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Participant Handbook Course Version: 2005 Q1 Course Duration: 3 Day(s) Material Number: 50069521
An SAP course - use it to learn, reference it for work
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mySAP Product Lifecycle Management
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cProjects and cFolders
Copyright Copyright © 2005 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.
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About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.
American English is the standard used in this handbook. The following typographic conventions are also used.
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Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options.
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About This Handbook
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Icons in Body Text The following icons are used in this handbook. Icon
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Contents Course Overview ............................................................................. vii
Unit 1: Introduction to the cProject Suite .................................................1 Introduction to the cProject Suite ........................................................... 2
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Project Definition and Phases............................................................. 31 Checklists and Checklist Items ........................................................... 40 Tasks and Subtasks ........................................................................ 46 Templates .................................................................................... 52
Unit 4: Planning ............................................................................... 65 Dates ......................................................................................... 66 Resources ................................................................................... 75 Costs ......................................................................................... 87 Authorizations .............................................................................. 100
Unit 5: Implementation ..................................................................... 111
Unit 6: Reporting ............................................................................141 Reporting ................................................................................... 142 Threshold Values .......................................................................... 152
Unit 7: Documents and Integration......................................................163 Object Links ................................................................................ 164 Documents ................................................................................. 170 cFolders in cProjects ...................................................................... 178
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Status Management ....................................................................... 112 Confirmation ................................................................................ 120 Approval .................................................................................... 128
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Unit 3: Master Data and Templates ....................................................... 29
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Introduction to cProjects ................................................................... 16
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Unit 2: Introduction to cProjects.......................................................... 15
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Course Goals.................................................................................vii Course Objectives ...........................................................................vii
Contents
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Unit 8: Introduction to cFolders..........................................................187 Introduction to cFolders ................................................................... 188
Unit 9: Structured Objects.................................................................209 Structured Objects......................................................................... 210
Appendix 1: Appendix: cFolders
.....................................................277
Glossary .......................................................................................283 Index ............................................................................................285
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Authorization ............................................................................... 258
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Unit 10: Authorization ......................................................................257
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Course Overview This course provides an overview of Collaboration Projects (cProjects) and Collaboration Folders (cFolders). This course focuses on the use of cProjects and cFolders. However, some system settings are also demonstrated.
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Target Audience This course is intended for the following audiences:
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Project managers Project team Consultants
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Course Prerequisites Required Knowledge
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Basic knowledge of project management Basic knowledge of master data management
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Recommended Knowledge
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for cProjects: PLM200 for cFolders: PLM100
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Course Goals This course will prepare you to:
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Use cProjects as a project management tool Make basic settings for cProjects User cFolders in different collaboration scenarios Make basic settings for cFolders Create collaborative and competitive scenarios Create structured objects within the cFolders Assign authorizations and status networks for the cFolders scenarios
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Course Overview
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Course Objectives After completing this course, you will be able to:
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SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases:
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Describe the basic and detail functions of cProjects Use cProjects Describe the basic and detail functions of cFolders Use cFolders Describe and use the integration of cProjects and cFolders Create collaborative and competitive scenarios Define objects in the cFolders scenarios Create authorizations and status networks in the cFolders scenarios
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Unit 1 Internal
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Introduction to the cProject Suite Unit Overview
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Unit Contents
After completing this unit, you will be able to:
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Describe the basic concept of the cProject Suite Name the components of the cProject Suite
Lesson: Introduction to the cProject Suite .......................................... 2 Exercise 1: Introduction to the cProject Suite ................................. 7
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Unit Objectives
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This chapter provides an overview of the cProject Suite and its components.
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Unit 1: Introduction to the cProject Suite
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Lesson: Introduction to the cProject Suite Lesson Overview This lesson provides an overview of the cProject Suite and its components.
Lesson Objectives • •
Describe the basic concept of the cProject Suite Name the components of the cProject Suite
A large portion of the orders in your enterprise is carried out with reference to specific projects. You have been using project management tools for a long time. SAP has developed new software for project management and collaboration. Provide the management of your enterprise with a short overview of the advantages of the cProject Suite.
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Collaboration is the back bone of teamwork: be it a project team that tries to coordinate the activities of its employees at different locations or be it an OEM (original manufacturer) who tries speed product development in coordination with the supply chain partners and make the whole process more efficient. Smooth collaboration in teams is strategically important for enterprises, especially in the different areas of product development. For this, successful collaboration requires an environment in which it is easy to exchange information.
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Collaboration
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After completing this lesson, you will be able to:
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Lesson: Introduction to the cProject Suite
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Figure 1: Collaboration of all People Involved
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Collaboration Projects (cProjects) Design Collaboration with cFolders (cFolders)
SAP cProject Suite provides the environment that is required for the successful cooperation of teams today.
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SAP cProject Suite provides support for project management and collaborative engineering by enabling the web-based exchange of information such as project plans, documents and product structures between virtual project teams. SAP cProject Suite consists of two parts:
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cProjects Suite
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If conversations in passing or regular meetings used to be suitable for exchanging information in the past, they do not provide a sufficient environment today. Teams are often distributed across many different locations; teams consist of different internal and external partners. Furthermore, information has become more varied: from simple memos to the most complex drawings. There are more communication channels: fax, e-mail, phone calls, web-based discussions and so on. However, there is usually no environment that summarizes these requirements and makes them available.
Unit 1: Introduction to the cProject Suite
PLM510
cProjects It is not easy for enterprises to meet the requirements of complex development and consulting projects. Hence, planning solutions are required that support modern project management methods and thus have a positive influence on the duration and quality. Furthermore, it is important to have tools that are easy to operate and implement and enable the collaboration of everyone involved in the project.
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cFolders is the web-based cooperation platform for the PLM area. The application enables the communication and cooperation between teams collaborating in product development in interenterprise scenarios. cFolders enables teams to exchange structured information, such as BOMs, data sheets, or customer-defined structures. In the communication with external partners and suppliers this approach improves the consistency of your data and thereby reduces the project duration.
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cFolders
cProjects covers all project management activities, from planning to execution to the end of the project. cProjects integrates cFolders in order to implement the exchange of documents with external partners.
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Figure 2: cProjects
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Lesson: Introduction to the cProject Suite
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Figure 3: cFolders
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cFolders is integrated into the SAP Document Management System (SAP DMS). Furthermore, cFolders can be used as a container for technical specifications in the SAP Bidding Engine.
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Unit 1: Introduction to the cProject Suite
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Lesson: Introduction to the cProject Suite
Exercise 1: Introduction to the cProject Suite Exercise Objectives
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A large portion of the orders in your enterprise is carried out with reference to specific projects. You have been using project management tools for a long time. SAP has developed new software for project management and collaboration. Provide the management of your enterprise with a short overview of the advantages of the cProject Suite.
Task: Answer the following questions to name the main features of the cProject Suite. What are the components of cProject Suite?
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What does the "c" stand for in cProject Suite? Choose the correct answer(s).
A B C D
comprehensive collaborative complex copied
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After completing this exercise, you will be able to: • Name the features of cProject Suite.
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Can you use cProjects and cFolders independently of each other?
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Lesson: Introduction to the cProject Suite
Solution 1: Introduction to the cProject Suite Task: Answer the following questions to name the main features of the cProject Suite. 1.
What are the components of cProject Suite? Answer: cProjects and cFolders are the two components of cProject Suite.
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What does the "c" stand for in cProject Suite?
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Answer: B The "c" stands for collaborative.
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Can you use cProjects and cFolders independently of each other? Answer: Yes, you can also use cProjects without cFolders. It also works the other way around. Nonetheless, it makes sense to use both of them together.
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Unit 1: Introduction to the cProject Suite
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Lesson Summary You should now be able to: • Describe the basic concept of the cProject Suite • Name the components of the cProject Suite
Related Information •
Refer to the SAP Service Marketplace for further information: service.sap.com
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Unit Summary
Unit Summary You should now be able to: • Describe the basic concept of the cProject Suite • Name the components of the cProject Suite
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Unit Summary
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PLM510
Test Your Knowledge
Test Your Knowledge 1.
Where can you find additional information on the cProjects Suite and other SAP solutions?
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Answers 1.
Where can you find additional information on the cProjects Suite and other SAP solutions? Answer: You can find further information on the SAP Service Marketplace on the internet: service.sap.com
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Unit 2 Unit Overview
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This chapter provides an overview of cProjects. It describes the structure of projects, the different aspects of planning, the execution and the reports in cProjects.
Unit Objectives
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Name the advantages of cProjects Name the basic structure of cProjects Name the basic functions of cProjects
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After completing this unit, you will be able to:
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Lesson: Introduction to cProjects .................................................. 16 Exercise 2: Introduction to cProjects.......................................... 23
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Introduction to cProjects
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Unit 2: Introduction to cProjects
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Lesson: Introduction to cProjects Lesson Overview This lesson provides an overview of cProjects. It describes the structuring options, different aspects of planning, execution and reporting in cProjects.
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Name the advantages of cProjects Name the basic structure of cProjects Name the basic functions of cProjects
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Getting Started
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A large portion of the orders in your enterprise is carried out with reference to specific projects. You have been using project management tools for a long time. SAP has developed cProjects, a new software for project management and collaboration. Provide the management of your enterprise with a short overview of the advantages of cProjects.
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After completing this lesson, you will be able to:
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Figure 4: Pillars of Successful Projects
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Lesson: Introduction to cProjects
Projects are comprehensive, complex endeavors. The success of a project depends on a range of factors, such as the availability of resources, on-time delivery performance or budget requirements. The success of a project also depends on observing some basic rules. The figure Pillars of Successful Projects lists some rules. These include:
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The specifications should be precise and recorded in writing The different roles and activities in the project should be specified precisely All parties involved should be committed to the project and their roles All parties involved should be able to collaborate smoothly
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cProjects is specifically targeted at consulting and development projects. The aim of cProjects is to enable the development of better products. In this context, better means that the development is cheaper than in comparable, past projects. This means that development is quicker and that the new product is of high quality. This is achieved by planning a project precisely and by focusing on constantly checking the process of the project. This way, deviations from the plan are recognized early and reduced. The phase-oriented approach of cProjects supports this procedure.
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Figure 5: Developing Better Products
Unit 2: Introduction to cProjects
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Basic Structure
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Figure 6: Basic Structure of cProjects
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The figure “Basic Structure of cProjects” shows the individual elements of a project in cProjects. Projects in cProjects are structured based on phases. The basic concept is that one phase is processed after the other, whereby there are fixed transitions between phases. Within phases, checklists ensure that no major components of the phase are overlooked. The tasks of a phase describe the activities to be carried out. They thus form the basis for resource planning in the project.
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Lesson: Introduction to cProjects
Basic Functions
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cProjects offers time scheduling for all elements of a project. Time scheduling can be operated easily and happens automatically to a large extent. The figure Scheduling with cProjects provides a graphical overview of the deadlines of a project in cProjects. The phase-oriented approach of cProjects supports time scheduling. Within phases the individual tasks can be put in a time sequence and scheduled.
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Figure 7: Scheduling with cProjects
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Unit 2: Introduction to cProjects
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Figure 8: Resource Planning with cProjects
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The tasks of a phase are not only the basis for scheduling, they are also an aspect of resource planning in the project. Tasks describe the requirements in detail. The actual resources are the internal and external employees. They are assigned to the project by means of roles. Here, a role generally describes an activity and its scope in the project. Roles are filled by employees and assigned to tasks. In cProjects, cost planning can be based on resource planning.
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Lesson: Introduction to cProjects
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During the course of a project, many documents are often created and edited. It should be possible to access these documents centrally and protect them from unauthorized access by means of authorizations. For this, cProjects offers different document management options. For example, it offers an integrated Document Management System. But it also offers the option of integrating the Document Management System (DMS) of an ordinary SAP system. Of course, it is also possible to use cFolders for document management and to integrate them in cProjects.
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Figure 9: Documents in cProjects
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Unit 2: Introduction to cProjects
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Lesson: Introduction to cProjects
Exercise 2: Introduction to cProjects Exercise Objectives After completing this exercise, you will be able to: • Logon to cProjects
Task: 1.
Log on to the system. To do so, use the URL specified by your instructor, the specified user (usually PLM510-##, whereby ## corresponds to the group number) and the password (usually init).
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Change your password. To do so, use the user settings of cProjects. Close the user settings afterwards.
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In this task you will log on to the system and change your password.
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A large portion of the orders in your enterprise is carried out with reference to specific projects. You have been using project management tools for a long time. SAP has developed cProjects, a new software for project management and collaboration. Provide the management of your enterprise with a short overview of the advantages of the cProjects. Demonstrate cProjects.
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Unit 2: Introduction to cProjects
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Solution 2: Introduction to cProjects Task: In this task you will log on to the system and change your password. 1.
Log on to the system. To do so, use the URL specified by your instructor, the specified user (usually PLM510-##, whereby ## corresponds to the group number) and the password (usually init).
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Hint: You use the F11 function key to activate and deactivate the full screen mode of Internet Explorer. 2.
Change your password. To do so, use the user settings of cProjects. Close the user settings afterwards.
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Choose the Settings link and then the User tab page. Enter your old password, enter your new password and repeat it. Then choose Save Password. To close the user settings, choose the Close icon.
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Start Internet Explorer. Manually enter the specified URL in the address line. Enter the user and your password when prompted. If this does not immediately take you to the overview page of cProjects, follow the link To the Collaboration Projects Homepage.
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Lesson: Introduction to cProjects
Lesson Summary You should now be able to: • Name the advantages of cProjects • Name the basic structure of cProjects • Name the basic functions of cProjects
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Related Information For additional help, refer to the SAP Help Portal: help.sap.com •
Refer to the SAP Service Marketplace for further information:
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service.sap.com
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Unit Summary
PLM510
Unit Summary You should now be able to: • Name the advantages of cProjects • Name the basic structure of cProjects • Name the basic functions of cProjects
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Test Your Knowledge
Test Your Knowledge 1.
Which of the following functions of cProjects can be reached using the links on every page of cProjects? Choose the correct answer(s).
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Templates Calculations Projects Reports Set up instructions
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A B C D E
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Answers 1.
Which of the following functions of cProjects can be reached using the links on every page of cProjects? Answer: A, C, D Each page of cProjects contains a list of links to the most important editing functions on the top part of the screen.
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Unit 3 Unit Overview
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This chapter provides a general introduction to the structuring of projects. It describes and explains all objects for structuring in cProjects, that is, project definition, phases, checklists with checklist items, tasks and subtasks as well as the different templates.
Unit Objectives
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After completing this unit, you will be able to:
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Create and edit project definitions using templates Create phases Edit phases Create and maintain checklists Create checklists by means of checklist references Create and maintain checklist items Describe the functions of tasks Create and process tasks Create and process subtasks Use and maintain project templates Use and maintain project checklist templates Name the most important tables in the Customizing of cProjects
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• • • • • • • • • • • •
Unit Contents Lesson: Project Definition and Phases ........................................... 31 Exercise 3: Project Definition and Phases ................................... 37 Lesson: Checklists and Checklist Items .......................................... 40 Exercise 4: Checklists and Checklist Items .................................. 43 Lesson: Tasks and Subtasks ....................................................... 46 Exercise 5: Tasks and Subtasks............................................... 49 Lesson: Templates................................................................... 52
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Master Data and Templates
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Exercise 6: Templates .......................................................... 57
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Lesson: Project Definition and Phases
Lesson: Project Definition and Phases Lesson Overview This lesson provides an overview of the tasks and features of project definitions and phases. It tells you how project definitions and phases are edited.
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Create and edit project definitions using templates Create phases Edit phases
Business Example
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cProjects is a tool that supports the entire project procedure for development and consulting projects across industry sectors. In consulting project, project resource planning is particularly important. In development projects, using a suitable implementation method is a major success factor. Different industries have different approaches for this, for example, APQP (Advanced Product Quality Planning) in the automotive industry. But other industries have also developed suitable methods for simplifying internal processes and reducing nonconformity costs.
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General Structure
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Your enterprise plans to develop a new product. You are, therefore, supposed to plan and execute a project. It is supposed to be possible to trace the development of the product at any time. Usually, your company develops new products step-by-step. There is an approval after each step, otherwise the next step cannot be commenced. In cProjects, you can structure your development project in different phases. Every step of your product development can correspond to a phase in cProjects.
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After completing this lesson, you will be able to:
Unit 3: Master Data and Templates
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To implement the respective method, a number of project objects have been developed incProjects:
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Project definition Phase Checklist Checklist item Task Subtask Project role
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Project roles are mainly used for resource planning. They are discussed in a later chapter. All other project objects are mainly used for structuring the project. They are discussed in this lesson and the following lessons. The “Project Objects” figure shows the individual objects and their interdependencies. These dependencies can be hierarchical or specified by a timetable.
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Figure 10: Project Objects
Project Definition The project object at the top hierarchy level of a project is called project definition. It contains general information on the project and information that applies to the entire project. Creating a project definition is the first step for creating a project. In cProjects, there is no project without a project definition.
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PLM510
Lesson: Project Definition and Phases
The “Project Definition” figure shows a screenshot of editing the basic data of a project definition. In the navigation area of cProjects, the project definition is symbolized by a triangle. The project definition is identified by a 24 digit, alpha-numerical number.
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You store the sold-to party, customer, and assigned organizational units in the additional data for the project definition. However, the expense is not planned. Special tasks are used to plan the expense. Nonetheless, confirmations can also be stored at project definition level.
Partner
The timeframe for the entire endeavor is stored on the basic data screen of the project definition. Furthermore, a role is stored to describe who is responsible for the whole project. The “Planning” chapter provides details on planning and filling roles.
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Figure 11: Project Definition
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Unit 3: Master Data and Templates
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SAP Internal
Hint: Entering a project type is a mandatory prerequisite for “releasing” the project. The assignment of documents, collaborations (cFolder integration) and the linking to SAP R/3 objects are discussed in a later chapter.
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• • • • •
which functions are activated in cProjects (for example, with or without the assignment of tasks) the activation of status reports the integration into the accounting of an SAP system the activation of resource management the type of confirmation details on project reports
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•
SAP
Two profiles from Customizing are assigned to the project definition on the basic data screen: the reason for the project and the project type. The reason for the project is only relevant for reporting. However, the project type is a central profile for controlling the project. For example, the project type controls:
Use
Figure 12: Project Type
PLM510
Lesson: Project Definition and Phases
Phases Phases are the second hierarchy level of a project in cProjects. Phases are sections of a project that are completed within a certain time. They are thus used for structuring the project from a time aspect. Start and finish dates are always calculated by means of scheduling or manually specified as fixed dates. Each can have a predecessor and a successor. Time overlaps of phases lead to schedule conflicts with the corresponding warning messages.
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The “Phases” figure shows a screenshot of the basic data maintenance of a phase. In the navigation area, phases are represented by arrows pointing to the right. Phases are identified by means of 24 character, alpha-numerical numbers.
Internal
The execution of phase starts with its “release”. The execution of a phase concludes with an approval process. cProjects can be configured so that a phase can only be commenced after the preceding phase has been completed.
SAP
SAP
On the basic data screen of a phase, its description, preceding phase, responsible role, and duration are defined, for example. Phases participate in status management. For details, refer to the “Execution” chapter. The phase type is also stored on the basic data screen. The phase type is a Customizing profile that describes, in particular, the approval process of a phase and the effects on other phases.
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Figure 13: Phases
Unit 3: Master Data and Templates
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Figure 14: Phase Type
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Phases can be supplemented by means of additional assignments. For example, you can assign documents, create collaborations, and establish object links to SAP R/3 objects.
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PLM510
Lesson: Project Definition and Phases
Exercise 3: Project Definition and Phases Exercise Objectives
Business Example
Partner
Task:
Call your project PLM-##, whereby ## corresponds to your group number. Assign the project to your favorites afterwards.
3.
Enter the fixed end of the project in one year and enter a description.
Internal
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2.
4.
Under the phase “Project Management,” enter another phase “Detailed Planning”. Under the phase “Integration&Approval Test,” enter another phase “Support for Validation”. Each of these two phases has a duration of 60 days.
5.
Save the project.
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Create a project from a template. Choose the project type development project IDES and project template TEMP-101. Explode the checklist references.
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1.
SAP
In the task you will create a project using a template and then add additional phases and enter details.
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Your enterprise plans to develop a new product. You are thus supposed to plan an execute a project. It should be possible to trace the development of the product in reporting at any time. Usually, your company develops new products step-by-step. Every step is followed by an approval. Otherwise, the next step cannot be commenced. In cProjects, you can structure your development project in different phases. Every step of your product development can correspond to a phase in cProjects.
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After completing this exercise, you will be able to: • Create and edit project definitions using templates • Create phases • Edit phases
Unit 3: Master Data and Templates
PLM510
Solution 3: Project Definition and Phases Task: In the task you will create a project using a template and then add additional phases and enter details. 1.
Create a project from a template. Choose the project type development project IDES and project template TEMP-101. Explode the checklist references.
Call your project PLM-##, whereby ## corresponds to your group number. Assign the project to your favorites afterwards.
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In the Numbers field, enter the number of your project. Following that, choose the link Add to Favorites.
SAP
3.
Enter the fixed end of the project in one year and enter a description.
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Under the phase “Project Management,” enter another phase “Detailed Planning”. Under the phase “Integration&Approval Test,” enter another phase “Support for Validation”. Each of these two phases has a duration of 60 days. a)
5.
Save the project. a)
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In the navigation area, click on the “Project Management” phase and choose the Create link. In the “Description” field, enter the text “Detailed Planning”. Enter the respective duration in the “Duration” field. Proceed analogously to create the second phase. Choose the Save link.
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4.
In the Fixed End field, enter a year from today. Enter a text in the Description field.
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Hint: The link Add to Favorites is not always visible. It is on the right of the Scheduling link. If necessary, choose the Expand link first.
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2.
Then, based on the cProjects start page, choose the Projects link followed by the Create tab page. Enter the project type development project IDES and choose project template TEMP-101. Set the Explode Checklist References indicator and choose Continue
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PLM510
Lesson: Project Definition and Phases
Lesson Summary You should now be able to: • Create and edit project definitions using templates • Create phases • Edit phases
•
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Related Information For more information, refer to the SAP Help Portal: help.sap.com •
Refer to the SAP Service Marketplace for further information:
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Partner
service.sap.com
SAP
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Unit 3: Master Data and Templates
PLM510
Lesson: Checklists and Checklist Items Lesson Overview This lesson provides an overview of the functions of checklists and checklist items and their maintenance.
Lesson Objectives
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Create and maintain checklists Create checklists by means of checklist references Create and maintain checklist items
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Checklists
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A checklist is mainly a frame for summarizing checklist items. Key information is stored in checklist items. Therefore, the actual checklist contains only little data. In the basic data, the only things that are stored are: a name, a description, the status and a responsible role. The status management of checklists is discussed in the “Execution” chapter.
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The “Checklists” figure shows a screenshot of the basic data maintenance of a checklist. In the navigation area, a checklist is symbolized by a square. It is identified by a 24 character, alphanumeric number.
Partner
Checklists are lists with items that have to be processed. They ensure that all important aspects of a project or phase are taken into account. Checklists are thus assigned to the third hierarchy level of a project. Several checklists can be assigned to one phase.
SAP
Until now, you have structured your development project using a project definition and phases. Clearly defined transitions from one phase to the next are still missing. How can you ensure that everything required for a product development phase has been done? You can document the required activities of a phase by means of checklists that can in turn contain individual checklist items.
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Internal
After completing this lesson, you will be able to:
PLM510
Lesson: Checklists and Checklist Items
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Figure 15: Checklists
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Checklist Items
The “Checklist Items” figure shows a screenshot of the basic data maintenance of a checklist item. In the navigation area, a checklist item is symbolized by a rhombus. It is identified by a 24 character, alphanumeric number. On the basic data screen, you can enter a sort number for the checklist item. It numbers the order in which the checklist items of a checklist are listed in the navigation area in ascending order. cProjects usually assigns numbers in increments of 10. However, the sort number can also be adjusted manually.
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The items within the checklist are called checklist items. Checklist items reflect important requirements that must be met in order to be able to achieve the project goal. People involved in the project check them off as soon as they are done. Checklists items are thus assigned to the fourth hierarchy level of a project.
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Checklists can be supplemented with additional objects. These include assigned documents, assigned collaborations and object links.
SAP
The basic data also includes the checklist type. It is a Customizing profile. The profile is required for the “release” of the checklist, but it does not have a controlling function beyond that.
Unit 3: Master Data and Templates
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There are no dedicated profiles for controlling checklist items in Customizing.
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On the “Additional Data” tab page, data is stored that might be relevant for an approval or confirmation of a checklist item. Details are discussed in the “Execution” chapter. The other tab pages allow the assignment of documents, collaborations and object links.
