1

Table of Contents
Project System.................................................................................................... 3
How to Adjust Basic Project Settings .................................................................... 3
Maintaining Operative Work Breakdown Structures ............................................ 23
Substitution ...................................................................................................... 29
Validation ......................................................................................................... 35
How to Create Standard WBS ............................................................................ 40
Customizing Networks ...................................................................................... 44
Create a Standard Network................................................................................ 58
How to Assign Standard Networks to Standard Work Breakdown Structures ........ 60
In the following steps, you will create a finish-start relationships for activities. .... 77
How to Expand the Network Structure ................................................................ 82
Creating and Transferring Simulation Version ..................................................... 96
Application Scenarios for Simulation Versions ................................................... 97
Creating Project Version .................................................................................. 106
Milestones Trend Analysis ............................................................................... 107
Graphical Form ............................................................................................... 107
How to Perform Milestone Trend Analysis ........................................................ 109
In this exercise, you will create and analyze project versions. ........................... 120
Scheduling Dates for Work Breakdown Structure.............................................. 124
Customizing setting for time scheduling ........................................................... 141
Dates of Assigned Objects ............................................................................... 149
Time Constraint and Reduction ........................................................................ 160
For WBS elements without assigned activities:................................................. 171
Capacity Analysis in the Project Information .................................................... 195
Confirmation Options ...................................................................................... 226
Variances and Actual Capacity Requirements .................................................. 242
Cross Application Time Sheet(CATS) ................................................................ 246
Reporting with SAP HANA: Large Hierarchies .................................................... 250
Internal and External Resource planning .......................................................... 252
Workflows and Mails in Project System ............................................................ 271
Assign SAP Organizational Object Type: ........................................................... 273
Planning of External Services ........................................................................... 275
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Project System

How to Adjust Basic Project Settings

SPROàProjectSystemàStructureàOperative Structuresà Work Breakdown
Structure (WBS) à Create Project Profile
Click 0000001
Click Copy AS

ZICPS01 is now entered in the Proj.Prof First Box

Only One Root is Selected

Use this indicator to specify that there can only be one WBS element at the first level (root) for each project
definition.

Ensure that valuated stock is selected

PS000002 is now entered in the WBS Status Profile Box

4

Ensure that All WBS Element is selected in the Project summarization field

Click Controlling
ICPS01 is now entered in the Budget Profile Box

Assign Organization Master Data to Project Profile

Click Save

In the following steps coding masks and blocking checkboxes will be set up
5

SPROàProjectSystemàStructureàOperative Structuresà Work Breakdown

Structure (WBS) à Project Coding MaskàDefine Project Coding Mask
You can now see the different masks and the setting

Click Back.
In the following steps the various checkboxes will be explained in the table Define
Special Character for Projects.

Click Define Special Characters for Projects

6

You can now see the special character for projects

Project Coding Mask Exampe

Go to TCODE-CJ20N

Create New Project

After Inserting Masking key Coding will be drive automatically

Create WBS Hierarchy Without specifying Level
7

Go to Setting Poject and Execute Drive Structure

After Execution
System Will automatically drive WBS Hierarchy level
8

How to Maintain a Project Status

1.Go to TCODE-CJ20N
2. Islamabad Plant is double-clicked.
9

Click WELL HEAD EQUIPMENT

Click System/user Status.

10

Ensure that ZPS_0001 is entered in the Status Profile field.

11

Click Business Process

You can now see that Budgeting is allowed.

Click Back .
Click Save.
Go to SPROàProjectSystemàStructureàOperative Structuresà Work Breakdown
Structure (WBS) à WBS User Status àCreate Status Profile
Click ZPS00002.

Ensure that the following values are entered in the first row of respective fields:
12

Status Number:Blank
Status:LOB
Short Text: Original Budget Locked

Click Original Budget Locked

Click Details

Click New Entries.

Forbiddis
selected for
Budgeting.

Click Save.
13

Ensure that Set is selected for Budgeting.

Go to TCODE-CJ20N and go to Previous Project(Project Builder)

Click System/User Status

LOB is selected.

Click Business Process.

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Click Transaction Analysis.

Click Edit.
15

Click Status.
Click User Status.
Click Set&Pass on.

How to Define User Fields and Adapt Interface Settings

Go to SPROàProjectSystemàStructureàOperative Structuresà Work Breakdown
Structure (WBS) à User Interface Settings à Create User-Defined Fields for WBS
Elements

Click New Entries.

16

Go to TCODE:CJ20N (Project Builder)

Click User Fields

Maintain Values.
Click Save.
Go to SPROàProjectSystemàStructureàOperative Structuresà Work Breakdown
Structure (WBS) à User Interface Settings à Define Field Selection for Work
Breakdown Structures
17

Click Field Selection: WBS Element.

Click Influencing.

Click Field Key.

Click Influencing. ICPS01 is now entered in the box.

18

Hide is now selected for PRPS-USR01.

Similarly, hide all the user-specific fields (starting with PRPS-US...) except for the
PRPS-USR00 and PRPS-USR04 fields.

Click Save.
After Configuration Check WBS Master related to User Field.

How to Create WBS Elements

19

Go to TCODE-CJ20N
Click Create.
Click Project.

P.NASP5 is now entered in the first Proj Def:Box

PipeLine Project is now entered in the second Proj Def:Box
Click Project Profile .
Click ISPS01
Enter is now pressed.

WBS Element is Double-Clicked

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P.NASP5 is now entered in the first WBS element Box.

Entry is confirmed by pressing the Enter key.

Click Proj Def

You can now see the CO area field.

21

Click Control.
You can now see the Project Profile field.

Click Basic Data.

WBS Element is Double Clicked

Ensure that P.NASP5.ENG is entered in the WBS element field.

Engineering /Design is now entered in the second box.

Entry is confirmed by pressing the Enter key.

Ensure that P.NASP5.ENG.M entered in the WBS element field.
Mechanical Engineering is now entered in the secondbox.
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Ensure that P.NASP5.ENG.E entered in the WBS element field.

Electrical Engineering is now entered in the second box.

Similarly you can create more wbs according to your scenario.

After Creating WBS.

We have to manage WBS Hierarchy structure according to our coding mask.

Click Project.
Click Derive Structure.
Click Execute.
23

After Execution Hierachy will derive from coding mask

You have now seen how to create WBS elements.

Maintaining Operative Work Breakdown Structures

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.
However, the SAP system only makes the changes if the corresponding
prerequisites have been fulfilled, or if the business activity is allowed and you have
the appropriate authorization. The same authorization objects used for individual
changes are used for mass changes. If the system cannot change a field value in a
WBS element, it does not carry out the changes in this WBS element. However, if
you want to include other WBS elements or networks in your selection for mass
changes, and if errors do not occur there, the system carries out the changes in
these projects.

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.
To carry out a mass change relating to more than one project, you can use the
structure info system or the transaction for mass changes in the Project System. In
these cases you can carry out the mass changes online or plan them as background
jobs. You can test the extent of your changes before you actually make a mass
change. A log of the changes is issued for each mass change. The log can be saved
and analyzed later.
Mass Change
When you make the mass change you can select and change data in variety of ways
you can carry out mass change without viewing it first or you check the plan data in
tabular view and carry out the change there in both cases weather the sap system
24

How to Use Data Maintenance Tools

Go to TCODE CJ20N

F-13001 is Double Clicked

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Click Mass Change

Click WBS Element

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No of Person Responsible is Selected

Click Choose
Press Enter
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53 is now entered in the new value Box.

Click Execute
You can now see a log that list all the changes made

In the Following Steps the WBS Element overview for a project will be opened and
the responsiblities Tab will be changed
Go to TCODE CJ20N
F-13001 is Double Clicked

Click WBS Element Overview

28

Click Responsiblities

You can now Adjust Width by selecting and dragging the column seperator For WBS
Element and Person Respnsible

You can now Drag the Resp cost center and move it Beyond the Person Responsible Person
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Click Table Setting

NEW001 is now entered in the Variant Box

Ensure that use as the standard in selected

Click Create
Click Save

Substitution
You can trigger substitution for a project manually, or the system can do it automatically
when you save a project. In Customizing for the Project System, you can define default
values for substitution in the project profile (or network profile). Using an additional
indicator in the project profile, you define whether the system should carry out a substitution
when saving the WBS. You also define the substitution rules for the Project System in
Customizing. 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)
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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.

In the Following steps the subsitution Profile for all wbs element will be assigned,The result
will be displayed and the changes will be saved
Create New Project with WBS Element and Ensure person Responsible is 57 and Profit
center ICPS03 is mainatined in WBS Master

Ensure that WBS element overview is selected

Click Expand ALL

31

Click Select All

Click intermediate Save

Subsitution Work Profit Center ICPS03 replaced with ICPS01

Customizing Setting For Substitution
Go to SPROàProjectSystemàStructureàOperative Structuresà Work Breakdown
Structure (WBS) à Maintain Substitutions
Click WBS Element

Click ZICPS01
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Click Step
PRCTR is selected

Click Enter
33

Ensure that constant value is selected

Click Enter

Click
ICPS01 is now entered in the Profit Center Box

is Double Clicked
34

Structure PRPS is Double Clicked

Clicking in the scroll area displays the desired area

PRPS-VERNR is Double Clicked

Click

Click
Enter Person Responsible
35

Click Back

Click Save

Validation
When you enter data in the SAP system, it is checked against tables and master data.
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.
Validation can be composed of more than one step so that u can check various field and value
combination using one Validation in a similar way to substitution you can enter the default
values for the validation

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
36

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.

In the Following steps the Validation Profile for all wbs element will be assigned,The result
will be displayed and the changes will be saved
Create New Project with WBS Element and Ensure Project Type A1 and Profit center
ICPS03 is mainatined in WBS Master
Go To TCODE=CJ20N
Search Project= F-13011

Ensure that WBS element overview is selected

Click Select All

Follow The Path
37

Click Validation

Validation Carried Out

Customizing Setting For Validation
Go to SPROàProjectSystemàStructureàOperative Structuresà Work Breakdown
Structure (WBS) à Maintain Validation
Click WBS Element
38

CLICK ICPS01

Maintain Validation
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Maintain Message Number

Click Message

Click
Miantain Messages
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How to Create Standard WBS

In this demonstration, you will see how to create standard WBS.
Go to transaction CJ91
ICMAP is now entered in the Std. project def.
41

ICPS01 is now entered in the Std. project def ICPS01

Press Enter
Standard WBS is now entered in the Proj Def Second Box
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Click WBS Element Overview

Maintain WBS

Click 2nd WBS

Go to EDIT

Click Level Down

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Maintain 3 4 level From Level Down

Click Save
In the following steps, the standard work breakdown structure will be released and
saved.
Go to Transaction Code CJ92
ICMAP is now entered in the Std. project def Box
Entry is confirmed by the Enter key.

Click Project Definition

Click Edit
44

Click Status
Click Release

Status Changed

Click Save
You have now seen how to create standard WBS.

