Customizing WBS

Project profile:
 The Project Type can be used as a selection criterion in the Information System.
 The Field Key identifies the short texts for user fields.
 The Version Profile determines whether status-dependent project versions are
written and with which data.
 The Simulation Profile determines which texts are copied to and from simulation
versions.
 The Display Options field determines whether WBS elements are mainly displayed
according to key, short ID, or description in tabular overviews.
 The Level of Detail field specifies the number of hierarchy levels that the system
displays when a project is opened in a particular processing transaction.
 A PartnDet. Prc. (Partner determination procedure) can be used to assign partner
roles to a project.
 The All Acct Asst Elem checkbox sets the account assignment checkbox for all WBS
elements.
 Using the Only One Root checkbox, you define that there can only be one top WBS
element.
 The Trsfr to Proj. Def. is only relevant for transaction Create single WBS element.
 Selecting the Change Documents checkbox ensures that documents for master data
changes are written automatically on saving.
 The Proj. Summ. MastDa checkbox activates summarization by master data
characteristics instead of by classification.
 If you activate the checkbox iPPE Proj. Desc., the tab page iPPE PS is displayed in the
Project Builder, in the detail screen for the WBS element.

Project definition:
 The Project Type can be used as a selection criterion in the Information System.
 The Field Key identifies the short texts for user fields.
 The Version Profile determines whether status-dependent project versions are
written and with which data.
 The Simulation Profile determines which texts are copied to and from simulation
versions.
 The Display Options field determines whether WBS elements are mainly displayed
according to key, short ID, or description in tabular overviews.
 The Level of Detail field specifies the number of hierarchy levels that the system
displays when a project is opened in a particular processing transaction.
  A PartnDet. Prc. (Partner determination procedure) can be used to assign partner
roles to a project.
 The All Acct Asst Elem checkbox sets the account assignment checkbox for all WBS
elements.
 Using the Only One Root checkbox, you define that there can only be one top WBS
element.
 The Trsfr to Proj. Def. is only relevant for transaction Create single WBS element.
 Selecting the Change Documents checkbox ensures that documents for master data
changes are written automatically on saving. The Proj. Summ. MastDa checkbox
activates summarization by master data characteristics instead of by classification.
 If you activate the checkbox iPPE Proj. Desc., the tab page iPPE PS is displayed in the
Project Builder, in the detail screen for the WBS element.

Access control list:

 You can use the Access Control List checkbox to assign authorizations for reading,
editing, or administering objects.
 You can select No ACL, to deactivate the access control tab, ACL (w/o Inh.), and does
not allow inheritance of access objects to subordinate objects.
 You can also select ACL (with Inh.), which allows inheritance of access authorizations.
 From SAP R/3 4.6C on, you can carry out sales pricing in the Project Builder, based on
Easy Cost Planning data, for a project that does not have a customer inquiry. Under
sales pricing, you can enter default values for the necessary organizational data and
the DIP profile.
 On the Organization tab page in the project profile, you enter default values for the
organizational assignment of the individual WBS elements and the entire project, as
well as a default value for the project currency. 
 WBS sched. prof. on the Plg board/dates tab page controls which characteristics
scheduling has when you trigger WBS scheduling. You can also select one of two
scheduling scenarios as a default value.
 The With activities checkbox controls whether assigned activities can also be read
when a project is opened in particular transactions.
 The Factory calendar, which is entered in every WBS element and can be entered as
a default value in the project profile, specifies the work days and public holidays.
 The Time unit refers to the duration of WBS elements.
 The use of access control lists is controlled via the project profile or network profile.
 If the function is active, an access control list is displayed on a new tab page for every
PS object.

You can assign authorizations for individual users, user groups, or organizational units. You
can assign read, edit, and administration authorizations.
  The administration authorization is the highest level of authorization, granting access
to the object and the ACL records for the object.
 The edit authorization allows you to change the object, but not the ACL records for
that object.
 The read authorization allows you to display the object only.
 If authorized in Customizing, you can pass on access rights to subordinate objects.
 Once inherited, authorizations can be revoked again in the subordinate objects.
 Access control lists also enhance the other transactions you use to manage your
projects.
 The structure overview transaction (CN41N) for example, only gives you read
authorization with the “Read” access control. You cannot change objects, nor can you
create new project structures.
 Transaction CNACLD allows you to display all existing access control lists for a project
and delete them if necessary.

Way:
Check if the ACL (no inhr.) indicator in checked on project profi le  Create a
project using this project profi le  Check that an ALC tab page appear on the
new project and then add users (insert row) with diff authorizati ons (no, read,
write, admin).