SAP
Furthermore, the basic data screen contains the usual data such a name, description, and responsible role. In the “dates” section, a single date can be stored. As a checklist item is also a point from a time perspective, it does not have a duration and thus no start either.
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Figure 16: Checklist Items
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PLM510
Lesson: Checklists and Checklist Items
Exercise 4: Checklists and Checklist Items Exercise Objectives
Business Example
Partner
Task:
Use
Until now, you have structured your development project using a project definition and phases. Clearly defined transitions from one phase to the next are still missing. How can you ensure that everything required for a product development phase has been done? You can document the required activities of a phase by means of checklists that can in turn contain individual checklist items.
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After completing this exercise, you will be able to: • Create and maintain checklists • Create checklists by means of checklist references • Create and maintain checklist items
2.
For the new checklist, create three checklist items: “Review Specification”, “Review Define Requirements,” and “Terminology”.
3.
Create another checklist for the“Detailed Planning” phase. Use the checklist reference “Project_Set_Up” as the template and explode your checklist reference. Save your project.
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Create a checklist called “Checklist Specification” for the “Detailed Planning” phase.
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SAP
SAP
In this task, you will create and edit several checklists with several check list items.
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Solution 4: Checklists and Checklist Items Task: In this task, you will create and edit several checklists with several check list items. 1.
Create a checklist called “Checklist Specification” for the “Detailed Planning” phase.
For the new checklist, create three checklist items: “Review Specification”, “Review Define Requirements,” and “Terminology”. a)
Create another checklist for the“Detailed Planning” phase. Use the checklist reference “Project_Set_Up” as the template and explode your checklist reference. Save your project.
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Select the “Detailed Planning” phase, choose the “Checklist Reference” item from the dropdown menu and choose Create. In the detail screen, enter the number of the checklist template: “PROJECT_SET_UP” and choose Continue. Then choose Explode Checklist and save your project with Save.
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3.
Select the new checklist and choose the “Checklist Item” entry from the dropdown list. Then choose Create three times to generate three checklist items. Enter the name “Review Specification” or “Review Define Requirements” or “Terminology” in the respective checklist item.
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2.
Open your project and select the “Detailed Planning” phase. In the dropdown list, choose the “Checklist” entry followed by Create. Enter “Checklist Specification” as the name.
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PLM510
Lesson: Checklists and Checklist Items
Lesson Summary You should now be able to: • Create and maintain checklists • Create checklists by means of checklist references • Create and maintain checklist items
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Unit 3: Master Data and Templates
PLM510
Lesson: Tasks and Subtasks Lesson Overview This lesson introduces the tasks and subtasks for the additional subdivision of your projects in cProjects. Tasks and subtasks are relevant for estimating the effort and assigning resources. They are thus discussed in more detail in later lessons.
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Lesson Objectives After completing this lesson, you will be able to: Describe the functions of tasks Create and process tasks Create and process subtasks
Business Example
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However, tasks are not only elements of a hierarchy, they can also describe time dependencies. The time sequence of tasks can be used to describe the processing order of the tasks. Several tasks can thus be arranged into a network-type structure. The arrangement of the tasks is the basis for scheduling the tasks. The arrangements are described by a separate tab page for the task. The “Tasks” figure shows a screenshot of the basic data maintenance of a task. The “Name” field serves to provide a brief description of the tasks. You can use the “Description” section for a more detailed description. The sort number specifies the display order within the navigation area. It has digits and is numeric. You specify the duration oft the task in the “Dates” section. The duration and the arrangements are used for scheduling the tasks. For details on scheduling, refer to the “Planning” chapter.
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Tasks are used for entering and structuring the required processing steps for executing projects. They are either assigned to phases or checklist items. Tasks are thus either assigned at the third of fifth hierarchy level of project. In the navigation area, tasks are depicted as circles.
Partner
Tasks
SAP
In the development project you are supervising, the expense for activities is to be planned. Coordination activities will probably require about 50 hours of work, another 80 hours are expected to be required for the specification, and another 300 hours for the actual development. In cProjects, you can use tasks and subtasks to store this type of information in a structured way.
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• • •
PLM510
Lesson: Tasks and Subtasks
The task type is entered on the basic data screen. The task type is maintained in Customizing. However, it is only for information purposes and does not control anything.
Use Internal
Subtasks Subtasks are used for entering and structuring the required processing steps for executing projects, just like tasks. However, subtasks are assigned to a task. Work that is planned in a subtask is added to the work of the superordinate task. The “Subtasks” figure shows a screenshot of the basic data maintenance of a subtask. The basic data screen of a subtask is identical to that of a task. You only notice the subordinate hierarchy level of the subtask in the navigation area.
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Just like for other project objects, you can assign documents, collaborations, and object links to SAP R/3 objects to tasks. In addition to that, however, you can assign several project roles that are involved in carrying out the task. If necessary, you can enter the qualifications required for completing the task on another tab page.
Partner
Another tab page “Additional Data” contains information on the planned work and on confirmation dates of the tasks. You store the planned effort in the “Advanced” section. You also enter whether a task has to be completed before the respective phase can be accepted. The actual start and end as well as the degree of processing are documented in the “Confirmation” section. For details, refer to the “Execution” chapter.
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Figure 17: Tasks
Unit 3: Master Data and Templates
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SAP
Just like task, subtasks can be subdivided by subtasks. You could create a subtask for the subtask for the subtask and so on.
SAP
You can assign several subtasks AS1, AS2 and so on to task A. Based on arrangements, there can be time dependencies between these subtasks AS1 and AS2. However, there are no arrangements with other tasks B or subtasks BS1, which are assigned to task B.
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Figure 18: Subtasks
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Lesson: Tasks and Subtasks
Exercise 5: Tasks and Subtasks Exercise Objectives
Business Example
Partner
Task:
SAP Use
2.
For the “Support for Validation” phase, create a task called “Support”.
3.
Create two subtasks for the “Set up Project Plan & Team” task. Call the subtasks “Set up Project Plan” and “Set up Project Team”. Then save your project.
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For the “Detailed Planning” phase, create four tasks called “Set up Project Plan & Team”, “Specification”, “Quality Planning,” and “Q-Gate P2D”.
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1.
SAP
In the exercise, you will create tasks and subtasks for the newly created phases in order to subdivide the project further.
Use
In the development project you are supervising, the expense for activities is to be planned. Coordination activities will probably require about 50 hours of work, another 80 hours are expected to be required for the specification, and another 300 hours for the actual development. In cProjects, you can use tasks and subtasks to store this type of information in a structured way.
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After completing this exercise, you will be able to: • Describe the functions of tasks • Create and process tasks • Create and process subtasks
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Solution 5: Tasks and Subtasks Task: In the exercise, you will create tasks and subtasks for the newly created phases in order to subdivide the project further. 1.
For the “Detailed Planning” phase, create four tasks called “Set up Project Plan & Team”, “Specification”, “Quality Planning,” and “Q-Gate P2D”.
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For the “Support for Validation” phase, create a task called “Support”. a)
3.
Create two subtasks for the “Set up Project Plan & Team” task. Call the subtasks “Set up Project Plan” and “Set up Project Team”. Then save your project. a)
Within the “Detailed Planning” phase, select the “Set up Project Plan & Team” task. Choose the “Subordinate Task” entry from the dropdown list and create your first subtask. Call the subtask “Set up Project Plan”. Following that, select the “Set up Project Plan & Team” task again and create the second task “Set up Project Team” analogously. Choose the Save link to save your project.
SAP
SAP
Select the “Support for Validation” phase and create the “Support” task analogous to the previous exercise.
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2.
Open your project if necessary. Select the “Detailed Planning” phase and choose the “Task” entry from the dropdown list. Choose Create four times to create four tasks. Then enter a name for each task in its Name field.
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PLM510
Lesson: Tasks and Subtasks
Lesson Summary You should now be able to: • Describe the functions of tasks • Create and process tasks • Create and process subtasks
•
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Related Information For additional help, refer to the SAP Help Portal: help.sap.com •
Refer to the SAP Service Marketplace for further information:
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service.sap.com
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Unit 3: Master Data and Templates
PLM510
Lesson: Templates Lesson Overview This lesson provides an overview of project templates and checklist templates. Furthermore, it provides a brief overview of the most important settings (Customizing) that are connected to structuring projects.
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Lesson Objectives After completing this lesson, you will be able to: Use and maintain project templates Use and maintain project checklist templates Name the most important tables in the Customizing of cProjects
Business Example
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When you execute projects, you have to observe externally specified structures such as norms or general rules on the one hand, and internal standards such as documented procedure or regulations on the other hand. In order to meet these requirements, you can create templates that you can keep reusing when you create operational projects. This enables you to standardize you projects more. Templates facilitate the creation of operational structures and reduce errors in the maintenance of the structures. cProjects has four different types of templates:
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Templates
Project template Checklist template Document template Control plan template
The “templates” figure shows a screenshot of the initial screen for editing templates. The four different types of templates are highlighted.
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SAP
In your enterprise, new developments of products are always done in a similar way. The projects have a similar structure. In order to reduce the processing effort for project maintenance and to establish uniform process at the same time, you should familiarize yourself with the use of project templates.
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• • •
© 2005 SAP AG. All rights reserved.
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PLM510
Lesson: Templates
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Figure 19: Project Templates
SAP
SAP
In the following sections, this lesson deals with project templates and checklist references.
Project Templates
Use
The status management of project templates is significantly simpler than that of operational projects. Only the project definition has a status, which decides on the use of the template as a whole. A template can only be used as a template if it has been released. Other statuses are “Locked”, “Obsolete” and “Flagged for archiving”. You can already maintain authorizations in project templates. However, you should consider the fact that the authorizations that you enter for templates are only authorization templates. That is, they are not used for the authorization check in the template but only for the authorization check in the operational project. When you create an operation project from a template, they are copied into the operational project.
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Templates do not contain all fields that you find when you create an operation project either, for example, they do not contain fixed dates.
Partner
Project templates are used as templates for creating operational projects. It basically contains all project elements that can be included in operational projects. In particular, the include a project definition, phases, tasks, and subtasks. However, it is not possible to create a checklist within a project template. References to checklist templates are created instead.
Unit 3: Master Data and Templates
PLM510
Project templates can, in turn, be created from templates. You can use other project templates or operational projects as templates.
Checklist Templates
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The “Checklist Templates” figure shows a screenshot of the basic data maintenance of a checklist template. It does not contain all fields that you find when you create an operational checklist as you do not require any operational data such as fixed dates in a template.
Internal
A checklist template consists of a checklist, including checklist items and activities. Status management only exists for the actual checklist, that is, only on the top hierarchy level of the checklist template. Status management is structured in the same way as for project templates.
Partner
Checklist templates are copy templates for checklists. They are either integrated into operational projects or project templates or referenced. In operational projects, these references are exploded so that not only the checklist can be edited but also the checklist items and tasks contained therein.
SAP
SAP
Hint: When you explode checklist references, the system creates the project roles from the checklist template anew by default. This happens even when there are roles with the same project type and name already. You can use “Use project roles” to decide that already existing project roles are not created again by means of the checklist template. If a clear assignment is possible, the system assigns the existing project roles to the project elements of the checklist template instead.
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Figure 20: Checklist Templates
PLM510
Lesson: Templates
Settings The “Settings in Customizing” figure shows a screenshot from the Customizing of cProjects. The profiles required so far are maintained together in the structure section. Of the profiles that have been listed, only the profiles “Project Type” and “Phase Type” control the procedure of the operational project. For details on the profiles, refer to the corresponding lessons.
SAP
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Figure 21: Settings in Customizing
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Lesson: Templates
Exercise 6: Templates Exercise Objectives After completing this exercise, you will be able to: • Use project templates • Use checklist templates
Only Partner
In your enterprise, new developments of products are always done in a similar way. The projects for new developments all have a similar structure. In order to reduce the processing effort for project maintenance and to establish uniform process at the same time, you should familiarize yourself with the use of project templates.
Use
Task: In the exercise, you will analyze a project template and answer some questions on the template. 1.
Internal
Business Example
Open the project templates TEMP-100 in display mode.
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Continued on next page
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Unit 3: Master Data and Templates
3.
Does the template contain checklist items?
4.
Can you assign a start date to the project definition?
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How many phases does the template contain?
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PLM510
Lesson: Templates
Solution 6: Templates Task: In the exercise, you will analyze a project template and answer some questions on the template. 1.
Open the project templates TEMP-100 in display mode.
2.
Choose the Templates link, enter the number of the project template and choose Continue. If the project is not open in display mode anyway, choose the Display/Change link.
How many phases does the template contain?
3.
Does the template contain checklist items? Answer: No, but it contains references to checklist items.
4.
Can you assign a start date to the project definition?
SAP
SAP
Answer: No, but that is not a problem as you are dealing with a template. Of course, you can enter a start date for projects that are created from this template. You can specify a project calendar in the project definition of the template.
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Answer: The project template contains six phases.
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Unit 3: Master Data and Templates
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Lesson Summary You should now be able to: • Use and maintain project templates • Use and maintain project checklist templates • Name the most important tables in the Customizing of cProjects
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Unit Summary
Unit Summary
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Only Partner
Internal
You should now be able to: • Create and edit project definitions using templates • Create phases • Edit phases • Create and maintain checklists • Create checklists by means of checklist references • Create and maintain checklist items • Describe the functions of tasks • Create and process tasks • Create and process subtasks • Use and maintain project templates • Use and maintain project checklist templates • Name the most important tables in the Customizing of cProjects
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Unit Summary
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Test Your Knowledge
Test Your Knowledge
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Test Your Knowledge
PLM510
Answers
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Unit 4 Unit Overview
Partner
This chapter provides an introduction to planning projects in cProjects. Here, the aspects of time scheduling, resource planning, and cost planning in the project and the issuing of authorizations are discussed in detail.
Use
Unit Objectives After completing this unit, you will be able to:
SAP Use
Partner
Unit Contents Lesson: Dates ........................................................................ 66 Exercise 7: Dates................................................................ 71 Lesson: Resources .................................................................. 75 Exercise 8: Resources.......................................................... 83 Lesson: Costs ........................................................................ 87 Exercise 9: Costs................................................................ 95 Lesson: Authorizations ............................................................. 100 Exercise 10: Authorizations ................................................... 105
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Create a time schedule using cProjects Name the different objects involved in time scheduling Edit the arrangement between tasks Plan resources in cProjects Assign roles to tasks and other objects in cProjects Fill roles with internal or external employees Carry out cost planning based on assigned resources Apply cost and revenue unit rates in cProjects Use the accounting integration of cProjects Name the different authorizations in cProjects Assign authorizations in cProjects
SAP
• • • • • • • • • • •
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Planning
Unit 4: Planning
PLM510
Lesson: Dates Lesson Overview This lesson provides an overview of the possibilities of time scheduling using cProjects. It illustrates the manual time scheduling as well as the automatic time scheduling of a project.
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Lesson Objectives After completing this lesson, you will be able to: Create a time schedule using cProjects Name the different objects involved in time scheduling Edit the arrangement between tasks
Business Example
SAP
Time Scheduling
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A number of factors have to be taken into account when time scheduling projects. You have to stick to timeframes and also take into account time dependencies and confirmed times. The system supports top-down time scheduling in order to meet these requirements. The “Dates for the Project Objects” figure shows the hierarchy of the project objects and the dates that can be maintained for each individual object. For time scheduling, calendars are used that can be separately assigned to each project object. These factory calendars are set up in the Customizing of the SAP system.
SAP
You are responsible for the project management of the development of one of your company’s new products. You have already created the structure of your project in cProjects. Will you be able to successfully complete your project in time? Store the time dependencies between the individual parts of the project and schedule the project.
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Figure 22: Dates for the Project Objects
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The graphical display of the project provides a good overview of the dates of the individual project objects. The figure “Graphical Display of Dates” shows a corresponding screenshot. In the graphical overview, critical dates are highlighted with a red frame.
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Figure 23: Graphical Display of Dates
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In the “created” status, time scheduling happens automatically, that is, date-relevant changes lead to rescheduling in the background. However, if part of the project has been released, this part is only scheduled manually. The “Manual Time Scheduling” figure shows the corresponding pushbutton. Scheduling can only be done based on the project definition or based on a phase.
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Planned dates for the phases depend on the requirements of the project definition and the order of the phases. Each phase has a duration that is considered in time scheduling. Phases usually succeed each other. The dates of the phases are independent of the dates of the subordinate tasks, checklists and checklist items. Hint: Due to manually entered “fixed dates”, phases can also overlap time-wise. However, this leads to warning messages. In time scheduling, “fixed dates” generally have a higher priority than calculated dates.
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There is a fixed start date at the project definition level. If it is not specified, cProjects sets it to the current date. The system calculates from this date forward and determines the “earliest dates” for the project. The “calculated finish” for the project definition is determined from this calculation if no “fixed finish” is specified. Backwards planning starts from the “earliest finish” of the last phase. The result of backwards planning determines the calculated start of the project definition.
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Figure 24: Manual Time Scheduling
PLM510
Lesson: Dates
First of all, the dates of tasks depend on whether the tasks are assigned to a phase, a checklist item, or a task. Dates of tasks within a phase are calculated starting from the dates of the phase under consideration of their links, duration and, if applicable, actual dates. The dates of a task of a checklist item are calculated based on the dates of the phase to which the checklist item belongs. The dates of subordinate tasks are calculated based on the dates of the superordinate tasks.
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Hint: There can only be arrangements between tasks that belong to the same phase or are assigned to the same checklist item or that are assigned to the same superordinate task.
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Furthermore, the dates of tasks depend on the duration of the respective tasks and their arrangements with other tasks. As before, fixed dates have a higher priority than calculated dates. The “Arrangement of Tasks” figure shows a screenshot of the processing of arrangements of a task. Arrangements can depict a predecessor or successor relationship and can be given positive or negative time intervals.
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Figure 25: Arrangements of Tasks
Checklist items do not have a time span. They do not have a duration or a start date. Checklist items only have finish dates. The finish dates of the checklist items are determined from the latest finish date of the assigned tasks or, if no tasks have been assigned, from the finish date of the phase.
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Lesson: Dates
Exercise 7: Dates Exercise Objectives After completing this exercise, you will be able to: • Create a time schedule using cProjects • Edit the arrangement between tasks
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2.
Look at a graphical display of your project. How long does it take?
3.
Time schedule your project manually. Do you notice anything?
4.
Analyze the log. What is the problem? Close the log.
5.
Increase the duration of the “Project Management” phase to five days.
6.
Now take care of the “Detailed Planning” phase. The durations and arrangements for the subordinate tasks are still missing. The tasks “Set up Project Plan & Team”, “Specification”, “Quality Planning,” and “Q-Gate P2D” are to have respective durations of 10 days, 45 days, 15 days, and 2 days. Create the arrangements in such a way that the “Set up Project Plan & Team” task is the predecessor of the tasks “Specification” and “Quality Planning”. These two in turn are to be the predecessors of the “Q-Gate P2D” task.
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Open your project so that you can edit it.
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SAP
In this exercise, you will adjust the durations and arrangements of tasks. Following that you will schedule your project and analyze the result graphically.
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You are responsible for the project management of the development of one of your company’s new products. You have already created the structure of your project in cProjects. Will you be able to successfully complete your project in time? Store the time dependencies between the individual parts of the project and schedule the project.
Internal
Business Example
Unit 4: Planning
PLM510
Solution 7: Dates Task: In this exercise, you will adjust the durations and arrangements of tasks. Following that you will schedule your project and analyze the result graphically. 1.
Open your project so that you can edit it.
2.
Look at a graphical display of your project. How long does it take? a)
Time schedule your project manually. Do you notice anything? a)
4.
SAP
Select the “Project Management” phase and choose the Detail link. In the Dates section, enter a duration of five days.
Now take care of the “Detailed Planning” phase. The durations and arrangements for the subordinate tasks are still missing. The tasks “Set up Project Plan & Team”, “Specification”, “Quality Planning,” and “Q-Gate P2D” are to have respective durations of 10 days, 45 days, 15 days, and 2 days. Create the
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Increase the duration of the “Project Management” phase to five days. a)
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Click on Messages in the Log. The problem is that the dates of three tasks are outside the specified duration. The duration is determined by the corresponding phase. Close the log with Close Log.
SAP
6.
Choose the Time Schedule link. Do you notice anything? The duration of the project does not seem to change. But you do get messages in the log.
Analyze the log. What is the problem? Close the log. a)
5.
Choose the Graphic link to open a bar chart. The project takes about one year.
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3.
Select your project on the initial page by means of a single mouse-click.
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a)
Continued on next page
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Lesson: Dates
arrangements in such a way that the “Set up Project Plan & Team” task is the predecessor of the tasks “Specification” and “Quality Planning”. These two in turn are to be the predecessors of the “Q-Gate P2D” task. Expand the “Detailed Planning” phase by clicking on the triangle next to the phase. Select the “Set up Project Plan & Team” phase and enter the respective durations on the basic data screen. Proceed in the same way for the other tasks. Afterwards, select the “Set up Project Plan & Team” task and choose the Arrangements tab page.
Now add the tasks “Specification” and “Quality Planning” as successors. Then select the “Q-Gate P2D” task and add the two previous tasks as predecessors. Save your project with the appropriate link.
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Hint: The Arrangements tab page is hidden sometimes. In that case, choose the Menu Button link on the right edge to call up the Arrangements.
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Lesson Summary You should now be able to: • Create a time schedule using cProjects • Name the different objects involved in time scheduling • Edit the arrangement between tasks
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Related Information For more information, refer to the SAP Help Portal: help.sap.com •
Refer to the SAP Service Marketplace for further information:
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service.sap.com
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Lesson: Resources
Lesson: Resources Lesson Overview This lesson provides an overview of the different resource planning options offered by cProjects. The meaning of roles and staffing them with people is particularly emphasized.
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Lesson Objectives After completing this lesson, you will be able to: Plan resources in cProjects Assign roles to tasks and other objects in cProjects Fill roles with internal or external employees
Business Example
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The aim of resource planning in the project is that the right employees are at the right place at the right time. Here, a number of questions have to be answered:
Internal
Which activities are to be carried out? When is the work to be done? What effort is required? Which qualifications are required? Who is available?
Resource planning in the project can help you answer these questions. In order to be able to depict resource planning in the project, we will explain a few basic concepts first. The “Basic Concepts of Resource Planning” figure explains the concepts and shows interdependencies between the individual concepts.
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• • • • •
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Resource Planning
SAP
You are responsible for the project management of the development of a new product. The structure of the project has already been defined, a first time schedule has also been determined already. You should now search for suitable employees to participate in the project. Do the employees have suitable qualifications for taking on certain tasks in the project? Are your favorite employees available for the project?
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Figure 26: Basic Concepts of Resource Planning
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Example: In a consulting project (project type: consulting project) the project role types “project manager” and “consultant” are permitted. For the “consultant” project role type, the project roles “junior consultant” and “senior consultant” are now created. The “junior consultant” role is staffed by five less experienced consultants, the “senior consultant” role is staffed by two very experienced consultants.
Partner
During the planning of the project, the project manager decides, which project roles are to be filled. A project role describes which type of resource is required in the project, that is, the function of the resource in the project. In contains information on the qualification the resource is to have and when it is to be available for how long. The “Resources in the Project” figure shows a screenshot of the maintenance of project roles. The project manager cannot create any project roles he wants to create. He is limited to certain project role types which in turn are determined by the “Project Type” profile.
SAP
Put simply, resource planning happens as follows. The project manager specifies which positions are to be filled in the project. In cProjects, these positions are called project roles. They are assigned to the tasks in which the positions are involved. In order to fill the positions with the appropriate employees, the position can be complemented with required qualifications. Finally, the positions are filled with internal or external employees. In general, employees are stored as business partners in cProjects. In the following sections, we will analyze this simplified illustration of resource planning in detail.
PLM510
Lesson: Resources
When the project roles are created, the focus is on the entire amount of work for this role and the required timeframe at first.
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Hint: You can assign several project roles to a task and several tasks to a project role.
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After you have created and defined the project roles, you assign tasks to the roles. In general, this can be done two ways. The project roles are assigned on the “Roles” tab page when the tasks are edited, that is, when the structure is maintained. Or the assignment takes place in the context of resource planning. The “Assigning Project Roles to Tasks” shows a screenshot of the assignment during resource planning. The tasks of the project are listed in the bottom part. Colored icons in front of tasks show whether a task has not been assigned at all, assigned completely, or incompletely or even been assigned more than completely to roles. A certain amount of work is assigned when the project role and task are assigned. Furthermore, the assignment is only stored for a specified period. Here, the time of the operation and the period for which the project role has been defined have to overlap.