Customizing Networks
Networks
Depending on the network type and plant the system select control data and default
values from three other profiles in customizing
1.The parameters for the network type
2.The confirmation parameter
3.The scheduling parameters
4.To check the availability of of material components
The network Profile contain default values and parameters working with a network For
example
Plants
Unit
Control Key For different activities
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Graphic setting
Network Type Parameters
The network type contain information for controlling and managing network, including
Settlement Profile, Status Profile and Residence Time

Network Type parameters (Plant and network type) include the following
1.Header/Activity account Assignment
2. Costing Variant
3.Change Profile
The scheduling parameters are defined in customizing and include scheduling type
schedule automatically checkbox and reduction strategy
Confirmation Parameters(Plant and Networktype) include check,workflow and
proposed service
Network Profile
Network Type
Network Type Paramters(Plant and network type)
Scheduling parameters (Plant and network type)
Material Availability check parameters (Plant,NetworkType,Network status)
Confirmation Parameters (Plant and network type)
Control Key

Network Profile Data

When a network is created the system requires a network profile containing different
default Values
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Plant, Network Type, and MRP Group are required information for creating networks.
The Relationship view field specifies whether predecessor or successor, or all
relationships are displayed in the list of relationships. The Level of detail field applies to
networks with external relationships and specifies the level of detail with which the
linked networks are displayed in the network structure graphic.Comp. Increment and
Op. and Act. Incrmt fields specify the default increment for the numbering of
components and activities. The Check WBS Act. field defines how activity dates are
taken into account during top-down scheduling. The Overview variant describes how the
object overview is structured. TheProcurement checkbox is relevant for the assignment
of components, and groups together default values.
Fields
The Field key describes the short texts for user fields. The Version profile controls
whether status-dependent project versions are created and which data is contained in
these versions. The Res./Purc.req checkbox determines when reservations and purchase
requisitions are created. If the Capacity requirements checkbox is selected, the system
determines the capacity requirements when the network is saved. If you use the Entry
tool, the system branches to the Detail screen of an activity when a new activity is
created. TheProject Summarization checkbox specifies whether activities take part in
project summarization. The Proj.summ.Master Data checkbox determines whether
summarization is executed on the basis of classification or master data characteristics.
Using Align finish date, you define whether the component requirements date is aligned
to the start or finish of the activity.
In the fields for Validation and Substitution, you can enter default values for the
validation/substitution to be used in the network header and activities. These are
executed automatically on saving. 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 page, ACL (w/o Inh.) to disallow inheritance of
47

access objects to subordinate objects, and ACL (with Inh.), to allow inheritance of access
authorizations.
The Graphic Profile describes the structure of the network structure graphic. In the
graphic, all relationships are displayed as either FS relationships or according to their
proper type (Relationship Display). Activities can be displayed in the graphic in four
different levels of detail (Activity Display). In the extended display of activities, the
specified color indicates an assigned object. The Project Planning Board Profile
determines the appearance of the GANTT chart. The Overall profile ID for capacity
leveling contains all settings for a capacity leveling.
The Activities tab page of the network profile contains default values for the different
activity types. The activity key determines the business characteristics of each activity.
For internal activities, the Cost Element can also be entered for the material planning
value, as well as default values for the Unit of Work and Duration, and the Calculation
Key, which describe the distribution of capacity requirements and costs across the
activity duration. In addition to the Control Key for cost activities, a default can also be
entered for the Cost Element for the planned costs.
For externally processed activities and service activities, additional organizational data
for Purchasing and default values for the Cost Element and Unit of Measure can be
entered in the network profile.
Network Type Data
When a network is created the network type is either determined from the network
profile or entered manually

To get an overview of Customizing for networks, you will learn how to create your own
profiles for networks with templates of existing profiles. When you add activities to the
future project structures, the settings you make here will be automatically used.
In this exercise, you will customize the networks.
Go to SPROàProjectSystemàStructureàOperative StructuresàNetworkàSettings
for NetworkàMaintain Network Types
48

Select PS02

Copy AS
Enter PS31 in the Order Type Box
49

Press Enter

Click Save
Select PS31
50

Click Details
You can see that PS000003 is entered as the status profile.

Click

If you create a network type without a template, you must manually assign the network to a
number range.
51

Click Back .
In the following steps,you will define parameters for the network type and check whether the
account assignment occurs on the header level or the activity level due to the settings.
Go to SPROàProjectSystemàStructureàOperative StructuresàNetworkàSettings
for Networkà Specify Parameters for Network Type

Select Plant 0110

Click Copy As
Enter PS31 in the Network Type Box
52

Un Select CollectiveRequestn

Ensure that ActvtyAccAsgn checkbox is selected.

Please Press Enter.

Click Save .

Click Back .
In the following steps, you will create your own network profile.
Go to SPROàProjectSystemàStructureàOperative StructuresàNetworkàSettings
for Networkà Maintain network profiles

Select 0000002.

Click Copy As .
Enter ICPS031 in the Network Profile Box.
Enter ICMA Engineering Project in the Description Box.
Enter 0110 in the Plant Box.
Enter PS31 in the Network Type Box.
Enter ICP in MRP Cont.Group
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Enter 2 in the Res./Purc.req. box

Click
Enter ICP in the Purch. Group Box.
54

Confirm your entry by pressing the Enter key.

Click Save .
Click Back.

In the following steps, you will create scheduling parameters for the network type.
Go to SPROàProjectSystemàStructureàDatesàSchedulingàSpecify
Parameters for Network Scheduling
55

Select 0001.

Click Copy As.

Enter PS31 in the Order Type Box.
Enter 0110 in the Plant Box.

Ensure that Forwards is selected in the Scheduling Type field.

Confirm your entry by pressing the Enter key.

Click Save .

Click Back .
In the following steps,you will enter the network profile in the project profile.
56

Go to SPROàProjectSystemàStructureàOperative Structuresà Work Breakdown

Structure (WBS) à Create Project Profile.
Select ICPS0.

Select Deatails .
Click .
Enter ICPS031 in the Network Profile Box.

Click Save .

In the following steps,you will define confirmation parameters for the network type.
Go to SPROàProjectSystemàConfirmationàDefine Confirmation Parameters
Select Plant 0001 With Network with Activity Assignment

Click Copy As
Enter 0110 in the Plant Box
Enter PS31 in the Network type Box
57

Please Press Enter

Click Save
In the following steps, you will activate the automatic material availability check.
Go to SPROàProjectSystemàMaterial àAvailability CheckàDefine Checking
Control
Select Plant 0001
Click Copy As.

Enter 0110 in the Plant Box

Enter PS31 in the Order Type Box
58

Please Press Enter

Click Save
You have now customized the networks.

Create a Standard Network

You have already created a standard work breakdown structure as a template for your
operative work breakdown structure. You would now like to create a suitable template
for networks and link it to your standard work breakdown structure. In this task you
create a standard network. In addition, you assign the header and the activities of the
standard network to the WBS elements of your standard work breakdown structure so
that you can create both structures later. In this exercise, you will create a standard
network.

Go to TCODE:CN01
59

Select Profile
Press Enter
Click Network Usage: Universal
Click Network Status: Released
Select Plant:0110

Confirm your entry by pressing the Enter key.

Click Activities.
60

Maintain Activities according to your requirement

Click Save

How to Assign Standard Networks to Standard Work

Breakdown Structures
In this demonstration, you will see how to assign standard networks to standard work
breakdown structures.
In the following steps, you will assign a standard network to the WBS elements of
a standard work breakdown structure.
Go to TCODE:CN02
10000002 is now entered in the STD Network Box.
61

Click
ICMAP.12345 is now entered in the Std.WBS element box.

Click Activities.

Click Total.

Ensure that ICMAP.12345 is entered in the STD.WBS element field for activities 0010
and
0020.

Ensure that ICMAP.12345.123 is entered in the STD.WBS element field for activities
0030.
62

Similarly, enter the following in the Std.WBS element field in the respective activities:

Click Save.

In the following steps, the creation of a network with template and an

operative
work breakdown structure by saving the network will be shown.
Go to TCODE: CJ20N

Click Create
Click Copy

10000002 is now entered in the Std network Box.

Click Network Parameters
ICPS031 is now entered in the Network Profile Box.
PS31 is now entered in the network type box.
0110 is now entered in the Plant Box,
ICP is now entered in MRP Controller Box.
63

Click Enter.
Standard Network is now entered in the second box.

Entry is confirmed by pressing the Enter key.

You can now see that the system has read the standard network and created an
operative network.

Click Save
64

F-13015 is now entered in the Project Definition Box.

Click Create Project .

You can now see the project F-13015 in the worklist under Projects Processed Last.

You have created an operative work breakdown structure.You will become familiar
with the creation of networks by adding activities and networks to your example project
and detailing them.
Go to TCODE: CJ20N
Double-click on F-13011
65

Click Control

Click Network Profile

Click ICPS031 Network Profile
66

Click F-13011

Click Activity
67

Click in the scroll area to display the desired area.

68

Click Costs

Drag Cost
Drop on F-13011
Enter Costs for meetings in the Activity Box

Enter 1000 in the amount Box

69

Ensure that 41020 is entered in the Cost Element field.

Enter 20 in the First Normal Duration Box.

Enter DAY in the second Normal Duration Box.

Click Intermediate Save.

After the data has been released, the system creates the activity and the network header
using a preliminary number. The system uses the network profile defined in the project
definition as the network profile for this network.

In the following steps, you will create a second network for the WBS elements of
the project.
Double-Click on F.13011
70

Click Forklift AB101

Right-Click on
Click Create

Click Copy Network.

71

Enter 10000000 in the Std Network:box.

Click Network Parameters.

Ensure that Network Profile ICPS031 Selected
Ensure that Network type PS31 selected
Ensure that Plant 0110 selected
Ensure that MRP controller ICP selected
72

Enter Design, Procurement, and Assembly in the Network Box.

Confirm your entry by pressing the enter key.

Click in the scroll area to display the desired area.

73

Drag

Drop on Quality assurance.

Click

Drag
74

Drop Engineering and Construction

Click

Drag

Drop on Engineering and Construction

75

Click

Drag

Drop on

Click

Drag

Drop on
76

Click

Drag
Drop on
77

In the following steps, you will create a finish-start

relationships for activities.
To establish relationships between the activities listed, we'll need to understand the typical
process flow in a project involving layout, engineering, procurement, assembly, and
meetings. Based on common practices in such projects, here's a probable relationship flow
chart using the Start-to-Finish (SF) and Finish-to-Start (FS) methodologies:
Layout (5 days):
Finish-to-Start (FS): After the layout is completed, the next steps like Customer Acceptance,
Mechanical Engineering, and Electrical Engineering can begin.
Customer Acceptance (1 day):
Finish-to-Start (FS): Often follows after the initial layout or initial engineering phases to
verify the design meets customer requirements.
Mechanical Engineering (3 days):
78

Finish-to-Start (FS): After completion, this can trigger the procurement of mechanical parts,
which depends on the specific mechanical designs.
Electrical Engineering (7 days):
Finish-to-Start (FS): After completion, it can trigger the procurement of electrical parts,
depending on the specific electrical plans and designs.
Procurement Mechanical Parts (60 days) and Procurement Electrical Parts (30 days):
Finish-to-Start (FS): These phases need to be completed before Assembly can start, as both
mechanical and electrical components are necessary for assembly.
Assembly (15 days):
Finish-to-Start (FS): Once assembly is complete, it can trigger the Customer Acceptance
phase if additional validation is needed, or it may lead to the final Cost for Meeting to discuss
project completion and next steps.
Cost for Meeting (20 days):
This is typically a follow-up activity that can be related as a Start-to-Finish (SF) with the
Assembly, as discussions regarding costs and further requirements might start towards the
end of assembly.

Click
Click Relationship

Overview
Click in the scroll area to display the desired area.

Click in the scroll area to display the desired area.

Select 1000
79

Create Relationship

Select 1030

Create Relationship

Select Scs
80

Select 1050

Create Relationship

Select Scs .

Select
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The 'Customer Acceptance' activity will commence upon the completion of the 'Layout'
activity

Select

"Both the 'Mechanical Engineering' and 'Electrical Engineering' activities will

commence following the completion of the 'Customer Acceptance' activity."

When you select a relationship in the tabular overview, you can display the
relationship data in a detail screen by choosing Detail View.

Click Save.

Enter CJ20N in the Transaction Box.

Confirm your entry by pressing the enter key.

Double Click On

Click

Click Network Graphic

82

Click Connect
Drag Line to connect activities
Drop on Free Area

Click Back
Click Save

How to Expand the Network Structure

In this demonstration, you will see how to expand the network structure.
In the following steps, a network will be opened and activity elements will be assigned to
an activity.

Go to TCODE: CJ20N
Double Click on F-13011
83

Ensure that Individual Objects and Activity folder is expanded in the Templates screen
area.
84

Click Cost for meeting

Click in the scroll area to display the desired area.
85

Double Click on
Drop on Cost For Meeting

In the following steps,a PS text will be assigned to activity of the first network by
transferring the PS text.
Click Cost For meeting
86

Click in the scroll area to display the desired area.

Double Click on PS Text

Click General Comment
Enter Project 00 in the Project Text Box.
Click Text format.

Click .
87

Enter is now pressed.

Click Transfer

In the following steps, you will assign a material component to activity 10.
Ensure that Individual Objects folder is expanded in the Templates screen area.
88

Double-click on
Drop on Cost for meeting
Enter 2772 in the material box.
Enter L in the item Category Box
Enter 1 in the requirement Quantity Box.

Confirm your entry by pressing the Enter key.