You can delete PS access control for a specifi c project.

Planning Method
 Under Planning method, you can specify one of the four scheduling methods for WBS
elements for the set of basic dates and forecast dates.
 When the dates are extrapolated (bottom-up planning), the dates of assigned
activities can also be taken into account.
 When new activities are created in a project, the checkboxes under Network specify
to which network these new activities are assigned. or with which network profile a
new network is created. For certain transactions, the new network header can be
displayed automatically.
 The planning board profile (Plan board prof) entered in the project profile is used as
the default profile when the project planning board is called up. It determines how
the table and graphic areas of the planning board are displayed. You can call up
various capacity planning reports from the project planning board and structure
planning.
 In the project profile, you enter the relevant overall profiles, taken from capacity
planning. The profiles for the hierarchy graphic specify how the hierarchy graphic is to
be displayed when it is called up from date planning for WBS elements.
  The Object Class that can be entered here as the default value specifies the cost flow
in Controlling from a business point of view.
 The Statistical checkbox determines whether costs can be debited from a WBS
element or whether statistical costs can only be posted for it.
 The Integrated planning checkbox activates the update of planned activity inputs
from WBS elements to the sending cost center.

Budgeting
 The Planning/budgeting profiles determine how cost planning and budgeting are
carried out for the work breakdown structure and whether the availability check is
activated.
 The Costing Sheet specifies how overhead costs are determined.
 The Overhead key is used to determine an overhead percentage rate and templates
for process cost allocation.
 The Interest calc. profile specifies how interest is calculated for the project.
 The Investment profile specifies how the project is integrated with Investment
Management and can be used, for example, for the automatic generation of assets
under construction.
 A Results analysis key is required for results analysis in WBS elements.
 The Settlement profile specifies, for example, the permitted settlement receivers for
the WBS elements. In the Strategy for settlement field, you can enter a key that
refers to the strategy for the automatic generation of the settlement profile.
 The graphic profiles determine what the hierarchy graphic looks like when it is called
up from budgeting.

Status:
A project is not static – it has a life cycle with a beginning and an end. During this time,
various business transactions change the project. You can document the current status of a
project with status management. The status determines which business transactions are
permitted in the system and which are prohibited.

 System statuses have been set up by the SAP system to control primary business
activities. You cannot change them. However, you can define your own user statuses
to attain a greater level of detail. You must always define a user status within a status
profile. Therefore, you must always create a status profile for an object type in
Customizing before you can define the user status in the status profile. You can enter
your user statuses in the status profile and define which business transactions are
permitted or prohibited. You can also specify the sequence in which user statuses
should occur.
  A user status can be defined or deleted manually for several WBS elements at the
same time. Individual status profiles can be defined for project definitions and WBS
elements. If a status profile has not yet been defined in the project profile, you can
still specify in the application which status profile should be used the first time you
set a user status.

Status configuration application (referred)!

User fields: ops1

 The field key determines the name of the respective user field, and specifies whether
it is ready for input.
 If you change the field key for the WBS element, the name of the user-defined field
changes, but the contents of the field stay the same.
 If you evaluate user-defined fields in the information system and use different field
keys, this can cause confusion and lead to misinterpretation due to the different
names of the user-defined fields.
 You define field keys in PS Customizing.
 You can define a user exit that enables you to develop specific checks on user fields.
 If the user-definable fields available do not satisfy your requirements, you can use a
user exit to develop additional fields for WBS elements and the project definition.

Bbf, bbp.

Using the Table settings function in the upper-right part of the table control, you can
personalize the basic settings delivered with the system in a table, and save them as
variants. You can create as many variants for a table as you want.

To adapt the layout of a table control for all users, you can use the administration function
for table control settings. Using the administration function, you can also hide columns,
define the number of set columns, and configure the separator for the table control.

Multilingual setting:
In sap SPRO you can add multilingual support, and activate it in any WBS element short text
field, so if you change the language in logon on you will find the WBS name in the other
language.

Milestones:
 Milestones are events that are of particular significance or interest to the project flow.
 They are assigned to individual WBS elements or activities.
 Milestones can be used in both operative WBSs and standard WBSs.
 Milestones are created either manually or by copying from a standard milestone.
 If you wish, you can also include a group of milestones.
  A milestone group is made up of several standard milestones. It is created in Customizing for
Project System, and individual standard milestones are assigned to the group.
 Standard milestones can be used only to copy from (that is, they cannot be used in the
operative process).
 The milestones you created for WBS elements have various tasks.
 The Sales Document Date indicator gives you the option of linking a milestone with a date in
the billing plan.
 When you reach a milestone, the system transfers the actual date of the milestone to the
billing plan.
 In progress analysis, the milestone technique is one way to measure the earned value.
 Each milestone corresponds to a percentage of work completed in an activity or a WBS
element.
 Milestone trend analysis is a simple way to monitor dates in a project. In this analysis,
milestone dates are compared at various report times.