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Figure 27: Resources in the Project
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Qualifications are summarized to qualification groups and assigned to a qualification catalog. A project manager can then select the qualifications from the catalog and assign them to a project role. For example, a qualifications catalog can include the qualification group “specialized knowledge”, which is subdivided into further quality groups such as “knowledge of English”. It is only to this qualification group that certain attributes, the qualifications, are assigned, for example “basic knowledge” or “native speaker”. The qualifications catalog, the qualification groups, and the attributes are stored in the Customizing of cProjects.
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Hint: You can only maintain qualifications in your project if the project type of the project permits this maintenance.
SAP
In the next step of resource planning the project manager can store qualifications. Qualifications describe the ability to carry out certain tasks. Such qualifications can be assigned to the tasks in cProjects during the planning of the structure. However, they can also be assigned to project roles. In this case, they describe skills that are necessary or required for staffing the role. The qualifications of a project role also help you find suitable employees for staffing the role. The “Resource Search and Qualifications” shows a screenshot for the resource search by qualifications. You specify additional attributes for the qualification, for example, whether the qualification is required or whether, for example, good communication skills are required.
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Figure 28: Staffing Project Roles
PLM510
Lesson: Resources
The above section described how the project manager can use the qualifications to specify the project roles in detail. In order for the resource search to work, their actual qualifications must be assigned to the employees. In cProjects, this often happens at the level of the business partner. This can be an internal or external employee. You can use transaction PPPM to assign the appropriate qualification profiles to business partners, persons, users and so on.
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The “Staffing Project Roles” figure shows a screenshot of the actual assignment of a business partner to a project role. This is called direct staffing. The figure shows a section for search for resources, a list of candidates, and a list of the assigned resources. In cProjects, you can only assign resources that have been created as business partners beforehand. You can create business partners in the application but we do not recommend it. You should create business partners with transaction BP, edit business partners. There, you should maintain the business partner role “employee”.
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You can use the resource search to find suitable employees for the project. In the above section, we already explained how to search for particularly qualified employees. Furthermore, you can search for employees of certain organizational units. The “Resource Search and Qualifications” figure shows the corresponding tab page. The same figure shows another tab page for the general search for resources. Here you can, for example, search for resources that had already held a certain project role in the past or who have already worked for a certain customer. The result of the resource search is a list of suitable persons and business partners. From this list you can, for example, assign persons directly to the project role or add them to a candidate list.
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Figure 29: Assigning Project Roles to Tasks
Unit 4: Planning
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A resource can either be assigned fixed or only as reserved for a project. Alternatively, you can assign a resource as a candidate first in order to get the approval of the supervisor, if necessary. You can create memos in the list of candidates we well as in the list of project role assignments. You can send e-mails to the business partners from the lists. Selecting the resources is an important part of staffing. Once this selection has been made, you can store the scope of work for the assignment as well as a time limit for the assignment.
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Apart from the direct staffing process, there is also a more detailed process for filling project roles. Accordingly, it is also called “staffing process”. It can only be carried out if appropriate Customizing settings are chosen (“Define Project Role Type for Project Type” profile, refer also to the “System Settings for Resource Planning” figure). The process is designed for several persons being involved in the process: project administrator, staffing manager and candidate manager. The actual process is subdivided into preparing, processing, and finalizing the staffing. For more details on the staffing process, refer to the online help of the system.
Internal
The left section of resource planning (refer to the “Resources in the Project” figure) provides an overview of the staffing status of the individual roles: a red icon if the project role has not been staffed, a yellow icon if the project role is staffed partially, a green icon if the project role has been staffed completely, a yellow-green icon if the project role has been staffed more than completely.
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Figure 30: Resource Search and Qualifications
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The “System Settings for Resource Planning” figure emphasizes the main profiles for controlling resource planning in cProjects. The “Define Project Role Type for Project” profile, for example, specifies which project role types can actually be used in the project in question. But is also specifies default authorizations for individual project role types and therefore, the project roles. For more details on authorizations, refer to the appropriate lesson.
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cProjects can use the integration to the Workforce Management Core (WFM Core). Hence, an availability check for resources would also be possible in cProjects. The WFM Core is a central planning service. It finds and manages central assignments of personnel requirements to personnel resources. These “assignments” can be created manually or generated automatically. Apart from that, the WFM Core contains all planning-relevant data, that is, the actual resources, their availability and qualifications as well as personnel requirements. We cannot cover the WFM Core in detail in this chapter.
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Figure 31: System Settings for Resource Planning
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Lesson: Resources
Exercise 8: Resources Exercise Objectives
Business Example
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Task:
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2.
Enter 200 hours of work for the “Project Manager” role.
3.
To the “Project Manager” role, assign the tasks “Coordination”, “Monitoring,” and “Reporting”. Reduce the work for the “Coordination” task to 40 hours. Also enter a possible start and finish date for this role. All three tasks are assigned to the “Project Management” phase.
4.
Staff the “Project Manager” role with Doro Butterfly. She is supposed to take on 50 hours of project management.
5.
In the corresponding SAP system, create a business partner for your user and staff the “Project Manager” role with the new business partner.
6.
Save your project.
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Open your project, create a “Project Manager” role and assign this role to the project definition.
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SAP
In this exercise you will specify and assign project roles. You will estimate the work for the roles and then staff the roles with suitable persons.
Use
You are responsible for the project management of the development of a new product. The structure of the project has already been defined, a first time schedule has also been determined already. You should now search for suitable employees to participate in the project. Do the employees have suitable qualifications for taking on certain tasks in the project? Are your favorite employees available for the project?
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After completing this exercise, you will be able to: • Plan resources in cProjects • Assign roles to tasks and other objects in cProjects • Staff roles with internal employees
Unit 4: Planning
PLM510
Solution 8: Resources Task: In this exercise you will specify and assign project roles. You will estimate the work for the roles and then staff the roles with suitable persons.
Select your project on the initial page by means of a single mouse-click.
b)
Select the Resources tab page and use the “Create Role” link to create the new project role. As the project role type, choose the “Project Manager” entry and enter an appropriate description.
c)
Select the project definition and choose the “Project Manager” entry in the Responsible Role field on the Basic Data tab page.
2.
Enter 200 hours of work for the “Project Manager” role. a)
SAP Use
Select the Tasks tab page and expand the “Project Management” phase. Select the “Coordination” phase and choose the Assign Task link. You get a new section that displays the assigned task. Here, enter the appropriate data in the fields Start, Finish and Work. Proceed analogously to assign the tasks for “Monitoring” and “Reporting”.
Staff the “Project Manager” role with Doro Butterfly. She is supposed to take on 50 hours of project management. a)
Choose the Staffing tab page. In the Select Resources section, choose the first link called Search. In the Search Results drop down list, choose the entry for Doro Butterfly and then choose the Staff link. You get another section Project Role Staffing. Reduce the effort here to 50 hours.
Continued on next page
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a)
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4.
To the “Project Manager” role, assign the tasks “Coordination”, “Monitoring,” and “Reporting”. Reduce the work for the “Coordination” task to 40 hours. Also enter a possible start and finish date for this role. All three tasks are assigned to the “Project Management” phase.
SAP
3.
Select the Resources tab page and choose the “Project Manager” role. You can store the work in the corresponding field on the General tab page.
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Open your project, create a “Project Manager” role and assign this role to the project definition.
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1.
PLM510
Lesson: Resources
a)
Use your user to log on to the SAP system. Execute transaction BP, edit business partners.
b)
Choose the Create Person icon and enter your names in the name and first name fields. Then save.
c)
Now change the employee business partner role. Confirm any dialog boxes that might appear. There, enter your user on the “Identification” tab page.
d)
Save the business partner.
e)
In cProjects, for the staffing the project roles in the Select Resource section, choose the first link Search. Look for the new business partner in the Search Result dropdown list and choose “Staff”.
Save your project. a)
Choose the Save link.
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6.
In the corresponding SAP system, create a business partner for your user and staff the “Project Manager” role with the new business partner.
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5.
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Lesson Summary You should now be able to: • Plan resources in cProjects • Assign roles to tasks and other objects in cProjects • Fill roles with internal or external employees
•
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Related Information For more information, refer to the SAP Help Portal: help.sap.com •
Refer to the SAP Service Marketplace for further information:
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service.sap.com
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Lesson: Costs
Lesson: Costs Lesson Overview This lesson provides an overview of cost planning in cProjects. Here, cost planning is first regarded without integration into an SAP system and then with integration into an SAP system.
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Lesson Objectives After completing this lesson, you will be able to: Carry out cost planning based on assigned resources Apply cost and revenue unit rates in cProjects Use the accounting integration of cProjects
Business Example
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cProjects offers you an accounting integration with an SAP system. This happens using the single-object controlling in SAP-CO. There, all costs for a project are collected in an internal order. The internal order serves as a cost collector, it represents the account assignment object for all actual and planned postings of the project. The transaction for generating the internal order is called replication. The “Cost Planning Overview” figure illustrates the main concepts of the accounting integration in cProjects. If you use the accounting integration, you can start cost planning directly from cProjects. The cost estimate usually happens in SAP-CO but the result can be displayed in cProjects.
Partner
Costs
SAP
You have taken on the project management for developing a new project. Your project has been structured completely and you have carried out date and resource planning. You still need well-founded cost planning before you receive the permission to carry out the project. On the basis of the assigned resources and their work, calculate the costs of product development.
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Figure 32: Cost Planning Overview
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The time of replication depends on the project type. It specifies whether a replication takes place at all and, if so, whether it happens from the “Release” status or from the “Flag for Replication” status. During the first replication, the SAP system generates an internal order. There is exactly one internal order for each project. The “Detail Screen of Cost Planning in cProjects” figure shows a screenshot of the detail data of the internal order as it is displayed in cProjects. Of course, the screen is only displayed after the internal order has been created.
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Lesson: Costs
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The figure emphasizes the number of the internal order. It is determined in SAP-CO depending on the system settings. The internal order is created with reference to the organizational units of SAP-CO. That is, it belongs to a certain controlling area, company code and business area of the system. This data is required for creating the internal order. If possible, it is determined using the organizational assignment of the project definition that can be found on the “Additional Data” tab page. If that is not the case, the organizational assignment is determined from the data of the template order for order type CPR1. The data shown in the “Detail Screen of Cost Planning in cProjects” figure is read directly from the assigned SAP system.
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Figure 33: Detail Screen of Cost Planning in cProjects
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During the replication, some characteristics of the project definition are transferred from cProjects to SAP-CO:
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The “Detail Screen for Cost Planning in an Assigned SAP System” figure shows a screenshot of an internal order in the SAP system. In the lower part, you can see the data that has been transferred from cProjects. If corresponding data is changed in cProjects, the internal order is also changed in the next replication. If the organizational assignment of the project definition changes in cProjects and therefore the responsible cost center changes as well, then it is also adjusted in the master data of the internal order during the next replication.
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Project number Short text in original language Responsible organization Priority Project type Reason for the project Group Search Field Template number Sold-to party System status
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Figure 34: Detail Screen of Cost Planning in an Assigned SAP System
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Lesson: Costs
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Cost planning in cProjects is done on the basis of the project roles. In resource planning, work is already assigned to the individual project roles. This work is multiplied with cost and revenue unit rates to determine the planned costs and revenues. The “Details of Costing in cProjects 1” figure shows a screenshot of the maintenance of the cost and revenue unit rates in the cost planning view of resource planning. The cost and revenue unit rates are specified in the Customizing of cProjects beforehand. If the project roles have not been staffed yet, the cost and revenue unit rate of the project role is used for costing. If (part of) the project role is staffed by a resource, then the (proportionate) cost and revenue unit rate is used for costing. For further details on the costing logic refer to the SAP Help Portal under the keyword “Costing Logic”.
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The “Details of Costing in cProjects 2” figure shows the result of costing in cProjects. In this case, an additive cost estimate was carried out, an internal order does not exist yet. The data is then stored in cProjects. As soon as an internal order has been generated by a replication, the costing data is no longer stored in cProjects but in the SAP system. In this case, an additional pushbutton appears for calculating the costs of the internal order by means of Easy Cost Planning. This is a planning method within the SAP system that, of course, also works without cProjects. The corresponding pushbutton within cProjects takes you to the SAP system.
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Figure 35: Details of Costing in cProjects 1
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A number of settings have to be made in the Customizing of cProjects in order for the accounting integration of cProjects to work. The “Settings for Costing in cProjects” figure shows a screenshot of the corresponding settings in Customizing. In the first step, you specify for the project types of cProjects if and from which status on a replication is to take place. In the second step you specify the SAP system in which the internal orders are to be generated. The third step specifies how the overview screen for each project type in the accounting section of cProjects is to be structured.
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Errors can occur in the replication of projects into the SAP system. These are commented with messages, which can be analyzed with the Controlling Cockpit. You can get to the Controlling Cockpit in cProjects from the accounting view. But you can also call it up in the SAP system using transaction COCPCPR.
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Figure 36: Details of Costing in cProjects 2
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Lesson: Costs
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You define the cost and revenue unit rates of the project roles for cProjects in the fourth step. In the fifth step, these cost and revenue unit rates are replicated into the SAP system in which the internal orders are to be created later on. In the sixth step the project types and reasons are replicated into the SAP system. In the seventh step, you make all other accounting relevant settings in the SAP system of the internal orders. For example, you assign the cost and revenue unit rates to the cost types, activity types and revenue types in the SAP system. For more information, refer to the configuration guide for cProjects. You can download the guide from the SAP Help Portal.
SAP
Figure 37: Settings for Costing in cProjects
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Lesson: Costs
Exercise 9: Costs Exercise Objectives
Business Example
Partner
Task:
SAP Use
2.
Use the cost integration of cProjects in an SAP system. To do so, have an internal order created automatically. cProjects is configured in such as way that the corresponding internal order is created as soon as the project definition is “flagged for replication” and saved.
3.
Look at the detail view of the accounting integration.
Only
Internal
Open your project so that you can edit it.
Partner
1.
SAP
In this exercise you will deal with cost planning in cProjects. In doing so, you will also find out about a scenario in which the planned costs are integrated with an assigned SAP system.
Use
You are responsible for the project management of the development of a new product. Your project has been structured completely and you have carried out date and resource planning. You still need well-founded cost planning before you receive the permission to carry out the project. On the basis of the assigned resources and their work, calculate the costs of product development.
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After completing this exercise, you will be able to: • Carry out cost planning based on assigned resources • Apply cost and revenue unit rates in cProjects • Use the accounting integration of cProjects
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5.
In which controlling area has the internal order been created?
6.
What are the planned costs?
7.
Assign the “Manager” cost unit rate to the “Project Manager” role.
8.
Now re-cost the project.
9.
What are the planned costs of the project?
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What is the name of the assigned internal order?
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4.
10. Save your project.
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Lesson: Costs
Solution 9: Costs Task: In this exercise you will deal with cost planning in cProjects. In doing so, you will also find out about a scenario in which the planned costs are integrated with an assigned SAP system. 1.
Open your project so that you can edit it.
Only
Use the cost integration of cProjects in an SAP system. To do so, have an internal order created automatically. cProjects is configured in such as way that the corresponding internal order is created as soon as the project definition is “flagged for replication” and saved. a)
3.
Look at the detail view of the accounting integration. Choose the Accounting tab page and there choose the Detail Data link.
SAP
a)
SAP
Select the project definition and choose the Structure tab page and set the “Flag for replication” status on the General tab page. Then save your project.
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Partner
Hint: If you get the message “The project is still unknown in accounting” message, choose the link Check again. You might have to repeat this several times. 4.
What is the name of the assigned internal order?
Internal
Answer: The number is in the Order field in the Header Data section. 5.
In which controlling area has the internal order been created?
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Answer: The number of the controlling area is located in the Assignments section. 6.
What are the planned costs? Answer: So far, the planned costs amount to € 0. The planned costs can be found in the section Costs, Revenues, Budget, Payments.
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2.
Select your project on the initial page by means of a single mouse-click.
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a)
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7.
Assign the “Manager” cost unit rate to the “Project Manager” role. a)
8.
Now re-cost the project. a)
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Choose the Accounting tab page and there choose the Costing link. Start costing with the Calculate link.
What are the planned costs of the project? Answer: The planned costs should amount to € 75000. Expand the project definition to analyze the origin of the costs.
Partner
10. Save your project. a)
Choose the Save link.
Internal
9.
Select the Resources tab page and choose the “Project Manager” role. Enter the “Manager” cost/revenue unit rate in the appropriate field on the Costing tab page.
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Lesson: Costs
Lesson Summary You should now be able to: • Carry out cost planning based on assigned resources • Apply cost and revenue unit rates in cProjects • Use the accounting integration of cProjects
•
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Related Information For more information, refer to the SAP Help Portal: help.sap.com •
Refer to the SAP Service Marketplace for further information:
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Partner
service.sap.com
SAP
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Lesson: Authorizations Lesson Overview This lesson provides an overview of authorizations in cProjects. Both inherited and manually entered authorizations are considered.
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Name the different authorizations in cProjects Assign authorizations in cProjects
SAP
Authorizations
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SAP_CPR_PROJECT_ADMINISTRATOR SAP_CPR_TEMPLATE_ADMINISTRATOR SAP_CPR_USER
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The maintenance of general authorizations is facilitated by assigning roles in the user master record. The standard system includes six collective roles composed of three single roles:
Partner
Authorizations ensure that only authorized persons can see or edit a project or parts thereof. Usually, the project manager takes care of the authorizations within his project. However, there are two different types of authorizations in cProjects: project-specific authorizations and general authorizations. The system administration stores the latter in the authorization profiles in the user master. Project-specific authorizations are, for example, granted for individual users for highly specific tasks or checklists in the project. The “Overview of Authorizations in cProjects” figure illustrates this context.
SAP
You are responsible for the project management of the development of a new product. The project is to involve internal and external employees. In particular, customers will also cooperate in the development. On the one hand, the customers are to be involved in the development while on the other hand, you want to conceal the details of the progress of the project. You can use authorizations to control the access to information on your project.
Use
Business Example
• •
Internal
After completing this lesson, you will be able to:
Partner
Lesson Objectives
PLM510
Lesson: Authorizations
The single roles include authorizations that a user requires for working with cProjects. Usually, you do not assign these roles to users directly but only indirectly by means of the six collective roles. For details on single and collective roles in cProjects refer to the configuration guide for cProjects. The configuration guide is located in the SAP Help Portal.
Use Internal
Admin Write Read No authorization Resource management (project definition only) Evaluation (project definition only) Accounting (project definition only)
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• • • • • • •
Apart from changes to the project objects, the “Admin” authorization also allows you to create and delete project objects and to grant authorizations to others. The “Admin” authorizations also includes the “Write” and “Read” authorizations.
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Partner
You grant project-specific authorizations at the level of the individual project objects. When you create a project you get an authorization for administering the project definition. Subordinate project objects inherit this authorization. In this case, you are an authorization holder of the “Admin” authorization. Authorization holders can be users, user groups, organizational units or roles (not project roles). Possible authorizations are:
SAP
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Figure 38: Overview of Authorizations in cProjects
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The “Write” authorization only allows you to make changes to the actual project object, such as enter actual data. However, certain tasks cannot be carried out with the “Write” authorization: for example, you cannot delete project objects and you cannot grant authorizations. The “No Authorization” authorization serves to remove user authorizations for individual project objects. This way, you can revoke inherited authorizations.
Only SAP
SAP
The “Authorizations in Detail” figure shows a screenshot of the authorization maintenance of a task. Here, you can manually change authorization or add further authorization holders. Usually, project employees receive authorizations for a project by being assigned to the project as a resource (business partner) in resource planning. You can do this by staffing project roles. You create project roles with reference to previously specified project role types. These project role types determine the default authorizations for these business partners.
Use
Partner
The above description does not include all allowed or all prohibited activities of the individual authorizations. There are many exceptions and special cases. Refer to the online help of the SAP system for more details.
Internal
The “Evaluation”, “Accounting” and “Resource Management” authorizations can only be granted for the project definition. The “Analysis” authorization allows you to analyze project objects for which you have a read authorization. The “Accounting” authorization allows you to do the costing, if you also have an “Admin” authorization. The “Resource Management” authorization allows you to search for and assign resources to the project.
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Lesson: Authorizations
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The super user has a special place in the authorization management of cProjects. This way, the authorization concept in cProjects is avoided. Hence, SAP recommends only using super users in absolute emergencies. A super user is a user whose user master record includes a role or profile that has the authorizations for the authorization object ACO_SUPER. This way, the super user can add authorization holders with the admin authorization to any project. This is required whenever an “Admin” authorization is required but the holder of the authorization is absent, for example, due to illness.
Partner
In certain cases, authorizations have to be transferred to someone else. For example, if a project manager is absent, someone else can fill in for him. For this, you can define a substitute on the “Substitute” initial view. For the duration of the substitution, the substitute receives the authorizations of the project manager to be substituted. The substitution ends as soon as the substitute is deleted from the substitution list.
SAP
Subordinate project objects inherit authorizations. If you change the authorizations of subordinate project objects, then these changes take priority over inherited authorizations.
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Figure 39: Authorizations in Detail
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Lesson: Authorizations
Exercise 10: Authorizations Exercise Objectives After completing this exercise, you will be able to: • Name the different authorizations in cProjects • Assign authorizations in cProjects
Only
Task:
SAP Use
2.
Look at the authorizations of the project definition.
3.
To which users are these authorizations assigned?
4.
Which types of authorizations have been granted in your project?
Only
Internal
Open your project so that you can edit it.
Partner
1.
Choose the correct answer(s).
□ □ □ □ □
A B C D E
Read Write Administration None Archiving Continued on next page
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SAP
In this exercise, you will check the authorizations in your project and answer some questions on authorizations.
Use
Partner
You are responsible for the project management of the development of a new product. The project is to involve internal and external employees. In particular, customers will also cooperate in the development. On the one hand, the customers are to be involved in the development, on the other hand, you want to conceal the details of the progress of the project. You can use authorizations to control the access to information on your project.
Internal
Business Example
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5.
Does the “Admin” authorization include the write authorization?
6.
Save your project.
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Lesson: Authorizations
Solution 10: Authorizations Task: In this exercise, you will check the authorizations in your project and answer some questions on authorizations. 1.
Open your project so that you can edit it.
2.
Select your project on the initial page by means of a single mouse-click.
Look at the authorizations of the project definition. a)
On the Structure tab page, choose the Authorizations tab page.
Partner
3.
To which users are these authorizations assigned?
SAP
4.
Which types of authorizations have been granted in your project?
Use
You can check the authorizations on the corresponding tab page. However, there is no authorization for archiving. Does the “Admin” authorization include the write authorization? Answer: Yes, the “Admin” authorization includes the write authorization but also the authorizations for reading and for maintaining authorizations. 6.
Save your project. a)
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Choose the Save link.
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5.
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Answer: B, C
SAP
Answer: Authorizations are assigned to your own user. Furthermore, users “WF-PS-1” and “WF-PM-1” can access the project. These last two users were already assigned in the TEMP-101 project template.
Use
Hint: The Authorizations tab page is on the far right part of the screen. It might not be visible. In that case, on the far right, choose the Menu Button link; then choose the Authorizations tab page there.
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Unit 4: Planning
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Lesson Summary You should now be able to: • Name the different authorizations in cProjects • Assign authorizations in cProjects
Related Information The SAP Help Portal provides further information:
Internal
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•
help.sap.com •
The SAP Service Marketplace provides further information:
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service.sap.com
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Unit Summary
Unit Summary
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You should now be able to: • Create a time schedule using cProjects • Name the different objects involved in time scheduling • Edit the arrangement between tasks • Plan resources in cProjects • Assign roles to tasks and other objects in cProjects • Fill roles with internal or external employees • Carry out cost planning based on assigned resources • Apply cost and revenue unit rates in cProjects • Use the accounting integration of cProjects • Name the different authorizations in cProjects • Assign authorizations in cProjects
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Unit Summary
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Unit 5 Unit Overview
Partner
This chapter provides an overview of the execution of projects in cProjects. It covers the aspects of status management in cProjects, the confirmation of tasks and checklist items as well as the approval of phases.
Use
Unit Objectives After completing this unit, you will be able to:
SAP Use
Partner
Unit Contents Lesson: Status Management...................................................... 112 Exercise 11: Status Management ............................................ 117 Lesson: Confirmation............................................................... 120 Exercise 12: Confirmation ..................................................... 123 Lesson: Approval ................................................................... 128 Exercise 13: Approval ......................................................... 135
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Describe status management in cProjects Release projects Set tasks to “in process” Confirm tasks in cProjects Describe the confirmation of checklist items Describe the approval process in cProjects Assign persons who decide on the approval Start and carry out approvals
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• • • • • • • •
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Unit 5: Implementation
PLM510
Lesson: Status Management Lesson Overview This lesson provides an overview of status management in cProjects. The “Release” status is analyzed in particular as it is the prerequisite for the execution of a project.