89

You can see the assignment of material components to network activities.

Use an activity element to add detail to an activity in your project. Using an example,
look at the manual assignment of material components. Plan the release of activities
using the milestone function.
In this exercise, you will maintain network milestones.
In the following steps, you will plan costs.
Go to TCODE: CJ20N
Double Click on F-13095

Click Expand
90

Click in the scroll area to display the desired area.

Drag .

Drop on
.
Enter Customer Presentation in the Name box.

Enter 800 in the amount Box.

Enter 41008 in the Cost element box.

Ensure that PKR is entered in the Unit field.

Please press Enter.
In the following steps, you will plan the procurement of a shaft framework for the
elevator.
91

Drag .

Drop on .
Enter 2772 in the Material Box.
Enter L in the item category Box.
Enter 1 in the Requirement qty box.
Confirm your entry by pressing Enter key.
Click Reservation for WBS Element.

In the following steps, you will create a milestone.

Click in the scroll area to display the desired area.

Drag .
Drop on .
Enter Release subsequent activities in the second Milestone Box.
Enter 00004 in the usage box.

Select Milestones Function .

Select Offset to Fin.

Click Function .
92

Select Release following activities .

Enter Subp in the User sts box for release following activities
Enter + in the change box for release following activities.

Click Edit .
Click Status.
Click User Status.

Select .
93

Press Enter .
You can see that the milestone function is now triggered.

Press Enter

Press Enter

Click on
94

You can see that the system status is REL - Released for activity 0030.

Go to Transaction CODE CN41N.

Enter PS Info Profile 000000000001.

Enter F-13095 in the Project Field.

Click Execute .

Click .
Click Expand All.
Click Select Layout .
Select Change Layout.

Click .
Search Project cost plan.
Select Project cost plan.

Select .
95

Select Enter .
Drag Project Cost plan

You can see Project Plan Cost for Activities.

96

Creating and Transferring Simulation Version

Version in the Project System
Sap project system differentiate between following versions
Simulation Version (can be changed)
Project Version (Snapchat cannot be changed)
CO Plan Versions
In SAP Project Systems (PS), a simulation version is a modifiable version of a project
that you can create during the quotation phase, especially if an operative project doesn't
exist yet or if you want to explore alternative plans for an existing project. Project
versions act as snapshots of the project at a specific moment, allowing you to track its
progress over time. These versions store both quantities and values and can be created
manually or automatically when the project status changes. CO plan versions are used
to plan costs and revenues, enabling you to define different cost plans for a project, such
as an optimistic scenario.
97

Application Scenarios for Simulation Versions

Simulation versions in SAP PS are useful for planning and exploring different scenarios
in a project. Differences from the original plan often arise, requiring new plans for part
or all of the project. For complex projects, like make-to-order production, simulation
versions allow you to make and save changes without impacting the actual project. At
the start of a project, simulation versions can be used to model different scenarios
before transferring them to an operative project. They are especially helpful during the
quotation phase and for comparing "what-if" scenarios. You can create multiple
simulation versions, compare them, and choose the most suitable one.
Even while a project is ongoing, you can copy the operative project into a simulation
version, analyze the changes, and then transfer it back to the live project if needed.
Simulation versions are managed using tools like the Project Planning Board or Project
Builder.
When an operative project is copied into a simulation version, the system generates a
log file that lists the transferred objects and any errors. The system can also run a test
to check if transferring the project or simulation version is possible.
98

Simulation Versions
Simulation versions are manually created, modifiable, and can be easily deleted. You
can create simulation versions for the entire Work Breakdown Structure (WBS) or a
part of it. Multiple simulation versions can be made for a project, allowing you to
compare and evaluate different options.
When transferring data between an operative project and a simulation version, the
following elements are included:
WBS elements
Network activities and activity elements
Relationships
Subnetworks
Milestones
Materials for activities
Capacity requirements
Invoice plans for networks and billing plans for WBS
Costs, revenues, and payments (actual values are transferred only from an operative
project to a simulation version)
Documents, PS texts, and long texts (based on the simulation profile)
However, other orders like production orders (used in networks) are not copied as
objects. Integration with sales (like quotation processing or assembly processing) and
purchasing/production (material planning requirements) is not supported for
simulation versions.
99

In customizing, define the version key so that the same version number is used only
once for each project. Use simulation versions during the quotation phase of your
project to model different scenarios.
Evaluation of Simulation Versions
Like project versions, simulation versions can be analyzed and compared with each
other in the information system. However, cost element reports do not support
simulation versions. In the structure info system, it is not possible to modify simulation
versions, unlike operative projects.

How to create a Simulation Version

In this demonstration, you will see how to create a simulation version.
In the following steps, the project will be transferred to a simulation version.
Go to TCODE: CJV4
Ensure that F-13095 is entered in the Project def. field.
100

Click Operative Data --> Version

Enter ICM00A in the Target version: box.

Click .

Click .
Note that a log is displayed showing if the data was transferred, or if any errors
occurred.
101

In the following steps, the administration data created by the system will be displayed.
Go to TCODE: CJV6
Enter ICM00A in the Version Key Box.
F-13095 is now entered in the Project Definition Box.

Entry is confirmed by pressing the Enter key.

You can now see the Administrative data created by the system.

In the following steps, a new input template for version numbers will be created in
customizing for the project system and the place holders used will be displayed.
Go to SPROàProjectSystemà SimulationàStipulate Version Keys for the
Simulation
102

Click New Entries .

Enter VER++ in the Version box.
Enter CAPEX Projects in the Description box.

Click Save .

Click Enter.

In the following steps, the definition and function of simulation profiles in customizing
and a field in the project profile will be shown.
Go to SPROàProjectSystemàStructureàOperative StructuresàWork Breakdown
Structure (WBS) àCreate Project Profile
Select Project Profile ICPS01

Click Details .
You can now see the Version field in the profile.
103

In the following steps, the simulation version will be changed.

Go to TCODE: CJ20N

Double Clicked on

Click Setting.
Click Options.
104

Ensure that Simulation is selected.

Click Enter .

Click Open .

Enter ICM00A in the version key box.

Enter F-13095 in the Project Definition.
105

Click Enter .
You can now see that the simulation version is displayed in the Project Builder.

Ensure that Individual Objects folder is expanded.

Click .
Drop on .
Enter Delivery in the Description box.
Enter is pressed.
106

Click .

Drag .

Drop on .
Enter Packing and Delivery in the Description
Enter ICPS31 in the WorkCentre box.
Enter 10 in the Work box.
Enter 5 in the Normal duration box.

Click Save.
You have now seen how to create simulation version.

Creating Project Version

A project version captures the state of a project at a specific time or after a specific
action, serving as a record of the project's past status. It can be used to compare with
the current operative project. Project versions are required for Milestone Trend
Analysis (MTA). They can be created manually or automatically at specific points, such
107

as when changing the Work Breakdown Structure (WBS), depending on the user or
system status.

Milestones Trend Analysis

Milestone Trend Analysis (MTA) helps in simple, clear monitoring of the project
schedule by identifying variances and trends quickly. It compares the scheduled dates of
important milestones at different points in time to highlight deviations from the planned
schedule.
At specific times, the dates of key milestones are recorded in special project versions.
These milestone dates can be compared visually using an MTA chart or in a table, and
can also be compared with current dates or dates from simulation versions. This allows
us to quickly spot if the project is delayed or off track.

Graphical Form
In a Milestone Trend Analysis (MTA) chart, time is represented on both axes, with
milestones plotted against report dates. If the project stays on schedule, the curve
108

remains flat. If the project is delayed, the curve rises; if it's ahead of schedule, the curve
falls.
To use MTA, you need to assign milestones to the WBS elements or network activities
and mark them as relevant for trend analysis. When creating a project version, either
manually or automatically, the "relevant for MTA" checkbox must be selected.
MTA can be accessed from either the information system or the project planning board.
It shows the milestone dates for the project at different report dates, both in a graphical
and tabular format. In the information system, you can filter the milestones to be
displayed. MTA uses either basic or forecast dates, but actual dates take priority over
scheduled ones. Historical project information is retrieved from the project version.
Data Transfer in Simulation Version
Customizing for the simulation version consists of two steps: first, setting up input
templates for the simulation.

Data Transfer in Project Version

When generating a status-dependent project version, the version profile determines
which data is copied to the project version. If you create a project version manually,
whether in network maintenance or WBS maintenance, the version profile also controls
the data that is copied. If you manually create a project version using transactions
CN71, CN72, or the structure info system, the data is copied according to the version
profile.
109

We maintain the version profile in the project system's customizing and assign it to the
project and network profiles. The version profile is used to define what information is
included in the versions. First, you set which versions are created automatically when a
specific system or user status is reached. Then, you specify what data will be written to
these automatically created versions.
You need to define a version profile if you want versions to be created automatically
based on status, or if you want to generate versions directly from the work breakdown
structure or network maintenance. However, a version profile is not required if you
plan to generate versions manually from the structure information system or use
transaction CN72.

How to Perform Milestone Trend Analysis

In this demonstration, you will see how to perform milestone trend analysis.
In the following steps, a project will be created in the project planning board.
Enter CJ20N in the Transaction box.
110

Confirm your entry by pressing the Enter key.

Click Create
Click Copy Project

F-10102 is now entered in the box.

Enter Elevator Gr00-C in the box.

Click Project Profile

Select ICPS01

Enter F-10102 in the Box.

Ensure that With activities is selected .

Click Create Project .

111

Click Project Planning Board .

Click Options
Ensure that Free scheduling is selected in the Scheduling scenario field.

Click Plan/basic .

Click

Ensure that Network determines dates is selected in the Schedule. method field and
Adjust basic date is selected.
112

Click .
Click Select All .
Click Schedule .
In the following steps, the milestones will be displayed in the planning board.
Click Edit .

Click .
Click .

Click Back.
Drag .
Drop on .

Click Milestone number .

Enter Engineering/Design in the Description box.
113

Click Back.

Select Trend analysis .

Select Offset to fin .

Click Back .

Click .
Drag .
Drop on .

Click Milestone number .

Enter Procurement in the Description box.

Click Back .

Select .

Select .

Click .

Drag .

Drop on .

Click Milestone number .

Enter Assembly in the Description box.

Click Back .

Select Trend analysis .

Select .
114

Click Project Planning Board .

Click Select All .

Click Schedule .

Click Save .
In the following steps,a project version that can be used for milestone trend analysis will
be created

Enter CN72 in the Transaction box.

Enter F-10102 in the box.

115

Enter 9001 in the box.

Enter MTA-00 in the Version Group box.

Ensure that MTA relevant is selected

Click .

.
In the following steps, a project version will be created at different points in time.
Enter SA38 in the Transaction box.
Confirm your entry by pressing the Enter key.
Enter ZZ_JMKTEST01 in the Program box.

Click .
Enter 9001 in the Version box.
116

Enter 09/22/2024 in the EDATUM Box.

Click Execute .
In the following steps, a time constraint for the first activity will be set.
Enter CJ20N in the Transaction box
Confirm your entry by pressing the Enter key.

Double-click on

Click .
Click

Click Start
Click

Enter 10/23/2024 in the second start box.

Click Project Planning Board .

Click Select All .
Click Schedule .

Click Save .

Click Exit .
In the following steps,a second project version that can be used for milestone
trend analysis will be created.
Enter CN72 in the Transaction box.
117

Enter F-10102 in the box.

Enter 9002 in the Version key box.

Enter MTA-00 in the box.

Ensure that MTA relevant is selected.

Click

.
In the following steps,the different points in time will be stimulated.
Enter SA38 in the Transaction box.
Confirm your entry by pressing the Enter key.
Enter ZZ_JMKTEST01 in the box.
118

Click .
Enter 9002 in the version box.
Enter 10/22/2024 in the box.
Click Exit.
In the following steps,the time constraint for the first activity will be changed.
Enter CJ20N in the Transaction box.
Confirm your entry by pressing the Enter key.

Double-click on .
Click .

Click .
Enter 10/11/2024 in the second start box.

Click Project Planning Board .

Click Select All .
Click Schedule .

Click Save .

Click Exit .
In the following steps,a second project version that can be used for milestone
trend analysis will be created.
Enter CNMT in the Transaction box.
Confirm your entry by pressing the Enter key.
Ensure that F-10102 is entered in the first Project field.
Ensure that Use current data too and Basic dates are selected.
119

Click .