WBS:
You can use WBS elements to do the following:

 Plan costs and revenues in detail.

 Post actual cost and revenues.
 Enter a budget.
 Assign purchase requisitions and purchase orders.
 Plan payments.
 Plan dates manually.
 Steps written.

Maintain operative WBS: Resume of all steps

We add finish date to the project definition  then WBS overview to check more indicators and
user field to first level WBS  Assign milestone for a meeting and a document  add responsible of
each WBS in WBS overview-responsibilities  If you don’t define a substitution in
project profile you can select all WBS and choose the substitution there.
Standard WBS:

CJ91  same as project creation.

Data maintenance tools:

During complex and extensive projects, it is often necessary to change large amounts of master data
or assignments.

You can use the mass change function to make cross-project changes to fields pertaining to project
definitions, WBS elements, networks, activities, activity elements, milestones, and relationships.
If you make a mass change, remember that this might mean that many objects will change
simultaneously. In many cases, you cannot undo the changes made. Therefore, always be particularly
careful when you use this transaction.

You can carry out a mass change that refers to a single project quickly and easily in: the Project
Builder, in the project planning board, or in structure planning. When you save the project, the
system saves the changes.

You can carry out a mass change without viewing it first, or you can check the planned changes
ahead of time in a tabular view and carry out the change there.

In both cases, you can decide whether the SAP system is to replace all values of the corresponding
field with the new value or only a certain value. In the case of numeric fields, you can calculate the
new field value using a formula from the old field value.

Way:
Data maintenance tool:

CJ20N  mass change  choose the object (WBS elements)  select a field and add it  fill it new
value  execute  a list of all changes appears

Direct mass change:

Project structure overview CN41  more  Extras / envrmnt  mass change  change in the same
way  table view to see changes  save  exit

Change responsibilities tab page:

CJ20N  WBS elements overview  Resp  exit

Substitution:
A substitution step is composed of a prerequisite and substitution values.

Prerequisite:
In the prerequisite you define which conditions must be fulfilled to carry out a substitution. If the
prerequisite is not fulfilled (FALSE), the transaction continues without substitution. If the prerequisite
is fulfilled (TRUE), the transaction continues with the substituted value(s). The prerequisites used can
be composed of a simple statement or a complex statement combination and rules

Substitution value(s):
The substitution value is a numeric value or an alphabetic string, which replaces the specified
value(s). You can replace multiple values for each substitution step. Furthermore, you can use user
exits for substitution. With these user exits; you can calculate values and replace them in
substitutions and rules.

Way:
First level WBS element  more  settings  validation/substitution  Choose one and save it
OPSN  Choose an existing one in WBS for example  Step  chose the desired steps and continue
 Subst. method: Constant value for example  continue  Click on subst.  fill the blanks 
Prerequisites  create one: Pers.resp.no > constant  Check the step to see the complete
substitution  Save

Re-check the same substitution  more  Simulate

Validation:
Validation gives you the opportunity to check project definition entries, WBS elements, network
headers, and activities in a way that is not included in the SAP standard delivery.

For example: you can check if the Billing Element checkbox is selected on the first level of the
hierarchy and whether the project has the project type Customer project. If validation indicates that
a statement is incorrect, the system will respond by issuing a warning, an error message, or
information.

A validation can be composed of more than one step so that you can check various fields and value
combinations using one validation.

In a similar way to substitution, you can enter default values for a validation in Customizing for the
Project System in the project profile (or the network profile) and you can decide if validation should
be carried out automatically when you save a project.

Prerequisite
The values to be checked are selected using the prerequisite. If a value is not selected for checking (if
the prerequisite is not fulfilled), the value is valid and the transaction is carried out.

Check
During the check, the values selected using the prerequisite are checked. If the check statement is
true, the transaction is carried out. If the check statement is false, the system issues a message.

Prerequisites and checks are defined using Boolean logic. You can define simple logical statements or
you can define very complex statements, as well using rules and user exits in your logical formulas.