Lesson Objectives
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Describe status management in cProjects Release projects Set tasks to “in process”
Business Example
SAP Use Internal
The release is a major prerequisite for the execution. Accordingly, the execution of a project starts with the manual release of the project definition. This release is inherited to the first phase and its subordinate tasks, checklists and checklist items. The “Release in cProjects” figure shows a screenshot of the table-style processing of the project structure. The project definition is released and the status has been inherited. However, there are some conditions that must be met for the release to be inherited: Phases require a phase type, tasks require a task type, and checklists require a checklist type. Requests cannot be cancelled.
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The different processing states of the project objects are documented by means of different statuses. When project objects are created, they all receive the status “Created”. In this status, editing, master data maintenance, and planning are allowed. The execution of the project or parts of the project are documented with the status “Released”. The “Overview of Status Management” figure shows the status that different projects can receive. Status management does not only document a processing status, it also controls which activities can be carried out next.
Partner
Status Management
SAP
You are responsible for the project management of the development of a new products. The project has already been approved and resource planning has been completed. The project can be executed. You want to the able to analyze the processing status of the project quickly. Furthermore, you want to prevent that parts of the project are processed that are “not due yet”. Status management in cProjects helps you achieve both of these objectives.
Use
Partner
• • •
Internal
After completing this lesson, you will be able to:
PLM510
Lesson: Status Management
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Figure 40: Overview of the Status Management
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The release has a different significance for the different project objects: •
Project definition – – – –
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Phase
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•
The phase is released for processing The lower-level project objects are no longer scheduled automatically You can no longer change the phase type Existing checklist references are exploded Lower-level tasks and checklists are released for processing You can no longer move the phase and not insert another phase before this phase
Checklist
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Checklist item – –
The checklist item is released for processing The lower-level tasks are released for processing
Task – – –
The task is released for processing You can no longer change the task type The lower-level tasks are released for processing Hint: You can manually release tasks and checklists before releasing the phase.
The first phase of a project is released by the release of the project definition. The next phase of the project can only be released once the preceding phase has been accepted (depending on the settings of the phase type a different response is also possible). The approval process is documented by means of three statuses: “For Approval”,
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•
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The checklist is released for processing You can no longer change the checklist type The lower-level checklist items are released for processing
SAP
– – –
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– – – – – –
Internal
•
The project has been released for processing The project is no longer scheduled automatically You can no longer change the project type The first phase of the project is released
PLM510
Lesson: Status Management
“Approval Granted” and “Approval Rejected”. The approval process only exists for phases. After the approval of the phase, neither the phase nor its subordinate project objects can be changed. The “approval” lesson provides details on the the approval of a phase and the release of the following phase.
SAP
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Figure 41: Release in cProjects
Use Internal
Apart from the system status dealt with so far, there is the additional option of using a status profile to define your own statuses, so-called user statuses. The maintenance of the status profiles takes place in the basic settings in the Customizing of cProjects. The maintenance is identical to that of the status profiles in ordinary SAP systems. As soon as a profile has been created for the object types of cProjects, you can assign the status profile and the user status to the project objects in cProjects. The required object types in cProjects are called DX1, DX2, ..., DX9, DXA and DXR.
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When a project definition, phase or task is completed successfully, this is documented with the status “Closed”. The project objects can then no longer be changed. However, you can reset the status. If a checklist or a checklist item is completed successfully, this is documented with the status “Done”. However, this status can only be set if the “OK” indicator was set in the context of the confirmation. See the “Confirmation” lesson for details.
Partner
During the execution, tasks can receive the status “in process”. It documents a task that has been commenced but not completed.
Unit 5: Implementation
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Lesson: Status Management
Exercise 11: Status Management Exercise Objectives After completing this exercise, you will be able to: • Release projects • Set tasks to “In Process”
Only
Task:
Use
Open your project so that you can edit it.
2.
Release the project definition.
3.
Which parts of the project have been released?
4.
For the tasks “Coordination” and “Monitoring” set the status to “In Process”. For the “Reporting” task, set the status to “Terminate”.
5.
Optional: Release the checklist “Checklist Project Set Up” of the “Detailed Planning” phase.
6.
Save your project.
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1.
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SAP
SAP
In this exercise you will release parts of the project so that the project can be processed.
Use
Partner
You are responsible for the project management of the development of a new product. The project has already been approved and resource planning has been completed. The project can be executed. You want to the able to analyze the processing status of the project quickly. Furthermore, you want to prevent that parts of the project are processed that are “not due yet”. Status management in cProjects helps you achieve both of these objectives.
Internal
Business Example
Unit 5: Implementation
PLM510
Solution 11: Status Management Task: In this exercise you will release parts of the project so that the project can be processed. 1.
Open your project so that you can edit it. a)
Only
Release the project definition. a)
Which parts of the project have been released? Answer: Choose the Table link. You can analyze the statuses of all parts of the projects at the same time. The release has been inherited. It is handed down to the first phase of the project as well as to the lower level objects of this phase. In this case the lower level tasks are released.
4.
For the tasks “Coordination” and “Monitoring” set the status to “In Process”. For the “Reporting” task, set the status to “Terminate”.
SAP
Optional: Release the checklist “Checklist Project Set Up” of the “Detailed Planning” phase.
Internal
a)
6.
In the table view, expand the “Detailed Planning” phase and there select the “Checklist Project Set Up” checklist. Select the release in the Change Status column.
Save your project. a)
Choose the Save link.
Partner
Use
5.
In the table view for the tasks “Coordination”, “Monitoring” and “Reporting” set the appropriate status in the Change Statuscolumn.
SAP
a)
Use
Partner
3.
On the Structure tab page, choose the Status tab page. In the Change Status field, select the “Release” entry.
Internal
2.
Select your project on the initial page by means of a single mouse-click.
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Lesson: Status Management
Lesson Summary You should now be able to: • Describe status management in cProjects • Release projects • Set tasks to “in process”
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Lesson: Confirmation Lesson Overview This lesson provides an overview of different confirmation options in cProjects. It deals with the confirmation of tasks as well as the confirmation of checklist items.
Only Partner
You are responsible for the project management of the development of a new product. Development has already started. The involved employees are supposed to document their activities by confirming working hours and dates. This way you keep an overview of the process of the project and can see deviations early.
Use Internal
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The “Confirmation of Tasks” figure shows a screenshot of the maintenance of the confirmation data of a task. On the “Additional Data” tab page, the confirmation data is entered in a separate section. Here, you can store the work done and a degree of processing. The remaining work usually corresponds to the difference between planned and actual work. If you set the “Remaining Work Manually” indicator, then the remaining work is not calculated but can be entered directly. The degree of processing depends on the planned, actual or remaining work. In addition to the work, the actual start date and the actual end date can also be specified.
Partner
You use confirmations to document the processing status of project objects. Confirmations are used to enter actual data for project objects. In cProjects, you can confirm tasks and checklist items. However, confirmations can only be entered if the task or the checklist item has the status “Released” or “In Process”.
SAP
Confirmation
Confirm tasks in cProjects Describe the confirmation of checklist items
Use
Business Example
• •
Internal
After completing this lesson, you will be able to:
SAP
Lesson Objectives
PLM510
Lesson: Confirmation
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The prerequisites for entering the confirmation data of a checklist item are identical to those of a task: The “Released” status or the “In Process” status must be set. If the “Done” status is to be set in addition to the confirmation data, then all subordinate tasks of the checklist item must be complete.
Partner
You can also enter confirmations for checklist items. Unlike for tasks, you do not store work, remaining work or degree of processing here. The confirmation of a checklist item documents whether the checklist item was successfully completed or not and at which time the checklist item was completed. The “Confirmation of Checklist Items” shows a screenshot of the “Additional Data” tab page of a checklist item. You enter the confirmation data on this tab page.
SAP
You can set the “In Process” status during the processing of a task. It documents that the task has been commenced but not yet completed. The “In Process” status is set in addition to the “Released” status. As soon as the task has been processed completely you can set the “Closed” status. The confirmed data can then not be changed anymore. However, you can reset the status. Sometimes a task is not completed but terminated. For this, there is also a separate “Canceled” status. When this status is set, the task can no longer be changed and arrangements with other tasks are deleted.
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Figure 42: Confirmation of Tasks
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PLM510
SAP Use
Description (description of the consequences of an error) Discovery (probability of discovering an error) Occurrence (probability that errors occur)
All three key figures can receive values between 1 (low risk) and 10 (high risk). The risk priority figure is the product of these three key figures. This key figure is used to carry out the actual risk assessment. The higher the risk priority figure, the more important the elimination of the error causes.
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• • •
Partner
In the confirmation, you can store three additional, optional key figures:
SAP
If a checklist item is to be closed completely, then you can set the “Done” status. The prerequisite is that the checklist item has been confirmed as “OK” or “Not OK” beforehand. Sometimes a checklist item is no longer relevant for continuing the project. In this case you can set the “Not Relevant” status. If all checklist items of a checklist are “Done” or “Not Relevant”, then you can also set the “Done” status for the actual checklist.
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Figure 43: Confirmation of Checklist Items
PLM510
Lesson: Confirmation
Exercise 12: Confirmation Exercise Objectives
Business Example
Task:
Use
2.
Confirm 45 hours of work for the “Coordination” task. The task started today and finishes today. Therefore, 100% of the task have been processed.
3.
Is the “Coordination” task relevant for approval?
4.
Close the “Coordination” task.
Only
Internal
Open your project so that you can edit it.
Partner
1.
Continued on next page
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© 2005 SAP AG. All rights reserved.
SAP
SAP
In this exercise you will confirm individual tasks, you will enter work and close tasks.
Use
Partner
You are responsible for the project management of the development of a new product. Development has already started. The involved employees are supposed to document their activities by confirming working hours and dates. This way you keep an overview of the process of the project and can see deviations early.
Internal
Only
After completing this exercise, you will be able to: • Confirm tasks in cProjects • Close tasks in cProjects • Describe the confirmation of checklist items
123
5.
What changes can you see?
6.
Optional: Confirm 20 hours and a degree of processing of 40% for the “Monitoring” task. Enter the current date as the actual start date and leave the actual finish open.
7.
Optional: Look at the graphical date depiction of the “Project Management” phase.
8.
Optional: Confirm the checklist item “Refine Scope & Constraints” as “OK” for today.
9.
Save your project.
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Lesson: Confirmation
Solution 12: Confirmation Task: In this exercise you will confirm individual tasks, you will enter work and close tasks. 1.
Open your project so that you can edit it. a)
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Confirm 45 hours of work for the “Coordination” task. The task started today and finishes today. Therefore, 100% of the task have been processed.
3.
The “Coordination” task is assigned to the “Project Management” phase. Select the “Coordination” phase and choose the Additional Data tab page. Enter the data in the corresponding fields of the Confirmation section.
Is the “Coordination” task relevant for approval? Answer: No, it is not approval -relevant. The corresponding indicator has not been set on the Additional Data tab page.
4.
Close the “Coordination” task.
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6.
What changes can you see?
Optional: Confirm 20 hours and a degree of processing of 40% for the “Monitoring” task. Enter the current date as the actual start date and leave the actual finish open. a)
7.
Proceed as described in the previous exercise.
Optional: Look at the graphical date depiction of the “Project Management” phase. a)
Choose the Graphic link. In the graphic, you can distinguish between the completely processed tasks and the partially confirmed tasks.
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Answer: The actual data and a range of additional data cannot be changed anymore. For this, take a look at the tab pages Customizing and Additional Data.
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Change to the Status tab page and select the “Close” entry in the Change Status field.
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Select your project on the initial page by means of a single mouse-click.
Unit 5: Implementation
8.
Optional: Confirm the checklist item “Refine Scope & Constraints” as “OK” for today. a)
Select the Details link and expand the “Detailed Planning” phase. Also expand the “Checklist Project Set Up” checklist. Select the “Refine Scope & Constraints” checklist item and choose the Additional Data tab page. Enter the required data in the fields Actual Date and Result. Following that, set “Done” on the Status tab page.
Save your project. Choose the Save link.
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Lesson: Confirmation
Lesson Summary You should now be able to: • Confirm tasks in cProjects • Describe the confirmation of checklist items
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Lesson: Approval Lesson Overview This lesson provides an overview of the approval process in cProjects. In this case, the connection between the approval of one phase and the release of the following phase is particularly interesting.
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Lesson Objectives After completing this lesson, you will be able to: Describe the approval process in cProjects Assign persons who decide on the approval Start and carry out approvals
Business Example
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Approvals are part of the processing of phases of a project. They document that those results have been achieved in a phase that are the prerequisites for the following phases or the completion of the project. The approval is handled by one or more decision makers picked by the project manager. The decision makers grant or reject the individual approval based on an approval document. The final approval of the phase usually takes place when all individual approvals have been given. After the approval has been completed, the processing of the next phase can commence. An approval cannot be revoked. After the approval , the editing of the phase data is limited. For example, you can only confirm tasks that are not approval-relevant. However, the phase is only formally complete when the “completed” status is set.
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Approval
SAP
You have taken on the project management for developing one of your company’s new products. The project started some time ago. You are now at a point in time where the first phase can be completed and the next phase can be started. How do you ensure that the first phase is actually completed successfully? Use the approval process in cProjects. This way, you can ensure that the decision makers of a phase document their opinion on the processing state of the phase. Following that, the decision of completing the phase is up to you, the project manager.
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• • •
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Lesson: Approval
From this time on, the phase data can no longer be changed. The project can be closed as soon as the last phase has been accepted. The figure “Overview of the Approval” provides an overview of the individual approval steps.
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Hint: You do not have to use the entire approval process. Whether or not an approval is required depends on the settings of the phase type. The phase type controls the approval process in detail. For example, it regulates what has to happen if one of the decision makers refuses to give the approval but the others don’t.
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The following describes the individual approval steps of a phase in detail. In the first step of the approval, the project manager creates the approval. More specifically, he creates a version of the approval. Aapprovals can be interrupted and continued in a later version. To create an approval, the project manager selects the relevant page and chooses the “Approval ” tab page. There, there is a pushbutton for creating the approval. The approval can then be completed with detailed data, such as description and comment. In the second step, the project manager specifies the decision makers. The decision makers are those persons who grant or reject the approval. The figure “Assigning Decision Makers to the Approval” shows a screenshot of this assignment. The project
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Figure 44: Overview of the Approval
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manager selects one of the project roles first and can then assign one of those persons as the decision maker, who have this project role. A prerequisite for approval is thus the resource planning plus the staffing of the project roles.
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In the fourth step the decision makers process the approval. With the individual approval, every individual decision maker decides whether the planned results of a phase have been achieved or not. The “Granting an Individual Approval” figure shows a screenshot of the individual approval by a decision maker. The decision maker can add a comment to the approval, he can grant or reject it. In this case the decision maker has to authenticate themselves. This usually happens by means of his
Partner
In the third step, the project manager starts the approval. The figure “Assigning Decision Makers to the Approval ” emphasizes the pushbutton for starting the approval in the lower area. As soon as the approval is started, the system generates an approval document with the relevant data of the phase. For the decision makers, the approval appears under “My Approvals” in the initial screen “Approvals”. In addition, the actual phase contains the release for the status “for approval”.
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Figure 45: Assigning Decision Makers to the Approval
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Lesson: Approval
password. Depending on the system settings, the authentication can also take place by means of a digital signature. The data is transferred after that. The individual approval does not change the status of the phase. Hint: Before the data transfer, the decision can still be changed with the “Change decision” pushbutton. As soon as the authentication has taken place and has been accepted, it can no longer be changed!
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In the fifth step, the phase is accepted as a whole by the project manager. Ideally, all individual approvals have been given first. The “Grant Approval” figure shows a screenshot of the granting of the approval of the phase. The project manager only has to press the corresponding pushbutton. In addition to the “Released” status the phase then has the status “Approval Given”. The approval cannot be taken back as the processing of the phase data is only possible to a limited extend. By accepting the phase, the next phase is usually released for execution. The actual phase is (fully) completed by setting the “Completed” status. This step can also be automated by making the corresponding settings for the phase type. You can no longer change the phase once it has been completed.
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Figure 46: Granting an Individual Approval
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The above remarks describe the ideal case. They assume that all approvals are granted, that the approval is not cancelled and has to be resumed. The remarks do not take different approval versions into account either. The SAP Help Portal offers assistance with these topics. Furthermore, you can use the online documentation of cProjects.
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The approval process can be controlled in very different ways by using the phase type. The “Phase Type” figure shows a screenshot of the phase type in the Customizing of cProjects. The figure emphasizes three indicators:
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Figure 47: Grant Approval
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•
Carry out approval: Here, you specify whether an approval process is actually necessary Grant with individual rejected approvals: Here, the approval in case of rejected individual approvals is either permitted or prohibited. Individual approvals may not remain open in any case. Release of the next phase only after approval: Here, you set whether the next phase may already be released even though the preceding phase has not been accepted yet.
Lesson: Approval
Internal
Figure 48: Phase Type
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The other indicators are used to suggest the print template of the approval documents, to set whether the system automatically assigns decision makers, if this has not been done manually already; whether it is possible to change the decision makers even though the approval process has already commenced; whether the approval takes place automatically as soon as all individual approvals are available, and whether the phase automatically receives the “Completed” status as soon as the approval has been granted.
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Lesson: Approval
Exercise 13: Approval Exercise Objectives
Business Example
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Open your project so that you can edit it.
2.
The “Project Management” phase is to be completed. Start the approval of the phase.
3.
This takes you to a new detail screen. Here, you enter the description “Project Management Approval ” and enter a description.
4.
Assign yourself as a decision maker.
5.
Start the approval.
6.
Run the approval. Enter a comment.
7.
Open your project again and grant the approvalof the entire “Project Management” phase.
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In the exercise, you will learn about the individual steps of the approval of a phase and carry them out yourself.
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Task:
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You have taken on the project management for developing one of your company’s new products. The project has been worked on for some time. You are now at a point in time where the first phase can be completed and the next phase can be started. How do you ensure that the first phase is actually completed successfully? Use the approval process in cProjects. This way, you can ensure that the decision makers of a phase document their opinion on the processing state of the phase. Following that, it is your decision as the project manager to complete the phase.
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After completing this exercise, you will be able to: • Describe the approval process in cProjects • Assign persons who decide on the approval • Start and execute approvals
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8.
What happens with the “Project Management” phase and the next phase?
9.
Save your project.
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Lesson: Approval
Solution 13: Approval Task: In the exercise, you will learn about the individual steps of the approval of a phase and carry them out yourself. 1.
Open your project so that you can edit it.
2.
The “Project Management” phase is to be completed. Start the approval of the phase.
This takes you to a new detail screen. Here, you enter the description “Project Management Approval ” and enter a description. a)
4.
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Choose the Projects tab page, choose your project from the initial screen. Select the “Project Management” phase and choose the Approval tab page. Choose the Grant Approval link.
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Open your project again and grant the approvalof the entire “Project Management” phase.
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Choose the Approvals tab page. Now save your data, if appropriate. You get a list with the approvals assigned to you. Choose the first one. Enter a comment and choose the Grant Approval link. Enter you password and choose Apply.
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Choose the Start Approval link.
Run the approval. Enter a comment. a)
7.
On the Decision Maker tab page, choose the Add link. This takes you to another detail screen. In the Role field, select the “Project Manager” entry. In the Decision Maker field, you can now choose yourseld and assign yourself with the Apply link.
Start the approval. a)
6.
Enter the data
Assign yourself as a decision maker. a)
5.
Select the “Project Management” phase and choose the Approval tab page. Choose the Create link.
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On the initial page, choose your project by means of a single mouse click.
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What happens with the “Project Management” phase and the next phase? Answer: Look at the table view. Choose the Table link to do so. The “Project Management” phase is set to the “Completed” status. The phase and subordinate objects can no longer be changed. The next phase, “Detailed Planning”, is released together with its subordinate objects.
9.
Save your project. a)
Choose the Save link.
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Lesson: Approval
Lesson Summary You should now be able to: • Describe the approval process in cProjects • Assign persons who decide on the approval • Start and carry out approvals
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Unit Summary
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You should now be able to: • Describe status management in cProjects • Release projects • Set tasks to “in process” • Confirm tasks in cProjects • Describe the confirmation of checklist items • Describe the approval process in cProjects • Assign persons who decide on the approval • Start and carry out approvals
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Unit 6 Unit Overview
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This chapter provides an overview of different reporting options in cProjects. It shows all reports that can be called up directly. Furthermore, it illustrates how threshold values can be used for quick estimates of projects.
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Unit Objectives After completing this unit, you will be able to:
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Analyze project status reports in cProjects Call up standard reports in cProjects Use threshold values in cProjects Trigger alerts in cProjects
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• • • •
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Lesson: Reporting .................................................................. 142 Exercise 14: Reporting ........................................................ 149 Lesson: Threshold Values ......................................................... 152 Exercise 15: Threshold Values ............................................... 157
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Lesson: Reporting Lesson Overview This lesson provides an overview of project status reports and reporting in cProjects.
Lesson Objectives • •
Analyze project status reports in cProjects Call up standard reports in cProjects
After planning and executing the project, reports are required for information about the status of the project. Sometimes it is necessary to record the status of the project and to comment on it. Project status reports and standard reports in cProjects support you with these tasks.
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The “Create Project Status Report” figure shows a screenshot of the creation of the report in cProjects. When you edit a project, you get the “Status Reports” tab page. Depending on the project type of the project, you can select different templates for the project status report. The templates determine the entire procedure of the project status report. Once a template has been selected, you can look at it and supplement it using the “Preview” button.
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You can use project status reports to record important project data and comment on it at any time. Project status reports can be sent as e-mail attachments. You can set which data is stored in a project status report and where this report is actually stored. The project status reports are stored as interactive PDF documents. Project status reports are depicted in a report folder within the project. In addition to project status reports, you can also assign supplementary documents here.
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Project Status Reports
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Business Example
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After completing this lesson, you will be able to:
Lesson: Reporting
Figure 49: Create Project Status
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The bottom left area of the “Maintain Status Report” screen shows the reports folder. Here, the project status reports are structured hierarchically. The report folder is used for navigating between the individual reports. Above the report folder, there are pushbuttons for creating new project status reports, sending out reports or deleting them. The “New Document” pushbutton is used to copy any files, which might be stored on your computer’s hard drive, for example, as documents into the report folders in cProjects.
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The “Maintain Project Status Report” shows a screenshot of editing a project status report. In predefined commentary fields, you can supplement the report with your own information. The other fields show information on evaluating the project. You use the “Save” pushbutton to save the project status report including the comments. In doing so, you can store the report within cProjects or by means of the Document Management System (DMS) of the SAP system. You define the type of storage within the project type in the Customizing of cProjects.
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The exact look of a project status report depends on the template that was used. The “Settings for Project Status Reports” figure emphasizes the main sections for setting up the project status reports in the Customizing of cProjects. The standard system already contains a template that you can use immediately. Templates are stored as print forms. The name of the print form is DPR_STATUS_REPORT_PDF. You can also use this form as a copy template for own project status reports. As soon as you have created a form or decided to use the standard form, you have to assign it to the project type. You can also assign several forms to the same project type. Finally, you have to adjust the actual project type. Here, you set up whether it is possible to create project status reports at all and, if so, where they can be stored. They are either stored in cProjects or in the DMS.
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Figure 50: Maintaining the Project Status Report
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Figure 51: Settings for Project Status Reports
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Tasks and task assignment Completed checklist items Completed documents Project resources and role staffing Project roles and staffing R3 objects R3 project progress R3 project costs/revenues Deadlines for project with R3 objects Deadlines and expenses
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• • • • • • • • • •
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Reports provide you with an overview of the data of your project. You can use current project data as the data basis or use the last version of the data that was stored in the background. You can create reports for operational projects as well as for project versions. In order to be able to run reports, choose “Reports” on the initial screen and then choose the “Reports” tab page on the following screen. Ten active reports are already shipped with cProjects:
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Reporting
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If you do not store the project status reports in cProjects but in the Document Management System of an SAP system, then you also have to choose appropriate settings there. The cProjects configuration guide describes these settings.
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The “Report of Completed Checklist Items” figure shows a screenshot of the report of the same name. The left half shows a navigation area similar to that of project maintenance. The right half shows a number of columns with data for the respective project object. In this specific case, you get an overview of the number of checklist items that have already been taken care of, are obligatory, and so on. The navigation area is interesting in that not all project objects are depicted here: tasks and checklist items are missing. This and the selection of the columns is stored in the settings of the report in the Customizing of cProjects.
Use Internal
The above-mentioned reports are included in the standard system. In the Customizing of cProjects, they are stored as report layouts. You can also create your own reports using suitable report layouts. Here, you are confronted with four additional terms: extract layouts, iterators, objects and attributes. The “Overview of Settings” figure shows these terms and how they are connected.