You want to learn how to document the status of your project regularly and test
unplanned changes using simulation versions. Before you update your operative project
with data from the simulation version, you use a project version to document the
original
status of the project.
Transfer the simulation version and analyze the changes to administrative data. Look at
the operative project in the Project Builder.
120

In this exercise, you will create and analyze project

versions.
In the following steps,you will create a project version.
Click

Click .

Ensure that Schedule Project Version Creation is entered in the Job Template field.
Enter Project Version Gr.10 in the Job name box
121

Click
Ensure that Start Immediately is selected and Single Run is entered in the Recurrence
Pattern field.

Click
Enter F-13095 in the Project box.
Enter 101 in the version key box.
Enter Group01 in the Version group Box.
Enter Project before copying in the Description box.
122

Click .

You can now see that the job is finished.

Click Log .
You can now check the log.
123

In the following steps,you will transfer the simulation version to the operative project
and check the changes when administrative data is transferred.
Enter CJV4 in the Transaction box.
Enter F-13095 in the Project Box.
Ensure that Version - -> Operative Data isselected.
Enter ICM00A in the source version box.

Click .

Click .

We are collaborating with the ABAP team to address this issue. Once resolved, you will
be able to transfer the simulation values to the operating project.
124

Scheduling Dates for Work Breakdown Structure

Time Scheduling with WBS Elements
Time Scheduling Functions
Here are the available functions for time scheduling, explained in simpler terms:
Set of Dates: We can define planned dates using basic and forecast dates, and actual
dates will also be shown.
Check Dates: It allows us to check if the dates within the project structure are
consistent, either with or without considering the activities.
Inherit Dates: Dates can be inherited within the work breakdown structure (WBS).
Extrapolation: The extrapolate function calculates the dates for higher-level WBS
elements based on lower-level dates.
Shift Dates: We can shift all planned dates for WBS elements or adjust dates within
sub-hierarchies.
Planning with Different Calendars: We can assign different factory calendars to each
activity or WBS element.
Scheduling Function: This function automatically calculates the dates for activities and
networks.
125

The figure "Project Dates" shows both the manually set planned dates and the system-
calculated dates.

In a project without network, we can manually set basic dates for WBS elements, or use
the project planning board to plan these dates by simply dragging the mouse.
126

Basic dates can either be passed up from lower to higher WBS elements or inherited
from higher to lower ones. We can also check the consistency of scheduling data within
the WBS structure.
Planning Methods:
Top-down: Checks consistency of dates.
Bottom-up: Extrapolates and extends dates.
Free planning: Doesn't check or calculate dates.
Strict bottom-up: Extrapolates, extends, and shortens dates.

To plan the schedule for another internal forklift project, we perform rough-cut
planning for each WBS element, assigning key dates to them.In the date planning
process, we use various functions to compare, adjust, or calculate the dates. In this
exercise, we'll schedule the basic dates for the WBS elements. F-11188
Enter CJ20N in the Transaction box.
Double Clicked on

Click Project Planning board

127

Double Click on F-11190

You can now see that only the basic start date is defined
Click Back

You can now see that the date is displayed according to the position of the cursor.we can
use this information to plan overall date periods for wbs elements and at the same time,
plan for specific days
128

Drag
Drop on finish date

Note that when the cursor appears as a four arrow this means that we can move time
bar when the cursor appears as a two way arrow, this means that we can extend or
shorten the time bar.
Similarly repeat the steps for all wbs elements

Click
129

Maintain Free scheduling

Click Plan/basic
Click Strict bottom up
Click Copy

Select
Click
Click Edit
Click Reconciles dates
Click Transfer basic date to forecast
Click Set of Dates/View
130

Click Forecast dates

Click Confirm

In the following steps, we will shift the planned dates for the entire subtree of the WBS
element(and also the lower level WBS elements) and check the date consistency in the
project structure afterwards
Click

Select
Click Edit
Click Shift Dates
Click Subtree
131

Click Basic dates

Click Continue

Click Continue
132

Click
Click Edit
Click Reconcile Date
Click Check dates within project structure

Click Basic dates

Click Continue
133

Click Continue
Click Edit

Click Extrapolate dates

134

You have now scheduled basic dates in WBS elements

Performing Scheduling of Network and Activities
Time Scheduling Scenarios
Depending on the settings, we can use different methods for time scheduling. Two
common scenarios are discussed here. In a project with an assigned network, scheduling
can automatically set the dates for activities and WBS elements. The project planning
board can be used to select WBS elements and schedule the activities assigned to them.

Networks are always scheduled both forwards and backwards. The scheduling type
decides the initial direction of scheduling. The system calculates the earliest activity
dates using forward scheduling and the latest dates using backward scheduling.
The difference between the earliest and latest dates of an activity is called the float. If
the float is zero or less, the activity is considered a critical activity. Critical activities
make up the critical path in the project.
The dates of assigned activities are combined to give the scheduled dates for the WBS
elements (shown as a thin time bar in the project planning board).
The scheduled dates in the WBS structure can be copied to the basic dates of the WBS
elements to update the project hierarchy. This process can happen automatically if the
right settings are applied.
135

In a work breakdown structure with an assigned network, you can manually plan the
basic dates for WBS elements to ensure a specific part of the project is completed within
a set time frame. You can use a top-down approach or suitable scheduling settings to
schedule activities with this time limit. To do this, you may need to uncheck the
"network determines dates" option and adjust the basic date settings.

Using the Project planning board, you calculate the dates and floats for carrying out the
individual activities of your forklift project.At the same time, you also take into account
the time-based dependencies of the individual activities, as well as other conditions
Enter Transaction Code CJ20N
Double Clicked on F-11198
136

Click on Project Planning Board

Click Adapt Graphic Area

137

You can now see the optimised graphic area

In the following steps, you will plan dates for the project, check the time scheduling
setting and plan the dates for the entire project
The “Bottom-up” scheduling scenario is set so that all activity dates are determined and
then the earliest and latest dates for each are transferred to the assigned WBS elements
as planned dates.To finish, the planned dates are extrapolated for upper-level WBS
elements within the hierarchy
Click More
Click Settings
Click Options

Click Scheduling scenario

138

Click Bottom-up scenario

Click Copy

Click Select All

Click Schedule

Click Basic Dates

139

Scheduling carried out

In the following steps, you will check the floats for the project and display both the
earliest and the latest dates
Scheduling always calculates the dates of activities forwards and backwards.Each
Activity(and activity element) thus has two time bars.Different colours(usually blue and
red) are used to distinguish between activities in the planning board that still have, or
no longer have, time floats

Click set of Dates/View

Select latest dates

140

Click Confirm

In the following steps, you will reduce the duration of an activity and view the effect on
scheduling
Double Click on Assembly of Drivers cabin

Ensure that 18 Day is entered in the normal duration field

141

Click Confirm

Click Select All

Click Schedule

Click Basic dates

You have now performed scheduling of network and activities

Click Save.

Customizing setting for time scheduling

Scheduling types are used for both network and WBS scheduling. The indicators have
the following meanings:
142

Forward: The system schedules forward from the start date of the network header or
WBS element.
Backward: The system schedules backward from the end date of the network header or
WBS element, then forwards.
Capital requirements only: No scheduling is done. The start and finish dates of the
network are copied to each activity.
Today's date: The system first schedules backward, then forward.

Scheduling parameters are created for specific plants and network types.the scheduling
parameters determine scheduling for example, in the transaction network maintenance
CN22 and scheduling of the overall network CN24.the indicator have the following
messages Modify this statement
• Adjust Basic Dates: Copies scheduled dates to the network header's basic dates after
scheduling.
• Scheduling Type: Sets the scheduling type, such as forward first, then backward.
• Start in the Past: Defines how far back the start date can be. If it exceeds the limit,
scheduling uses today's date.
• Automatic Scheduling: Scheduling happens automatically when saving.
• Log Automatic: Displays the log automatically if one is generated.
• Shift Order: Defines how the system handles partially confirmed activities during
scheduling.
• Latest Material Dates: Sets material requirement dates based on the earliest or latest
dates.
• Reduction Type: Reduces activity duration for all activities or only those on the critical
path.
• Maximum Reduction Level: Specifies the highest level of reduction in a strategy, up to
six levels.
• Rescheduling: Controls how the system handles work assigned in "Workforce Planning"
after rescheduling.
In this demonstration, you will see how to customize in time scheduling
143

Go to SPROàProjectSystemàDates à Schedulingà Define Scheduling Types

Go to SPROàProjectSystemàDates à SchedulingàDefine Time Units

Click Units of measurement

You can now see the different time units that have been used
Go to SPROàProjectSystemàDates à Schedulingà Specify Parameters for
Network Scheduling
144

0110 is selected

Go to SPROàProjectSystemàDates à Date Planning in WBSàDefine Parameters

for WBS Scheduling
145

ICPS01 is selected

You can now see the different scheduling setting referring to the settings that are
available in the project builder and the planning board
You have now seen how to customise in time scheduling
146

Influencing Factors in Scheduling

When scheduling internally processed activities and general cost activities, the system
uses the duration you enter for the activity. The duration can also be calculated based
on the work plan and a formula stored in the work center.
For externally processed activities, the system uses the number of planned delivery days
you've entered for the external activity. However, you can use the normal duration from
the internal processing screen of the external activity by specifying it in the control key.
In scheduling, time intervals for relationships between activities are treated as the
minimum time allowed. The system can extend this time but will not shorten it. You can
maintain a work center for both internal and external activities, and within
relationships. The work center stores:
The formula for calculating the duration of activities.
The factory calendar and operating hours for each workday.

The control key for activities is configured using transaction code OPSU. It includes
indicators that define the following functions:
Scheduling: Allows activities and activity elements to be scheduled.
Determine Capacity Requirements: Calculates capacity needs for activities based on the
scheduling result. This should only be set if scheduling is enabled.
Cost Activities: Specifies that the control key is used for general cost activities.
Costing: Includes activities and activity elements in cost calculations.
Print Time Ticket: Controls whether time tickets can be printed, which also requires
the print indicator to be selected.
Confirmation: Allows activities and activity elements to be confirmed.
External Procurement: Determines whether activities are processed internally or
externally.
Service: Specifies whether services can be planned for activities, but this should only be
set if external procurement is enabled.
Print: Decides whether work papers, like time tickets and completion slips, are printed.
Print Confirmation Slip: Controls whether completion confirmation slips can be
printed.
Scheduled External Procurement: Determines whether activities are scheduled based on
planned delivery time or normal duration.
147

Relationships

Relationships define the order in which activities are performed in a network

(or standard network). You can add details, such as time intervals or factory
calendar references, in the relationship's detail screen.
The network graphic lets you view activity relationships in a time-based
format, showing the logical sequence. By default, all relationships in the
network graphic are displayed as Finish-Start (FS) relationships.

Floats
148

A network is always scheduled both forwards and backwards. The schedule type
determines whether forward or backward scheduling happens first.
Forward scheduling calculates the earliest start and finish dates for activities. Activities
without predecessors are considered start activities. The start date comes from the
network header or from backward scheduling.
Backward scheduling calculates the latest start and finish dates for activities. Activities
without successors are considered finish activities. The finish date is taken from the
network header or from forward scheduling.
In scheduling, start times are set at the beginning of the day (00:00) and finish times at
the end of the day (24:00). If work centers are assigned, start and finish times depend on
the work center’s operating hours.
149

In the example of floats, the total float for activity 40 is calculated by subtracting the
earliest start from the latest start:
Total float = Day 6 (0:00) - Day 5 (0:00) = 1 day.
The free float for activity 40 is calculated by subtracting the earliest finish of activity 40
from the earliest start of its successor, activity 50:
Free float = Day 9 (0:00) - Day 7 (0:00) = 2 days.