Validation Messages
The system issues the validation message if the prerequisite has been fulfilled but the check has not
been fulfilled. You can define messages (information, warnings, error messages) that are shown. You
can create a long text for each message by using up to four variables to integrate field values from
the validated object.

Network:
When you create a network, you must assign: a network profile, network type, and reference to a
plant to the network.

The network type contains information for controlling and managing networks, including settlement
profile, status profile, and residence times
Depending on the plant and network type, the system selects control data and default values from
three other profiles in Customizing: the parameter for the network type, the confirmation parameter,
and the scheduling parameter.

The network profile contains default values and parameters for working with a network; for example,
the plant, units, control keys for the different activities, or graphic settings

Networks can be described using the following headings:

 Network Profile
 Network Type
 Network Type Parameters (Plant and Network Type)
 Scheduling Parameters (Plant and Network Type)
 Material Availability Check Parameters (Plant, Network Type, and Network Status)
 Confirmation Parameters (Plant and Network Type)

The control key of an activity: stipulates the activity type (internal processing, external processing,
service, general costs activity). The control key also determines how an activity is handled during
calculation, scheduling, capacity planning, and shop paper printing.

All fields and data explanation in course.

Network type parameters:

Maintain network type: OPSC
 The checkbox for the partner update in Controlling determines how total records are created
during CO allocations. The Classification checkbox specifies whether a network takes part in
order classification. Preliminary planning networks (the Preliminary Planning checkbox is
selected) are used for planning and are never implemented. Therefore, they do not generate
any assigned values; normal networks generate assigned values. Residence times specify how
much time must elapse between individual archiving steps.
 Functional areas are used in Financial Accounting as a structural element for your company
in profit and loss accounting, according to the cost of sales method.
 The Object class is used to specify the cost flow in Controlling from a business point of view.
 The Settlement Profile specifies how a settlement is carried out (for instance the possible
recipients).
 Under Status Management, you can enter the user status profile for the entire network.
 By selecting the Release immed. checkbox, networks of this type are given the status
released when they are created.
 Number ranges are assigned to network types. A number range can define either external or
internal number assignment.

Network type parameters overview: OPUV

The system determines the parameters for the network type according to the plant and the network
type.

 The Strategy field defines a key for determining settlement rules for activities.
 The Default rule is a settlement rule that can be used in the above strategy.
  The Reduction strategy describes how the duration of an activity can be reduced
automatically in case of deadline pressure.
 The CstgVariantPlan and CstgVariantActl fields describe how planned costs and actual costs
are to be determined.
 The Plan Cost Calc. checkbox specifies when and how costing is to be carried out.
 Selecting the Wrkflw PO Chg. checkbox activates the workflow for changing purchase order
quantities and dates.
 Using the Activity/Acct Assignment checkbox, you determine whether an activity-assigned
or header-assigned network is generated.
 The Net Order Price checkbox controls whether the net price is transferred unchanged from
the purchase requisition (PR) to the purchase order.
 The Collective PReq. decides for each network whether one purchase requisition with many
items is generated or many purchase requisitions with one item.
 The checkboxes under Status change documents enable change documents to be created
when master data is changed (Change documents checkbox) and when a status is changed.
 Entering a BOM usage allows a BOM alternative to be chosen automatically.
 The Change Profile describes how the system is to react when changes are made to the
configuration. Without the change profile, a configuration change is allowed only when the
status is Created.
 To exchange data with PDC systems, you must set the PDC Active checkbox.

Control key:
The attributes of activities are defined by the Control Key.

 Using Scheduling, Det. Cap. With Req. and Costing, you can control whether an activity is
relevant for scheduling, determining capacity requirements, and network costing. If the
Schedule checkbox is not selected, the system uses a duration of 0 when scheduling the
activity, regardless of the value in the Duration field in the activity.
 The Costs. act, Service, and Externally proc. act. checkboxes define the activity category.
When you schedule externally processed activities,
 You can use the Sched. Ext. Act. checkbox to define whether the planned delivery time or the
Duration field are used for scheduling.
 Using the Confirmation field, you define whether confirmations for an activity are planned or
possible, but not necessary, or whether they should not be possible at all. To print
confirmation slips or time tickets, the corresponding checkboxes must be selected in the
control key.
 You make detailed settings for printing under print control in Customizing for Networks.