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Additional icons can appear in the navigation area of a report. They are used to point out particularities in the project. These are often deviations. They are stored as threshold values in the system. If these threshold values are reached, the system warns with the corresponding icons. In some cases, messages are also sent by e-mail. Such messages are called alerts. Alerts and threshold values are not only relevant for reports in the context of reports, they are also used for editing the structure. We will cover alerts and threshold values in a separate lesson.
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You can export the data in a report in order to display it in a table calculation. The “Report of Completed Checklist Items” emphasizes the pushbuttons for exporting reports on the right side. The system exports data either in the comma separated values (CSV) format and stores it either in a file or opens it directly in Microsoft® Excel. However, you can also open the file with another table calculation that is capable of converting CSV files.
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Figure 52: Report of Completed Checklist Items
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The “Settings for Reports” figure shows a screenshot of the required Customizing settings. The thus specified attributes with the corresponding objects can only be used to define extract layouts. Extract layouts are composed of certain, usually not all, attributes and objects. The actual extract layouts are not reports but they represent the basis for the reports or rather report layouts. An iterator is assigned to each extract layout. An iterator determines, which object are processed in which order in a report. Only SAP currently provides iterators and they cannot be changed.
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cProjects provides attributes for generating reports and threshold values. In the reports, these attributes form columns. An example of an attribute is Actual_Finish. In cProjects, the actual finish only exists for certain objects. Only checklist items and tasks are maintained with an actual finish. This connection between attribute and object is created in the Customizing of cProjects. The corresponding transaction code is DPR_EVE_ATTR_OBJ.
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Figure 53: Overview of Settings
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The “Settings for Reports” figures has an entry “Assigning the Layout to the Project Types”. The entry is not relevant for reports. However, it is required in the context of alerts, message levels and threshold values.
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The actual reports are specified by means of report layouts. A report layout specifies the columns of the layout by assigning the attributes of a certain extract layout. Furthermore, you specify the objects to be displayed in the navigation area. In the “Settings for Reports” figure, the creation of report layouts is emphasized. In the most simple case, it suffices to define a new report layout for an extract layout supplied in the standard system in order to create your own reports.
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Figure 54: Settings for Reports
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Lesson: Reporting
Exercise 14: Reporting Exercise Objectives After completing this exercise, you will be able to: • Call up standard reports in cProjects
Task:
Use
2.
What is the total expense in your project? How much work has been confirmed? How much work has been confirmed for the “Monitoring” task?
3.
Now call up the “Completed Checklist Items” report
4.
How many checklist items are OK? How many checklist items are obligatory? Which checklist items are obligatory?
5.
Optional: Assign the report to favorites and look at the favorites list. What can you see in the favorites list?
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Call up the report “Project Roles and Staffing” for your project.
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In this exercise, you will call up some standard reports. You will be asked questions that you can answer by means of these standard reports.
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After planning and executing the project, reports are required for information about the status of the project. Sometimes it is necessary to record the status of the project and to comment on it. Project status reports and standard reports in cProjects support you with these tasks.
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Solution 14: Reporting Task: In this exercise, you will call up some standard reports. You will be asked questions that you can answer by means of these standard reports. 1.
Call up the report “Project Roles and Staffing” for your project.
What is the total expense in your project? How much work has been confirmed? How much work has been confirmed for the “Monitoring” task? a)
3.
Now call up the “Completed Checklist Items” report a)
SAP
How many checklist items are OK? How many checklist items are obligatory? Which checklist items are obligatory?
Choose Add to Favorites. The Favorites tab page takes you to the favorites list. There, you can see the favorite reports of individual projects. You can directly open favorite reports with saved data or current data.
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Optional: Assign the report to favorites and look at the favorites list. What can you see in the favorites list? a)
150
Look at the columns in question to determine the number of the respective checklist items. You cannot analyze individual checklist items in this report, hence it is impossible to say which checklist item is obligatory. You would need a separate report for that. Alternatively, you can analyze the structure yourself.
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a)
5.
Select the required report and confirm again using Current Data.
SAP
4.
You can determine the expense and the confirmed work on the right side, from the respective columns. Expand the report using “Expand All” to analyze the work for the tasks.
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2.
Choose the Reports tab page to call up standard reports. Choose the report “for operational projects” and the next tab page Reports. Choose the required report, select your project, and start the report with “Current Data”.
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Lesson: Reporting
Lesson Summary You should now be able to: • Analyze project status reports in cProjects • Call up standard reports in cProjects
Related Information
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For notes on the settings for the project status reports, please also refer to the configuration guide for cProjects. The guide is stored in the SAP Help Portal.
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Lesson: Threshold Values Lesson Overview This lesson provides an overview of the use of threshold values. Furthermore, this lesson describes the alerts triggered when threshold values are exceeded and alerts in general.
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Lesson Objectives After completing this lesson, you will be able to: Use threshold values in cProjects Trigger alerts in cProjects
Business Example
SAP
Threshold Values
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Threshold value violations can be triggered in several ways: • • •
152
Manually in the project object Automatically in certain reports Automatically for certain project types
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A threshold value is a condition for a project object that is checked in a report, for example. If it is met, an icon is displayed in the report. The icon corresponds to the icon of the severity that is assigned to the threshold value. For example, it is possible to display a yellow traffic light for tasks that are up to one week behind schedule. A red traffic light could be displayed for even longer delays. The same icons can also be displayed in project maintenance.
Partner
For project managers, it is very useful when they are informed of particularities in their projects by means of simple icons. In cProjects, this is achieved by means of threshold values and severities. The symbols appear as icons in the navigation area of the maintenance of the structure and in reports.
SAP
Project managers often have to get an overview of their projects in a short space of time. Reports are especially suitable for this. However, it takes a lot of time to read a comprehensive report and then laboriously interpret it. In cProjects, threshold values are used to get quick estimates of projects. If they are exceeded, appropriate icons are immediately displayed in reports and in the project processing.
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• •
PLM510
Lesson: Threshold Values
The “Manual Threshold Value” figure shows a screenshot of the manual maintenance of a threshold value or severity for a phase. You specify the threshold values and severities in the Customizing of cProjects (no settings have been maintained in the standard system). The icon corresponding to the severity is displayed in the navigation area. On the lower part of the screenshot you can see notes regarding automatically determined threshold violations. In this concrete case, no threshold violations have been determined automatically.
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In order to enable the automatic determination of threshold values, three settings are required in Customizing. The “Setting Threshold Values and Severities” figure shows a screenshot of the corresponding settings. If the settings have been maintained appropriately, then you can, for example, assign all checklists within structure maintenance with “traffic lights” that show whether all lower level checklist items have been addressed. If the icons are only supposed to appear in reports but not in structure maintenance, you have to delete the appropriate entry for the extract layout for the project type.
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Figure 55: Manual Threshold Value
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Figure 56: Setting Threshold Values and Severities
Hint: In Customizing, you can specify that certain severities can only be set by the system and not manually.
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Depending on the system settings, threshold value violations and thus the setting of the severities can have the effect that automatic messages are sent to responsible persons in the form of e-mails. These messages are called alerts. The settings for this are stored in the definition of the severities.
SAP
Hint: Threshold value violations are linked to extract layouts. You can only use those attributes for threshold value valuations that have also been specified in the corresponding extract layout. If certain values are always supposed to be used for threshold values but not supposed to be displayed as columns in the report layouts, activate the “Always Extract” indicator in the attribute assignment of the extract layout.
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Lesson: Threshold Values
Alerts An alert is a message used to inform the people involved in an object of certain changes. For example, the person responsible for a checklist can be informed via e-mail that all items of the checklist are done. There are different ways of triggering alerts:
Only Partner
For project objects and object links, additional alerts can be sent out if the severity was set manually or if there is a threshold value violation for a subordinate object. You establish the connection between alert and threshold violation in the Customizing of cProjects. When you define severities (not threshold values), you can assign alert categories. Here, use the alert category “CPROJECTS_SEVERITY” provided in the standard system.
SAP
Alerts can also be triggered in connection with multi-project management. However, multi-project management is not covered in this course. Multi-project management deals with subprojects, mirror tasks, and programs. For details on multi project management refer to the online help of the SAP Help Portal.
SAP
You need to have a recipient or rather an e-mail address so that messages can be sent out. This e-mail address is either contained in the data for the business partner or used from the user master data record. The e-mail address of the business partner is only used if no user is assigned to the business partner. Hint: If a user is assigned to the business partner, the system uses the e-mail address of this user. If the user of the business partner does not have an address, the system cannot send out any e-mails, even if an e-mail address is specified for the business partner. The alerts are sent to the person who is responsible for the affected object, for example, to the project manager, if the alert affects the project definition. With the exception of the tasks, this assignment to project objects is clear. In the case of tasks, not only the persons responsible for the tasks are alerted but also those persons who have project roles assigned to the tasks. Alerts are checked and sent every time you save the project or create a report.
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If all tasks of a checklist item are closed or if all checklist items of a checklist are done, the person responsible for the checklist item or checklist receives a corresponding alert message. In the case of a threshold violation for a project objects, alerts are also sent out to all responsible persons. If there is a threshold violation for an assignment, staffing, business partner or object link, alerts are also sent out to the responsible persons.
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Lesson: Threshold Values
Exercise 15: Threshold Values Exercise Objectives After completing this exercise, you will be able to: • Use threshold values in cProjects • Trigger alerts in cProjects
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Task:
SAP
Set the threshold value “Not OK(IDES)” for the “Detailed Planning” phase.
3.
Enter yourself as the person responsible for the checklist “Checklist Specification”.
4.
Take care of the checklist item “Review Specification”. It is OK and completed.
5.
Call up the “Completed Checklist Items” report for your project. What do you see?
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2.
6.
Optional: Check your mail inbox. You should have received an alert message.
Partner
Open your project and set the threshold value “OK(IDES)” for the “Project Management” phase.
SAP
1.
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In the following exercise, you will set a manual threshold value and trigger an alert.
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Partner
Project managers often have to get an overview of their projects in a short space of time. Reports are especially suitable for this. However, it takes a lot of time to read a comprehensive report and then laboriously interpret it. In cProjects, threshold values are used to get quick estimates of projects. If they are exceeded, appropriate icons are immediately displayed in reports and in the project processing.
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Solution 15: Threshold Values Task: In the following exercise, you will set a manual threshold value and trigger an alert. 1.
Open your project and set the threshold value “OK(IDES)” for the “Project Management” phase.
2.
Set the threshold value “Not OK(IDES)” for the “Detailed Planning” phase.
Enter yourself as the person responsible for the checklist “Checklist Specification”.
Take care of the checklist item “Review Specification”. It is OK and completed.
Call up the “Completed Checklist Items” report for your project. What do you see? a)
First, choose the Reports link and then Report. Choose the “Completed Checklist Items” report, enter you project and select Current Data.. The report shows threshold value violations for some checklists by means of different traffic lights. Manual threshold value violations are not displayed.
6.
Optional: Check your mail inbox. You should have received an alert message. a)
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If a user including an e-mail address is assigned to your business partner, then the alert message was sent to this address. The alert was triggered when you completed a checklist item with “OK”.
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Select the checklist item “Review Specification”. Choose the Additional Data tab page and there set the result of the checklist item to done. Choose the Status tab page and there set the status to “Done”. Save your project.
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a)
5.
Select the checklist “Checklist Specification” and select the Basic Data tab page. Enter the business partner corresponding to your user as the person responsible. If that does not work, choose Doro Buttfly. If the checklist has not been released, do so now.
SAP
SAP
a)
4.
Select the “Detailed Planning” phase and set the corresponding threshold value analogous to the previous task.
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a) 3.
Expand the complete structure of your project and select the “Project Management” phase. Choose the Status tab page and in the Threshold Value Violation section set the “OK(IDES)” threshold value.
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PLM510
Lesson: Threshold Values
Lesson Summary You should now be able to: • Use threshold values in cProjects • Trigger alerts in cProjects
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Unit Summary You should now be able to: • Analyze project status reports in cProjects • Call up standard reports in cProjects • Use threshold values in cProjects • Trigger alerts in cProjects
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Test Your Knowledge
Is it possible to execute reports directly in cProjects or do you require an additional SAP BW system?
2.
Do alerts always assume threshold value violations? Are there also alerts without threshold value valuations?
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Answers 1.
Is it possible to execute reports directly in cProjects or do you require an additional SAP BW system?
2.
Do alerts always assume threshold value violations? Are there also alerts without threshold value valuations?
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Partner
Answer: Yes, in the context of checklists and checklist items, alerts can also be triggered without threshold value violations.
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Answer: Reports are possible directly in cProjects. You can use report layouts to create your own reports as well. You can use an SAP BW system in addition to reports.
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Unit 7 Unit Overview
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Partner
This chapter provides an overview of different integration options for cProjects. This chapter covers the integration with the Document Management System of an SAP system and how the individual objects from cProjects (such as the phase) are linked to objects of an assigned SAP system (such as work breakdown structure element). Furthermore, the integration with cFolders is also described.
Unit Objectives
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Create an object link Describe the advantages of object links Manage documents directly in cProjects Describe the integration to the Document Management System of SAP Name the advantages of collaborations in cProjects Describe to which project objects collaborations can be assigned
Partner
Unit Contents Lesson: Object Links ............................................................... 164 Exercise 16: Object Links ..................................................... 167 Lesson: Documents ................................................................ 170 Exercise 17: Documents ...................................................... 175 Lesson: cFolders in cProjects ..................................................... 178 Exercise 18: cFolders in cProjects ........................................... 181
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After completing this unit, you will be able to: • • • • • •
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Documents and Integration
Unit 7: Documents and Integration
PLM510
Lesson: Object Links Lesson Overview This lesson provides an overview of links between cProjects project objects and objects of an R/3 system.
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Create an object link Describe the advantages of object links
In your project, you use the cost integration of cProjects. cProjects has already generated an internal order. You now want to edit this internal order. Use the object link to call up editing directly from cProjects.
SAP Use Internal
Project definition Phase Checklist Checklist item Task
The standard system already contains a range of predefined object types to which object links can be created, for example, work breakdown structure elements, network, internal order but also other projects in cProjects. The “Object Links in the Application” figure shows a screenshot of the maintenance of the object links of a project definition in cProjects. Here, a link has been established to an internal order in an SAP system. The order can be displayed and edited from cProjects. The extent to which editing is possible depends on the settings in the Customizing of cProjects. You can also change or delete the object links from here. The lower section of the screen shows the jump to the assigned editing transactions.
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• • • • •
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Business objects that are relevant to a project in cProjects can be distributed over several systems. As it is important to have an overview of these objects directly in cProjects, you can link these objects to project objects in cProjects. These connections are called object links. You can create object links starting from the following project objects:
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Introduction
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Business Example
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After completing this lesson, you will be able to:
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Lesson Objectives
PLM510
Lesson: Object Links
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SAP
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Internal
SAP
Even though many settings for objects links are already prepared in the standard system, you still have to make supplementary settings. The “Settings for Object Links” figure shows a screenshot of the corresponding settings in Customizing. Here, you have to make two settings. First, you specify transactions that are possible in general and store the connection data for the respective SAP system. For example, in the standard system, transaction “Define Project Definition” is stored as a service. For example, you have to know the message server of the SAP system for the connection data.
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Hint: Sometimes the object to which a link is to be established is still unknown or does not exist yet. In such a case you can set the “Identify Later” indicator. During the later, actual link you have to delete the indicator again.
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Figure 57: Object Links in the Application
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In the second part, you have to activate this object link for the individual object types for which a link is to be established. In order to be able to use these, you have to define the RFC destinations for the respective SAP R/3 system. If cProjects is installed on the same system, select destination NONE. Following this, the different services (that is, the transactions) are assigned. For more details on the settings of the Customizing of the object links, refer to the configuration guide of cProjects. You can download the guide from the SAP Help Portal.
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SAP
Figure 58: Settings for Object Links
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Lesson: Object Links
Exercise 16: Object Links Exercise Objectives After completing this exercise, you will be able to: • Create an object link
In your project, you use the cost integration of cProjects. cProjects has already generated an internal order. You now want to edit this internal order. Use the object link to call up editing directly from cProjects.
1.
Open your project and search for the number of the internal order that you have created in the context of the cost integration of cProjects.
2.
Create an object link between the project management phase and the internal order. Can you edit the internal order?
3.
Create another object link to project definition E-9990.
4.
Display the project definition. What was the planned start date of this project?
SAP
SAP
In this exercise you will analyze the object link to the internal order and to the project definition of an SAP system.
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Solution 16: Object Links Task: In this exercise you will analyze the object link to the internal order and to the project definition of an SAP system. 1.
Open your project and search for the number of the internal order that you have created in the context of the cost integration of cProjects.
Create an object link between the project management phase and the internal order. Can you edit the internal order?
Only SAP
Create another object link to project definition E-9990. a)
Display the project definition. What was the planned start date of this project? a)
Choose Open then the Show Project Definition. A logon screen appears. Enter your data. You get a detail screen of the project definition, which contains the required data in the lower section.
Only
Internal
Proceed as described in the exercise. However, choose Link to Project Definition R/3. Enter the data and choose Continue.
Partner
4.
Choose the Structure tab page, select the project definition and select the Object Links tab page. Choose Create and Link to Internal Order R/3. Enter the number of the internal order and select “Continue”. With the Open pushbutton you now have several services available for editing and displaying the internal order.
SAP
3.
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a)
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2.
Open your project and choose the Accounting tab page. In the Order field of the overview, you find the number of the replicated internal order. If you cannot see an internal order here, accounting integration has not been used yet. In this case set the status “Flag for Replication”, save and start the task over. Make a note of the number of the internal order.
Internal
a)
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Lesson: Object Links
Lesson Summary You should now be able to: • Create an object link • Describe the advantages of object links
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Lesson: Documents Lesson Overview This lesson provides an overview of the different options for assigning documents to a project.
Only
Business Example
Manage documents directly in cProjects Describe the integration to the Document Management System of SAP
You are working on a project and using cProjects. In the context of your project, dozens of descriptions, procedures and so on have been created already. However, the corresponding data is distributed over different computers and cannot be accessed centrally. Use the document management of cProjects to make documents available centrally.
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Overview
SAP
SAP
• •
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You can assign documents to any project object. Every single project object has a “Documents” tab page. It enables you to assign documents at every level of the project and to assign certain authorizations for these. For this, the documents are structured in document folders. The “Documents in cProjects” figure shows a screenshot of the maintenance of the documents of a task in cProjects. To edit documents, select the
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Documents in cProjects
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Many documents are often created over the course of a project. They can include specifications, checklists, drawings, photos, performance data, and many other types. This information should be available as structured as possible. The data should be easily accessible for authorized persons and hidden from unauthorized persons. By now, most documents are available in digital form. So it makes sense to summarize these documents centrally and to control access this way. cProjects intends two options for managing documents. You can manage your documents in cProjects with cProjects own document function or with the Document Management System (SAP DMS). The type of management that is actually used depends on the respective system settings. The project type of your project determines whether you use cProjects own management and/or the DMS.
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After completing this lesson, you will be able to:
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Lesson Objectives
PLM510
Lesson: Documents
affected project object in the structure maintenance and then choose the “Documents” tab page. You then see the document folder that is highlighted in the figure. The actual folder can be subdivided into several levels. You could do this, for example, to get a better overview or to grant authorizations in a structured form.
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Within the document folder, you can also create existing files as new documents, but you could also merely create a link to the file. Instead of using existing files, you can also generate new documents. You can use document templates to do this. These in turn are processed in the template maintenance of cProjects. The documents can be changed as soon as they exist. For this, they are first checked out, then edited and then checked in again. During checking in you can either create a new version of the document, a content version, or overwrite the existing version.
Internal
If a content version of a document is to be edited, then this version is usually checked out. However, checking in and out is only possible if the corresponding indicator has been set in the user-defined settings. The indicator is located on the “Technical Settings” tab page and is called “Plug-in for Documents”. This setting activates a Java applet that enables the editing of the documents. If the indicator is not active, checking in and out is not possible. However, in this case you can store the document
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If there are several content versions, you can edit these using the corresponding tab page. You can use status management to set whether the document is still supposed to be used or not.
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Figure 59: Documents in cProjects
Unit 7: Documents and Integration
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on the hard drive of your own computer for editing and then assign the document again, once you have finished editing. However, this is only a workaround in case the Java applet cannot be activated or causes an error.
Documents in DMS
If you already use DMS and want to have access to existing DMS documents If you want to exchange your documents between SAP R/3 and cProjects If you want to classify your documents If you want to map your project structure using the DMS structure
In all other cases it suffices to manage the documents directly in cProjects (see above).
SAP
Integration with Microsoft Windows File Explorer
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• • • • •
Project definition Phase Checklist Checklist item Task
There is a separate folder for each subordinate object in the initial object. The folders map the project structure and contain the data that has been assigned to them. The same authorizations as in cProjects apply to the individual folders and files. You
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With this function, you can manage the documents in your projects (cProjects) or your collaborations (cFolders) using the Microsoft® Windows File Explorer. Here, the storage still happens in cFolders or cProjects. If you use the integration, you see an empty directory “SAP cProject Suite” in your File Explorer at first. As soon as you have called the File Explorer from cProjects or cFolders, the initial objects are generated with the corresponding data. All documents of an initial object are always displayed, a selection is not possible. Every initial object is a separate folder that might contain subordinate folders. In cProjects initial objects can be:
SAP
The integration of the SAP DMS in cProjects offers additional advantages: You can create new document master records from cProjects. You can establish links to document structures by assigning the corresponding document master record. This way, you can edit not only the document master record but also the document structure and its items.
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• • • •
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You can manage your documents with the Document Management System (SAP DMS) and exchange documents between the SAP DMS and cProjects. SAP recommends this procedure in the following cases:
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Lesson: Documents
can copy documents from a folder by means of drag and drop. This is also possible between cProject Suite’s own folders and folders not belonging to cProject Suite. If you add new files to a cProject Suite folder, these are automatically loaded to cProjects.
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Lesson: Documents
Exercise 17: Documents Exercise Objectives After completing this exercise, you will be able to: • Manage documents directly in cProjects • Describe the integration to the Document Management System of SAP
Only Partner
You are working on a project and using cProjects. In the context of your project, dozens of descriptions, procedures and so on have been created already. However, the corresponding data is distributed over many different computers and cannot be accessed centrally. Use the document management of cProjects to make documents available centrally.
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Task:
SAP
Open your project and take a look at the “Coordination” task.
2.
How many documents are assigned?
3.
Is DMS used for these documents?
4.
Optional: Create a new document in cProjects. To do so, use any Microsoft Office file that happens to be on your computer.
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1.
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SAP
In the following exercise you will analyze a document in cProjects and reassign it within the structure.
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Solution 17: Documents Task: In the following exercise you will analyze a document in cProjects and reassign it within the structure. 1.
Open your project and take a look at the “Coordination” task.
2.
Expand the entire project structure. Then search for the task above. Select it in the navigation area and then choose the “Documents” tab page.
How many documents are assigned? Answer: Is DMS used for these documents? Answer:
4.
Optional: Create a new document in cProjects. To do so, use any Microsoft Office file that happens to be on your computer. a)
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Lesson: Documents
Lesson Summary You should now be able to: • Manage documents directly in cProjects • Describe the integration to the Document Management System of SAP
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Lesson: cFolders in cProjects Lesson Overview This lesson provides an overview of the integration of cFolders in cProjects. It describes how collaborations are created and used in a project in cProjects.
Only
Business Example
Name the advantages of collaborations in cProjects Describe to which project objects collaborations can be assigned
Your company already carries out projects using cProjects. You also use the documents in cProjects. Your employees can access and edit individual documents. However, more and more external employees are involved in the project. Here, the exchange of documents has not been implemented yet. In future, use cFolders to exchange documents.
Use
cFolders in cProjects
SAP
SAP
• •
Internal
After completing this lesson, you will be able to:
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Lesson Objectives
Use Internal
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Within projects, it is often necessary to exchange documents of all types. For this reason, collaborations can also be stored directly in cProjects. The figure “cFolders in cProjects” shows a screenshot of the assignment of an existing collaboration to the project definition of a project in cProjects. Instead of assigning existing collaborations, you can also create new collaborations.
Partner
cFolders is a web-based application for interenterprise collaboration in virtual teams. cFolders are used especially for the simple exchange of objects that are to processed together within a project team as well as with internal or external partners. These objects that are to be edited together are stored in a folder hierarchy, in collaborations.
Lesson: cFolders in cProjects
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Figure 60: cFolders in cProjects
SAP
Project definition Phase Checklist Checklist item Task
In addition to the prerequisite that cFolders is installed in your system, further conditions must be met for the integration. The project type of the project must permit collaborations and, in the Customizing of cProjects, an RFC destination (Remote Function Call) must be set up for cFolders.