Dates of Assigned Objects

Activity elements are not scheduled on their own like activities. Their dates are
calculated based on the start or finish dates of the related activities. If needed, you can
set time intervals for the start and finish of activity elements, but their dates must
always fall within the duration of the main activity.
150

Requirements Dates of Material Components

The system calculates the requirement dates for components based on the start or finish
date of the activity. You can use scheduling parameters from the network type or WBS
scheduling to control whether the earliest or latest start date is used as the requirement
date. The transaction you use for scheduling determines which set of parameters
applies:
Network scheduling uses network type parameters.
Project planning board or structure planning uses WBS scheduling parameters.
If the requirement date is before the activity's finish date, you can set a time interval
using an offset. You can also manually select requirement dates for materials,
independent of the activity dates.
Dates of Milestones
151

The figure shows a milestone assigned to a network activity. The planned date can be
entered manually or based on the activity's dates. If it is based on the activity, you need
to choose whether it refers to the earliest or latest date and whether it’s the start or end
of the activity. You can also set a positive or negative offset from these reference dates.
Milestones can also be assigned to WBS elements. Starting with Release 4.6, the
milestone's planned dates can refer to the basic start or finish date of a WBS element.

In this demonstration, you will see how assign objects to activities

Enter transaction Code CJ20N
F-11198 is double Clicked
152

Click Project Planning Board

Click Zoom in

Click Adapt graphic area

In the following steps, an activity element for an activity will be created and the effects
of the time interval to start and time interval to ends will be demonstrated

Click Create

Click
153

Drag
Drop on
is double clicked

ICPS31 is now entered in the work center box

30 is now entered in the first work box
Ensure that H is entered in the second work field
4 is now entered in the first offset to start box.
Day is now entered in the second offset to start box
6 is now entered in the first offset to fin box.
Ensure that day is entered in the second offset to fin. Field
154

Click Back

In the following steps, a material component will be assigned to an activity and the
relationship between activity dates and the requirements date for the component will be
discussed
Click Material Components
155

Drag Material Components

Drop on
2772 is now entered in the material box.

N is now entered in the item category box.

2 is now entered in the requirements Qty Box.
Ensure that align Finish date is selected.

Click Continue .
is selected.
156

Click Component overview .

You can now check and explain the dates shown in the graphic
2772 is double Clicked

Ensure that Align. To start date is selected

Click Back .
157

Click Close .

In the following steps, a milestones for an activity will be created and the fields for the
dates and the time reference for the transaction will be discussed.
Click Milestones .
Drag Milestones
Drop on
is double clicked.
Production Milestones is now entered in the second milestone box.
0004 is now entered in the usage box.
Latest dates is selected
Offset to fin is selected
158

Click Back .

is double clicked
159

Latest dates is cleared

Offset to fin is cleared

Click Continue .

You can now check the dates in the graphic.

Click Save.

Click Yes.
You have now seen how to assign objects to activities.
160

Time Constraint and Reduction

We can set time limits for the start and end of an activity, applying these limits to both
the earliest and latest dates. These time limits can be applied to both basic and forecast
dates of the activity and its elements.

In your forklift project, task must be carried out during a specific time frame because
the employees or the workplace are only available in this time period. therefore you set
time constraints for these critical activities to fix the time horizon in which activities are
processed
Go to Transaction Code CJ20N
F-11198 is double clicked

Click Project Planning Board

161

Click Zoom in on graphic

Double Clicked on

Click Dates
162

Click Start

Cannot start before

Enter 10/30/2024

Click Back

In the following steps, you will reschedule the entire project.

Click Select All

Click Schedule

Click Basic Dates

163

Click

Click Yes

Click Yes

Reductions
164

If the available time for scheduling activities is too short, we can use reduction to
shorten the duration of internally processed activities. This applies only to activities
where a reduction strategy has been set. The system reduces the duration based on the
reduction strategy defined in the network header, but only up to the maximum level
allowed.
When scheduling, the system selects one reduction level for each activity. For example,
it may calculate the earliest dates and apply reduction level 2, which is then used for the
latest dates as well.
Important: Be cautious when using the reduction function, as the system doesn’t check
if an activity’s duration can actually be shortened, nor does it verify capacity
availability.
Reduction strategies help control how activity lead times can be shortened in stages.
You can assign a reduction strategy to each activity, with up to six reduction levels per
strategy, and specify a percentage of reduction for each level.

You are creating a network with a total duration that exceeds the time you have
available for the project activities. To be able to generate of feasible plan, you allow the
system to reduce the duration of certain activities by using reduction strategies
Go to Transaction Code CJ20N
F-11200

Select

Click Network Graphic

Click Adjust
165

Ensure that adjust complete graph is selected

Click OK

You can now see that there are three activities connected by finish-start relationships
lasting 12 working days in total
Double Clicked on Engineering.

You can now check the control key. The control key indicates that internal activities are
used.
Click Close.

In the following steps, you will go back to the project builder and maintain the network
header. Maintain the basic dates in the network header to start at the beginning of next
month and change the duration of working days in total so that the timeframe is not
sufficient for carrying out all activities

Click Back .

Ensure that network header is selected

166

Click Start date

Select 11/01/2024
Click End Date
11/15/2024

In the following steps, you will maintain the network scheduling settings in such a way
that the basic dates are not adjusted. Schedule the network and evaluate the results in
the network graphic
Click Setting
Click Scheduling Parameters
167

Enter 2 in Adjust dates box.

Click Continue .
Click Edit.
Click Dates
Click Schedule

Click Network Graphic .

Note that the scheduling result in negative float times because of the reduced total
duration.
168

Click Back .
In the following steps. You will decide to use a reduction strategy to reduce activity
durations to match the total duration by only reducing the two activities. Reschedule
the network and evaluate the results in the network graphic and the network header
Click Settings
Click Scheduling parameter(network)

Ensure that reduction type field is blank

Enter 4 in the Max.reduction level box.

Click Continue.
Click Engineering/Specification
Ensure that internal tab is selected.
169

Ensure that reduction strategy 1 is selected in the Red. Strategy field.

Click .
Ensure that reduction strategy 1should be blank.

Click .
Ensure that reduction strategy 1 is selected in the Red. Strategy field.

Select
Click EDIT.
Click Dates.
Click Schedule.

Click .
You can now see that the system reduces the time of the first activity engineering/
Specification and the last activity assembly for which you have activated the reduction
strategy.

Click Back .

You can now see that the reduction indicator is set to level 2. This equates to a duration
reduction of 40%.
170

Click Save .

Actual Dates
171

To monitor project dates, you can compare basic dates with actual or forecast dates.
Actual dates for a WBS element can be manually set. However, if you use networks and
network activities, actual dates are typically set when activities are confirmed. If
activities are linked to a WBS element, the activity's actual dates are suggested as
provisional dates for the WBS element, which can then be transferred as the actual
dates.
During activity confirmation, actual dates are usually updated automatically. If you
don't want this update, you can select the "No Update" option during confirmation.

For WBS elements without assigned activities:

You can set the Actual Start Date (AS) only if the WBS element has the status Released
(REL) or Partially Released.
You can set the Actual Finish Date (AF) only if all lower-level WBS elements have an
Actual Finish Date and the WBS element itself is Released (REL).
For WBS elements with assigned activities:
You can set the Actual Start Date (AS) only if the assigned activities have the status
Partially Released or Released (REL).
You can set the Actual Finish Date (AF) only if all lower-level WBS elements have an
Actual Finish Date, and all activities for the WBS element have the status Finally
Confirmed (CNF).

Project Capacities
Life Cycle of Internal Activities
172

Overview of Capacities
The planning of internal activities significantly affects other objects and aspects in the
project system, as well as capacity planning.
Lifecycle of an Internal Activity
173

The lifecycle of an internal activity includes various events, but some, like capacity
leveling or workforce planning, can be skipped if their effort outweighs the benefits.
Internal Processing in the Project Planning Board: You can perform all the steps for
processing internal activities using the project planning board. The figure shows the
minimum steps, but you can also access workforce planning and capacity leveling
directly from the planning board if needed.

You plan, , monitor and execute internal activities in the project planning board
Enter Transaction Code CJ20N
Double Clicked on F-11198

Click Project Planning Board

Click Zoom in on graphic

Click Adapt graphic area

In the following steps, you will plan work for an activity
174

Double-click on
Ensure that the following values are entered in the respective fields
Work Center: ICPS31
Work:H
Normal duration: Day

Click Work
Please press Backspace
Enter 140 in the first work box.
Click Activity type.
Enter ICPS06 in the Activity type box
Click Normal Duration
Enter 20 in the Normal Duration box.
175

Click Back

In the following steps, you'll determine the project's capacity requirements using the
project planning board menu and start scheduling the project.
You can also automatically determine capacity requirements when saving by activating
the Capacity Requirements indicator in the Network Header. To do this in the project
planning board, select an activity, then go to More > Details > Network Header to make
the setting.

Click Select All .

Click Edit.
Click Functions.
Click Activate capacities.
176

Click Schedule .
Click Basic Dates.

In the next steps, you will analyze the capacity requirements for the WBS element.
You can also view the work center from the project planning board by double-clicking
on it.
Select

Click Capacity Overview .

Select
177

Click on with the right mouse button

Click load as histogram

Click on with the right mouse button

Click Display legend

Click Close
Click on with the right mouse button
Click close chart.

In the next steps, you will enter the final confirmation.

Select Drawing/calculation/design.

Click Confirm Activity .

178

Click Continue .

Click actual
Enter 10/04/2024
Click Back .
Click Continue.
Click Continue.
Double click on

Click

Click Back
Click .
179

Click Back .

You have now completed processing the internal activities.

Internally Processed Activities and Capacity Requirements

The main settings for capacity requirements in internal activities include the control key,
which determines if an activity is relevant for calculating capacity needs. The value in the
"work" field defines the amount of planned capacity required. The "distribution key" field
decides how the capacity will be spread over the activity's duration. If this field is empty, the
distribution comes from the work center, and if the work center is also empty, the system
evenly spreads the work to the latest possible dates. To calculate capacity requirements, you
must enter a work center, as it generates the requirements and provides available capacities.
The activity type, essential for cost calculation, is also determined by the work center.
180

Generating Capacity Requirements

Work Center and Available Capacity
The main settings for defining work center capacities are as follows:
On the capacity tab, you can define different capacity categories, such as labor or machines,
for the work center. Each category has its own available capacity.
The distribution key from the work center is used if no distribution key is set in the activity.
For each capacity category, you define the standard available capacity. This can be adjusted
using additional intervals. The "finite scheduling" option controls whether this capacity is
included in the availability check, which can be done during project planning or capacity
leveling. The overload setting allows the available capacity to exceed the limit by a certain
percentage without affecting activity scheduling until that limit is reached.
181

Availability Capacity
The capacity data in the work center and the available capacity determine the output of labor
and machines over a specific time period. Available capacity shows the performance of each
capacity category in the work center. The formula in the work center defines how the
capacity requirements are calculated.

Capacity Requirements
182

Scheduling calculates the capacity requirements based on the scheduled dates for the service.
The system uses the formula in the work center and the work from the network activity to
determine these requirements.
Capacity requirements can also be calculated for externally processed activities by setting the
scheduling and capacity requirements indicator in the control key. The process for
determining capacity requirements is the same as for internally processed activities.

In this demonstration, you will see how to plan for capacities in work centers.
Enter TransactionCode CJ20N
F-11198 is double clicked

Click Project Planning Board

Click Zoom in on graphic

Click Adapt graphic area
183

0010 is selected

Click Capacity Overview .

is double clicked

Click Capacities
184

You can now see the fields related to capacity

Click .

You can now see the field related to work center capacity.

You can now check the operating time and available capacity.
Click Back.
185

Click Back.

Click Exit .
In the following steps, a new work center will be created in plant in the project system menu.
Enter Transaction Code CNR1

Ensure that 0110 is entered in the plant field.

ICPS60 is now entered in the work center box.
0006 is now entered in the work center category box.
Click Basic Data.
Group 00, Assembly is now entered in the second work center box.
PS is now entered in the person responsible box.
003 is now entered in the usage box.

Click .

In the following steps, the data for the available capacity will be entered for the work center.
Enter Transaction Code CNR2.

Ensure that ICPS60 is entered in the work center field.

Click .
186

002 is now entered in the Capacity category box.

SAP008 is now entered in the other formula box.
SAP030 is now entered in the int.dis.key box.

Press Enter.

Click Start time

Enter .
Click end time.
Enter .
Click Length of Breaks
Enter .
Click No.ind capacities.
1 is now entered in the No.ind capacities box.
20 is now entered in the overload box.
Long term planning is cleared.
187

Click .