Milestones:
You can assign milestones to activities. If you want to use particular milestones several times in
project planning, you should create standard milestones, and use these as templates to copy from.
Milestones assigned to activities or WBS elements are used in the SAP Project System for the
following tasks and functions:
  Information and reporting purposes in the information system and in the project planning
board
 Milestone trend analyses
 Milestone dates in billing plans and milestone billing
 Defined milestone functions in activities (only for activity milestones)

You can use milestones to trigger a sequence of steps that carry out a business process. The following
milestone functions exist

 Release subsequent activities

 Release up to release milestone
 Include a standard network
 Create a network
 Include a sub-network
 Start a workflow task (user-defined workflow task or standard tasks)

You can trigger a milestone function automatically, when you change the system status or user status
in the activity, or manually, if an actual date is defined in the milestone.

BOM:
 You cannot assign materials directly to a standard network; you assign them indirectly by
using bills of material (BOMs).
 The BOM in question can be either a material BOM or a standard BOM. A standard BOM
does not have a “header component”; it is a tool that is used only for assigning material
components to a standard network. It is created and edited directly in the standard network.
 In a second step, the individual BOM items (materials) are assigned to the activities of the
standard network. Phantom assemblies are exploded at several levels so the individual
materials can be assigned to the network activities.

Project and simulation version: Simulation CJV--

Versions in project system:
SAP PS differentiates between the following versions:

 Simulation versions:
Modifiable versions of projects. You create a simulation version in the quotation phase. For
example, if an operative project does not yet exist or if you want to plan other alternatives to
an existing operative project or subproject.
 Project versions:
Snapshots of a project at a specific point, and are used for documenting the progress of a
project over time. Both quantities and values are stored in versions. Project versions are
created either manually or automatically when a status changes.
 CO plan versions: used to plan costs and revenues. You can use CO planning versions to
define various cost plans for a project;
 for example, an optimistic and a pessimistic plan. You can copy values from one version to
another. You can change planned values manually in every version. The costed values are
retained.

Create manually CN72

Automatically Based on system and user status

Transfer project to a simulation version: CJV4

CJV4  Select project and fill the blanks  transfer  yes  See how the data transferred and if it
exists errors  check and exit

Check display administration data with the same target to display data. CJV6

Version keys for simulation: OPUS

OPSU  Create one  save  select a project profile  you will see Version prof case appeared

Open the project  more  setting  option  select simulation case  then open fill the version
key (same target)

We start by the key, then we create a simulation version if they were good, we transfer them to
operative projects.

Check list for tomorrow

 Vacco’s end to end cycle, focusing on projects, master data, MRP and purchase requisitions.
 Assigning non-stocked materials to an activity and generate purchase requisition
 Create templates: cj91 and cn01
 Continue in customization, trying to collect all information in a file: status, user field, Access
control list (to assign authorization), milestones, Multilingual setting, mass change.
 Project versions
Project cycle:

Project execution

Actual cost: in notes

Activity confirmation:
Confirmations perform various business transactions automatically, such as posting actual costs,
actual dates, and actual labor (work) and, if applicable, changing the activity status.

You can create confirmations in the following ways:

  Individually for each network, activity, activity element, or individual capacity.
 As a collective confirmation. You can confirm various networks, activities, activity elements,
and individual capacities at the same time with a collective confirmation.
 Using the structure information system (by selecting activities and accessing individual or
collective confirmation). From the information system, you can send a confirmation workflow
to another user or organizational unit. As an alternative, you can save a pool of confirmations
and select this pool later in the collective confirmation transaction of the time sheet.
 Using the Cross-Application Time Sheet (CATS). CATS is an integrated function used to enter
actual time data important in HR, PS, PM, CS, CO, and MM.
 Through the Internet (by creating an individual or collective confirmation or entering time
data in the time sheet).
 Using the plant data collection (PDC) interface.
 The confirmation of an activity leads to an activity allocation, which leads to a credit to the
cost center assigned to the work center and a debit to the activity.

How to confirm activity:

Network activity overview  select project then the activity  confirm network activity  Change
what you want  confirm

Check the report to see if it works

Check the project builder to see Act.constingVA field created  activities overview  more  edit
 cost  cost itemization  continue  change layout  choose what you want to see

Analyze prices for activity type  enter a cost center  you can price by actv. types

Customization:
SPRO  PS  Costs  planned costs  automatic costing in network/activity  costing  define
costing variants  here where we create the valuation strategy

Cross-Application Time Sheet (CATS):

To refer if we need it

Actual revenue:
The billing method determines the form of the billing plan.

Depending on your business processes, you can select one of the following:

 Billing in FI without the use of SD

 Billing in SD:
 Milestone billing and billing plan
 Resource-related billing
 Integration of resource-related billing and billing plan

! The settings relevant for billing in SD are the item category and DIP profile.