SAP
• • • • •
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You can create collaborations for the following project objects:
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The following chapters provide further information on the functions of collaborations and the settings required in cFolders. Even if there is no explicit reference to cProjects, the chapters also apply to collaborations created from cProjects.
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Lesson: cFolders in cProjects
Exercise 18: cFolders in cProjects Exercise Objectives After completing this exercise, you will be able to: • Name the advantages of collaborations in cProjects • Describe to which project objects collaborations can be assigned
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Task:
2.
For which project objects can you create collaborations?
Internal
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Can collaborations also be used without cProjects?
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1.
SAP
SAP
In the following task you will be asked some questions on the understanding of the integration of collaborations in cProjects.
Choose the correct answer(s).
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A B C D E F
Work breakdown structures Project definition Phase Internal order Checklist item Task
© 2005 SAP AG. All rights reserved.
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□ □ □ □ □ □
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Your company already carries out projects using cProjects. You also use the documents in cProjects. Your employees can access and edit individual documents. However, more and more external employees are involved in the project. Here, the exchange of documents has not been implemented yet. In future, use cFolders to exchange documents.
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Business Example
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Solution 18: cFolders in cProjects Task: In the following task you will be asked some questions on the understanding of the integration of collaborations in cProjects. 1.
Can collaborations also be used without cProjects?
For which project objects can you create collaborations?
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Answer: B, C, E, F The answers “work breakdown structure” and “internal order” are wrong. Both are objects in an SAP R/3 system. They can be connected to project objects from cProjects by means of object links but collaborations cannot be assigned.
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2.
Internal
Answer: Yes, collaborations can also be used as stand-alone solutions. However, you have additional options in connection with projects. For example, resource planning of people involved; structured transitions from one phase to the next and so on. In turn, integration also has the advantage that documents belonging to a project can also be edited in distributed teams.
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Lesson: cFolders in cProjects
Lesson Summary You should now be able to: • Name the advantages of collaborations in cProjects • Describe to which project objects collaborations can be assigned
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Unit Summary
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Unit Summary
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You should now be able to: • Create an object link • Describe the advantages of object links • Manage documents directly in cProjects • Describe the integration to the Document Management System of SAP • Name the advantages of collaborations in cProjects • Describe to which project objects collaborations can be assigned
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Test Your Knowledge
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2.
What are the advantages of the integration of documents in cProjects with DMS?
3.
Can collaborations also be used without cProjects?
4.
What are the advantages of collaborations in cProjects?
SAP
SAP
Do you have to set up SAP DMS to manage documents in cProjects?
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Test Your Knowledge
PLM510
Answers 1.
Do you have to set up SAP DMS to manage documents in cProjects? Answer: No, in cProjects you can also create, check in, check out, and edit documents without DMS. What are the advantages of the integration of documents in cProjects with DMS?
3.
Can collaborations also be used without cProjects? Answer: Yes, collaborations and thus cFolders can also be used without cProjects. In the end, it depends on the business processes in your company, which parts of the cProject Suite you will use.
SAP
What are the advantages of collaborations in cProjects?
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Answer: Collaborations enable you to collaborate on the same documents with several internal or external employees. Collaborations do not only allow project employees to exchange documents. They also enable them to hold web-based conferences.
SAP
4.
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Answer: For example, you can exchange your documents between SAP R/3 and cProjects. If you already use DMS, you can, for example, access existing DVS documents.
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2.
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Unit 8 Internal
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Introduction to cFolders Unit Overview This chapter provides an introduction to the subject areas of cFolders.
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Unit Objectives After completing this unit, you will be able to: Provide an overview of the cFolders solution Create the collaborative and competitive scenarios Explain the backend integration
Unit Contents
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Lesson: Introduction to cFolders.................................................. 188 Exercise 19: Introduction to cFolders ........................................ 197
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Lesson: Introduction to cFolders Lesson Overview This lesson provides an initial overview of the cFolders solution. You learn about the collaborative and the competitive scenarios. The first introduction introduces the backend integration.
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Lesson Objectives After completing this lesson, you will be able to: Provide an overview of the cFolders solution Create the collaborative and competitive scenarios Explain the backend integration
Business Example Your company plans to integrate external suppliers and partners into the product development of a new pump prototype.
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Within the collaborative system you work with your development partners and, within the competitive scenario you work with your suppliers. In addition, you define several work areas in the competitive area that you allocate to your different suppliers.
SAP
This should be done using a cFolders scenario. You decide to define both a collaborative and a competitive scenario.
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Lesson: Introduction to cFolders
Introduction to cFolders
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You therefore decide on the cFolders solution from SAP and define both a collaborative and a competitive scenario.
SAP
You work together with several suppliers and development partners. Up until now, the necessary data were exchanged per e-mail. You are looking for a solution which you can use to exchange the necessary data per Internet. You should be able to call up and edit the data on a protected server.
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Figure 61: Worldwide product development
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Unit 8: Introduction to cFolders
PLM510
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Figure 62: Worldwide product development with cFolders
SAP
SAP Only
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Figure 63: cProjects Suite
cFolders is part of the SAP cProjects Suite and can be used in conjunction with cProjects or also as an independent application. Integration scenarios exist for both applications: collaborations can be created for the project definition, for phases, for the checklist, for checklist items and for tasks in cProjects. Since cProjects 3.1 it is
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Lesson: Introduction to cFolders
possible to use a template to create a collaboration in cFolders or, alternatively you can use an existing collaboration. Both scenarios (collaborative und competitive) are supported. cFolders is the web-based SAP PLM collaboration platform, which enables employees of design and development projects to work in virtual teams beyond company limits.
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Replaces the classic communication via E-mail, telephone, fax and staff meetings Reduces misunderstandings and communication deficits and increases the consistency of reliable data Replaces unstructured communication by structured data (with redlining, markups, data sheets and security areas) Improves synchronous communication
Internal
• •
SAP
SAP
The cFolders solution is marked by a hierarchical structure in the collaboration und the competitive area. This applies to folders, documents, material masters, BOMs, data sheets, and other objects which can be included in the cFolders scenarios. Every object can be given an authorization concept. You can define both the authorization for folders and for individual objects for your employees within the folder.
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Figure 64: cFolders: functionality
Unit 8: Introduction to cFolders
PLM510
If required, you can also implement the integrated Engineering Client Viewer for displaying, assessing, or redlining files. The cFolders solution can be implemented in the area of the SRM and PLM. If required, you can also carry out a WebEx Meeting Integration. The search can be carried out within the individual objects in the cFolders scenario. To do so, local or global search options are available.
Only Partner
There are two scenarios within the cFolders solution:
• • •
Collaborative and competitive scenarios Collaborative scenario
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Internal
If large external files are used in the cFiolders scenario, an external FTP server can also be used. You can carry out a faster data exchange using this server.
SAP
If required, a TREX search engine can also be connected for the file search.
Creation and management of engineering und design collaborations Cooperation with a public area
Competitive scenario
SAP
Publication of project specifications Request for and evaluation of quotations from different partners/suppliers Cooperation via separate, partner-related work areas
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Lesson: Introduction to cFolders
SAP
Within the folders, you assign the relevant objects such as documents, materials, BOMs, messages, or generic objects.
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The assigned development partners contain the user and the necessary authorizations.
SAP
You want to carry out the product development of the new pump prototypes within the collaborative scenario. To do so, you create the necessary product structures in the form of structured folders.
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Figure 65: Collaborative scenario
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SAP
The folders are always created in the public area. Thus, they are available to the work areas
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Objects that are created in the public area after the work area has been created are not automatically copied into the work areas. They have to be copied manually into the corresponding work areas afterwards.
Partner
Within the work areas, you or the suppliers can create objects for the folders.
SAP
In the competitive scenario, you automatically start by creating the public area. After that, you are required either to provide the public folder with objects, authorizations for users or to assign new work areas.
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Figure 66:
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Example in a competitive scenario: Two providers who offer different products.
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Backend Integration The cFolders solution is usually installed on an external system (not behind the company firewall). This means that a cFolders user cannot get into the productive system. The external user can access the cFolders system, using the HTTPS protocol. This is where he or she finds the data provided. This only contains a selection of the data that exists in the SAP backend system.
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• •
Provider 1 offers computer boards, sound cards, video cards and memory chips. Provider 2 produces computer boards, sound cards and memory chips, but no video cards. A specification for a sound card is sent to both providers. The specification for the video card is only sent to provider 1.
Partner
• •
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SAP
Users in different work areas see a different screen of the collaboration. They see the parts relevant for them, the ones they have a read authorization for.
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Figure 67: Folders and area concept
Unit 8: Introduction to cFolders
PLM510
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SAP
From the material master, for example, you can make only selected basic data available. All other data, such as MRP or costing, is not available to the external user. The internal user also accesses the data in the cFolders system by using HTTPS. But he still possibly has the option of returning data from the backend system to the cFolders system. The document management and the product structure browser are required for exchanging documents and product structures between cFolders and an SAP backend system.
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Figure 68: Backend Integration
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Exercise 19: Introduction to cFolders Exercise Objectives
Business Example
Then you create both a competitive and a collaborative scenario. Caution: All exercise objects are shown with ##. Replace this with your group number:
SAP
Caution: If the system asks you for a front-end type, select front-end type PC.
Use
You control the initial data in the SAP backend and in the cFolders system. You first of all control your user. Use the user: PLM510-## 2.
Control the “Roles” tab page. You discover that not all roles have been assigned. With the F4 help, choose the following roles: Single role: SAP_CFx* Accept all roles. Compare your assignment with the solution.
3.
Optional: Generate the corresponding URL in the ABAP Workbench. Start the ABAP Workbench. Use the Repository Browser and the following as an object:
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1.
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Task 1:
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## = Group number = 01-30
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You have the task of doing the cFolders basic settings. The cProject Suite has been imported and the first thing you do is control your user and generate the necessary URL for the scenario.
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After completing this exercise, you will be able to: • Control the SAP backend settings • Create a collaborative scenario • Create a competitive scenario
Unit 8: Introduction to cFolders
PLM510
BSP Application
CFX_RFC_UI
Display the data. Open the “Pages with Flow Logic” file. With the right-hand mouse button, choose the “default.htm” entry and then select the following entry: TEST The MS Internet Explorer is then started.
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4.
5.
User:
PLM510-##
Password
Your SAP password
Control your “settings”: Display the individual tab pages.
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Logon with your SAP user:
Scenarios
Collaborative and competitive
Standards
Active
Initial page
As required
Control the remaining settings.
Receive E-Mail
Immediately
6.
Control the settings of the cFolders Administration. Keep the standard settings.
7.
Control the settings of the network administration. Keep the standard settings.
8.
Within the network administration, control the settings for the network with regard to the“absolute URL”. Copy these to your PC’s temporary memory.
9.
Open your SAP backend system and assign the URL to your Favorites. In “Other objects”, use the “Web address or file” entry.
Continued on next page
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Messages tab page:
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DE or EN
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Lang.
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SAP
General tab page:
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Lesson: Introduction to cFolders
Task 2: After the initial data maintenance in the cFolders system, create the first “collaborative scenario”. 1.
Select the “Collaborative scenarios” entry in the function toolbar.
Name
PLM510-##
Description:
Prototype PLM510-##
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In the initial screen, you will find the instructor’s scenario and the other participants’ scenario. Create your own scenario with the following data.
Save the data. Change the name of the first folder: Name: First prototype Save the data.
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As designed
Configuration Folder:
As engineered
Folder
As build
Create the following content in the “As designed” folder: Configuration Folder:
Documents
Configuration Folder:
Material master
Configuration Folder:
Bill of material
Configuration Folder:
Various
On the last level, sort everything into alphabetical order. To do this, choose the correct button in the entry screen. If required, change the order of your folders. Exit these entries and return to the initial navigation.
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5.
Configuration Folder:
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4.
The first prototype is marked by different development statuses. These should be documented in separate folders. Therefore, create the following content:
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3.
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2.
Unit 8: Introduction to cFolders
PLM510
Task 3: As you work together with several suppliers, you decide to create a competitive scenario. Enter the required data. 1.
Create a competitive scenario. To do this, you first of all create the “Collaboration” folder. Create the first folder with the following data: Name: Collaboration of the competitive scenario PLM510-##
2.
You get a new window and choose to create a new work area. Name: Work area PLM510-##
Partner
Save the data. 3.
Then select the “public area” again. Change the name of the first folder:
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Save the data.
Name: General project documentation. Then select the “Work area PLM510-##” again. You will see, that you cannot change the public folder. This is only displayed in the work area.
SAP
Therefore, create a new text.
SAP
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4.
Description: Project text in work area PLM510-00 5.
Vary the display of the respective work area. You recognize that you can only create the file in the public area and only the detail data in the respective work areas.
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Selecte the initial screen again.
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Save the data.
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Solution 19: Introduction to cFolders Task 1: You control the initial data in the SAP backend and in the cFolders system. 1.
You first of all control your user. Use the user: PLM510-##
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2.
To do this start transaction SU01. Change your user.
Control the “Roles” tab page. You discover that not all roles have been assigned. With the F4 help, choose the following roles: Accept all roles. Compare your assignment with the solution. a)
Choose the respective tab page.
b)
In the tab page, you can directly enter the single roles or choose them using the F4 help.
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3.
SAP_CFX_ADMINISTRATOR SAP_CFX_CFOLDERS_ADMINISTRATOR SAP_CFX_COL_CREATOR SAP_CFX_COL_DELETOR SAP_CFX_COMP_CREATOR SAP_CFX_COMP_DELETOR SAP_CFX_EMAIL_SYSTEM_USER SAP_CFX_NETWORK_ADMINISTRATOR SAP_CFX_STATUS_PRF_CREATOR SAP_CFX_STATUS_PRF_DELETOR SAP_CFX_STD_CREATOR SAP_CFX_STD_DELETOR SAP_CFX_SUPER_USER_ADMIN SAP_CFX_USER SAP_CFX_USER_ADMINISTRATOR SAP_CFX_USRGRP_CREATOR SAP_CFX_USRGRP_DELETOR
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• • • • • • • • • • • • • • • • •
Optional: Generate the corresponding URL in the ABAP Workbench. Continued on next page
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Single role: SAP_CFx*
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a)
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Start the ABAP Workbench. Use the Repository Browser and the following as an object: BSP Application
CFX_RFC_UI
Display the data. Open the “Pages with Flow Logic” file.
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a)
Use transaction SE80. Select the corresponding entry of the BSP application.
Partner
Display the BSP application according to the exercise. 4.
The MS Internet Explorer is then started.
SAP
PLM510-##
Password
Your SAP password
SAP
User:
a) 5.
Use
Logon with your SAP user:
Proceed as described in the exercise.
Control your “settings”: Display the individual tab pages.
Partner
Lang.
DE or EN
Scenarios
Collaborative and competitive
Standards
Active
Initial page
As required
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Internal
Use
General tab page:
Messages tab page: Receive E-Mail
Immediately
Control the remaining settings. a)
Proceed as described in the exercise by selecting the settings “entry” in the header toolbar You will get an overview of your personal settings. Continued on next page
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Internal
With the right-hand mouse button, choose the “default.htm” entry and then select the following entry: TEST
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6.
Control the settings of the cFolders Administration. Keep the standard settings. a)
7.
Control the settings of the network administration. Keep the standard settings. a)
8.
Within the network administration, choose the “Network” tab page.
Open your SAP backend system and assign the URL to your Favorites. In “Other objects”, use the “Web address or file” entry. In the SAP System, navigate to your Favorites and, in Other objects select the entry Web address or file
Task 2: After the initial data maintenance in the cFolders system, create the first “collaborative scenario”.
SAP
Select the “Collaborative scenarios” entry in the function toolbar.
SAP
1.
PLM510-##
Description:
Prototype PLM510-##
a)
2.
Do the necessary settings. When you create the collaboration, the first folder is created automatically. You automatically arrive here after saving the data.
Change the name of the first folder: Name: First prototype Save the data. a)
3.
Do the necessary settings.
The first prototype is marked by different development statuses. These should be documented in separate folders. Therefore, create the following content: Continued on next page
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Save the data.
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In the initial screen, you will find the instructor’s scenario and the other participants’ scenario. Create your own scenario with the following data. Name
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a)
Internal
Only
In the function toolbar, select the “Network Administration” entry.
Within the network administration, control the settings for the network with regard to the“absolute URL”. Copy these to your PC’s temporary memory. a)
9.
In the function toolbar, select the “cFolders Administration” entry.
Unit 8: Introduction to cFolders
PLM510
Configuration Folder:
As designed
Configuration Folder:
As engineered
Folder
As build
a)
Click the corresponding button to create new objects. Select the “Folder” entry.
Only
Configuration Folder:
Documents
Configuration Folder:
Material master
Configuration Folder:
Bill of material
Configuration Folder:
Various
a)
Use
Partner
Create the following content in the “As designed” folder:
Internal
4.
Click the corresponding button to create new objects. Select the “Folder” entry.
On the last level, sort everything into alphabetical order. To do this, choose the correct button in the entry screen. If required, change the order of your folders.
SAP
SAP
5.
Exit these entries and return to the initial navigation.
Use
In the initial toolbar, choose the corresponding buttons.
Task 3:
1.
Create a competitive scenario. To do this, you first of all create the “Collaboration” folder. Create the first folder with the following data:
Only
Internal
As you work together with several suppliers, you decide to create a competitive scenario. Enter the required data.
Name: Collaboration of the competitive scenario PLM510-## Save the data. a) 2.
In the initial toolbar, select the corresponding entry and create a new scenario.
You get a new window and choose to create a new work area. Name: Work area PLM510-## Continued on next page
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a)
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Save the data. a)
3.
Create the scenario according to the exercise. In comparison to the collaborative scenario, here you can create several work areas and provide these to different users.
Then select the “public area” again. Change the name of the first folder: Name: General project documentation.
4.
Navigate to the public area and choose a folder. Change the name.
Then select the “Work area PLM510-##” again. You will see, that you cannot change the public folder. This is only displayed in the work area. Description: Project text in work area PLM510-00 Save the data. a)
Vary the display of the respective work area. You recognize that you can only create the file in the public area and only the detail data in the respective work areas. Selecte the initial screen again. Proceed as described in the exercise.
Only
Internal
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a)
SAP
SAP
5.
You select the corresponding work area and create the described object.
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Partner
Therefore, create a new text.
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Only
a)
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Lesson Summary You should now be able to: • Provide an overview of the cFolders solution • Create the collaborative and competitive scenarios • Explain the backend integration
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Unit Summary
Unit Summary You should now be able to: • Provide an overview of the cFolders solution • Create the collaborative and competitive scenarios • Explain the backend integration
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SAP
SAP Only
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Unit Summary
PLM510
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Unit 9 Unit Overview This chapter provides an overview of all objects that can be used in a cFolders scenario.
Partner
Unit Objectives After completing this unit, you will be able to: Create the corresponding objects Now you can use the classification system to find objects. Carry out the backend integration
Unit Contents
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Lesson: Structured Objects........................................................ 210 Exercise 20: Structured Objects.............................................. 231
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SAP
Use
• • •
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Structured Objects
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Unit 9: Structured Objects
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Lesson: Structured Objects Lesson Overview In this lesson, all relevant objects of the cFolders solution are introduced. In addition, you are provided with a detailed insight into the SAP backend integration and become familiar with the different options of the object search.
Only
Internal
Lesson Objectives After completing this lesson, you will be able to: Create the corresponding objects Now you can use the classification system to find objects. Carry out the backend integration
Business Example In your company, you are responsible for the development of the new pump prototype. You work with external suppliers and partners in the cFolders scenario.
SAP Use
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After assessing the master data you decide to copy the data into the backend system.
Partner
As the development partners have created various objects in the system, you use the object search to gain an overview.
SAP
Your master data is made available to the development partners in the cFolders scenario. These are the first material masters, BOMs, and documents for the prototype. These data are discussed and notes are added.
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• • •
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Lesson: Structured Objects
cFolders Objects
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Figure 69: cFolders Objects
The following objects can be used in a cFolders scenario:
SAP
•
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•
• • •
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•
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•
Folder: folders are used to structure a collaboration and are used as a container for saving objects. Document: documents are SAP objects for any data. A document can be managed in versions, in order to be able to trace changes. Bookmarks: bookmarks are Quicklinks to pages on the Internet, documents or other collaboration. Material: a material is a component (product, good, etc.) that is produced and used, traded, or consumed. Bill of material: a BOM structures materials and is a directory for all parts of a material. Data sheet: a data sheet structures specifications and classifies information. Discussion: a discussion is a communication forum for a collaboration, a folder, or an object. Entries cannot be deleted. Note: descriptive texts of any length can be created using a note. Notes can have versions.
SAP
•
Unit 9: Structured Objects
PLM510
Material Master and BOM Material master • • •
is used to describe an object (product, goods ...) that are manufactured and used, traded, or consumed in production. consists of attributes with values can have links to cFolders documents
Partner
• • •
are defined by the system administrator (WEBDAV settings) have specific properties (obligatory, changeable) are always available: the material description and the number together form the material name
The system administrator can assign read authorization to individual attributes. When creating a new material, you can assign values to these attributes, which can no longer be changed at a later date.
Use
If documents are linked to a material, a search function supports the search for documents. Only documents of the same collaboration or the same work area in the competitive scenario can be linked to materials.
SAP
SAP
In order to change the material name, both attributes, description, and number have to be changed in the current material version.
Only
Internal
Partner
A material can only be used once as header material for a BOM. It can be used simultaneously as a component within another BOM (same collaboration / work area).
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Internal
Only
Material master: Attributes
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Internal
Figure 70: Material master attributes
Materials can be copied within the same collaboration or the same work area of a competitive scenario. Here, it is copied together with all attributes and document links. Materials can be copied with all attributes into another work area.
SAP Use
Bill of material In order to be able to describe a BOM in cFolders:
Internal
materials with attributes and values exist exactly one material is assigned as BOM header the header material can only be the header of a BOM
Only
• • •
Bill of material: Attributes • •
are defined by the system administrator have specific properties (obligatory, changeable)
Procedure: When creating a BOM, a material must be selected as a header material. Only materials of the same collaboration / the same work area can be selected. The name of the BOM is derived from the name of the header material and cannot be changed.
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Partner
If a new version of a material is created, the newest version is copied first. The new version can then be changed.
SAP
If a copy exists for linked documents in the target work area, the link is copied. If no document and no copy exists in the target work area, the document and the link are copied. The link to a BOM is not copied.
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The BOM components can be changed at any time. Every BOM entry can have linked documents.
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Internal
Figure 71: Bill of material attribute
SAP
SAP Only
Internal
Use
Partner
Figure 72: Detail screen of a BOM
BOMs can be copied into the same collaboration or the same work area. Here, the BOM is copied into the target folder with all attributes, BOM components and document links. As the header material can only be used once for a BOM, the new header material must be a copy of the old one; if a copy already exists, this is used. Components and the BOM header are copied if no copy exists.
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Lesson: Structured Objects
If a copy exists for linked documents in the target work area, the link is copied. If no document and no copy exist in the target work area, the document and the link are copied.
Documents
Only
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Internal
In most cases, the developments of new pump prototypes are carried out in external CAD systems. These data are also used in the cFolders scenario in the form of documents. Here, you create a document and assign a local file. This file is then stored in the respective security area of the cFolder.
SAP
SAP
Documents and their files can be displayed directly in the cFolders scenario. When using the ECL viewer, you can use most ECL functions. If necessary, documents can be issued with a write block. Documents can be subscribed. You will be informed per e-mail of every change. Document structure Documents can also be included in a document structure / structure. The document structure is based on the generic object, which you can use for your own object definition. When you create a document structure, you can categorize the individual documents.
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Figure 73: Documents
Unit 9: Structured Objects
PLM510
Redlining When you display an original with the integrated ECL viewer, you can use the following functions: • •
Measurement: you can measure the 2D and 3D originals. To do so, the ECL viewer is calibrated and is then available for the measurement Redlining: you use the normal redlining function.
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Only
Internal Partner
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SAP Only
Internal
Figure 74: Documents: Redlining
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Lesson: Structured Objects
SAP
Object Services
Use
Only
Internal
Discussion fora
Partner
In this section, you will gain an overview of the services of the cFolders scenario. This includes, for example, discussion fora, bookmarks, notes, or data sheets.
SAP
With the mass processing of documents, it is possible to exchange several documents simultaneously with one local directory using a Windows Explorer window. This function is only possible if a corresponding plugin has been installed.
Use
Partner
Only
Internal
Figure 75: Documents: Mass upload
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SAP
SAP
Messages
Partner Only
Internal
A discussion forum offers the participating development partners the possibility of discussing general subjects on the Internet. Here, all contributions are archived. In this way, the list of contributions can always be accessed again, whereby the last entry is always displayed first.
Use
Figure 76: Discussion fora
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Internal
Figure 77: Messages
SAP
The recipient requires at least one read authorization.