In the following steps, scheduling data will be maintained and assigned to cost center.
Enter Transaction Code CNR2

Click Scheduling.
188

002 is now entered in the capacity category box.

SAP004 is now entered in the Int.Proc.Duration Box.
Click .
Click Start Date.
is now entered in the Start date box.
ICPS03T is now entered in the cost center box.
ICPS06 is now entered in Acttype box.
SAP008 is now entered in the formula key box.

Click .
189

Click Back .
In the following steps, the project will be edited using the project planning board.
Enter Transaction Code CJ20N.
F-11198 is double clicked.

Click Project Planning Board .

Click Zoom in on graphic .

Click Adapt graphic area .

is double clicked

Click Work Center.

190

Backspace is now pressed.

ICPS60 is now entered in the work center box.
Click Work.
Delete is now pressed.
60 is now entered in the work box.
Ensure that 6 Day is entered in the normal duration field.
SAP020 is now entered in the DistkeyCapRqint box.

Click Back .
In the following steps, the scheduling will be carried out again in the capacity requirements
for work center will be demonstrated.

Click Select All .

Click Schedule .
191

Click Basic Dates.

Click Deselect all .

is selected.

Click Capacity Overview .

is selected.
Right click on with the mouse opens a shortcut menu.
Click load as histogram.

Note that overloads on the work center will be displayed as red.

Right-clicking on .
Right-clicking on P-AS with the mouse opens a shortcut menu.
Click Close chart.

Click .
In the following steps, the distribution keys, functions and strategies will be defined.
192

Go to SPROàProjectSystemàResourcesàDistributionàDefine Requirements
Distribution

Click .

Go to SPROàProjectSystemàResourcesàDistributionàDefine Distribution
Strategies

Click .
Go to SPROàProjectSystemàResourcesàDistributionàDefine Distribution Function
193

Click S20
Function definition is double clicked.

Click .

Click S40.
Function definition is double clicked.
194

Click Back.
You have now seen how to plan for capacities in work centers.
195

Capacity Analysis in the Project Information

You can evaluate capacity requirements directly in the Project System's information
system. Use the enhanced individual overview within the structure information
system to view capacity needs, organized similarly to the structure information
system layout. With PS info profiles, you can customize which information is
displayed.
Alternatively, the capacities individual overview is available for occasional users,
offering an easy-to-use interface, though it provides less detailed information than
the enhanced overview.

You can analyse the capacity requirements for your project

Enter Transaction Code CN50N
Ensure that F-11198 is entered in the project field and other fields are empty
196

Click Execute

Click Choose Layout

Click Change layout

Ensure that Activity is selected

197

Click Show Selected fields

Click Earliest start date

Click Show selected fields

Click latest finish date

Click Show selected fields

Click Normal Duration

Click Show selected fields

Click Continue
Select capacity and remaining capacity requirement
Click Total
198

Click Choose layout

Click Change layout

Click Work Center text

Click Show selected fields

Click

Analysis with Capacity Evaluation Reports

199

You can use capacity evaluation to analyze your company’s capacity load. The main options
include:
Standard Overview: Provides a summary of the load at a selected work center by comparing
its capacity requirements, available capacity, and current workload for each period.
Capacity Detail List: Shows detailed information about orders and networks that affect the
capacity requirements at a work center.
Variable Overview: Allows flexible evaluation and display of any data from capacity
planning.
Additionally, you can view or update work centers and capacities directly from the evaluation
lists, and you can manage orders, confirm activities, and display stock requirements from the
detailed capacity list.
Customizing for Capacity Analysis
All capacity evaluation profiles are managed in the Customizing settings for Capacity
Planning. These include:
Overall Profile: Contains all necessary settings for capacity evaluations.
Selection Profile: Defines the data you want to evaluate.
Option Profile: Sets the time period and capacity distribution for evaluation.
List Profile: Chooses which fields to display.
Graphics Profile: Determines the appearance of capacity evaluation graphics and types of
dates to show.
You can configure the overall profile and its subprofiles in the Customizing section for
capacity planning.
Customizing for Enhanced Capacity Evaluation
200

Enhanced capacity evaluation profiles are set up in Customizing for Capacity Planning and
include:
Overall Profile: Holds all settings for detailed evaluations and capacity leveling.
Selection Profile: Defines the data to evaluate.
Control Profile: Chooses between data leveling or evaluation.
Time Profile: Sets the evaluation time period.
Evaluation Profile: Specifies the requirements to display.
Period Profile: Defines how periods should be split.
List Profile: Selects the fields to display.
You can configure the overall profile and its subprofiles in the Customizing section for
capacity planning.

In this demonstration, you will see how to evaluate capacity requirements

In the following steps, the work center overview for the capacity evaluation will be called and
a new work center for the project will be selected.
Go to Transaction Code CM01
201

Ensure that following values are entered in the respective field

Work Center:ICPS60
Capacity planner group:
Plant:0110
Click Standard overview

You can now see that the work center is not showing any capacity requirements for the
project.
Click Setting
Click General
202

180 is now entered in the int.finish box.

Noted that if necessary, compare the value with the latest finish of the activity you noted
down in the previous demonstration
Click Continue .

is selected
203

is selected
Click Cap.details/period .

Choose fields .

Click Operation

Click Choose
204

Click Operation text

Click Choose

Click Operation.
Click Operation text.
Click Pegged requirements.
Click Move .

Click Continue .
205

In the following steps, advanced capacity evaluation will be called and the new work center
in the project will be selected.
Go to Transaction Code CM50

Ensure that the following values are entered in the respective fields:
Work center:ICPS31
Plant:0110
Click .

Click SAP_Z003
Click Continue .

Click Details .
206

You can now see that the work center is overloaded for several days by the capacity
requirements for the project.

Capacity leveling
207

The following methods are available for leveling network and activity capacities:
Project Planning Board: Displays the capacity load of work centers assigned to activities as
bars along a timeline. Red sections on these bars show overloaded periods. You can select a
work center to view its capacity load curve, which shows capacity requirements and
availability. This board also allows capacity leveling by changing the work center or
rescheduling activities to available periods.
Capacity Planning Board: Used for capacity leveling in either graphical or tabular form. It
has at least two sections—one for available capacity per period and another for the capacity
requirements of various orders or networks.
Workforce Planning: A user interface to assign tasks to people in the work center.
Views available for capacity and workforce planning:
Work Center View: Shows capacity requirements for specific work centers within a selected
time period.
Project View: Displays all activities with work centers for a particular project.

Capacity Planning Table

208

You can perform capacity leveling using the capacity planning table or the graphical planning
table. In the graphical planning table, activities can be scheduled at work centers for specific
periods by dragging them with the mouse to a work center or capacity category. Various
actions are available directly from the graphical planning board, including:
Viewing or editing the order or activity.
Viewing or editing the work center or its capacity screen.
In this Demonstration, you will see how to perform capacity leveling using planning
tables
In the following steps, a project in the project planning board will be opened
Go to Transaction Code CJ20N
F-11198 is double-clicked

Click Project Planning Board

Click Zoom in on graphic
209

Click Adapt graphic area buttons .

In the following steps, a suitable WBS element will be selected and capacity leveling will be
opened.
Select F-11198.4
Click Goto
Click Capacity leveling
Click

In the following steps, how to schedule capacities automatically will be demonstrated and the
planning will be discussed.

Click 0130

Click
210

Click Earliest Start

Note that the element is dispatched for the earliest start date
In the following steps, the graphical planning board will be closed and the changes in the
detail screen for the scheduled activity will be demonstrated

Click Back .

You can now see the indicators on the activity bar.

0130 is double clicked

Click System status

211

You can now see the system status that has changed to CRTD DSPT(Created and Scheduled)

Click Back .
Click Dates.

You can now see the changed dates.

Click Close .
In the following steps, the project will be closed without saving the changes.

Click Exit .
212

Click No.
In the following steps, the use of a tabular capacity planning board will be demonstrated to
schedule capacities in the project. The various views will be explained. How capacities can
be scheduled both manually and automatically will be displayed and the transaction will be
closed without saving the changes.
Go to transaction code CM26.

F-11198.4 is now entered in the WBS. Element box.

Click Continue .

ICPS31 is selected

70.0 is selected

Click .
213

Sort operations to be displayed is cleared.

Click Transfer .
ICPS31 is selected.
70.0 is selected.

Click .

Click Earliest start.

You can now see that the activity is dispatched to the earliest start date.
214

70.0 is selected.

Click .
70.0 is selected.

Click Dispatch .

Click Basic start date.

Select 10/16/2024.

ICPS31 is selected.
215

Click .
Click Extras.
Click log.
Click Scheduling.

Click Extras.
Click log.
Click Planning.

Click Back .

Click Back .

Click No
You have now seen how to perform capacity leveling using planning tables.
216

Workforce Planning

Workforce planning in SAP allows assigning personnel to activities with the following
features:
217

Two Views: Work center view and project view, for easy and quick personnel
assignment to activities.
Data Display:
Availability of personnel (from HR data)
Total capacity load per person
Activity details
You can assign personnel linked to the work center for an activity, project team
members assigned to WBS, or, if settings permit, personnel available in HR.
Evaluations are conducted using the SAP List Viewer (ALV), which supports printing,
sharing with others, or saving workforce planning data locally.
Evaluation of Workforce Planning
Evaluation in workforce planning lets you view work distribution across projects, work
centers, or personnel resources:
Project View: Select by project definition, WBS elements, or networks to display all
activities linked to the chosen networks or WBS elements.
Work Center View: Select by work center, plant, or personnel resources (e.g., person or
position).
Personnel Resources: When selecting personnel resources, you can evaluate workforce
planning based on organizational units.
218

Starting from release 4.6, you can create project teams for WBS elements. These teams,
made up of personnel assigned through HR organizational units, positions, or directly,
are used in workforce planning.
If a WBS element doesn’t have its own project team, you can access the project team of
the higher-level WBS element.
If a WBS element has its own project team, you cannot access the higher-level team in
workforce planning.
Assigning People to Work Centers:
People can be assigned to work centers at:
Capacity Category Level (Level A)
Work Center Level
Assigning personnel to work centers is essential for:
Workforce Planning
Timesheet Management: Displays a worklist for entering the person’s activities.

Customizing for Workforce Planning

219

To perform and evaluate workforce planning, profiles are needed. These profiles are set
on the initial screen and can be temporarily modified if needed. Workforce planning
profiles are configured in the resource section of Project System Customizing.
Since Release 4.6A, mixed period splits are available, allowing workforce planning to
display periods by specific days, weeks, or months. You can assign people from the
work center, project organization, or select individuals as needed, distributing work to
persons, positions, or HR organizational units.
Exceptions can also be applied when evaluating workforce planning.
In this demonstration, you will see how to distribute work to personnel resources.
In the following, the project view will be used to assign a personnel resource to activity
of the project.
Go to Transaction Code CMP2
220

Ensure that F-11198 is entered in the project field.

ZPS00 is now entered in the profile box.
Click Execute .

You can now see an overview of all activities that have capacity requirements in the
planning group.
Click .

Click F-11198.1

Click Copy .
221

Quality check of Power Source Plan is selected.

Click PlanVals .

Clicking in the scroll area displays the desired area.

You can now see the schedule work time frame.

Quality check of Power Source Plan is selected.
Click Create assignment .

You can now see a dialog box containing your project team.
Ensure that the line Jawed alam is selected.
222

Click Assign .
6.7 is now entered in the First box.
3.3 is now entered in the second box.

Click Settings .

You can now see the profile settings.

Click Close .

Click Back .

Click Yes.
In the following steps, the work center view for workforce planning of personal resources
will be demonstrated.
Go to transaction Code CMP3.
223

ICPS31 is now entered in the work center box.

Ensure that 0110 is entered in the plant field and ZPS00 is entered in the profile field.

Click Execute .

Click Filter .
224

WBS element is double clicked.

F-11198.1 is now entered in the frm box.

Click Set conditions .

Note that only the activities assigned to this wbs element are displayed.
225

You can now see this existing assignments.

F-11198 is selected.
Click create assignment .

Shazia akhter is selected.

Click Assign .

Clicking in the scroll area displays the desired area.

5 is now entered in the First box.

5 is now entered in the second box.
5 is now entered in the third box.
ICMA planning is selected.

Click Change assignment .

