max
Short Text
0028145 0083191 0030477 0148971 0140412 0326591 0306293 148971 162052 309701 326591 429055 494487 505734 526206 588991 605107
040 30A 21A 040 30D 46A 46A 30A 30A 46A 46A 30A 30A 40A 30A 46B 46B
46C 45B 30F 46C 45B 46C 46C 470 470 46C 46C 470 470 470 470 470 46B
Using technical inspection report RKACSHOW Error analysis in commercial PS reporting Information needed on errors in CO reporting Planned values in the Project Information System PS-IS: Overall plan values when more than one plan version PS: Structure overview, individual overviews in 4.6 PROMAN: Project-Oriented Material Handling Planned values in Project Information System How to use MS Access Interface Project version data in hierarchy reports PS: Structure overview, individual overviews in 4.6 PSIS: Versions in drilldown reports Project System: Consulting notes Consulting notes: OpenPS PSIS: Consulting notes on business information system GDBPSGET: Missing database hints for DB2/390 As of May 2003 PS – Interfaces with external systems
SAP AG 2003
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Important Database Tables in PS (1)
SAP AG 1999
© SAP AG
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Important Database Tables in PS (2)
Master data
PROJ
Project definitions
PRPS
WBS elements
PRTE
Dates WBS elements
PRHI
WBS hierarchy
AUFK
Orders/network headers
AFKO
Production orders/networks
AFVC/AFVU/AFVV
Network activities
RESB
Network components
MLST
Milestones
SAP AG 2003
Version master data is usually stored in the tables with the naming convention vs_cn. The associated costs and revenues are stored in the project info database (table RPSCO) (nder the object number of the version object.
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Important Database Tables in PS (3)
Transaction Data
RPSCO
Project info database (costs, revenues, and so on)
RPSQT
Project info database (quantities, stat. key figures, and so on)
COSP
Cost totals for external postings
COSS
Cost totals for internal postings
COSB
Total variances/results analyses
COEP
Line items: actual costs
COOI
Line items: commitments
COEJ
Line items: planned costs (primary costs, activity inputs)
BPGE
Budget, overall cost planning
BPJA
Budget, cost planning annual values
QBEW
Project stock valuation
MSPR
Project stock (non valuated too)
SAP AG 1999
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Miscellaneous
SAP AG 1999
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Checked Authorization Objects in the PSJ CT _A O FK P _A OK C K TY L _ _ J C G O AP FV PR _PR _A VG_ C_ ROJ VNR C _ P AF AT C_ ROJ C_ _A O P K _ K A C O VK _VB AK_ S_K RC C P T VB PR _P C_ AR C_ RPS VNR _ T _ P X C_ RPS ART ST P _ P _ GR C C_ RPS KST _B T _ P LS C_ RPS _M P K C _ C AW O_ IS K _D AF C_ FKO A C_
SAP AG 1999
General: The following activities are checked in the logical database PSJ: - CNAU_DISPLAY Display master data - CNAU_TIMEDISP Display dates - CNAU_COSTDISP Display costs - CNAU_REVSHOW Display revenues - CNAU_BUDGDISP Display budget Unlike other applications, objects for which the user has no authorization are handled as follows: The logical database PSJ supplies PROJ, PRPS_R, VBAK, VBAP, AUFK and ACT01 records even if the user has no appropriate authorization. Only a small number of fields are transferred, however. All of the tables below the specified tables are not visible. The authorization check uses function modules to check the authorization objects shown above. For further details, call up the logical database PSJ with transaction SE36 and display the documentation on the table; you will find all of the most important technical information you require under "5. Authorization Check".
© SAP AG
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Currencies in the Project System
Controlling area currency
Object currency
Transaction currency
D tra efine tra nsl cu ns atio rre n ac tio n us cy n C ing JE C
Report currency
SAP AG 1999
All currency-related data in the Project System is recorded in three different currency types: Controlling area currency: As the whole project (definition, all WBS's, all networks and activities, all orders) is assigned to one controlling area, the same controlling area currency is used throughout the project. Object currency: You can assign any currency you like to an object (project definition, WBS, network header, and (since 4.5) network activity). However, you can only do this if you have not assigned company codes with different currencies to the controlling area. If you have, the system automatically uses the currency of the respective company code. Transaction currency: Costs and revenues are stored in the currency in which they were entered - for example, the currency entered in the purchase order or sales order concerned. The hierarchy reports include a facility for converting the above currencies into a report currency. You enter the necessary settings in transaction CJEC.
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