Use
Only
Internal
Partner
When activating the subscription function for an object, cFolders generates a message to inform the user about changes to an object. When the e-mail function has been activated, the recipient also receives an e-mail with the message. If the e-mail option has been set to “daily or weekly”, the system collects messages over a longer period of time.
SAP
Messages are short messages which are used to inform one or more users about changes within the cFolders scenario.
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Internal
Figure 78: Navigation for messages
Messages can be faded out. The detail screens in the cFolders scenario have a message button. Bookmarks
Use
Partner
Only
Unit 9: Structured Objects
SAP
SAP Only
Internal
Use
Partner
Figure 79: Bookmarks
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If you use the bookmarks function, you can use any Intranet or Internet pages of the cFolders scenario. For example, in this way you can enter your project documentation that you have stored in the Intranet as a reference. Bookmarks can also be implemented as a reference to objects within the cFolders scenario. To do this, assign the bookmark to the object and then insert it into the corresponding folder again. This bookmark can then be opened in the same or in a new window. Note
Use
Partner
Only
Internal
Internal
If you are working with a note, this can also be versioned. Data sheet
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Only
A note is a long text that you can define in the cFolders scenario. This long text can be used as project documentation, but should be clearly denoted vis-à-vis the discussion fora and documents.
Partner
Use
SAP
SAP
Figure 80: Note
Unit 9: Structured Objects
PLM510
Use
Partner
Only
Internal
Figure 81: Definition of a data sheet
SAP Use
Only
Internal
Partner
In competitive scenarios, data cheets are used for the issue of structured proposals and the simple comparison of quotations from different providers.
SAP
Data sheets in cFolders describe the requirements of components, which are produced or procured as part of a collaboration. These requirements can be defined in the cFolders system with the creation of new classes and characteristics or by directly importing classes ( for example, UNSPSC, ecl@ss, R/3 CA-CL).
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Figure 82: Classes in cFolders
SAP
A class contains the necessary characteristics, as characteristics and their values are not assigned directly to the objects, like materials. You assign the class with the respective characteristic and then link the data sheet to the class.
Partner
In the specification, the characteristics are evaluated.
Only
Internal
Use
SAP
If you have created a data sheet, you then require a class.
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Internal
Figure 83: Characteristics in classes
SAP Use
a name a description a self-defined unit a type (number, character string, set of values) a required entry (required characteristic)
Only
Internal
When you create the characteristic and you work with subclasses within the class system, you can also inherit the characteristic values in subclasses within the class hierarchy.
Partner
• • • • •
SAP
You create the characteristics in relation to the class. When you define the characteristic, you decide on:
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Partner
Only
Internal
Figure 84: Specification
SAP Use
The object search within the cFolders is divided into a local “quicksearch” and a “global search”.
Internal
You carry out the quicksearch within a folder structure, while you can search in the global search over all collaborative and competitive scenarios.
Partner
Object Search
SAP
In the specification of the data sheet, you carry out the characteristic valuation. Then, you can save the data sheet as an XML document on your local computer. Furthermore, you have the option of comparing several data sheets in Microsoft Excel.
You can use the following properties:
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• • • •
Search for special terms (within the metadata) Navigation to the result: Operators * and + Linking terms with AND or OR User requires read authorization to display the results
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Internal
Figure 85: Quicksearch
SAP
SAP
In the quicksearch that you can reach within every folder or subfolder, the system searches for one or more search terms. The search result cannot be saved or edited.
Only
Internal
Use
Partner
Figure 86: Global Search
In the global search, you have the option of searching via the collaboration and competitive scenarios. Here, the following searches are possible:
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Search the general data • • • •
All available Names and descriptions (with version) Names and descriptions (without version) Only alias names
Search folders and objects
Only
The global search query is saved and can be repeated by you as often as you want, or can be removed. You can navigate to the corresponding objects from the search result.
Backend Integration
SAP
SAP
The cFolders backend integration makes it possible to exchange documents, material masters and BOMs between cFolders and an SAP R/3 system. Here, both the import and export of objects from the cFolders scenario are possible. In the standard system, the data exchange is triggered via the SAP system.
Use
Partner
All available All available without materials and BOMs Materials and BOMs Only documents with a file Only materials Only BOMs and items
Internal
• • • • • •
Only
Internal
Use
Partner
Figure 87: Backend Integration
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Internal
Only
The cFolders scenario is usually installed on an external system (not behind the company firewall). This means that an external cFolders user cannot get into the productive system. The external user can access the system, using the HTTPS protocol. This is where he or she finds the data provided. This only contains a selection of the data that exists in the SAP backend system. For example, you can only make selected data of the basic data available from the material master. All other data, such as MRP or costing, is not available to the external user. The internal user also accesses the data in the cFolders system by using HTTPS. Only, he has the option, depending on the authorization of returning data from the backend system into the system. System requirements for documents
Partner
• • •
cFolders 1.1 or higher SAP R/3 4.6B or higher (backend system) SAP R/3 Plug-In 2001.2 with Support Package 2 or higher
SAP
cFolders 2.0 or higher SAP R/3 4.70 or 4.6c SP33 (backend system) + SAP Note 546617 SAP R/3 Plug-In 2002.2
SAP
• • •
Use
For material masters and BOMs
Only
Internal
Use
Partner
Figure 88: Backend Integration
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If you want to transfer data from the back-end SAP system to the cFolders system, first select the corresponding data in the SAP system. If these are both documents as well as material masters and BOMs, the product structure browser can be used. Within the product structure browser, the data are selected and transferred into a corresponding table. Now you decide which target folder you want to transfer the data to. You can either use a different folder for each object or define a standard folder for all objects. Then, the data are transferred into the cFolders scenario and are available there.
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SAP
SAP Only
Internal
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Lesson: Structured Objects
Exercise 20: Structured Objects Exercise Objectives
Business Example
Task 1: In preparation, copy the data from the SAP document management on to your local computer. 1.
Start the SAP document management with the display transaction for documents.
SAP Use
T-D01
Type:
DRM
Document part:
000
Document version:
00
Internal
Within the document, highlight the first two originals using the right-hand mouse button and select the following entry: “Copy to”. Confirm the preset paths.
Only
C:\T-D01.bmp C:\T-D01.doc
Task 2: You work as development partner with the cFolders scenario and create your first data in the corresponding folders. 1.
Navigate to the “Material masters” folder on order to create several material masters there. These material masters are then used for a BOM. Continued on next page
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Partner
Document:
SAP
Enter the following:
Use
Partner
After you have created the first folders in the collaborative and competitive scenario, your development partner stores the first data in the folders.
Internal
Only
After completing this exercise, you will be able to: • Create objects in the cFolders scenario • Execute the backend integration • Search the objects
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Caution: Always save the data.
Use Internal
PLM510-##
Industry sector
Mechanical Engineering
Material type
Finished product
Create the second material master: Descript.
Housing PLM510-##
Material Number
100-PLM510-##
Industry sector
Mechanical Engineering
Material type
Finished product
Create the third material master: Descript.
Shaft PLM510-##
Material Number
200-PLM510-##
Industry sector
Mechanical Engineering
Material type
Finished product
Navigate into the “BOM” folder. Choose to create a new BOM. In the screen that then appears, you will find your material masters. You can use these for your BOM.
Only
Select the material master PLM510-## as your header material. Then define the following data:
Continued on next page
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4.
Material Number
SAP
SAP
3.
New prototype PLM510-##
Use
Partner
2.
Descript.
Internal
Only
Create the first material master:
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Material
New prototype PLM510-##
Plant
“No entry”
Use
Engineering
Basis amount
1
Status
Active
5.
Create two new items. In the BOM overview, choose the “Create” button. With the “Assign” button, you can select material from the list. Assign the rest of the material masters in the same way.
Save the data. 6.
Control your BOM. Display version 1. If you have done everything correctly, you will find your assigned material masters.
SAP
After the first data have been created in the form of material masters and BOMs, you decide to create documents in the cFolders scenario.
Name:
Bitmap prototype
Description:
All
Pushbutton:
Uploading the file
File:
C:\T-D01.bmp
Only
Use Internal
Navigate to the “Documents” folder. Assign the bitmap, which you have copied on to your local hard drive. Select the corresponding entries. Enter the following data:
If necessary, display the file. 2.
You should be able to use the Word document in several collaboration folders. Therefore, create a new standard collaboration. Navigate to the area of the standard collaboration folder and create the following folder there. Continued on next page
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Partner
1.
SAP
Task 3:
Use
Partner
Always use the quantity 1 and a four-digit item number, 0010 for the first and 0020 for the second material.
Internal
Only
Save the data.
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Name: Standard collaboration PLM510-## Save the data.
4.
Then create a document as the folder content. Name:
Prototype Word
Description:
Techn. data prototype PLM510-##
Pushbutton:
Uploading the file
File:
C:\T-D01.doc
The new standard document is linked to your BOM.
Partner
Navigate to your BOM file. Choose the BOM. Navigate to the item overview. There you can add the new “linked documents”.
Internal
Only
3.
Select your standard document.
SAP
1.
First of all, you want to create a discussion in your “Various” folder.
Use
User: PLM-## This user is given only write authority. The user cannot create folders.
Internal
Save the data. Return to the “Various” folder and add a “Discussion”.
Only
Give the discussion the name “Prototype discussion”. Save the data. In the screen that then appears, enter a discussion contribution. Go back to the “Various” folder. 2.
Next, you want to create a message in your “Various” folder. To do so, select the “Messages” button and create a new message:
Continued on next page
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Partner
Before this happens, you assign two other development partners to your folders. Select the “Authorizations” button and then “Add” and add the following folders:
SAP
In this task, you create the necessary service objects. These include discussion fora, notes or messages.
Use
Task 4:
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Lesson: Structured Objects
Priority
High
Ref.
Various folder
Comment
“All”
Recipient
PLM-##
Recipient
Your user
As you are the recipient of the message, you can check if it was sent OK. Return to the initial screen and select the “Received messages” entry in the function toolbar. There you will find your sent message. Next, you want to create a bookmark in your “Various” folder.
Name:
Bookmark Various
Description:
All
Bookmark at:
http://www.sap.de
SAP
SAP
To do this, choose to create a new bookmark in your “Various” folder. Enter the following data:
Save the data.
Use
Test the bookmark. You decide to display the bookmark in a new window. In the “Various” folder, you should define a note in the form of a text. Navigate to the folder and select the Create button. Then you decide to create a text. Create a text of your choice. Save the data. After you have created the text, create a second version for the text. To do so, select the existing text and create a second version. Continued on next page
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Only
Internal
Then navigate to the “As Engineered” folder and select the “Add” button there in the folder contents toolbar. You then have a bookmark on your discussion forum of the other folder.
Partner
A second variant is the generation of a bookmark on a folder object. To do this, highlight your discussion forum entry in your “Various” folder and select the “Copy as bookmark” button in the folder contents toolbar.
4.
Use
Partner
3.
Internal
Only
Send the message.
Unit 9: Structured Objects
PLM510
In the “Description” field, enter a reason for this version and then define a text of your choice again. Save the data.
Task 5: Next, create a data sheet. With the help of a data sheet, you are in a position to define properties for your objects. This corresponds to the SAP class system.
Only
Name:
Data sheet prototype pump
Description:
“Any”
Save the data. 2.
After saving, you find yourself in the detail screen. Select the “Edit” button and then edit a class. The SAP class system could be integrated as part of a consultation project.
Name:
New class for prototype
Description:
Any
SAP
SAP
Create the class with the following data.
Use
After creating the class, you have to create the characteristics. To do this, change the existing class.
Internal
Create the following two characteristics: Char. 1: PLM510-##-01
Description:
Pump height
Unit of measure:
Un
Type:
Number
Only
Name:
Save the data. Char. 2: Continued on next page
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Partner
Confirm the data and save the data sheet. 3.
Use
Partner
Navigate to the “Various” folder. Create a “data sheet” as folder content. Define:
Internal
1.
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Lesson: Structured Objects
Name:
PLM510-##-02
Description:
Pump capacity
Unit of measure:
M3
Type:
Number
Save the data sheet.
Only
After creating the new class, use a specification for characteristic valuation. Return to your data sheet and edit it again. You decide to create a new specification. Issue a name of your choice. In the detail screen of the specification, you find the class you have created.
Partner
After assigning the class, you get an overview of your characteristics. Evaluate these as you want. Confirm this data.
Use
Save your data sheet.
Task 6:
SAP
If you are searching for data in all scenarios, use the global search. Carry out a quicksearch.
Partner
Use
To do this, navigate into the “First prototype” folder in your collaborative scenario. Choose the “Search” entry on the initial toolbar.
Search term 1:
Housing
Search term 2:
Hollow shaft
Link to
“OR”
Only
Internal
Enter:
Start the search. You will find your created objects in the results screen. Select an object. The system navigates directly to the right folder. 2.
As you want to expand your object search to the other collaborative and competitive scenarios, you carry out a global search. Continued on next page
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SAP
After you have created the data in the cFolders system, you want to search for this data. Use the quicksearch for a local search. 1.
Internal
4.
© 2005 SAP AG. All rights reserved.
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Navigate to the initial overview. There, use the “Search” button. Create a new global search query. Name: Global search PLM510-##
Hollow shaft
Search term 2:
Housing
Link to
“OR”
General data:
All available
Folders / objects:
All available
Start the search. The search is saved and you can restart it. Control the search result. If required, navigate to the corresponding objects.
Task 7:
SAP
1.
Import the objects from the cFolders scenario.
Use
cFolders application: cFolders training
Internal
In the initial screen, you decide that linked documents should be considered. Choose the button: Select cFolders object.
Partner
Caution: Please note the following points:
SAP
You have created, or have had somebody else create, several material masters, BOMs, or documents in the cFolders scenario. These data should be copied into the SAP backend system. Return there.
Use
Partner
Search term 1:
Internal
Only
Use the button: “Extended”
If you receive a logon mask for the system, choose: your training client
User:
your course user
password:
your course password
Only
2.
Client:
In the dialog screen that appears, select your collaborative scenario. First navigate to the folder that contains your material masters. Select the material masters individually, they are entered into the object overview. Continued on next page
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Lesson: Structured Objects
Here, always use the “Select cFolders object” button. 3.
Copy the BOM.
4.
Transfer the document
5.
Control the objects. Highlight your BOM and select the “Copy linked documents” button.
Document
PLM510-##-1
Document Type
DRM
Document part
000
Version
00
Use
Only Partner
Document 1:
SAP
Document Type
DRM
Document part
000
Version
00
Copy the objects. Choose the respective button. If the copy is without errors, you get a results preview. Save the data.
7.
Check the data in the R/3 system. Check the BOM. Enter the following:
Continued on next page
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Only
Internal
6.
PLM510-##-2
Partner
Use
SAP
Highlight your second document: Document
Internal
Highlight your first document. You haven’t issued any document key in the cFolders scenario for your files. You must do this here. Select the “Choose document” button
Unit 9: Structured Objects
PLM510
Material:
PLM510-##
Plant:
No entry
Usage:
2
Display the BOM. Leave the BOM.
Task 8:
Only
1.
Start the corresponding transaction. Enter the material T-F1## in the browser.
The browser is divided into two parts. In the left-hand part, open the corresponding folder for the document and the BOM. Now highlight the material T-F1## and draw this with pressed mouse button into the right-hand side of the screen.
SAP
SAP
Repeat this for document T-F1## Repeat this for BOM T-F1## Then copy the data by selecting the correct button.
Use
In the object transfer screen, first select the correct target system. System: cFolders training
3.
Control the data. For objects that are not permitted for the cFolders, for example because of a false material type, you receive an error message.
4.
Control the data in the cFolders scenario. Logon to the cFolders system and navigate to the “As build” folder again. There you will find your copied objects. Control your material masters, your BOMs, and your documents. As the document has two originals in the SAP system, these become two documents in the cFolders scenario.
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Internal
Then, select a standard folder. Navigate to the “As build” folder within your collaborative scenario. Choose the “Copy objects” button.
Partner
2.
Use
Partner
Start the product structure browser. You can select both individual material masters, as well as documents and BOMs.
Internal
After you have transferred data from the cFolders scenario into the SAP system, you decide to transfer SAP master data into the cFolders scenario.
PLM510
Lesson: Structured Objects
Solution 20: Structured Objects Task 1: In preparation, copy the data from the SAP document management on to your local computer. 1.
Start the SAP document management with the display transaction for documents.
T-D01
Type:
DRM
Document part:
000
Document version:
00
Within the document, highlight the first two originals using the right-hand mouse button and select the following entry: “Copy to”. Confirm the preset paths. C:\T-D01.bmp
SAP
a)
SAP
C:\T-D01.doc Start the SAP document management with the display transaction for documents [CV03N].
Use
Task 2:
Navigate to the “Material masters” folder on order to create several material masters there. These material masters are then used for a BOM. Caution: Always save the data. Create the first material master:
Continued on next page
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241
Only
Internal
You work as development partner with the cFolders scenario and create your first data in the corresponding folders.
Partner
In the document, you will find the corresponding originals.
1.
Use
Partner
Document:
Internal
Only
Enter the following:
Unit 9: Structured Objects
Descript.
New prototype PLM510-##
Material Number
PLM510-##
Industry sector
Mechanical Engineering
Material type
Finished product
Descript.
Housing PLM510-##
Material Number
100-PLM510-##
Industry sector
Mechanical Engineering
Material type
Finished product
SAP Use
Shaft PLM510-##
Material Number
200-PLM510-##
Industry sector
Mechanical Engineering
Material type
Finished product
Create the data.
Navigate into the “BOM” folder. Choose to create a new BOM. In the screen that then appears, you will find your material masters. You can use these for your BOM. Select the material master PLM510-## as your header material. Then define the following data:
Continued on next page
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Internal
Partner
Descript.
SAP
Create the third material master:
a) 4.
Create the data. Then return to your “Material master” folder and create another material.
Use
Partner
Create the second material master:
a) 3.
Create the data. Then return to your “Material master” folder and create another material.
Internal
Only
a) 2.
PLM510
PLM510
Lesson: Structured Objects
Material
New prototype PLM510-##
Plant
“No entry”
Use
Engineering
Basis amount
1
Status
Active
a)
Create two new items. In the BOM overview, choose the “Create” button. With the “Assign” button, you can select material from the list. Assign the rest of the material masters in the same way. Always use the quantity 1 and a four-digit item number, 0010 for the first and 0020 for the second material. Save the data.
SAP
Assign the material masters as components to the BOM. You can either enter the material number directly, or “Assign”. If you decide on the second way, you can select your materials from a list.
Use
6.
Control your BOM. Display version 1. If you have done everything correctly, you will find your assigned material masters. In “Actual path”, select the entry of version 1. If required, you can also display the material masters directly.
Task 3: After the first data have been created in the form of material masters and BOMs, you decide to create documents in the cFolders scenario. 1.
Navigate to the “Documents” folder. Assign the bitmap, which you have copied on to your local hard drive. Select the corresponding entries. Enter the following data:
Continued on next page
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Internal
a)
Partner
If you select the “Save and continue” button, you can assign the materials directly.
SAP
a)
Use
Partner
5.
Proceed according to the exercise and select the right material for the header of the BOM.
Internal
Only
Save the data.
Unit 9: Structured Objects
PLM510
Name:
Bitmap prototype
Description:
All
Pushbutton:
Uploading the file
File:
C:\T-D01.bmp
If necessary, display the file.
You should be able to use the Word document in several collaboration folders. Therefore, create a new standard collaboration.
Only
Navigate to the area of the standard collaboration folder and create the following folder there. Name: Standard collaboration PLM510-## Save the data.
SAP
Return to the initial screen and select the “Standards” entry in the function toolbar. Create a new standard collaboration.
Use
Name:
Prototype Word
Description:
Techn. data prototype PLM510-##
Pushbutton:
Uploading the file
File:
C:\T-D01.doc
a) 4.
In the standard folder, select the corresponding button and assign the document according to the exercise data.
The new standard document is linked to your BOM. Navigate to your BOM file. Choose the BOM. Navigate to the item overview. There you can add the new “linked documents”.
Continued on next page
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Only
Internal
Then create a document as the folder content.
Partner
3.
SAP
a)
Use
Partner
2.
In the documents folder, select the “Create” button and then the “Document” object. Enter the data according to the exercise and execute an upload of the local file. Select your local bitmap, which you have copied to your local computer in a previous exercise.
Internal
a)
PLM510
Lesson: Structured Objects
Select your standard document. a)
If you select your documents in your BOM folder, you can enter a search term or do a free search. As a result, you get the documents of your collaborative scenario and the standard collaboration.
Task 4:
Only
1.
First of all, you want to create a discussion in your “Various” folder.
Partner
User: PLM-##
SAP
Before this happens, you assign two other development partners to your folders. Select the “Authorizations” button and then “Add” and add the following folders:
In the screen that then appears, enter a discussion contribution.
This user is given only write authority. The user cannot create folders.
Use
Save the data.
Internal
In this task, you create the necessary service objects. These include discussion fora, notes or messages.
Return to the “Various” folder and add a “Discussion”. Give the discussion the name “Prototype discussion”. Save the data.
SAP
Go back to the “Various” folder.
Use
2.
Proceed as described in the exercise. The discussion constributions are edited by the cFolders users who were assigned to the corresponding folder.
Next, you want to create a message in your “Various” folder.
Priority
High
Ref.
Various folder
Comment
“All”
Recipient
PLM-##
Recipient
Your user
Only
Internal
To do so, select the “Messages” button and create a new message:
Send the message. As you are the recipient of the message, you can check if it was sent OK. Continued on next page
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a)
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Return to the initial screen and select the “Received messages” entry in the function toolbar. There you will find your sent message. a)
3.
If you want to create a message, you can do this with the help of the corresponding button. When you create a message, you can enter the users who you have assigned to your folder as the recipients. This scenario can also be used for individual objects that are contained in the folder.
Next, you want to create a bookmark in your “Various” folder.
Only
Bookmark Various
Description:
All
Bookmark at:
http://www.sap.de
Save the data.
SAP Use
If you generate the bookmark as an Internet link, this is a new folder object. Therefore, select the corresponding entry and define the bookmark.
b)
When you create a bookmark for an existing folder object, this is a reference. Therefore, highlight only your object and select the corresponding entry.
4.
In the “Various” folder, you should define a note in the form of a text. Navigate to the folder and select the Create button. Then you decide to create a text. Create a text of your choice. Save the data. After you have created the text, create a second version for the text. To do so, select the existing text and create a second version. Continued on next page
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a)
Partner
Test the bookmark. You decide to display the bookmark in a new window.
Internal
Then navigate to the “As Engineered” folder and select the “Add” button there in the folder contents toolbar. You then have a bookmark on your discussion forum of the other folder.
SAP
A second variant is the generation of a bookmark on a folder object. To do this, highlight your discussion forum entry in your “Various” folder and select the “Copy as bookmark” button in the folder contents toolbar.
Use
Partner
Name:
Internal
To do this, choose to create a new bookmark in your “Various” folder. Enter the following data:
PLM510
Lesson: Structured Objects
In the “Description” field, enter a reason for this version and then define a text of your choice again. Save the data. a)
Create a text in two versions as described in the exercise.
Task 5:
Only
Navigate to the “Various” folder. Create a “data sheet” as folder content. Define: Name:
Data sheet prototype pump
Description:
“Any”
Save the data. a)
SAP
After saving, you find yourself in the detail screen. Select the “Edit” button and then edit a class. The SAP class system could be integrated as part of a consultation project.
Name:
New class for prototype
Description:
Any
a)
3.
Create the new data sheet. As a class cannot be transferred from the SAP system, create a new class. This does not yet have any characteristics or object assignment. This is done in separate steps.
After creating the class, you have to create the characteristics. To do this, change the existing class. Create the following two characteristics: Char. 1:
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Only
Internal
Confirm the data and save the data sheet.
Partner
Use
Create the class with the following data.
SAP
2.
In the “Various” folder, select the corresponding button. Then select the data sheet in the object list.
Use
Partner
1.
Internal
Next, create a data sheet. With the help of a data sheet, you are in a position to define properties for your objects. This corresponds to the SAP class system.
Unit 9: Structured Objects
PLM510
Name:
PLM510-##-01
Description:
Pump height
Unit of measure:
Un
Type:
Number
Save the data.
Only
PLM510-##-02
Description:
Pump capacity
Unit of measure:
M3
Type:
Number
Save the data sheet. a)
SAP
After creating the new class, use a specification for characteristic valuation. Return to your data sheet and edit it again. You decide to create a new specification. Issue a name of your choice.
Use
After assigning the class, you get an overview of your characteristics. Evaluate these as you want. Confirm this data. a)
When you do the exercise, first of all create the data sheet as a foundation. Assign the existing classes to this or create anew.
b)
When you create the new class, you can assign other subclasses or create new characteristics. The characteristic valuation is done in the specification.
c)
The specification is available when you return to the data sheet and want to edit this again. In addition to the characteristic valuation, you also store supplementary descriptions.