226

You can now change the dates.

Click Cancel .
Ensure that ICMA planning is selected.
Click work center availability .

Click Save .

Confirmation Options
During the execution phase of our project, we document completed internal services and
update the progress of tasks. We can also use the cross-application timesheet to track time
data.
227

Confirmation helps document the progress of activities, allowing us to update the remaining
work and estimate how the project will move forward. With confirmation, we can
automatically record important business data, like actual dates, costs, labor, and, when
necessary, update the status of an activity.
We can create confirmations in several ways:
Individually, for a network, activity, specific activity elements, or capacity splits.
Collectively, for multiple network activities.
Using the Structure Information System, where we select activities and choose individual or
collective confirmation. We can also send a confirmation workflow from the information
system to another user or department.
Through the Cross-Application Time Sheet (CATS).
Online, by creating individual or collective confirmations or entering time data via CATS.
Using the SAP Fiori app to record working time.
Via the PDC interface or using BAPI to import actual dates and work data from external
systems.

Individual and Collective Confirmation

228

In individual confirmation, we can confirm a single activity or element by entering actual

start and finish dates, or estimated finish dates and forecasted work details.
With collective confirmation, we can confirm multiple network activities, elements, and
capacities at once. Here, actual costs, finish dates, forecasted finish dates, and forecasted
work are entered in a table format.
Using the Structure Information System, we can:
Access individual or collective confirmation directly.
Store a confirmation pool to use later in collective confirmation or the Cross-Application
Time Sheet (CATS).
Send a confirmation pool as a workflow to other users, who can access it directly from their
inbox.
Customizing Confirmation Settings
Confirmation Parameters
Default Values: Set for final confirmation, posting materials, and auto-suggested dates and
milestones.
Checks: Enable checks like future dates, work deviations, and duration deviations.
Workflow Log: Includes scheduling and order shifts.
Deviation: Track reasons for plan differences and link them to user status if needed.
Field Selection: Adjust modifiable fields and set influential fields based on factors like
network type and profile.
For confirmation, final confirmation is auto-suggested, and future dates can be saved. In the
confirmation parameters, you can:
Decide if cost errors should be displayed.
Set acceptable percentages for work and duration variances.
When confirming, you can enter reasons for plan variances. In the customization settings, you
can define deviation reasons and link them to user status as needed.
Field selection allows you to customize confirmation screens, showing only necessary fields
and marking others as view-only.
229

In this demonstration, you will see how to process confirmation

In the following Steps, Project will be released

Click Project Builder

F-11198 is double clicked

Click more
Click Edit
Click Status
Click Release
230

You can now see that the status is inherited by the lower-level WBS elements and activities.

Click
Click .

In the following steps, partial confirmation for the activity in the system will be recorded.
Click Network Activity Overview
231

F-11198 is now entered in the Project Definition Box

Click .

Click Settings .
Activity/Element name is selected.

Click .
Element is selected.

Click .
Activity is selected.
232

Click .
Network name is selected.

Click .
Click .

Click Select View .

Ensure that standard is selected.

Click .
Click .
Backspace is now pressed
ICMA is now entered in the view box.
Set as default is selected.

Click .
0020 is selected.
233

Click

Click Actual.
Backspace is now pressed.
6 is now entered in the Actual Box.
Click .
Click Confirm.
Click Confirm.

Click Back
234

In the following steps, the project structure overview will be called, project will be selected
and the report will be started.
Go to transaction CODE CN41

F-11198 is now entered in the Project Definition Box.

Click Execute .

Click Deselect all .

Click Extras/environment.
Click Confirm.
235

Click Individual confirmation.

You can now see the different fields shown on the enter network confirmation screen and
dialog box.
Click Save .

Click .
Click .
236

You can now see the report Data after refreshing. Additional actual and actual costs are
displayed on the basis of confirmation.
In the following steps, the activities will be selected and the function of collective
information will be explained.
Click Deselect all .
Quality Check of Power Source is selected.
Overall Quality Check is selected.

Click Extras and environment.

Click Confirm.
Click Collective confirmation.

You can now see the different fields shown on the network confirmation: Collective
Confirmation screen.
Click Select all .
Click Edit.
Click Check Confirmations.
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Clicking in the scroll area displays the desired area.

0060 is cleared.
0070 is cleared.

Click Prc.
Backspace is now pressed.
Maintain valus in PRC.

Click Actual data .

Click Actual.
Select Date .
Enter is pressed.
Click Next Operation.
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Click Actual
Select Date 10/10/2024.
Click Save.

Click .
Click .

You can now see the report data after refreshing. Additional actual dates and actual costs are
displayed on the basis of the confirmation.
In the following steps, confirmation pool for the selected activities will be created.
Click Extras/environment.
Click Confirm.
Create Confirmation Pool.
CONF_POOL_00 is now entered in the confirmation Pool box.
Confirmation Pool F-13000 is now entered in the Description Box.
Click Continue.
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In the following steps, the structure overview will be closed, the collective confirmation
transaction will be called again and the access to the confirmation pool will be demonstrated
Click Back .
Go to transaction code CN27.

Click Confirmation.
Click Get Pool.

CONF_POOL_00 is now entered in the confirmation pool box.

Click Continue .

You can now see the demonstration that are from the pool.
Click Back.
In the following steps, all profile and setting for the confirmation customizing graphic will be
demonstrated.
Go to SPROàProjectSystemà Confirmationà Define Confirmation Parameters
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Select PS31
Click .

You can now see the different confirmation settings.

Click Back .
Click Back .
Go to SPROàProjectSystemà Confirmationà Define Causes for Variances
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You can now check the different settings.

Click Back .
Go to SPROàProjectSystemà Confirmationà Define Field Selection for
Confirmation
is double clicked.

You can now check the different settings.

Click Back .
Click Back .
Go to SPROàProjectSystemà Dates à SchedulingàSpecify Parameters for
Network Scheduling
Click PS31
Click .
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Click Back .
Click Back .
You have now seen how to process confirmation.

Variances and Actual Capacity Requirements

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If the confirmed work duration or amount exceeds the allowed deviation limits set in
the system, a workflow can automatically notify MRP controllers. They will receive a
message in their inbox, allowing them to review the confirmation details. From this
message, they can respond via email directly to the person who entered the
confirmation.
Actual Capacity Requirements
Starting from release 4.5A, you can view actual capacity requirements directly from
the confirmation. In the extended capacity planning, you can compare planned with
actual capacity requirements and see the remaining capacity. To enable this,
activate actual capacity requirements in the work center's capacity detail screen and
in the extended capacity evaluation.

In this demonstration, you will see how to trigger a workflow for variances.
In the following steps, the confirmation parameters for the plant and the network type
will be changed along the settings.
Go to SPROàProjectSystemà Confirmation à Define Confirmation Parameters
Click PS31.
Click .
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Final Confirmation is cleared.

Ensure that the following are selected
Wrkdev.active
DurtnDev.active
Workflow for work
Duratn workflow
Ensure that 10 is entered in the work deviation field and duration deviation field.

Click Save .
Click Back .
Click Back .
In the following steps, the individual confirmation for the activity in a project in the structure
information system will be called and messages will be explained

Go to transaction code CN41

Ensure that F-11198 is entered in the project field.
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Click Execute .
Click Deselect all .
Customer Acceptance is selected.

Click Extras/environment.
Click Confirm.
Click Individual confirmation.

14 is now entered in the actual box.

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Click Continue .
Click Back .

Click Yes.
In the following steps, the work item in the inbox for the user that has been generated due to
confirmation will be demonstrated.

Workflow Configuration Pending

Cross Application Time Sheet(CATS)

The Cross-Application Time Sheet (CATS) is a tool that helps record actual work hours
across different SAP modules like HR, Project System, Plant Maintenance, Service
Management, Controlling, and Materials Management. You can set up and customize CATS
using data entry profiles to control how adjustments are entered, tracked, and approved. With
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different settings, you can decide how time entries are handled, released, and shared with
other applications. Since multiple applications may need this data simultaneously, it allows
you to transfer data to various areas at once. Starting from SAP version 4.6, you can use a
report to send time data to multiple applications in a single step.

Data Entry Screen of the Time Sheet

In CATS, time data can be entered for one or multiple people, with flexible screen setups
based on employee groups (using data entry profiles) or custom settings (using table control).
Worklists simplify time entry by providing employees with pre-filled templates, like account
assignment details, for quicker data entry. The worklist is generated from the following
sources:
Activities assigned to employees through work centers or workforce planning (relevant to
Project Systems, Plant Maintenance, and Service Management).
Tasks needing confirmation from specific pools.
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Objects the employee is working on, sourced from the CATS database.
Additional objects, modified via BAdIs (Business Add-Ins).
Customizing for CATS using Data Entry Profiles

Data entry profiles for CATS components are managed in the customizing settings.
The data entry profile defines how time is entered (through selected fields for the receiver)
and where the activity data is sent. For example, it decides if entered time is automatically
released upon saving and if approval is needed.
Types of Worklist Sources:
Workforce planning
Assigned work centers
Pool for confirmation information system
CATS Field Selection
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Field selection controls which fields are shown and editable on the list and data entry screens,
managed through the data entry profile.
To keep it user-friendly, include only essential fields and ensure all relevant receivers for
activities are displayed. For example, if an employee works for both a network and a receiver
cost center, both options should be available in the field selection.
Accelerated Reporting with SAP HANA — Line Item Reporting
With SAP HANA as the new in-memory database, enhanced reporting options are now
available for SAP Project System. The new line item reports use SAP HANA’s column
storage to import only the needed columns for faster performance. For example, if cost
element isn’t part of your layout, it won’t be imported, and all line items will be summarized.
Generally, any unselected fields are automatically summarized.

In the initial screens of transactions CJI3N (Actual Costs for Project Line Items) and CJI4N
(Planned Costs for Project Line Items), new options are available in the Display settings.
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With accelerated selection, the report uses optimized logic, loading only the columns needed
for the current layout. Cost rates are read from the SAP HANA database, as configured in
Customizing, while object selection still uses the ERP database.
With Hierarchy display, a tree structure shows the hierarchy of selected objects beside the
output list.

Reporting with SAP HANA: Large Hierarchies

For large hierarchies, it’s recommended to first navigate the tree structure without loading all
line items immediately.
The results screen has three parts with various navigation options:
Double-click a node to view line items for just that selection.
Click a node to select all objects within it, which automatically refreshes the line item
display.
You can also show or hide the entire tree as needed.
Different layouts can be chosen by selecting their names, which re-filters line items on the
SAP HANA database according to the chosen columns.
The line item display provides standard options like navigating to original documents,
accounting documents, or master records. If you adjust the layout (e.g., by adding a column),
the system fetches this column from SAP HANA, and the display updates accordingly. This
also happens if you switch to a different layout manually.
In this demonstration, you will see how to confirm network activities using CATS.
In the following steps, the work time recording with CATS classic(CAT2) will be called up,
the time data entry will be started and the structure of CATS functions will be explained.
Go to Transaction Code CAT2

ZPS_001 is now entered in the Data Entry Profile box.

90000026 is now entered in the Personnel Number.
Click Enter Times .
Pending because of HRConfiguration
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252

Internal and External Resource planning

In project planning, we use activities to determine the resources needed. The project system
defines these key resource types:
Internal Resources: These are tasks performed by the company’s own machines or personnel.
You can assess the workload on the involved work center, schedule resources accordingly,
and assign tasks to employees.
External Resources: These refer to services provided by outside companies. The purchasing
department handles all external work procurement.
Service Activities: Similar to external resources, these are services from third parties.
However, with service activities, you can outline service specifications and set a cost limit for
any unexpected services. The purchasing department also manages the procurement, entry,
and acceptance of these services.
External Activity Detail screen
In the external activity detail screen, information such as price per unit is drawn from a
purchasing info record. Once this data is referenced, no further changes can be made to it in
the activity.
When we use externally processed activities, service activities, or materials that require
external procurement, a purchase requisition is triggered. Depending on the SAP Project
System’s setup, a separate purchase requisition may be generated for each item or network.
For a project, you can introduce a project-specific purchase requisition collective indicator.
These are custom, user-defined codes not pre-configured in SAP PS. They can be assigned to
specific external activities, service activities, or required materials.
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With the Purchase Requisition Grouping Indicator, you can group multiple external
processing activities, service activities, or material components into a single purchase
requisition within a network. Additionally, you can use multiple networks to group various
services and materials into one purchase requisition.
You plan external procurement of services for our forklift project with the help of
appropriate externally processed activities.
Enter Transaction CJ20N
F-11198 is double clicked.
Ensure that F-11198 is selected.