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Internal
Save your data sheet.
Partner
In the detail screen of the specification, you find the class you have created.
SAP
4.
If you change the class, you can create new characteristics and assign these directly to the class.
Use
Partner
Name:
Internal
Char. 2:
PLM510
Lesson: Structured Objects
Task 6: After you have created the data in the cFolders system, you want to search for this data. Use the quicksearch for a local search. If you are searching for data in all scenarios, use the global search. 1.
Carry out a quicksearch.
Internal
Only
To do this, navigate into the “First prototype” folder in your collaborative scenario. Choose the “Search” entry on the initial toolbar.
Partner
Enter: Search term 1:
Housing
Search term 2:
Hollow shaft
Link to
“OR”
Use
Start the search. You will find your created objects in the results screen. a)
Proceed as described in the exercise.
Navigate to the initial overview. There, use the “Search” button. Create a new global search query. Use the button: “Extended”
Name: Global search PLM510-##
Hollow shaft
Search term 2:
Housing
Link to
“OR”
General data:
All available
Folders / objects:
All available
Only
Search term 1:
Start the search. The search is saved and you can restart it.
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© 2005 SAP AG. All rights reserved.
Partner
Use
As you want to expand your object search to the other collaborative and competitive scenarios, you carry out a global search.
Internal
2.
SAP
SAP
Select an object. The system navigates directly to the right folder.
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Control the search result. If required, navigate to the corresponding objects. a)
When you carry out a global search, this is done independent of your scenarios. That is why you find the search in your function toolbar in the initial screen.
Task 7:
Only
1.
Import the objects from the cFolders scenario.
cFolders application: cFolders training In the initial screen, you decide that linked documents should be considered. Choose the button: Select cFolders object.
Use
User:
your course user
password:
your course password
a)
Therefore, start the necessary transaction [CFI02].
b)
Select the following as cFolders application: cFolders training
c)
Solution: consider linked objects
d)
Pushbutton: select cFolders object
In the dialog screen that appears, select your collaborative scenario. First navigate to the folder that contains your material masters. Select the material masters individually, they are entered into the object overview. Here, always use the “Select cFolders object” button. a)
When you select the objects from the cFolders scenario, a logon mask may appear. Logon as described in the exercise.
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Internal
your training client
Partner
2.
Client:
SAP
SAP
If you receive a logon mask for the system, choose:
Use
Partner
Caution: Please note the following points:
Internal
You have created, or have had somebody else create, several material masters, BOMs, or documents in the cFolders scenario. These data should be copied into the SAP backend system. Return there.
PLM510
Lesson: Structured Objects
3.
Copy the BOM. a)
4.
Transfer the document a)
5.
Navigate in the dialog screen to the BOM folder and select the BOM. Navigate in the dialog screen to the documents folder and select the document.
Control the objects.
Only
Highlight your first document. You haven’t issued any document key in the cFolders scenario for your files. You must do this here. Select the “Choose document” button
SAP
PLM510-##-1
Document Type
DRM
Document part
000
Version
00
SAP
Document
Use
Partner
Document 1:
Document Type
DRM
Document part
000
Version
00
a) 6.
Proceed as described in the exercise.
Copy the objects. Choose the respective button. If the copy is without errors, you get a results preview. Save the data. a)
7.
Choose the respective button. The data are transferred.
Check the data in the R/3 system. Continued on next page
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Only
Internal
PLM510-##-2
Partner
Use
Highlight your second document: Document
Internal
Highlight your BOM and select the “Copy linked documents” button.
Unit 9: Structured Objects
PLM510
Check the BOM. Enter the following: Material:
PLM510-##
Plant:
No entry
Usage:
2
Display the BOM. Leave the BOM.
Only
Start the transaction [CS03]. Display the BOM.
Task 8:
1.
Start the corresponding transaction. Enter the material T-F1## in the browser. Start the product structure browser. You can select both individual material masters, as well as documents and BOMs.
SAP
Now highlight the material T-F1## and draw this with pressed mouse button into the right-hand side of the screen.
Use
Repeat this for BOM T-F1##
SAP
The browser is divided into two parts. In the left-hand part, open the corresponding folder for the document and the BOM.
Use
Partner
After you have transferred data from the cFolders scenario into the SAP system, you decide to transfer SAP master data into the cFolders scenario.
Internal
a)
Repeat this for document T-F1##
Internal
Start the transaction to export the objects [CFE02]. You are in the product structure browser. Select the material T-F1##. Open the described folder and transfer the data per mouse button into the list of the “selected objects”.
b)
After the object selection, choose the “Transfer objects” button.
Only
2.
a)
In the object transfer screen, first select the correct target system. System: cFolders training Then, select a standard folder. Navigate to the “As build” folder within your collaborative scenario. Choose the “Copy objects” button. a)
Select the correct cFolders application and then the standard folder.
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Then copy the data by selecting the correct button.
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Lesson: Structured Objects
3.
Control the data. For objects that are not permitted for the cFolders, for example because of a false material type, you receive an error message. a)
4.
Control the objects and the error message on the material. Display the log.
Control the data in the cFolders scenario. Logon to the cFolders system and navigate to the “As build” folder again. There you will find your copied objects.
Only
Proceed as described in the exercise.
Use
Partner
a)
Internal
Control your material masters, your BOMs, and your documents. As the document has two originals in the SAP system, these become two documents in the cFolders scenario.
SAP
SAP Only
Internal
Use
Partner
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Lesson Summary You should now be able to: • Create the corresponding objects • Now you can use the classification system to find objects. • Carry out the backend integration
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Partner
Only
Internal
SAP
SAP Only
Internal
Use
Partner
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Unit Summary
Unit Summary You should now be able to: • Create the corresponding objects • Now you can use the classification system to find objects. • Carry out the backend integration
Use
Partner
Only
Internal
SAP
SAP Only
Internal
Use
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255
Unit Summary
PLM510
Use
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SAP
SAP Only
Internal
Use
Partner
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Unit 10 Internal
Only
Authorization Unit Overview
Partner
Unit Contents
After completing this unit, you will be able to:
Use
• •
Define the authorizations Use the status management
Lesson: Authorization .............................................................. 258 Exercise 21: Authorization .................................................... 265
SAP
Unit Objectives
SAP
This chapter introduces you to the areas of permission and authorization.
Only
Internal
Use
Partner
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Unit 10: Authorization
PLM510
Lesson: Authorization Lesson Overview This lesson provides you with an overview of the authorization and status scenarios.
Lesson Objectives • •
Define the authorizations Use the status management
Within the collaboration scenarios, your development partners require the necessary authorizations in order to process files or objects. Within the competitive scenario, your suppliers require the necessary authorizations for your assigned work areas.
SAP
Authorizations
Use
The administrator of the collaboration can assign authorizations to users, user groups or roles. Every user can create a user group, for example. Possible authorizations. Authorizations within the cFolders are always object-related: they allow the user to execute an activity on a certain object.
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Internal
For example, the system administrator can create and maintain users.
Partner
Authorizations in the cFolders scenario are always issued by the administrator. He can use the roles and authorization concepts of the WAS backend system. In comparison to Release 3.0, cFolders Release 3.1 works only with roles which have authorizations.
SAP
When you create the objects in cFolders, you can assign a status profile. With this status profile, you can carry out a business release process.
Use
Partner
Business Example
Internal
Only
After completing this lesson, you will be able to:
PLM510
Lesson: Authorization
The following authorizations are possible: • • •
Only
Use
Partner
Internal
•
Read: the content of the object can be taken into consideration. Write = read and write: The write authority contains the read authorization. The user can also change the object. Admin= write, user maintenance and authorizations: The administration authorization contains the write authorization. The user can assign additional authorities. None: for restrictive views of folders. A user with this authorization cannot reach the object. The use of this authorization makes sense if the authorization to the object came about through inheritance or the use of user groups.
SAP
SAP
The graphics card folder has the subfile Part A. Steve Gates has a read authorization for the graphics card folder and also automatically has a read authorization for the Part A folder. Bill Ellison, as administrator, sets a write authorization for the folder specification Part A for Steve Gates. This authorization overcontrols the inherited read authorization.
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Only
Internal
Use
Partner
Figure 89: Inheriting authorizations
Unit 10: Authorization
PLM510
Use
Partner
Only
Internal
Figure 90: Inheritance in the competitive scenario
SAP Use
Only
Internal
The role definition is carried out in the WAS system using transaction PFCG. If you have carried out the role maintenance centrally in the backend system, you can distribute these in the cFolders system.
Partner
Role definitions
SAP
If you create a competitive scenario, the public area is create immediately. All documents that are necessary for the collaboration are entered here. The suppliers can also store general data. Following that, the individual work areas are created for the supplier. If you now create the authorizations for the different work areas, you can also change the authorizations for the public area.
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Lesson: Authorization
SAP
Guest authorizations
Use
Status management If you create a status profile in the cFolders scenario within the status management, proceed as follows: 1. 2. 3. 4.
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Creating a status profile Creating a status for every step, for example: new, in progress, check, release Definition of the status transfers Definition of actions for the status transfer: Informing a user during transfer (message) reminding the user of deadlines
© 2005 SAP AG. All rights reserved.
261
Only
Internal
As part of the SRM integration (SAP Bidding Engine), guest authorizations can be created automatically. Every guest can access the “public area” without needing a work area for this.
Partner
The guest authorization within a competitive scenario is limited to the public area only. The user cannot gain access to the protected work area. In an auction scenario, it is necessary that the partner has access to the documents of the public area. If required, the administrator can set up a work area for the partner.
SAP
The general authorizations can only be carried out by the administrator. He uses the user maintenance of the cFolders scenario and defines the participant’s authorizations.
Use
Partner
Only
Internal
Figure 91: General authorizations
Unit 10: Authorization
PLM510
Use
Partner
Only
Internal
Figure 92: Status transfers
SAP
There is an initial status. An object can be defined as “protected”, so that you can only work with this status using a new object or another status (Administrator). You can define actions such as deadlines or processing periods.
Use
•
A read authorization enables you to change a status if it does not contradict the status change authorization.
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Internal
• •
Status profile authorization: Administration of a status profile and object assignment Status change authorization: Allows the user to carry out a status change Object authorization: Administration, reading or writing of an object
Partner
Status authorizations
SAP
Status settings
Lesson: Authorization
Figure 93: Assignment of a status profile
If you require different status profiles for the individual objects, assign these directly to the objects. Status log
SAP
SAP
Every status change is logged. Thus, you can see at all times who carried out the corresponding changes to the order or object.
Use
Partner
A status profile can be assigned at different places. Thus, you have the option of assigning the status profile to a folder and therefore also to the contained objects.
Internal
Only
PLM510
Only
Internal
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Partner
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Unit 10: Authorization
PLM510
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Partner
Only
Internal
SAP
SAP Only
Internal
Use
Partner
264
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PLM510
Lesson: Authorization
Exercise 21: Authorization Exercise Objectives After completing this exercise, you will be able to: • Adapt authorizations • Create a status profile
Only
Internal
Business Example You want to issue the necessary authorizations for the collaborative and the competitive scenario in the cFolders system.
Task 1: Issue the necessary authorizations for new and existing users. First of all, you decide to create a further user in your cFolders scenario. To do so, navigate to the “User administration” entry and create a new user.
“Any”
Surname
PLM510-##00
E-Mail
Any.PLM510-##
[email protected]
Role
SAP_CFX_User
Save the data. 2.
If required: Confirm the message that the e-mail could not be sent. The password would have been transferred in the mail. Change the user and enter the password “INIT”.
3.
Create a user group. This contains your user name as a description. Assign the following users to this user group:
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Only
Internal
First name
Partner
Use
Enter the following:
SAP
SAP
1.
Use
Partner
Then, you create a status profile in order to control the release process of the individual objects.
Unit 10: Authorization
PLM510
PLM510-## PLM510-##00 PLM-## 4.
Navigate to the “As build” folder within your collaborative scenario. Here you will find the objects that you have transferred from the SAP backend system. There you will find your assigned user. The authorization here was inherited from the superordinate folder.
5.
You decide to include other users. You do this with the help of your user group.
Partner
First of all select the “Add” button and the “User group” button. The user group has your user as a name.
Internal
Only
Choose the button: Authorization.
Search for: PLM*
After you have issued the corresponding authorizations in the collaborative scenario, you decide to issue authorizations in the competitive scenario. Navigate to your competitive scenario. Then select the work area “PLM510-##00” there.
Use
Partner
Enter a new authorization for the user “PLM510-##00”. In the work area, select the “authorization” button and then“Add”. Then select the “User” entry.
Internal
Enter: User: PLM510-##00. Add the result.
Only
Give this user write authorization.
Task 2: You want to control the release process for individual objects. To do so, create a status profile and assign this to the objects. 1.
Navigate to the initial overview and select the “status management” entry. Create a new status profile. Name: Status network PLM510-## Continued on next page
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SAP
SAP
6.
Use
All user groups are displayed. Copy your user group. Give this group write authorization. Leave the remaining entries unchanged.
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PLM510
Lesson: Authorization
2.
Then create three new statuses. Create the first status: Name:
In preparation
Pushbutton: Save and continue.
Name:
Internal
Only
Status 2: Checked
Pushbutton: Save and continue.
Name:
Released
Indicator
Version protected
Use
Partner
Status 3
Pushbutton: Save.
SAP
Name:
Status transfer 1
Starting status
In preparation
Target status
Checked
4.
Define the second status transfer. Define the status transfers in such a way that the “Checked” status has the target status “Released”. Name:
Status transfer 2
Starting status
Checked
Target status
Released
Only
Internal
Save the data and continue.
Save the data. 5.
Assign the staus network. Continued on next page
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Partner
Use
The status requires status transfers. Define the first status transfer in such a way that the initial status “In preparation” has the target status “Checked”.
SAP
3.
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Unit 10: Authorization
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Navigate to the “As build” folder in your collaborative scenario. There, assign the new status network to your BOM. Change the status until the BOM is released. 6.
Try to change the released BOM.
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SAP
SAP Only
Internal
Use
Partner
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Lesson: Authorization
Solution 21: Authorization Task 1: Issue the necessary authorizations for new and existing users. 1.
First of all, you decide to create a further user in your cFolders scenario. To do so, navigate to the “User administration” entry and create a new user.
“Any”
Surname
PLM510-##00
E-Mail
Any.PLM510-##
[email protected]
Role
SAP_CFX_User
Save the data. a)
In the user administration create a new user in the area of the local user administration. Complete the right address in the e-mail.
SAP
2.
If required:
Use
Change the user and enter the password “INIT”.
Internal
a) 3.
As this system automatically generates a password and this is sent in the e-mail, you have to change this manually.
Create a user group. This contains your user name as a description.
Only
Assign the following users to this user group: PLM510-## PLM510-##00 PLM-## a)
When you create the new user group, you can add the users after saving the group. Choose the respective user. Continued on next page
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© 2005 SAP AG. All rights reserved.
Partner
Confirm the message that the e-mail could not be sent. The password would have been transferred in the mail.
SAP
Confirm the data and assign the defined role.
Use
Partner
First name
Internal
Only
Enter the following:
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Unit 10: Authorization
4.
PLM510
Navigate to the “As build” folder within your collaborative scenario. Here you will find the objects that you have transferred from the SAP backend system. Choose the button: Authorization. There you will find your assigned user. The authorization here was inherited from the superordinate folder. a)
You navigate within the function toolbar to your collaborative scenario and open the folder.
Only
5.
You decide to include other users. You do this with the help of your user group.
Partner
First of all select the “Add” button and the “User group” button. The user group has your user as a name.
Internal
If you select the “Authorizations” button, you will find your user, but you also have the option of adding new users.
Search for: PLM*
If you want to issue authorizations for new users, you can choose between individual “users”, “user groups”, or “roles”. If you decide on a role, the users are assigned that are linked to the role.
After you have issued the corresponding authorizations in the collaborative scenario, you decide to issue authorizations in the competitive scenario. Navigate to your competitive scenario. Then select the work area “PLM510-##00” there.
Internal
Enter a new authorization for the user “PLM510-##00”. In the work area, select the “authorization” button and then“Add”.
Only
Then select the “User” entry. Enter: User: PLM510-##00. Add the result. Give this user write authorization. a)
Proceed as described in the exercise.
Continued on next page
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© 2005 SAP AG. All rights reserved.
Partner
Use
6.
SAP
SAP
a)
Use
All user groups are displayed. Copy your user group. Give this group write authorization. Leave the remaining entries unchanged.
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PLM510
Lesson: Authorization
Task 2: You want to control the release process for individual objects. To do so, create a status profile and assign this to the objects. 1.
Navigate to the initial overview and select the “status management” entry. Create a new status profile. Name: Status network PLM510-##
2.
Select the entry in the function toolbar and create a new status profile. After you have saved this, you can create the status and status transfers directly.
Then create three new statuses.
Partner
Create the first status: Name:
In preparation
Use
Pushbutton: Save and continue. Status 2:
SAP
Checked
SAP
Name:
Internal
Only
a)
Pushbutton: Save and continue.
Released
Indicator
Version protected
Pushbutton: Save.
3.
a)
Decide in the status profile whether this should be copied with the object.
b)
Decide in the status, whether the object or the version should be protected against changes.
c)
Decide in the status, whether you want to define actions in the form of “deadlines” or “processing periods”.
The status requires status transfers. Define the first status transfer in such a way that the initial status “In preparation” has the target status “Checked”.
Continued on next page
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Internal
Name:
Partner
Use
Status 3
Unit 10: Authorization
PLM510
Name:
Status transfer 1
Starting status
In preparation
Target status
Checked
Save the data and continue.
Define the second status transfer. Define the status transfers in such a way that the “Checked” status has the target status “Released”. Name:
Status transfer 2
Starting status
Checked
Target status
Released
Use
Partner
4.
To do so, return to the status profile and select the tab page of the status transfers. Create the first status. Save the data and continue. You can create the next status transfer directly.
a)
After you have defined the second status transfer, save the data.
b)
If required, you can define an action in the form of a message for the next status transfer.
Use
Navigate to the detail information of your BOM and assign your status network. This is proposed directly.
Try to change the released BOM. a)
As the “released status” is a protected status, you can no longer change the BOM. You also cannot create a new version.
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Only
a)
Change the status until the BOM is released.
Partner
Internal
Assign the staus network. Navigate to the “As build” folder in your collaborative scenario. There, assign the new status network to your BOM.
6.
SAP
SAP
Save the data.
5.
Internal
Only
a)
PLM510
Lesson: Authorization
Lesson Summary You should now be able to: • Define the authorizations • Use the status management
Use
Partner
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Internal
SAP
SAP Only
Internal
Use
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Unit Summary
PLM510
Unit Summary You should now be able to: • Define the authorizations • Use the status management
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SAP
SAP Only
Internal
Use
Partner
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© 2005 SAP AG. All rights reserved.
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PLM510
Course Summary
Course Summary You should now be able to:
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Describe the basic and detail functions of cProjects Use cProjects Describe the basic and detail functions of cFolders Use cFolders Describe and use the integration of cProjects and cFolders Create collaborative and competitive scenarios Define objects in the cFolders scenarios Create authorizations and status networks in the cFolders scenarios
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• • • • • • • •
SAP
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Course Summary
PLM510
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Appendix 1 Appendix: cFolders
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Object overview
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The object overview enables a complete overview of all objects within a collaboration or folder structure. Table Filter
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Figure 94: Object Overview
Appendix 1: Appendix: cFolders
PLM510
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Figure 95: Table Filter
SAP
Object history
SAP
The table filter enables you to filter out the relevant objects from several collaboration and competitive scenarios.
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Figure 96: Object History
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You can use the object history to display all changes to an object. Generic objects
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Appendix 1: Appendix: cFolders
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SAP Use
The generic objects can also be linked with a status profile. Hence, all functions are available that exist in the standard objects.
SAP
Generic objects enable user-defined enhancements to a cFolders scenario. These generics objects can consist of data fields and references. The required authorizations are defined at field level.
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Figure 97: Generic Objects
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Content Server
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Appendix 1: Appendix: cFolders
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Example:
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The Danish user works with the English cFolders scenario and the Danish Content Server. If he now accesses the English Content Server, this data is transferred to the Danish Cache Server.
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FTP Box
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An employee in England uses the cFolders scenario. All data generated there is stored on the corresponding English Content Server. If this employee now requires data from the Danish server, the data of the Danish server is copied to the English Cache Server.
SAP
For example, a user can also work with a Content Server and several Cache Servers.
You can use the SAP Content Servers for storing documents. In the cFolders scenario, a single Content Server can be used or a distributed environment depending on the respective enterprise locations.
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Figure 98: Content Server
© 2005 SAP AG. All rights reserved.
28-06-2005
PLM510
Appendix 1: Appendix: cFolders
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Figure 99: FTP Box
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The FTP Box is implemented within a customer-specific project.
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SRM Integration
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3.
2.
FTP is used to store all relevant data in the inbound directory of the FTP Box. There is one directory for each user. A new document is executed within the cFolders solution without an “upload” from the normal file directory. The file in the cFolders scenario can be imported from the FTP Box. When data is transported by means of FTP, it is sent in small data packages minimizing internet traffic.
SAP
1.
Use
If you use the FTP Box, carry out the following steps:
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Appendix 1: Appendix: cFolders
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Figure 100: SRM Integration
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cFolders Collaboration can be generated within “SAP Bidding Engine” (SRM 3.0 & cFolders 2.00 SP7 or cFolders 3.00).
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Glossary
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Alert Messages used to inform the people involved in an object of certain changes. Approval The approval documents that those results have been achieved in a phase, which are the prerequisites for the subsequent phases or the completion of the project. The decision makers of a project either grant or reject the approval. Business partner Person, organization, group of people, or group of organizations in which the enterprise has a business interest. This can also be a person, organization, or group within this company. Checklist List with items that have to be processed in a project Checklist item Part of a checklist. Checklist items reflect important requirements that must be met in order to be able to achieve the project goal. Control plan Tool for checking predefined quality characteristics as per QS 9000. Control plans describe which measures and methods have to be applied in a certain phase of the creation of a project in order to check that the characteristics are observed. A control plan is used and updated throughout the entire product life cycle. Decision maker Person involved in the project who decides on the approval of a phase. Glossary Collection of activities that a person performs to participate in one or more business scenarios in an organization. You access the transactions, reports, Web-based applications, and other objects contained in roles through user menus. Individual approval Decision by an individual decision maker regarding an approval. All individual approvals together form the approval of a phase. Decisions can be made separately and in any order. Phase Section of a project that is completed in a stage. A phase starts with its release and finishes with its approval.
Glossary
PLM510
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SAP Partner
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Internal
Project definition Project object at the top hierarchy level of a project Project Object Superordinate term for all structuring objects in cProjects. Project role In cProjects, it represents a position in a project that is to be filled by a business partner, such as a consultant in a consulting project. The project role describes which type of resource is required in the project, that is, the function of the resource in the project. In contains information on the qualification the resource is to have and when it is to be available for how long. Project role type Describes which types of project roles can be used within a project. The project role types are specified in Customizing. Example: Project manager, consultant Qualifications Skill or permission to carry out a certain task. You can assign several qualifications to a personnel resource. Severity Weighting with which threshold values are ordered by priority. During the evaluation, the threshold values are checked with descending severity. If the condition of the threshold value is met, an icon can be assigned to the severity. Subtask Task within a task. Task Project object that defines the required work in a project. A project task includes the information what is to be done in a project within which time frame and with which effort. Threshold value Condition for an object that is checked in the report. If it is met, the icon of the severity that is assigned to the threshold value is displayed in the report.
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A
Guest authorizations, 261
Authorization, 191, 258 Authorizing guests, 261
H
B
Partner
C
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Inherit authorizations, 259 Internet, 189
M Mass processing, 217 Material, 191, 211 Material master, 212 Messages, 219
N Note, 211, 221
Q Quicksearch, 225
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Data sheet, 211, 221 Discussion, 211 Discussion fora, 218 Document, 191, 211 Document structure, 215 Documents, 191, 215
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E-Mail, 189 ECL Viewer, 215
F
Redlining, 216 Role, 260 Specification, 225 Status, 261 Status log, 263 Status Profile, 261 Status transfer, 261
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E
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I
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cFolders, 189–190 Characteristic, 224 Class, 223 Collaborative scenario, 189, 192 Competitive scenario, 189, 192 cProjects Suite, 190
HTTPS, 228
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Backend Integration, 195, 227 Bill of material, 191 Bills of material, 211, 213 Bookmark, 220 Bookmarks, 211, 220
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Index
W Work Area, 194
Folders, 191, 211
G Global Search, 225
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Index
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Feedback Only
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SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.
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