Click .

Enter Services in the grouping indicator box.

Enter Material in the grouping indicator box.
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Click .
Click .
Click .
Drag .
Drop on .

You can now see that new activity have been create.
Enter External appraisal in the third Activity box.
Ensure that ICPS is entered in Purchasing org. Field.
Enter ICP in the Purch.group box.
Ensure that ZSERV is entered in the material group field.
Enter 8000000001 in the vendor Box.
Enter 5000 in the price box.
Enter 5 in the PI. Deliv. Time box.
Enter 12 in the Activity Quantity box.
Ensure that H is entered in the second activity qty field and Immediately is selected in the
Res./req field.
Enter services in the PR Coll indicator Box.
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Confirm your entry by pressing the enter key.

You can now see a temporary number for the purchase requisition.
Drag .
Drop on .
Enter Ext. acceptance of services performed in the third activity box.

You can now see that new activity have been create.
Enter External appraisal in the third Activity box.
Ensure that ICPS is entered in Purchasing org. Field.
Enter ICP in the Purch.group box.
Ensure that ZSERV is entered in the material group field.
Enter 8000000001 in the vendor Box.
Enter 100000 in the price box.
Enter 15 in the PI. Deliv. Time box.
Enter 70 in the Activity Quantity box.
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Ensure that H is entered in the second activity qty field and Immediately is selected in the
Res./req field.
Enter services in the PR Coll indicator Box.

Confirm your entry by pressing the enter key.

Click .
Note that when you save the entries, the purchase requisition are generated for the two
externally processed activities.
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Procurement and External Services

For externally sourced services, such as hiring a design office to develop a machine, you can
create external activities and specify activity elements. When you set up an external activity
in SAP, a purchase requisition is automatically generated and sent to the purchasing
department for further processing.
While setting up the activity, you can access purchasing data, like prices and delivery times,
from a purchasing info record.
Through the project system, you can generate a purchase requisition for an externally
processed activity, which is later converted to a purchase order by purchasing. Once the
purchase order is created, you can post a goods receipt and invoice receipt. Depending on
whether the valuation occurs at goods receipt or invoice receipt, you record the costs of the
external service using the respective transaction.
The control key determines that the activity is externally processed. You may also assign a
work center and planned work to the activity, enabling you to manage capacity planning for
your vendors.
Purchase Order Quantity and Date Change
If changes are made to network dates, material quantities, or external activities after a
purchase order (PO) is created, a workflow can be automatically triggered. To enable this,
workflow for PO changes must be activated in the network type settings.
The responsible purchasing person will then receive a work item via SAP Office, informing
them of the required changes. They can update the purchase order directly from the
notification.
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Configuration of External Processing

In the network profile settings, you can set default values for externally processed activities.
These include control key, cost elements, currency, purchasing organization, material
group, purchasing group, and order unit.

You procure services for your forklift project via the purchasing Department.
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In this exercise, you will procure external services.

Go to Transaction Code ME5J.

Ensure that F-11198 is entered in the Project field.

Click Execute .

You can now see an overview of all purchase requisition for the project.
Click .

Click .
Click .
260

Click External Appraisal.

You can now check the vendor.

Click Assign Source of Supply.
Click Save .

In the following steps, we will create a purchase order for the project.
Click
261

Select 8000000001.

Click Generate Purchase order .

Click Adopt .

Click Save .
.
Note the PO number.
Click Back .
Click Back .
Click Exit .
In the following steps, you will Check the status of activities performed in the project builder.
Go to transaction code CJ20N.
F-11198 is double clicked.
Click .
Click Edit.
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Click Status.

Note that since you already released the project in a previous exercise, the status may have
been inherited.
Click .
Click Edit.
Click Status.

Note that since you already released the project in a previous exercise, the status may have
been inherited.
Click .
Click .
In the following steps, you will enter a goods receipt as a follow-0n function for the purchase
order.
Go to transaction code MIGO.

Ensure that A01 Goods receipt is selected in the Trans./Event field and purchase order is
selected in the Reference Document field.
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Enter 4500001954 in the Purchase order Box.

Click Execute .

Click .

Click Qty in unit of Entry.

Please press Backspace.
Enter 35 in the Qty in unit of Entry box.
264

Note that you can only maintain data on item or on detail level, not on both.if one item is
detailed view, the data has to be maintained at the bottom. If the detailed view is closed.data
can be maintained in the item list.

Select Item OK.

Click .

Click .
Select .
Enter 5000002523 in the Material Document Box.
Click Execute .
Click .
Click .

Select Accounting document.

You can see accounting document which was generated during Good Reciept.
In the following steps, you will analyze the POs for the project using the purchase order for
project report in the information system of the project system.
Go to Transaction Code ME2J.
Ensure that F-11198 is entered in the project field.
Enter BEST in the scope of list box.
Click Execute .
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You can now see the purchase order with one items and the quantities still to be delivered.
Click .
Click .
In the Following steps, you will trigger the workflow for network changes when purchase
orders already exist.
Go to transaction code CJ20N.
Project F-11998 is double clicked.
Click .

Click Activity qty.

Please press Backspace.
Enter 35 in the Activity qty box.
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Click save .
Go to SAP Fiori Launchpad.

Click .
Search My Inbox.
267

Click .

Click.

You can access My Inbox From SAP GUI.

Go to SAP Easy Access.
268

Click .

Click .
Click .
Click .
Click .

Change purchase order for network 4000402 is double Clicked.

269

You can now check the data.

Click .
Click Change .

Click P0 Quantity.
Please press Backspace.
Enter 35 in the PO Quantity box.
Click Save .
.

Click .
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Quantity Updated.
271

Workflows and Mails in Project System

SAP Business Workflow combines technical tools and information to automate and manage
cross-application processes. In the Project System (PS), workflows help automate and
integrate all project-related processes, utilizing SAP Office for various purposes:
Non-workflow messages:
To send PS text
For budget deficit alerts
Workflow processes (Standard tasks, predefined):
For purchase order changes in the purchasing process
For handling variances and confirmations
For sending a pool of confirmations
For milestone tasks with user-defined or standard tasks
Claim management and correspondence workflows introduced in R/3 Release 4.6 include:
Close Claim (TS20000749)
Edit Claim (TS20000750)
Approve Claim (TS20000751)
Edit New Claim (TS20000754)
Approve Claim (TS20000907)
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SAP provides the following standard workflow tasks within the Project System:
Enter Actual Data (Standard Task TS00007944):
You can create a work item for confirmation, and send it to various recipients, like a user or
work center, through a pool of confirmations.
Purchase Order Change (Standard Task TS20000653):
If you change dates or quantities of materials in a network with external activities after a
purchase order is created, the system automatically generates a work item.
The purchasing agent receives a notification via email and can update the purchase order
directly from the mail.
Deviation in Confirmation is Too Large (Standard Task TS00008015):
If the duration or work exceeds the limit set in confirmation parameters, a work item is
generated automatically.
The MRP controller receives an email notification with details and can view the confirmation
or network. They can also reach out to the person who made the confirmation through the
mail system.
Workflow Setup and Agent Assignment:
Technical Setup and Activation: Workflows must be technically set up, activated, and
assigned to appropriate agents.
Budget Exceeding Notifications: When budgets are exceeded, workflow emails can notify
the responsible person, who must be assigned as a user in the system.
Assigning Recipients for Workflow Items:
Assign Possible Agents:
Define possible agents in the workflow task, such as organizational units, positions, or users,
as eligible to receive specific workflow items. This can be done in the standard task settings
accessible via the workflow system menu.
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Assign SAP Organizational Object Type:

Link the relevant SAP organizational object to the unit responsible. For example, to handle
confirmation items that exceed limits, assign the MRP controller (Organizational Object
T024D) to the organizational unit with users representing the MRP controller group. This can
be done through the "Create Assignments" activity in the workflow system menu.

In the following steps, Configure Standard tasks for workflow will be called and the relevant
setting in turn for the actions customizing tasks, network type parameters and network
completion confirmation parameters will be explained.
Go to SPROàProjectSystemà Workflow à Configure Standard Tasks for Workflow
in the Project System
is double-clicked.

Click

Click .

You can now see the available standard tasks.

Click .
Click .
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You can now see the assigned organisational unit.

Click .
Click .

You can now see the positions and users.

Click Back .
Click .
Click .

You can now see that the event that the event linkage is active.
Click Back .
Click Back .
is double-clicked.
Click PS31.
Click .

You can now see the workflow for purchase order change checkboxes.
You have now seen how to configure workflows in the project system
275

Planning of External Services

Instead of using externally processed activities, you can set up service activities or
service elements for tasks performed by external resources. A service activity starts
a similar purchasing process but can also include a structured list of planned
services to be purchased from a vendor and value limits for unplanned services.
Additionally, the entry and approval of services performed replace the goods receipt
typically used in standard purchasing. You can specify planned services and set
value limits to control unplanned services provided by the vendor. This setup can
also be linked to the MM service component.

External Services Management

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The MMSRV component supports the full cycle, from bid invitation to contract award,
as well as entry and acceptance of services. Unlike external process activities,
service acknowledgment in MMSRV is split into two stages: recording the service as
performed and then accepting it.

Details Service Operations

Detailed information for service activities is available on the External tab or page,
where you can distinguish between service and external activities using the control
key and service indicator. In the project planning board and network maintenance,
use the Service button to set service specifications or limits for a service activity.
In the network settings, you can set default values for service activities in the
network profile, including the control key, cost element, material group, purchasing
group, and order unit.
Service Specification
277

You can view outline levels and service specifications for an activity through the
service activity’s detail screen. Starting with SAP ECC 5.0, catalogs are also
accessible for selecting services from the service specification. To enable this, set up
the necessary catalog interface, OCI (Open Catalog Interface), in Customizing.

In addition to the internal and external services already planned, you also require
various services to carry out Forklift project. You plan these services with the help of
an appropriate service activity.
In this exercise, you will plan the service activities.
Go to Transaction Code CJ20N.
F-11198 is double clicked.
Ensure that the Forklift node is expanded.

Click .
278

Click .
Drag .
Drop .

Enter Services in the short text box.

Enter ICP in the Purch.group box.

Confirm your entry by dressing the Enter Key.

You can now see that the new activity is created and the system calls up the service
specification for the service activity.
Enter 1500 in the Overall limit box.
Enter 1000 in the expected value box.
Enter 41019 in the Cost element box.
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In the following steps, you will enter the planned services in the services section.
Enter 1000012 in the Service No. Box.
Enter 15 in the Quantity box.
Confirm your entry by pressing the Enter key.
Ensure that 120 is entered in the Gross Price field.
Click Back .

You can now see that the status of the activity is REL (released).

Click Save .

You can now see the purchase requisition number.

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Click Exit .
In the following steps, you will order the service for project in purchasing.
Go to Transaction Code ME21N.

Enter 8000000001 in the Supplier box.

Confirm your entry by pressing the Enter Key.
Click .
Click .

Enter 10001976 in the Purchase Req.

Click Save .
Check the purchase order number.
Click .
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Press Enter.

You have now planned the service activities.

Procurement of Services
Service Entry with CATS

In the service entry transaction in purchasing, you can record performed services using a
cross-application time sheet. In IDES, entry profile 1306 is available for this. Starting from
release 4.6A, you can use units of measure other than hours with CATS, whereas earlier
versions only support time-based recordings, limiting them to time-based services.
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Customizing External Activities

Account Assignment Category Purchase Requisition
General (F)
For project (Q)
For sales order (E)
Sales doc. with settlement on project (D)
Control Key
External activity: PS02
Service: PS05
New indicator: Scheduling ext. activity
Parameters for Network Type
Collective purchase requisition indicator
Workflow purchase order change indicator
The account assignment categories for purchase requisitions are generally valid for external
procurement in the Project System. The general account assignment category is relevant to
externally-processed activities and service activities. The remaining account assignment
categories, however, refer to project stock that affects material procurement only.

Pending due to HR configuration

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